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At-Risk Afterschool101
What is LD 577?
https://www.maine.gov/doe/sites/maine.gov.doe/files/inline-files/LD%20577.pdf
How do I know if my school district meets the 50% or more criteria?
DOE Report:
https://www.maine.gov/doe/sites/maine.gov.doe/files/inline-files/ED534byDistrict%20%283%29.pdf
What do we need to serve for CACFP At Risk Afterschool? The typical meals are:
Snack- 2 components
- Same meal pattern and reimbursement rate ($0.94) as National School Lunch After School Snack Program
Supper- 5 components
- Can be in unitized containers or thru a normal lunch line
- Can be hot or cold (a great way to use unserved items from lunch)
- Schools can use Offer vs. Serve (Offer five components, student must take at least 3 components)
- $3.64 for each Supper meal served!!! ($3.41 + 23.75 cents Cash in Lieu of Commodities)
If my district meets the requirements of the Law for CACFP At Risk Afterschool, but our district is already serving snacks through the Afterschool Snack Service Program, do we need to do anything?
Yes, the district needs to either participate in the CACFP At Risk Afterschool program or opt out using the guidance from LD 577.
Our district/school does not offer an afterschool enrichment activity, what are we required to do?
An Afterschool education/enrichment activity that is open to all, is a requirement to participate in CACFP At Risk Afterschool. If a district/school does not provide education/enrichment activities, the district/school does not qualify for CACFP At Risk and must opt out using the guidance from LD 577 or start an enrichment program.
How does my district opt out?
By Law a school administrative unit that is required to operate a federal Child and Adult Care Food Program may choose not to operate such a program if it determines by a vote of the governing body of the school administrative unit after notice and a public hearing that operating such a program would be financially or logistically impracticable.
After our district holds the public hearing, and the board votes, do I need to report the results to the Department of Education?
• Only report to the MDOE Child Nutrition Team if the board votes to “Opt Out” of the CACFP At-Risk Afterschool Program by emailing a short sentence stating your district is “opting out” to the Child Nutrition Team at [email protected].
Under LD 577, when do schools have to have their public hearing by? Is there a deadline/timeline?
LD 577 states beginning with the 2020 school year a school that qualifies shall participate in CACFP. The district may choose not to operate such a program if it determines by a vote of the governing body of the school administrative unit after notice and a public hearing. This process needs to be completed sometime within the 2020 school year.
What is the process for starting the program?
1. Reach out to Child Nutrition via email [email protected] and let us know your district is interested in starting the program.
2. Watch CACFP At Risk 101 Webinar: https://www.maine.gov/doe/schools/nutrition/cacfp/atrisk
*Webinar has been recorded and will be available on our webpage on or before (9/30)
3. Obtain User IDs and Passwords from CACFP Team
4. Complete CACFP Online Agreement thru CNPweb
5. Agreement Approved:
*The district may claim meals from the beginning of the month in which the agreement is approved.
CACFP Meal Pattern
Lunch/Supper Meal Pattern
1. Fluid Milk2. Fruit3. Vegetable4. Grain5. Meat/Meat Alternate
Child Meal Pattern
**If seeds or nuts are served as a meat alternate, they can only credit as 50% of the portion size. Seeds or nuts must be combined with another meat/meat alternate to fulfill portion size requirements.
Refer to for age groups and
serving sizes
A second vegetable may be used to meet the entire fruit component. When two vegetables are served at lunch or supper, two different kinds of vegetables must be served.
The second vegetable must be at least the same serving size as the serving of fruit that it replaced.
¼ cup ¼ cup
2 Vegetable Example:
¼ cup ¼ cup
The fruit component at lunch may be substituted by an additional vegetable
IF, the substituted vegetable is at least the same serving size as the fruit it replaced.
There are no vegetable subgroup requirements in the CACFP meal patterns, the two different kinds of vegetables do not need to be from different vegetable subgroups.
Food items that are a mix of vegetables and fruit, such as Carrot Raisin Salad can credit towards both the vegetable and fruit component.
IF, each component is easily recognizable AND each serving contains at least the minimum reimbursable
serving size.
A child 6-12 years of age would need to receive ½ cup of carrots and 1/8 cup of raisins (dried fruit) in a serving to have the carrot raisin salad credit as the entire vegetable and the entire fruit component.
Child Meal Pattern- Mixed Vegetables and Fruit
Child Meal Pattern- Fruits
¼ cup dried fruit ½ cup fruit
Credits As
Child Meal Pattern- Vegetable
IF, each component is easily recognizable AND each serving contains at least the minimum reimbursable serving size.
Vegetable mixtures can also credit towards the entire vegetable component and the entire fruit component
A child 6-12 years of age would need to receive ½ cup of broccoli and 1/4 cup of cauliflower.
Vegetable mixtures in which serving size of each vegetable cannot be determined like: store bought peas and carrots
Must credit as a single vegetable
Child Meal Pattern- Vegetable Mixtures
*Only one of the two components may be a beverage.
Child Meal Pattern- Grain
One grain per daymust be whole grain rich!
Grain Requirements- Grain-Based Desserts
• Grain based desserts cannot count towards the grain requirement at any meal or snack.
• This will help reduce the amount of added sugars and saturated fats children consume, which, as a percent of calories, is particularly high in children.
• The following are considered grain based desserts:
Cookies, sweet pie crusts, doughnuts, cereal bars, breakfast bars, granola bars, sweet rolls, toaster pastries, cake and brownies.
Grain Requirements- Grain-Based Desserts
Exceptions:
•Quick breads and muffins (e.g. banana bread and pumpkin muffins)
•Graham crackers
•Animal crackers
UPDATED!! - Exhibit A: Grain Requirements
At-Risk Programs can operate outside “regular school hours”
This includes:
• Holidays
• Vacations
• Snow Days
At-Risk Sites can serve up to one meal and one snack per child per day!
Vacation Example: ABC School serves breakfast and AM snack during school vacation weeks
Vegetables and fruits are one combined component at breakfast.
There are no vegetable subgroup requirements in the CACFP meal pattern.
Vegetable & Fruit Requirements
Breakfast Cereals
•Cereals served must contain no more than 6 grams of sugar per dry ounce.
•Breakfast cereals include: ready to eat cereals, and instant, and hot cereals.
How do I determine if a breakfast cereal is within the sugar limit?
#1 Use the Maine Special Supplemental Nutrition Program for Women, Infants, and Children (WIC) approved breakfast cereal list
#2 Use USDA’s Team Nutrition training worksheet!
Available on the Team Nutrition Webpage!
#3 Use the Nutrition Facts Label on the breakfast cereal packaging to calculate the sugar content per dry ounce
Available on the Team Nutrition Webpage!
Juice
• For CACFP meal patterns, full-strength (100 percent) fruit or vegetable juice may be used to meet the entire vegetable or fruit requirement at only one meal or snack per day.
• Limiting juice to once per day helps increase fruit and vegetable consumption.
• CACFP Meal Pattern includes a flexibility to serve meat/meat alternates in a reimbursable breakfast.
• Schools may substitute the entire grains component with a meat/meat alternate at breakfast a maximum of three times per week.
• Yogurt must contain no more than 23 grams of sugar per 6 ounces.
Meat/Meat Alternate at Breakfast
How do I determine if a yogurt is within the sugar limit?
#1 Use USDA’s Team Nutrition training worksheet!
Available on the Team Nutrition Webpage!
#2 Use the Nutrition Facts Label on the yogurt packaging to calculate the sugar content
Available on the Team Nutrition Webpage!
CACFP - Offer vs. Serve
Offer vs. Serve
• Is allowed for At Risk sites
• All the required meal components must be offered to each child and each participant may decline to take one or two of the meal components, depending on the meal being served.
• Offer vs. Serve is not allowed at snack!
Available on the Team Nutrition Webpage!
Record Keeping• A federal requirement for participation in
the CACFP
• Provides documentation that you are meeting program regulations and are eligible to receive federal reimbursement money
• Records must be kept for 3 years plus the current fiscal year
CACFP Addendum:Familiarize yourself with your CNPweb Sponsor Agreement. 1
Handy reference to ensure that what you’re claiming for reimbursement is approved
2
Record changes in CNPweb as they occur and get prior approval from the state office!
3
Your agreement number is preceded by the Addendum Year. For example:
19-150
Non-Discrimination StatementRequired on all program documentation distributed to the public including:
Menus
Website/Social Media
Press Releases
Advertisements
Non-Discrimination Statement
Wording of statement must be
exact and cannot be changed in any way!
Print size of non-
discrimination statement cannot be
smaller than the text of the
material.
Full Statement:
On all materials
mentioning CACFP or
USDA
Short Statement:
Other materials
when there is a lack of
space
Full Non-Discrimination Statement:
Shorter Non-Discrimination Statement:
“This Institution is an equal opportunity provider.”
➢Remember, prior approval from MDOE is required!
Records Available for Public View
Current, dated menu
And Justice for All poster (provided by DOE)
Building for the Future Flyers (provided by DOE)
Menu Requirements:
• Post in public view
• Date all menus
• Menu must show all components served each day
• Menu must show WG item served each day
• Record substitutions to reflect actual foods served
• Non-discrimination statement if sent home with participants
• Milk statement specifying type(s) served
Portland Public Schools Super Snack Menu
Examples of unitized meals from Portland Public Schools*Using CACFP Meal Pattern
Portland Public Schools delivers meals to their schools from the central kitchen in Cambro containers
Training Records
District must provide annual training to all staff and volunteers with CACFP-related duties
➢ New staff/volunteer must be trained on relevant duties before working in the CACFP
➢ District must keep signed, dated agendas with training location(s) and sign-in sheets for trainings provided!
Required Training Topics
Civil Rights Training
Required for ALL CACFP staff/volunteers
Also required for immediate supervisors of CACFP staff/volunteers!
Civil Rights Training
• Civil Rights Webinar available in Schoology!
• Schoology is an online classroom with wonderful trainings and resources
• Please contact April Taylor if you do not have access to Schoology: [email protected]
Required Training Topics- for staff with related duties
Meal pattern
Point of Service (POS) Meal Counts
Claim review and Claim Submission
Reimbursement Systems (tracking CACFP funds)
Record Keeping
Meal Service Records: Food Substitutions
Medical Statements
Parental Requests
Keep on file
Point Of Service (POS) Meal Counts
Daily counts of total meals served by type
01Must be taken at time of meal service=
02Immediately before, during or immediately after meal service
03
Attendance Records:
Are a requirement!
Must be recorded
separately from meal
counts
Can be recorded
on the same
form as meal
counts
2 different people should
record or check meal
counts & attendance to ensure accuracy!
Attendance supports
actual meal counts
recorded!
Accountability is key!!
Districts CANNOT claim more
meals than participants in attendance!
Meal Count/Attendance Example
Monitoring & Five-Day Reconciliations
•Required for institutions with more than one site
• Ensure program integrity
Monitoring- Multiple SitesThe District is required to review each site 3 times per year
2 of the 3 visits must be unannounced
At least 1 unannounced visit must include meal service observation
New sites must be monitored within first 4 weeks of operation
Monitoring-Multiple Sites
If serving suppers, eve snack or weekend meals, make sure to observe
Make sure to vary meal services observed
Timing of unannounced visits must vary so they are not predictable
The amount of time between visits cannot exceed 6 months
Five Day ReconciliationPurpose: Reconcile meal counts to attendance
Perform at every monitoring visit
Determines if meal counts are reasonable
Highlights discrepancies in meal counts and attendance
Ensures that licensed capacity is being followed
Five-Day Reconciliation:Method:1. Compare meal counts to
attendance:
2. Fill out your 5 Day Reconciliation Form with attendance and meal count figures for the day of the monitoring visit plus the 5 previous days.
3. Do they reconcile?
Annual Racial/Ethnic Identity Form
This form needs to be completed at least once during the agreement year for each At-Risk Site listed on the addendum.
Claims for Reimbursement
Monthly Claim Forms
District completes and submits claims for reimbursement to DOE monthly within CNPweb
-Keep monthly claim information on file along with supporting documentation
Filing Claims for ReimbursementReimbursement Rates for At-Risk Sites
July 1, 2018- June 30, 2019:
Rates Breakfast Lunch &
Supper
Snack
Free 1.84 3.41 0.94
CIL: 23.75 cents
Calculating Average
Daily Attendance
(ADA)
1.
• At the end of each day, determine the total # of different kids who attended the site
2.
• At the end of the claim month, add the daily totals from Step 1. This is your total monthly attendance
3.
• Divide the figure from Step 2 by the number of operating days in the month
4.
• Make sure to always ROUND UP to the next whole number!!!!
Calculating Average Daily Attendance (ADA):
Jan 3 25
Jan 4 20
Jan 5 18
Jan 6 28
Jan 7 26
Jan 8 19
Jan 9 30
Jan 10 23
Jan 11 19
Total Monthly Attendance: 208
Total Monthly Attendance: 208
Divided by # operating days: 9
ADA = 23.1111111
Round up!
ADA = 24
Filing Claims for Reimbursement- Tips:
✓Make sure that the number of meals you claim at any one meal service time (Supper/Snack) does not exceed the number of operating days multiplied by the average daily attendance!
Example: Number of Operating Days: 10Average Daily Attendance: 20Meals claimed: Breakfast: 198 Lunch: 200 A.M. Snack: 202
10 x 20 = 200
Filing Claims for Reimbursement: TipsRemember:
You must notify the
state office and get
approval for agreement
changes before filing claims with those changes!
Make sure the info on your Claim matches info in your Agreement!
Number of sites sponsored & operating
Number of total participants
Type of meals served
Filing Claims for Reimbursement
• Claims and revised claims must be received on or before 60 days after the last day of the claim month
Claim Filing Deadlines:
• Institutions are only allowed 1 exception every 3 years; requires state agency approval and corrective action plan
Exceptions:
Filing Claims for Reimbursement
Claims will be processed using CNPweb – Details to come!
Currently, our payment system releases reimbursement payments weekly
The earlier you submit your claim, the faster you’ll receive your reimbursement payment!
Filing Claims for ReimbursementClaim Questions or Problems?
Contact: [email protected]
~OR~
April Taylor624-6876
