Part 2 - Administrative Requirements for New Child Care Centers

1. Part 2 - Administrative Requirementsfor New Child Care Centers Alaska Child and Adult Care Food Program (CACFP) Fiscal Year 2010 FY09 10/1/09 – 9/30/10

2. Initial Application (forms) • Application and Management Plan • Center Site Information Sheet • Permanent Agreement • Annual CNP Web User Authorization Request & Signatory Authority • Rate % Certification & 30-day Study Roster • Free and Reduced Price Policy Statement

3. Initial Application (forms) • Attachment A - D (budget, staffing, training, and monitoring plan) • For-Profit Certification & roster or Non-profit documentation • At-Risk Snack Addendum • Pre-Award Civil Rights Review • CACFP Food Service Agreement • New Vendor form

4. Initial Application (Other Needed Items) • Organizational Chart • Mission Statement • Site Review Form • Non-discrimination Policy • Public Media Release • Proof of Non-Profit Status • Copy of Cycle Menus • Copy of Community Care License • DEC or Municipality of Anchorage Health & Safety Documentation (Inspections, CFPM certification, food worker cards) • Financial Documentation for your business

5. Initial Application • Application & Management Plan • How your center is operating the CACFP • Have available for future use over the next 3 years in a binder in administrative office • Center Site Information Sheet • Particular information for each site • Meal Times, Licensing, enrollment, etc.

6. Initial Application Permanent Agreement • Agreement with the State of Alaska • Signed by authorized representative of your organization • Signed by authorized representative of Alaska Department of Education & Early Development

7. Initial Application • Annual CNP Web User Authorization Request & Signatory Authority

8. Initial Application • Give Program Access:View Only/Claim Entry/Data Entry • Terminate Program Access • Authorized Signature

9. Initial Application Rate Percentages Principal: • Eliminate overt identification • Reimbursements are based on a “snapshot” of center’s enrollment for 30-days 7 CFR 226.9(b)(2)

10. Initial Application Rate Percentages -Three Steps: 1) Collecting the Family Size-Income Data: • Distribute sample Letter to Parents with the Confidential Income Statement (CIS) • Distribution may begin any time after you receive the new CIS from the Child Nutrition Services (for new programs) • Eligibility must be based on information reported on the Confidential Income Statement

11. Initial Application Rate Percentages 30-day study period & Attendance Roster: • First: 30-day study period prior to start-up • Yearly: 30-day study period each October • All children who attend the center during the study period must be counted & recorded on the attendance roster • If using the Child Care Grant roster remember: • part time children are counted as 1 child

12. Initial Application Rate Percentages 2) Categorizing & Approving the Confidential Income Statements: • Must be signed & dated by the parent before the end of study period • Complete Forms – don’t leave blanks • Determination by the center should be done within the study period • A child will be counted as over income if the form is not signed & dated by parent • SSN necessary except for categorical eligible children (i.e. SNAP/Food Stamps, TANF, Head Start)

13. Initial Application Rate Percentages -Categorizing & Approving the Confidential Income Statements continued • Sequence of income • If all sequences equal then you use that category to determine eligibility (i.e. all weekly income = weekly income category) • If they have a PFD then all income converted to annual • Must use the appropriate PFD (read form carefully)

14. Initial Application Rate Percentages 3) Documentation for the Certification Statement A yearly file folder containing the following back-up should be kept at the center: • Rate % Certification Statement • Certification Attendance Roster of all enrolled children • Approved CIS for each child • Center Attendance records for the study period

15. Initial Application Common errors in Rate Percentages Certification Process: • Leaving out drop-in children or children in special groups such as an after school program. • Including children who are enrolled but did not attend during the 30-day period. • Including only children who have a CIS on file instead of all who attended

16. Rate Percentages Process 30 children in attendance during 30-day study period

17. Rate Percentage Process Based on 250 Lunches

18. Rate Percentage Process Based on 250 Lunches

19. Rate Percentage Process Based on 250 Lunches

20. Initial Application • Too much math??? The Child Nutrition Program (CNP) database does the math for you OR Use the Rate Percentages Worksheet found on the CNS website: http://www.eed.state.ak.us/tls/cns/CACFP2.html

21. Initial Application • Free & Reduced Policy Statement • Assures CNS that you won’t discriminate & will not charge a fee for meals • Outside Employment Policy • Assures CNS that outside employment will not constitute a real or apparent conflict of interest with the CACFP

22. Initial Application • Attachment A (Budget) • List all projected expenses that you expect • Operating – kitchen • Administrative – office related • List what you project to receive from CACFP • CNS will help you figure this out • List what other revenue you have to balance your budget • Attachment B (Staffing Plan) • Backs up Attachment A with labor costs

23. Attachment A

24. Attachment C & D • Attachment C – Training Plan • List all CACFP training and dates of planned training • Attachment D – Monitoring Schedule • List when you plan on doing your required monitoring visits

25. Initial Application For-Profit Statement of Eligibility 25% of enrolled or licensed capacity, whichever is less • 25% of the children are eligible for free or reduced-price meals ~or~ • 25% of the children receive benefits from Child Care Assistance-Pass I, II, or III and Jobs program Documentation must be maintained at center to verify the 25% criteria When below 25% = no reimbursement

26. Initial Application For-Profit Eligibility - Database Claim SAMPLE CACFP SPONSOR Center sponsor checks boxes and submits total enrollment and either Pass I,II,III or Free/Reduced Eligible

27. Initial Application • At-Risk Snack Addendum • Only used if area eligible • Pre-Award Civil Rights Review • What is the racial/ethnic make-up of your staff, children attending, and area • CACFP Food Service Agreement • Only used if purchasing meals • New Vendor form • Only used if you are not receiving funds from state of Alaska already

28. Initial Application Other items needed: • Organizational Chart • Mission Statement • Site Review Form • Non-discrimination policy • Proof of non-profit status • Cycle Menus

29. Initial Application Media Release • To announce participation in the CACFP and to affirm that all children are treated equally. • Centers must submit to local media • Centers are not required to pay a fee (This is asked in the database each year)

30. Initial Application Licensing Requirements • Submit child care license with application • When renewing child care license, • Update the CNP Web database with changes • 15 day grace period • May be found Seriously Deficient if current license not on file at center • Head Start programs in Anchorage must be licensed

31. Initial Application • Dept. of Conservation (DEC) or Municipality of Anchorage Health & Safety documentation • Inspection Report • Certified Food Protection Manager Cert • Food Worker Cards for all applicable employees • Business Financial Documents for prior year and present year • Statement of New Assets • Balance Sheet • Income Statement • Profit/Loss – Budget vs. Actual • Financial Statement Audit if applicable

32. Initial Application USDA Commodities or Cash-in-lieu of Commodities • USDA Commodities • Bulk products based on average daily attendance • Centers may select commodities and place order February each year • Most delivered in fall / Need space for storage • Contact CNS for more information: • Jo.Dawson@alaska.gov

33. Initial Application • Cash-in-lieu of Commodities • If center opts out of commodities, may receive $0.1950 for every reimbursable lunch and supper • Most centers choose this option • Convey option on CNP web database

34. Communication to Programs • Posted CNS Bulletins • Includes USDA Policy Memos, State Policy Memos, Training information, CACFP resources, yearly program renewal information, grant opportunities, etc. • New Bulletins posted on Welcome Page of CNP Web database • Your responsibility to print/read

35. Child Nutrition Program (CNP)Database • CNP Web User Request & Authorized Signer form • Received your User ID & Password • Changed your password • You are responsible for keeping CNS updated • Take off staff who no longer work with CACFP • Add new staff

36. Child Nutrition Program (CNP)Database Type in URL address – http://www.eed.state.ak.us/tls/cns/

37. Child Nutrition Program (CNP)Database

38. Child Nutrition Program (CNP)Database

39. Child Nutrition Program (CNP)Database

40. Child Nutrition Program (CNP)Database Select the program year

41. Child Nutrition Program (CNP)Database You will see 5 tabs - you can move between these tabs CNS will do the data entry for new programs - all future program data entry & updates will be submitted by you (CACFP program administrators)

42. Civil Rights Compliance

43. Goals of Civil Rights • Equal treatment for all applicants and beneficiaries under the law • Knowledge of rights and responsibilities • Elimination of illegal barriers that prevent or deter people from receiving benefits • Dignity and respect for all

44. What Is Discrimination? Discrimination is defined as different treatment which makes a distinction of one person or a group of persons from others; either intentionally, by neglect, or by the actions or lack of actions based on….

45. Protected Classes for USDA food programs • Race • Color • Sex • Age • National Origin • Disability

46. Heart of Civil Rights Act No person in the United States shall on the grounds of race, color, or national origin be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal Financial Assistance.

47. Federal Financial Assistance • Anything of value received from the Federal government and can include cash, commodities, training, computers, and more • Accepting Federal financial assistance requires compliance with civil rights rules in all aspects of operations – not just in the program being funded

48. 8 Areas of Compliance • Training • Public Notification System • Data Collection • Compliance Reviews • Civil Rights Complaints • Assurances • Limited English Proficiency • Religious Organizations

49. 8 Areas of Compliance Civil Rights Training “Frontline staff” who interact with applicants and participants and supervisors of “frontline staff” must be trained annually! This would include day care operators and their staff members.

50. Civil Rights Training Specific subject matter required, but not limited to: • Collection and use of data; • Effective public notification systems, • Complaint procedures, • Compliance review techniques, • Resolution of noncompliance, • Requirements for reasonable accommodation of persons with disabilities, • Requirements for language assistance, • Conflict resolution, and • Customer service