Sponsor Monitoring Requirements and Forms

VISIT AND REVIEW REQUIREMENTS - SUMMER 2020

Sponsors must ensure that they meet the minimum monitoring requirements. Sponsors must visit all new SFSP (does not include sites used for Unanticipated School Closure SFSP) and problem sites prior to operation and complete the Pre-Operational Visit Form for each. The purpose of this type of pre-operational visit is to determine that the site(s) have the appropriate facilities and, if possible, to meet with the site personnel.

For the Summer of 2020, Michigan is participating in the USDA Nationwide Waiver for waiving the first week Vvsit for all returning sponsors in good standing and new SFSP sponsors that have participated in the CACFP and/or NSLP this past year. New non-school SFSP sponsors and sponsors that received notification are required to conduct first week visits of all sites within the first week of operation. The First Week Visit Form must be completed for each visit.

All sponsors must conduct a thorough review of all sites at least once during the first four weeks of program operations. The sponsor must complete the Monitor Site Review Form for each site reviewed. If a site operates for less than four weeks, the Monitor Site Review must be completed prior to the site's closure.

Regulations require monitoring continue throughout the summer at a level sufficient to ensure that sites comply with program regulations. Sponsors must be able to document these monitoring requirements are met.

Table Summarizing Minimum Site Visit/Review Requirements

 

All Sites

New Sites

Problem Sites

Sites with New, Inexperienced, or Unskilled Staff

 Pre-Operational Visit

 

X

X

X

 First Week Visit (notified via email and included in the list above)

 

 

X

 

 Monitor Site Review

  • Within the first 4 weeks of site operation

X

 

 

 

 Racial Ethnic Data

  • Once per site, per summer
  • Once per session for camps

X

 

 

 

Pre-Operational Visit and First Week Visit Form

The Pre-Operational and First Week Site Visit forms must be used to document site visits.

Monitor Site Review Form

This form must be used by sponsor monitors to conduct a thorough review of each site's operation. The sponsor should leave a copy indicating any corrective action with the site supervisor or representative and conduct a follow-up visit to ensure corrective action has been completed.

Racial Ethnic Data Form

This form must be used by the sponsor to monitor the participating population of children by ethnic and racial categories.

 

MONITORING FORMS

Pre-Operational Visit Form

First Week Visit Form

Monitor Site Review Form

Racial Ethnic Data Form