Oklahoma State Department of Education Child Nutrition Programs September 2014

1. Child Nutrition Programs (CNP)Child and Adult Care Food Program(CACFP)Training Manual WorkshopsFiscal Year 2015 Oklahoma State Department of Education Child Nutrition Programs September 2014

2. CONSULTANTS’ TERRITORIES • Get to know your consultant. • Call for technical assistance. • Call State Office with questions.

3. FEDERAL FISCAL YEAR OCTOBER 1 – SEPTEMBER 30

4. BASIC RESPONSIBILITIES • Required Documentation— Application for Participation • Electronic Application/Claiming system— update as change occurs • Institutions contracting must submit contract. • Multi-sited institutions must submit budget. • Required Documentation— Agreement

5. BASIC RESPONSIBILITIES • Eligibility Documentation • Record Keeping • Other Required Records • Inventory • Food Production Records/Menus as Served • Training • Civil Rights • Compliance Monitoring • Infants • Contracting With Outside Vendor • At-Risk Meal Program • Multisited Institutions • Adult Day Care

6. ENROLLMENT FORM • Does not replace Family-Size and Income Application (FSIA). • Must be distributed and/or updated annually. • Must include: • Signature of parent/guardian. • Normal days and hours in care. • Meals to be received by child. • Head Start sessions.

7. MEDICAL STATEMENT • For participants who are unable to consume certain foods. • Must be signed by a recognized licensed physician, physician assistant or nurse practitioner. • Should include recommended alternate foods. • Meals lacking required components/quantities cannot be claimed unless meal is supported by medical statement. • Nonmedical substitutions are allowed with documentation. (Does NOT include milk.)

8. MILK SUBSTITUTION REQUIREMENTS • Reason for the request. • Completed form signed by parent. • Nutrient requirements: Calcium 276 mg Magnesium 24 mg Protein 8 g Potassium 22 mg Vitamin A 500 IU Phosphorus 349 mg Vitamin D 100 IU Riboflavin 0.44 mg Vitamin B-12 1.1 mg

9. FAMILY-SIZE AND INCOME APPLICATION (FSIA) • Institution MUST NOTcomplete FSIA for parent. • Must be distributed and completed annually. • PARENT NOT REQUIRED TO COMPLETE FSIA. • Two types of approval: • Categorical • Family-size and income

10. DETERMINING HOUSEHOLD SIZE Definitions Page 18 Training Manual

11. DETERMINING HOUSEHOLD INCOME Definitions Pages 19-21 Training Manual

12. INCOME EXCLUSIONS Definitions Pages 21-22 Training Manual

13. MILITARY EXCEPTIONS Military benefits received in cash must be considered income, with exceptions: • Family Subsistence Supplemental Allowance (FSSA) • Privatized Housing • Operation Enduring Freedom • Military Combat Pay • Earned Income Tax • Agent Orange Compensation • Veterans’ Educational Assistance (GI Bill) • Deployment Extension Incentive Pay (DEIP)

14. FSIACATEGORICAL ELIGIBILITY APPROVAL • Full name of enrolled child(ren). • Case number (must be Oklahoma number): • SNAP = A, B, C, D, H, J, or T + 6 to 9 digits • TANF = C or H + 6 to 9 digits • FDPIR = ??? • One number per household will qualify all children. • Signature of adult household member. • If FSIA contains case number AND income that DOES NOT qualify for free, go by the case number only and approve the application for FREE.

15. FSIACATEGORICAL ELIGIBILITY APPROVAL • Center CANNOT put Electronic Benefit Transfer (EBT) number on FSIA. • EBT number ONLYindicates the family is receiving day care assistance notSNAP, TANF, or FDPIR benefits. • Child may receive day care subsidy even if householddoes not qualify for meals. • Adopted foster child may still receive child care benefit.

16. FOSTER CHILDCATEGORICALLY ELIGIBLE • Foster children are categorically eligible. • Name of foster child included with other children in the household. • ‘X’ the box to indicate ‘foster.” • Only child’s personal income included on family’s application, not foster payments. • Signature of an adult household member. • Automatic eligibility of foster child DOES NOT mean automatic eligibility for other children in household.

17. FSIAINCOME-ELIGIBILITY APPROVAL • Name of all enrolled child(ren). • Names of all household members. • If household member has no income, check box. • Names of household members with income: • Amount of income • Must be GROSS (before taxes) • Income received and how often • Signature of adult household member. • Last 4 digits of social security number or check the box indicating there is none.

18. INCOME CONVERSION ANNUAL: • Weekly x 52 • Every 2 weeks x 26 • Twice/Month x 24 • Monthly x 12

19. NO INCOME • No Income • No Income • No Income • No Income

20. FSIA APPROVAL • Incomplete applications MUST NOT be approved. These children would be placed on the “not eligible” roster. • Incomplete applications must be “denied.” • If required information is missing, non-readable, questionable, or inconsistent: • Contact household. • Document conversation. • Return FSIA if signature is missing. • Must resolve inconsistencies before approving. • FSIA must be approved at face value.

21. FSIA APPROVAL Each FSIA must contain approval signature of determining official and date to be valid.

22. HEAD START ELIGIBILITYPublic Law 110-134 • All children enrolled in federally-funded Head Start--automatic FREE eligibility. (Not other children in household.) • Head Start enrollment form DOES NOT replace CACFP enrollment form unless it contains same required information.

23. CACFP ROSTERS • Use a separate roster for each category: • Free • Reduced • Not Eligible • List children on appropriate roster. • Indicate X for each child who attends each month: • XD indicates child dropped during month. • XRE indicates child reentered during month. • XE indicates child enrolled for first time during month. • I indicates infant with meal waiver form on file. • NP indicates child who does not participate.

24. RECORD-KEEPING FORMS All forms must be maintained DAILY,by month, at eachsite for any institution participating in the CACFP. ALL RECORDS MUST BE KEPT ON SITE AT THE LOCATION APPROVED ON THE INSTITUTION’S APPLICATION.

25. RECORD-KEEPING FORMS • Daily Attendance Record OR Daily Attendance— Arrival and Departure Times: • Daily arrival and departure times highly recommended if institution is approved for more than three meal services. • Institution must ensure no more than three meals per child are claimed daily. • Meal Count Worksheet • Daily Record of Meals Served (DROMS): • DROMS highly recommended if institution is approved for more than three meal services. • DROMS may be used for both attendance and meal count worksheet. • Institution must ensure no more than three meals per child are claimed daily.

26. RECORD-KEEPING FORMS • Food-Purchasing Form—Must be used to itemize all receipts for the month unless purchased from a food vendor or meals are contracted. • Record of Donated Products. • Expenditure/Reimbursement Worksheet—Summary report of all CACFP expenditures/reimbursements. • Blended Rates Worksheet—Based on participation data for the month. • Claim for Reimbursement. • Payment Notice.

27. RECORD-KEEPING FORMS • If institution is participating in both REGULAR Meals and AT-RISK Meals, there must be separate records for each. • By checking the appropriate box, the center will indicate if the record is for REGULAR meals or AT-RISK meals. • AT-RISK meals not allowable outside of regular school calendar. • Spring Break – Allowable • Summer Break – NOT allowable

28. MONTHLYRECORD-KEEPINGCHECKLIST

29. OTHERR E Q U I R E DRECORDS

30. BUILDING FOR THE FUTURE • All institutions must complete the section titled Contact Informationand then reproduce the Building for the Future Fact Sheet. • All institutions must distribute this fact sheet to all parents of participating children annually.

31. WIC BROCHURE • Institutions are required to provide WIC information to the parents of children enrolled. • To meet this requirement, institutions must post the WIC Brochure so that parents can see the information.

32. COMMODITY INFORMATION • Temperature logs required • Cash-in-lieu of commodities

33. INVENTORY • Monthly Record of Inventory: • Perpetual inventory required for commodities • Optional inventory of purchased foods • End-of-Month Milk Inventory • Receipt MUST be available for the Review purposes!

34. TRAINING • All institutions must designate a CACFP trainer. • Trainer must conduct annual training and document date, agenda, topics, and signatures of attendees. • Topics must include: • CACFP Meal Patterns • Reimbursement Process • Accurate Meal Counting • Claims Submission • Record Keeping

35. ACCEPTABLE TRAINING METHODS • Conference/Meeting Style • One-on-One • Online* • Self-Paced Curriculum* * These methods must include documentation of post-training test and benchmarks, e-mail confirmation, questions and answers, and sign-in/log-in records.

36. NONDISCRIMINATION STATEMENT The United States Department of Agriculture (USDA) prohibits discrimination against its customers, employees, and applicants for employment on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs, marital status familial or parental status, sexual orientation, or all or part of an individual’s income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by USDA. (Not all prohibited bases will apply to all programs and/or employment activities.) If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found online at <http://www.ascr.usda.gov/complaint_filing_cust.html>, or at any USDA office, or call 866-632-9992 to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to USDA by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, SW, Washington, DC 20250-9410, by fax 202-690-7442, or e-mail at <program.intake@usda.gov>. Individuals who are deaf, hard of hearing, or have speech disabilities may contact USDA through the Federal Relay Service at 800-877-8339 or 800-845-6136 (Spanish). USDA is an equal opportunity provider and employer.

37. CIVIL RIGHTS • Nondiscrimination statement included on all materials being distributed out of institution • And Justice for Allmust be posted – not required to be in kitchen • Civil Rights Complaints—Must be based on area of discrimination: • Race • Color • National Origin • Sex • Age • Disability • Procedure for filing complaints.

38. MAKE WATER AVAILABILE • Reauthorization 2010 requires drinking water be made available: • Not part of reimbursable meal • Not served in lieu of fluid milk • Not too much before and during meals as it leads to lower food consumption

39. FOOD PRODUCTION RECORDS • Minimum Meal Pattern Requirements • Breakfast • Lunch/Supper • Snack • Creditable Foods • Nondairy beverage nutrition requirements • Grains/Breads Alternate • What is a Bread? • How to determine the number of grains/breads servings in a recipe.

40. MILK REQUIREMENTS • Fluid milk must be • Fat-free or lowfat (1%) • Fat-free or lowfat (1%) lactose-reduced or lactose-free • Fat-free or lowfat (1%) buttermilk • Fat-free or lowfat (1%) acidified milk • UHT (shelf-stable) fat-free or lowfat (1%) milk • No whole or reduced-fat (2%) milk to children OVER 2 years.

41. INFANT MEALS • CACFP institutions MUST offer program meals to ALL enrolled children, including infants. • Infant means a child from birth to age one: • Meals must meet minimum requirements and individual needs. • Birth to 8 months, parents may provide iron-fortified formula or breast milk. Institution can claim reimbursement. • After 8 months, parents may provide iron-fortified formula or breast milk. Institution must provide other requirements. • Center must provide any food served to infants 4-11 months.

42. INFANT MEALS CONT. • Infant Meal Waiverform. • Crediting foods for infant meal pattern. • If an infant is developmentally ready for one or more solid food items and the parent/guardian requests that the infant be served solid foods, the institution is responsible for purchasing and serving them to the infant. (Q/A—Page 183, #12) • Infant Q/A—Pages 182 and 183

44. FOOD PRODUCTION RECORDS / MEALS AS SERVED RECORDS • Good sources of vitamins A, C; calcium; and iron. • Cycle Menus— • Start with Lunch—Plan all meat/meat alternates first, move on to two fruits/vegetables, then add an enriched or whole-grain grains/bread alternate, and end with milk. • Add breakfast next—Select an enriched or whole-grain grains/bread alternate first, add fruit/vegetable, and end with milk.

45. MEALS AS SERVED RECORDS continued • Calculating Numbers of Servings Required • Determine number of children by age group. • For each component, multiply the number of children in each age group by the minimum quantity requirement for the age group. • Total the age group quantities for each component. • Entries must be recorded as quantities served, not quantities needed or prepared. • “Menus As Served” Form • Be sure to check “regular” and/or “at-risk.” • “Leftover” column added.

46. MEALS AS SERVED RECORDS continued • Special Dietary Needs Box • page 151 • Creditable/Noncreditable Food List • pages 107-120 • Addressing Controversial Foods • page 121

47. FOOD BUYING GUIDEFOR CHILD NUTRITION PROGRAMS United States Department of Agriculture Food and Nutrition Service

48. WHETHER SERVING 10 OR 1000: YOU NEED TO UNDERSTAND THE SAME CONCEPTS! • Will the meal meet requirements for the appropriate CNP? • How many servings will you get from a specific quantity of food? • What quantity of the raw product will provide the amount of ready-to-cook food called for in a recipe? • How much food will you need to buy?

49. SECTIONS OF THE FBG • The FBG is divided into 7 sections andan index. The sections are as follows: • Introduction • M/MA • V/F • G/B • Milk • Other Foods • Appendices A–E

50. Foods you choose to use must appear in the Food Buying Guideexactly as shown on label.