Procedures for Using USDA Foods During an Emergency- Massachusetts Department of Elementary and Secondary Education

Office for Food and Nutrition Programs

Procedures for Using USDA Foods During an Emergency

To:All School and Child and Adult Care Food Program Sponsors
From:Kathleen C. Millett, Executive Director
Office for Nutrition, Health and Safety Programs
Date:September 2, 2010


In the case where a school or child care setting is officially designated as an emergency shelter, USDA Foods may be replaced. This memorandum serves to identify the process to use the USDA Foods and request replacement. After approval from this office, USDA donated foods will be made available to the American Red Cross or public schools for feeding in a congregate setting. The following steps are to be used to receive food assistance for food services during an emergency declaration.

First, contact Ahmed Bilimoria of the food distribution section at, or 781-338-6506, email is preferred, with your immediate food needs, along with the estimated number of meals to be served. If you are unable to reach Mr. Bilimoria, please email me at or 781-338-6479. Include the following information to the extent possible:

  • Description of major disaster or emergency situation
  • Number of people requiring meals and congregate meal service period
  • Quantity and types of food needed for congregate meal service
  • Number and location of sites providing congregate meal service

Once the request for donated foods is approved, you may use any USDA donated foods available at your school. After the crisis has passed, please report the following information to the commodity distribution section:

  • Amount of USDA commodities actually utilized
  • Number of days of the meal service and number of meals actually served (i.e. 2,000 persons, three meals per day for five days).

We will make every effort to replace the value of USDA donated foods used with inventory from our warehouse.

Last Updated: September 2, 2010

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Massachusetts Department of Elementary and Secondary Education
75 Pleasant Street, Malden, MA 02148-4906

Voice: (781) 338-3000
TTY: (800) 439-2370


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