Preparing for Your CACFP Desk Review Nicki Christoferson Megan - - PDF document
Preparing for Your CACFP Desk Review Nicki Christoferson Megan Harlan CACFP Specialist CACFP Specialist OSPI Child Nutrition Services OSPI Child Nutrition Services Hello everyone. This webinar is to help you to understand and prepare for your
Nicki Christoferson CACFP Specialist OSPI Child Nutrition Services Megan Harlan CACFP Specialist OSPI Child Nutrition Services
Hello everyone. This webinar is to help you to understand and prepare for your CACFP desk administrative review. We will quickly go through the process from beginning to end, starting when you receive the first contact from your program specialist regarding a review. 1
What a desk review is and why we’re implementing them The steps to a desk review Items needed for your review and how to submit them
Read Slide. 2
in person
Due to the COVID‐19 Pandemic, USDA issued waivers to allow State Agencies administering the CACFP and other child nutrition programs to complete desk reviews in lieu of conducting onsite reviews. Throughout this recording, we will reference USDA guidance that has modified additional components of conducting administrative reviews during the pandemic. SLIDE: COVID‐19 has required that we make changes to our administrative review process to accommodate public health guidelines. This includes conducting desk reviews to provide necessary social distancing by not visiting sponsors or sites in person. 3
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Dates the review will take place The best method of providing required records
formal notice of review.
It is important to discuss with your specialist any barriers you have in your particular situation in meeting the requirements of the desk review. One of the main challenges can be proper technology to scan and upload documentation into WINS or if you are a multi‐site sponsor, the amount of documentation required to upload. Your specialist will work with you to figure out the best course of action. SLIDE Scheduling the Review
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The desk review notification email will include:
A copy of the menu for the selected review month needs to be submitted at least 1 week prior to the start of the review. This can be uploaded into WINS or emailed.
As previously mentioned, the records checklist will be provided to you via the formal desk review notification. This list has all the required documentation that is needed to successfully conduct the review. In the following slides, we will provide visuals of these documents and more thorough explanations of each one. Please be sure and note that some of these records require specific requests by the program specialist before they can be uploaded or mailed. SLIDE:
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The 2 main methods for document delivery are uploading in WINS (preferred method) or using a standard mail delivery option that includes tracking. The checklist is a list of all required records needed for your program specialist to conduct the desk review. A copy of the menu for the selected review month needs to be submitted at least 1 week prior to the start of the review. This can be uploaded into WINS or emailed. 7
This is a quick image of what the records checklist list looks like. This will be sent as an email attachment with your desk review notification letter. Please be sure to read thoroughly to ensure what documents pertain to your organization specifically. To assist you in ensuring the proper documents are submitted, we will quickly go through the checklist on the following slides and provide visuals of each. 8
Attendance Records or parent sign-in/out sheets CACFP Attendance Roster(s) Enrollment Income Eligibility Applications (EIEAs) – Page 1 & 2 Enrollment Forms (EFs), if EIEAs are not on file (not required for at-risk and outside school hours sites) ECEAP (ELMS report) and/or Head Start (Child Plus report) list from the grantee agency (contractor) with child’s start date and exit date – if applicable
The first section of the Checklist of Records for your desk review pertains to your study month. ( read the slide) We will talk more about these forms in a moment. 9
Put attendance records in order by date Have records for each day of operation during study month Can use parent sign- in/out sheets
Attendance records or parent sign‐in/out sheets, whichever is most accurate, may be used to verify the children that were in attendance during the study month and need to be uploaded into WINS. Read slide. 10
Roster is needed for each site. Can use your own form using OSPI format as on form
The attendance roster lists all children in attendance during the study month and indicates whether each child is free, reduced, or above scale. Read slide. 11
Put EIEAs in alphabetical order to match the children’s names on attendance roster
EIEAs are filled out by the parent/guardian listing information to determine if their child is free, reduced, or above scale. Please include page 1 and 2 when uploading into WINS. Read slide. *If you don't have the ability to scan front to back, then you should write at least the last name of the child on the back of the E/IEA before scanning, so we can match them to the correct front page. 12
Put EFs (along with the EIEAs) in alphabetical
children’s names on the attendance roster
EFs are filled out by the parent/guardian if an EIEA is not already on file. Since EIEAs do not need to be filled out by the parents of ECEAP and Head Start children, an EF must be on file. Read slide. 13
Obtain ECEAP (ELMS report) and/or Head Start (Child Plus report) to verify the children were in these programs during the study month. Child’s start date and exit date (if applicable) needs to be on report.
Read slide. 14
Menus (child and infant, if applicable)– send to program specialist one week prior to review Infant meal forms (if applicable) Meal count records Child Nutrition labels and/or product formulation statements
Examples: deli meats, canned/frozen entrée items such as ravioli
The second section of the Checklist of Records for your desk review pertains to the monthly CACFP records to upload into WINS. We already talked about how attendance records need to be provided for the study
selected by your program specialist. Your program specialist will determine which labels they need to see once the specialist reviews the menu. This will be emailed to you directly, please do not upload
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Nutrition Facts & ingredient labels for cereal, tofu, whole grain- rich items, and yogurt – only those requested by program specialist Recipes for homemade entrees - only those requested by program specialist Itemized receipts/invoices for food and supplies purchased Documentation of cook’s wages
Read first 2 Your specialist will let you what nutrition facts, ingredient labels, child nutrition labels and/or product formulation statements, and recipes that are needed. Read last 2 16
Menus for each meal claimed Site name on menus Date cycle menus
Menus need to be provided for each meal claimed for reimbursement. If you have multiple sites, the site name needs to be on each menu. Be sure to make a copy of cycle menus with the date(s) recorded. Send both menus for children and infants as applicable for your organization. 17
Infant meal records need to be provided if your center is claiming infants for
infant meal records need to be provided. 18
Infant Meal form must be on file for all infants claimed Keep forms in alphabetical order
In addition to the infant meal records, the infant meal form needs to be provided for each infant claimed. Put infant meal forms in alphabetical order. 19
Keep original meal count forms on file Take meal counts by name when more than 3 meal services are claimed
Meal count records also need to be provided. Read slide. 20
Keep on file for cereals and yogurt to show they meet the sugar limit Send only nutrition labels requested by the program specialist
Read slide. 21
Labels need to be on file for whole grain-rich items offered on menus. Product label Ingredients label Only submit items requested by the program specialist.
Submit those labels that your program specialist has requested for the whole grain‐ rich items noted on your menus. Provide the product label (showing what the food item is) and the ingredient labels to verify the products are whole grain‐rich. 22
PRODUCT FORMULATION STATEMENT (PFS) If CN Label is not available, ask manufacturer for a PFS
http://www.floridahealth.gov/programs-and-services/childrens- health/child-care-food-program/_images/cn-label.gifCHILD NUTRITION (CN) LABEL Some products have a CN label on their case packaging. CN Labels look like this:
Submit to your program specialist the requested child nutrition labels and/or product formulation statements. Examples of these are canned and/or frozen entrée items such as chicken nuggets, fish sticks, pizza, and ravioli. These labels need to show how much meat/meat alternate is in the product and how much to serve (example ‐ how many chicken nuggets to serve) to meet the portion requirements. The label also needs to show how much breading, if you are counting it toward the meal pattern requirements. 23
Recipes should include:
applicable)
Recipes need to be provided for homemade entrée items. Send only those requested by your program specialist. Read slide. 24
Itemized receipts/invoices for food and supplies purchased Separate receipts by month Receipts must be dated Copies of receipts must be legible
Food Co. 44.49 Graham Crackers 25.05 Baby Carrots 32.29 Whole wht bread 19.99 Whole milk 29.99 1% milk 29.38 Chicken nuggets 34.99 Canned peaches 19.87 Cheerios 17.44 Rice Chex 16.22 Mixed veg, froz
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Applies to for-profit centers ONLY
attendance each month
The third section on the Checklist of Records to have for your desk review pertains
Read last 3 bullets on slide. The records to provide are for the review month specified. 26
Submit a list of free and reduced‐price children in attendance along with attendance records or parent sign‐in/out sheets, and EIEAs for all children on the list for the review month. This information can be documented on monthly or yearly forms. 27
Request for Special Dietary Accommodations form/Fluid Milk Substitution form Food handler’s permit(s) Staff training documentation Procedure for Processing Civil Rights Complaints Civil Rights Complaints Log Civil Rights Compliance Form Photo of “And Justice for All” poster displayed in center Site review forms for sponsors with multiple sites
The last section on the Checklist of Records to have for your desk review is the Misc. Records. Read slide. We will go over these forms in more detail. 28
This form or a medical statement from a recognized medical authority must be on file when a child cannot have cow’s milk or an approved soy milk due to a medical
during the onsite review. Due to COVID, we will not be conducting onsite meal
will discuss what your center's process is for dealing with these forms and your specialist may request this documentation. Read the slide: Keep forms in alphabetical order by the child’s last name. 29
This form needs to be completed by the parent when an approved soy milk or other creditable non‐dairy milk substitute is given to their child. At a minimum for the desk review, we will discuss what your center's process is for dealing with these forms and your specialist may request this documentation. Slide: Keep forms in alphabetical order by the child’s last name. 30
A food handler’s permit should be on file for the cook
Read slide. Submit a copy of food handler’s permit for your cook. 31
Document annual training provided to staff. Submit the sign‐in sheet, agenda, detailed list of topics discussed, and handouts provided to staff. 32
Please provide a copy of your procedure for processing civil rights complaints. If your
you can use our form and keep it on file. 33
Month Year | 34
Please provide a copy of your civil rights complaints log. If your organization does not already have a log for tracking civil rights complaints, you can modify our template for your organization and keep it on file. 34
The civil rights compliance form will be sent to you in your desk review notification
your review documentation. 35
https://www.usda.gov/sites/default/files /documents/JFAgreen508.pdf
Take a picture of the “And Justice for all” Poster in your center and upload that into WINS with the rest of your documentation to meet this requirement. 36
Sponsors with multiple sites must review each site 3 times per year Keep the review forms together by site
Read slide. 37
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Month Year | 39
the review.
questions and providing technical assistance to help you in administering the CACFP .
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What a desk review is and why we’re implementing them The steps to a desk review Items needed for your review and how to submit them
Read slide. 40
Your program specialist is available for any questions. Please reach out to us at any time.
Read the slide on this one. If you are unsure who your assigned program specialist is for CACFP, you can find out by logging into WINS or also you can see a list of our program staff with their assigned areas on our website (https://www.k12.wa.us/policy‐funding/child‐nutrition/child‐nutrition‐ contacts#ChildandAdultCareFoodProgram) 41
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