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Monitoring-State Agency and Sponsors

Program monitoring is an essential part of a successful Summer Food Service Program (SFSP). The USDA requires that sponsors monitor their summer food sites regularly to ensure the programs meet requirements and operate smoothly. The USDA SFSP Administrative Guidance handbook and the USDA Sponsor Monitor’s Guide for SFSP provide additional information on monitoring requirements. Minnesota forms are available below.

USDA requires that state agencies conduct administrative reviews of SFSP sponsors as follows:
  • Conduct a review of every new sponsor at least once during the first year of operation.
  • Annually review a number of sponsors whose program reimbursements, in the aggregate, accounted for at least one-half of the total program meal reimbursements in the state in the prior year.
  • Annually review every sponsor which experienced significant operational problems in the prior year.
  • Review each sponsor at least once every three years; as part of each sponsor review, conduct reviews of at least 10 percent of each sponsor's sites, or one site, whichever number is greater.
  • Conduct follow-up reviews of sponsors and sites.
Sponsors are notified when a sponsor review will be conducted; site reviews may be unannounced. Forms and information related to state agency administrative reviews are below.  

Sponsor Monitoring

  • - 2/23/21
    This document provides guidance for sponsors to conduct desk audits of a SFSP site.
  • Racial/Ethnic Data Form - Summer Food Service Program  - 7/30/18
    Form to be completed during program monitoring to document compliance with civil rights racial/ethnic data requirements for the Summer Food Service Program.
  • Sponsor Pre-Operational Visit to Sites  - 4/30/19
    Sponsor must complete one form for each new Summer Food Service Program site and any sites that had significant operational problems in the prior year.
  • Sponsor Site Review Form  - 7/9/19
    Sponsor must complete this review form in the first four weeks of program operation.
  • Sponsor Site Visit Form  - 2/23/21
    Complete this form while conducting a site visit during the first week of operation for each new Summer Food Service Program site or any sites having operational deficiencies in the past year.

State Agency Monitoring and Administrative Review

  •  pdf iconPDF  - 11/12/20
    The steps and timelines that a Summer Food Service Program sponsor must follow to appeal an administrative action by MDE.
  • Corrective Action Response   pdf iconPDF  - 12/26/19
    Use this form to document the corrective action(s) your sponsorship has taken to correct findings cited during your administrative review.
  • How to Write a Corrective Action Response  - 5/1/18
    Use the format described to write the corrective actions your sponsorship has taken or plans to take regarding each finding cited during the CACFP administrative review.
  • - 7/6/18
  • State Agency Pre-Approval Visit  - 5/28/21
    This form is used by state agency review staff to conduct a pre-approval visit.
Three Adult Students in Classroom
Summer Food Service Program Sponsors Must Monitor Program Operations at Sponsored Sites

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