USDA Foods Primer: Part 2

The University of Mississippi 2014

The University of Mississippi Building the Future Through Child Nutrition The was authorized by Congress in 1989 and established in 1990 at The University of Mississippi in Oxford and is operated in collaboration with The University of Southern Mississippi in Hattiesburg. The Institute operates under a grant agreement with the United States Department of Agriculture, Food and Nutrition Service. PURPOSE The purpose of the is to improve the operation of child nutrition programs through research, education and training, and information dissemination. MISSION The mission of the is to provide information and services that promote the continuous improvement of child nutrition programs. VISION The vision of the is to be the leader in providing education, research, and resources to promote excellence in child nutrition programs. This project has been funded at least in part with Federal funds from the U.S. Department of Agriculture, Food and Nutrition Service through an agreement with the National Food Service Management Institute at The University of Mississippi. The contents of this publication do not necessarily reflect the views or policies of the U.S. Department of Agriculture, nor does mention of trade names, commercial products, or organizations imply endorsement by the U.S. government. The University of Mississippi is an EEO/AA/TitleVI/Title IX/Section 504/ADA/ADEA Employer. In accordance with Federal law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability. To file a complaint of discrimination, write USDA, Director, Office of Civil Rights; Room, 326-W, Whitten Building, 1400 Independence Avenue, SW, Washington, DC 20250-9410 or call (202) 720-5964 (voice and TDD). USDA is an equal opportunity provider and employer. [2014],, The University of Mississippi Except as provided below, you may freely use the text and information contained in this document for non-profit or educational use with no cost to the participant for the training providing the following credit is included. These materials may not be incorporated into other websites or textbooks and may not be sold. Suggested Reference Citation:. (2014).USDA foods primer: Part 2. University, MS: Author. The photographs and images in this document may be owned by third parties and used by The University of Mississippi under a licensing agreement. The University cannot, therefore, grant permission to use these images. For more information, please contact nfsmi@olemiss.edu

Table of Contents Introduction... 2 Course Objectives... 3 Lesson 1 Pre-Quiz... 5 Handouts and Informational Sheets... 6 Post-Quiz... 11 Lesson 2 Pre-Quiz... 13 Handouts and Informational Sheets... 14 Post-Quiz... 24 Lesson 3 Pre-Quiz... 26 Handouts and Informational Sheets... 27 Post-Quiz... 39 Appendix A Pre/Post Quiz Answers... 41 References... 44 1

Introduction The United States Department of Agriculture s (USDA), Food and Nutrition Service (FNS) works to end hunger and obesity through the administration of 15 Federal nutrition assistance programs including Women Infants and Children (WIC), Supplemental Nutrition Assistance Program (SNAP), and school meals. In partnership with State and Tribal governments, their programs serve one in four Americans during the course of a year. Working with public, private, and non-profit partners, their mission is to increase food security and reduce hunger by providing children and low-income people access to food and nutrition education in a way that supports American agriculture and inspires public confidence. FNS is committed to ensuring access to healthy and safe food for those participating in their programs including expecting mothers; infants and children in child care and school; low-income families going to food banks; local farmers markets; and local supermarkets. These are investments that support education, health care, and a competitive workforce. FNS is committed to the sound stewardship of taxpayer dollars through aggressive efforts to reduce and prevent fraud and increase efficiency. Among FNS s most well-known programs is the USDA Foods program. USDA Foods include high quality fruits, vegetables, dairy products, whole grains, lean meats, poultry and fish. USDA distributes these food items to food banks, soup kitchens, disaster relief organizations, Indian Tribal Organizations, charitable institutions and other feeding organizations. USDA foods are also offered to schools in order to help them provide healthy, high quality lunches to more than 32 million children daily. USDA Foods are just one of the many ways USDA is ensuring all Americans have access to healthy foods. 2

Course Objectives The course, USDA Foods Primer: Part 2 is one of four in the USDA Foods for Schools Training series. It provides an overview of the USDA Foods Complaint Process, holds and recalls, and disaster response using USDA Foods. After completing this course, you will be able to: 1. Identify issues that are considered valid complaints with USDA Foods. 2. State four methods of filing a complaint. 3. List information needed in order to file a complaint. 4. Discuss the USDA Foods complaint process. 5. Define a food recall. 6. List three reasons why a food recall may be initiated. 7. Explain how schools are notified when there is a recall of USDA Foods versus commercially purchased foods. 8. Discuss the importance of communication and reporting during a food recall. 9. Locate reputable resources relating to food safety recalls. 10. List 3 ways USDA assists with disaster feeding. 11. Identify two circumstances that warrant the use of USDA Foods for disaster feeding. 12. Discuss the protocol for using USDA Foods during disaster feeding. 3

Lesson 1: Complaint Process 4

Lesson 1: Pre-Quiz 1. Before contacting USDA, it is important for you to know what actually qualifies as a complaint with their food products. Which of the following issues is NOT a valid complaint: a. Foreign materials in the products b. Defective packaging c. Product delivery is damaged d. Product quality issues 2. State Distributing Agencies are responsible for filing complaints about USDA Foods. Which of the following is a valid method of filing a complaint? a. Web Based Supply chain Management (WBSCM) b. Email c. Phone d. All of the above 3. When filing a complaint all of the following information is needed EXCEPT? a. Purchase Order Number, Sales Order Number, and Material Number b. Contact information and the physical address of the product c. Quantities involved and quantities remaining d. Copy of the CN label and order form 4. Complaints received by FNS pertaining to livestock, poultry, fruits, and vegetables are sent to which of the following agencies? a. Agricultural Marketing Service (AMS) b. Farm Service Agency (FSA) c. Animal and Plant Inspection Service (APHIS) d. None of the above 5. Complaints received by FNS pertaining to dairy, grains, and oil are sent to which of the following agencies? a. Animal and Plant Inspection Service (APHIS) b. Farm Service Agency (FSA) c. Agricultural Marketing Service (AMS) d. Food and Drug Administration (FDA) 6. One alternative to contacting the USDA Foods Complaint Team is to call the Ordering Team because they can help resolve your issue. a. True b. False 5

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Snapshot of the USDA Foods Complaint Process 1. A State Agency, Regional Office, or Indian Tribal Organization submits a complaint into the Web Based Supply Chain Management system. 2. When the complaint is submitted, an alert is provided to Food and Nutrition Service to the Office of Food Safety and the USDA Foods Complaint Team a. If it has food safety issues, the complaint is directed to our Office of Food Safety. b. If the complaint is not about food safety issues, it is directed to the Food Distribution Complaint Team. 3. The Complaint Team member analyzes the complaint and redirects it to the respective agency if necessary. a. Complaints about livestock, poultry, fruits, or vegetables are directed to the Agricultural Marketing Service. b. Complaints about dairy, grain, or oil products are directed to the Farm Service Agency. Note: Depending on the size or the type of complaint, some complaints are not redirected; they are instead closed and marked for trend analysis. 10

Lesson 1: Post-Quiz 1. Before contacting USDA, it is important for you to know what actually qualifies as a complaint with their food products. Which of the following issues is NOT a valid complaint: a. Foreign materials in the products b. Defective packaging c. Product delivery is damaged d. Product quality issues 2. State Distributing Agencies are responsible for filing complaints about USDA Foods. Which of the following is a valid method of filing a complaint? a. Web Based Supply chain Management (WBSCM) b. Email c. Phone d. All of the above 3. When filing a complaint all of the following information is needed EXCEPT? a. Purchase Order Number, Sales Order Number, and Material Number b. Contact information and the physical address of the product c. Quantities involved and quantities remaining d. Copy of the CN label and order form 4. Complaints received by FNS pertaining to livestock, poultry, fruits, and vegetables are sent to which of the following agencies? a. Agricultural Marketing Service (AMS) b. Farm Service Agency (FSA) c. Animal and Plant Inspection Service (APHIS) d. None of the above 5. Complaints received by FNS pertaining to dairy, grains, and oil are sent to which of the following agencies? a. Animal and Plant Inspection Service (APHIS) b. Farm Service Agency (FSA) c. Agricultural Marketing Service (AMS) d. Food and Drug Administration (FDA) 6. One alternative to contacting the USDA Foods Complaint Team is to call the Ordering Team because they can help resolve your issue. a. True b. False 11

Lesson 2: Food Safety and USDA Foods 12

Lesson 2: Pre-Quiz 1. Recalls occur when action is taken to remove a food from the market because there is evidence that it is: a. Unsafe b. Mislabeled c. Adulterated d. All of the above 2. When there is a recall on commercially purchased foods FNS is responsible for contacting State Distributing Agencies. a. True b. False 3. USDA Foods account for approximately what percentage of the food used in schools? a. 20% b. 36% c. 80% d. 25% 4. When there is a food recall involving USDA Foods, FNS uses to quickly send State Distributing Agencies a notification. a. Rapid Alert System (RAS) b. Food Programs Reporting System (FPRS) c. Rapid Notification System (RNS) d. None of the above 5. In order to receive reimbursement for products lost due to recall the State must submit which of the following forms? a. Public Voucher (FSA-21) b. Report of Commodity Distribution for Disaster Relief (FNS- 292A) c. Commodity Loss Reimbursement Form (FNS-291) d. None of the above 6. Which of the following will assist you in preparing for a food recall? a. NFSMI s Inventory Management and Tracking course b. NFSMI s Procedures for Recalls of USDA Foods course c. Using The USDA State Emergency Notification System (SENS) d. None of the above 13

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FNS Recall Communication Methods FNS uses a variety of methods to communicate information about recalls of USDA Foods. It may also provide information about recalls of commercial foods that may have been purchased locally by RAs, but are not USDA Foods. The following lists illustrate the various methods of communication that FNS uses to notify SDAs and the general public about food recalls that may affect RAs, such as SFAs and schools. The difference between the two lists depends on whether the recall affects USDA Foods or commercial foods that might have been purchased locally by RAs. To communicate recall information about USDA Foods, FNS: Activates the RAS in WBSCM and notifies SDAs that received the recalled product. Sends an email to FNS Regional Office food safety contacts and asks them to forward the information to their respective SDA contacts. Posts an announcement in the recalls forum on the WBSCM homepage. Posts an announcement to the FNS Food Safety website at http://www.fns.usda.gov/food safety/food safety *The FNS Food Safety website also features the FoodSafety.gov widget, which displays the latest recall and alert notifications from FSIS and FDA. May use social media, such as Twitter and USDA Blogs. May send an email notification through the public Commodity Alert System. *This system is designed for the general public. To register to receive notices about recalls through the Commodity Alert System, visit www.envoyprofiles.com/usda ALERTS/ May send an email to GovDelivery subscribers. May provide partner organizations, such as the School Nutrition Association and the American Commodity Distribution Association, with information to share with their membership. 16

May contact the Department of Education and request that recall information be posted to their Crisis Communication System, or website. This approach is reserved for crises of significant public health proportions. To communicate recall information about a commercial food (i.e., non USDA Foods), FNS may: Send an email to FNS Regional Office food safety contacts with information to send to SDA contacts. Post an announcement in the recalls forum on the WBSCM homepage. Post an announcement to the FNS Food Safety website at www.fns.usda.gov/food safety/food safety Use social media, such as Twitter and USDA Blogs. Send an email to GovDelivery subscribers. Important Note: FNS encourages all SDAs and RAs to sign up for food safety recall alerts from FSIS and FDA through www.foodsafety.gov/recalls. 17

Complete recall claims paperwork. Note: For more information about State Emergency Notification System (SENS) visit http://www.fns.usda.gov/ofs/state-emergency-notification-system-sens 18

Functions of Federal and State Agencies Many Federal agencies are involved in the recall process. Players in the process vary, depending on the product involved in the recall. Food Safety and Inspection Service (FSIS) Regulates meat, poultry, and egg products. Oversees the effectiveness of the recall process. Negotiates a food recall, if necessary. Food and Drug Administration (FDA) Ensures the safety of all foods other than meat, poultry, and egg products, such as fruits, vegetables, and dairy products in the food supply. Oversees the effectiveness of the recall process. Requires a food recall, if necessary. Food and Nutrition Service (FNS) Notifies SDAs that received the recalled USDA Foods. Contacts processors that received bulk foods from USDA. Provides instructions on product disposition and the reimbursement process. Agricultural Marketing Service (AMS) Purchases USDA Foods on the commercial market. Provides purchase information (i.e., amount of product, delivery date, and location of shipments) pertaining to recalled foods. Works with manufacturer to determine if recalled product will be picked up or destroyed by RA. Farm Service Agency (FSA) Purchase USDA Foods on the commercial market. Provide purchase information (amount of product, delivery date, and location of shipments) pertaining to recalled foods. Works with manufacturer to determine if recalled product will be picked up or destroyed by RA. State Distributing Agency (SDA) Notifies RA about recalled USDA Foods. Contacts in-state processors and contracted distributors. Compiles inventory information from all entities in the State. 19

Recall Reimbursement Claim Roadmap Agricultural Marketing Service Food and Nutrition Service National Office Food and Nutrition Service Regional Office State Distributing Agency School Food Authority School 20

Web-Based Supply Chain Management Reporting 21

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Lesson 3: Disaster Assistance 25

Lesson 3: Pre-Quiz 1. All of the following are ways that USDA assists with disaster nutrition assistance EXCEPT which of the following? a. Household distribution b. Congregate feeding c. Emergency Feeding Fund (EFF) d. D-SNAP 2. USDA has foods set aside to assist with disaster feeding. a. True b. False 3. has the authority to order infant formula and baby food for congregate feeding events. a. Farm Service Agency b. Office of Emergency Management c. Red Cross d. None of the above 4. During Situations of Distress due to natural disaster State Distributing Agencies may approve congregate feeding up to days. a. 75 b. 60 c. 30 d. 45 5. There are seven State Agencies who make their existing inventory available, for congregate feeding, to any Distributing Agency nationwide during a Presidentially declared disaster or emergency. This is referred to as: a. The Rapid Response System b. The State Alliance Response Team c. The State Distribution Alliance d. None of the above 26

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DISASTER DECLARATION PROCESS The Robert T. Stafford Disaster Relief and Emergency Assistance Act, 42 U.S.C. 5121 5207 (the Stafford Act) 401 states in part that: "All requests for a declaration by the President that a major disaster exists shall be made by the governor of the affected state." A state also includes the District of Columbia, Puerto Rico, the Virgin Islands, Guam, American Samoa, and the Commonwealth of the Northern Mariana Islands. The Marshall Islands and the Federated States of Micronesia are also eligible to request a declaration and receive assistance. Preliminary Disaster Assessment The governor's request is made through the applicable FEMA Regional Office. State and federal officials conduct a joint federal, state, and local Preliminary Damage Assessment (PDA) to determine the extent of the disaster and its impact on individuals and public facilities. This information is included in the governor's request to show that the disaster is of such severity and magnitude that effective response is beyond the capabilities of the state and the local governments and that supplemental federal assistance is necessary. Normally, the PDA is completed prior to the submission of the governor's request. However, when an obviously severe or catastrophic event occurs, the governor's request may be submitted prior to the PDA. State Resources Overwhelmed As part of the request, the Governor must take appropriate action under State law and direct execution of the State's emergency plan. The Governor shall furnish information on the nature and amount of State and local resources that have been or will be committed to alleviating the results of the disaster, provide an estimate of the amount and severity of damage and the impact on the private and public sectors, and provide an estimate of the type and amount of assistance needed under the Stafford Act. In addition, the Governor must certify that, for the current disaster, State and local government obligations and expenditures (of which State commitments must be a significant proportion) will comply with all applicable cost sharing requirements. Declaration Types There are two types of disaster declarations provided for in the Stafford Act: Emergency Declarations and Major Disaster Declarations. Both declaration types authorize the President to provide supplemental federal disaster assistance. However, the event related to the disaster declaration and type and amount of assistance differ. Emergency Declarations: An Emergency Declaration can be declared for any occasion or instance when the President determines federal assistance is needed. Emergency 29

Declarations supplement State and local efforts in providing emergency services, such as the protection of lives, property, public health, and safety, or to lessen or avert the threat of a catastrophe in any part of the United States. The total amount of assistance provided for a single emergency may not exceed $5 million. If this amount is exceeded, the President shall report to Congress. Major Declaration: The President can declare a Major Disaster Declaration for any natural event, including any hurricane, tornado, storm, high water, wind driven water, tidal wave, tsunami, earthquake, volcanic eruption, landslide, mudslide, snowstorm, or drought, or, regardless of cause, fire, flood, or explosion, that the President believes has caused damage of such severity that it is beyond the combined capabilities of state and local governments to respond. A major disaster declaration provides a wide range of federal assistance programs for individuals and public infrastructure, including funds for both emergency and permanent work. Situation of Distress A hurricane, tornado, storm, flood, high water, wind driven water, tidal wave, tsunami, earthquake, volcanic eruption, landslide, mudslide, snowstorm, drought, fire, explosion, or other natural catastrophe not declared by the President to be a disaster, but which, in the judgment of the Distributing Agency, warrants the use of USDA Foods for congregate feeding; any other situation not declared by the President to be a disaster, but which, in the judgment of FNS or the Distributing Agency warrants the use of USDA Foods for congregate feeding or household distribution. As outlined in 7 CFR 250.3 (see also 7 CRF 250.69 and 7 CFR 250.70), FNS uses the term situation of distress when a natural catastrophe or other situation has not been declared a disaster or emergency by the President, but, in the judgment of the Distributing Agency or FNS, warrants the use of USDA Foods. *Pandemics may be considered situations of distress. 30

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In summary, a comparison of the key differences in the approval and replacement process between congregate feeding and household distribution is addressed in the table below: 32

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USDA Foods Inventories, Continued The Rapid Food Response System option should only be pursued by a Distributing Agency when available inventories from within their agency and available inventories from Distributing Agencies immediately surrounding it are not adequate to meet disaster feeding needs. To activate the Rapid Food Response System, the Distributing Agency should contact the FNS Regional Office (FNSRO), which approves all such requests. The FNSRO or FNS Headquarters, in turn, contacts the appropriate Rapid Food Response State to obtain USDA Foods and help arrange delivery. 35

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FNS-292A 37

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Appendix A 40

Lesson 1: Pre/Post-Quiz Answer Key 1. Before contacting USDA, it is important for you to know what actually qualifies as a complaint with their food products. Which of the following issues is NOT a valid complaint: a. Foreign materials in the products b. Defective packaging c. Product delivery is damaged d. Product quality issues 2. State Distributing Agencies are responsible for filing complaints about USDA Foods. Which of the following is a valid method of filing a complaint? a. Web Based Supply chain Management (WBSCM) b. Email c. Phone d. All of the above 3. When filing a complaint all of the following information is needed EXCEPT? a. Purchase Order Number, Sales Order Number, and Material Number b. Contact information and the physical address of the product c. Quantities involved and quantities remaining d. Copy of the CN label and order form 4. Complaints received by FNS pertaining to livestock, poultry, fruits, and vegetables are sent to which of the following agencies? a. Agricultural Marketing Service (AMS) b. Farm Service Agency (FSA) c. Animal and Plant Inspection Service (APHIS) d. None of the above 5. Complaints received by FNS pertaining to dairy, grains, and oil are sent to which of the following agencies? a. Animal and Plant Inspection Service (APHIS) b. Farm Service Agency (FSA) c. Agricultural Marketing Service (AMS) d. Food and Drug Administration (FDA) 6. One alternative to contacting the USDA Foods Complaint Team is to call the Ordering Team because they can help resolve your issue. a. True b. False 41

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References. (2012). Responding to a food recall: Procedures for recalls of USDA foods. University, MS: Author. U.S. Department of Agriculture, Food and Nutrition Service. (2013). Usda foods primer: Part 2 [Powerpoint document]. U.S. Department of Agriculture, Food and Nutrition Service. (2011). Usda foods program disaster manual. Retrieved on November 1, 2013, from http://www.fns.usda.gov/sites/default/files/fdddisastermanual.pdf 44

The University of Mississippi www.nfsmi.org Headquarters Administration Division Education and Training Division Information Services Division The University of Mississippi 6 Jeanette Phillips Drive P.O. Drawer 188 University, MS 38677-0188 Applied Research Division The University of Southern Mississippi 118 College Drive #5060 Hattiesburg, MS 39406 Phone: 601-266-5773 Fax: 888-262-9631 2014 The University of Mississippi