(877)TEX-MEAL
Summer Waivers
Understanding the Excessive Heat Demonstration Project

Contracting Entities (CEs) may apply to participate in a demonstration project that allows CEs to serve non congregate meals during summer months during times of excessive heat. The intention of the excessive heat demonstration project is for CE’s that operate outdoor sites without access to temperature-controlled alternative sites if a Heat Advisory, Excessive Heat Warning, or Excessive Heat Watch has been issued by the NWS. CEs that operate outdoor sites with available temperature-controlled alternative sites are not eligible to be reimbursed for non-congregate meal service at those sites and are not included in the demonstration project for those sites.  In order to receive reimbursement under the SFSP, CEs must serve meals at a temperature-controlled alternative site when the area is experiencing excessive heat if not participating in the demonstration project.


Participation Requirements

CEs participating in non-congregate meal service must continue to maintain compliance with all other applicable regulations.  CEs must comply with the congregate meal requirements on days when the NWS has not issued a Heat Advisory, Excessive Heat Warning, or Excessive Heat Watch. CEs must ensure that caregivers, children, and parents are aware of the type of meal service available at each site, whether non-congregate or congregate, on each day of meal service. 

CEs must keep accurate records of meals served for each site and only one meal may be provided to each child present at the meal site during each approved meal service type.  Meals may not be provided to adults or other children to take to children not present at the site.
  

All meal counting, meal claiming, CE monitoring and oversight requirements, and TDA monitoring and oversight requirements continue to apply to sites that serve non-congregate meals. 


Documentation

CEs must print or obtain an electronic copy of the NWS notice on the public web found at http://www.weather.gov/ for the day a Heat Advisory, Excessive Heat Warning, or Excessive Heat Watch is issued.  The NWS notice is only posted on this website on the day on which the area experienced excessive heat.  Therefore, CEs must document and retain the NWS notice on the day of the excessive heat as it cannot be verified after posting date.

CEs must submit information with their claims for reimbursement, for each site where non-congregate meals were served, the date(s) and total number of non-congregate meals served by meal type by using the SSO/SFSP Non-Congregate Feeding Data Submission Form found in TX-UNPS under “Download Forms” (SNP-109 or SFSP-106).  Information on this form must be reported for each individual site that served non-congregate meals on the reported date.

For more information on requirements for participation in the demonstration project please review the TDA Policy Guidance


Points to remember
Intent to participate in the demonstration project must be made by the CE in TX-UNPS prior to serving non-congregate meals.

A CE’s TX-UNPS application may be amended at any time to indicate its intent to participate in the demonstration project at qualifying sites

Non-congregate meal service is allowed only on days when the National Weather Service (NWS) issues a Heat Advisory, Excessive Heat Warning, or Excessive Heat Watch when a temperature-controlled option is not available.

The Heat Advisory, Excessive Heat Warning, or Excessive Heat Watch must occur during meal service times. 

CEs must maintain proper documentation from the NWS for each day when non-congregate meals were served as part of the excessive heat demonstration project. 

Meals taken offsite may only be claimed on days for which documentation is maintained.   

CEs must submit information with their claims for reimbursement, for each site where non-congregate meals were served, the date(s) and total number of non-congregate meals served by meal type by using the SSO/SFSP Non-Congregate Feeding Data Submission
Form found in TX-UNPS under “Download Forms.”

Retain the link to the form that you provide (SNP-109 or SFSP-106). The notification form can be found here. 

Meal service times may not be altered on days when non-congregate meal service is utilized. 

Food safety during preparation and delivery must be maintained. 

In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, 
color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.  
 
Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits.  Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339.  Additionally, program information may be made available in languages other than English.
 
To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by:  
mail: 
U.S. Department of Agriculture 
Office of the Assistant Secretary for Civil Rights 
1400 Independence Avenue, SW 
Washington, D.C. 20250-9410; 
(2) fax: (202) 690-7442; or 
(3) email: program.intake@usda.gov.
 
This institution is an equal opportunity provider.

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