Child & Adult Care Food Program

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

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

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”

After School Participants are defined as:

• Children who are 18 years old and younger at the beginning of the school year

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

Reimbursement Rates: After School Meals and Snacks FY 2010

Snack $ 0.74

Lunch/Dinner $ 2.875 (includes $0.195 Cash in Lieu of commodities)

Documentation is Required to Receive Reimbursement

Documentation

Maintain for 3 years plus the current fiscal year

Daily Monthly Annual

Daily Documentation Requirements

Attendance records Meal counts Menus

Daily Attendance Records

Attendance

Records

* Must record Child’s Full Name & Date

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

Meal CountsTwo Methods: 1. Head Count Method OR 2. Actual Count Method At Risk Programs generally

use Head Count method

CACFP ManualChapter 5

**Meal Count must be recorded at the Point of Service**

Monthly Documentation Requirements

Receipts for food and food service supplies to support menus, if needed

Reimbursement claim to ODE, with all supporting documentation.

How you get paid…

Monthly Reimbursement Claim Report meal counts

and other information to ODE monthlyOn-line in CNPweb database

Other Documentation RequirementsAnnual staff training (ODE and site

staff)Annual renewal applicationSite Monitoring (multi-site only)Civil Rights complianceReport program / agreement changes

to ODE prior to effective date

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

Annual Training

Must Include: 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)

CACFP

Annual

Training

Training Documentation Must Include: Date Topic Trainer Names of Attendees

and their signatures Training Materials

Used

Refer to Big RedPage 23.7

Site Monitoring Requirements

• Single site sponsor: No requirements

• Multi-site sponsor: Site Monitoring is Required

Site Monitoring Requirements Multi-Site Sponsors:

must monitor each site 3 times per year

when adding a new site, must monitor within first 30 daysNo more that 6 months between visits

Documentation is RequiredBig Red Chapter 13

Site and Sponsor Changes – keep current

Submit changes on-line in CNPweb:

meal times Application contact names months of operation Adding sites / Closing sites

USDA Civil Rights Requirements

USDA CACFP Center Manual Ch. 11

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.”

Discrimination is:

…when an individual or group of individuals are:

• Delayed benefits or services

• Denied benefits or services

• Treated Differently than others to their disadvantage

• Given Disparate Impact

The 4 The 4

““D”sD”s

Federal (USDA) Protected Classes include:

Race Color National origin

AgeSex Disability

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

O r e g o n D e p a r t m e n t o f E d u c a t io n O f f i c e o f S t u d e n t S e r v i c e s P u b l i c S e r v i c e B u i l d in g C h i ld N u t r i t i o n P r o g r a m s 2 5 5 C a p i t o l S t r e e t N E ( 5 0 3 ) 3 7 8 - 3 6 0 0 E x t . 2 6 1 0 S a l e m , O R 9 7 3 1 0

Civil R ights Com plaint P rocedure

I f C o m p la in a n t R e tu rn s C R C o m p la in t F o rm T o S p o n s or

.S p o n s o r F o rw a rds C R C o m p la in t Fo rm T o O D E w ith in w o rk in g 3 D a ys

S p o n s o r g iv e s C o m p la in a n t C R C o m p la in tF o rm a n d /o r S p o ns o r C o m p le te s C R

C o m p la in t Fo rm w ith C o m p la in a n t

C R C o m p la in t D oc u m e n tedin C R C o m p la in t L og

C R C o m p la in t R e c e iv e d b y S p o n s or(V e rb a l o r W rit te n )

S e n d C i v i l R i g h t s C o m p l a i n t s t o : C i v i l R i g h t s S p e c i a l i s t O r e g o n D e p a r t m e n t o f E d u c a t i o n ( O D E ) 2 5 5 C a p i t o l S t r e e t N E S a l e m , O R 9 7 3 1 0 - 0 2 0 3

Civil Rights Complaint Log All discrimination complaints must be

documented in the Civil Rights complaint

log. Oregon Department of Education Office of Student Services Public Service Building Child Nutrition Programs 255 Capitol St. NE (503) 378-3600 Ext. 2614 Salem, OR 97310-0203

USDA Child Nutrition Programs Log of Civil Rights Complaints

Year: _______________

Date Complaint Received

Description of Complaint (verbal or written)

Name of Complainant

(Optional)

Date Civil Rights Complaint Form

Completed and Returned to Sponsor (yes/no)

Date Civil Rights Compliant

Forwarded to ODE

The U.S. Department of Agriculture (USDA) and the State of Oregon prohibit discrimination in all their programs and activities on the basis of race, color, national origin, sex, religion, age, or disability. To file a complaint of discrimination, write USDA, Director, Office of Civil Rights, Room 326-W, Whitten Building, 14th and Independence Avenue, SW, Washington, D.C. 20250-9410 or call (202) 720-5964 (voice and TDD) or (888) 271-5983, Extension 516 (toll-free). USDA and the State of Oregon are equal opportunity providers and employers. Sponsor’s Civil Rights Coordinator: ________________________________ Coordinator Contact Information: _____________________ Form 581-1074-P (6/01)

**Date Log regardless of complaints received and maintain on file

“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

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).

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

It is optional for participants to provide Sponsors with Racial and Ethnic information

However… 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

3 RACIAL OR ETHNIC GROUP

Please check your child's racial and ethnic information. You are not required to answer these questions. We need this information to be sure that everyone receives benefits on a fair basis.

Mark one ethnic identity:

Hispanic or Latino

Not Hispanic or Latino

Mark racial designations that apply, if any:

American Indian & Alaskan Native Asian Black or African American Native Hawaiian or Other Pacific

Islander White Other _______________________

Sample Questionnaire

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

Race and Ethnic Categories Data COLLECTION:

Two-Step Format: - Separate categories are used when collecting and reporting Race and Ethnicity.

Ethnicity:Ethnicity:

Hispanic or Latino

Not Hispanic or Latino

Ethnic Categories:

Step One

Ethnicity is collected first.

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

Step 1: Ethnicity

American Indian or Alaskan Native Asian

Black or African American

Native Hawaiian or Other Pacific Islander

White

Other ____________________

Step Two

Participants are offered the option of selecting one or more Racial

designations:

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

Racial Ethnic Annual Data Collection Form

Oregon Department of Education Office of Finance & Administration Public Service Building Child Nutrition Programs 255 Capitol St. NE (503) 947-5902 Salem, OR 97310

Racial Ethnic Annual Data Collection Form

Child and Adult Care Food Programs Sponsor Name:_______________________________________________________________ Date Form Completed:___________________________________________________________

Racial/Ethnic Data

Provide: (1) Percentage breakdown of eligible population by racial-ethnic category

for the surrounding geographical area. Available from ODE - complied census data by county or other area data.

(2) The number of participants enrolled in the CACFP.

No.

ETHNIC

Hispanic or Latino

RACIAL

Asian

Black or African

American American

Indian White

Native Hawaiian or Pacific Islander Other

1. % % % % % % %

2. # # # # # # #

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

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

“Integrity Regulations”

CACFP Regulations– “7 CFR 226”

http://www.fns.usda.gov/cnd/Care/Regs-Policy/policymemo/CFR226-2008.pdf

“Integrity” Performance Standards

for Institutions Viability (Financial)

Accountability (Internal Controls)

Capability (Administrative)

The rule requires that ODE approve only those sponsors capable of operating CACFP according to regulations…

Handout “VAC”

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.

“Integrity”Management Plan

Criminal Convictions CertificationThe 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…

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…

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

“Integrity”Management Plan

Birthdate Requirement ODE is required to collect birthdates of

principals and responsible individuals

ODE gathers this during application process

“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

“Integrity” Corrective Action

Corrective Action: Sponsor must take action to correct the serious deficiency permanently and adequately within the prescribed timeframe

“Integrity”Termination Process

Termination: If the Serious Deficiency is not corrected adequately and permanently within the prescribed timeline; then ODE notifies sponsor of our intent to terminate the State Agency-Sponsor agreement due to the uncorrected serious deficiency

“Integrity Regulations”

National Disqualified List: If agreement is terminated, ODE is required to submit name of sponsor, responsible principals and individuals, their birthdates and addresses to USDA

National Disqualified List

If sponsor quits CACFP while in Seriously Deficient status, ODE is still required to place the institution, responsible principals and individuals on the National Disqualified List

National Disqualified List

The sponsor, responsible principals and responsible individuals are on the list for up to 7 years

If any outstanding CACFP debts exist after 7 years, all parties remain on the list until they are repaid

Summary of Requirements

Daily: Meal Count Records Attendance Records Menus

Monthly: Cost Records Reimbursement

Claims

Other: Annual Training Site Monitoring (multi-

site programs) Civil Rights Annual Renewal

Application Meet Integrity

Performance Standands

What’s Next?

Review of the CACFP At Risk Application (if not submitted yet)

Decide if your organization wants to apply to the CACFP After School “At Risk: Meals and Snack Program OR Homeless Program

If yes, complete and submit application to ODE. The remainder of the application process starts after ODE receives your application.

For your time and attention….