Food and Nutrition Programs

USDA Foods in Emergency/Disaster Situations in Schools

The Department of Elementary and Secondary Education (DESE) Office for Food and Nutrition Programs (FNP) is committed to being a valuable resource in ensuring our communities have access to food in disaster situations by providing guidance on the usage of USDA Foods (Brown Box, Processing, and DoD Fresh). Our office understands the important role schools can be when often used as a site for congregate feeding during a disaster, emergency, or situation of distress.

Based on the USDA disaster manual regulations, there are three (3) major responsibilities of the recipient agencies (RA); knowing the role of USDA Foods, how to request approval for the use of USDA Foods, and reporting and recordkeeping.

Recipient Agency (RA) Roles and Responsibilities during a Disaster

Local schools, food banks and pantries are often at the center of emergency response activities, working with local, state, and federal agencies to bring relief to those in need. It is important that these operators create and implement proactive and comprehensive emergency preparedness policies and procedures.

Prompt and effective response in the face of a disaster, emergency, or situation of distress requires a thorough plan. Stay informed - pay attention to emergency information and alerts-Monitor local news and weather reports.

• Maintain emergency contact lists to include work numbers, cell numbers, and e-mail address of designated disaster personnel and central office administration.
• Provide emergency RA contact information to essential DESE USDA Foods Distribution personnel.
• Assess current inventories of USDA Foods that may be needed to supplement non-governmental organizations and state emergency response agencies. Report USDA Foods inventories to DESE if requested.
• Provide location, dates, and times for disaster feeding to DESE USDA Foods Distribution
• Provide daily updates on sheltering populations, if applicable.
• Report USDA Foods used for disaster feeding.
• If requested, participate in calls with DESE to provide local updates.
• Before a disaster develop and maintain relationships with your State and community partners, so you know who to contact when a disaster event occurs.
• After a disaster conduct an after-action to critique and evaluate actions taken during the disaster.

Overview Of Using USDA Foods for Congregate Feeding

USDA Foods can be used to provide congregate meals to disaster impacted people in group settings. Congregate meals are typically served in a central location, such as schools, churches, community centers, or mobile kitchens.

During a pandemic, to ensure social distancing, congregate to-go meals may be provided to people in non-congregate shelters, such as hotel/motel or dormitories, for people to eat where they are staying.

While any available USDA Foods can be used for congregate feeding, school food inventories are generally the most appropriate option because they are available in institutional sized packaging, such as #10 cans, that is most suitable for mass feeding. USDA Foods from school inventories is also often co-located with school kitchen facilities which can be used to prepare and serve congregate meals.

Congregate meals containing USDA Foods can also be provided to disaster relief workers that are directly engaged in providing relief assistance at congregate meal sites. There are no limits to the number of relief workers who may be served, and they may receive meals as long as congregate feeding is provided.

Required Information for a Disaster Feeding Organization's Application for Use of USDA Foods for Congregate Feeding

The recipient agency (RA) wishing to use USDA Foods for emergency congregate feeding must contact DESE USDA Foods Distribution and include the following information to the extent possible:

• A description of the disaster situation;
• The number of individuals requiring meals;
• The period of time for which meals are being requested;
• The quantity and types of food needed; and
• The number and location of sites providing meals (to the extent that such information is known).

Record Keeping

RAs are required to report to DESE using the FNS-292A, Report of Commodity Distribution for Disaster Relief, and must contain the following information:

• County where USDA Foods are used in congregate meals;
• Total number of persons receiving USDA Foods;
• USDA Foods material code and description, number of cases of USDA Foods used; (for example: 110541, Applesauce, Unsweetened, Canned - 3 cases)
• Indicate (Yes or No) if requesting replacement of USDA Foods (Replacement is not guaranteed and FNS will only replace USDA Foods used in a situation of distress to the extent that funds are available).

Note: FNS does not have the authority, or resources, to replace non-USDA Foods used for disaster assistance.

For any additional questions around USDA Foods in emergency feeding, please connect with a member of the team:

Food Distribution Contact Information:

• Food Distribution Coordinator:
  • Lucinda Ward, MEd, RD, SNS — Lucinda.a.ward@mass.gov ; 781-338-6466
• Food Distribution Brown Box Specialist:
  • Ahmed Bilimoria — ahmed.bilimoria@mass.gov ; 781-338-6506
• Food Distribution DoD Fresh & Inventory Control Specialist:
  • Rick Finnigan — Richard.j.finnigan@mass.gov ; 781-338-6486
• Food Distribution Processing Specialist:
  • Belinda Wilson — Belinda.m.wilson@mass.gov ; 781-338-6478
• Food Distribution Accounts R/P & Ordering Specialist:
  • Mike Murphy — Michael.j.murphy@mass.gov ; 781-338-6542
• Food Distribution Household Programs Specialist:
  • TEFAP & CSFP: Donna Taylor — donnam.taylor@mass.gov ; 781-338-6320

This institution is an equal opportunity provider.