Survival Guide: Navigating COVID-19 Guidance for Those Administering Title IIIC Programs

Last update: August 20, 2020 (will be updated periodically)

During this pandemic, ACL has provided information, guidance, technical assistance, and program implementation tips to assist states in meeting the nutritional needs of the seniors. These resources have been published on the ACL COVID website and/or on the website of the National Resource Center on Nutrition and Aging. Please check ACL COVID website for additional up-to-date information.

This Survival Guide is intended to help by linking you to the resources that best address a variety of topics. These are primarily nutrition-focused, but also include OAA Title III- B and E information that helps the user of this guide navigate nutrition matters.

Comparing Authorities

The Older Americans Act (OAA) provides significant flexibility to allow states to meet the unique needs of their older citizens. In addition, states are operating under various disaster authorities that provide additional flexibilities. This COVID Funding and Flexibilities: At A Glance document created by NRCNA explains these authorities.

ACL Fiscal Guidance: Found on ACL’s COVID-19 Page

Resource	Date	Topic Highlights
Frequently Asked Questions: Title III-B and Title III-E	April 23	Permissibility of paying for various items such as : Grocery delivery Tablets, computers, cell phones, internet, etc. To help seniors connect with persons to combat social isolation. These purchases could support virtual nutrition education, evidence-based /health promotion programs to: Promote health and well-being, Access to online ordering systems, and/or Enhance socialization via virtual congregate sites
Fiscal FAQ: Fiscal Major Disaster	April 8	When operating under an MDD How funds can be “bucketed” Match requirements
FISCAL FAQ- COVID-19 Emergency	April 8	When NOT operating under an MDD Funding transfer authorities for C-1 and C-2 Match requirements State and Area Plan Administration
FISCAL FAQS- COVID-19 Emergency And Fiscal FAQ: Fiscal Major Disaster	April 8	How long FFCRA and CARES Act funds are available
Expediting Expenditures at the State Level in Responding to the COVID-19 Emergency	April 6	Statewide Procurement
OAA Disaster Relief Authority	March 16	Information on OAA authority

ACL Program Guidance:

Resource	Date	Topic Highlights
FAQs – Groceries and OAA Programs	May 20	FAQs that address common questions about providing groceries through OAA programs. A meal consists of prepared foods that meet the OAA's nutrition quality standards and are served together at one time either in a congregate setting or in a person’s home. Any food distribution that does not meet this definition, including food items for consumer preparation into meals, is defined as groceries. Groceries and meal counts Grocery pickup/delivery “Other services” authorized under Title III-C
Returning to a “New Normal:” Guidelines for a phased approach to resuming senior nutrition program operations	May 5	Suggestions for operating at different levels of social distancing. Approaches can vary, or multiple methods can be used at the same time, in a flexible manner (mix/match) to meet local needs.
FAQs: Based on Call with ACL and SUA Directors on April 22, 2020	April 29	Emergency Feeding network Michigan’s Q boxes COVID-19 supplemental funds spending priorities
Additional FAQ: OAA Nutrition Program Implementation During COVID-19 Pandemic-April 17, 2020	April 17	Number of meals per person Wellness checks, nutrition education and other requirements Meal rates SUA procurement and grant allocations
FAQs Based on Call with ACL and State Unit on Aging Directors on April 8, 2020	April 14	Personal protective equipment; equipment purchases for the nutrition program; major disaster flexibilities; purchasing freezers
FAQs Based on Call with ACL and State Unit on Aging Directors on April 1, 2020	April 7	Flexibilities in Cares Act, innovations from other states; serving people of any age; emergency meals; DRIS/DGAs, 1/3 calorie intake; Major Disaster Declarations, and Time Frame Expenditures
Questions and Answer from the Meals on Wheels America Town Hall on March 17, 2020	March 31	Specific nutrition implementation questions
Nutrition Services Incentive Program for the Older Americans Act and States	March 30	Nutrition Services Incentive Program (NSIP) The Older Americans Act link referenced in this document is now located here
FAQs: Call with State Directors hosted by ADvancing States on March 23, 2020	March 27	States increasing meals served; increasing food to seniors; eliminating waitlists; well-being checks with “drop shipped” meals
FAQ: Nutrition Services- Emergency Management	March 12	Program specific questions around implementation of practices, emergency meals, and how to administer the nutrition program during emergencies

ACL Reporting Requirements

Check this resource Location	Date	Topic Highlights
OAA Title III Program Reporting Guidance Covid Response FAQs	June 4	State Program Report FAQs related to COVID-19 (including reporting on nutrition risk and other demographic information)
Title VI Reporting Guidance For Covid-19 Response Activities	May 4	OAA Title VI Reporting Requirements for Families First Coronavirus Response Act (FFCRA) and Coronavirus Aid, Relief and Economic Recovery Act (CARES) funding
OAA Title-III Program Reporting Guidance	May 4	Guidance regarding programmatic OAA Title III reporting on the FFCRA and CARES Act supplemental grant funds, as well as services provided by states exercising flexibility under a major disaster declaration (MDD)

National Resource Center on Nutrition and Aging (NRCNA)

The Nutrition Resource Center is funded by a Cooperative Agreement with ACL.

Sustainability Guides – for additional information about senior nutrition program sustainability (e.g., contracting, volunteerism, etc.) please go to the NRCNA website.

New Tip Sheets	Date	Topic
Senior Nutrition Program Meal Services Elements for Sustainability: Guide to Establishing a Fee-for-Service Private Pay System	August 10	Outlines key considerations and resources for establishing a fee-for-service private pay senior meals program
Using Groceries And Other Nutritional Services To Meet The Needs Of Senior Nutrition Program Participants	August 10	Providing groceries within the Older Americans Act as an allowable nutrition service including limitations and reporting requirements
Senior Nutrition Program Meal Services Elements for Sustainability: Guide to Prioritizing Clients	August 12	Prioritizing systems and waiting lists in light of increased populations and need for services. Sample prioritizing policies are shared
Tele or Virtual Nutrition Education for Older Adults	August 18	A curated list of resources for implementing and sustaining virtual nutrition education

COVID-19 Implementation Tip Sheets: Tip sheets are developed to provide you with how to guides, best practices, etc. to help you through this crisis. All of the following are found on the NRCNA COVID-19 web page

Tip Sheet	Date	Topic
Partnerships with Foodbanks and other United States Department of Agriculture (USDA) Programs during Covid-19	July 22	Information on how to partner with the many USDA programs to address food insecurity, hunger, and malnutrition
Nutrition Services Incentive Program (NSIP) of the Older Americans Act and States	June 15	FAQ format. Answers questions about NSIP such as what is NSIP? How is it funded? What are the requirements? NSIP and emergency meals, etc.
Enhancing Socialization through Making Meaningful Volunteer Connections during COVID-19	June 3	Tips for nutrition services volunteers to help older adults feel supported and engaged.
COVID-19 Suggestions for Senior Nutrition Programs offering Home Delivered Meals	June 1	Program policies and practical tips during COVID-19
Options for Contracting Meals During COVID-19	May 14	Options for contracting meals during COVID-19 Suggestions for potential meal providers Tools to utilize when reviewing and evaluating potential meal providers
1/3 Calorie Intake Requirements During COVID-19	April 28	Importance of adequate nutrition intake Minimum calorie requirements per meal Online calorie calculators and a Food Group calorie chart
Volunteer Engagement and Recruitment Resources	April 21	Resources for recruiting, screening, maintaining and training volunteers
Contracting Tips for Purchasing Meals/Food	April 20	10 Tips for negotiating with vendors of meals/food
Guide to Working with Restaurants and Grocery Stores for Meals	April 17	Suggestions for working with restaurants and grocery stores as meal vendors
Nutrition Requirements: DRIs/DGAs under Supplement Funding Due to COVID-19 Emergency	April 3	Importance of adequate nutrition intake Ways to provide and types of emergency meals Boxes of groceries Eating pattern that meets the Dietary Reference Intakes (DRIs)/Dietary Guidelines for Americans (DGAs) Helpful websites on menu planning during COVID
COVID-19 Suggestions for Senior Nutrition Programs	March 30	Suggestions for maintaining congregate and home delivered programs, Increasing meals/food delivery Engaging older adults during social distancing
Frequently Asked Emergency Management Questions for Aging Services Professionals at the State and Local Levels	March 12	Serving meals during an emergency

Other Resources:

Additional resources are available on ACL’s COVID-19 Page. Below are a few highlighted resources that you might find helpful.

Resource	Location	Date	Topic Highlights
Teach SD	South Dakota State Extension	August 7	Resource guides for training volunteers on how to teach technology use to older adults: Training Guide Implementation Guide Orientation Guide
Community-Based Organizations(CBOs) during Covid-19	PHE.GOV	July 17	Information and resources for CBOs including (Equipping CBOs to Return to Work, Supporting Clients and Family Caregiver Networks, Bringing Innovation to CBO Service and Improving the Integration of CBOs)
Contracting Toolkit	Aging and Disability Business Institute	June 9	Multi-part resource to help community-based organizations with health care contracting
Community and Faith Based Organizations	CDC.GOV	May 4	Information and resources for reopening community and faith based organizations
Shared and Congregate Housing	CDC.GOV	April 30	Information and resources for reopening shared and congregate housing
Reconstitution During the COVID-19 Pandemic	FEMA.GOV	April 30	Planning considerations for organizations
FEMA Public Assistance Program Guidance: Eligibility of Purchasing and Distributing of Food by Gov’t and Non-Profits	ACL.gov/COVID	April 21	Requirements for determining eligible work and costs for the purchase/distribution of food
ADvancing States -Social Isolation	ADvancingstates.org	April 9	Creative and thoughtful approaches to addressing social isolation/loneliness in older adults. Also includes alternative meal delivery options
NCOA Senior Centers Without Walls	NCOA.ORG		Toolkit for those offering essential services. Provides ideas for promoting social connection to participants.
NCOA “Virtual Platform” Sheet	NCOA.ORG		Overview of popular tools to connect with your audience when outreach and education are taking place at a distance.
NCOA – FAQ Covid-19 and Technology Resources	NCOA.ORG		FAQs related to discounted tablets and electronic devices, learning basic functions of electronic devices, and resources for obtaining internet access.