Food Basket Contents and Handling

Shadow Support Foundation

1. Purpose

This policy outlines the standard contents, handling procedures, quality control measures, and compliance requirements for the Food Basket Program administered by Shadow Support Foundation.

2. Definition

A Food Basket (bag or basket) is a collection of essential food items provided to eligible individuals to support basic nutritional needs.

• Each eligible individual is entitled to one (1) food basket per month.

3. Contents of the Food Basket

The standard monthly food basket includes the following items:

• Rice: 8 kilograms

• Flour (Atta): 1 kilogram

• Chana Dal: 1 kilogram

• Seasonal Dal: 1 kilogram

• Cooking Oil: 1 kilogram

• Iodized Salt: 0.5 kilograms

Content Adjustments

Shadow Support Foundation reserves the right to modify the contents of the food basket based on availability, seasonal needs, or logistical considerations.

Note:
Quantities may be adjusted while maintaining overall nutritional balance and equivalent value. Any changes must be:

• Approved by the Program Coordinator, and

• Clearly communicated to beneficiaries in advance whenever possible.

4. Quality Control and Verification

Shadow Support Foundation representatives are responsible for ensuring the quality and accuracy of all food baskets.

Before each distribution, representatives must conduct quality checks on at least 10% of the food baskets, verifying the following:

• Presence of all required items

• Acceptable packaging and labeling

• No signs of damage, contamination, or spoilage

• Correct weights and quantities (within acceptable tolerance levels)

Any deficiencies identified must be addressed promptly. All replacements or corrective actions must be documented.

5. Service Standards

• Services must be delivered in a timely, respectful, and dignified manner.

• Beneficiaries should be informed of basket contents and any changes whenever feasible.

• Feedback mechanisms must be available for beneficiaries to report concerns regarding quality, quantity, or service delivery.

6. Handling, Storage, and Distribution

• Food items must be stored in clean, dry, and secure conditions appropriate to each product.

• Proper handling practices must be followed to prevent contamination or spoilage.

• Distribution procedures must ensure beneficiary privacy, safety, and dignity at all times.

7. Compliance and Conduct

All staff members and volunteers must adhere to Shadow Support Foundation policies related to:

• Integrity

• Transparency

• Non-discrimination

Any misuse, misrepresentation, negligence, or misconduct associated with the Food Basket Program will be addressed in accordance with organizational disciplinary policies, which may include suspension or termination.

8. Documentation and Record-Keeping

The following records must be maintained for accountability and reporting purposes:

• Number of food baskets distributed each month

• Batch numbers or lot codes (where applicable)

• Quality inspection records (including date, items inspected, and percentage checked)

• Details of any substitutions, deviations, or shortages, along with documented reasons

Policy Owner: Shadow Support Foundation
Approval Authority: Program Coordinator / Board (as applicable)
Effective Date: __________
Review Cycle: Annual or as needed