Sponsoring Organization Requirements

1. Sponsoring Organization Requirements

2. Agenda • Monitoring • Pre-operational visits • Site Reviews • Training • Edit Checks • Civil Rights Requirements • Claim

3. Monitoring Pre-Operational Visits Site Reviews

4. Why Monitoring? • “Each sponsoring organization must provide adequate supervisory and operational personnel for the effective management and monitoring of the program at all facilities it sponsors.” ~ (CACFP) regulations [7 CFR Part 226.16(d)] • This includes: • Pre-operational visits • Ensure that the facility is adequate for CACFP operation • Orient staff to CACFP meal requirements and responsibilities • Site reviews • Part of the effective management and monitoring of the CACFP at all facilities they sponsor

5. Who Should Monitor the Sites? • Someone who does not work at the site being monitored • Example, the Director of a site should not monitor their own site • Preferably the same person monitoring all sites • Example, the Authorized Representative if that person is not in charge of a specific site • Monitoring staff must receive training on CACFP requirements annually

6. Pre-Operational Visits • Must be conducted for: • New sites • Sites that move to a new location • Sites that have been closed for more than one month • Conduct a pre-operational site visit before starting operation at that site • Ex. If the site opens in September, complete the pre-operational site visit in August

7. Pre-Operational Visits • Use the Pre-Operational Visit form (GM 5)

8. Site Reviews / Monitoring • Minimum 3 reviews must be conducted each year at each site, unless facility is not open year-round • The first review must occur within the first 4 weeks of operation for new sites and sites that move • At least 2 reviews must be unannounced • At least 1 unannounced must be an observation of meal service • A maximum of 6 months can elapse between reviews

9. Site Reviews / Monitoring • Use the Sponsoring Organization Review form (GM5)

10. Date and Arrival and Departure Times Facility (Site) Name Name of Site Supervisor and Person interviewed at site (should not be person conducting visit) Highlighted areas need attention and corrective action / follow-up

11. Highlighted areas need attention and corrective action / follow-up If observing a meal service, document all foods served and total amounts prepared

12. Meal Counts • Stay for the duration of meal service to verify that staff are recording meal counts properly & accurately • Always document the 5 day reconciliation regardless if observing a meal Record past 5 days meal counts and attendance

13. Problems found during review Corrective Action Plan to be followed Corrective Action complete by date Date and method of follow-up

14. Monitoring RequirementsFollow-up

15. Monitoring Requirements Site Review Tracking • In CACFP contract agencies report when site reviews will be conducted • How will your agency assure this is followed? • Schedule and track reviews • DPI provided Site Review Tracking Form (GM5)

16. Site Review Tracking Form 2012 11/10/11 3/5/12 6/16/12 Loving Care II 1234 N/A Completed Site Reviews 11/10/11 3/15/12 6/17/12 Loving Care III 1235 N/A Planned Future Site Reviews

17. Sponsor Training Requirements CACFP Key Staff

18. Training Requirements • Sponsoring organizations must train key staff on CACFP duties and responsibilities • Staff with primary responsibility of CACFP • Staff who maintain records that support the monthly claim • Staff responsible for compliance with any other CACFP requirement • New staff should be thoroughly trained before beginning their work in the program • Train prior to program operations and annually thereafter

19. Training Requirements Required Training Topics Agenda in GM 9C

20. Training Requirements Retain all documentation including agendas, minutes, resources used and attendance sheets Attendance sheet provided in GM 9C

21. Civil Rights Requirements

22. Civil Rights Requirements • Sponsoring Organization • Complete one News Media Release for all sites – annually • Each site must have its own • “Building for the Future” fliers included in enrollment packet • Current WIC fact sheet either posted or made available to parents • Completed Racial/Ethnic Data Forms – annually • “And Justice for All” posters displayed

23. Monthly Claim Edit Checks

24. Monthly Claim Edit Checks • Document that the two claim edit checks were conducted for each site prior to submission of each monthly claim • Remember change in edit checks – no longer need to check for block claim • Sponsor cannot submit a claim for a facility if edit checks #1 or #2 are violated • Sponsor may use DPI prototype form (refer to Guidance Memorandum #5C) or another form which captures the two edit checks

25. Edit Checks – GM #5

26. Edit Checks – 3 sites/page

27. Claim Reminders

28. Claim Reminders • Enrollment Data (Free, Reduced, Non-Needy) • Maintain a separate Household Size-Income Record (HSIR) at each site • A child enrolled and attending two or more sites in the same month must be included on the HSIR for all sites • ADA • Calculate ADA on a site-by-site basis for each month • Add each site's ADA for the total ADA to be included on the claim • Number of Days of Service • List days of service on a site-by-site basis. If days at sites differ, use the greater number for the days of service

29. Thank you!