Resources & Tools For
Food For Thought School Coordinators

Food For Thought Online Monthly Report

1. Go to www.webtracker.ca/snpeast (All letters lower case)

2. To login enter your Username and Password

Type exactly as provided by Food For Thought, these fields are case sensitive.

If nothing appears to be happening it may be your browser. Try enabling pop-ups.

3. You will now be in your school file.

To enter a new month - click on the little + sign beside Month Year on the left side of the screen.

4. Choose the month you are entering information for from the 'drop down' box and proceed to enter your information for questions 1-8.

Web tracker will not accept symbols $ or , like $1,000 enter 1000 and please enter a figure in every box using zero when applicable.

5. When all required boxes have been filled, go back to the top of page and click Save and Close.

6. You will be back at your school file page and you will see the month you just entered is now added – you can go back to this month to make changes up until the 10th day of the following month. After the 10th day you will only be able to review your monthly submissions.

Tardy reports will be collected by the Food For Thought coordinator via email correspondence.

How To Complete Each Section in the Report

A. Program Activity

1. How Many Days Was Each Program Available This Month?

The number of days in the month that breakfast, snack and/or lunch) was available to students. Please enter zero for 'morning meal' and for programs not offered. Do not count No Bus Days when the program(s) did not happen.

2. Number of Meals and Snacks Served This Month.

Please use the FFT 10 month tracking sheets to tally-up the number of meals and snacks served OR develop a method to determine the actual number of meals and snacks served each month. A simple tally sheet might help to keep track of the meals served daily. You will add each day’s tally together to get the monthly total.

Meal Types:

NOTE: The Ministry defines breakfast programs as meals served prior to the start of the school day. Morning meal programs offer meals after the morning bell. To simplify record keeping, FFT considers both of these programs to be a breakfast program.

A breakfast and/or lunch meal contains a least one serving from a minimum of three out of the four food groups of Canada's Food Guide with a minimum of one serving of vegetables and/or fruit and one serving of milk or milk alternatives at every meal. A minimum of one serving of grain products or meat or alternative is required at every meal.

A snack contains a minimum of two food groups of Canada's Food Guide with a minimum of one serving of vegetables and/or fruit at every snack.

Therefore, if only 2 food groups are being offered at your school breakfast program this would be considered a snack and not a breakfast meal.

3. Number of Students Served

This is the total number of individual students from your school that have accessed a nutrition program so far this year; students are only counted once, the first time they access the program; last month’s total will automatically pop up - add new participants to this total each month (ex. you reported on your monthly submission that in September you served 35 students, and then in October 7 new students that were never served before participated; 35 will pop up on your October submission, but you will change it 42 to include the 7 new students.) Determine an estimate in a discreet manner as these programs are encouraged to be universal and non-stigmatizing. This number cannot exceed the total number of students that attend your school.

Ideas for tracking the number of students served:

• Ask students put a check mark on a chalk board or piece of paper the first time they have eaten at the program. Begin each month with a new sheet or clean slate. Please remember, students will only do this once in the school year.
• Make it fun by using a bingo dapper instead of a check mark
• Elementary school classroom teachers may be able to provide an estimation to the best of their knowledge

B. Financial Summary

4. Monthly Revenue

Enter all cash and cheque donations that you received during the month for your SNP in the appropriate box. This includes donations of Gift Cards as they are considered to be the same as cash. Additional Details: recognizes the individuals, businesses and organizations that support your programs. All non-cash donations are recorded under In-kind Donations.

Please do not enter any money you receive through Food For Thought. To see a list of payments provided by Food For Thought to your school, click on the Client Reports tab in Web tracker. Choose Monthly Summary and then click on the Show button. Here you will see the following information:

• The first chart shows all data that has been entered through your monthly reports so far this year. This is a great way to review your stats and ensure accuracy.
• The second chart shows a list of all payments and in‐kind donations made to your programs by Food For Thought. This revenue includes funding from Breakfast Club of Canada and Breakfast for Learning. If nothing has been provided to you by FFT, you will not see anything. Please check this periodically to ensure that we haven’t missed anything.
• The third chart is for those schools in the South East Region who are ordering food through web tracker. To date, there are no schools in Lanark County ordering through food hubs - you will not see anything here.

5. Monthly Expenses

How much, in total, was spent this month to operate your Food For Thought programs. Be sure to include the cost of Grocery Foundation Vouchers as an expense.

6. In-kind Donations

Record here any food and supplies that you received that was not money – estimate the value of the donations and note where it came from and what was donated. Examples: parent 2 boxes Life Cereal $16.00, teacher 1 box Clementine’s $5. Paying for groceries using PC Loyalty Points is another in-kind donation. Important note: our Food and Logistics coordinator will estimate the amount saved by redeeming grocery foundation vouchers and enter the sum under the 'Client Report' tab. The partnership coordinator is responsible for entering any donations your program received through Food For Thought such as Kellogg’s cereal and egg coupons.

C. Program Volunteers

7. How Many Hours Did Volunteers Contribute to Your Programs This Month?

Total hours combined for all people contributing to your program during the month. Remember that all people who help with the nutrition programs are considered volunteers – teachers, EA's, youth workers, administrative assistants, community volunteers, etc.

'Quick Calculation' for number of hours: approximate # of hours required each day times the number of days for the month. Example: 2 volunteers work 1.5 hours each day = 3 hrs per day times 20 serving days = 60 hours plus 4 trips to the grocery store 8 hours plus custodian clean-up 6 hours equals 74 hours. And, don`t forget to count the time spent fundraising and/or promoting your program such as preparing newsletters, applying for grants, writing thank you notes and completing your Food For Thought monthly reports on web tracker!

8. Please Enter the Number of Volunteers Contributing to Your Program for Each Category

The number of individuals on the 'volunteer team' for your program – enter the number in each of the following boxes: Parents, Staff (principal, teachers, EA's, office administrators, custodians, student support workers), Community volunteers and Students.

• Once all eight pieces of information are entered, be sure to enter your name on the bottom of the screen in the 'Completed by' box. This is how the database will recognize that your data has been entered.
• When all required boxes have been filled, go back to the top of the page and click 'Save and Close.'
• You will be back at your school file page and will see your name next to the month you just entered – you can go back to this month and make changes up until the 10th of the following month. After the 10th you will not be able to save any new data or make any corrections, however you will be able to review any data previously entered.

To make corrections or provide data after the 10th day – please contact:

Sharon Bjergso, Food For Thought Coordinator

Email: foodforthought.lanark@gmail.com