Over 45 essential terms and clear definitions to support school nutrition professionals in menu planning, regulatory compliance, procurement, and daily operations
K-12 School Foodservice Compiled by Definitions
A glossary of terms curated for school nutrition
Over 45 essential terms and clear definitions to support school nutrition professionals in menu planning, regulatory compliance, procurement, and daily operations. An indispensable resource for new and experienced staff committed to serving healthy, equitable meals.
Contents: Click below to jump to a term
• A La Carte • Broker • Buy American • Child Nutrition (CN) Label • Component • Oversight of Contractors • Creditable/Non-Creditable
• Food Item • Food Service Subject Matter Expert • Forecast • Global Data Synchronization Network (GDSN) • Global Trade Identification Number (GTIN) • Group Purchasing Organization (GPO) • Ingredients of Concern • Inventory Management • Invitation for Bid (IFB) • Local Procurement
• Product Formulation Statement
• Recipient Agency (RA) • Request for Proposal (RFP) • Seasonality Chart • Specifications • Standard Operating Procedures • Standardized Recipe • State Agency • State Distribution Agency
• Cycle Menu • Distributor
• The USDA Department of Defense (DoD) Fresh Fruit & Vegetable Program (USDA DoD Fresh) • Economic Price Adjustment • Electronic Procurement Software • Entitlement • Entree • Federal Procurement Thresholds
• Supply Chain • USDA Foods
• USDA Foods Tracker • USDA Foods Further Processing • Value Based Procurement • Whole Grain Rich
• Market Basket • Market Reports • Material Change
• Meal Pattern • Procurement
Latest Revision: June 25, 2026
UrbanSchoolFoodAlliance.org
A - C
K-12 School Foodservice Definitions
A la carte Food items available for cash sale independent of the reimbursable meal. Broker An independent sales agent who negotiates sales for manufacturers by working with food distributors and school nutrition operations. The broker assists manufacturers by introducing new products to the school nutrition market. Brokers can assist the school food authority staff by providing menu and marketing ideas and samples for taste-testing to the districts. Buy American Requires school food authorities to purchase, to the maximum extent practicable, domestic commodities or products. Child Nutrition (CN) Label The Child Nutrition (CN) Labeling Program is a voluntary Federal labeling program for Child Nutrition Programs (CNP). The CN label on a product communicates how the product contributes to CNP meal pattern requirements. CN labeled products provide CNP operators with a warranty against audit claims when the product is prepared according to the manufacturer’s instructions Main dish products contributing to the meats/ meat alternates (M/MA) component of the meal pattern requirements are eligible for a Child Nutrition (CN) label.
Component One of the five groups that comprise reimbursable meals. The five meal components to be offered to students are: fluid milk, fruits, vegetables, grains, and meats/meat alternates. Oversight of Contractors Recipients and sub-recipients must maintain oversight to ensure that contractors perform in accordance with the terms, conditions, and specifications of their contracts or purchase orders. See also § 200.501(h). Creditable/Non creditable How a food contributes toward the required component for reimbursement. The Food Buying Guide for Child Nutrition Programs (FBG) provides crediting information for all meal components. Non-creditable foods are either portions of components too small to count toward crediting or foods that do not fit into one of the five meal components. Cycle Menu A cycle menu is a series of menus that are repeated over a specific period of time, such as 4 weeks. The menu is different each day during the cycle. At the end of the cycle, the menu is repeated. Cycle menus simplify ordering and reduce food loss.
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K-12 School Foodservice Definitions
Distributor A commercial food company that purchases, receives, and/or stores commercial food products. Distributors sell, deliver, and bill the School Food Authority for goods and/or services provided. A distributor sells the products made by manufacturers. The USDA Department of Defense (DoD) Fresh Fruit and Vegetable Program (USDA DoD Fresh) Allows schools to use USDA Foods entitlement dollars to buy fresh produce. USDA DoD Fresh operates through a partnership between the USDA and the DoD Defense Logistics Agency (DLA), as well as the state distributing agencies in each participating state. Economic Price Adjustment 2 CFR, Section 200.318[k] The economic price adjustments must be tied to an appropriate standard or cost index. Relating the price adjustments in the contract, to an index, allows the SFA to ensure that increases under the contract are not without basis. For example, if fuel prices are increasing drastically, then an appropriate index – such as the Consumer Price Index – will reflect this change. The CPI index food away from home is preferred because the USDA uses this index for the National School Lunch Program yearly meal reimbursement values.
When districts use standardized indexes, vendors can bid on multi-year contracts that allow for inflation, and the district will be able to maintain a consistent level of service and food cost percentage from year to year. Include a fixed pricing period (6 months) and then subsequent extensions price increases may only be allowed based on the percentage of price increase for products that are at or below the consumer price increases for “All Urban Consumers” Database Series for the statistical area of “US City Average” from the category “Food Away from Home” as listed on the Bureau of Labor Statistics (BLS) web site. The Vendor may use the preceding six (6) months or may provide alternate documentation if BLS data is not available. Acceptability of alternate documentation is at the discretion of the district. If any price increases are allowed, include the price index, required documentation, and frequency. Electronic Procurement Software Cloud-based solutions provide tools that facilitate each stage of the e-procurement process. It enables digital sourcing, purchasing, spend management, risk mitigation, and other critical aspects of vendor management through a single interface and eliminates the need for large volume, printed solicitations and responses.
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K-12 School Foodservice Definitions
Entitlement USDA Foods Entitlement is the dollar value of USDA Foods that a recipient agency is eligible to receive. The entitlement is calculated by multiplying the number of reimbursable lunches served in the previous year by the current per-meal value. The previous year is July 1–June 30. Once approved for the National School Lunch Program, the school has the opportunity to receive USDA Foods entitlement dollars calculated by multiplying the number of lunches claimed in the previous school year by an established per-meal rate updated annually and published every July. Entitlement is issued to states that communicate allocations, known as the Planned Assistance Level, to each Recipient Agency according to the number of meals claimed. Learn More. Entree An item that is served as the main dish and is either: 1. A combination food of meat or meat alternate and whole grain rich item 2. A combination food of vegetable or fruit and meat or meat alternate 3. A meat or meat alternate alone with the exception of yogurt, low-fat or reduced-fat cheese, nuts, seeds, nut or seed butters, and meat snacks (such as dried beef jerky) 4. A whole grain-rich item that
Federal procurement thresholds When the value of the procurement for property or services under a Federal award does not exceed the simplified acquisition threshold (SAT), as defined in § 200.1, or a lower threshold established by a non-Federal entity, formal procurement methods are not required. The non-Federal entity may use informal procurement methods to expedite the completion of its transactions and minimize the associated administrative burden and cost. The informal methods used for procurement of property or services at or below the SAT include: Micro purchases and small purchases. Formal Purchase Methods When the value of the procurement for property or services under a Federal financial assistance award exceeds the SAT, or a lower threshold established by a non-Federal entity, formal procurement methods are required. Formal procurement methods require following documented procedures. Formal procurement methods also require public advertising unless a non-competitive procurement can be used in accordance with § 200.319 or paragraph (c) of this section. The following formal methods of procurement are used for procurement of property or services above the simplified acquisition threshold or a value below the simplified acquisition threshold the non-Federal entity determines to be appropriate: Sealed bid, proposals, and non-competitive procurement
is served as the main dish of the School Breakfast Program reimbursable meal.
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K-12 School Foodservice Definitions
Food Item A specific food offered within the five meal components: fluid milk, fruits, vegetables, grains, & meats/meat alternates. Example: a hamburger patty on a bun is one food item with two of the five meal components (meats/meat alternates & grains). Food Service Subject Matter Expert A professional with advanced knowledge in the procurement of food and food service. (Ex. School food service director, food procurement specialist) Forecast The process of estimating future quantity needs for procurement. It requires in- depth knowledge of upcoming menus and projecting the number of servings needed for every purchase period, including special meal events planned each school year. Forecasting is an essential element of effective food service purchasing. Global Data Synchronization Network (GDSN) An internet-based network that enables trading partners to exchange product- identification data in a standardized way in real time. Global Trade Identification Number (GTIN) Number unique to each product used by GDSN to make detailed information available in real-time. Group Purchasing Organization (GPO) An entity formed to leverage the purchasing power of many businesses to obtain better pricing for its member businesses. This service must be procured with a competitive procurement process.
Ingredients of Concern School food leaders and manufacturers committed to improving the overall quality, nutritional value, and safety of food provided to all students have identified unwanted ingredients to eliminate, and those to watch out for as new food products are developed and others are modified. The guide is updated annually and available on participating organization websites urbanschoolfoodalliance.org and ingredientguide.org . Inventory Management Tracking inventory in district and USDA Foods inventory at the distributor and manufacturer. Invitation for Bid (IFB) A type of solicitation document used in sealed competitive bidding in which the primary consideration is cost; the expectation is that competitive bids will be received and an acceptance (award) will be made to the responsive and responsible vendor/bidder whose bid is the lowest price. An IFB is a formal method of procurement that uses sealed bidding and results in a fixed price contract with or without adjustment factors. The IFB must be publicly advertised; and bids shall be solicited from an adequate number of known suppliers, providing them with sufficient time to respond prior to the date set for opening bids. Also, the IFB should describe the minimum standards expected of a responsible vendor/bidder in measurable terms.
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K-12 School Foodservice Definitions
Local Procurement Local procurement options differ greatly across communities depending on district and school size, proximity to agricultural areas, growing season, and demographics. Defining local will help districts understand market availability and enable them to write solicitations with those market conditions in mind. Districts may adopt definitions in use by state agencies, or schools can define local however they see fit. There is no Federal definition of local. Market Basket Practice of awarding contracts based on an evaluation of the lowest price a vendor can offer for a representative sample of goods. Market baskets are used to evaluate bids/proposals in a solicitation for awarding a contract. FNS provides clarity as to how to ensure this evaluation and award process is compliant with the federal procurement standards. Program regulations at 7 CFR , 210.21 , 215.14a , 220.16 , 225.17 , 226.22 , and 250.4(d) direct program operators to comply with procurement requirements as outlined in these regulations. Market Reports Agricultural Marketing Service (AMS) provides free, unbiased price and sales information to assist in the marketing and distribution of farm commodities. Each year Market News issues thousands of reports, providing the industry with
key wholesale, retail, and shipping data. The reports give farmers, producers, and other agricultural businesses the information they need to evaluate market conditions; identify trends; make purchasing decisions; monitor price patterns; evaluate transportation equipment needs; and accurately assess movement. Material Change A material change occurs when the change in scope of the contract is significant enough that potential bidders might have bid differently had they been aware of the impacts of the change in scope. Examples: unanticipated increases in purchase volumes or delivery areas, additional districts joining a solicitation or cooperative. If a material change occurs, a new solicitation is required.
Meal Pattern Required daily minimum serving
amounts of the meal components that constitute the lunch and breakfast meals in school nutrition programs.
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K-12 School Foodservice Definitions
Procurement Multi-step process for obtaining the most responsive goods, products, and/ or services at the best possible price. The steps in this process are planning, writing specifications, advertising the procurement, awarding the contract, and managing the contract. Product Formulation Statement A document that provides specific information about a food product and shows how the food credits toward the Child Nutrition meal pattern citing Child Nutrition Program resources and/or regulations. Learn more: Manufacturer Documentation: Child Nutrition Labels and Product Formulation Statements Recipient Agency (RA) Any of the following organizations within a State eligible to receive USDA Foods: • Schools (public and private) • Residential childcare institutions • Charitable institutions • Nutrition programs for the elderly • Summer camps • Summer Food Service Program participants • Soup kitchens
Request for Proposal (RFP) A Request for Proposal (RFP) is a formal procurement option. The RFP describes, in a general way, what is needed and requests that vendors submit a proposal for servicing the needs of the district. RFPs can be used for either goods or services. The RFPs require the prospective vendor to submit a technical proposal that explains how they will meet the objectives of the solicitation document and a cost element that identifies the costs to accomplish their proposal. The RFP is used when price, while still the major consideration, is only one of the evaluation criteria used to determine the best products or services that meet the specifications. The RFP allows for negotiations and evaluation criteria to obtain the best value for the price and is considered the best practice for good school food procurement.
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K-12 School Foodservice Definitions
Seasonality Chart This chart depicts what is typically available each month. Local availability may vary depending on crop performance. Specifications A concise statement of a set of requirements to be satisfied by a product. Food Specification layout - Name of Product, Description of the Product, Case Pack and Weight, Minimum and Maximum Size and Pieces, Main Ingredient(s), Other Product Ingredients, Prohibited Ingredients, Nutritional Standards, Unit on Which Award is Made, Quality Indicators, Meal Pattern Requirements/ Child Nutrition (CN) Label, GTIN/GDSN data. Standard Operating Procedures (SOP) An SOP is a set of step-by-step instructions compiled by an organization to help workers carry out routine operations. SOPs aim to achieve efficiency, quality output, and uniformity of performance, while reducing miscommunication and failure to comply with industry regulations. Standardized Recipe A recipe that has been tried, adapted, and retried several times for use by a school nutrition operation. The recipe has been found to produce the same good results and yield every time when the exact procedures are used with the same type of equipment and the same quantity and quality of ingredients.
State Agency The State educational agency or any other agency of the State that has been designated by the Governor or other appropriate executive or legislative authority of the State and approved by the Department to administer the National School Lunch Program or School Breakfast Program in schools, as specified in 7 CFR 210.3(b); or the Food and Nutrition Service Regional Office (FNSRO), where the FNSRO administers the program as specified in 7 CFR 210.3(c). State Distribution Agency The State agency that distributes USDA Foods to school nutrition programs in each State. Supply Chain A group of stakeholders who have specific responsibilities involved in the procurement process. Each stakeholder operates as an independent business and each has specific sustainability goals. The school nutrition food supply chain includes the school food authority staff, the distributor, the manufacturer, and the USDA.
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K-12 School Foodservice Definitions
USDA Foods The USDA Foods Program (formerly known as The USDA Commodity Distribution Program) provides approximately 15-20% of the food served in the National School Lunch Program (NSLP). The program, established in 1935, serves two key roles: to support American agriculture and to provide nutrition assistance to children and families. USDA Foods are distributed to nutrition assistance programs through school lunch programs, emergency feeding (pantries), food distribution on Indian Reservations, food packages for the elderly and to supplement disaster feeding. Schools can elect to receive “direct delivery” USDA Foods for on-site preparation (formerly known as brown box) divert USDA Foods to a manufacturer for further processing to make into usable end products such as fully cooked hamburgers or chicken patties or divert funds to the Department of Defense (DoD) fresh fruit and vegetable program. USDA Foods Tracker Third-party tracking programs to help schools, distributors, and manufacturers track the drawdown of USDA Foods pounds and dollars in further processed commodities. Using these free tracker tools helps districts ensure they are using their full entitlement dollars throughout the school year. Two examples: • K12 Food Service • Processor Link
USDA Foods Further Processing USDA Foods further processing allows State distributing agencies (SDA) and recipient agencies (RA) such as school districts to contract with commercial food processors to convert raw and/ or bulk USDA Foods into a variety of convenient, ready-to-use end products Value Based Procurement Value Based Procurement identifies and assigns value to the beliefs that your district wants to prioritize when making purchasing decisions identified during the solicitation process. Whole Grain Rich The term designated by FNS to indicate grain products in which at least 50 percent of the grain in the product is whole grain. Any remaining grains in the product are enriched. Whole-grain- rich products must conform to USDA Food and Nutrition Service guidance to contribute toward the grains component.
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ADDITIONAL RESOURCES
From the
School Bites Recipe Book
K-12 Specification Guide
A handbook for developing specification in school foodservice. “Specifications are essential to fair, open, and competitive procurement.” The goal of good procurement is to obtain the items you want at the best prices in a consistent supply. You begin by defining: • what you want (specifications) • what quantity • timing of purchases • forecasting volume and sharing that with your partners in the process. This guide shares sample specifications, USFA standards, and additional resources.
School Bites: Plant-Forward Edition K-12 Recipes for Districts of ALL Sizes This recipe book showcases sustainable ingredients that reduce carbon footprints and support regenerative agriculture, fostering environmental stewardship. Each recipe prioritizes nutrient-dense vegetables, grains, and legumes to encourage healthy choices and promote balanced nutrition. Recipes were submitted by USFA members and showcase real menu items served in schools across the country.
Sourcing Locally
Regional sourcing materials for K12 foodservice The newest resource from USFA - the Sourcing Locally Guide includes a one-of- a-kind locator map to see local producers and farmers regionally throughout the United States.
Find even more resources on the USFA Website Here.
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