c hild & a dult c are f ood p rogram terms you should know sponsor – an organization approved...
TRANSCRIPT
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)
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
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
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:
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.