Responsibility Overview Upon Enrollment of a New Participant

1. Responsibility Overview Upon Enrollment of a New Participant

2. Upon Enrollment! (1) Enrollment/Income Eligibility Statement form (2) Letter to Households (3) Medical Substitution form (4) Soy Milk Notification form (5) Infant Formula & Food Notification form When would be the best time to present the parent/guardian with these forms and have them fill these out? During enrollment (put these in the intake application!)

3. Upon Enrollment: IES form When does an IES form expire? (a) Every month (30 days) (b) Every year (365 days) (c) An IES form never expires

4. Upon Enrollment: Enrollment/IES form: Part One PART ONE: ENROLLMENT INFORMATION OF EACH ENROLLED CHILD • This section and Part 6 (self-certification of parent) must be completed

5. Upon Enrollment: IES form Part Two and Three PART TWO: TANF and/or SNAP RECIPIENTS • If anyone in the household is a TANF or SNAP recipient: • Circle the benefit (TANF and/or SNAP). • Enter only the TANF and/or SNAP case number. Do not enter a SSN or any other number in this box; these other numbers are UNACCEPTABLE and will cause a delay in processing this form. PART THREE: ENROLLED IN HEAD START • If the child is enrolled in Head Start, please indicate the child’s name in this section.

6. Upon Enrollment: IES form Part Four PART FOUR: FOSTER CHILDREN • Ensure that this foster child is a ward of the State

7. Upon Enrollment: IES form Part Five PART FIVE: TOTAL HOUSEHOLD INCOME • List all household members, including children not enrolled at the center and all adults • living in the house • List all income each household member receives

8. Upon Enrollment: IES form Part Six PART SIX: PARENT CERTIFICATION, SIGNATURE, SSN (LAST FOUR DIGITS) • The parent/guardian filling out the IES form must sign and date the form • The parent/guardian must provide the last four digits of their SSN if they completed Part 5 (total household income) or check “I do not have a social security number.”

9. Upon Enrollment: IES form Part Seven • PART SEVEN: CIVIL RIGHTS INFORMATION (OPTIONAL) • This section does not have to be completed to receive meal benefits • But, it is important that this section is filled out to determine that everyone is receiving benefits on a fair basis and is not being discriminated against.

10. Upon Enrollment: IES form Center Use Only - Classification • BOTTOM OF IES FORM:CENTER USE ONLY – CLASSIFICATION OF FORM • The determining official must check the front and back of the IES to ensure all parts are complete • The form must be classified, signed, and dated by the determining official • Please have another staff member verify that the IES is completed and classified correctly

11. Upon Enrollment: IES form Why is it important to have current and valid IES forms on file? It influences how much the center would receive in reimbursement per month!

12. Upon Enrollment: Letter to Households Back Front Always give this letter to parents/guardians!

13. Upon Enrollment: Special Dietary Needs: Soy Milk Notification form

14. Upon Enrollment: Special Dietary Needs: Soy Milk Notification form When to use? • When a parent requests that their child receive Soy Milk. Who must complete the form? • The parent or guardian of the enrolled child. Can a center receive reimbursement when serving soy milk? • Yes. • Only the five (5) approved brands of Soy Milk are reimbursable Who is responsible for purchasing the soy milk? • The center may either provide one of the five approved brands of soy milk, or the parent can indicate that they will provide one of the five approved brands of soy milk (found on the Soy Milk Notification Form).

15. Upon Enrollment: Special Dietary Needs: Medical Substitution form Front Back

16. Upon Enrollment: Special Dietary Needs: Medical Substitution form Medical Substitution form: Allergies or disabilities pertaining to meal pattern requirements When to use? • When a child is not receiving a complete, creditable meal that meets CACFP meal pattern requirements. • Ex. meat or creditable meat alternates, fluid cow’s milk Who must complete the form? • A recognized and licensed medical professional. If a disability, a licensed physician must complete the form.

17. Upon Enrollment: Special Dietary Needs: Medical Substitution form Can a center receive reimbursement when a medical substitution is served? • Yes. • The center can only receive CACFP reimbursement if the substitution is required by a medical professional. • The food substitution must be clearly identified on the form. • Examples: Rice milk , Almond milk, SILK soymilk, Tofu, etc. Who is responsible for purchasing the “medical substitution” food? • The center should accommodate the substitution if the cost isn’t unreasonable. • If licensed physician identifies the need as a disability on the form, the center must purchase and servethe substitution, unless the specified food is cost prohibitive.

18. Upon Enrollment: Infant Food & Formula Notification form • Every enrolled infant through 11 months must have an IFFN form on file • Complete the form with the infant’s legal name (the name that appears on the Master Enrollment List)

19. Upon Enrollment: Infant Food & Formula Notification form • Parents must complete both sections of the bottom portion of the form • The name of the current infant formula supplied by the provider must be indicated • The parent must sign and date after circling an option for both formula and foods

20. Upon Enrollment Questions?

21. Responsibility Overview Permanent Records & Annual Duties of a Center

22. CACFP Records to keep permanently while in the Program! What records must be maintained permanently? • Permanent Agreement • Policy Statement • IRS Letter of Determination (non-profits) • Memos, policies, regulations • “And Justice for All…” poster • “Building for the Future” flyer • Information about WIC to share with families

23. Annual Duties: CACFP Records How long should you file and maintain the CACFP records that support a claim for reimbursement? 3 years plus the current fiscal year (you should have all CACFP records on file for FY11-14)

24. Annual Duties: Staff Training Training Documentation Form Sponsoring organizations only: Train annually on monitoring duties

25. Annual Duties: Application Updates • Annual Information Certification, signed by the institution’s Authorized Representative • Spreadsheet, updated with any changes • Excel file only – must be returned via email • CDC license (or alternate approval documentation) • A-133 Audit Report (if applicable) • Food Safety Manager Certificates

26. Annual Duties: Application Updates

27. Annual Duties: FSMC contract If procuring a new Food Service Management Company: • Request for Proposals / Invitation for Bids • Solicitation of bids • Proposals/Bids Submitted by FSMC’s If contracting with a new FSMC or extending contact: • FSMC Contract / Contract Renewal • FSMC License • FSMC Health Inspection Report

28. Annual Duties: FSMC contract Contract Renewal

29. Annual Duties: Monitoring (Sponsoring organizations only) Sponsors must review each facility 3 times/year: • At least 2 must be unannounced • At least 1 unannounced review must include observation of a meal service • At least 1 review must be made during each new facility's first four weeks of Program operations • No more than 6 months may elapse between reviews