General Information

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Program Regulations and Guidelines

This manual contains the policies and procedures for the Santa Clara County Senior Nutrition Program's (SNP) congregate meal service. The operation standards for SNP are based on the following regulations and guidelines:

1. Older Americans Act (OAA) Title III-C as amended
2. California Code of Regulations (CCR) Title 22 Division 1.8 as amended
3. California Safety and Health Administration (OSHA) Code of Federal Regulations as amended
4. Current California Retail Food Code (CalCode)
5. Current Dietary Guidelines for Americans
6. Current Santa Clara County Nutrition Standards
7. Best Food and Nutrition Practices

Nutrition Services Goals and Objectives

The purpose of SNP is to provide nutrition services as described in the OAA of 1965, as amended, and to assist older individuals to live independently, by promoting better health through improved nutrition, and reduced isolation through programs coordinated with nutrition-related supportive services.

Nutrition services include the procurement, preparation, transport, and service of meals, nutrition education, and nutrition counseling of older persons at congregate sites. Nutrition-related support services may include outreach, transportation, and escort of older persons to nutrition sites, and food shopping assistance.

Since 1974, SNP has been partnering with municipalities, community-based organizations, and faith-based organizations to provide healthy meals to older adults living in Santa Clara County. 

The goals are to maintain or improve the physical, psychological, and social well-being of older individuals, by providing or securing appropriate nutrition services. (California Code of Regulations (CCR) Title 22 Division 1.8 as amended)

Requirements for Nutrition Providers

1. Nutrition providers shall administer the Senior Nutrition Program utilizing the following guidelines:
   1. Operate the contracted number of service days.
   2. Provide contracted number of meals per service days.
   3. Serve meals at least five (5) days per week or as indicated in the contract with Santa Clara County. 
   4. Exceptions for 1(a-c) may be granted when the contracting agency receives approval after submitting documentation of need to the Senior Nutrition Program Manager.
   5. Serve all eligible individuals, targeting the low-income and minority population.
   6. Comply with Post Pandemic Standard of Operations.
   7. Comply with Americans with Disabilities Act (ADA) and California Government Code Sections 11135-11139.9 regarding program access to all eligible individuals.
   8. Comply with the current California Retail Food Code (CRFC or CalCode) and with local health department requirements regarding safe and sanitary preparation and service of meals.
   9. Comply with the Division of Occupational Safety and Health (Cal/OSHA), California of Industrial Relations requirements regarding staff and participant safety.
   10. Where feasible and appropriate, make arrangements for the availability of meals to participants during a major disaster.
   11. When it is known or reasonably suspected that a program participant has been the victim of abuse, report the abuse to the authorities in accordance with California Elder and Dependent Adult Abuse Reporting Law (Section 15630, Welfare and Institutions Code).
2. Nutrition providers must ensure that congregate & restaurant meal sites:
   1. Have a paid staff or volunteer designated to be responsible for the day–to–day activities at each site, and physically be on-site during the time that Senior Nutrition Program activities are taking place.
   2. Designate a set time for meal service and ensure that older adults are informed.
   3. Allow for Dine-In services only unless specified by SNP.
   4. Serve only one meal per day to eligible participants.
   5. Allow at least 30 minutes for meal service; for example, meals may be served between 12:00pm to 12:30pm.
   6. Permit all participants to eat a leisurely meal.
   7. Allow participants arriving up to 30 minutes past the start time of meal service to register for a meal and contribute if food is still available.
   8. Are located, if possible, within walking distance of concentrations of older persons.
   9. Provide adequate parking spaces available for participants.
   10. Are located, if possible, within the vicinity of bus stops.
   11. Are free of architectural barriers which limit the participation of disabled older persons. All facilities shall meet the requirements of the Americans with Disabilities Act.
   12. Give preference to those individuals in greatest economic or social need, with particular attention to low-income minority individuals.
   13. Are located in a facility where older persons will feel welcome and comfortable. The cultural and ethnic preferences of the older persons in the service area shall be taken into consideration.
   14. Have adequate lighting and ventilation which meets all applicable local or state laws and building codes.
   15. Provide restrooms that are clean, adequate, and well equipped.
   16. Provide separation between the dining and food preparation areas.
   17. Have tables and chairs that are sturdy and appropriate for older persons. Tables shall be arranged to assure ease of access, a pleasant atmosphere and to encourage socialization.
   18. Provide for appropriate table settings. Disposable dinnerware should be sanitary, attractive, resistant to buckling and spillage, and nonporous to prevent leakage. Utensils, such as forks, knives, and spoons, shall be of medium weight, must not melt, bend or splinter in normal use. SNP recommends the use of biodegradable disposable products.
   19. Provide for celebration of special occasions by participants.
   20. Provide usable fire extinguishers and instructions governing their use.
   21. Have staff trained in emergency procedures.
   22. Have access to secured Wi-Fi for the operation of tracking equipment and meals.
   23. Cash and check transactions shall not be permitted at participating restaurant meal sites.

Congregate Meal Program Eligibility

1. Individuals eligible to receive a meal at a nutrition site are:
   1. Any person aged 60 or over (including volunteers, guests, and Nutrition Staff); or
   2. The spouse (regardless of age) of person aged 60 or over; or
   3. Person with a disability who lives at a site where the Congregate Meals Program is provided; or
   4. Person with a disability who lives with and accompanies an older adult who participates in the program.
2. Residents of Santa Clara County (SCC) that intend on participating at a Congregate site should receive prioritization over those who are not residents of SCC. 

Post Pandemic Standard of Operations

Effective July 1, 2023, the Senior Nutrition Program (SNP) will return to standard operations in accordance with state and local regulations. This document provides guidance for resuming standard and/or allowable adapted operations for the Title IIIC Older Californians Nutrition Program (OCNP). 

C-1 Meals

Congregate or SNP sites shall provide meals onsite via indoor and/or outdoor dining.  Post pandemic, additional options such as Restaurant Meal Program (RMP) and To-Go Meals are available at locations that can offer virtual interaction during mealtimes. The following are categorized as C-1 meals: 

1. C-1 Indoor, Outdoor or Restaurant Dining
   1. Eligible older adults shall receive meals onsite via dine-in service at participating SNP sites. 
   2. Meals shall be consumed onsite. Although taking meals home should be discouraged, participants may take leftovers using their own containers. Take-Out Meals sign should be posted onsite.
2. C-1 To-Go Meals with Virtual Interaction
   1. Meals are allowed for pick-up by the eligible client or client’s agent. 
   2. In-person or virtual interaction shall be included while the client is dining at home.  
      Examples may include:
      1. Virtual group interaction scheduled by the nutrition provider such as nutrition education, virtual travel tours, or group chat on virtual platforms such as Zoom, FaceTime, Google Meet, or similar applications that offer live interaction with participants.
      2. One-on-one interaction during the meals arranged by the nutrition provider which may be completed via telephone, virtual platform (Zoom, FaceTime, etc.) or in-person.
      3. Confirming Virtual Attendance
         • SNP site is not responsible for ensuring that clients attend the virtual activity; however, they are responsible for tracking confirmation of planned attendance.
         • The sign-in procedure should include confirmation that the client intends to participate in the virtual group interaction.
         • Although tracking of C-1 virtual group interaction is not required, it would be good practice to track participation to evaluate if the virtual group activity is successful.
3. Separate logins for the scanner portal will be used to track meals for Dine-In, RMP, and To-Go. 
4. Site will be required to submit Monthly Report and Invoice/Monthly Expenses Reimbursement Request for Dine-In, RMP, and To-Go Meals with Virtual Interaction.
5. Separate sign-in sheets will need to be maintained for each service model. 

C-2 Meals

The SNP also offers nutrition services to homebound older adults via Home Delivered Meals (HDM) or Meals on Wheels (MOW).  Post pandemic, To-Go Meals can be provided at locations that do not offer virtual interaction during mealtimes. The following are categorized as C-2 meals:    

1. C-2 To-Go Meals without Virtual Interaction
   1. Meals are allowed for pick-up by the eligible client or client’s agent.
   2. In-person or virtual interaction is not available during mealtimes.
   3. Eligibility Criteria
      1. Any individual 60 years of age and older who is frail and homebound by reason of illness, disability, or otherwise isolated. The term “otherwise isolated" may be interpreted as isolation related to not being comfortable with dining in a group setting.
      2. A spouse of eligible person, regardless of age or condition, if an assessment concludes that it is in the best interest of the homebound older individual.
      3. An individual with a disability who resides at home with the eligible person if an assessment concludes that it is in the best interest of the homebound older individual.
      4. Sites or providers unable to serve all clients eligible for the C-2 To-Go Meals must have a wait list and a prioritization policy.
   4. Enrollment in the C-2 To-Go Meals is required to receive service.  Clients cannot switch back and forth with indoor dining. 
   5. Assessments are required for participation in C-2 To-Go Meals.
      1. Initial assessments are required within 2 weeks of the start of service. Assessments can be conducted in-person at time of meal pick-up or via telephone.  For clients who are unable to pick up their own meals, assessments must be conducted in the home.
      2. Quarterly eligibility reassessments are required.  If meals are picked up via C-2 To-Go, quarterly reassessments can be completed at time of meal pick-up or via telephone.  For clients who are unable to pick up their own To-Go meals, the quarterly eligibility reassessments must be conducted in the home every other quarter.  If a client declines in-home reassessment, the visit may be conducted in-person at the client's door, virtually (FaceTime, Zoom, etc.), or over the phone and the reason documented in the client file.
2. Clients receiving meals via C-2 Meals cannot simultaneously access the dine-in option at any of the SNP sites. 
3. Submission of Monthly Report and Invoice are required for C-2 To-Go Meals without Virtual Interaction.
4. Separate sign-in sheets will need to be maintained for C-2 To-Go meal service.  

Frequently Asked Questions

ELIGIBILITY

1. Do I have to be a paying member of a senior center to receive a meal provided by the Senior Nutrition Program? 
   NO, there is no membership required to participate in the Senior Nutrition Program. It is not required to be a member (paid or otherwise) of a community or senior center or to join a club at the center, in order to receive a meal provided by the County Senior Nutrition Program.
2. Who is eligible to receive a meal provided by the SNP? 
   1. A person who is 60 years old and over, is eligible regardless of income, race, citizenship, residence, gender. 
   2. The spouse of a person who is 60 years old and over and attends the SNP, regardless of age.  Example:  A 39-year-old spouse of a person 60 years old and over is eligible. 
   3. A disabled person, regardless of age, who lives with and is dependent on a person who is 60 years old and attends the SNP.  Example:  A 25-year-old disabled person who lives with and is dependent on a 60+ older adults who attends the SNP. 
   4. A disabled person under 60 years old who lives at a senior housing unit where a Senior Nutrition Program operates.  Example:  A disabled 55-year-old who lives at John 23rd, Northside, or Stevenson House. These senior housing units operate a Senior Nutrition Program in their premises. 
3. Is the SNP a welfare program? 
   NO, the SNP is not a welfare program nor an entitlement program. It is a health preventative program that encourages older adults to socialize with others and to link them to other resources, services, and activities. Eligibility is not determined by income. Eligibility requirements are as stated in the answers to Question to #2.
4. Is a disabled or homeless person eligible to receive a meal provided by the SNP? 
   Eligibility is determined by age.  For more clarification, refer to answers in #2 above.