SCHOOL NUTRITION SERVICES
2009 - 2010
Timothy E. P. Mertz, Director
September 17, 2009
School Nutrition Services will:
1. Update Pandemic Flu Plan based on current recommendations from both HCPS
Pandemic Plan, Health Department and also USDA Pandemic Plan.
2. SNS’s policy will:
a. Promote and ensure effective hand washing.
b. Encourage good respiratory hygiene.
c. Promote and ensure use of disposable gloves and changing
them more often.
d. Promote the use of hand sanitizer by all SNS employees.
e. Send employee home sick if symptoms start to develop at work.
Encourage to stay home and go to a doctor if they develop symptoms
of flu and are pregnant, lives/ or care for children younger than 5, or
have a chronic medical condition.
f. Encourage employee to plan ahead for personal child care.
3. Redistribute to Managers and all employees the SNS/Department of Health
Employee Illness Chart. This form assists SNS Managers in assessing whether to
send an employee home due to illness through a series of yes/no questions.
4. Develop a SNS cafeteria employee absenteeism chart to be updated daily. Instruct
all Managers to email SNS office when an employee is out of work, if they have the
H1N1 virus, and approximately how long they will be out.
5. Order hand sanitizers for all cafeterias.
6. Order one truckload of shelf-stable boxed meals that meet USDA requirements for
a Type-A meal and have available on demand.
7. Strongly encourage all SNS employees to get both the H1N1 flu shots and this year’s
flu shot as they become available.
8. Ensure that all SNS Managers and Assistant Managers are up-to-date in their
ServSafe Sanitation Certification.
9. Develop a series of in-services and emails for SNS employees on the following
topics related to the H1N1 flu:
CODE GREEN (cont’d)
a. Proper Hand Washing Techniques
b. Prevention of Cross Contamination of Pathogens
c. Proper Ware Washing and Sanitizing Techniques
d. Proper Kitchen Cleaning per VDH for H1N1 Influenza
Including Cleaning Door Knobs and Telephones
e. Disease Prevention in Food Service Setting
f. Proper Way to Cough into Arm
10. Develop an ‘Action Plan for the Continuation of Meal Service in Schools’. This will
establish a SOP (Standard Operating Procedure) on how to continue to feed students
in schools with fewer SNS employees for breakfast and lunch using limited menus
and/or labor hours.
11. Develop an ‘Action Plan for Feeding Needy Children when School is Closed due to
H1N1’. Have it approved and then teach to SNS employees.
12. Communicate with Principals, staff, parents and community on SNS efforts in flu
prevention on HCPS web site.
13. Conduct a meeting for all SNS Managers and Assistant Managers reviewing SNS Action
Plan after approval by HCPS on the H1N1 flu and its implementation.
14. Field Supervisors will develop a modified USDA Food Production record based on
the one used in the Summer Feeding Program.
Warning…Prevent Further Illness
SNS will include all previous actions and:
1. SNS cafeterias will install hand sanitizer dispensers and instruct students to use
before coming through the serving line.
2. Assist Principal in implementing Social Distancing.
3. Ensure the kitchen is disinfected as usual and increase if directed by HCPS and Health
4. Order pre-boxed Type-A breakfasts and lunches and have them stored in vendor
a. Pre-boxed meals would be delivered to school cafeteria for
on-site storage if flu outbreak escalates.
b. Manager would work with their Field Supervisor to determine
c. These meals can be used anytime on the regular school meal
program in the event they are not needed for emergency feeding.
They can also be used for bag lunches during elections and
elementary field days.
5. Implement training scenarios for all SNS employees.
6. Coordinate through Director of Media Services for communication with press, parents
7. SNS Director will coordinate all food orders during a school closing along with the
school’s Field Supervisor, SNS office staff and the school’s Cafeteria Manager.
a. Manager will complete a modified USDA Production record daily.
A copy will be sent to the SNS office and a copy left in the cafeteria
office for three (3) years plus the current school year.
b. Manager of closed school will do a food inventory upon reopening and
will send report to SNS’s Accountant within five (5) days of the
c. All rosters and tally sheets will be kept on file for three (3) years plus
the current year in their school.
CODE YELLOW (cont’d)
8. Report daily to SNS office all employees with H1N1 or suspected and all employees
who are out sick daily.
a. Allow employee to return to work 24 hours after fever is gone
without aid of fever-reducing medications per the Center of
Disease Control guidelines for non-health care workers.
b. Maintain a master roster through the SNS office. The SNS Lead
Field Supervisor, and the SNS Personnel Specialist, will coordinate
and maintain list daily.
c. Require staff to contact SNS office if a family member becomes
ill with the H1N1. SNS will then determine whether employee
should stay home or not.
9. Train SNS staff in delivering meals to classrooms using a roster system for meeting
accountability under USDA federal regulation guidelines.
a. Work with Principals to feed students in classrooms if they desire
when using Social Distancing.
b. No a la carte sales will be allowed in a classroom delivery.
c. No offer vs. serve will be allowed.
d. A second lunch will be allowed to be purchased but will not
qualify for federal reimbursement.
e. Students will pre-pay SNS either before school starts or when
they are in their classroom. MyLunchMoney.com will be strongly
encouraged for parents to pre-pay on students’ meal accounts to
limit contact with SNS employees and to increase serving time
speed to classrooms.
10. Increase the maximum replication of the school-based computer point-of-sale system
from 14 days to 21 days to prevent loss of data.
a. Point-of-sale computers are to be used when possible, serving
breakfast or lunch, or when students and staff go through SNS
b. Communication to employees from SNS office will be primarily
through the email system of our SNS domain as it is accessible by
SNS employees from home.
c. SNS office will check to make sure all Managers and Assistant
Managers’ home telephone numbers are current.
CODE YELLOW (cont’d)
d. SNS will send out all SNS Office telephone numbers and home
numbers for Cafeteria Managers and Assistant Managers to take
SNS will include all previous actions and:
1. Prepare for school to be closed. In the event of closure, school will be closed for
five to seven calendar days for children.
2. Only full-time SNS employees will work their regular contract hours.
a. Permanent part-time (PPT) employees will be scheduled
b. PPT employees may be temporarily reassigned to other
schools as needed due to employee illnesses.
c. Every effort to give hours to all employees, when feasible,
will be observed during this time to retain SNS staff when
crisis is over.
d. Paychecks will be mailed to employees in closed schools.
e. Use of the time clock will be suspended during this time.
f. SNS employee hours worked will be emailed to SNS office
daily for payroll input on Oracle. This will also assist SNS
office in tracking all employee status and availability of SNS
3. SNS will implement CLOSED SCHOOL FEEDING PLAN (CSFP) in schools that have a 50
percent or more free/reduced population.
Closed School Feeding Plan
a. SNS will implement waiver from the Department of Education
(DOE) to serve meals to needy kids during the crisis.
b. Schools that are not 50 percent but have a high free and reduced
population can qualify to be serviced with free meals as long as
an emphasis is made in serving their needy population first.
c. For middle schools and high schools, the surrounding feeder
schools’ free and reduced population will be considered when
determining the needs of the population.
CODE RED (cont’d)
d. Principals, Director of School Nutrition Services, Assistant
Superintendent of Finance and the Superintendent of Schools
will determine which schools will be selected for the CSFP
e. Coordinate with Transportation for a school bus to make the
usual route run with both pre-packaged breakfast and lunch
meals/bag meals on them.
f. Meals will be coordinated from the ‘closed’ school cafeteria.
This will allow for school pickup of SNS meals to the public and feeding
of the on-site school-based employees.
g. SNS personnel will distribute and keep records of meals
h. Only one bus will run for both meals starting at approximately
9:00 a.m. to 10:00 a.m. until run has been completed.
i. Milk will be stored on ice in ice chests to be distributed with
j. No special dietary meals can be accommodated.
k. Recommend bus to stop at every third bus stop to distribute
food to students free of charge. Any child under 18 can receive
the free meals.
l. No money will be on the buses and signs will be posted
m. Paperwork will be turned in to SNS office daily by email from
SNS personnel by 2:00 p.m. daily.
n. Work with Principal to open kitchen to feed students who can
pick up meals from school but will not be allowed to eat at
school. Meals could also be prepared for staff still working at
school during the closure. Regular prices will be charged to
teacher and staff with a limited a la carte offering. School
Cafeteria Manager will complete the normal SNS fiscal paper-
work on point-of-sale computer.
o. Work with Principal on ‘Connect Ed’ to do a telephone burst to
school patrons informing them of the free breakfasts and
lunches from SNS for all students under 18 in their district
during the closure. Also, food deliveries will be posted on the
individual school website of delivery times and routes.
CODE RED (cont’d)
p. Director of Media Services will assist in advertising food
distribution times and locations to the media and Channel 99.
q. SNS will communicate with the Assistant Superintendent of
Finance daily regarding meal counts and problems encountered
from distribution of meals.
4. SNS office will be closed to the public during a Code Red.
5. Catering will be suspended during a Code Red unless requested by HCPS.
a. All catered events will have a hand sanitizer set up accessible
for all in attendance.
b. No events with numbers larger than a classroom size will be
c. No buffets will be booked; only plated meals or box meals
will be provided.
d. Caterer will use Disease Prevention guidelines in food service
6. Central Office Subway will remain open at all times with a limited menu if necessary.
a. Hand sanitizer will be on the serving line for all customers.
b. SNS employees will wear gloves at all times.
7. Communicate with employees that allowable duration of sick time is extended for a
minimum of seven (7) days up to 24 hours after the person no longer has a fever or
signs of a fever.
8. SNS will assist with Construction & Maintenance to thoroughly clean and disinfect
the kitchen before students return to school.
9. Breakfasts and lunches are not to be canceled without approval of the Superintendent
10. Regular maintenance to SNS kitchens will be suspended during this time. Only critical
maintenance will be completed to include outside contractors.
11. Any school that is closed in which point-of-sale computers are not used, computers
must be left on at all times.
CODE RED (cont’d)
12. SNS Vending Manager will assist vending schools in sanitizing vending machines to
prevent damage to vending machines.
a. Vending machines should remain on during a school closure.
b. All monies should be removed, except for a small change fund.
c. Vending Manager will coordinate refilling, refunds, and any
vending machine repairs during this time with the individual
school Cafeteria Manager.