Child & Adult Care Food Program

1. Child & Adult Care Food Program Nebraska Department of Education

2. Child & Adult Care Food Program Annual Training For Sponsors of Multiple Sites

3. New Requirements for Sponsors Oh, no! Not again!

4. USDA Findings • Federal response to audits • Misunderstanding of rules • No proof of training • Training inconsistent/ not program related • Poor reviews by sponsor’s monitors

5. Changes for Sponsors • Enrollment forms – annual update • Monitoring requirements • 5-day reconciliation • Block claiming • Parent contacts • Staff Training

6. Enrollment Form - Annual • Child’s Name • Date of Birth • Date Care Began • Signature of Parent or Guardian • Days and Times in care (child care only) • Usual Meals served in care (child care only) Sample

7. Timing and Frequencyof Reviews

8. Review Requirements • Conduct 3 reviews per year as per CACFP application • Conduct 2 of 3 reviews unannounced • Review 1 meal service unannounced • No more than 6 months between reviews

9. Review Requirements Sponsor must notify sites in writing that they may be reviewed by NDE, USDA & sponsor.

10. Review Requirements Sponsor must present photo ID when conducting monitoring reviews

11. Review Requirements • Preapproval review prior to participation • Requires reviews of all new facilities within first 4 weeks • Allows review averaging for all sponsors • Allows sponsors to decide about review averaging without NDE approval • Document! Document! Document!

12. “If it’s not written down, it didn’t happen.”

13. Average of 3 Reviews • 2 unannounced visits with no serious deficiencies • 3rd review not required • Sponsor conducts an average of 3 reviews of all its facilities that year

14. Challenges for Sponsors • Tracking facility reviews • Adjusting review plans for block claims or serious deficiencies

15. Four Suggestions • Use the schedule in your CACFP application. • Develop review plan that tracks reviews • “Frontload” the plan with unannounced and meal service reviews • Anticipate changes

16. Follow Your Review Plan You selected a review plan when you submitted your CACFP application.

17. Tracking Reviews Sample

18. Frontloading • Schedule unannounced and meal service reviews early in the year. • Remember! All sites must have 2 unannounced visits, one of which includes a meal observation.

19. Reassess and adjust review plans as needed If you change your review schedule, update the schedule in the online system. Anticipate Changes

20. Minimum ReviewRequirements • Each facility had at least two unannounced reviews • One unannounced review was during a meal service • Block claiming and seriously deficient facilities had follow-up reviews • Sponsor conducted enough reviews required for its facilities

21. Who does the site review? • Representative of sponsoring organization, central office, nurse or health practitioner, area representatives … • It does not have to be the same person every time. • Employees/directors of site cannot review their own site. • This is a management function that cannot be sub-contracted.

22. Site Reviews Before the review . . . • Have a monitoring form – use NDE sample or one of your own. • Know enrollment & licensed capacity • Know times of meal services • Look at records from prior week if submitted to central office weekly – 5 day reconciliation

23. Site Reviews During the review . . . • Photo ID • Meal observation (at least one) • Count number of participants being served • Compare your count to the center’s Point of Service count • Compare meal count to time in & out records & enrollment

24. Site Reviews During the review . . . • Is meal pattern being met? • Is enough food being prepared? • Are production records current? • Are delivery slips on file if meals are vended/catered? • Are enough meals being delivered? • Is ‘And Justice for All’ poster displayed?

25. NDE Sample Site Review Sample

26. 5-Day reconciliation:documentation • Compare time in/out to meal counts – by participant Random sample must equal at least 10% of participants enrolled; minimum of five participants in the sample. • Compare meals claimed to enrollment form (if applicable) • Complete 5-day reconciliation chart • If not reconciled, reviewer determines if establishment of over claim is necessary • 5-day reconciliation must be done as part of EVERY site review.

27. Activity Compare • Enrollment forms • Time in/out sheets • Meal count sheets • Make notes of discrepancies & meals to be deducted.

28. Quincy Adams & Zoe Meyer • Enrollment form is not signed • Claimed breakfast on Thursday and Friday; enrollment says Monday, Tuesday, Wednesday • Not clocked in Thursday or Friday • Deduct Breakfasts Thursday and Friday

29. Taylor & Tyler Bryant • Supper is claimed every night - enrollment form shows they leave at 5:15 Monday, Wednesday, Friday (may need to update the enrollment times with a note) • Left on Wednesday at 2:15 but claimed for Supper – deduct 2 suppers • Not clocked out on Friday; ?? Snack and Supper

30. Liz Casey & Erin Wagner • Enrollment form is not dated • Enrollment form says she leaves at 11:30 but claimed PM snack on Tuesday and Wednesday and clocked out at 11:30 – deduct 2 PM Snacks • Erin claimed PM Snack Tuesday and Wednesday; not clocked in/out for after school snacks – deduct PM Snacks

31. Max Cooper • Not clocked in or out on Monday or Thursday– deduct Breakfast and Snacks • School age – claimed all day on Friday, non-school day??

32. Chelsey Dobbins & Bryce Hamilton • Incomplete enrollment form; no times listed and does not indicate suppers • Claimed supper every day and not clocked out – deduct all meals

33. DJ & JD Picky • JD enrollment information is incomplete • Watch the nicknames – enrollment for Daniel - is this DJ?

34. Brock Simmons • Enrollment form expired March 31, 2006 • Monday and Friday only • Clocked in and out on Tuesday but no meals claimed • Not clocked in or out for Friday – deduct lunch • Monday clocked out at 1:50; what time is PM Snack?

35. Clare & Clarence Tracy • Clarence is school age – lunch claimed on Friday, non-school day?? • Clare is not clocked in on Wednesday - Deduct BLS • Clare clocked in at 11:00 a.m. Thursday but marked for Breakfast - ?? when was breakfast, if past time deduct that breakfast • Clarence was not clocked in on Thursday for breakfast – deduct breakfast

36. Frank & Cooper Wiggles • No enrollment form • Claimed four meals on Monday, Tuesday, Friday – deduct breakfasts

37. Stella • No enrollment form • No time in/out • Deduct all meals on Friday

38. Activity • Complete the verified row after deducting meals.

39. Questions? ? ? ? ?

40. Corrective Action & Follow-up • What corrective action will the reviewer prescribe for the center? • Will the sponsor do any follow-up?

41. Center Submits Claim • Compare 5-day reconciliation to claim when submitted • Is the information consistent? • Are parent contacts needed? • Corrective action for center

42. Review Center’s Claim Numbers from verified row are transferred to the worksheet

43. Block Claiming The same number of meals claimed for one or more meal types is identical for 15 consecutive days in the month. Red Flag

44. Block Claiming PM Snack is an example of Block Claiming

45. Block Claiming PM Snack is an example of Block Claiming

46. Block Claiming PM Snack is an example of Block Claiming 38 Total Meals

47. Block Claiming • If block claiming is detected: • Unannounced visit within 60 days • Cannot be part of averaging (at least 3 reviews must be done) • If there is a logical explanation for the block claim, the sponsor notes this on the review form

48. Parent Contacts Sample

49. Staff Training • Site reviewers must be trained • Other staff must be trained based on their duties & experience

50. Staff Training Training topics must include: • meal pattern • meal counts • claims • claim review procedures • record keeping • explanation of payment system