RESPONDING TO A
FOOD RECALL
Information provided by the NFSMI through a cooperative
agreement with the
USDA, Food Nutrition Service
Prepared & Presented by Carol Keith, SNS
CDE Summer Workshop
A summary of responsibilities at the
Administrative and local school site level
A complete version may be found in the
NFSMI Publication Item # ET37-02
The Process
A food recall is an action by a
manufacturer or distributor to remove a
product from the market. Recalls are
initiated for two purposes:
Removal to protect the public from products
that may cause health problems or possible
death.
Removal of a mislabeled product (false
misleading labeling and/or packaging)
Notification
Food recalls may involve USDA Commodity
foods or commercially produced foods.
The recall process is similar for both.
Notification may be handled differently.
Commodity Foods
USDA notifies the State Distributing
Agency
State Agency notifies school districts
within 24 hours. Schools will receive
A recall notification report
A press release
Information needed to track the product and
document reimbursable costs
*
The recall notification will provide the name of
the product, affected lot numbers, and other
product information.
Additional information will be provided by the
State Distributing Agency to assist school
districts in responding to requests from media,
parents, school district officials, and others.
The school district must provide the location and
quantity of the identified food product in
storage, the amount already consumed, and
documentation for reimbursable costs.
The State Distributing Agency will also
contact the distributor with instructions to
place the commodity food on hold. The
warehouse will determine:
Amount of recalled product still in storage
The location and amount of product delivered
to school districts
Hold and Release
Hold: A time period used for investigation
after a commodity is identified potentially
unsafe.
Product should not be used until further
notification is received.
Maximum amount of time for a hold is 10
days
Release: Foods that are place on hold
may be released for use upon notification.
USDA Recall Classifications:
Class I Involves a health hazard situation where
there is a reasonable probability that consuming the
product will cause serious adverse health problems.
Class II Involves a health hazard situation where
there is a remote probability of adverse health problems
from consuming the product.
Class III Involves a situation where consuming the
product will not cause adverse health problems.
Food Recall for a Purchased Food
The food manufacturing company must
provide a press release
The school district may receive direct
notification from the company
Notification may be provided by one or
more State agencies such as the Public
Health Department, or Child Nutrition
Program
Responsibilities at the
Administration Level
1 Develop a standard operating procedure
before receiving notification of a recall.
A recall requires immediate action.
Standard Operating Procedures include:
Itemized list of steps to be taken
Persons responsible for each step
Detailed procedures to be taken at each step
USDA Commodity Foods
A responsible person needs to be appointed to
coordinate food safety (usually the food service
director)
2 Review the recall notification report when it is
received
Determine the problem
Review specific instructions
Determine actions to be taken
3 Communicate information about the
recall immediately
Communicate the information to all sites as
quickly as possible in a manner that assures the
information has been received
Speak directly to the person responsible to
clarify any questions
Document telephone communication
Request confirmation of receipt of any
information that is distributed by email or fax
The school district must notify sites of the
recall
Identify the location of affected products
Verify that the food items bear the
product identification codes
Isolate the commodities to avoid
accidental use (usually required to mark
”HOLD do not use”
Take accurate inventory at each location
4 Collect health related information
needed for public communication
The seriousness is determined by the
classification for class I & II:
Whether any product was served and to
whom
Dates
Any reports of possible health problems
5 Work closely with the school’s public
communications contact person.
One person should handle the public
communications, including contacting health
agencies, local media, and parents. Provide
them with all information that you have that
will help to communicate correct information to
the public. (copies of the recall, press releases,
information on usage, reports of potential
adverse risks)
6 Locate the recalled food product
Identify what was received, sites affected,
verify identification codes
7 Count the inventory at each site
8 Account for all of the recalled food
verify inventory counts against records to
assure all products have been removed from
use
10 Conform to the recall
Submit required information (must be
submitted within 10 days)
Determine what is to be returned or
destroyed
Notify personnel of procedures
Follow return or destroy procedures,
document, witness, …
11 Consolidate documentation from all sites for
inventory counts
12 Document reimbursable costs
13 Submit paperwork for costs
14 Maintain documentation for three
years
15 Maintain copies of communication
for three years
16 Maintain any information and
public information provided to the
school for three years
Handouts:
Appendix 4 & 5
How to read a label