BACKPACK PROGRAM RESOURCE MANUAL

Last Updated: March 19, 2009

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TABLE OF CONTENTS WELCOME TO THE BACKPACK PROGRAM .............................................................................................................. 4 USING THIS RESOURCE MANUAL ............................................................................................................................. 5 PROGRAM AGREEMENT............................................................................................................................................. 6 WHO NEEDS TO SIGN THE AGREEMENT? ............................................................................................................. 6 WHAT HAPPENS IF I DO NOT WANT TO FOLLOW THE STANDARDS?................................................................... 6 WHAT IS THE NATIONAL OFFICE GOING TO DO FOR ME TO HELP ME IMPROVE MY PROGRAM? ..................... 6 WHERE CAN I FIND THE NEW STANDARDS?.......................................................................................................... 6 PROGRAM DEVELOPMENT FUNDAMENTALS......................................................................................................... 14 ASSESSING YOUR ORGANIZATION’S READINESS AND CAPACITY.................................................................... 14 PLANNING YOUR BACKPACK PROGRAM THE LOGICAL WAY............................................................................. 14 HOW TO DEVELOP A LOGIC MODEL..................................................................................................................... 15 VALUE OF A PILOT PROGRAM .............................................................................................................................. 17 PROGRAM BUDGET............................................................................................................................................... 17 DISTRIBUTION CONSIDERATIONS ........................................................................................................................... 19 IDENTIFICATION OF DISTRIBUTION SITES........................................................................................................... 19 ESTABLISHING RELATIONSHIPS AND PROCEDURES WITH DISTRIBUTION SITES ........................................... 19 WHAT IS THE ROLE OF THE FEEDING AMERICA PARTICIPANT AND THE PROGRAM PARTNER? .................... 20 HOW DO THE BACKPACK PROGRAM STANDARDS AFFECT THE PARTNERSHIP WITH DISTRIBUTION SITES?........................................................................................................................................... 22 DOES EVERY STAFF MEMBER AND VOLUNTEER INVOLVED WITH THE BACKPACK PROGRAM HAVE TO PASS A NATIONAL BACKGROUND CHECK? ......................................................................................... 22 WHO MANAGES THE PROGRAM AT THE DISTRIBUTION SITE? .......................................................................... 22 WHO IDENTIFIES THE PARTICIPANTS?................................................................................................................ 23 DISTRIBUTION SYSTEMS AND PROCEDURES..................................................................................................... 23 IDENTIFYING PROGRAM PARTICIPANTS ................................................................................................................ 25 IS PARENT PERMISSION NECESSARY? ............................................................................................................... 25 BACKPACK CONTENTS ............................................................................................................................................ 27 HOW OFTEN SHOULD OUR PROGRAM DISTRIBUTE BACKPACKS? ................................................................... 27 DO PROGRAMS INCLUDE OTHER ITEMS IN THE BACKPACKS BESIDES FOOD?............................................... 27 FOOD PROCUREMENT METHODS............................................................................................................................ 28 FOOD PROCUREMENT CONSIDERATIONS.......................................................................................................... 28 CHOOSING A CARRIER ............................................................................................................................................. 30 BACKPACKS........................................................................................................................................................... 30 OTHER CARRIERS ................................................................................................................................................. 30 ANONYMITY V. DIGNITY......................................................................................................................................... 30 LOGISTICS ................................................................................................................................................................. 31 ASSEMBLY METHODS ........................................................................................................................................... 31 DELIVERY............................................................................................................................................................... 31 ONGOING PROGRAM MANAGEMENT ...................................................................................................................... 32 PROGRAM EVALUATION AND MEASURING OUTCOMES .................................................................................... 32 STEPS IN THE PROCESS....................................................................................................................................... 33 WHAT DO YOU WANT TO KNOW? ......................................................................................................................... 33 WHAT IS OUTCOME MEASUREMENT? ................................................................................................................. 33 REPORTING PERFORMANCE TO FEEDING AMERICA ......................................................................................... 34 MARKETING & ADVOCACY....................................................................................................................................... 35 PROGRAM NAME ................................................................................................................................................... 35 MESSAGING........................................................................................................................................................... 35 ADVOCACY ............................................................................................................................................................ 35

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FUNDRAISING ........................................................................................................................................................ 35 RENEWING ANNUAL GRANTS............................................................................................................................... 36 WRITING EFFECTIVE GRANT PROPOSALS.......................................................................................................... 36 GLOSSARY - CHILD HUNGER PROGRAM DEFINITIONS......................................................................................... 38

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WELCOME TO THE BACKPACK PROGRAM Feeding America is committed to eradicating childhood hunger. The mission of the BackPack Program is to help alleviate child hunger in America by providing hungry children with nutritious and easy-to-prepare food at times when other resources are not available, such as weekends and school vacations. The program provides backpacks filled with food that is child-friendly, nonperishable, and easily-consumed. Backpacks are discreetly distributed to children on the last day before the weekend or holiday vacation. By the fall of 2005, approximately 70 Members were operating a BackPack Program. Feeding America‘s National Council approved the BackPack Program as an official national program of the Network in July 2006. To date, the national office has supported program expansion through national donor solicitation, training and program resources, and the addition of dedicated staff to the national office. Currently over 130 Members and Partner Distribution Organizations were operating BackPack Programs in 41 states and Washington, D.C.

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USING THIS RESOURCE MANUAL This BackPack Program Resource Manual is intended to serve as a guide for those starting a new BackPack Program or for those expanding and improving a current program. In the years since its launch, it has been clear that there is not “one right way” to operate the program. Across the Network each Feeding America BackPack Program participant has tailored their program to the specific needs of the community and the children being served. It is important to note that it would have been impossible to prepare this Toolkit without the help of a number of these Members who currently offer BackPack Programs in their service area. They informed us and shared their wisdom for the benefit of others who are considering launching a BackPack Program. We thank all of you for your time and willingness to share your experiences and insights with your peers across the country. Please contact the Child Hunger Programs Coordinator at 312-641-6830 if you would like to share information about your program, or have questions and comments about the manual.

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PROGRAM AGREEMENT The new standards for Feeding America BackPack Program, Community Kitchen and Kids Cafe® were adopted at the July 2006 meeting of the National Council (NAC). These standards define how our National Programs operate across the nation in service to children and low-income people in need of culinary skills for better jobs. In addition these standards will facilitate sustainability and ability to replicate; increase funding opportunities; and reduce liability. These standards were developed through the hard work of the Network’s Service Planning Committee (SPC), Child Hunger and Self-Sufficiency Workgroups and Feeding America national staff. The national office would also like to thank all of our Network Members who participated in offering invaluable feedback.

WHO NEEDS TO SIGN THE AGREEMENT? The BackPack Program Agreement must be signed and adhered to by each Feeding America Participant operating the program. “Participant” is defined as a Feeding America Member Food Bank or their approved Partner Distribution Organization (“PDO”).

WHAT HAPPENS IF I DO NOT WANT TO FOLLOW THE STANDARDS? If your program is already up and running – you will continue to receive resources from the national office such as technical assistance, but the funding opportunities for your program will be limited. If you start a new program or program site, the expectation is that the new standards will be met. If you start a new program but do not meet the standards, you will not be able to describe it as a Kids Cafe®, BackPack Program or a Community Kitchen.

WHAT IS THE NATIONAL OFFICE GOING TO DO FOR ME TO HELP ME IMPROVE MY PROGRAM? Increase on-the-ground technical assistance available for all programs as funding becomes available, provide resources for program startup, marketing, fundraising, and promoting local sustainability for programs that meet or exceed the standards. Facilitate communication among peers in the network through internet chats, conference calls, HungerNet bulletin boards, conferences, and funded peer-to-peer consulting. One of the best ways to learn in this network is by visiting another Participant and observing their programs.

WHERE CAN I FIND THE NEW STANDARDS? The standards and the updated Program Agreement can be found on “HungerNet” at this link: https://www.hungernet.org/Operations/Members/Standards/Pages/Home.aspx This will apply to all new Participants starting BackPack Programs through Feeding America. If you signed the original agreement, which used the name “America’s Second Harvest”, it is not mandatory for you to sign a new agreement. If you would like to complete a new version, you will notice that the new agreement is shorter than in the past. We have separated out the Supporting Documents that include- the Guidelines for Meeting Program Standards and Partner Agreement Template which now are located in the Program section of HungerNet. These documents will help you understand and meet the standards in this agreement. For purposes of explanation, the following references appear in this document:    

BackPack Program Agreement (Exhibit 1) General Guidelines for Meeting Program Standards (Exhibit 2) Partner Agreement Template (Exhibit 6) Glossary: Child Hunger Definitions (Exhibit 8)

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Exhibit 1: BackPack Program Agreement

BackPack Program Agreement between

Feeding America and (hereafter known as “Participant” “Participant” is defined as a Feeding America Member Food Bank or their approved Partner Distribution Organization (“PDO”). Feeding America recognizes the BackPack Program as a national program and devotes staff time and financial resources towards its success. Feeding America seeks to both support Participants with existing programs and to assist in the development of new programs. This document seeks to further define and outline the roles and responsibilities of both the Participant and Feeding America for the operation and ongoing support of this program. Through this Agreement, Feeding America and the Participant seek to enter into a mutually beneficial relationship with respect to the support of the BackPack Program. BACKPACK PROGRAM ELEMENTS Mission The mission of the BackPack Program is to meet the needs of hungry children by providing them with nutritious and easyto-prepare food to take home on weekends and school vacations when other resources are not available. Objectives Provide nutritious, healthy food to children at-risk of hunger for preparation and consumption at their place of residence. Distribute food discreetly in easily accessible and safe environments. Standards A BackPack Program must meet the following standards, and Feeding America will provide Participants with guidelines for meeting the following standards: 1. Approved agency in good standing or program or project of a Feeding America Participant that comply with all applicable Federal and local statutes, ordinances and regulations. 2. Healthy, nutritious food must be distributed to children free of charge. 3. Backpacks must be provided a minimum of once a month during the school year. 4. Staff and volunteers with direct repetitive contact with children must pass National Background Search. Output A BackPack program must provide each participating child with a carrier filled with easy-to-prepare food each time the program is operating. Outcomes Children eat wholesome, nutritious food so their immediate hunger & food insecurity are alleviated during the weekend and holidays. Evaluation BackPack Programs shall gather the following data monthly:     

Number of carriers (e.g., backpacks) distributed per month Number of times carriers are distributed per month Number of distribution sites open Number of distribution sites inactive or closed Number of children served through the program

Participant shall provide this information to Feeding America quarterly through a web-based reporting tool. ROLES AND RESPONSIBILITIES

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Feeding America The role of Feeding America will be to offer the following services to all Participants operating BackPack Programs.        

Branding/Marketing – Feeding America maintains a marketing plan that includes the BackPack Program. Feeding America will provide appropriate national marketing materials to Participants in electronic form at no cost. Training – Feeding America will provide ongoing training to BackPack Program staff through workshops at conferences, training manuals, new program development resources, and travel support as available through scholarships. Technical Assistance – Feeding America will provide technical assistance to new and existing programs through the consulting expertise of Feeding America program staff. Data Collection and Benchmarks – Feeding America will publish annual outcomes data for the BackPack Program in a report highlighting data collected from the web-based reporting tool and program successes. Funding – Feeding America will pursue funding opportunities for developing BackPack Programs through direct grants and relationships with other funding organizations. Strategic Planning – Feeding America staff and the National Council (NAC) will continue to assess the needs of BackPack Programs nationwide and make recommendations for ways that Feeding America can strategically support new and existing programs. National Partnerships – Feeding America will develop new partnerships to offer free and reduced prices on applicable goods and services to the BackPack Program. Communication – Feeding America will communicate with BackPack staff in a timely manner through e-mail, fax, and phone calls. Also, it will share information, curriculum, and program experience with the network when requested.

Participant Participant shall offer the following services to Feeding America and their BackPack sites.   

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Branding/Marketing – The Participant will use marketing materials developed for the BackPack Program by Feeding America. Other materials developed by the Participant for their individual program may be used as well. Program Design – The Participant will adhere to the BackPack Program standards identified by Feeding America. Data Collection, Best Practices, and Benchmarks – The Participant will provide BackPack Program data to Feeding America through an online web-based reporting tool for the annual report on BackPack activities. PDOs will provide activity information through their Member’s online site. If the Participant discontinues the operation of the BackPack Program, the Participant shall provide notice via the web-based reporting tool to Feeding America that the BackPack Program will no longer be in operation. Funding – The Participant will seek adequate funding to operate the program according to the guidelines set forth in this document. Communication – The Participant’s BackPack Program staff will communicate with Feeding America in a timely manner through e-mail, fax, and phone calls. Also, it will share information, curriculum, and program experience with the network when requested. Agency Relations – The Participant will have formal written documentation defining program responsibilities between partners/agencies that operate aspects of the BackPack Program. Participants should use the Partner Agreement found in the BackPack Program Supporting Documents located on HungerNet and add additional responsibilities to the Partner Agreement as necessary.

Termination of this Agreement This Agreement can be terminated by either party with thirty (30) days prior written notice to the other party. If the Participant does not maintain its Roles & Responsibilities as set forth in this Agreement, Feeding America reserves the right to terminate this agreement and any funding received from the Feeding America National Office immediately. Indemnification by Participant Participant shall indemnify, defend and hold harmless Feeding America, its parents, members, managers, partners, officers, employees, subsidiaries, affiliates and agents (collectively, the “Indemnified Parties”) from and against any and all losses, claims, costs, demands, liabilities or damages (“Loss”) arising out of: (i) any personal injury or property damage occurring at Participant’s BackPack Program site arising from any act, omission or negligence of Participant, its employees, agents, volunteers, participants or invitees, except that Participant shall not be required to indemnify the Indemnified Parties, or any of them, for a Loss that is finally determined by a court of competent jurisdiction to be caused by the active negligence of the Indemnified Parties, or any of them; and (ii) any breach, violation or nonperformance of any covenant, condition or agreement set forth in this Agreement to be fulfilled, kept, observed and performed by Participant. The foregoing indemnity shall survive the termination of this Agreement and shall remain binding on

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Participant until such time as an action against the Indemnified Parties, or any of them, on account of such Loss is absolutely barred by any applicable statute of limitations. General Provisions Governing Law and Forum. This Agreement shall be governed and construed in accordance with the laws of the State of Illinois. Any litigation to enforce or interpret the provisions of this Agreement or the parties’ rights or obligations arising out of this Agreement or the performance hereunder shall be maintained only in the courts in the County of Cook, Illinois and the parties expressly consent to personal jurisdiction and venue in such courts. Notwithstanding the foregoing, Feeding America may seek injunctive relief (or any other provisional remedy) from any court having jurisdiction over the parties and the subject matter of the dispute as necessary to protect Feeding America’s rights in the Marks. Waiver; Amendments, Exemptions. The failure of a party to insist upon strict adherence to any term of this Agreement, on any occasion, shall not be considered a waiver or deprive that party of the right thereafter to insist upon strict adherence to that term, or any other term, of this Agreement. No modification, amendment or waiver of this Agreement shall be effective without the express written consent of an authorized representative of the parties. Amendments to the Program Standards with respect to technical matters (for example, a regulatory change or change in standard industry practice) defined by or required by third-party regulatory entities or generally accepted industry practices shall be initiated and effected by the National Office as needed. The National Office shall provide the Participants with notification of the proposed technical amendment together with documentation supporting the technical amendment at least 30 calendar days prior to effecting the change. The Government Relations, Public Policy and Research Department of the National Office upon reasonable request by the Participant shall provide clarification and/or source data. Amendments to the Program Standards with respect to any and all other matters may be initiated by any segment of the Network. Issues relating to such proposed amendments shall be framed by the presenting segment of the Network or referred to the NAC to be framed. If the discussions indicate that the issue is ready for action, the proposed amendment will be acted upon by the NAC. For a proposed amendment to pass, the NAC must approve it. The Network will be notified of all amendments to program agreements which will become effective upon notification. Representatives of the National Office and Members appointed by the NAC shall review the Program Standards in its entirety at least every five years. The Participant may request an exemption from any of the Program Standards; provided, however, no exemption may be granted which allows non-compliance with the law or generally accepted food handling practices. All exemptions, if granted, shall be for a specified time at the discretion of the VP of Government Relations and Advocacy. A written request for exemption must be submitted to the VP of Government Relations and Advocacy of the National Office. The request must reference the specific Program Standard from which the exemption is being requested and demonstrate the need for the exemption. The Participant may request advice from the National Office staff in preparing the exemption request. The VP of Government Relations and Advocacy shall act upon exemption requests. Severability. If any provision of this Agreement shall be held by a court of competent jurisdiction to be contrary to law, all remaining provisions of this Agreement shall remain in full force and effect. Notice. Any notices required by this Agreement shall be in writing, shall specifically refer to this Agreement and shall be sent by registered or certified airmail via either U.S. Postal Service or reliable alternative carrier, postage prepaid, or by facsimile, to the address and facsimile number each party has provided to the other party. Notice shall be deemed delivered upon the earlier of (i) when received, or (ii) the date notice is sent via facsimile. Notice shall be conclusively presumed to have been received when (i) a receipt therefore has been signed by any person at the address provided for such notice, or (ii) facsimile printout reflects receipt at the address provided for such notice. Complete Agreement. This Agreement contains a complete statement of all the arrangements between the parties concerning the subject matter herein, supersedes all prior and contemporaneous agreements, negotiations, understandings and representations between them, written or oral.

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By signing this BackPack Agreement, I ___________________________________ (Name), Executive Director of ________________________________________________________________________ (Participant Name) agree to abide by the aforementioned standards and roles and responsibilities for operating a BackPack Program as outlined by Feeding America. Signed ________________ (date) of 20__. ________________________________________________________________________ Participant Executive Director Name and Signature

If a PDO is signing this agreement, approval is given for this PDO to operate the BackPack Program. Signed, this ________________ (date) of 20__. ________________________________________________________________________ Member Executive Director Name and Signature _______________________________________________________________________ Member Name ________________________________________________________________________ FEEDING AMERICA Name and Signature ___________________________________ Date

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Exhibit 2: BackPack Program Guidelines for Meeting Standards 1. Approved agency in good standing or program or project of a FA Feeding America Participant that comply with all applicable federal and local statutes, ordinances and regulations. Rationale The intent of this standard is to ensure that BackPack sites are safe for children in terms of: personnel, program, premises, and participants. The Nonprofit Risk Management Center suggests the following to manage risk and ensure safety at programs that serve children: Personnel: A FA area of concern includes observing federal and local statutes, ordinances and regulations that deal with the requirement of national background checks for better screening. Programs: This refers to the combination of activities, equipment and leadership at your site. Premises: This refers to a safe physical environment for children: the building and grounds. Participants: Sites should strive to develop a personal shield of safety around participants. Examples to look for include policies concerning the administration of discipline. Corporal punishment should not be permitted. Out of program contact between staff and child participants should be expressly prohibited. Resources 

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Agency Relations Manual : https://www.hungernet.org/Operations/Members/Manuals/Membership%20Manuals%20Document%20Li brary/Agency%20Relations%20Manual.pdf Food Safety Manual: https://www.hungernet.org/Operations/FoodSafety/Manuals/Manuals%20Document%20Library/FA%20Fo od%20Safety%20and%20Handling%20Manual%202001.pdf Nonpofit Risk Management Center (http://www.nonprofitrisk.org/ ): The mission of the Center is to meet the risk management and insurance needs of community-serving organizations through research, education, and advocacy. They provide technical assistance, consultation and publications on risk management. Risk Management Resource Center (http://www.eriskcenter.org/): The Risk Management Resource Center is a collaborative effort of the Public Risk Management Association (PRIMA), the Nonprofit Risk Management Center (NRMC), and the Public Entity Risk Institute (PERI). Their goal is to provide information that helps local governments, nonprofit organizations, and small businesses manage risks effectively. They have risk management knowledge and practical information available online to help support anyone whose job involves protecting the people, property, assets, reputation, financial health, and services of his or her organization.

2. Healthy, nutritious food must be distributed to children free of charge. Rationale The intent of this standard ensures that the best quality food is given to children to eat over the weekend. Best practices include distributing nutritious, kid-friendly (easy to open and ready-to-eat) snacks or meals. 3. Backpacks must be provided a minimum of once a month during the school year. Note: This includes the Output: A BackPack program must provide a carrier filled with easy-to-prepare food per child each time the program is operating. Rationale The intent of this standard is to ensure that the mission of addressing the lack of food resources on weekends and holidays for children at-risk of hunger is occurring on a consistent and regular basis.

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4. Staff and volunteers with direct repetitive contact with children must pass National Background Search. Rationale Careful screening of staff and volunteers who work with children is an important risk management precaution. FA recommends an annual screening and the following actions as a Best Practice: Feeding America Participants must follow their local and state laws regarding criminal background searches. Feeding America Participants must ensure that all volunteers and employees with direct repetitive contact with program participants at their BackPack Program sites undergo a National Background Search. Specifically, each BackPack site must perform the following background checks as a minimum:   

Social security history to assure proper identification National sexual offender search Criminal history record search

Staff or volunteer applicants must sign a Notification and Release form as part of their application process. The signed form authorizes the site to do background verification. The applicants should also be verified with a driver’s license or other government issued picture identification. If local laws allow, FA Participants may either request National Crime Information Center criminal history record information through the law enforcement agency designated by their state’s laws or retain a private firm that specializes in conducting criminal history record checks. Public law enforcement agencies include municipal, state police or sheriffs. Resources Click the link below to find the following resources available via HungerNet. https://www.hungernet.org/Operations/Members/Standards/Background%20Checks%20Documents/Forms/AllIte ms.aspx    

Background Check FAQS Background Check Vendors Background Check Checklist Staff Screening Tool Kit Feeding America has unlimited usage until April 1, 2010 of the Staff Screening Tool Kit, 3rd Edition for its Feeding America Participants and Program Partners operating Kids Cafes and BackPack Programs. The Staff Screening Tool Kit is written by John C. Patterson at the Nonprofit Risk Management Center. The Tool Kit covers the screening process and legal issues pertaining to screening paid and volunteer staff. It has checklists to help ensure you are complete with: o Position descriptions and selection criteria o Recruitment and applications o Interviews o Checking References o Record Checks This edition has sample screening tools that you may adapt for use within your organization. It also has an expanded chapter on criminal history record checks entitled Record Checks. The sample forms in this section include: o o

Sample Authorization to Check Criminal Record Motor Vehicle Record Evaluation Form

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o

What Constitutes an Unacceptable MVR (motor vehicle record)

In addition, this resource is available for use by your Human Resources department. Risk Management Resource Center (http://www.eriskcenter.org/) The Risk Management Resource Center is a collaborative effort of the Public Risk Management Association (PRIMA), the Nonprofit Risk Management Center (NRMC), and the Public Entity Risk Institute (PERI). Their goal is to provide information that helps local governments, nonprofit organizations, and small businesses manage risks effectively. They have risk management knowledge and practical information available online to help support anyone whose job involves protecting the people, property, assets, reputation, financial health, and services of his or her organization. Nonprofit Risk Management Center (http://www.nonprofitrisk.org/): The mission of the Center is to meet the risk management and insurance needs of community-serving organizations through research, education, and advocacy. They provide technical assistance, consultation and publications on risk management.

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PROGRAM DEVELOPMENT FUNDAMENTALS The process of program development can be approached in many different ways; however, there are several important issues that should be addressed to enhance the likelihood of a successful project. The following sections present an overview of some of the fundamentals of effective program development.

ASSESSING YOUR ORGANIZATION’S READINESS AND CAPACITY Ideas are one thing. Implementation of ideas, even by the strongest organizations, requires careful planning and development. From our experience with emerging BackPack Programs, we know that replicating even great ideas is not necessarily easy. Leadership, resources, and other organizational capacities are critical in determining the feasibility and timing for starting a new program, or initiating significant program growth. Key questions:      

Can your program afford to invest the money, time, and effort required for the program’s success? Is this a realistic time for your organization to expand? How stable are your funding, leadership, staffing, and existing program operations? Will the top leadership enthusiastically support the program? Who on the staff will be really enthusiastic about this program? Can they be patient in shaping the development of the new effort within the boundaries of your organization’s mission and resources? Can you foresee contingencies that will distract from this new initiative? Are there clear dates when an upcoming challenge – a major building campaign, for instance – will determine the right time for the next initiative?

PLANNING YOUR BACKPACK PROGRAM THE LOGICAL WAY The next step is to address program-specific issues if you have determined it is feasible for your organization to start or expand a BackPack Program. Whether you are operating a successful BackPack Program, or just getting started, creating a logic model is a very beneficial exercise for program staff to go through. Exhibit 3: Basic Components of a Logic Model

Inputs

Activities

Outputs

Immediate Outcomes

Long-Term Outcomes

Logic models are used in the nonprofit sector as an effective method for charting progress toward a program’s short and long-term goals. It can also provide an important snap-shot of how a program works, and will provide key stakeholders with an understanding of the important theories and assumptions involved. But perhaps most importantly, a logic model can provide a roadmap for a program, highlighting how it is expected to work, what activities need to come before others, and how desired outcomes will be achieved. It is important to make it very clear in discussions, and on paper, exactly what it is that you plan to do. The benefits of this process include:   

A clear method for emphasizing program results, which is a favorable practice in the current funding environment; The ability to clearly communicate the components and theory behind your program to internal and external stakeholders; and Clear documentation of your plans and strategies helps to ensure that all staff members are “on the same page” (i.e., not leaving assumptions untested).

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HOW TO DEVELOP A LOGIC MODEL To construct any logic model, you begin by filling in the necessary information for each of the categories shown in the chart above. This process is supported by answering the following questions:     

Who are the target participants and what are the problems to be addressed? What inputs or resources will you need in order to address the problem? What activities must we undertake to address the problems? What evidence or outputs will be produced once these activities are accomplished? What are the expected immediate and longer-term outcomes for the participants served?

At this point, it is also very important to begin developing a feedback system that can provide you with information on whether the model is working as planned or desired. When you move forward with your program your outcomes should be used both for accountability and feedback to improve the quality of your design and efforts. Your feedback system will not help you much if you only track participant outcomes, neglecting to confirm the theory behind your solution, inputs, and processes. Let’s say you have high backpack distribution outputs, but you did not monitor how the actual system of backpack distribution was conducted. In this scenario it would be difficult to repeat what happened at a new backpack distribution site. So, now you can see that in addition to aiding in program planning, the logic model also guides program evaluation. A well-constructed logic model provides you with a “blueprint” of your program design that can assist in making informed judgments about your results. If there are any shortfalls when comparing your intended outcomes with the measured results, you can reexamine your program model to see where the problem(s) may lie. Any of the following could be the cause:     

the children you actually served differ from the ones you intended to serve you had insufficient money or staff, or the wrong kind of staff to deliver the program you did not provide the services as planned children did not participate as intended your program theory or solution to the problems may be the wrong approach

Once you have identified the places where any of the components veered from the model, you then have a better idea of the kinds of adjustments needed to ensure better implementation or to make adaptations to the model. Of course, BackPack Programs already have a common problem that they seek to address and have a basic model to follow – i.e., providing children with nutritious and easy-to-prepare food on weekends and vacations when school meals are not available. However, some components of the model differ from site to site, such as: where the backpacks are distributed, the frequency of distribution, and the type and amount of food you can count on in your community. The following BackPack Program Logic model serves as a guide for addressing some of the common elements in many BackPack Programs:

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Exhibit 4: BackPack Program Logic Model Inputs:

Activities:

Outputs:

Immediate Outcomes:

Long-Term Outcomes:

Staff List Staff involved in all aspects of the program

Program Agreement Complete agreement with E.D. signature

Sites Number of sites in operation

Funding X% of fundraising goal met

Program Expansion (sites & participants)

Recipients (Distribution Sites and Children) Identify & set-up distribution sites

Packs Number of backpacks or carriers distributed

Participants X% of participants report eating the food

Financial sustainability

Poundage Number of pounds distributed

X% of participants report that they enjoyed the food

Reduced child hunger in service area

Participants Number of participants served

X% of participants experienced decreased signs of hunger

Increased awareness of resources available to the food insecure

Time Number of weeks in operation

Media/PR X% increase in media coverage

Volunteers Volunteer hours

Food sustainability

Identify program recipients Food Nutritious and easy-toprepare items Carriers Backpacks, plastic bags, etc. Transportation Transporting carriers to distribution sites Funding FA national funding Program specific fund raising Local sponsorships Media/ PR Established media partners Newsletter Hunger Action Month

Food Develop and maintain relationships with food donors and/or vendors Procure all backpack items and manage inventory of items needed for carriers Funding Identify and develop program funding Training and Education Train Site Coordinators and volunteers

Non-Food Items Number and type of items provided Fundraising Number of dollars raised

Schedule Schedule and manage assembly and distribution

Media hits Number of articles/stories

Transportation Transport backpacks or carriers to distributions sites

Volunteers Number of volunteer hours provided to program

Media/PR Develop and maintain community outreach and seek opportunities for media attention Monitoring & Evaluation Monitor compliance, and encourage best practices Design and implement evaluation tools

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VALUE OF A PILOT PROGRAM It is highly recommended that Participants who are planning to start a new BackPack Program begin with a pilot program. The demand for this program is very high and there is strong potential for explosive growth. However, it is very important to make sure you are prepared to successfully meet this demand, and ensure program sustainability. When a new program is created and put into place, the program partners, community member and, in this case hungry children, come to depend on the program as an important part of their strategy to get their needs met. Expectations are set and having them met becomes critical to community and family survival. In most cases, if the research, planning and resources are not secured a program may open in a community, but have an unexpectedly short life cycle. A program’s failure to thrive also sends a poor message to other potential program partners, donors and funders. Starting with a pilot program allows your organization to start out small, test your core assumptions, and assess your ability to successfully meet the objectives identified in the program logic model. The length of a typical pilot program is six months to a year. The goal of conducting a pilot program is to demonstrate that what you talk about in concept can be delivered in practice. By taking this approach your organization will be more prepared and knowledgeable when transitioning to multiple sites and/or increasing the number of children served (i.e. making major investments). Another significant advantage of starting with a pilot program is that it produces tangible results to generate increased buy-in from key stakeholders (i.e. board of directors, donors, volunteers, and community partners).

PROGRAM BUDGET Individual programs within a nonprofit, such as the BackPack Program, typically require their own specific budgets to gain support from outside donors and other funding sources, as well as to provide necessary program management controls. Program budgets should allow for all the employees, services, facilities, and other elements needed to organize, carry out, and evaluate operations of a specific program. Properly developed and managed budgets help FA Participants to provide greater impact at a lower cost, and increase the likelihood of securing outside funding. This section is designed to allow users to fill in their own budget information.

Income BackPack Programs have two types of income: cash and in-kind contributions. 

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Cash contributions should include all relevant received, committed, and pending cash donations that help support the BackPack Program. Cash contributions to the program come from corporate and foundation grants, fundraising events, individual donors, and allocations from a FA Participant’s budget. In-kind contributions are gifts of goods and services instead of cash. These can include donated food, volunteer hours, advertising, and miscellaneous materials.

Expenses Program expenses include personnel, direct program, administrative, and contribution costs.   



Personnel expenses include the wages and taxes paid on all employees and contractors. If the employee is working less than full-time on the project (e.g. just the school year) then note this in the budget. Direct program costs are the non-payroll costs of directly operating the program. This should include the costs of carriers, food, non-food items, transportation, and marketing. Administrative costs are costs incurred outside of direct program or payroll costs. They exist with or without a BackPack Program. For instance, although a grantee had offices and computers before their BackPack program, computers and offices should now be listed as an expense according to the percentage for which they are being used towards the BackPack Program. Be mindful of grant maker’s own requirements regarding administrative expenses. Some grants do not cover administrative expenses, while others will only cover a certain amount. In-Kind Contributions must be listed as an expense in a budget, not just as income. This is important in order to give a proper description of the size of the grantee and the cost of operating the BackPack Program.

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Exhibit 5: BackPack Program Budget Statement

BACKPACK PROGRAM BUDGET STATEMENT [Program Name] [Time Period, Date] Telephone:

Prepared by:

Potential Revenues

Anticipated Expenses

Cash Contributions Donation #1 Donation #2 Donation #3 Donation #5 Donation #6 Donation #7 Individual contributions Government grants United Way Investment Income Civic Organizations Other In-Kind Contributions Food Advertising Volunteers Other

TOTAL

$0

Core Program Outcomes # carriers distributed # times carriers are distributed # clients served # distribution sites open # lbs food distributed Avg. cost per carrier

Program Costs Food Boxes Backpacks Ziploc bags Food storage containers Insurance Vehicle repair & maintenance Vehicle insurance Truck fuel License fees Other supplies Personnel Driver's salary (X% of time) Project coordinators' salary (X% of employee's time) Other salaries (specify) Payroll taxes Consulting fees Employee/fringe benefits Administrative Costs Rent (X%) Utilities (X%) Postage (X mailings) Office supplies/telephone Printing Conference/training(X) Local Travel Other (e.g. accounting) Marketing Materials Parent/Guardian info. sheets Program launch magnets Graphic design fees Vehicle design and decal Other marketing costs In-Kind Expenses Volunteers Materials (misc.) Other contributions

TOTAL

$0

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DISTRIBUTION CONSIDERATIONS Distribution is one of the more difficult aspects of the BackPack Program. Determining how to identify a target population and how best to reach it requires careful consideration of one’s region and resource availability. Every program’s community is different, and there is not “one standard approach” to distribution that will work for every program. However, each program should strive to keep their approach “easy, efficient, and effective.”

IDENTIFICATION OF DISTRIBUTION SITES The first steps in implementing a successful BackPack Program are to assess the needs of your community and identify the appropriate distribution sites. People associated with food banks are already quite knowledgeable about who in their communities is hungry or food insecure. They are also familiar with human service agencies, underserved schools, or religious organizations that support hungry families and children. This process is supported by answering the following questions:    

Where are the hungry children in your service area? Is there more critical need in some areas than others? If so, what makes these areas more critical? What partner agencies and schools exist in these areas? Which partner agencies and schools would benefit the most? Which would make good program partners, and why?

Programs also identify distribution sites by determining high-need areas via community data and/or the presence of existing community partners, specific examples include:     

Percentage of students eligible for free & reduced price meals at school Poverty rates (source: Hunger Study, U.S. Census Bureau) Gap analysis Number of food pantries and locations Number of Kids Cafes, Boys and Girls Clubs, Community Centers, etc.

What type of organization do BackPack Programs typically choose for their distribution site(s)? Schools serving low-income communities are typically the preferred distribution site for BackPack Programs. In general, schools offer the greatest probability of regular and consistent access to your targeted program participants. School personnel also often have the first-hand knowledge needed to identify children in need of the program, and are ideal individuals to coordinate the program at the respective site. However, there are BackPack Programs within the Network that successfully administer the program through other types of sites. For example, some programs utilize Boys & Girls Clubs, Kids Cafes, and other after-school programs operated out of social service organizations. Key questions to consider when evaluating a potential distribution site:      

Is there a significant need for the program at the prospective site? Is the organization and personnel in full support of the program? Does the site offer a safe and accessible location for distribution? Does the site have regular and consistent contact with your targeted program participants? Does the site have consistent and reliable personnel that are willing and able to handle the necessary program coordination needed to manage a successful program? Is there a strong likelihood that the site will be able to accommodate program growth, and provide a sustainable partnership?

ESTABLISHING RELATIONSHIPS AND PROCEDURES WITH DISTRIBUTION SITES Developing and maintaining a working relationship with each distribution site is one of the most critical steps in operating an efficient and effective program. When program partnerships fail, the conclusion is usually that the project was faulty in

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the initial planning stages. In general, effective program partnerships begin with a clear understanding of the program objectives, what the FA Participant’s expectations are, what the Program Partner’s (i.e. distribution site) expectations are, and how to get started. Before a site begins distributing food and backpacks it is very important to establish mutually agreeable expectations for the following program components: the role of the FA Participant and Program Partner, program standards compliance, distribution systems and procedures, and reporting procedures.

WHAT IS THE ROLE OF THE FEEDING AMERICA PARTICIPANT AND THE PROGRAM PARTNER? Every site is different and it is important to make your program adaptable. It is advantageous to let the respective site know they have the ability to tailor the program to make it work best for them. Being collaborative and supportive builds better bridges than being demanding and telling the site how you want them to run the program. However, in the end the objective for this partnership should be to develop clear guidelines and expectations. Please refer to Exhibit 6 for a copy of the Partner Agreement Template. The intention is for programs to customize this agreement so that it addresses the unique components of your program partnerships.

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Exhibit 6: Partner Agreement Template [Partner Agreement Template] [Feeding America Participant Name] Partner Agreement Template (Addendum to Member Agency Agreement) The terms of the following Agreement have been agreed upon and understood by ___________________________________________________ (Feeding America Participant) and __________________________________________________ (Program Partner or “Licensee”). By signing this agreement, both parties acknowledge their respective duties and responsibilities related to the administration of the BackPack Program. The BackPack Program meets the needs of hungry children by providing them with nutritious and easy-to-prepare food to take home on weekends and school vacations when other resources are not available. The BackPack Program Partner agrees to: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14.

Distribute healthy, nutritious food to children free of charge. Provide backpacks a minimum of once a month during the school year. Have staff and volunteers with repetitive contact with children pass a National Background Search. Ensure that the site complies with all applicable federal and local statutes, ordinances and regulations. Inform the Feeding America Participant in writing of any changes in the BackPack Program personnel, days & hours of operation, and/or number of children served. Provide necessary information about the school/site. Identify children that meet the eligibility guidelines for your school/site. Use school records to identify food allergies the child may have (peanuts, milk, etc.) and flag their name so that those items will not be distributed to them. Be available for at least one annual site visit. Receive deliveries on the designated day. Store the food that is delivered to the school/site off of the floor and in a secure place. Distribute the backpacks/carriers to the program participants in accordance with the predetermined schedule. Keep accurate records and submit reports to the Feeding America Participant to assist in program evaluation. Communicate problems and requests to the Feeding America Participant in a timely manner.

The Feeding America Participant agrees to: 1. Appoint a primary contact for the BackPack Program providing oversight and leadership in program research, design and development, and collaborative guidance in program implementation. 2. Ensure that program partner meets national and local BackPack Program objectives through annual monitoring inspections and periodic site visits during designated hours of operation. Any issues needing to be addressed will be communicated in writing to the program partner within seven business days. 3. Identify and procure staple food items and/or supplies necessary for the operation of the BackPack Program. 4. Provide or coordinate training opportunities for BackPack Program staff and volunteers as appropriate such as program administration, safe food handling and nutrition education. 5. Schedule BackPack Program meetings to facilitate communication and information sharing between program partners. This Agreement may be terminated at will by either party with written notice delivered to either party not less than 30 days prior to the desired date. Upon termination of this agreement, the Program Partner will return any equipment and/or materials provided by the Feeding America Participant for the BackPack Program to the FA Participant within 30 days of termination date. __________________________________________________________________ Program Partner Executive Director/Principal Signature Date __________________________________________________________________ Feeding America Participant Representative Signature Date

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HOW DO THE BACKPACK PROGRAM STANDARDS AFFECT THE PARTNERSHIP WITH DISTRIBUTION SITES? As you may have noticed, the first four items listed on the sample Partner Agreement Template are the Program Standards that must be adhered to by each Feeding America Participant operating the program. Appropriate steps need to be taken to ensure that your program partners are also adhering to these standards, and thus keeping your BackPack Program in compliance with the Program Agreement.

DOES EVERY STAFF MEMBER AND VOLUNTEER INVOLVED WITH THE BACKPACK PROGRAM HAVE TO PASS A NATIONAL BACKGROUND CHECK? Staff and volunteers with direct repetitive contact with children must pass a National Background Search. National background searches are done to ensure the children’s safety. Careful screening of staff and volunteers who work with children is an important risk management precaution. In most cases, this standard does not apply to staff and volunteers that assemble the backpacks/carriers, or deliver the backpacks/carriers to the sites, due to the fact that they will not have "direct and repetitive contact with children.” The standard applies to the staff and/or volunteers that are responsible for distributing the backpacks/carriers to the children. The ways in which these background checks are performed are at the discretion of Participant and the partner agency. Feeding America understands the cost of this requirement, and is committed to providing discounted national vendors to help alleviate costs. For more details and resources, please refer to the Program Agreements and Standards page by clicking the link below. https://www.hungernet.org/Operations/Members/Standards/Pages/Home.aspx

WHO MANAGES THE PROGRAM AT THE DISTRIBUTION SITE? It is time to address the distribution systems and procedures once a clear understanding of the program objectives and staff expectations have been reached. It is strongly recommended that each site selects a coordinator to be responsible for managing the program at their site, as well as serving as the FA Participant ‘main contact person. Also, by having the Principal or Executive Director sign the partner agreement you gain an additional level of support and accountability. In choosing site coordinators, individuals should be able to be respectful of the confidentiality of the children being served, and adhere to the agreed upon terms of the Program Partner Agreement. The site coordinator position typically requires no more than two hours of work per week; however, this time fluctuates based on the number of program participants, and level of support from other staff Participants and volunteers. Suggested Site Coordinator responsibilities:           

Attend required BackPack Program orientation and meetings Make sure food is only given to approved program participants Make sure food is distributed by approved adults each Friday Help to ensure that the confidentiality of participants is protected Communicate any necessary information about the BackPack Program to the Participant Make contact with referred students and parents and explain the program Maintain and submit all necessary records and reports (student referrals, distribution records, etc) Call the Participant when food supply is low or the numbers need to be adjusted Assure that food is being properly stored off the floor and on shelves, tables, etc. Keep the stock rotated – use oldest items first Make sure backpacks/carriers are accounted for

Do You Recommend Conducting Training Sessions For Site Coordinators? One-on-one or group training sessions for Site Coordinators are a highly recommended practice. As previously mentioned, developing and maintaining a working relationship with each distribution site is one of the most critical steps in operating an efficient and effective program. Training sessions are a critical component of developing this working relationship. This meeting provides an ideal opportunity to make sure the site has their system worked out for administering the program. Many successful programs throughout the Network have developed a training manual and site checklist in order to provide the site with the necessary resources and direction. Please refer to the BackPack Program page found on HungerNet for more details and resources.

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WHO IDENTIFIES THE PARTICIPANTS? The decision of who will be responsible for identifying and referring program participants is usually made by each individual site. There is not one standard approach to this program component. Generally, site coordinators manage the referral process, and utilize their colleagues for helping to identify the appropriate children. Referrals are typically made by teachers, school counselors, nurses, and social service providers. With that said, it is important that site staff Participants have a clear understanding of the program, and specifically, the referral guidelines and procedures.

DISTRIBUTION SYSTEMS AND PROCEDURES Each site’s distribution procedures will be differ slightly. Once again, there is not “one standard approach” to distribution that will work for every site; however, every site should develop a plan that clearly communicates how their systems and procedures will be administered. The following program components should be considered when developing distribution plans: 1. Food Storage: Each site will need an approved location in the building where food can be safely stored. Key issues to consider:  All food must be stored at least 6 inches off the ground on a pallet, shelf, desk, etc.  Storage area should be dry, clean and free of pests.  The storage area should be locked when not in use. Rotate the inventory. Always check the label on the box to assure you are using the oldest dates first. 2. Distribution Method: Develop a plan for how food will be distributed. Key issues and questions to consider:  Determine if you will pack items in a Food Bank backpack, the child’s own backpack, a plastic bag, or other carrier.  If you use Food Bank backpacks: How will they be labeled to indicate whose backpack it is? Where will the students return backpacks on Monday?  If you use the child’s backpack: When and how will the food sack be placed in their backpack?  What will be the best time for children to receive their backpack?  What will be the most efficient and confidential way to hand them out?  Who will be the back-up person if the site coordinator is absent?  How will you maintain an appropriate level of confidentiality? How will you distribute the food in a way that will not embarrass the program participants, or make the other children feel left out?  Have the staff members or volunteers that will be in direct contact with the children received a clear report from their National Background Check? 3. Record Keeping: Determine how you will keep accurate records. Key questions to consider:  What system will you use to record program recipients and other necessary documentation?  How will you record if the children received food?  How will you record monthly data for your monthly report to the Feeding America Participant? 4. Parental Notification: Determine how you will handle the issue of parental permission. Refer to the aforementioned details regarding options for handling parental notification.

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5. Recipient Orientation: Determine how you will handle the process of explaining the program to the recipients. Key issues to address:  How will the program be explained to the recipients?  Explain the importance of participants returning their backpacks on Monday if your site uses Food Bank backpacks. If not returned, how will you handle distribution the following week? Discuss the importance of waiting to open the backpack until they get home.

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IDENTIFYING PROGRAM PARTICIPANTS At this point you have identified an appropriate distribution site, or multiple sites, and have determined your target service group. The next critical step is to establish your method for determining the actual program participants. We strongly urge you to think carefully about what children you want your BackPack Program to serve, and remember that there are a number of considerations to take into account. For example, you may decide to target children eligible for the free and reduced lunch program. Another approach is to target children living in food insecure households. If a child does not get enough food outside of school he/she is considered “food insecure.” As defined by the United States Department of Agriculture, Households that are food insecure are uncertain of having, or unable to acquire, enough food to meet basic needs of all their Participants because of insufficient money or other resources. However, many programs across the Network often serve schools with very high percentages of children that qualify for free or reduced price school meals and live in food insecure households. This situation means that programs are often not able to serve every child that meets these two qualifiers, especially when a program is just starting-up. As a result, several successful BackPack Programs have chosen to target chronically hungry children for their program participants. The important point to be made is that some type of qualifier should be used when determining who will receive the food. In general, the intent of the BackPack Program is to serve children who do not have enough food to eat at home, and as a result are displaying behaviors indicative of the lack of food. Administering a program without any eligibility criteria can create confusion and frustration for the distribution sites, which may negatively impact your ability to serve those children who are truly in need. Clear eligibility criteria also help to maintain a consistent and equitable program. There will be different perceptions as to who is hungry, so it is in the best interest of your program to make sure your intentions are clear as to whom you want the food to go to. Once you have determined your criteria, it is ideal if the referral process is administered by the site coordinators.

IS PARENT PERMISSION NECESSARY? One very important rule to keep in mind is that every distribution site is different. For some sites, the principal or director may think it is necessary that the parent/guardian is contacted in advance about participation in the BackPack Program. Other sites prefer to send a letter home in the backpack the first time the child takes it home. This approach may increase acceptance of the program since the parent/guardian is able to see first-hand what the child will be receiving. A suggested option for handling this situation is to provide a sample letter to send home to the parent/guardian, and then let each site decide what will work best for their policies and procedures. For sample permission slips, please refer to the Sample Member Resources page on HungerNet by clicking the link below. https://www.hungernet.org/Operations/Programs/BackPack/Pages/Samp leResourceBestPractices.aspx?RootFolder=%2fOperations%2fPrograms %2fBackPack%2fSample%20Member%20Resources%20Doc%20Librar y%2fDistribution%2fParent%20Letters&FolderCTID=&View=%7b7B016 CE9%2dFB97

Feedback from the Network (Regional Food Bank of Oklahoma)

Probably one of the biggest problems we had initially was trying to explain and identify chronically hungry children. If you do not have a clear grasp on who the backpack is for, then you will not be able to educate staff as to how to identify backpack recipients and in the meantime, you could be wasting resources that could have been used for expansion and reaching even more children in need. As a result of an evaluation luncheon with the principals and Food 4 Kids coordinators we discovered that staff had a hard time determining who should be on the program. This became evident when we started interviewing kids and maybe half of them would not be considered chronically hungry in our eyes. To help solve this problem we developed a checklist for determining chronically hungry kids. The school staff is given the checklist and then they make referrals accordingly. This has been very helpful. [Refer to Exhibit 7 for an example of the referral form used by The Regional Food Bank of Oklahoma.]

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Exhibit 7: Referral Form

Food 4 Kids - Referral Form Child’s Name: __________________________________________

Age: ______________

Grade: _________________ Teacher: _______________________

Food 4 Kids is only for children who you feel are chronically hungry. The program provides backpacks with food on Fridays to children who might otherwise not have food over the weekend. To refer a child to Food 4 Kids, please check one or more of the following behaviors that the child displays on a regular basis. At least one item on this list MUST be checked to refer the child to Food 4 Kids.          

Rushing food lines Extreme hunger on Monday morning Quickly eating all of the food served and asking for more Asking when the next meal/snack will be served Regularly asking their teacher for food Saving/hoarding/stealing food to take home for themselves and/or a sibling Lingering around for or asking for seconds Comments about not having enough food at home Asking classmates for food they don’t want Other information regarding the child’s home situation that requires the need for food. Please be as thorough as possible in your explanation:

Other factors that may be present and may help you identify a chronically hungry child:

Physical Appearance:

Extreme thinness Puffy/ swollen skin Chronically dry/cracked lips

Chronically dry and itchy eyes

School Performance:

Excessive absences and/or tardiness

Chronic sickness

Repetition of a grade

Short attention span/inability to concentrate

Chronic behavior problems (hyperactive, irritable, anxious, withdrawn, etc)

Home Environment:

Often cooks own meal, or has another sibling who does Moves frequently

Loss of household income

Family crisis

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BACKPACK CONTENTS The primary objective of the BackPack Program is to provide children at-risk of hunger with backpacks filled with food that is healthy, child-friendly, nonperishable, and easily-consumed. The intent is that this food will prevent a child from going hungry over the weekend. Ideally, backpacks should contain a variety of foods from each food group, including items that can be used together to create complete meals. Special attention should be paid to include a variety of fruits and vegetables, whole grains, lean protein, low-fat dairy products, and items low in sodium, sugar, and fat. However, many programs will have a different approach to the type and number of food items to include in a backpack. Please refer to the BackPack Program page found on HungerNet for sample BackPack Program menus and vendor information.

SHOULD THE BACKPACK INCLUDE SNACKS OR COMPLETE MEALS? There are different philosophies amongst the current BackPack Programs regarding this question. There are also programmatic issues, such as budgetary constraints, that directly impact the decision to provide snacks or complete meals. Some programs focus on serving as many children as possible, and include mainly snack type items as means for reducing the cost per child. Other programs focus on providing each participant with enough food to ensure that they have complete meals for the entire weekend, even if it means that they have to serve a smaller number of children. There are also many programs within the Network that strive for the midpoint of this service continuum. It is important to weigh the pros and cons of each approach, and determine what is going to be the most cost effective and beneficial for the children. In the end, your program will have to decide what approach works best for your community, the objective of your program, and your available resources.

IS THE GOAL TO FEED THE INDIVIDUAL OR THE ENTIRE FAMILY? As in the case of the previous question, there is not one right approach to this issue. However, programs should decide upfront how they will address this question. Currently, many Participants aim to provide BackPack Program recipients with enough food to share with their siblings. Participants have developed at least two distinct ways of dealing with this issue. Some distribute a backpack with a standard amount of food for each child. If there are multiple children in a family whom the site wants to accommodate, each child receives a sack of food in the backpack. The Second Harvest Food Bank of Southern Wisconsin determines backpack portions according to family size. Specifically, they use free or reduced lunch paperwork or enrollment forms to identify how many children there are in a participating family. Children then receive the appropriately sized backpack based on the number of siblings. This approach allows them to meet the needs of students who may not be able to receive their own backpack because they are enrolled in a school without a program, or because they are too young. In either scenario it is very important to be aware of how heavy the backpack can become, and to adjust it accordingly. In general, the primary objective is to provide food for the child, and programs should try to utilize other resources available through the food bank in order to address the needs of the whole family. For example, you can place information about nearby pantries in the child’s backpack.

HOW OFTEN SHOULD OUR PROGRAM DISTRIBUTE BACKPACKS? According to the National Program Standards, distributions must be made a minimum of once a month during the school year. Most programs distribute carriers weekly, and provide additional distributions for vacations and holidays.

DO PROGRAMS INCLUDE OTHER ITEMS IN THE BACKPACKS BESIDES FOOD? Some programs that have available resources have been able to include other beneficial items in backpacks. If possible, the BackPack Program can provide an excellent way to distribute important items and resources to at-risk families. Examples include:  



Advocacy material (food stamp information, food pantries or soup kitchens) Information for food resources during service interruptions (e.g. holidays, weekends, summers) Food preparation and storage instructions

     

Sample menus and nutrition information (worksheets, information brochures) Service supplies (napkins, sporks, plates) Toothbrush and toothpaste Shampoo and soap School supplies (pencils, ruler) Physical education information and activities

FOOD PROCUREMENT METHODS There are a number of food sources available to program Participants and agencies. 





Warehouse – Donated product already in warehouses is the most frequent food source for the BackPack Program. Items include granola bars, meat sticks, crackers, peanut butter, and cereal. Purchases – Items not frequently donated, such as aseptic milk, fresh produce, and single-serve items are often bought for the BackPack Program. Other – Corporate sponsors, local restaurants, and truckers with overload are sometimes able to donate fresh produce and other food appropriate for the BackPack Program.

FOOD PROCUREMENT CONSIDERATIONS When choosing food to provide to children, Participants should consider the: 







FA Procurement Options

National Purchase Program The National Food Purchase Program offers FA Participants an opportunity to purchase popular food items at discounted prices from a variety of partner manufacturers producing products "fresh to order" to allow for maximum freshness as well as the longest possible shelf life. Typical items offered are just not donated in ample supply for network demand. Special emphasis is given to product quality as well as nutrition that each item can provide for agency use/distribution. The product listing is available on HungerNet and is updated often with new items and up to date pricing. The program is available to all members and P.D.O.'s. Vendors invoice FA who then invoices FA Participants allowing a 30 day payment term. Transportation assistance is available through our Logistics' Department.

Perishability –Participants that assemble and distribute carriers weekly should consider providing fresh produce that is not easily bruised and can be eaten raw, such as: apples, pears, oranges, grapefruit, and carrots. When weekly distribution is not an option, easy-open canned fruit and vegetables are recommended. These can include: peaches Choice System & pears, fruit cocktail, mandarin oranges, green beans, peas, The Choice System is FA’s online allocation corn, and mixed vegetables. Dried fruit and fruit juice are system that gives FA Participants the opportunity also good options. to bid on surplus product from food donors or Nutrition – Nutritious meals include a variety of foods from other FA Participants. Available products are four of the five food groups of the recommended USDA posted twice a day on a closed-bid auction, MyPyramid (fruit, vegetable, grain, protein, and dairy). which allows FA Participants to bid on needed Based on available resources, programs should do their best items including fresh produce. to develop menus in accordance with the 2005 USDA Dietary Guidelines, paying particular attention to provide a Cluster variety of fruits, vegetables, lean protein and dairy products A group of FA Participants that voluntarily agree that are often available in limited supply in food insecure to form a coalition to handle processing of households. Complete dietary guidelines can be found here: donated products. Donations will be offered, http://www.healthierus.gov/nutrition.html allocated and receipted through the cluster head, Allergies and Health Concerns – Sites should be aware of which is the FA Participant responsible for production-donation communication and the special needs of their recipients, such as food allergies paperwork for the cluster. Some FA Participants and dietary restrictions (e.g. diabetes or peanut allergies), also utilize their cluster to purchase specific food when distributing food. A suggested best practice is to items needed for their BackPack Program, which request that distribution sites identify any children with creates purchasing flexibility and cost reductions. allergies and/or dietary restrictions, and to take the necessary steps to ensure restricted items are not served to To learn more about how these programs can help your organization or agencies save money, please contact the them. Some Participants also ask for food allergies on the FA Food Sourcing Department at 312-263-2303. program permission slip. Quantity – Food provision should take into account the time covered (weekend or holiday), the age of the participant (older children require more food and are better able to prepare food), and the number of participants to be fed (carriers can serve single participants, as well as siblings). As previously mentioned, it is important to be aware of how heavy the backpack can become, and to adjust it accordingly. For sample permission slips, please

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  

refer to the Sample Member Resources page on HungerNet by clicking the link below. https://www.hungernet.org/Operations/Programs/BackPack/Pages/SampleResourceBestPractices.aspx?RootFold er=%2fOperations%2fPrograms%2fBackPack%2fSample%20Member%20Resources%20Doc%20Library%2fDist ribution%2fParent%20Letters&FolderCTID=&View=%7b7B016CE9%2dFB97 Preparation –Participants should try to offer ready-to-eat items whenever possible and avoid the distribution of canned goods that require can openers. Safety –Participants should avoid glass, paper, foil, and other similar containers that can be dangerous if broken or easily compromised. Participant Age should be taken into consideration when developing a BackPack program. Elementary school students are at a critical stage of growth and development. They are the most in need of food and the least able to secure it on their own. Middle and high school students are better able to prepare and store food properly and are more stigmatized by their peers for receiving food aid.

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CHOOSING A CARRIER BACKPACKS Backpack Weight Backpacks have the advantage of being a ready and secure means of distributing food to children in need. Backpacks also maintain a level of confidentiality by not Experts recommend that the total weight of a backpack making the food visible to other children, which helps to not exceed 15% of the weight of the child. This means protect the dignity of the children. Backpacks of different that a 50-pound child should have a backpack that does varieties can provide an added level of discretion to the not exceed 7.5 pounds. The total weight would include books and other school supplies being carried, in program. If all your backpacks are the same, and if a site addition to the contents provided through the BackPack is worried about confidentiality, then you can give each Program. site the option of using the child’s own backpack or the one that you provide. In terms of distribution, the food can either be placed in a plastic sack at your food bank, which then gets put into the backpack, or the food can be placed directly into the backpack.

Key questions and issues to consider when evaluating the use of backpacks for distribution:   

 

Does your budget include the necessary allocations to purchase backpacks or have you secured the appropriate product donations? Be aware that backpacks are occasionally lost, stolen, or destroyed, and may need to be replaced Backpacks require regular sanitization and cleaning, which needs to be accounted for when planning program costs and staff/volunteer time. Programs that put food directly into the backpacks will need to be more concerned about sanitation, while those who have the food pre-assembled in a sack may avoid the need for weekly sanitation. Do your sites have the necessary space to store the backpacks? Do your sites have a plan for dealing with the scenario of participants not returning their backpacks on Mondays?

OTHER CARRIERS Some Participants prefer to distribute food to children via other carriers, most frequently plastic grocery or zipper storage bags that can be inserted into a child’s backpack. If the child does not have a backpack, Participants have sometimes purchased one for them. Anonymity is difficult to maintain if the plastic bag is the sole carrier, and not placed in a backpack. Using other carriers, such as plastic bags, has the bonus of being less expensive than backpacks. The major drawback of other carriers is that they are not reusable and may not provide the children with the same sense of association as with a backpack.

Key questions and issues to consider when evaluating the use of other carriers for distribution:    

Have you purchased the respective bags or secured the necessary donations? Have you accounted for the fact that these bags are not reusable? Be aware that program participants may not enjoy receiving plastic bags as much as backpacks Have you considered the confidentiality implications associated with this method?

ANONYMITY v. DIGNITY The BackPack Program is rooted in not just a mission to provide food to hungry children, but to preserve children’s dignity by minimizing the stigma of poverty; h, the importance of anonymity varies across the Network. In some instances, children or their parents are embarrassed when others know they receive food aid. Some Participants distribute backpacks of various styles in a discrete manner in order to minimize the stigmatization of program recipients. In other cases, the children look forward to receiving their backpacks and carry them with pride. Some Participants even put the food bank logo, program name, or sponsors right on the backpacks. One child said backpacks are “the only present I receive at school.” In either case, the key word for your program should be dignity, not anonymity.

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LOGISTICS ASSEMBLY METHODS A best practice model is to assemble the backpacks or carriers at the Food Bank, with the advantages of having control, storage space, volunteers, and convenience. However, some Participants have also been able to successfully utilize the facilities of their various volunteer groups and/or program sites to assemble sacks. The assembly process is typically performed by food bank employees, food bank volunteers, and members of volunteer organizations, such as the Junior League. Staff and volunteers who pack and distribute food carriers do not need to be ServSafe® certified, as long as donated and/or salvaged food has been inspected by individuals who are ServSafe® certified. In addition to staffing issues, there are several other programmatic issues, such as: storage space, inventory control, and transportation costs that directly impact your approach to managing and administering this critical component of the program. This process is supported by answering the following questions:        

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Key questions to consider: Have you determined the location for assembly? Does this location offer the necessary space, inventory control measures, and supervision? Do you have adequate staff/volunteer support to assemble the number of carriers needed for your program? Have you developed an efficient and effective strategy for the assembly process? Are the steps and procedures documented and/or easily explained to staff and volunteers responsible for assembling the backpacks or carriers? How will you communicate which type or how many items to put in each pack? Do you have a food bank staff member to supervise the assembly process? What will you pack the bags in once they are assembled? Will the backpacks or carriers be delivered to your partner agencies, directly to the sites, or will they be picked-up directly from the food bank? How will you pack the orders to accommodate your choice of delivery? Have you budgeted appropriately for the transportation costs associated with delivering assembled orders?

DELIVERY The number of times you deliver each month will depend on the number of children referred to the program and the available storage space. Most programs typically deliver either a two week or four week supply of food. You may find that you have to make more deliveries at the beginning stages of your program until you get a feel for how big your orders are and how much space each school or site has. At the time of delivery or their pick-up, it is recommended to get a physical inventory count so that you can adjust the next order accordingly.

How do we handle the challenges associated with making deliveries to our rural sites? Programs operating in rural settings can pose logistical challenges. Additional transportation costs, including gas and staff time, will be incurred. Those operating rural programs may want to package backpack contents in boxes to cover one week, and deliver orders at least one-month at a time in order to minimize the number of deliveries. Some FA Participants have also been able to reduce transportation costs by making regional deliveries. For example, deliveries are made to a designated area (i.e. vacant parking lot) that is in close proximity to multiple partner agencies and/or sites. This delivery method allows the food bank to make one drop-off for multiple sites and prearrange a time and location to meet them.

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ONGOING PROGRAM MANAGEMENT PROGRAM EVALUATION AND MEASURING OUTCOMES As mentioned previously, it is very important to develop a feedback system that can provide you with information on whether your program is working as planned or desired. Program monitoring and evaluation is the first step toward increasing program effectiveness. Example: National Evaluation of ConAgra Foods Kids Cafe Why Evaluate? The greatest reason to evaluate is to learn how you can run the best BackPack Program possible. Putting an evaluation program into place is the only way you can ascertain what is working well and what is not. Evaluation provides information for assessing activities and making better decisions. It is the first step toward increasing organizational effectiveness and, in turn, successfully marketing and documenting your work.

In order to assess the impact of its funding, ConAgra Foods asked the Center on Hunger and Poverty to conduct an evaluation of its funded Kids Cafes. ConAgra sought to learn more about:

Evaluation allows you to:       

Set realistic goals by providing information for making and fine-tuning strategic program decisions, Identify training and technical-assistance needs, Be accountable and credible to your constituents, your community, your partners, your funders, and yourself, Motivate by providing documentation of your achievements, Guide budget and resource allocations, Generate support for programs and make the case for added resources, and Summarize and highlight your achievements

Prove to Improve It is important to shift your thinking about evaluation from “prove” to “improve.” You are more likely to be able to gather evidence that shows what you are doing works, rather than being able to provide proof. Rather than thinking of evaluation as the test that follows the work, begin to think of evaluation as the measures you put in place beforehand to help you run your programs.

 

Demographics of children served and their participation rates and need for the program. Program satisfaction, importance, impact, and challenges among children who participate, their parents/caregivers, and the Kids Cafe site directors.

The information from the survey emphasized the need for ConAgra support of Kids Cafe by demonstrating both the high levels of food insecurity and hunger among participants, but also the importance of Kids Cafes’ unique blend of food and educational activities to parents, children and program directors. It also illuminated challenges to the program and offered specific suggestions to Feeding America and Kids Cafe sites for ongoing program improvements.

An Important Distinction to Remember Evaluation is the systematic process of asking questions, and then collecting and using information to help answer those questions. Versus Monitoring – measurement, on an ongoing and regular basis, of program implementation, or the outcomes of a program or service. Research – the systematic process of collecting data in a controlled environment in order to prove or disprove a hypothesis.

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STEPS IN THE PROCESS There are five simple steps in the evaluation process. Use them to develop an approach that fits your community. 1. Planning: Usually one or more people take the lead and contact a few others. They form an evaluation team, set goals, and develop an evaluation plan. How will you organize for your BackPack Program evaluation? 2. Asking Questions: Here people formulate questions that are essential to evaluation. What do you want to know? What questions will you ask? What are some sources of information? 3. Tracking Information: Gathering information has many methods, such as observations, interviews, focus groups, surveys, and debriefing. Which ones best fit your situation? 4. Learning from Information: This systematic step makes information easier to use, analyze its patterns, draw conclusions, and produce recommendations for action. 5. Using What You Learn: Evaluation is “learning for action,” so what will you do with what you learn? With whom will you share the information?

WHAT DO YOU WANT TO KNOW? Information about “activities” and “outcomes” are types of knowledge which people often want. Activities are what people actually do to accomplish their purposes. They can be documented by their numbers, frequency, or duration, such as:   

Forty children consistently participated in the BackPack Program for the entire school year; another 20 participated during the summer session. 1,400 backpacks were distributed to elementary school children in Morgan School District 12. The food bank secured a new $10,000 grant from ABC Corporation in support of the BackPack Program.

Outcomes are the effects or impacts which result from project activities, and can be short or long-term effects. These can include effects at the individual, organizational, and community levels, such as:    

As a result of the training program, more in our community became aware of hunger issues and ways to address them. As a result of the program, children ate more nutritious food on a more regular basis than before they entered the program. As a result of the grant, the organization has increased the number of program sites located in the neighborhoods with the highest rates of child hunger. As a result of the program, the Food Bank has increased the capacity of its community partners to teach nutrition education.

WHAT IS OUTCOME MEASUREMENT? Outcome measurement documents the extent to which you actually achieve the results you have promised. It can be a powerful management tool that aids in quality assurance and accountability. An appropriate outcomes evaluation system can provide:     

a systematic way to monitor changes in participants that result from the services you provide feedback indicating the need to make adjustments in your program design or delivery evidence that what you do really works – in a cost-effective manner findings that contribute to the development of “best practices” that support successful program expansion a way to share your process and results with other BackPack Programs so that FA Participants can learn from each others’ experiences

Public and private funders’ demand for outcomes evaluation is rooted in two current social attitudes. First, there is more of a sense that our nation’s resources for problem solving are limited, so we have to be careful how we spend them. Second,

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although Americans traditionally believe in the value of social services, there is a pervasive feeling recently that they are not doing enough for enough people. So, there is a desire to ensure that our efforts are the best they can be. In short, it is no longer enough to assume that you will get good results simply because you have good staff, child hunger expertise, and have a well-regarded program model. Those variables focus only on what the logic model refers to as inputs to the effort. The public in general – and funders in particular – want to see that your good staff and program model actually do produce the desired results or outcomes. Make no mistake about it: Creating and conducting program evaluation requires a commitment of staff time and organizational resources. But it is well worth the investment when it gives you invaluable information to inform your service delivery and allocation of staff time, money, and space. As already suggested, by taking on the responsibility of outcome evaluation for your BackPack Program, you greatly enhance your ability to get funding and even grow your program. For program evaluation samples, please refer to the Sample Member Resources page on HungerNet by clicking the link below. https://www.hungernet.org/Operations/Programs/BackPack/Pages/SampleResourceBestPractices.aspx

REPORTING PERFORMANCE TO FEEDING AMERICA BackPack Programs are asked to gather the following data monthly:     

Number of carriers (e.g., backpacks) distributed \ Number of children served \ Number of times backpacks are distributed \ Number of distribution sites open Number of distribution sites inactive or closed

This information is submitted to Feeding America through a web-based reporting tool that can be found on HungerNet. Please note: grants received through Feeding America often have different reporting guidelines. Refer to the specific guidelines sent with the respective grant award for further details.

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MARKETING & ADVOCACY The objectives of marketing are to secure more food, funds and friends (volunteers) for the BackPack Program. Towards this end, Feeding America maintains a marketing plan that includes the BackPack Program and provides marketing materials to Participants in printed and electronic form at no cost. Participants should use marketing materials developed by Feeding America in conjunction with other materials they develop for their specific program.

PROGRAM NAME Program names are an important and often the first component of marketing. A good name will be remembered by volunteers and potential donors, increasing their attachment to the program. The National Office encourages startup programs to use the name “The BackPack Program” in order to maximize the exposure of the program name. Increased exposure will lead to better name recognition and more donations; however, it is not a required component of operating a program.

MESSAGING Messaging is perhaps the single most important aspect of marketing. In marketing the program, FA Participants should focus on three aspects of the BackPack Program: the existence of chronically hungry children in the community (provide numbers), how the BackPack Program alleviates hunger (provide numbers), and that the BackPack Program is costeffective (less than $_ per child per week). The following is a list of marketing materials that may support your marketing efforts:    

Local BackPack Program brochure/flyer Local and National Child Hunger Statistics Fact Sheet National BackPack Program Fact Sheet BackPack Program press release template

For more information and resources, please refer to the Key Messaging page on HungerNet by clicking the link below or contact the Communications Department at Feeding America. https://www.hungernet.org/MarketingOutreach/Communications/KeyMsg/Pages/Home.aspx

ADVOCACY Feeding America encourages FA Participants to incorporate personal advocacy and public policy advocacy as part of their BackPack Programs. Personal outreach to families should mainly involve information regarding alternative methods of food sourcing and trying to make their reliance on the BackPack Program temporary. Public policy advocacy efforts should be targeted toward local child hunger policy-makers.

FUNDRAISING Fundraising ensures the sustainability of the BackPack Program. Fundraising typically comes from:   

Grants - Local partners, companies, foundations, and FA national funding opportunities Direct Mail Special Events

Federal Nutrition Program Note that, at the present time, there are no federal child nutrition programs available to offset costs for BackPack Programs. Due to the fact that the participants consume the food in an unmonitored setting (unlike the Kids Cafe program); the BackPack Program does not currently qualify for CACFP or SFSP reimbursement programs.

Finding New Funding Sources New funding sources are found through searching. Guidestar (guidestar.org), Foundation Center (fdncenter.org), Council on Foundations (cof.org), and the Chronicle of Philanthropy (philanthropy.com) are good resources to start. It is also a good idea to look into companies that are already donating food or funds to your organization, as well as large companies

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operating in your area. Occasionally they are willing to support a worthwhile program. Searches can be narrowed by looking into donors’ criteria, such as:     

Do they fund specific programs? Would they be interested in funding a program to alleviate child hunger? What is the average size of their gift? What is the appropriate timing for submitting a request? How do we go about getting in touch with the organization?

Once a suitable donor is found, research the organization itself. Useful information can usually be found on the organization’s website, especially in the “about us” section. Websites are also a good place to find a contact person within the funding organization. Questions for a contact person in the organization can include:    

Is the BackPack Program a good fit with this particular organization? For corporations, are there cause-related marketing opportunities such as BackPack logos and program stories? What would be an appropriate size for a funding request? What is the next step? It is important to develop a relationship with the organization before a request is made.

It may be necessary to submit a letter of inquiry (LOI). These are a one- or two-page summary of what would go into a future proposal. A LOI, like a grant itself, should be written with the objectives of the grant making organization in mind. Find ways of framing the BackPack Program to fit the needs of the grant maker. If the LOI is accepted, donors suggest submitting a full proposal. If not, the donor will most likely say that the proposal does not meet their qualifications. The following should be included in the LOI:     

A brief description of your organization A brief problem/needs statement (include geographic description, population size, poverty rate, free/reduced lunch, and other means of displaying need) A description of the BackPack Program A brief overview of financial need Potential name-recognition opportunities

RENEWING ANNUAL GRANTS When looking to renew annual grants first call the appropriate contact at the grant maker to inquire about a grant renewal. Next find out what information you are required to report on the previous grant(s). Finally, find out the scheduling for next year’s grant cycle.

WRITING EFFECTIVE GRANT PROPOSALS Even the brightest ideas and best program designs will be wasted if you can’t communicate them clearly to people outside your organization. First and foremost, you will have more luck getting grants and contributions if you can describe your plans and expected results so that they are understandable and compelling to people who are unfamiliar with your work. Earlier in the manual the logic model was introduced as one effective approach to charting progress toward a program’s goals, and a process for designing and describing an appropriate outcomes evaluation system. If you have completed your BackPack Program logic model, you have done the groundwork for writing clear, successful funding proposals. One key to success in this regard is an ability to understand and respond to funders’ perspectives. It is vital to keep in mind who you are soliciting for funding. Ask yourself:  

Who is the funder? Consider the perspective and experience of both the funding organization and the individuals who are likely to review your proposal. Why is this potential funder handing out money? Is it to serve specific groups, to address certain problems, to finance research and development projects, or some other purpose?

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What are the funder’s needs regarding this possible partnership with you? Is it to build or maintain a reputation, to foster community development, or to act as stewards for other people’s money – as with government sources or the United Way?

Probably the two most important desires or needs of funders in making their allocation decisions are that: 1) the proposed project is aligned with their funding priorities and criteria; and 2 ) fund recipients will succeed at delivering effective programs. The quality of your proposal and underlying program design are the keys to persuading funders that your proposed project is a sure thing. In a limited amount of space, your proposal must demonstrate to others, who may be unfamiliar with your group and its activities, that:    

your organization has the capacity to implement and carry out the project and to serve the needs of your program participants; your objectives and the proposed methods and resources for accomplishing them are feasible and sound; your interventions or activities are appropriate for your target population and the problem you are addressing; and you have an appropriate evaluation plan that will determine whether your objectives for program processes and participant outcomes are met.

For more information on fundraising resources and training, please refer to the Campaign Resource Center on HungerNet by clicking the link below. https://www.hungernet.org/philanthropy/crc/Pages/home.aspx

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GLOSSARY - CHILD HUNGER PROGRAM DEFINITIONS Word or Phrase

Definition

Adult

A person 20 years of age or older.

Agency (Member)

The charitable organization that provides the food supplied by a food bank or food-rescue organization directly to participants in need through various types of programs.

Backpack Carriers

Refers to the backpack or other carrier that is used to distribute food to the program participant. Examples include: backpacks, plastic grocery bags, two gallon Ziploc bags, or other carriers that can be placed directly in the participants’ backpacks or carried separately by the child.

Children

0 - 18 years of age.

Closed BackPack Site

When utilizing the Child Nutrition Questionnaire, a closed site has ceased operations forever under current management.

Food Insecurity

USDA's measure of lack of access at all times, to enough food for an active, healthy life for all household members; limited or uncertain availability of nutritionally adequate foods.

Food Insecurity with Hunger

An involuntary state that results from not being able to afford enough food.

Food Service Frequency

Backpacks must be provided a minimum of once a month during the school year.

Free of Charge

Program resources must be provided at no cost to participating children.

Healthy, Nutritious Food

Backpacks should contain a variety of foods from each food group, including items that can be used together to create complete meals. Special attention should be paid to include a variety of fruits and vegetables, whole grains, lean protein, low-fat dairy products, and items low in sodium, sugar, saturated fat and trans fat.

Inactive BackPack Program Site

When utilizing the Child Nutrition Questionnaire, an inactive site is temporarily not operating during a defined period such as the summer or holidays.

Monitoring

A formal inspection of a BackPack Program site by a representative of a FA Participant to ensure that recordkeeping, sanitation, distribution and other requirements are being met. The minimum for BackPack Program monitoring is once annually.

National Background Search

National background searches are done on volunteers and staff in direct repetitive contact with children at BackPack Program sites to ensure the children’s safety. This database search provides information on who have been convicted or have been under the supervision of states’ Department of Corrections.

Nonperishable/shelf stable food

Food that does not require refrigeration.

Nutritious Meals

Nutritious meals include a variety of foods from 4 of the 5 food groups of the recommended USDA MyPyramid (fruit, vegetable, grain, protein, and dairy).

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Word or Phrase

Definition NOTE: Based on available resources, programs should do their best to develop menus in accordance with the 2005 USDA Dietary Guidelines, paying particular attention to provide a variety of fruits, vegetables, lean protein and dairy products that are often available in limited supply in food insecure households. (Complete dietary guidelines can be found here: http://www.healthierus.gov/nutrition.html)

Program or Project Umbrella'd by the FA Participant

This instance applies when a FA Participant takes on an activity under its 501(c)(3) status and is responsible for the provision and direct distribution of food. Examples of utilizing a distributing agent include: a school acting as the distributing agent for the Participant in a BackPack Program or serving as a host site for a Kids Cafe; and housing projects where food is delivered for direct distribution to low income individuals. Under this model the Participant retains sole title and responsibility for the food and any liability that may result. At no time may the program or project pay shared maintenance or any other type of fee for donated food.

Partner Distribution Organization (PDO)

A 501(c)(3) organization or a wholly owned subsidiary of a 501(c)(3) organization that does not have direct membership in the Network but fulfills primary Member functions (Product Distribution Management, Agency Relations Management, Food Solicitation, Fundraising for hunger related activities, Media and Community Relations for hunger related activities) on behalf of the Member through a defined portion of a Member’s Service Area.

Program Participant

Feeding America Member Food Bank or their approved Partner Distribution Organization (“PDO”) that is coordinating a BackPack Program.

Program Partner

This is a non-profit organization that the FA Participant partners with to operate a National Program: Kids Cafe, The BackPack Program or Community Kitchen.

Repetitive Contact

The amount of repeated interaction that results in the potential for a person to develop a relationship with a child outside of the program.

Safe Environment

This includes physical safety of the building; safety in food handling, preparation, distribution, and storage; and supervision by adults that have passed national criminal background checks.

Sex Offender Registries

All states have established sex offender registries. These databases are lists of individuals who have been convicted of criminal sexual conduct ranging from child molestation to rape. While the scope of offenses included in sex offender registries is limited, such registries offer an advantage that state criminal history record checks do not-they list sex offenders living in the state irrespective of where their convictions occurred. According to the law, individuals who have been convicted of specific sexual crimes are required to register when they move into a new state.

Social Security History

A social security history tells you that the social security number is assigned to the proper person.

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FOR MORE INFORMATION Contact the Programs Team Feeding America 35 E. Wacker Drive Suite 2000 Chicago, IL 60610 --tel: 312.641.6645 email: [email protected] website: www.feedingamerica.org

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