Greater Chicago Food Depository 2023-24 Afterschool Meals Application

******IMPORTANT. PLEASE READ. .******


Sites will operate a traditonal congregate feeding model this fall. Sites will have the option of serving a PM Snack and/or Cold or Hot Supper. 

You will need to provide us with two photographs.

A photo of the outside of the refrigerator you will use exclusively for your meal program to help us best determine its meal capacity. 

A photo of the outside of your delivery entrance so the driver knows which door to approach. In the application, you will also be asked to provide us with detailed instructions for your driver.

Site Information

Tell us a little about your organization and program

Program Address*

The Greater Chicago Food Depository only sponsors youth programs operating in Cook County only. For more information about after-school meals sponsorship outside of Cook County, please contact the Illinois State Board of Education (isbe.net/sfsp).

Is your site's mailing address the same as the address above?*
Mailing Address (if different from program address)*
Is your program operating within a school?*
If your site is located in Chicago and operating inside of a Chicago Public School, CPS sponsors their own meals and we can connect you with our CPS liaison. If your site is operating inside of a suburban school, please upload a letter from the district superintendent or a district level representative with the authorization to make financial and legal decisions on behalf of the district, for your site to operate in their district.
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Note: Organization must have a 501c3 or be a public entity to qualify.
Does your organization have a website?*
Does your organization run a pantry, soup kitchen, or shelter sponsored by the Greater Chicago Food Depository?*
Please enter your agency code if you are a member of the GCFD.
Does your organization operate under a DCFS License Number?*
DCFS License Expiration Date (MM/DD/YYYY)*
Please upload an exemption letter signed by an official of DCFS that states that they are aware that you are providing at-risk meals through the Child and Adult Care Food Program to youths over the age of 12 in a DCFS licensed facility.*
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Please upload a letter from your site stating that no child participating in the Child and Adult Care Food Program is receiving more than the allotted number of meals per day.*
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The Food Depository requires their site partners to be in operation for a minimum of 12 months.
Is your program open to all children despite race, color, national origin, sex, age, or disability?*
Note: A common example of a program not open to all would be a program that is a “girls only” or “boys only” program.
Note: Students must be age 18 or younger.
Select all the education and/or enrichment activities offered to the students:*

Contact Information

Who on your staff will be working with the Food Depository Youth Programs team?


Note: The primary and secondary coordinators at your site must complete online training before meal service can begin. We highly recommend the delivery contact person also complete the training as they are the point of contact for food safety. You'll be able to register for training after your application is reviewed by the Food Depository's Programs staff.

Primary Contact Name*
Note: This phone number should be a direct line or cell phone where the primary contact can be reached.
Secondary Contact Name*
Note: this must be different than your primary contact phone number.
Is the program director the same as the primary or secondary contact?*
Program Director Name
Is the delivery contact the same as the primary contact?*
Delivery Contact Name

Afterschool Meals Participation History

Did your organization participate in Afterschool Meals last year?*
Did you work with the Greater Chicago Food Depository or a different sponsor last school year?*

Site Eligibility

Let's ensure your program is eligible for sponsorship from the Greater Chicago Food Depository for Afterschool Meals.

Note: Your site location must be located in the attendance area of a public school with at least 50% or more children who are eligible for free or reduced priced lunch. This will be verified by GCFD staff.
Has your institution ever been identified through its corporate organization, officers, employees, or otherwise, as seriously deficient in any Federal or state child nutrition program?*

Site Operation Information

Tell us more about your programs' hours and your facility

IMPORTANT TO KNOW:

  • Deliveries for sites receiving cold meals will occur the day of consumption (i.e. Monday's meals will be delivered on Monday.) 
  • Deliveries for sites receiving hot meals will occur the day ahead of consumption (i.e. Monday's meals will be delivered on Friday.) We ask that all sites receiving hot meals have someone available to accept the delivery the day ahead of your serving day during your designated delivery window.
This may include how to find the building, where the appropriate entrance is located, door number and other site specific details.
Please attach a photo of the outside delivery entrance for your site so the driver clearly knows which door to approach*
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Both suburban and city-based sites who partnered with the Food Depository for the 2023-2024 school year may begin the CACFP program as early as Monday, August 21, 2023.

New site partners may begin the CACFP program as early as October 2, 2023.

Sites are able to operate meal service until the last day of their school district's 2023-2024 school year. If your site is located in the City of Chicago, the last possible day you can serve meals will be Friday, June 6, 2024.


When does your local school district return for fall session?*
Which day will you begin serving meals for students in your program?*
Note: Your site must have at least 2 staff members attend training before the start of your meal service. You will be able to schedule your training session after your application is reviewed by GCFD's Programs staff.
What is the last day you will need meals for your program?*
What time does your facility open?*
:  
What time does your facility close?*
:  
Please check here if your youth program's hours are the same as your facility's operating hours:
Youth program starts at:
:  
Youth program ends at:
:  



If CPS or your public school district closes due to an emergency/inclement weather, will your site automatically be closed?*
*If yes, we will automatically cancel meal service when CPS or your public school district announces that they will be closed due to an emergency/inclement weather. Note: This does not apply to district nonattendance days/holidays. Sites are still required to inform the Food Depository when their site is closed for CPS nonattendance days/holidays.
Would your site be an open or closed site?*



Meal Service Details

Tell us more information about your meal service(s)

Important notes on cold meals:

  • You may choose between a daily supper, snack, or both.
  • Delivery is day-of consumption.


Important notes on hot meals:

  • Sites serving hot meals must submit two valid Food Sanitation Licenses to be approved for Hot Meal Service. We ask you to upload copies of these licenses later in the application.
  • Sites must have an oven to heat meals. Toaster ovens, convection ovens, or microwaves will not suffice.


Important notes on teen meals:

  • The teen menu option is offered to sites that serve only high school age teens 14-18.
  • Teen meals are only offered as a cold meal profile. 


General notes:

  • Meal distribution periods for ALL meal options may not exceed two hours. The start of your second meal must be at least two hours after the start of your first meal service. 
  • This is a one meal per youth program. Do not order more than 3-5 extra meals for your program. All meal order quantities are subject to approval by Food Depository Programs staff.
  • If you are only serving one meal, we recommend serving a supper as it is a more robust meal for the youth.



Which congregate meals do you wish to distribute?
What will be the first meal your program serves? *
Please indicate which days you'll be serving Supper:*
Note: Programs serving fewer than three days a week may not be eligible to participate.
Meal Service Start Time (Supper)*
:  
Note: There must be at least two hours between the beginning of one meal service and the beginning of the next meal service. Afterschool meals cannot begin earlier than 2:00 PM.
Meal Service End Time (Supper)*
:  
Note: Meal Service times cannot be longer than two hours. Afterschool meals cannot end later than 8:00 PM.
Please indicate which days you'll be serving PM Snacks:*
Note: Programs serving fewer than three days a week may not be eligible to participate.
Meal Service Start Time (PM Snacks)*
:  
Note: There must be at least two hours between the beginning of one meal service and the beginning of the next meal service. Afterschool meals cannot begin earlier than 2:00 PM.
Meal Service End Time (PM Snacks)*
:  
Note: Meal Service times cannot be longer than two hours. Afterschool meals cannot end later than 8:00 PM.
What will be the second meal your program serves?*
Please indicate which days you'll be serving Supper:*
Note: Programs serving fewer than three days a week may not be eligible to participate.
Please indicate which days you'll be serving PM Snacks:*
Note: Programs serving fewer than three days a week may not be eligible to participate.
Meal Service Start Time (Supper)*
:  
Note: There must be at least two hours between the beginning of one meal service and the beginning of the next meal service. Afterschool meals cannot begin earlier than 2:00 PM.
Meal Service Start Time (PM Snacks)*
:  
Note: There must be at least two hours between the beginning of one meal service and the beginning of the next meal service. Afterschool meals cannot begin earlier than 2:00 PM.
Meal Service End Time (PM Snacks)*
:  
Note: Meal Service times cannot be longer than two hours. Afterschool meals cannot end later than 8:00 PM.
Meal Service End Time (Supper)*
:  
Note: Meal Service times cannot be longer than two hours. Afterschool meals cannot end later than 8:00 PM.

Site Procedures

All programs serving hot or cold meals must have a functioning refrigeration unit that is able to easily store the total number of meals and milks without constraints on the operation of the equipment. Generally, residential refrigeration units will hold on average fifty meals. To better understand your site's storage capacity please provide us with the following information:

What type of refrigeration unit does your site have?*

Note: Applicants must have adequate cooling equipment with standard storage capacity. A dorm-sized refrigerator is not acceptable for this program. For food safety purposes, the section of your commercial refrigerator used for Greater Chicago Food Depository Afterschool Meals is expected to be kept clean, properly labeled, and have locked/restricted access.

Please upload a photo of the outside of your refrigerator so we can have a more accurate understanding of your equipment for our records.*
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Does your site have adequate facilities for delivery and/or holding of meals until time of service?*

Program Requirements

Please review the following requirements and responsibilities for meal service operation and record-keeping your site will be required to adhere to during Afterschool Meals. At the end, you'll be asked to verify that you've reviewed and understand these requirements.

  • Two of your program's staff members will complete an online mandatory training session course by the Food Depository to prepare for Afterschool Meals service.
  • Your program will accept, inspect, store, and serve food using safe food handling practices.
  • Your program will serve meals to children at no cost to them at least three times per week.
  • Your program will record for every meal service: number of meals received, temperature of milk at delivery and meal service, and number of meals served.
  • Your program will provide daily meal counts to the Food Depository using Link2Feed (an online database).
  • Your program will submit attendance records to the Food Depository by the deadline of Monday at 5:00PM for the prior week.
  • Your program will maintain your binder provided by the Food Depository on site with copies of meal count forms, delivery receipts, and temperature logs.
  • Your program's staff will be available to inspect and sign for deliveries during your assigned delivery window.
  • Your program will confirm the delivery you receive is correct, record the temperature at the point of delivery, and notify the Food Depository via phone and email of any damaged and/or missing meals.
  • Your program will notify the Food Depository of any changes concerning your meal service or closures of your program at least one week in advance.
  • Your program will ensure that all children have equal access to meals.
  • Your program will operate at least 3 days a week for a minimum of 4 weeks to a minimum of 20 children.
Please verify:*



  • If you are a new site partner and do not have a recent health inspection, please continue to submit your application without a health inspection report. You can upload a blank document.
  • Suburban sites must work with their city Village Hall to have a health inspection done at the feeding site. It is your responsibility to follow through to get the inspection report.
  • Chicago sites will not be able to schedule a health inspection on their own. The Food Depository will submit your organization's contact information to the Illinois State Board of Education (ISBE). ISBE will provide your primary contact's name, phone number and email to the local health department and a health inspector will reach out directly to the primary to schedule an inspection date and. The Food Depository will not be able to continue processing your application until we have the approved inspection report in hand.
  • If you are a returning Chicago site partner and participated in 2022-23 fiscal year program and your inspection report has expired, ISBE may waive the requirement that you need this inspection before you begin your program. ISBE will add your site’s name to the list of sites requiring another inspection.

Applications submitted without all of the supporting documents will be classified as "pending" until all required documents are submitted. We will resume processing your application once all of the documents listed below have been submitted. If you do not have a document at this time, please send it to programs@gcfd.org as soon as it becomes available.

The following documents MUST be submitted in order for your application to be considered complete:

Please upload your first Food Sanitation License for Hot Meal Service
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Please upload your second Food Sanitation License for Hot Meal Service
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Please upload your fire Inspection report dated within the past 12 months*
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Please upload your Federal 501c3 Tax Exempt Determination Letter from the Internal Revenue Service (You must provide your organization's Federal Employer Identification Number (FEIN) number.)*
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Please upload your health inspection report dated within the past 12 months*
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To the best of my knowledge, the information about my site is correct. I have read and understand my responsibilities as a Kids Cafe site should my site be approved for participation in the program.
This section is only visible to internal GCFD Programs Staff.
Programs Staff: Is the site located in the attendance area of a public school with at least 50% or more children who are eligible for free or reduced priced lunch?
Initial Review
Application Status
Screening Call
Date review was completed:
Does site require a pre-op?
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