OSUE SNAP-Ed Cooking Matters Course Instructor Coordination Checklist
So I just signed up for a Cooking Matters course…….what’s next?
This document is intended to walk you through the process of coordinating a Cooking Matters
course from the time you learn of the course through the submission of data at which point the
course is considered closed.
OSUE SNAP-Ed Cooking Matters Counties: Program Assistants & FCS Educators
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Complete the Registration Form on the SNAP-Ed Quick Links site, this will trigger
ordering of materials & define a course code to be used for all paperwork.
Complete the Host Site Checklist on SNAP-Ed Quick Links site.
Identify culinary instructor, and class assistant.
Provide training links to class team members & step-by step weekly documents to class
assistants.
Inform Nichole of culinary curriculum training need (If applicable)
Secure partnerships for class food and take home groceries
Access UNIV chartfield for additional funds needed. (Contact NB at state office when
number needed)
Purchase and/or have available all class groceries required for the week.
Keep track of the budget/funding for the course groceries.
Secure Grocery Store Partnership for Lesson 5.
Confirm equipment bins stocked
Confirm resource available for packing take-home groceries.
(may be site volunteer or class assistant day of)
Coordinate class series and provide instruction to participants and team members.
Manage course materials needed for nutrition & culinary lesson/activities.
Communicate weekly with class team members to review class plan/needed materials.
Send all completed course forms, surveys to state office within one week of last day of
class 6 in series.
Pre-Course
Days Out
40-60
35-40
Step
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Meet with agency
Review Host Site Checklist to confirm fit for series
Finalize site details, course dates, times
Provide required documentation to state offices to trigger ordering
of materials. Complete Course Registration Form.
 Provide participant recruitment materials to host site/agency.
 Encourage host agency staff to begin recruiting immediately.
Recommend overfilling the class and creating a waiting list if the list
is larger than 15 participants
OSUE SNAP-Ed Cooking Matters Course Instructor Coordination Checklist
Days Out
30-35
20-30
20
15-20
10
7
5
0-1
Step
 Begin volunteer recruitment efforts for the following: Culinary
Instructor, Classroom Assistant
 Provide training links to volunteers if you have new volunteers
joining your team. Communicate this to volunteers. Provide
follow-up reminders as needed.
 Schedule Volunteer & Culinary Curriculum Training with NB if
needed.
 Follow up with host agency to check on recruitment progress and
paperwork if applicable.
 Hold Volunteer Orientation / Training with all potential volunteers
if applicable.
 Culinary and Nutrition Instructors to receive guides/curriculum
 Classroom Assistants to receive weekly step by step documents
 Volunteers to complete waiver forms
 Put together class documentation and printed material bin:
Attendance Sheet, Enrollment Forms (Originals), Program Logs,
Demographics, Surveys (Originals), Participant Manuals, Course
Intro Outline, Copies of recipes for take home bags, pens, name
tags, sharpies (optional), Large sticky not pad
 Create 1 week shopping list
 Stock Equipment Bin will all needed disposables and needed
equipment
 Purchase all pantry items and disposables if needed
 Ensure all equipment properly sanitized and cleaned ahead of time
 Send out team email with all relevant course information including
course outline. Sample Email available on OSUE SNAP-Ed Quick
Link
 Follow up with teaching team for any last minute details
 Purchase perishable groceries day before and store at site or on
way to class
 Perishable foods must be transferred at the proper temperatures.
Use coolers during warm weather.
OSUE SNAP-Ed Cooking Matters Course Instructor Coordination Checklist
Days Out
During Six
Week Course
Day of set - up
In Classroom
Step
 Arrival to class is typically one hour before scheduled class start
time.
 Volunteer arrival time: Classroom Assistant & Culinary Instructor
60 minutes before class start time.
 Please allow enough time to arrive at the location and unload by
the scheduled arrival time. If available, ask volunteers to meet you
in parking lot to assist with unloading supplies. Be sensitive to any
physical limitations of the volunteer.
 Upon arrival ask for the site contact. It is advised that you prearrange for the site contact/point person to meet you and provide
an escort on your first week of class, or if applicable, each week
 Be sure to follow all appropriate sign-in procedures and remind
your teach team to do the same.
 Once in classroom, place food in the appropriate location
(refrigeration or freezer)
 Begin the set up for that week’s lesson. Follow the weekly Step-by
Step document in the OSUE SNAP-Ed Cooking Matters Quick Link if
needed.
 Participant’s first week only: Administer enrollment forms, precourse surveys, program log, and waivers to participants.
 Ensure that you use only original surveys and enrollment forms.
 Ensure participants use black or blue pen to complete the forms
 New participants may only join the course during weeks 1 & 2.
 Ask the site contact to start a waiting list for a potential future class
for anyone who wants to join after week 2 if site doing recruiting
and interested in holding another series.
 Pass out the books to Participants each week so they can be
referenced during the lesson.
o Do not bring many extra photo copies or handout sheets
o Always have enough copies of the recipe in Spanish or
English as required.
o Books are not sent home with participants until graduation
(week 6) and the participant has met the requirements for
graduation (attending a minimum of 4 of 6 classes)
 Administer demographics and program log at the start of
weeks 2 - 6
OSUE SNAP-Ed Cooking Matters Course Instructor Coordination Checklist
Days Out
In Classroom
Throughout Six
weeks
Post Course
-1 to one week
after series
completion of
course series
Step
Week 6
 Take a graduation picture of the entire group including volunteers,
any staff that was present during the course and yourself (if
someone else available to take the photo)
 Administer final portion of survey
 Please make sure that the room is as clean, or cleaner than when
you arrived. Be sure to sweep, check the sinks, including the drain,
all counters are washed and sanitized, stove and oven wiped clean,
nothing left in the frig or freezer
 Ensure that you have the appropriate equipment packed for the
weekly recipe. Weekly equipment lists are found on the OSUE
SNAP-Ed Cooking Matters Quick Link.
 Maintain your communications with site staff for the duration of
the six weeks course. This includes weekly follow-ups on
attendance, reminding site staff about date and time of the grocery
store tour to ensure that the transportation is in place, reporting
any issues with equipment, space or individuals.
 Maintain communication with volunteers throughout the six week
course.
 Advise Nichole of any issues that arise that include, but are not
limited to course schedule changes, weather related
postponements, issues with site staff or volunteers, injuries or
unscheduled events that occur during class.
Preparing Surveys
 Review each page of each survey to ensure participant responses
are clearly marked, legible and printed in blue or black ink, not
pencil or marker. Mare sure that surveys are not missing pages
 Complete the “for staff” only box on the last page of each survey.
Make sure to enter the correct course code, check the appropriate
waiver boxes, and complete the attendance section correctly with
on checkbox for each class the participant attended
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Follow up after each class to provide feedback or requests of what you
may need.
After series, within one week, send paperwork packet to state office,
Nichole Brandenburg, SNAP-Ed Program Coordinator, Cooking Matters,
OSUE 342 Campbell Hall, 1787 Neil Avenue, Columbus, OH 43210. Any
questions: Call, 614-292-5179 (office), (Cell) 614-747-0459.
You do not need to make or keep copies of your own as these files will be
maintained and stored in the state offices for a period of three years.
Please share via email any photos & and at least one, good quality
graduation photo to: brandenburg.51@osu.edu