Agency Partner and Site Leader Resources

Keeping critical resources moving to people who need them

Our partnership is more important than ever as we all work to make sure our community gets the healthy food they need during the COVID-19 outbreak. We will use this page to post announcements and resources. Please call your Program Manager with any questions. If you are not sure who that is, email agencyhelp@shfb.org.

Frequently Asked Questions during COVID-19

What are the self-quarantine guidelines for volunteers and clients?

Volunteers must self-quarantine at home for at least 10 days if they have:

  • tested positive for COVID-19
  • symptoms of COVID-19
  • travelled more than 150 miles from San Mateo or Santa Clara Counties

Volunteers must self-quarantine at home for at least 14 days if they have:

  • been exposed to COVID-19 through close contact with either a confirmed or suspected case

Many government/health officials consider the following to define exposure:

  • Living in the same household as a person confirmed or suspected to have COVID-19,
  • Caring for a sick person with a confirmed or suspected case of COVID-19,
  • Being within 6’ of a person with a confirmed or suspected case of COVID-19 for 15 minutes or more, or
  • Being in direct contact with secretions from a person with a confirmed or suspected case of COVID-19 (e.g., being coughed or sneezed on, kissing, sharing utensils, etc.)

Volunteers who have been sick should only return to a distribution when:

  • They have had no fever for at least 24 hours (that is one full day of no fever without the use medicine that reduces fevers), AND
  • Other symptoms have improved (for example, when cough or shortness of breath has improved), AND
  • At least ten days have passed since symptoms first appeared

Should our staff, volunteers and clients wear masks?

Staff and volunteers visiting your office space, warehouse, and working in your meal, pantry or grocery distribution program, or interacting with anyone on behalf of Second Harvest of Silicon Valley, regardless of location, must wear a face covering at all times while working or passing through any shared areas/spaces.

Clients are required to cover their faces when visiting essential services such as your pantry, grocery distribution or meal program. Clients picking up food in their car when attending a drive-thru distribution should wear a mask when speaking to anyone outside of their vehicle.

Our mission still remains to provide food to anyone who needs it, so we want to avoid having to turn anyone away from getting food for lack of a face covering. In the event that a client can’t cover their face, a volunteer can bring the food to them if they have a car, or provide a face covering for them to use in line, when possible.

We have created this flyer as a reminder (also available in the Flyers section of this webpage). Feel free to post it!

What is considered a face covering? 

While masks, scarves or bandanas may be the most ideal, any cloth that covers a person’s nose, mouth and surrounding area can be used. Face coverings that are not disposed of after each use should be cleaned frequently.

You can find information the CDC has published about cloth face coverings here.

I distribute USDA food. Are there any changes to USDA rules during COVID-19?

EFA-7 form

  • Sites that receive USDA food and that are not using the Second Harvest Client Registration Form must continue to complete the EFA 7 form for all clients.
  • Site staff/volunteer should fill in all of the client’s information, writing in the client’s name and address, checking if they have received USDA food in the last month and noting COVID-19 in the signature area.

Alternate pick-ups

  • A client does not need to provide a new alternate pick-up form or note for each distribution.
  • Clients are no longer limited to five alternate pick-up forms being presented at one time.

Short-term alternate pick-up sites

  • May be implemented without prior authorization.
  • Short-term alternate pick-up site agreement shall not exceed 90 days.
  • The site must contact and receive permission from each client for the short-term service (via phone call or other means).
  • The alternate pick-up person may then sign on the behalf of the client and indicate “COVID-19.”
  • The site must notify Second Harvest of the locations of each short-term pick-up site.

What if I need more volunteers?

Please contact your Program Manager if you need help sourcing volunteers.

How should I report my numbers to Second Harvest during this time?

Your reports are more important than ever as they help ensure we secure enough food. Please do your best to keep accurate track of the numbers of people you are serving and continue to report in the same way you always do.

How do I reach my Program Manager?

If you don’t know how to reach your Program Manager, email agencyhelp@shfb.org or call  408-266-8866, ext 359.

Resources

This page will be updated as additional information becomes available.

Program overview

FAQs

  1. How do I get more receipt books?
    You can obtain receipt books from our agency shopping offices at 1051 Bing St, San Carlos, CA 94070 and 750 Curtner Ave, San Jose, CA 95125.
  1. How do I report donations on MealConnect?
  1. I forgot my MealConnect login information.
    Contact groceryrescue@shfb.org for assistance.
  1. What do I do if my Grocery Rescue equipment is missing or not working?
    Contact groceryrescue@shfb.org for assistance.
  1. My donor offered something my site can’t take. What do I do?
    You are required to accept all offered product that meets safety standards and appears unspoiled. For one-time large donations, contact groceryrescue@shfb.org and we may enlist a food bank driver to pick up.
  1. My agency will be closed for a few days, what do I do?
    • Contact your store.
    • Select “Pickup Not Attempted” in MealConnect for each missed pickup.
  1. My donor asked to update our pickup schedule. What do I do?
    Schedule changes must be approved by Second Harvest. Please contact your Grocery Rescue representative or groceryrescue@shfb.org.
  1. Why is MealConnect reporting so important?
    Retailers require that all donations are weighed and receipted. They rely on this information to understand the value of the program, receive tax deductions and to ensure there is no loss occurring at the store level. Second Harvest is required to submit donation reports for all food donors. In order to meet this requirement, we need to receive MealConnect reporting from agencies. If we do not receive your MealConnect reports, we cannot provide accurate reports for our food donors and it negatively affects our partnership.
  1. What if I’m unsure if product at the store is intended for donation?
    If you’re unsure if a product is intended for donation, ask department staff before taking it. If still in doubt, do not take the product.

Still have questions? Please contact groceryrescue@shfb.org or call 408-266-8866, ext. 102