Survey Findings

This market sector represented the highest response rate of any sector surveyed, perhaps because of established farm-to-school programs across the state and the likelihood that school nutrition directors are more aware of food safety concerns due to the population they serve. Although the Public School market sector operates under significant constraints in terms of pricing and logistical challenges, it is a sector with significant growth potential for Virginia farms since many school systems make it a priority to spend commodity money on fresh fruits and vegetables. While accessing this market largely depends on the size and policies of a particular school system, more than half of respondents indicated that they would increase local purchasing of produce if food safety requirements were met, representing an area of opportunity for Virginia producers.

In particular, focus group participants mentioned the USDA pilot procurement program, designed to increase procurement of local produce in schools, but they faced challenges due to a lack of approved suppliers, who would need to meet Good Agricultural Practices (GAP) certification requirements in order to participate. Thus, the primary channel for school produce procurement is through distributors, since they handle both logistical hurdles, as well as food safety verification. For those schools buying direct from growers, fulfillment of food safety expectations varied widely from verbal assurances to written agreements to document reviews to site visits to third party food safety audits. Thus, while not all schools may require food safety certification at this point in time, there is increased pressure to do so, and those producers having GAP certification tend to gain greater access to selling their produce.

Purchasing Priorities & Barriers

Priorities

• Quality
• Availability
• Delivery Capabilities
• Price
• Food Safety Certification

Barriers

• Cost of Product
• Delivery Capabilities (Timing, Flexibility, etc.)
• Lack of Intermediaries (Food Hubs, etc.)
• Insufficient Volume of Product
• Grower Lack of Understanding of Buyer  Requirements
• Product Consistency
• Corporate Requirements/Policies

Recommendations

• Be aware of the size of the school district and the amount of flexibility they may or may not have to procure locally sourced products. Smaller school districts are generally easier to tap into.
• Establishing and fostering relationships with school foodservice staff is vital, because they will be aware of the school system’s budget and how much is allotted for local food procurement. They will also know about Federal regulations that dictate the bidding process to ensure free and open competition between vendors.
• Recognize that food safety certifications like GAP may be mandatory for accessing some school systems, whereas other schools may be more flexible.  While having a written food safety plan in place is a great idea, at a minimum, you should be able to effectively communicate the food safety practices you have in place.  Demonstrating your awareness of the importance of food safety is critical!
• Be aware that comprehensive liability insurance may also be a necessity in this market.
• Work with schools in close proximity to your farm to mitigate issues related to delivery and low-volume orders.  Understand that consistent delivery of your product to the school is important to maintaining a good working relationship.
• Be open to selling to a local food hub or distributor, who may already have a business relationship with the school system.
• Be aware that schools struggle to find fresh produce during the school year, and they may have limited storage and cooking options. Season extension could be a way to open up some opportunities with schools.
• Be willing to join in-school events during Farm to School Week, fresh fruit/vegetable program, or at other times.
• Explore whether schools / PTOs in your area have, or are interested in establishing, a “snack-program” where fresh fruits and vegetables are provided to students. There may be grant funding or PTO funding available for this type of program.
• Consistent communication with your prospective buyer is critical to your success as a local producer.
• The bottom line is that while food safety certification may not be a firm requirement, farms wanting to increase their reach and impact in school settings should consider taking the extra steps toward certification, in order to broaden their markets and, more importantly, to provide more avenues of distribution through traditional and non-traditional distribution chains.

Producer Checklist

• What is the size of the school system?
• Is the school open to sourcing locally produced food?  If so, do you know who to contact to explore possibilities for being a vendor?
• Does this school system have programs, such as Thanksgiving, Farm-to-School month celebrations, or fresh fruits and vegetable initiative, which may open up opportunities for selling produce from your farm?
• Do you need a 3rd party food safety audit, such as Good Agricultural Practices (GAP) certification in order to sell your product to the school system?
• Are there are other food safety requirements such as needing to have a HACCP (hazard analysis and critical control point) plan implemented in your operation?
• Is a minimum level of liability insurance required?
• Are you able to offer consistent and reliable delivery to the school system to meet their needs and timing?
• Are there regional food-hubs or other intermediaries that might have established working relationships with the school system, that would alleviate possible logistical issues such as transport or meeting volume needs?

Helpful Resources

Accessing Virginia’s Public School (K-12) Market Sector: Fresh Produce Food Safety Considerations Factsheet

Virginia Department of Education Farm to School
Learn more about Virginia Farm to School, especially the Virginia F2S Network and other resources.

Virginia Farm to School Toolkit
Resources for school and child nutrition program professionals, educators, farmers, and other farm to school stakeholders. Exemplary Virginia-based programs are highlighted throughout with descriptions of each program, including details of how each program was developed, the impact of each program, and tips for replicating the programs.

Virginia Farm to School Toolkit Webinar Series
This VCE webinar series is designed to support and explain each chapter of the Virginia Farm to School Toolkit, which was developed to guide extension agents, school division administrators, school nutrition professionals, educators, school garden coordinators, and others toward using farm to school practices as a means to increase equitable access to fresh, healthy, Virginia grown food while providing hands-on learning opportunities in a variety of educational settings.

Considerations for Producers Seeking Market Access to Schools (SPES-145NP)
The Farm to School movement has led to schools in Virginia increasing purchases of locally produced foods. While there are many opportunities for producers wanting to tap into this market, it is critical they are aware and understand school purchasing needs, requirements, and constraints. This factsheet will help producers as they consider accessing this market to provide students with more locally-sourced foods.

Considerations for School Nutrition Directors Seeking to Increase Far to School Purchases (SPES-146NP)
The Farm to School movement has led to schools in Virginia increasing purchases of locally produced foods. While there are hurdles faced by School Nutrition Directors, there are some considerations that can help navigate the challenges. This factsheet provides a checklist to help schools set up or increase Farm to School purchases.

Farm to Institution New England: Farm to School
Provides resources on the three core elements of farm to school: procurement, education, and school gardens.

USDA ERS National School Lunch Program
ERS research found that offering school lunches with a healthier mix of vegetables, as required by new standards, was associated with higher consumption of these healthy foods.

USDA Farm to School Planning Toolkit
Excellent guide for designing a robust farm to school program.

USDA Patrick Leahy Farm to School Program
Provides resources on a wide range of topics, including food safety resources that are frequently accessed by food service professionals at school systems across the country.

USDA Farm to School Census
The Farm to School Census comes from participating school food authorities (SFAs) in all 50 states, American Samoa, Guam, the Northern Mariana Islands, the U.S. Virgin Islands, Puerto Rico, and Washington, D.C. The school food authority is the entity responsible for school food service operations and often, but not always, corresponds to a school district.