State Agencies (Schools)

OMB Control No.:0584-NEW

Expiration Date: xx/xx/xxxx

Public reporting burden for this collection of information is estimated to average [insert time hours or minutes] per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. An agency may not conduct or sponsor, and a person is not required to respond to, a collection of information unless it displays a currently valid OMB control number. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to: U.S. Department of Agriculture, Food and Nutrition Services, Office of Policy Support, 3101 Park Center Drive, Room 1014, Alexandria, VA 22302 ATTN: PRA (0584-xxxx*). Do not return the completed form to this address

Appendix E1 STATES SURVEY INSTRUMENT

INTRODUCTION:

The U.S. Department of Agriculture’s (USDA’s) Food and Nutrition Service (FNS) partnered with Optimal Solutions Group, LLC, to conduct an evaluation of the Summer Meals Programs that includes both the Summer Food Service Program (SFSP) and the Seamless Summer Option (SSO). The main objectives of the evaluation are to describe the characteristics of service providers, to examine program operations, and to identify factors affecting sponsors, sites, and children’s participation in the program. Your responses will be kept private, will be combined with those from other states, and will not be reported separately. Your participation in this survey is very important and will help evaluate and improve the Summer Meals Programs.

ADMINISTRATIVE PROCEDURES

1) What is your state agency/department? (Check one.)

1. Education agency

2. Health agency

3. Human services agency

4. Agriculture agency

5. Other: __________________

6. DON’T KNOW

7. N/A

8. REFUSED

2) Which of the following major tasks does your agency perform in administering the Summer Meals Programs? (Check all that apply.)

1. Processing applications

2. Managing food service vendors

3. Reviewing and processing meal-count claims

4. Providing technical assistance for sponsors and site personnel

5. Conducting annual training for sponsors and site personnel

6. Conducting administrative reviews and monitoring of sponsors and sites

7. Conducting health, food safety, and sanitation inspections

8. Conducting promotional activities to attract new sponsors

9. Conducting promotional activities to attract new sites

10. Conducting promotional activities to increase the number of children participating

11. Conducting fund-raising

12. Other: ____________________

13. DON’T KNOW

14. N/A

15. REFUSED

PROGRAM PARTICIPATION, PROMOTION, AND PUBLICITY ACTIVITIES

3) Does your agency work/partner with other organizations to publicize, improve, or implement the Summer Meals Programs; to find new sponsors or sites; or to increase children’s attendance?

1. YES

2. NO—SKIP TO 6

3. DON’T KNOW—SKIP TO 6

4. N/A—SKIP TO 6

5. REFUSED—SKIP TO 6

4) Which of the following organizations does your agency work with? (Check all that apply.)

1. U.S. Department of Education

2. U.S. Department of Agriculture

3. WIC, SNAP, or other nutrition programs

4. State Department of Education

5. State Department of Agriculture

6. Local government agencies or departments

7. Schools or school districts

8. Nutrition or anti-hunger advocacy groups or food banks

9. Religious organizations

10. Community-based organizations or groups

11. Business organizations

12. Media (radio, TV, print, Internet)

13. Other:________________

14. DON’T KNOW

15. N/A

16. REFUSED

5) Overall, which kinds of assistance do these organizations provide? (Check all that apply.)

1. Publicize and advertise the programs

2. Increase funding

3. Implement or improve the programs

4. Provide training

5. Recruit new sponsors

6. Recruit new sites

7. Increase children’s attendance

8. Other:________________

9. DON’T KNOW

10. N/A

11. REFUSED

6) Do your agency or partner organizations conduct activities to recruit new sponsors?

1. YES

2. NO—SKIP TO 9

3. DON’T KNOW—SKIP TO 9

4. N/A—SKIP TO 9

5. REFUSED—SKIP TO 9

7) How helpful are the following activities that your agency or partner organizations conduct to recruit new sponsors? (Click the response button for each conducted activity.)

[web survey pre-populates with do not use]

Contacting potential sponsors	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Extending invitations for events or training	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Presenting at conferences or meetings	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Using public mailings (letters, newsletters, brochures)	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Using public service announcements (TV, radio, newspapers)	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Conducting public advertisement (flyers, posters, banners, billboards)	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Using a toll-free number/hotline	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Using websites	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Sending e-mails	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Working with other organizations	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Other:________________	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Other:________________	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Other:________________	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know

8) Which of the following problems or barriers does your state experience in increasing the number of sponsors participating in the programs? (Check all that apply.)

1. Insufficient understanding of the programs

2. Insufficient promotion or publicity

3. Insufficient funding

4. Insufficient reimbursement

5. Insufficient staff or volunteers

6. Insufficient number of sites

7. Insufficient number of children

8. Insufficient assistance from schools or school districts

9. Insufficient assistance from other organizations

10. Excessive paperwork

11. Excessive application or eligibility requirements

12. Restrictive health and safety requirements

13. Area eligibility rules

14. Competing programs and/or other local alternatives

15. Problems with food service vendors

16. Other:__________________

17. DON’T KNOW

18. N/A

19. REFUSED

9) Do your agency or partner organizations conduct activities to recruit and open new sites?

1. YES

2. NO—SKIP TO 12

3. DON’T KNOW—SKIP TO 12

4. N/A—SKIP TO 12

5. REFUSED—SKIP TO 12

10) How helpful are the following activities that your agency or partner organizations conduct to recruit new sites? (Click the response button for each conducted activity.)

[web survey pre-populates with do not use]

Contacting potential sites	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Extending invitations for events or training	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Presenting at conferences or meetings	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Using public mailings (letters, newsletters, brochures)	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Using public service announcements (TV, radio, newspapers)	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Conducting public advertisement (flyers, posters, banners, billboards)	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Using a toll-free number/hotline	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Using websites	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Sending e-mails	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Working with other organizations	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Other:________________	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Other:________________	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Other:________________	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know

11) Which of the following problems or barriers does your state experience in increasing the number of sites? (Check all that apply.)

1. Insufficient understanding of the programs

2. Insufficient promotion or publicity

3. Insufficient funding

4. Insufficient reimbursement

5. Insufficient transportation funds

6. Insufficient staff or volunteers

7. Insufficient number of sponsors

8. Insufficient assistance from schools or school districts

9. Insufficient assistance from other organizations

10. Insufficient number of children

11. Excessive paperwork

12. Excessive application or eligibility requirements

13. Restrictive health and safety requirements

14. Area eligibility rules

15. Competing programs or other local alternatives

16. Problems with food service vendors

17. Schools are closed during summer

18. Other:__________________

19. DON’T KNOW

20. N/A

21. REFUSED

12) Do your agency or partner organizations conduct activities to increase the number of children participating in the Summer Meals Programs?

1. YES

2. NO—SKIP TO 18

3. DON’T KNOW—SKIP TO 18

4. N/A—SKIP TO 18

5. REFUSED—SKIP TO 18

13) How helpful are the following tasks in increasing the number of children participating in the Summer Meals Programs? (Click the response button for each conducted activity.)

[web survey pre-populates with do not use]

Securing additional funds	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Adding volunteers or staff	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Adding food service vendors	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Adding sponsors	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Opening more sites	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Increasing the number of days the sites are open during the summer	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Extending the sites’ hours of operation during the day	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Increasing the number of days per week the sites are open	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Providing earlier, later, or additional meals (breakfast, snacks, supper)	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Improving the quality or selection of meals	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Providing or improving activities besides meals	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Providing or improving transportation	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Other:________________	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Other:________________	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Other:________________	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know

14) How helpful are the following marketing, promotion, and publicity activities in increasing the number of children participating in the programs? (Click the response button for each conducted activity.)

[web survey pre-populates with do not use]

Sending public mailings (letters, newsletters, brochures)	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Using public service announcements (television, radio, newspapers)	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Conducting public promotional activities (flyers, posters, billboards, gifts)	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Holding special events	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Using a toll-free number/hotline	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Using websites	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Sending e-mails	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Conducting door-to-door/home visits	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Contacting families at camps or other programs	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Working with other organizations	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Other: ___________________	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Other: ___________________	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know
Other: ___________________	N/A do not use	very helpful	helpful	somewhat helpful	a little helpful	not at all helpful	don’t know

15) Did your agency or partner organizations conduct activities that failed to increase the number of children participating in the programs?

1. YES

2. NO—SKIP TO 17

3. DON’T KNOW—SKIP TO 17

4. N/A—SKIP TO 17

5. REFUSED—SKIP TO 17

16) Please briefly explain which activities failed to increase program participation and why.

1. _______________________________

2. _______________________________

3. _______________________________

4. _______________________________

5. _______________________________

17) Which of the following problems or barriers does your state experience in increasing children’s attendance at sites? (Check all that apply.)

1. Insufficient understanding of the programs

2. Insufficient promotion or publicity

3. Insufficient funding

4. Insufficient reimbursement

5. Insufficient staff or volunteers

6. Insufficient activities besides meals

7. Limited capacity or enrollment limits

8. Sites not being open long enough

9. Transportation problems or distance of children from site(s)

10. Lack of sites where children live

11. Security/safety concerns at sites

12. Inadequate facilities (lack of space, no air-conditioning)

13. Some families cannot afford to pay program fees (for enrolled sites and camps)

14. Poor variety or quality of food

15. Children want or need to stay home

16. Embarrassment/stigma among children and/or parents/caregivers

17. Lack of motivation among children and/or parents/caregivers

18. Children attending alternate programs

19. Other: __________________

20. DON’T KNOW

21. N/A

22. REFUSED

18) Has your state attempted to expand the Summer Meals Programs beyond summer months?

1. YES

2. NO—SKIP TO 20

3. DON’T KNOW—SKIP TO 20

4. N/A—SKIP TO 20

5. REFUSED—SKIP TO 20

19) Which of the following problems or barriers has your state experienced in expanding the programs beyond summer months? (Check all that apply.)

1. Insufficient understanding of the programs

2. Insufficient promotion or publicity

3. Insufficient funding

4. Insufficient reimbursement

5. Insufficient staff or volunteers

6. Insufficient number of sponsors

7. Insufficient number of sites

8. Insufficient assistance from schools or school districts

9. Insufficient assistance from other organizations

10. Competing programs and/or other local alternatives

11. Problems with vendors

12. Other:__________________

13. DON’T KNOW

14. N/A

15. REFUSED

SPONSORS

20) How many sponsors are participating in the Summer Meals Programs in your state this summer?

|___|___|___| # OF SPONSORS

DON’T KNOW (-999)

N/A (-888)

REFUSED (-777)

21) How many of these sponsors are participating for the first time this summer?

|___|___|___| # OF NEW SPONSORS

DON’T KNOW (-999)

N/A (-888)

REFUSED (-777)

22) How many school sponsors are participating in the Summer Meals Programs this summer?

|___|___|___| # OF SCHOOL SPONSORS

DON’T KNOW (-999)

N/A (-888)

REFUSED (-777)

23) Indicate the number of last year’s sponsors in each of the following categories:

1. |___|___|___| # OF SPONSORS TERMINATED FOR CAUSE

2. |___|___|___| # OF SPONSORS TERMINATED FOR CONVENIENCE

3. |___|___|___| # OF SPONSORS FOUND DEFICIENT LAST YEAR BUT NOT TERMINATED

4. |___|___|___| # OF SPONSORS CHANGED FROM SPONSOR TO SITE OR RELINQUISHED

SPONSORSHIP TO ANOTHER ORGANIZATION

DON’T KNOW (-999)

N/A (-888)

REFUSED (-777)

[IF # OF SPONSORS TERMINATED FOR CAUSE 23a > 0]

24) Why were sponsors terminated for cause? (Check all that apply.)

1. Were seriously deficient in the previous year’s reviews

2. Owed excess advance funds

3. Had problems with meal counts/claims records

4. Had a significant number of disallowed meals

5. Did not comply with monitoring requirements

6. Other:________________

7. DON’T KNOW

8. N/A

9. REFUSED

[IF # OF SPONSORS TERMINATED FOR CONVENIENCE 23b > 0]

25) Why were sponsors terminated for convenience? (Check all that apply.)

1. Insufficient funding

2. Insufficient reimbursement rates or cheaper to run other programs

3. Insufficient staff

4. Problems with vendors

5. Difficulties with paperwork or application process

6. Difficulty with health and sanitation requirements

7. Difficulty with sites’ operations

8. Problems with technical assistance or training

9. Insufficient number of children

10. Competing programs and/or other local alternatives

11. Other:__________________

12. DON’T KNOW

13. N/A

14. REFUSED

26) Is the Seamless Summer Option (SSO) available in your state?

1. YES

2. NO—SKIP TO 32

3. DON’T KNOW—SKIP TO 32

4. N/A—SKIP TO 32

5. REFUSED—SKIP TO 32

27) How many school sponsors participated in Seamless Summer Option this summer?

|___|___|___| # OF SCHOOL SPONSORS

ALL [= ITEM 22]—SKIP TO 29

NONE [= 0]—GO TO 28, THEN SKIP TO 30

DON’T KNOW (-999)

N/A (-888)

REFUSED (-777)

28) Why did school sponsors not participate in the Seamless Summer Option? (Check all that apply.)

1. Inadequate reimbursement rates

2. Cheaper to run other programs

3. Not enough internal funding

4. Other:__________________

5. DON’T KNOW

6. N/A

7. REFUSED

[IF SPONSORS PARTICIPATED IN SSO; ITEM 27 > 0]

29) Why did school sponsors participate in the Seamless Summer Option? (Check all that apply.)

1. Less paperwork

2. Easier administrative reviews by the state agency

3. Easier reviews or monitoring of sites

4. Other:__________________

5. DON’T KNOW

6. N/A

7. REFUSED

30) Overall, over the past several years, how did the Seamless Summer Option affect the number of school sponsors providing meals?

1. INCREASED # OF SPONSORS

2. HAD NO EFFECT

3. DECREASED # OF SPONSORS

4. DON’T KNOW

5. N/A

6. REFUSED

31) Overall, over the past several years, how did the Seamless Summer Option affect the number of meals provided by the school sponsors?

1. INCREASED # OF MEALS

2. HAD NO EFFECT

3. DECREASED # OF MEALS

4. DON’T KNOW

5. N/A

6. REFUSED

APPLICATION PROCEDURES

32) How many organizations applied to be sponsors this year?

|___|___|___|___| # OF APPLICATIONS

DON’T KNOW (-999)

N/A (-888)

REFUSED (-777)

33) How many applicant sponsors were not approved this year?

1. |___|___|___| # OF NEW SPONSORS NOT APPROVED

2. |___|___|___| # OF EXISTING SPONSORS NOT APPROVED

DON’T KNOW (-999)

N/A (-888)

REFUSED (-777)

[IF # OF SPONSORS NOT APPROVED > 0, ITEMS 33a/33b]

34) Why were sponsors not approved? (Check all that apply.)

1. Did not meet eligibility requirements

2. Missed application deadline

3. Did not pass health or sanitation inspection

4. Applied in areas already covered by a sponsor

5. Other:________________

6. DON’T KNOW

7. N/A

8. REFUSED

[IF HAS NEW SPONSORS, ITEM 21 > 0]

35) How long does it usually take to approve new sponsors once a complete application has been submitted?

|___|___|___| # OF CALENDAR DAYS

DON’T KNOW (-999)

N/A (-888)

REFUSED (-777)

36) How long does it usually take to approve existing sponsors once a complete application has been submitted?

|___|___|___| # OF CALENDAR DAYS

DON’T KNOW (-999)

N/A (-888)

REFUSED (-777)

37) In addition to federal requirements for sponsor eligibility, does your state have any special application/program requirements for sponsor approval?

1. YES

2. NO—SKIP TO 39

3. DON’T KNOW—SKIP TO 39

4. N/A—SKIP TO 39

5. REFUSED—SKIP TO 39

38) Please specify your state’s special application/program requirements:______________________

TRAINING OF SPONSORS

39) Did your agency provide separate trainings for new and experienced sponsors?

1. YES

2. NO

3. DON’T KNOW

4. N/A

5. REFUSED

40) Did your agency provide any assistance to sponsors in completing the application, other than the initial training?

1. YES

2. NO

3. DON’T KNOW

4. N/A

5. REFUSED

41) Did your agency conduct targeted training for School Food Authorities (SFA) in the National School Lunch Program (NSLP)?

1. YES

2. NO

3. DON’T KNOW

4. N/A

5. REFUSED

42) Did your agency conduct targeted training for sponsors in the Child and Adult Care Food Program (CACFP)?

1. YES

2. NO

3. DON’T KNOW

4. N/A

5. REFUSED

43) During this summer, which of the following types of technical assistance did your agency provide to sponsors? (Check all that apply.)

1. USDA and state’s monitoring of sites

2. Sponsors’ monitoring of sites

3. Administrative reviews

4. Sponsors’ training of sites’ staff

5. Sites’ violations and deficiencies

6. Health regulations and inspections

7. Meal counts and food expenditure records

8. Reimbursements and claims submissions process

9. Advance payments

10. Budget certification

11. Menu planning

12. Assessment of food quality

13. Vendor management and contracts

14. Sponsors’ monitoring of operational budgets

15. Sponsors’ monitoring of administrative budgets

16. Application process, eligibility issues, and documentation

17. Advertising, promoting, and publicizing the programs

18. Use of computer mapping for eligibility

19. Other: ___________________

20. DON’T KNOW

21. N/A

22. REFUSED

AVERAGE DAILY ATTENDANCE (ADA)

44) Describe the formula your state currently uses to calculate Summer Meals Programs’ average daily attendance (ADA) to report to FNS on Form-418.

The numerator:

1. Number of primary meals

2. Number of lunches

3. Total number of meals (breakfasts, lunches, snacks, etc.)

4. Total number of children in attendance

5. Number of children in attendance in the peak month

6. Other:___________________________

7. DON’T KNOW

8. N/A

9. REFUSED

DIVIDED BY

The denominator:

1. Total number of operating or meal service days

2. Average number of operating or meal service days across the state

3. Number of weekdays in July

4. Number of operating or meal service days in the peak month

5. Other:___________________________

6. DON’T KNOW

7. N/A

8. REFUSED

45) Was this formula used in calculating ADA during the previous 5 years?

1. YES

2. NO

3. DON’T KNOW

4. N/A

5. REFUSED

46) Has your agency experienced any of the following programs’ problems or barriers? (Check all that apply.)

1. Lack of political support at the federal level

2. Lack of political support at the state level

3. Lack of political support at the local level

4. Other: ____________________________

5. DON’T KNOW

6. N/A

7. REFUSED

THANK YOU FOR COMPLETING THE SURVEY