ASP - Written Procedures

It is recommended that you have a written procedure in place that describes how your ASP works. Written procedures benefit program administration and program staff; they help make it clear who is responsible for doing what, and can be very useful to help new staff understand their roles. This document does not have to be complicated! Below are some recommended topics for which you might choose to write procedures.

  1. ASP Training for ASP staff: describe how ASP staff (kitchen staff and teachers) will be trained to ensure ASP compliance. Include training topics and how often training will occur. Who will administer the training? Where will it be held? What topics will be covered, and what should participants leave the session with a new understanding of?
  2. Maintenance of daily Production Records: include who will complete the planned and served sections and how these will be distributed to program operators and collected for reconciliation and claiming purposes. What forms do you use to maintain Production Records? Who is responsible for filling them out, and when? To whom do they deliver these completed records? For how long are records maintained?
  3. ASP Menu: identify who is responsible for preparing the daily ASP menu and how it will be provided to the ASP operators. Who writes the menu? Is there a template to use, and if so, where is it located? Who distributes it to ASP operators, and how (email, paper copies, etc.)?
  4. Collection of daily attendance records: Daily attendance records must be reconciled with daily ASP meal counts to ensure that they do not exceed the number of students in attendance. Who takes attendance? Who reconciles these with ASP meal counts? Where are these records stored, and for how long?
  5. Identify who is responsible for completing the ASP Onsite Monitoring form: a schedule for completion and how follow up should occur in response to corrective action areas identified at the time of the onsite review. [where is more info about Monitoring available? Couldn’t find on the OSPI site.]
  6. Identify who is responsible for reconciling and submitting the monthly claim for reimbursement.

Resource: CNS Afterschool Snack Program web page Links to an external site.