Food Service Management

Idaho
Department of
Correction

Standard
Operating
Procedure
Title:
Food Service Management
Page Number:
1 of 12

Control Number:
404.02.01.001
Version:
3.0
Adopted:
4-16-2001

Jeff Zmuda, chief of the Division of Prisons, approved this document on -
09/30/2016.
Open to the public: Yes
SCOPE
This SOP applies to staff members working in IDOC -operated correctional facilities and
community reentry centers (CRCs ) involved in the operation and administration of food
service-related activities and services.
Revision Summary
Revision date (09/30/2016) version 3.0: Updated language throughout the document for clarity,
updated position titles , added roles of responsibility, removed references to medical clearance
requirements for food service workers , removed reference to provision of mainline meals on
holidays to offenders with a medically-ordered diet, added section 4 ‘Inmate Workers ’ and
section 14 ‘Records Retention’.

TABLE OF CONTENTS
Board of Correction IDAPA Rule Number ................................................................................ 2
Policy Control Number 404 ....................................................................................................... 2
Purpose ..................................................................................................................................... 2
Responsibility ............................................................................................................................ 2
Standard Procedures ................................................................................................................ 2
1. License Requirements ........................................................................................................ 2
2. Sanitation Requirements .................................................................................................... 3
3. IDOC Food Service Staff .................................................................................................... 4
4. Inmate Workers ................................................................................................................... 5
5. Nutritional Requirements and Menu Development ............................................................ 5
6. Food Purchase Contracts ................................................................................................... 6
7. Food Ordering and Receipt of Supplies ............................................................................. 7
8. Production Forecasting and Meal Planning ....................................................................... 8
9. Meal Preparation ................................................................................................................. 8
10. Meal Counts ........................................................................................................................ 9
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11. Inventory and Food Cost Reporting.................................................................................. 10
12. Audits and Administrative Oversight................................................................................. 10
13. Food Service Satisfaction Survey ..................................................................................... 11
14. Records Retention ............................................................................................................ 11
References .............................................................................................................................. 11
BOARD OF CORRECTION IDAPA RULE NUMBER
None
POLICY CONTROL NUMBER 404
Food Service
PURPOSE
The purpose of this standard operating procedure (SOP) is to establish:
 Internal controls for food service safety, efficiency, and effectiveness
 Menu development process and nutritional parameters
 Sanitation requirements
 Implementation and operational oversight responsibilities
 Monitoring and reporting responsibilities
 Food service-related contract development and oversight
RESPONSIBILITY
Chiefs of the Division of Prisons and Division of Probation and Parole
Responsible for overseeing and monitoring the provisions provided herein
Facility Heads
Responsible for ensuring that facility food service authorities adhere to the guidelines,
standards, and procedures provided herein
Dietary Services Manager
Responsible for implementation and administrative oversight of the guidelines,
standards, and procedures provided herein
Facility Food Service Authorities
Responsible for daily execution of food service operations in accordance with the
guidance provided herein
STANDARD PROCEDURES
1. License Requirements
IDOC food service operations and work camps must meet annual license and inspection
requirements for food establishments as described in Idaho Statute, Title 39-1604, and the
Idaho Department of Health and Welfare’s Idaho Food Code (see Idaho Administrative
Procedure Act [IDAPA] 16.02.19).
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2. Sanitation Requirements
Food service operations are required to follow state and local standards for food handling
safety and sanitation as described in the Idaho Food Code. This includes , but is not limited
to, demonstration and documentation that:
 Food is stored, prepared, held, and served within allowable temperature r anges.
 Food is stored correctly to prevent contamination, food items are dated and labeled,
and the FIFO (first in, first out) system is used in storage areas.
 Inmate workers are visually inspected daily for obvious signs of illness or conditions
that should exclude them from food service work, according to Idaho Food Code
guidelines .
 Gauges on the dishwashing equipment are checked daily to ensure they are
operating and meet a minimum of 180 degrees Fahrenheit during the rinse cycle,
and a sanitizing chemical solution is used in the final rinse when water temperature
is not adequate.
 Food preparation, storage, and serving areas, food contact surfaces , and all
equipment and small wares are clean, sanitized, and working properly. These items
are protected from contamination when not in use.
 Chemicals are properly used, stored, and labeled.
 Dining tables and chairs are cleaned and sanitized between uses.
 Staff and offender workers wear uniforms or aprons , use beard nets and wear caps
or hair nets according to Idaho Food Code requirements , and follow the Idaho ‘no
bare hands’ requirement for glove use when handling food.
 Hand washing sinks are adequately supplied with hot water, soap, and disposable
towels. Signs that describe the required hand washing procedure are posted
throughout the food preparation areas, as well as over hand washing sinks and in
restrooms.
 Eating and drinking is limited to designated areas , away from food preparation and
serving areas .
 Trash receptacles are covered when not in use and emptied in a timely manner.
Trash receptacles are cleaned regularly.
 A program to control pests is utilized as needed to ensure sanitary food service
conditions in accordance with Idaho Food Code requirements .
Sanitation Records
Documentation of sanitation practices must be recorded each day. Facility food service
authorities (or their designees) are responsible for completing all sections of the daily
“backsheet”, to include:
 The facility name, date, and applicable menu day
 Morning and afternoon or evening inspections of the preparation, service, and dining
areas
 Inspection of all food storage areas and dish washing sinks and machines, to be
conducted each morning and afternoon or evening
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 Inspection of inmate workers for appropriate hygiene and signs of illness, to be
completed prior to the start of preparation of each meal
 Inspection of the serving line for appropriate head coverings, glove use, serving
utensils, and menu items, to be completed prior to the start of service of each meal
 Thermometer calibration, to be conducted a minimum of twice per week, and more
frequently as needed
 Identification of the staff member(s) responsible for tool and chemical control
 Signature (printed or electronic) of the morning and afternoon or evening staff
member(s) responsible for completing the inspections
3. IDOC Food Service Staff
The Idaho Food Code requires that food service operations have a staff ‘person in charge’
(defined by The Idaho Food Code as “the individual present at a food establishment who is
responsible for the operation at the time of inspection”) on duty at all times during all food
preparation and service. All IDOC staff persons who may be designated by The Idaho Food
Code as the ‘person in charge’ must complete a state approved sanitation-training course.
This includes all IDOC food service staff, as well as any IDOC security staff that participate
in the oversight of food preparation or service, and all community reentry center s (CRC)
security staff.
Illness Reporting Agreement
All food service staff, as well as any security staff who may provide food service relief
duties, are required to sign a food borne illness reporting agreement. The facility food
service authority must retain this agreement at all times while a staff member is
employed in an IDOC food service or relief position.
Staff Training
All food service staff members are required to receive training on each of the standards
addressed in this SOP upon initial hire. Staff members who have transferred from a food
service position from one IDOC facility to another are to receive facility-specific food
service training. Signed training logs for each food service staff person must be retained
at all times while the staff person is employed in food service, and for a minimum of 24
additional months upon termination of food service employment .
Staff Schedules
Food service staff members (and/or appropriately trained security staff at CRCs) are
responsible for oversight of the preparation and service of every meal. In addition, the
lead food service staff member at each facility should personally observe the preparation
and s ervice of a minimum of 15 meals each month, to include:
 Two - breakfast meals
 Eight - lunch meals
 Four - dinner meals
 One - weekend meal
Documentation of these observations must be noted on the daily production and back
sheets by means of a signature (printed or electronic) of the lead food service staff
person, as well as verifiable by staff schedule.
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Schedules for all food service staff are prepared by the facility food service authority,
approved by the facility head, and posted on the file server (food ser vice, ‘P’ drive).
Schedules must show a minimum of the current week plus three subsequent weeks. Any
schedule changes made after the schedule is posted must be noted in red font/ink.
4. Inmate Workers
Facilities employ inmate workers to perform allowable food service duties under supervision
from staff, as described in this SOP.
Inmate Worker Training
Prior to assignment of kitchen duties, inmate worker s must receive training on: proper
use of gloves and beard nets/hairnets, required hand washing procedures , food borne
illness and cross contamination, appropriate food storage, safe chemical and equipment
use, IDOC menus, recipes, and basic food preparation, as well as have read and
completed the test for Keep it Healthy! Food Service Employee Guide (an Idaho
Department of Health and Welfare food safety training resource). In addition, facility food
service authorities should regularly provide refresher training as needed.
Inmate Worker Documentation
The facility food service authority must maintain complete hiring documentation for each
inmate worker. Documentation must include, at a minim um, a s igned and dated ‘illness
reporting agreement’, as well as a signed and dated training log that includes the
inmate’s hire date, the training topics covered, and a signature from the inmate
indicating his comprehension of the material and agreement to comply with all standards
taught at all times while working in food service.
Inmate worker documentation must be retained at all times while the inmate is employed
in food service, and for a minimum of 3 additional months upon termination of food
service employment.
Inmate Worker Schedules
The facility food service authority is responsible for maintaining a daily inmate worker
schedule that includes each inmate’s name, IDOC ID number, job role/position title, and
the daily shifts (starting and ending times).
5. Nutritional Requirements and Menu Development
Inmates’ nutritional needs are met by offering a variety of foods each day. A minimum of 19
meals are provided each week. Meals are served at regular intervals , with no more than 14
hours between two consecutive meals. Food must not be used to reward or punish.
A master menu is prepared by the dietary services manager and must be followed by all
facilities. The menu must meet recognized standards for good nutrition and be analyzed for
nutritional composition. A registered dietitian must review the menu for nutritional adequacy
a minimum of two times per year. Compliance with this menu, including following the
designated recipes and preparation instructions, utilizing the specified ingredients from an
approved vendor, and serving the designated portion size, is required of all IDOC-operated
facilities .
The master menu must be posted on the file server (food service, ‘P’ drive) and include:
 Mainline, selective and medically-ordered diet menus (male and female) that include
specific food items and portion sizes
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 Menus for holiday meals and work camps
 Sizeable recipes
 Preparation specifications
Substitutions or changes to the master menu by the facility food service authority in the
following cases require approval in advance by the facility head:
 Inadequate supply to feed entire population
 Shortage by contract supplier
 Facility need due to lock down, escape or mechanical failure/limitations
Any substitutions outside of the above instances must be approved in advance by the
dietary services manager.
All substitutions must be documented on the daily production record and be of a like item
with similar nutritional composition based on the food supplies available. Substitutions must
be reviewed by the dietary services manager and in some circumstances, a registered
dietitian, to ensure nutritional standards are maintained.
Special holiday meals are planned and served on the following days:
 December holiday dinner (December 25th)
 Thanksgiving holiday dinner (4th Thursday in November)
 July 4th holiday meal (July 4th)
Inmates participating in a selective diet are permitted to eat the mainline holiday meal on
these three days , in lieu of their selective diet, without being deemed “non-compliant” (see
SOP 404.02.01.003, Diets for Inmates: Selective, Medical, Special Provision, and Infirmary ).
Special diet holiday meals must be available for inmates who prefer to continue their
selective diet on these days.
6. Food Purchase Contracts
Food purchases must be made from approved contractors based on specified allowable
products and contract prices. The dietary services manager assists contract officers and/or
purchasing agents at IDOC c entral office in preparing food bid specifications. Once a food
vendor contract is awarded, the dietary services manager acts as the liaison between the
IDOC and the contractor to facilitate related activities and provide contract oversight,
including:
 Keeping vendor apprised of menu and product needs
 Reviewing and approving order guides
 Reviewing and approving product substitutions by the vendor
 Monitoring internal and external stakeholder’s compliance w ith the terms and
conditions of the contract
 Evaluating bid price changes and monitoring for contract compliance
 Disseminating contract information to food service staff, including changes to
products, prices, deliveries, and any other pertinent information
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 Providing food service staff with an updated approved contractor delivery driver list,
based on successful completion of the background clearance process
7. Food Ordering and Receipt of Supplies
It is the responsibility of facility food service authorities to ensure that the correct food items
in the required quantities are available at the facility when they are needed for preparation .
Food Orders
Facility food service authorities (or their designees) are responsible for preparing weekly
food orders in accordance with approved food supply lists and menu requirements . The
dietary services manager provides order guides that are sizable based on the menu and
population count, which can be used as a tool to calculate orders.
Food orders must be made utilizing the contractor’s available technology and according
to contractually obligated ordering schedules, (standing orders may be established at the
vendor’s discretion). Facility food service authorities must verify the accuracy of their
orders by reviewing order confirmations and correcting any discrepancies.
Delivery Receiving
Proper food receiving is a critical step in ensuring the quality and accuracy of products
delivered. At the time of delivery, facility food service authorities (or their designees) are
responsible for:
 Ensuring that the driver is approved to deliver to IDOC facilities
 Providing direction to the delivery driver for unloading products from the truck (any
further placement of supplies is determined by the delivery person and IDOC staff)
 Ensuring that no inmates are permitted to enter any part of the delivery vehicle
 Inspecting each item received for quality (look for signs of compromised packaging,
freezer burn, improper holding temperatures, pests, or spoilage, and refus ing all
products that are not of sound quality)
 Verifying that each item invoiced matches the items and quantities received, and the
items and quantities received match the order
 Monitoring delivery invoices for pricing accuracy
 Notifying the delivery driver and the dietary services manager of any quality
concerns, shortages, credits, and/or returns and making note of each on the invoice
 Signing the delivery invoice and receiving a copy of the invoice, including notes (as
described above) and signatures of both the receiving staff member and the delivery
driver
 Dating all received products and transferring them to the appropriate storage
locations, using the “first-in, first-out” stocking method
 Within 72 hours of receipt, submitting the delivery invoice to the fiscal unit at central
office for payment
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8. Production Forecasting and Meal Planning
Facility food service authorities are responsible for monitoring the number of meals served
each day (by diet type) and using this trend data, along with population size and any other
pertinent information, to plan food orders and meal production.
Food Pulls
An accurate and efficient food pull process is critical to managing production in a fiscally
responsible manner, with a minimum of over -production and waste. For each meal, the
fac ility food service authority (or their designee) must print sized recipes based on the
forecasted production requirements. The recipe cards (or another pull sheet template
approved by the dietary services manager) are to be used to record daily food pull
information, including food item types and quantities.
A food service staff person should be designated to conduct the daily food pulls in
advance, allowing adequate time to identify and correct any supply shortages. Food
pulls must be in accordance with the prepared pull sheets and only include the quantities
needed of each ingredient (with cases opened and the r equired quantities separated).
Any additional items pulled must be noted on the pull sheets, including justification for
the excess pull.
Food storage areas must be directly monitored at all times during food pulls and
restocking and remain locked at all other times. Inmates are to be prohibited from
participation in the food pull process, unless directly supervised by staff .
The facility food service authority is responsible for verifying that pull lists were followed
and inventory levels are appropriate. If applicable, any spoilage, theft, or loss must be
documented on the food cost report.
9. Meal Preparation
Facility food service authorities are responsible for ensuring that meals are prepared in
accordance with approved menus and planned quantities and that staff and inmate workers
practice safe food handling.
The dietary services manager is responsible for creating production record templates that
include each day’s menu, as well as fields for recording the date, facility name, population
count, number of meals prepared and served for each diet type, food temperatures,
substitutions, and leftovers . This template must be updated each time there is a substantial
menu or process change.
All meals must be prepared and documentation of meal production completed according to
the steps below:
Functional Roles and
Responsibilities Step Tasks
Facility Food Service
Authority (or
Designee) 1
For each meal period:
 On the daily production record, record the name and
number of portions of each food item being prepared.
 Monitor food preparation and ensure compliance with
food safety regulations .
 Verify that appropriate production techniques and
recipes are being followed.
 Taste and inspect meals for quality assurance
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Functional Roles and
Responsibilities Step Tasks
Facility Food Service
Authority (or Designee) 2
Prior to service:
 Test and record the temperatures of each food item
being served that requires “time/temperature control
for safety” according to the Idaho Food Code.
 Designate appropriately sized serving utensils, and
provide instruction to inmate workers on proper
serving techniques and portion sizes.
 Prepare a sample food tray that is compliant with the
menu and portion size requirements, as a visual guide
for staff and inmate workers .
Facility Food Service
Authority (or Designee) 3
During service:
 Monitor the serving line to ensure that the correct food
items and portions are provided.
 Sign the production sheet, indicating staff inspection
of all aspects of the meal being served.
Facility Food Service
Authority (or Designee) 4
Upon completion of meal service:
 Record the number of meals served for each diet type
on the daily production record.
 Record the amount of any leftover foods on the daily
production record.
 Ensure leftovers are covered, dated, labeled, and
stored appropriately.
Facility Food Service
Authority 5 Follow-up on any production or service issues with
appropriate staff.
At the CRCs, observation may be completed intermittently throughout each meal
preparation and service period. Trained security staff members may be responsible for
service observation when the facility food service authority is not on site. The staff membe r
responsible for oversight must initial the production sheet, indicating they have reviewed the
meal preparation and service.
10. Meal Counts
All locations are required to conduct and record counts of all meals and snacks prepared
(based on the supplies used and the number of portions made using a sized recipe), and all
meals and snacks served (based on actual number provided to the inmates). All food
prepared and served must be included in these counts. The process must include a means
to verify that the inmates receive the correct type of diet and are served no more than one
meal per serving period.
Methods for manually counting meals are to be determined by the facility food service
authority and facility head. The process must be addressed in a facility field memorandum
and approved by the applicable division chief.
At some locations , a barcode scanner is used to record meals served in the dining room.
Meals tracked by barcode scanner, as well as all m eals transported to inmates outside of
the dining room, must be counted and included in the numbers recorded on the daily
production sheet.
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11. Inventory and Food Cost Reporting
An accurate accounting of food prices, supplies on hand (inventory), food usage,
expenditures , and the actual number of meals prepared and served are the elements of food
cost calculations and identifying an accurate plate cost. Food costs are based on food
supplies actually used, not simply what was purchased.
Food Inventory
The dietary services manager is responsible for creating and updating, as needed, an
inventory-reporting template that includes food items and prices. Facility food service
authorities (or their designees) must use this template to record their facility’s complete
food inventory each Tuesday following the dinner meal (this time period marks the end
of a reporting cycle and the beginning of the next reporting cycle). The inventory
document is to be posted on the file server (food service, ‘P’ drive) by 5:00 pm on
Wednesday, and the dietary services manager must be notified of any unexplainable
fluctuations in inventory figures.
Food Cost Reporting
The dietary services manager is responsible for creating food cost reporting templates
for use by each facility. The report templates should coincide with each week of the full
menu cycle must include, at a minimum, the following fields:
 Food purchases (invoices and credits)
 Inventory figures (beginning and ending)
 Meal and snack counts (prepared and served)
 Daily population counts
 Vendor delivery compliance
 Food inventory transfers
 Food loss information
 Budgeted population
 Calculated plate cost
Facility food service authorities (or their designees) are responsible for completing food
cost reports weekly using the template provided. All sections of the report must be
completed in their entirety, and with accurate information. The completed report is to be
e-mailed to the dietary services manager by 5:00pm each Friday. Any changes to the
report information after submission must be communicated by the facility food service
authority to the dietary services manager.
The dietary services manager monitors food costs by reviewing weekly food cost reports
and trends and communicating to the facility food service authority any discrepancies or
unusual or missing information, and requesting any corrections needed.
As well, the dietary servic es manager prepares an annual IDOC-wide food cost report.
The annual report is to be updated and disseminated monthly to interested staff.
12. Audits and Administrative Oversight
The dietary services manager is responsible for providing direction and technical assistance
to food service staff as needed to ensure compliance with this SOP , as well as monitoring
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compliance with the guidelines delineated by this SOP by way of periodic site visits , formal
annual audits , and regular, on-going communication with the facility food service
authority(ies).
Annual Audits
The food service operation at eac h IDOC-operated facility is audited annually, at a
minimum, for compliance with all IDOC food service-related policies, SOPs, and
memorandums; as well as Idaho Food Code requirements.
The dietary services manager must conduct on-site audits, which are an assessment of
food service operations based on:
 IDOC food service-related policies and SOPs
 National Commission on Correctional Health Care (NCCHC) standards
 American Correctional Association (ACA) standards
 Idaho Food Code requirements
 Idaho Statutes
Within 30 days of the on-site review, audit findings must be communicated to the lead food
service authority, the IDOC quality assurance manager, facility head, division chief, and
IDOC deputy director. If applicable, the facility food service authority, in collaboration with
the facility head, must prepare a corrective action plan that describes the actions and
timelines to correct any deficiencies found. This plan must be completed and submitted to
the dietary services manager within 30 days of receipt of the audit report.
The dietary services manager provides guidance to the food service authority as needed to
assist with corrective action implementation, as well as conducts follow-up reviews if
necessary, to ensure that corrective actions have been implemented satisfactorily and in
accordance with the approved plan timeline.
13. Food Service Satisfaction Surve y
The dietary service manager must conduct an annual survey of up to 25% of the inmate
population, to determine the level of satisfaction with food services. The survey includes
inmates from both IDOC-operated facilities and contract beds . Findings are reported by
individual facility and for the IDOC as a whole and made available to staff and inmates.
The dietary services manager analyzes the survey for over-arching themes and potential
areas for improvement, both facility-specific and for the IDOC as a whole, and develops a
plan of action if required to address areas of concern.
14. Records Retention
The facility food service authority is responsible for maintaining all hard copy documentation
as part of this SOP for a minimum of 24 months following the doc umentation date.
All electronic records pertaining to this SOP must be maintained on the food services ‘P’
drive. Archived documentation that is more than 24 months old may be retained by the
dietary services manager, separate from the food services ‘P’ drive.
REFERENCES
Idaho Code, Title 39, Chapter 16, Section 39-1604, License Requirements for Food
Establishments
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IDAPA 16.02.19, Rules of the Department of Health and Welfare, Food Safety and
Sanitation Standards for Food Establishments (The Idaho Food Code)
Standard Operating Procedure 404.02.01.003, Selective and Medical Diets
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