Daily Record of Attendance and Meal Participation, p' 38

1
Daily Record of Attendance and Meal
Participation, p. 38

• Attendance Form

2
Attendance Form

• Used to determine attendance and participation at
  meals
• Records who ate what meal when!
• Must be marked at the point of meal service
• NOT at the beginning of the day
• NOT at the end of the day
• NOT at the end of the month

p.39
3
Maximum Meals Claimed Per Day

• Only three meals per person per day may be
  claimed for reimbursement
• two meals and a snack
• two snacks and a meal
• Mark all meals a participant receives even in
  unable to claim

p.12
4
Attendance Form

• Step-By-Step, p.39

5
Step 1 - Top of the form
Hokeys Hideaway
Ms. Sally
4/
2050

• Enter the information required
• Name of center
• Name of teacher or classroom
• Month, Year

p.39
6
Step 2 - Date

• Enter the correct date for each day of operation
  during the month.

p.39
7
Step 3 Participants Name
April Adams
Bennie Carson

• Write the full name of one participant on each
  Name line.

p.40
8
Step 4 Eligibility Code or ID

• Use codes to indicate the eligibility category
  for each participant
• Free - 101
• Reduced - 102
• Paid - 103
• A very limited number of persons should know the
  eligibility category for each participant or the
  reason for the code on the form.

p.40
9
Step 4 - Code or ID
101
103
p.40
10
The Name and eligibility code must be complete
and accurate!
11
Step 5 - Page Number

• _______ of ______
• _______ of ______
• _______ of ______

p.41
12
Step 6 - Mark Attendance/Participation at each
meal

• AT Attendance
• Meals are identified by
• BK Breakfast
• SN Snack
• LU Lunch
• SU Supper

• Codes
• X served the meal (participated)
• a did not receive the meal
• X present but not served a meal (do not count)

p.41
13

• We use the circle to indicate something we do not
  want to count

14
p.41
15

• Mark meals during the time of meal service. Do
  not mark meals before or after the meal service!

16

• Mark attendance for the day on the AT line at
  the point of the day when you know the
  participant will or will not be in attendance.

p.41
17
Adding a New Person

• When a new person enters
• add name and eligibility code and
• begin marking participation on the first day.

p.41
18
When Someone Leaves

• Stop marking meals

p.41
19
Transfers, p. 46
transfer
transfer

• When a participant transfers from one class to
  another
• Write transfer on both forms
• Circle name on one sheet

20
Exercise

• Mark the Attendance form on page 42 a-b

21
Exercise
transfer
Ms. Sallys Class
p.42a
xxxx
transfer
Ms. Latashas Class
p.42b
22
Exercise
Steven Brown
101

p.42b
23
Quick Review

• Complete name, class, date, page at top of page
• Complete days of month
• Add participants names (first and last) and
  eligibility codes
• Mark at point of meal service
• X present
• a absent
• X present with no meal
• Add new participants by listing at bottom of page
  and marking meals
• Remove participants by stop marking meals
• Transfer write transfer on both sheets and
  circle name on one sheet

24
Not all meals served may be claimed for
reimbursement!

• Meals served to a participant not enrolled
• Meal types not approved
• Meals served in excess of three meals per
  participant, per day
• Meals that do not meet the meal pattern
• Meals served to children that have turned 13
• Meals served in excess of licensed capacity
  unless your sign-in -out sheets show licensed
  capacity was not exceeded at any one time!

p.43
25
Shift

• Participants come andgo during a meal such that
  you serve more meals than your license capacity
• Breakfast
• Licensed capacity of 10
• 3 school age children eat 6-7
• 8 pre-school eat 7-9

26

• If you have shifts.
• Your sign-in and -out sheets will show that you
  did not exceed licensed capacity at any one
  time!

27
Meals served prior to 659 PM - checked against
day license.
Meals served after 700 PM - checked against
night license.
28
Totaling the Attendance Form

• Count X across each row
• Attendance
• All meals served
• Add the Individual Totals column

p.43
29
Exercise

• On the Attendance form on page44, determine the
  Individual totals for Sarah Mae Brown and Antonio
  Carter and enter.
• How many free, reduced-price and paid
  participants received meals?

30

• Sarah Mae Brown - AT 13 BK - 13 LU 12
  SN - 11

• Antonio Carter - AT 18 BK - 15 LU
  18 SN - 17

Free participants _________ Reduced-Price
___________ Paid ______________
3
2
2
p.44
31
Special Circumstances Transfers, p. 46
transfer
transfer

• When a participant transfers from one class to
  another
• Write transfer on both forms
• Circle name on one sheet
• Do not count the circled name and code (count all
  meals)

32
Holidays and Other Closings

• Write holiday or closed down the column on
  the day closed

p.46
33
When a Participant is not in attendance all month

• Dont count this persons eligibility code
• Circle name

p.46
34
Special Circumstances - Drop Ins

• Drop Ins must have
• A F/RP Application if claimed in Free or Reduced
  category
• Be listed on Master Roster
• Be marked on Attendance form

p.47
35
Drop Ins
Drop In

• Write drop in under eligibility code
• Mark on first day of month when in attendance
• Mark only meals and attendance for days in care

p. 47
36
Present but not Served a Meal

• Circle meal that is not to be claimed

p. 47
37
Before and After-School Children

• Use a separate Attendance Form for these children
• Mark only the attendance and meals on the days
  the child eats
• If child is not present, dont mark a

p.47
38
If a Center Serves More Than Three Meals Per Day

• You may serve three or more meals within reason
• You may claim a maximum of three meals per
  participant per day in the CACFP
• The claimed meals may be
• two meals and a snack
• two snacks and a meal

p.48
39
If a Center Serves More Than Three Meals Per Day

• Mark all meals the participant is served
• At the end of the month, circle meals in excess
  of three meals per day
• Total all meals served excluding the circled meals

p.48
40
If a Participant Arrives After Marked Absent
X
a

• Mark over the a with a heavy X
• Correction fluid is OK use spairingly

p.48
41
Six or Seven Day Centers

• Use a separate Attendance Form for weekends.

p.48
42
Centers Claiming AM Snack

• Use a separate Attendance Form for weekends.

AM
p.48
43
Special Circumstances

• Transfers
• Holidays/Closings
• Participant not in attendance all month
• Drop Ins
• Participant present but not served a meal
• Before and After-School Children
• Serving more than 3 meals per day
• Participants arrives after being marked absent
• 6 or 7 day centers
• Centers claiming AM Snack

p.46 - 48
44
Review

• Use participants FULL names
• PRINT participants names legibly
• List the eligibility category code
• Fill out the Attendance at the point of meal
  service

p.49
45
Remember!

• Use the following symbols
• X present
• a absent
• X present but not claiming
• Use a circle to indicate meals or children not to
  count
• circle meals served over three per day
• circle names of transferred participants on one
  form

p.49
46
Dont

• Use one Attendance Form for two different months
• Leave blank boxes except for
• After School Children
• Drop-Ins

p.49
47

• The person who knows the participant the best
  should mark the Attendance Form!