Transcript Administrative Update - Alaska Department of Education

Administrative Update for
Child Care Centers FY15
Alaska Child and Adult Care
Food Program
September, 2014
Required for FY 2015
USDA – Child and Adult Care
Food Program
Legislation
 Regulations
 Instructions
 Policy Memos

Page 2
USDA – Child and Adult Care
Food Program

Legislation – latest is the Healthy
Hunger Free Kids Act of 2010

Regulations

Code of Federal Regulations Title 7
Agriculture, Chapter II – Food and
Nutrition Service, Department of
Agriculture Part 226
Page 3
7 CFR 226.2, 226.15, 226.16,
226.17, 226.17a, 226.19, 226.20

Parts of 226 that you may be
interested in:


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.2 Definitions
.15 Institutional provisions
.16 Sponsoring Organization provisions
.17 Child care center provisions
.17a At-Risk afterschool care center prov.
.19 Outside-school-hours care center
prov.
.20 Requirements for meals
Page 4
From Regulations:
Basic Requirements
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Tax exempt or meet for-profit require.
New applications and renewals req.
Accept final administrative and
financial responsibility
Provide adequate supervisory &
operational personnel
Pre-approval visits for all facilities
Recordkeeping – outlined on next
slides
Page 5
Recordkeeping


Application & supporting docs
Enrollment - NEW – need annually
Page 6
Recordkeeping cont.

Eligibility – Confidential Income
Statement (CIS)
Page 7
Recordkeeping, cont.
Confidential Income Statement
Page 8
Recordkeeping, cont.
Confidential Income Statement

PFDs

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
Must use the PFD the family received last fall (Sept/Oct
2013) through December 2014 ($900.00)
Starting in January you must use this year’s PFD
(unknown amount at this point) that are received in
October 2014
Sequence of income

All income will have to be annualized (multiplied by
factor to equal yearly income) if they receive a PFD
Page 9
If the total family income is $3,700 for a family of 3 which
category would they fall into?
Recordkeeping, cont.


Daily attendance & meal counts
Daily meal counts for adult program staff
Page 12
Recordkeeping,cont.


Invoices/receipts/records of costs and
of income
Claims submitted within timeframe
Page 13
Recordkeeping, cont.
Claim for Reimbursement

Due no later than 60 days past the end of
claim month
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Needs to be in PENDING APPROVAL by due
date (see claim calendar)
Error in the USDA Independent Center
Handbook pg. 44 – cannot do upward
adjustment within 90 days!
On-line claim must be submitted by
authorized representative
Requires Total Attendance
Page 14
Recordkeeping, cont.
Claim for Reimbursement

Total Attendance for Month
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Add all children throughout the month
Duplicated number
Type this number on line 6
The database will compute Average Daily
Attendance (ADA) on line 7
Page 15
Recordkeeping, cont.
Claim for Reimbursement

Costs entered on sponsor claim sheet

All costs must be approved prior via Budget on
file with the state (this year or prior year for
independent centers who are not submitting new budget)

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Actual costs for food, non-food, labor (no guesses)
Only CACFP on receipts – do not include non-CACFP on same receipt
Note food or non-food amount on each receipt
System for compiling to accurately submit expenses on monthly claim
Page 16
Recordkeeping, cont.
Claim for Reimbursement
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
Claims by site
What to do if you haven’t received all paperwork
for all of your sites & getting close to 60 day
deadline?

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Database requires you to have 75% of your sites
submit claims
If site not claiming for a month:

Go into site information sheet & revise to un-check the
month, then submit for approval

If you haven’t started the claim the site will not show up – if
you have touched the site claim we will have to delete at
Page 17
the state agency
Recordkeeping, cont.
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Receipts of program payments from
EED
Documentation of meals served
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(Menus, recipes, recipe analysis, production records)
Monitoring records
Training sessions (& attendance at
training of monitors)
Non-profit food service
Page 18
Basic Requirements, cont.

Perform edit checks prior to claim
submission
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Have daily records available
Meal type approved
2nd person double-check counts, if menus
are creditable (children/infants/allergies),
attendance is being completed
Page 19
Basic Requirements, cont.
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Permanent Agreement with the state
Proper commodity utilization
Record retention 3+ current year
Comply with regulations, instructions,
& guidance
Ensure WIC material available
Page 20
USDA – Child and Adult Care
Food Program

FNS Instructions

Posted on CNP website Provide
guidance
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Ie. FNS Instruction 796-2 Rev. 4–
Financial Management in CACFP
Updated this year! Good resource
http://education.alaska.gov/tls/cnp/CACFP6.
html
Page 21
USDA – Child and Adult Care
Food Program

Policy Memos

Distributed through Alaska Bulletins and
USDA website
Guidance on specific topics


CACFP 13-2013 Health & Safety In CACFP
Policy Memos can be found on USDA website:
http://www.fns.usda.gov/cnd/care/RegsPolicy/PolicyMemoranda.htm
Page 22
Update & Renewal for FY2015

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Update annually & renew every 3
years
Database Updates & Renewals due
October 1st
Forms due October 1st

Except the

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NPFS Financial Report
One Month Enrollment Report(if you also
have a child care)
Page 23
Child Nutrition Program (CNP)
Database


FY2015– Renewals/Updates
Handout on CNP yearly update
Page 24
Child Nutrition Program (CNP)
Database
Type in URL address –
https://www.eed.state.ak.us/tls/cnp/
Page 25
Child Nutrition Program (CNP)
Database
Page 26
All Programs Update Yearly
Submit to the state agency by
October 1st
 Management Plan (if updated)
 Attachment A & B (Budget sheets for
sponsoring orgs – more than one site)
Page 27
All Programs Update Yearly
Submit to the state agency by
October 1st
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Attachment C (Training for sponsor orgs)
Attachment D (Monitoring for sponsor orgs)
Cycle Menus
Vended Meal Agreement (if applicable)
At-Risk docs (if applicable) for returning
sites
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Activity documents (flyers)
Area boundary documentation from school district (if app)
Sponsor/site agreement
Child Care Standards if not licensed
Page 29
Central Contract Registry (CCR)

All recipients of federal funds must
register on CCR
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CCR – expiration date
Update or renew annually
Need a Data Universal Number
System (DUNS) number to register

Included in CNP database now
Page 30
All Programs Update Yearly
Submit to the state agency by
November 10th
 Non-Profit Food Service (NPFS)
Financial Report
 One Month Enrollment Report – NEW!!
 Needed for centers & OSHC Centers
Page 31
Non-profit Food Service
Financial Report
Best Practice:
Food costs = or > than 50% of reimbursement
If you don’t meet this submit an explanation
with form as to why you are not spending at
least 50% of reimbursement on food
Page 32
Non-profit Food Service
Financial Report continued
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Print out all back-up when you
complete this report and keep in your
files
Report from your accounting system
What system do you use?
What report dates are you using?
Page 33
Non-profit Food Service Financial
Report (due no later than Nov 10th)
Page 34
Non-Profit Food Service

Cash vs. Accrual Accounting
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Cash = expenses & income reported
when paid/received
Accrual = expenses & income recorded
when incurred
End of year you’ll use accrual (costs &
income in September for September)
Page 35
One Month Enrollment Report
(OMER)
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CHANGES THIS YEAR!
Replaces the 30-day study (Rate %
Certification)
New dates: October 1-31st
List of Enrolled Participants vs. in
Attendance
Report on the OMER which is an Excel
document
Page 36
OMER Process
Four Steps:
1) Distribute sample Letter to Parents with the
Confidential Income Statement
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Distribution may begin October 1st
Eligibility must be based on information
reported on the Confidential Income Statement
Take off “sample letter” & replace with your
letterhead
Page 37
OMER Process
2) Categorizing & Approving the
Confidential Income Statements (CIS):
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Must be signed & dated by the parent during the
study period (October 1- 31st)
Determination by the center should be done
within the study period (October 1- 31st)
A child will be counted as over income if the form
is not complete
Document number on CIS (will be same number
you put on Enrollment and OMER
Page 38
OMER Process
3) Document Enrollment and Eligibility
Status on Enrollment Roster in the
OMER
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All children who are enrolled at the center during
the month must be counted & recorded on the
enrollment roster. (see handout)
If you also have at-risk afterschool program and
any of those afterschool kids ONLY go to at-risk
program then DO NOT put on roster.
If you also have at-risk afterschool program and
any of those afterschool kids are enrolled for your
regular CC (ie. morning) then DO put on roster
Page 39
CACFP Child Enrollment
Roster – for OMER
Page 40
OMER Process
4) Documentation for the OMER. A yearly
file folder containing the following backup should be kept at the center:
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Copy of OMER
Categorized CIS for each child
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Copy of attendance records for the study period
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School, Head Start or Migrant documentation
You cannot claim meals for children without their
enrollment form on file
Enrollment (could be in individual child files or in
Page 41
an enrollment file)
OMER Process
o
Centers are required to collect & submit this
information only once a year.
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One month October 1 –October 31st
Need OMER to process October claim
You can choose to do it more if there is a
significant change at your center
Page 42
OMER Process - Common errors
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Leaving out drop-in children or children in
special groups such as an after school
program (if eating need to be enrolled)
Including only children who have a CIS on file
instead of all who are enrolled during the
month.
Counting Migrant, Foster, or Head Start child
as family eligible but they are single
classification
Page 43
OMER Process
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Using School Eligibility
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If you have school age children & don’t
get CIS back from families you can use
school data by contacting school district
with names/birthdate of child(ren)
School must use income infor on child
from this school year by Income Apps or
Categorical Elig – CURRENT is required
Some districts migrating to CEP this year
– Community Eligibility (only using
categorical eligibility w/out app)
Page 44
Reimbursement Rates
Alaska Reimbursement Rates
July 1, 2014 through June 30, 2015
Page 45
Certification Process
Certified
Count
Category
Percentage
35
Free
54%
20
Reduced Price
31%
10
Above Scale
15%
65
Total
30 children enrolled during month period
100.00%
Page 46
Certification Process
Based on 500 Lunches
Rate Category
%
% times Meals by Federal Reimbursement
Meals Category Rate
by Rate
.54 x 500
lunches
31% Reduced .31 x 500
Price
lunches
54%
15%
Free
Paid
.15 x 500
lunches
4.84
4.44
.46
Total
Page 47
Certification Process
Based on 500 Lunches
Rate
%
Category
54%
Free
31%
15%
% times Meals by Federal Reimburseme
Meals Category
Rate
nt by Rate
.54 x 500
lunches
Reduced .31 x 500
Price
lunches
Paid
.15 x 500
lunches
270
4.84
155
4.44
75
.46
Total
Page 48
Certification Process
Based on 500 Lunches
Rate Category
%
.54 x 500
lunches
31% Reduced .31 x 500
Price
lunches
15% Paid .15 x 500
lunches
54%
Free
% times Meals by Federa Reimbursement
Meals Category l Rate
by Rate
270
x 4.84 = $1,306.80
155
x 4.44
75
=
x .46 =
Total
$688.20
$34.50
$2,029.50
Page 49
OMER Process

Submit no later than November 10th
Submit to Child Nutrition Program office:
OMER for each site
(you can submit the Excel doc via e-mail or print out
and fax or mail)
Page 50
Good Things with OMER 
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Typed names – last and first so easy
to verify
Number attaching enrollment forms to
CIS forms to this report – so one CIS
can be attached to all children in family
attending your centers
Automatically calculates
Documents for the for-profits programs
Page 51
Additional Documents for
Renewal (every 3 years)
Submit to the state agency by October 1st:
 Recipes & recipe analysis
 Organizational Chart
And if the following have changed:
 Outside Employment Policy
 Mission Statement
 Non-discrimination Statement
Page 52
CACFP Training by state
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Annual attendance is required
Need Civil Rights training yearly
May be found Seriously Deficient for
non-attendance at annual state training
Page 53
Annual Civil Rights Training
Two options:
PowerPoint on the CNP website:
http://education.alaska.gov/tls/cnp/CRR.html
Or distance training through eLearning site:
http://education.alaska.gov/ELearning/
Page 54
CNP Administrative Reviews
The state agency reviews
 At least every 3 years
 More often if :
 follow-up is needed
 State CNP needs to meet 33.3%
requirement
Page 55
Core Review Elements
Enrollment & Eligibility
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Enrollment forms – NEW!!
CACFP information required on
enrollment forms
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Name
Date of birth
Normal days and hours of care
Meals normally eaten
Parent signature
Page 56
Core Review Elements
Enrollment & Eligibility
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License posted if licensed center &
within capacity
Attendance Records
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Where do you take attendance?
Most issues come with lack of good
attendance
WIC information posted
Page 57
Core Review Elements
Meal Counts
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Point of Service meal counts
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Count by child’s name (most reliable and
you can verify w/attendance)
Consistent counting methods
Consistent compilation of counts
Double-check system in place prior to
submission to state
Page 58
Core Review Elements
Meal Counts
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Attendance should not be used for meal
counts
Meal count at point of service on separate
sheet
Meals not reimbursed if meal count is not
current
Avoid counting at end of meal – when
children have left the table it’s too late!
Page 59
Core Review Elements
Meal Counts
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Procedure to ensure non-reimbursable
meals not claimed
Program adult meals counted (not
claimed)
Non-program meals counted (not claimed)

Who is paying for these meals since they are
not USDA meals?

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Center reimburse CACFP account?
Food costs not included in CACFP food costs?
Page 60
Core Review Elements
Meal Observation
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Meal Service
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Portion sizes
Creditable components
Type of meal service implemented
correctly
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Family Style
Pre-plating
Eating environment
POS Meal Counts
Health & Safety
Page 61
Core Review Elements
Menu Records & Meal Pattern
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Cycle menus
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Working menus must be on file
Recipes with analysis for serving sizes
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HM & CN listed & actual doc on file
Variety of cycle menus for the year
Variety of foods served
Need recipes even if you have production
records
Production records (if using)
Medical statements
Page 62
Core Review Elements
Infant Feeding
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Infant = 0 through the 11th month
Have to offer to all program
participants – cannot exclude infants
Procedure for double-check that meals
are creditable before claiming
Separate Infant menu/meal counts
Formula/Feeding selection forms on
file or include on enrollment form
Page 63
More notes on Infant Meals
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Imperative to train staff well
Use new infant menu/meal count
sheets
Double-check and only claim if meals
are creditable for age
More infant training on CNP
website:http://education.alaska.gov/tls/
cnp/CACFP3.html
Page 64
Core Review Elements
Vended Meals
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Intent to contract to EED prior to
setting up contract
Approved (by EED) contract on file
Menus/recipes/CN labels – provided
by vendor and available on review
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Who creates the menus?
What do you do if not meeting CACFP
standards?
Page 65
Core Review Elements
Vended Meals continued
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Daily vendor receipts
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Time/temperatures documented on
receipt daily
Items delivered & quantities
Vendor receipts = end of month
invoice – who checks this??
Back-up system
Page 66
Core Review Elements
Non-Profit Food Service
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Costs are accountable (food/non food
are different ledger accounts)
Costs match or exceed reimbursement
Food Costs = or > than ½ the
reimbursement or reason why not 50%
Food receipts match menu
Reimbursement is used for CACFP
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Food costs & Operating costs
Not used for other center programming
Page 67
Core Review Elements
Non-Profit Food Service cont.
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Must be on approved budget
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Sponsors= this year budget
Independent centers= this year or last year
Food receipts or food donations match
menu
Reimbursement is used for CACFP
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Food & Non-food Operational Costs
Operational Labor (actual time spent)
Administrative & Administrative Labor
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Actual time spent
Cannot exceed 15% of total reimbursement
Page 68
Procurement
We will check your
procurement records
Procurement in
CACFP/SFSP PowerPoint
Page 69
Core Review Elements
CACFP Staff Training
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Annual CACFP training must be
conducted
Annual Training File must include:

Agenda with all topics listed:
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Attendee names & signatures
Date of training
Location of training
Any materials used in training (keep together)
Page 70
You can make
make changes
to this CACFP
training agenda
Core Review Elements
CACFP Staff Training

New Employee CACFP training must
be conducted

New Employee Orientation sheet
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Agenda with all topics listed:
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Attendee names & signatures
Date of training
Location of training
Any materials used in training (keep together)
Page 72
Training issues
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What are your training issues?
Who do you train?
Where is your training documentation
kept? (staff file, CACFP training file)
What has worked well for training
staff?
Page 73
Core Review Elements
CACFP Staff Training

All CNP CACFP training presentations will
be available on CNP website
http://education.alaska.gov/tls/cnp/CACFP3.html

CACFP Training Agenda Template
available on CNP website
http://education.alaska.gov/tls/cnp/CACFP2.html
Page 74
Core Review Elements
Site Review (site-monitoring)
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Required for sponsors of more than 1
site
At least 3 times a year
No more than 6 months between
Timely corrective action (document)
If new site – must do:

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Pre-approval visit
1st site visit within 4 weeks of open
Page 75
Core Review Elements
Site Review (site-monitoring)

Form available on web
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Monitor one meal type
Visit each classroom
Summary at the end must be completed
2 signatures
Complete 5-day reconciliation-Updates

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Check attendance & enrollment with meal
counts
Each classroom (use addendum if needed)
Page 76
Core Review Elements
5 Day Reconciliation - UPDATED
14. Do daily attendance records support the meal counts for the day of review & prior 4
days? (Complete a 5-day reconciliation below)
Meal Verified: __Breakfast XXLunch/Supper __Snack (AM/PM/Eve)
Day 1 Date: 7/29/14 Attendance: 25 Enrollment: 35 Meal Count: 24
Day 2 Date: 7/30/14 Attendance: 20 Enrollment: 35 Meal Count: 24
Day 3 Date: 8/3/14
Attendance: 23 Enrollment: 35 Meal Count: 23
Day 4 Date: 8/4/14
Attendance: 25 Enrollment: 35 Meal Count: 24
Day 5 Date: 8/5/14
Attendance: 22 Enrollment: 35 Meal Count: 22
Document last 5 days
•Attendance (from actual sign in/sign out)
•Enrollment (are all children enrolled?)
•Meal Count Sheets
Page 77
Core Review Elements
Civil Rights Requirements
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Justice for All poster(s) displayed
Racial/ethnic count noted by reviewer
Your procedure on collecting
racial/ethnic data you submit yearly on
CNP web
No discrimination taking place
Complaint procedures understood

Write down your complaint procedure
Page 78
Core Review Elements
Civil Rights Requirements

Non-discrimination statement
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Long Version
Website
Newsletters
Menus (short version okay)
Parent Policies
This is what some programs forget
Page 79
Updated
Non-discrimination Statement
The U.S. Department of Agriculture prohibits discrimination against its customers,
employees, and applicants for employment on the bases of race, color, national origin, age,
disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs,
marital status, familial or parental status, sexual orientation, or all or part of an individual’s
income is derived from any public assistance program, or protected genetic information in
employment or in any program or activity conducted or funded by the Department. (Not all
prohibited bases will apply to all programs and/or employment activities.)
f you wish to file a Civil Rights program complaint of discrimination, complete the USDA
Program Discrimination Complaint Form, found online at
http://www.ascr.usda.gov/complaint_filing_cust.html, or at any USDA office, or call (866)
632-9992 to request the form. You may also write a letter containing all of the information
requested in the form. Send your completed complaint form or letter to us by mail at U.S.
Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue,
S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at
[email protected].
Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA
through the Federal Relay Service at (800) 877-8339; or (800)845-6136 (Spanish).
USDA is an equal opportunity provider and employer.
Page 80
Non-discrimination Statement
short version
This institution is an equal
opportunity provider and employer
Page 81
Core Review Elements
Health Safety & Sanitation

State of Alaska Dept. of Environmental
Conservation (DEC) & Municipality of
Anchorage (MUNI)


Food Worker Cards -3 years
Certified Food Protection Manager
(CFPM) – 5 years
Page 82
Core Review Elements
Health Safety & Sanitation

Documentation
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
Copies of FW cards (who needs it?)
Copies of FW test completion
Certified Food Protection Manager
certificate
Documentation of correspondence or
enrollment for next CFPM training
Page 83
Core Review Elements
Sanitation

Food Storage
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Food Handling Practices
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Refrigerator/Freezer (age of food/
temps/cleanliness)
FIFO
Preparing
Serving
Dishwashing/garbage
Safe Food Handling


Time/Temperature
Proper use of Gloves
Page 84
Core Review Elements
Program Administration

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Paperwork is organized and
accessible
Records & accounts available
Confidentiality of participant
information
Correspondence/guidance with EED
Permanent Agreement with EED
Management Plan on file & updated

Now this is required yearly
Page 85
Follow-up Reviews

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
May be unannounced
Target corrective action issued, but may
be more comprehensive
Checking for Permanent Corrective
Action

Needs to be permanent – or move through
Serious Deficiency Process
Page 86
Corrective Action

If findings on Administrative Review





May be found Seriously Deficient (letter
will be sent to you)
Corrective Action form given
2 weeks to submit documentation
If you need another week, contact CNP
ahead
Can be found SD if late on corrective
action submission
Page 87
Serious Deficiency in CACFP




226.6(c)(2) and 226.6(c)(3)
Submission of false information
Permitting an individual on NDL list to
serve in a principal capacity
Failure to operate Program in
conformance with the performance
standards 226.6(b)(1)xviii) & (b)(2)(vii)
Page 88
Serious Deficiency cont.





Failure to comply with bid procedures
& contract requirements
Failure to maintain adequate
records
Failure to adjust meal orders
Claiming reimb. for meals not served
Claiming meals that do not meet
requirements
Page 89
Serious Deficiency cont.



Use of a food service vendor that is in
violation w/ health codes
Failure to properly train or monitor
facilities
Failure to perform any of the other
financial & admin. Responsibilities


ie. Late submission of update/renewal
Any other action affecting the
institution’s ability to administer the
Page 90
Program
Potential Termination from
CACFP


If Corrective Action is not Permanent
Institution may be found out of
compliance


Serious Deficient (if not found SD in the
past)
Notice of Termination (if already SD on
this issue) with Appeal Rights
Page 91
CACFP Fiscal year (FY) 2015

August/September 2014

October 1, 2014

November 10, 2014

October 1, 2014 – September 30, 2015
Page 92
CACFP Resources
Page 93
State of Alaska Child Nutrition Programs
http://education.alaska.gov/tls/cnp
Page 94
USDA CACFP
http://www.fns.usda.gov/cacfp/child-andadult-care-food-program
Page 95
USDA State Sharing Center
http://healthymeals.nal.usda.gov
/state-sharing-center-0
Page 96
http://teamnutrition.usda.gov/childcare.html
Page 97
http://teamnutrition.usda.gov/Resources/childcare_recipes.html
Page 98
http://teamnutrition.usda.gov/Resources/feeding_infants.html
Page 99
National Food Service Management Institute
http://www.nfsmi.org/
Page 100
http://www.nfsmi.org/ResourceO
verview.aspx?ID=488
Page 101
Health Safety & Sanitation Resources

DEC or Muni

DEC CFPM Training Available:
http://www.dec.state.ak.us/eh/fss/training/cfpm.html

Muni Information Available:
http://www.ci.anchorage.ak.us/healthesd/sanity.cfm
Page 102
For More Information
Ann-Marie Martin
CACFP Coordinator
(907)465-8711
[email protected]
Alexis Hall
Education Program Assistant
(907) 465-4969
[email protected]
Page 103
Administrative Update for
Child Care Centers FY15
Alaska Child and Adult Care
Food Program