Administrative Requirements for New Child Care Centers

1
Administrative Requirementsfor New Child Care
Centers

• Alaska Child and Adult Care
• Food Program
• (CACFP)
• Fiscal Year 2009
• FY09
• 10/1/08 9/30/09

2
Initial Application

• Application and Management Plan
• Center Site Information Sheet
• Annual CNP Web User Authorization Request
  Signatory Authority
• Attachment A B (budget)
• Rate Certification 30-day Study Roster

3
Initial Application

• Free Reduced Policy Statement
• Outside Employment Policy
• Public Media Release
• For-Profit Certification roster or Non-profit
  documentation
• Food Service Agreement
• At-Risk Snack Addendum
• New Vendor form
• Permanent Agreement

4
Initial Application

• Application Management Plan
• How your center is operating the CACFP
• Have available for future use over the next 3
  years in a binder in administrative office
• Center Site Information Sheet
• Particular information for each site
• Meal Times, Licensing, enrollment, etc.

5
Initial Application

• Annual CNP Web User Authorization Request
  Signatory Authority

6
Annual Requirement

• Give Program Access View Only/Claim Entry/Data
  Entry
• Terminate Program Access
• Authorized Signature

7
Initial Application

• Attachment A (Budget)
• List all projected expenses that you expect
• Operating kitchen
• Administrative office related
• List what you project to receive from CACFP
• Ann-Marie will help you figure this out
• List what other revenue you have to balance your
  budget
• Attachment B (Staffing Plan)
• Backs up Attachment A with labor costs

8
Attachment A
9
Rate Percentages

• Principal
• Eliminate overt identification
• Reimbursements are based on a snapshot of
  centers enrollment for 30-days

7 CFR 226.9(b)(2)
10
Rate Percentages

• Three Steps
• 1) Collecting the Family Size-Income Data
• Distribute sample Letter to Parents with the
  Confidential Income Statement (CIS)
• Distribution may begin any time after you receive
  the new CIS from the Child Nutrition Services
  (around August)
• Eligibility must be based on information reported
  on the Confidential Income Statement

11
Rate Percentages

• 30-day study period Attendance Roster
• Your yearly 30-day period will be in October and
  will determine the total attendance at the center
• All children who attend the center during the
  study period must be counted recorded on the
  attendance roster
• If you use the Child Care Grant roster remember
  that even part time children are counted on your
  30-day attendance roster

12
Rate Percentages

• 2) Categorizing Approving the Confidential
  Income Statements
• Must be signed dated by the parent before the
  end of study period
• Determination by the center should be done within
  the study period
• A child will be counted as over income if the
  form is not signed dated by parent
• SSN necessary except for categorical eligible
  children (i.e. Food Stamps, TANF, Head Start)

13
Rate Percentages

• Categorizing Approving the Confidential Income
  Statements continued
• Sequence of income
• If all sequences equal then you use that category
  to determine eligibility (i.e. all weekly income
  weekly income category)
• If they have a PFD then all income converted to
  annual
• Must use the 2008 PFD from Jan-Dec 2009

14
Rate Percentages

• 3) Documentation for the Certification Statement
• A yearly file folder containing the following
  back-up should be kept at the center
• Rate Certification Statement
• Certification Attendance Roster of all enrolled
  children
• Approved CIS for each child
• Attendance records for the study period

15
Rate Percentages

• Common errors in Rate Percentages Certification
  Process
• Leaving out drop-in children or children in
  special groups such as an after school program.
• Including children who are enrolled but did not
  attend during the 30-day period.
• Including only children who have a CIS on file
  instead of all who attended

16
Rate Percentages Process
30 children in attendance during 30-day study
period
17
Rate Percentage Process
Based on 250 Lunches
18
Rate Percentage Process
Based on 250 Lunches
19
Rate Percentage Process
Based on 250 Lunches
20
Rate Percentage Process

• Too much math???
• The Child Nutrition Program (CNP) database does
  the math for you
• OR
• Use the Rate Percentages Worksheet found on the
  CNS website
• http//www.eed.state.ak.us/tls/cns/CACFP2.html

21
Initial Application

• Free Reduced Policy Statement
• Assures CNS that you wont discriminate will
  not charge a fee for meals
• Outside Employment Policy
• Assures CNS that outside employment will not
  constitute a real or apparent conflict of
  interest with the CACFP

22
Initial Application

• Media Release
• To announce participation in the CACFP and to
  affirm that all children are treated equally.
• Centers must submit to local media
• Centers are not required to pay a fee (This is
  asked in the database each year)

7 CFR 226.23(d)
23
Initial Application

• For-Profit Eligibility
• 25 of enrolled or licensed capacity, whichever
• is less
• 25 of the children are eligible for free or
  reduced-price meals
• or
• 25 of the children receive benefits from Child
  Care Assistance-Pass I, II, or III and Jobs
  program
• Documentation must be maintained at center to
  verify the 25 criteria
• If goes below 25, center is not eligible for
  reimbursement for that month, but not terminated
  from CACFP

7 CFR 226.11(b) 226.17(b)(4)
24
For-Profit Eligibility - Database Claim
SAMPLE CACFP SPONSOR
Center sponsor checks boxes and submits total
enrollment and either Pass I,II,III or
Free/Reduced Eligible
SAMPLE CACFP SPONSOR
25
Initial Application

• Food Service Agreement
• Only used if purchasing meals
• At-Risk Snack Addendum
• Only used if area eligible
• New Vendor form
• Only used if you are not receiving funds from
  state of Alaska
• Permanent Agreement
• Final document signed by EED upon approval

26
Licensing Requirements

• When renewing child care license, CACFP must
  receive a copy
• 15 day grace period
• May be found Seriously Deficient if current
  license not on file
• Head Start programs in Anchorage must be licensed

7 CFR 226.6(d)(1)(i)
27
USDA Commodities

• Bulk products available through USDA based on
  average daily attendance
• Centers may select commodities and place order
  February each year
• Products are delivered in fall
• Need space for storage
• Contact Jo Dawson for more information
• Jo.Dawson_at_alaska.gov

28
Cash-in-lieu of Commodities

• If center opts out of commodities, may receive
  0.2075 for every reimbursable lunch and supper
• Most centers choose this option

29
Child Nutrition Program (CNP)Database

• CNP Web User Request Authorized Signer form
• Received your User ID Password
• Changed your password
• FY2009 Renewals/Updates Claims

30
Child Nutrition Program (CNP)Database

• Type in URL address http//www.eed.state.ak.us/t
  ls/cns/

31
Child Nutrition Program (CNP)Database
32
Child Nutrition Program (CNP)Database
33
Child Nutrition Program (CNP)Database
34
Child Nutrition Program (CNP)Database

• Select the program year

35
Child Nutrition Program (CNP)Database

• You will see 5 tabs - you can move between these
  tabs
• CNS will do the data entry for new programs -
  all future program data updates will be
  submitted by you (CACFP program administrators)

36
Civil Rights Compliance
37
Goals of Civil Rights

• Equal treatment for all applicants and
  beneficiaries under the law
• Knowledge of rights and responsibilities
• Elimination of illegal barriers that prevent or
  deter people from receiving benefits
• Dignity and respect for all

38
What Is Discrimination?

• Discrimination is defined as different
• treatment which makes a distinction of
• one person or a group of persons from
• others either intentionally, by neglect, or
• by the actions or lack of actions based
• on.

39
Protected Classes for USDA food programs

• Race
• Color
• Sex
• Age
• National Origin
• Disability

40
Heart of Civil Rights Act

• No person in the United States shall on the
  grounds of race, color, or national origin be
  excluded from participation in, be denied the
  benefits of, or be subjected to discrimination
  under any program or activity receiving Federal
  Financial Assistance.

41
Federal Financial Assistance

• Anything of value received from the Federal
  government and can include cash, commodities,
  training, computers, and more
• Accepting Federal financial assistance requires
  compliance with civil rights rules in all aspects
  of operations not just in the program being
  funded

42
8 Areas of Compliance

• Training
• Public Notification System
• Data Collection
• Compliance Reviews
• Civil Rights Complaints
• Assurances
• Limited English Proficiency
• Religious Organizations

43
8 Areas of Compliance Civil Rights Training

• Frontline staff who interact with applicants
  and participants and supervisors of frontline
  staff must be trained annually! This would
  include day care operators and their staff
  members.

44
Civil Rights Training

• Specific subject matter required, but not limited
  to
• Collection and use of data
• Effective public notification systems,
• Complaint procedures,
• Compliance review techniques,
• Resolution of noncompliance,
• Requirements for reasonable accommodation of
  persons with disabilities,
• Requirements for language assistance,
• Conflict resolution, and
• Customer service

45
8 Areas of Compliance Public Notification System

• All sponsors and their sites must display in a
  prominent place the And Justice For All,
  nondiscrimination poster .
• All sponsors must have the capability of
  providing informational materials in the
  appropriate translation

46
Public Notification System

• The purpose of this system is to inform
  applicants, participants, and potentially
  eligible persons of
• program availability,
• program rights and responsibilities,
• the policy of nondiscrimination and
• the procedure for filing a complaint.

47
Nondiscrimination Statement

• In accordance with Federal law and U. S.
  Department of Agriculture policy, this
  institution is prohibited from discriminating on
  the basis of race, color, national origin, sex,
  age or disability.
• To file a complaint of discrimination, write
  USDA, Director, Office of Civil Rights, Room
  326-W, Whitten Building, 1400 Independence
  Avenue, SW, Washington, DC 20250-9410 or call
  [phone] (voice and TDD). USDA is an equal
  opportunity provider and employer.

48
Too Big?

• This institution is an equal opportunity
  provider

49
Nondiscrimination Statement

• WEB SITES
• Include the long statement or a link to it on web
  sites that discuss FNS funded programs. Home
  page at a minimum!
• Include the long or short statement on materials
  intended to be printed off the web site.

50
8 Areas of Compliance Data Collection

• Collected to help determine if there are
  disparities between potentially eligible and
  participating populations
• Allow for targeting of outreach efforts
• Aggregated for analysis
• Kept confidential

51
Data Collection

• People self declare
• If person refuses to code, advise you will code
  for them rationale is discrimination based on
  perception and others would perceive same as you.
• These are government wide requirements imposed by
  the Office of Management Budget (OMB)

52
Data Collection

• Potential Program Participation
• the estimated number of potential eligible
  children by racial/ethnic category (report at
  start-up and keep in yearly file)
• Actual Program Participation
• the number of children participating (report
  yearly at renewal/update)

53
Data Collection

• Sources for potential participation
• See Census Quick Facts
• http//quickfacts.census.gov/qfd/ for info by
  county for each State
• Public school enrollment data.
• Current participation yearly basis
• Program enrollment data
• Visual identification

54
8 Areas of Compliance Compliance Reviews

• There are three types of Compliance
• Reviews
• Pre-award Post-award or Routine Special
  Compliance Reviews
• Check for non-discrimination and insure civil
  rights requirements being followed
• Conducted by State or Federal staff or both

55
Compliance Reviews

• Reasonable Accommodations
• Food Accommodations
• Tailored to meet individual situations
• Access to Program for people with disabilities
• Parking lot, entrances exits, halls, rest
  rooms, service animals
• Alternative arrangements for service

56
8 Areas of Compliance Civil Rights Complaints

• Right to file a complaint Any Person alleging
  discrimination based on race, color, national
  origin, sex, age, or disability has a right to
  file a complaint within 180 days of the alleged
  discriminatory action.
• Acceptance All civil rights complaints, written
  or verbal, shall be accepted and forwarded to the
  Civil Rights Division of the USDA Food and
  Nutrition Service.

57
Civil Rights Complaints

• Resolution of Noncompliance
• Corrective Actions
• Cease inappropriate actions
• Institute appropriate procedures
• Failure/Refusal can result in loss of federal
  assistance from ALL federal sources

58
8 Areas of Compliance Assurances

• Assurances Promises
• Included on the Permanent Agreement
• No discrimination based on race, color, national
  origin, age, sex, or disability
• Program will operate in compliance with all
  nondiscrimination laws, regulations,
  instructions, policies, and guidelines
• Compile data, maintain records, submit reports
• Allow reviews and access

59
8 Areas of Compliance Limited English
Proficiency (LEP)

• Definition
• Individuals who do not speak English as their
  primary language and who have a limited ability
  to read, speak, write, or understand English.

60
Limited English Proficiency (LEP)

• Recipients of Federal financial assistance have a
  responsibility to take reasonable steps to ensure
  meaningful access to their programs and
  activities by persons with limited English
  proficiency.

61
Limited English Proficiency (LEP)

• Factors to consider in determining what is
  reasonable
• Number of LEP individuals participating in the
  Program.
• Frequency of contact with the Program.
• Nature and importance of the Program.
• Resources available.
• For more information on LEP go to www.lep.gov

62
8 Areas of Compliance Religious Organizations

• Discrimination is prohibited against an
  organization on the basis of religion, religious
  belief or character in the distribution of funds
• Faith Based Organizations (FBOs) can use space in
  their facilities without removing religious art
  or symbols

63
Religious Organizations

• Beneficiaries also protected!
• No organization that receives direct assistance
  from the USDA can discriminate against a
  beneficiary or prospective beneficiary on the
  basis of religion or religious belief
• FBOs retain their independence and carry out
  their mission, as long as USDA funds or
  activities do not support worship, religious
  instruction or proselytization

64
Religious Organizations

• This is accomplished by
• Prohibiting discrimination on the basis of
  religion, religious belief, or religious
  character in the administration of Federal funds
• Allowing a religious organization that
  participates in USDA programs to retain its
  independence and continue to carryout its
  mission, provided that direct USDA funds do not
  support any inherently religious activities such
  as worship or religious instruction.

65
Religious Organizations

• This is accomplished by (continued)
• Clarifying that faith-based organizations can use
  space in their facilities to provide USDA-funded
  service without removing religious art, icons,
  scriptures, or other religious symbols and
• Ensuring that no organization that receives
  direct financial assistance from USDA can
  discriminate against a program beneficiary on the
  basis of religion or religious belief.

66
Helpful Civil Rights References

• USDA Regulations 7CFR 226.6
• FNS Instruction 113-1, including Appendix B

67
CACFP Administrative Review Processes

• Core Review Areas
• Self-Monitoring
• Civil Rights
• Recordkeeping
• Meal Counts
• Cycle Menu/Production Records
• Administrative Costs
• Licensing Approval/Sanitation
• Training

68
Core Review AreaSite Review (self-monitoring)

• Form available on web
• WIC Requirement
• Enrollment form requirement

http//www.eed.state.ak.us/tls/cns/CACFP2.html
69
Core Review AreaCivil Rights Requirements

• Justice for All poster(s) displayed
• Racial/ethnic count noted by reviewer
• No discrimination taking place
• Complaint procedures understood

70
Core Review Area Recordkeeping

• Program paperwork is organized and accessible
• Records being kept for sufficient time
• Confidentiality of participant information
• Permanent Agreement with State of Alaska on file
  at center
• Management Plan on file at center
• USDA Memos State Bulletins on file

71
Core Review Area Recordkeeping

• All records must be maintained Current 3 years
• Fiscal Year File Monthly Files
• Fiscal Year File
• Rate Percentage Certification Statement
• Enrollment and Eligibility Records
• Training Records
• Civil Rights Compliance
• Site Reviews (self-monitoring)

72
Core Review Area Recordkeeping

• Monthly Files
• Cycle Menu Records Working Menu Records
• Meal Count Records
• Production Records (if using)
• Daily Attendance Records
• Documentation of non-profit food service

73
Core Review Area Recordkeeping

• Per USDA Memo CACFP 01-2007 records must be kept
  longer if needed.
• Records must be kept for the required time period
  even if program closes.

74
Core Review Area Recordkeeping

• Claim for Reimbursement
• Due in to the state agency within 60 days of the
  claim month (within 10 days preferred)
• Additional 30 days for upward amendment
• On-line claim must be submitted by authorized
  representative
• Requires Average Daily Attendance (ADA)
• different then Public Assistance ADA

75
Core Review AreaMeal Counts

• Point of Service meal counts being taken
• Consistent counting methods
• Consistent compilation of counts
• Double-check system in place

76
Core Review AreaMeal Counts

• Attendance should not be used for meal counts
• Meal count at point of service on separate sheet
• If meal count is not current at review, meals
  will be disqualified for claim

77
Core Review AreaCycle Menus/Production Records

• Cycle Menus are complete
• Recipes included with analysis for serving sizes
• Variety of cycle menus for the year
• Production records are complete
• Enough food is being served
• Infant production records (required even if using
  the Cycle Menu option)

78
Core Review AreaAdministrative Costs/Non-Profit
F.S.

• Costs are accountable
• Costs match or exceed reimbursement
• Food Costs or gt than ½ the costs
• Reimbursement is used for CACFP
• Food costs
• Operating costs
• Put back into the CACFP
• Not used for other center programming

79
Core Review AreaAdministrative Costs/Non-Profit
F.S.

• If using costs other than food
• Labor must have timesheets reflect CACFP hours
• Utilities must have a cost allocation plan to
  reflect percentage of costs for CACFP compared to
  child care program

80
Core Review AreaLicensing/Approval Sanitation

• License or Approval Posted
• Not over capacity
• Food Worker Cards on file for all staff (with the
  exception of Municipality of Anchorage)
• Food Protection Manager Certificate on file for
  appropriate staff

81
Core Review AreaLicensing/Approval Sanitation

• State of Alaska Dept. of Environmental
  Conservation (DEC)
• http//www.dec.state.ak.us/eh/fss/training/trainin
  g.html
• http//www.ci.anchorage.ak.us/healthesd/sanity.cfm
  
• Food Worker Cards
• Certified Food Protection Manager (CFPM)

82
Core Review AreaLicensing/Approval Sanitation

• DEC Requirements
• One Certified Food Protection Manager (CFPM) will
  be required to be on staff
• One CFPM can represent all locations for
  multi-site programs if

83
Core Review AreaLicensing/Approval Sanitation

• DEC Requirements (Multi-Location)
• CFPM has a record on site at each location
  showing certification
• CFPM is involved in day to day activities,
  governs the activities and is responsible for
  activities
• CFPM has Food Safety Program in place for all
  food workers and enforces procedures

84
Core Review AreaLicensing/Approval Sanitation

• DEC Requirements (Multi-Location)
• The person in charge can demonstrate his
  knowledge and produce all records during an
  inspection in the CFPMs absence.
• All Food Workers must hold a Food Handler Card on
  file at each location

85
Core Review AreaLicensing/Approval Sanitation

• Municipality of Anchorage (Muni) Requirements
• Food Worker Cards not required
• Certified Limited Food Protection Manager
• 4 hour training
• Certified Limited Food Protection Manager
• 8 hour training

86
Core Review AreaTraining

• CACFP Training by
• Child Nutrition Services (CNS)
• Annual attendance is required
• If new administrator they must attend the next
  CNS training
• Offered through distance delivery
• May be found Seriously Deficient for
  non-attendance

USDA Policy Memo 04-03 CACFP State Policy Memo
16
87
Core Review AreaTraining

• CACFP Training by center staff
• Annual CACFP training must be conducted on-site
• Annual Training File must include
• Name or topic of training with
• Attendee names
• Agenda
• Date of training
• Location of training

7 CFR 226.16(d)(2)(3)
88
Core Review AreaTraining

• All CNS CACFP training presentations available
  on-line for center use at
• http//www.eed.state.ak.us/tls/cns/CACFP3.html

89
Follow-up Reviews

• If found Seriously Deficient, the state agency
  may perform follow-up review
• Unannounced
• Target corrective action issued, but may be more
  comprehensive

90
Update Renewal

• Centers renew every 3 years
• Update annually
• Updates Renewals due 10/1
• Rate Certification Packet due 11/15
• Coincide with Administrative Review
• Annual CNP Web User Authorization Request
  Signatory Authority

7 CFR 226.6(b)(2)
91
Renewal (every 3 years)

• Renew on the CNP Web by October 1st
• Sponsor Information Sheet
• Site Sheet (s)
• Submit to the state agency by October 1st
• Management Plan with attachments
• Attachment A B (Budget sheets)
• Outside Employment Policy
• Tax Exempt Documentation or For-Profit
  Statement of Eligibility
• Submit to the state agency by November 15th
• Rate Percentage Certification Roster
• Non-profit Food Service Financial Report

92
Update (2 yrs between renewal)

• Update on the CNP Web by October 1st
• Sponsor Information Sheet
• Site Sheet (s)
• Submit to the state agency by October 1st
• Attachment A B (Budget sheets)
• Submit to the state agency by November 15th
• Rate Percentage Certification Roster
• Non-profit Food Service Financial Report

93
Non-profit Food Service Financial Report

• Documents expenditure of USDA reimbursement for
  FY2009
• Non-profit food service
• Submit to CNS by November 15th
• If you miss the November deadline
• You will be out of compliance
• May result in future program participation

94
Non-profit Food Service Financial Report

• At least 50 of your yearly reimbursement must be
  spent on food
• All of the reimbursement must be expended on the
  food program
• All expenses must be documented and easily
  retrievable

95
What if you miss the deadline?

• CNS will approve within 30 days after receipt of
  a completed Update or Renewal packet from Center
• The October claim will not be paid until the
  Renewal/Update is approved (must be approved by
  60 day claim deadline)

96
CACFP Program Year
97

• CACFP Resources

98
National Food Service Management
Institute http//www.nfsmi.org/
99
http//www.nfsmi.org/ResourceOverview.aspx?ID87
100
Let CNS know if you would like a copy
101
http//teamnutrition.usda.gov/childcare.html
102
http//teamnutrition.usda.gov/Resources/nibbles.ht
ml
103
http//teamnutrition.usda.gov/Resources/childcare_
recipes.html
104
http//teamnutrition.usda.gov/Resources/buildingbl
ocks.html
105
http//teamnutrition.usda.gov/Resources/feeding_in
fants.html
106
Women, Infants, Children (WIC)

• WIC materials must be available on-site
• WIC Program
• PO Box 110612
• Juneau, AK 99811-0612
• [phone] or wic_at_health.state.ak.us

107
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108
For More Information

• Ann-Marie MartinCACFP Specialist(907)465-8711a
  nnmarie.martin_at_alaska.gov
• Or
• Loretta Pittman
• Education Assistant
• [phone]
• loretta.pittman_at_alaska.gov

109
Administrative Requirements

• Alaska Child and Adult Care
• Food Program