C hild & A dult C are F ood P rogram

1. Child&Adult CareFood Program

2. Terms You Should Know • Sponsor – an organization approved to operate CACFP • Specialist– ODE Child Nutrition Specialist • Application – your district’s application for CACFP Afterschool Supper (“At Risk” supper & snack) • “Big Red” – ODE’s CACFP policy manual

3. Terms You Should Know • Renewal– Renewal of CACFP Application for new year • Review – Administrative review (onsite) of CACFP…similar to CRE in NSLP • Participant – child, student • NSLP – National School Lunch Program

4. After School • Meal and Snack Programs • “At Risk” Reimbursement during school year ONLY – including weekends, holidays, vacations • Programs required to: • Be located in a qualifying school attendance area • Offer regularly scheduled enrichment or Educational activities – structured & supervised • Be “open to all”

5. After School Participants are defined as: • Children who are 18 years old and younger at the beginning of the school year

6. After School Meals and Snacks ODE can reimburse programs for serving 1 snack and/ or 1 supper per participant, per day. • Supper can be served anytime after the school day ends, or anytime on non-school days during the school year

7. Reimbursement Rates: After School Meals and Snacks FY 2010 • Snack $ 0.74 • Lunch/Dinner $ 2.875 (includes $0.195 Cash in Lieu of commodities)

8. Documentation is Required to Receive Reimbursement

9. Documentation Maintain for 3 years plus the current fiscal year • Daily • Monthly • Annual

10. Daily Documentation Requirements • Attendance records • Meal counts • Menus

11. Daily Attendance Records * Must record Child’s Full Name & Date Attendance Records

12. Menus • Decide which meal planning option you will choose – NSLP or CACFP • Daily menus showing meals and snacks served, listing actual date • Must show compliance with USDA menu requirements • If food item is “combination”, must have acceptable documentation available

13. Meal Counts • Two Methods: • 1.Head Count MethodOR • 2. Actual Count Method • At Risk Programs generally use Head Count method • CACFP Manual • Chapter 5 **Meal Count must be recorded at the Point of Service**

14. Monthly Documentation Requirements • Receipts for food and food service supplies to support menus, if needed • Reimbursement claim to ODE, with all supporting documentation.

15. How you get paid… Monthly Reimbursement Claim • Report meal counts and other information to ODE monthly • On-line in CNPweb database

16. Other Documentation Requirements • Annual staff training (ODE and site staff) • Annual renewal application • Site Monitoring (multi-site only) • Civil Rights compliance • Report program / agreement changes to ODE prior to effective date

17. Annual Training • A minimum of 1 staff person per sponsor must “attend” ODE annual training (may be via phone) • New staff must be trained on Supper Program requirements in timely manner

18. Annual Training Must Include: CACFP Annual Training • Record Keeping Requirements • Meal Patterns • Meal service style (cafeteria, Family) • Portion Sizes • Medical Statements for Food Substitutions (if applicable) • Civil Rights compliance • Vendor requirements (if applicable)

19. Training Documentation Must Include: • Date • Topic • Trainer • Names of Attendees • and their signatures • Training Materials Used Refer to Big Red Page 23.7

20. Site Monitoring Requirements • Single site sponsor: No requirements • Multi-site sponsor: Site Monitoring is Required

21. Site Monitoring Requirements Multi-Site Sponsors: • must monitor each site 3 times per year • when adding a new site, must monitor within first 30 days • No more that 6 months between visits Documentation is Required Big Red Chapter 13

22. Site and Sponsor Changes – keep current • Submit changes on-line in CNPweb: • meal times • Application contact names • months of operation • Adding sites / Closing sites

23. USDA Civil Rights Requirements USDA CACFP Center Manual Ch. 11

24. What is Discrimination? “The act of distinguishing one person or a group of person from others, either intentionally, by neglect, or by the effect of actions or lack of actions based on their protected classes.”

25. The 4 “D”s Discrimination is: …when an individual or group of individuals are: • Delayed benefits or services • Denied benefits or services • TreatedDifferentlythan others to their disadvantage • Given Disparate Impact

26. Federal (USDA) Protected Classes include: • Race • Color • National origin • Age • Sex • Disability

27. Civil Rights Complaint Policy and Procedure • Sponsors must have a written procedure for accepting and forwarding civil rights complaints to ODE or USDA. • Exhibit 23.10

28. Civil Rights Complaint Log • All discrimination complaints must be documented in the Civil Rights complaint log. **Date Log regardless of complaints received and maintain on file

29. “And Justice For All” • Poster must be placed in a prominent place where participants and potential participants have ready access. • Current Poster was revised 5/2008

30. Racial and Ethnic Data • Sponsors collect at Initial Application and once annually *********************************** • Report ethnic and racial data from your service area of potential participants. • ODE assists sponsors by providing racial and ethnic data from your service area (by county).

31. Racial and Ethnic Data • Report ethnic and racial data from your service area of Actual participants. • A sponsor-developed questionnaire may be distributed (optional for participants to complete!) • If no written info available, sponsor must make visual identification for USDA reporting use

32. It is optional for participants to provide Sponsors with Racial and Ethnic information However… It is a requirement for Sponsors to collect Racial and Ethnic Data annually Racial and Ethnic data may be collected from a Sponsor developed questionnaire or may be collected using visual identification

33. Sample Questionnaire

34. Race and Ethnic Categories Separate categories are used when collecting and reporting Race and Ethnicity. Why do we collect this data? To determine how effectively USDA programs are reaching potential eligible participants

35. Race and Ethnic Categories Data COLLECTION: Two-Step Format: - Separate categories are used when collecting and reporting Race and Ethnicity.

36. Ethnic Categories: Ethnicity is collected first. • Ethnicity: • Hispanic or Latino • Not Hispanic or Latino Step One

37. Step 1: Ethnicity • Hispanic or Latino. A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race. • Not Hispanic or Latino

38. Participants are offered the option of selecting one or more Racial designations: • American Indian or Alaskan Native • Asian • Black or African American • Native Hawaiian or Other Pacific Islander • White • Other ____________________ Step Two

39. See Racial and Ethnic Category Definitions for descriptions of Race Categories…

40. Racial Ethnic Annual Data Collection Form

41. Civil Rights Staff Training • Train staff annually on Civil Rights (CR) Requirements: • What is a CR Complaint • Posting of “And Justice For All” poster • Nondiscrimination Statement • CR Complaint Procedure • Collecting Racial and Ethnic Data Refer to “Big Red” Exhibit 23.11

42. Civil Rights Compliance Checklist: • “And Justice for All” poster must be prominently displayed in the administrative office • Nondiscrimination Statement must printed on Program materials that mention or imply the USDA or CACFP • Collect Racial and Ethnic Data Annually • Need written procedure for handling civil rights complaints ( using Complaint form and log provided) • Each site must have: JFA poster visible, CR complaint procedure, CR Complaint forms and a CR Complaint Log

43. “Integrity Regulations” CACFP Regulations– “7 CFR 226” http://www.fns.usda.gov/cnd/Care/Regs-Policy/policymemo/CFR226-2008.pdf

44. Viability (Financial) Accountability (Internal Controls) Capability (Administrative) The rule requires that ODE approve only those sponsors capable of operating CACFP according to regulations… “Integrity” Performance Standards for Institutions Handout “VAC”

45. Outside Employment Policy • ODE’s “Outside Employment Policy” statement in Application Packet: All sponsors must have a policy that prohibits other employment that interferes with employee performance of Program-related duties and responsibilities.

46. “Integrity”Management Plan • Criminal Convictions Certification The purpose of this provision in the law and the regs is to ensure that organizations and individuals whose actions have demonstrated a lack of business integrity are not permitted to enter or remain in CACFP. Also…

47. Criminal Convictions Certification (con’t)… The institution must state whether the institution or any of it’s principals have been convicted of a business-related offense in the past 7 years i.e. fraud, embezzlement, etc. AND…

48. Criminal Convictions Certification (con’t)… When either the institution or any of its principals have such a conviction during the past 7 years, the institution and/or principal is not eligible to participate in CACFP • Contact ODE for guidance if needed

49. “Integrity”Management Plan Birthdate Requirement • ODE is required to collect birthdates of principals and responsible individuals • ODE gathers this during application process

50. “Integrity”Serious Deficiency, Process • If ODE determines a sponsor is Seriously Deficient, the sponsor has 1-30 days to correct the deficiency • Serious deficiencies can be found during reviews, application renewals, and at other times such as audits