child & adult care food program
DESCRIPTION
Child & Adult Care Food Program. Nebraska Department of Education. Child & Adult Care Food Program. Annual Training For Sponsors of Multiple Sites. New Requirements for Sponsors. Oh, no! Not again!. USDA Findings. Federal response to audits Misunderstanding of rules No proof of training - PowerPoint PPT PresentationTRANSCRIPT
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Child & Adult Care Food ProgramChild & Adult Care Food Program
Nebraska Department of Education
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Child & Adult Care Food ProgramChild & Adult Care Food Program
Annual TrainingAnnual TrainingFor Sponsors of For Sponsors of Multiple SitesMultiple Sites
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New Requirements for SponsorsNew Requirements for Sponsors
Oh, no!Not again!
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USDA FindingsUSDA Findings Federal response to Federal response to
auditsaudits Misunderstanding of Misunderstanding of
rulesrules No proof of trainingNo proof of training Training inconsistent/ Training inconsistent/
not program relatednot program related Poor reviews by Poor reviews by
sponsor’s monitorssponsor’s monitors
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Changes for SponsorsChanges for Sponsors
Enrollment forms – annual updateEnrollment forms – annual update Monitoring requirementsMonitoring requirements 5-day reconciliation5-day reconciliation Block claimingBlock claiming Parent contactsParent contacts Staff TrainingStaff Training
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Enrollment Form - AnnualEnrollment Form - Annual Child’s NameChild’s Name Date of BirthDate of Birth Date Care BeganDate Care Began Signature of Parent or Signature of Parent or
GuardianGuardian Days and Times in Days and Times in
care care (child care only)(child care only) Usual Meals served in Usual Meals served in
care care (child care only)(child care only)
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Timing and FrequencyTiming and Frequencyof Reviewsof Reviews
ImprovingReviews
PreventingAbuse
Review Schedule
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Review RequirementsReview Requirements Conduct 3 reviews per Conduct 3 reviews per
year as per CACFP year as per CACFP applicationapplication
Conduct 2 of 3 reviews Conduct 2 of 3 reviews unannouncedunannounced
Review 1 meal service Review 1 meal service unannouncedunannounced
No more than 6 months No more than 6 months between reviewsbetween reviews
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Review RequirementsReview Requirements
Sponsor must notify Sponsor must notify sites sites in writingin writing that that they may be reviewed they may be reviewed by NDE, USDA & by NDE, USDA & sponsor.sponsor.
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Review RequirementsReview Requirements
Sponsor must present Sponsor must present photo ID when photo ID when conducting monitoring conducting monitoring reviewsreviews
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Review RequirementsReview Requirements
Preapproval review prior to participationPreapproval review prior to participation
Requires reviews of Requires reviews of allall new facilities new facilities within first 4 weekswithin first 4 weeks
Allows review averaging for Allows review averaging for allall sponsors sponsors
Allows sponsors to decide about review Allows sponsors to decide about review averaging without NDE approvalaveraging without NDE approval
Document! Document! Document!Document! Document! Document!
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“If it’s not written down, it didn’t happen.”
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Average of 3 ReviewsAverage of 3 Reviews 2 unannounced visits
with no serious deficiencies
3rd review not required Sponsor conducts an
average of 3 reviews of all its facilities that year
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Challenges for SponsorsChallenges for Sponsors Tracking facility Tracking facility
reviewsreviews
Adjusting review Adjusting review plans for block plans for block claims or serious claims or serious deficiencies deficiencies
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Four SuggestionsFour Suggestions
Use the schedule in your CACFP Use the schedule in your CACFP application.application.
Develop review plan that tracks reviewsDevelop review plan that tracks reviews
““Frontload” the plan with unannounced Frontload” the plan with unannounced and meal service reviews and meal service reviews
Anticipate changesAnticipate changes
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Follow Your Review PlanFollow Your Review Plan
You selected a review plan when you You selected a review plan when you submitted your CACFP application.submitted your CACFP application.
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Tracking ReviewsTracking Reviews
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FrontloadingFrontloading Schedule Schedule
unannounced and unannounced and meal service reviews meal service reviews early in the year.early in the year.
Remember! All sites Remember! All sites must have 2 must have 2 unannounced visits, unannounced visits, one of which includes one of which includes a meal observation.a meal observation.
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Anticipate ChangesAnticipate Changes
Reassess and adjust review plans Reassess and adjust review plans as neededas needed
If you change your review If you change your review schedule, update the schedule in schedule, update the schedule in the online system.the online system.
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Minimum ReviewMinimum ReviewRequirementsRequirements
Each facility had at least two unannounced Each facility had at least two unannounced reviewsreviews
One unannounced review was during a One unannounced review was during a meal service meal service
Block claiming and seriously deficient Block claiming and seriously deficient facilities had follow-up reviews facilities had follow-up reviews
Sponsor conducted enough reviews Sponsor conducted enough reviews required for its facilitiesrequired for its facilities
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Who does the site review?Who does the site review? Representative of sponsoring Representative of sponsoring
organization, central office, nurse or health organization, central office, nurse or health practitioner, area representatives …practitioner, area representatives …
It does not have to be the same person It does not have to be the same person every time.every time.
Employees/directors of site cannot review Employees/directors of site cannot review their own site.their own site.
This is a management function that cannot This is a management function that cannot be sub-contracted.be sub-contracted.
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Site ReviewsSite Reviews
Before the review . . .Before the review . . . Have a monitoring form – use NDE Have a monitoring form – use NDE
sample or one of your own.sample or one of your own. Know enrollment & licensed capacityKnow enrollment & licensed capacity Know times of meal servicesKnow times of meal services Look at records from prior week if Look at records from prior week if
submitted to central office weekly – submitted to central office weekly – 5 day reconciliation5 day reconciliation
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Site ReviewsSite Reviews
During the review . . .During the review . . . Photo IDPhoto ID Meal observation (at least one)Meal observation (at least one) Count number of participants being servedCount number of participants being served Compare your count to the center’s Point Compare your count to the center’s Point
of Service countof Service count Compare meal count to time in & out Compare meal count to time in & out
records & enrollmentrecords & enrollment
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Site ReviewsSite Reviews
During the review . . .During the review . . . Is meal pattern being met?Is meal pattern being met? Is enough food being prepared?Is enough food being prepared? Are production records current?Are production records current? Are delivery slips on file if meals Are delivery slips on file if meals
are vended/catered?are vended/catered? Are enough meals being delivered?Are enough meals being delivered? Is ‘And Justice for All’ poster displayed?Is ‘And Justice for All’ poster displayed?
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NDE Sample Site ReviewNDE Sample Site Review
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5-Day reconciliation:5-Day reconciliation:documentationdocumentation
Compare time in/out to meal counts – by participantCompare time in/out to meal counts – by participant Random sample must equal at least 10% of Random sample must equal at least 10% of
participants enrolled; minimum of five participants participants enrolled; minimum of five participants in the sample.in the sample.
Compare meals claimed to enrollment form (if Compare meals claimed to enrollment form (if applicable)applicable)Complete 5-day reconciliation chartComplete 5-day reconciliation chartIf not reconciled, reviewer determines if establishment If not reconciled, reviewer determines if establishment of over claim is necessaryof over claim is necessary5-day reconciliation must be done as part of EVERY 5-day reconciliation must be done as part of EVERY site review.site review.
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ActivityActivity
CompareCompare Enrollment formsEnrollment forms Time in/out sheetsTime in/out sheets Meal count sheetsMeal count sheets Make notes of discrepancies & meals to Make notes of discrepancies & meals to
be deducted.be deducted.
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Quincy Adams & Zoe MeyerQuincy Adams & Zoe Meyer Enrollment form is not signedEnrollment form is not signed Claimed breakfast on Thursday and Claimed breakfast on Thursday and
Friday; enrollment says Monday, Tuesday, Friday; enrollment says Monday, Tuesday, WednesdayWednesday
Not clocked in Thursday or Friday Not clocked in Thursday or Friday Deduct Breakfasts Thursday and FridayDeduct Breakfasts Thursday and Friday
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Taylor & Tyler BryantTaylor & Tyler Bryant Supper is claimed every night - enrollment Supper is claimed every night - enrollment
form shows they leave at 5:15 Monday, form shows they leave at 5:15 Monday, Wednesday, Friday (may need to update Wednesday, Friday (may need to update the enrollment times with a note)the enrollment times with a note)
Left on Wednesday at 2:15 but claimed for Left on Wednesday at 2:15 but claimed for Supper – deduct 2 suppersSupper – deduct 2 suppers
Not clocked out on Friday; ?? Snack and Not clocked out on Friday; ?? Snack and SupperSupper
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Liz Casey & Erin WagnerLiz Casey & Erin Wagner Enrollment form is not datedEnrollment form is not dated Enrollment form says she leaves at 11:30 Enrollment form says she leaves at 11:30
but claimed PM snack on Tuesday and but claimed PM snack on Tuesday and Wednesday and clocked out at 11:30 – Wednesday and clocked out at 11:30 – deduct 2 PM Snacksdeduct 2 PM Snacks
Erin claimed PM Snack Tuesday and Erin claimed PM Snack Tuesday and Wednesday; not clocked in/out for after Wednesday; not clocked in/out for after school snacks – deduct PM Snacksschool snacks – deduct PM Snacks
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Max CooperMax Cooper
Not clocked in or out on Monday or Not clocked in or out on Monday or Thursday– deduct Breakfast and SnacksThursday– deduct Breakfast and Snacks
School age – claimed all day on Friday, School age – claimed all day on Friday, non-school day??non-school day??
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Chelsey Dobbins & Bryce HamiltonChelsey Dobbins & Bryce Hamilton
Incomplete enrollment form; no times Incomplete enrollment form; no times listed and does not indicate supperslisted and does not indicate suppers
Claimed supper every day and not clocked Claimed supper every day and not clocked out – deduct all mealsout – deduct all meals
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DJ & JD PickyDJ & JD Picky JD enrollment information is incompleteJD enrollment information is incomplete Watch the nicknames – enrollment for Watch the nicknames – enrollment for
Daniel - is this DJ?Daniel - is this DJ?
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Brock SimmonsBrock Simmons Enrollment form expired March 31, 2006Enrollment form expired March 31, 2006 Monday and Friday onlyMonday and Friday only Clocked in and out on Tuesday but no Clocked in and out on Tuesday but no
meals claimedmeals claimed Not clocked in or out for Friday – deduct Not clocked in or out for Friday – deduct
lunchlunch Monday clocked out at 1:50; what time is Monday clocked out at 1:50; what time is
PM Snack?PM Snack?
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Clare & Clarence TracyClare & Clarence Tracy
Clarence is school age – lunch claimed on Clarence is school age – lunch claimed on Friday, non-school day??Friday, non-school day??
Clare is not clocked in on Wednesday - Deduct Clare is not clocked in on Wednesday - Deduct BLSBLS
Clare clocked in at 11:00 a.m. Thursday but Clare clocked in at 11:00 a.m. Thursday but marked for Breakfast - ?? when was breakfast, if marked for Breakfast - ?? when was breakfast, if past time deduct that breakfastpast time deduct that breakfast
Clarence was not clocked in on Thursday for Clarence was not clocked in on Thursday for breakfast – deduct breakfastbreakfast – deduct breakfast
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Frank & Cooper WigglesFrank & Cooper Wiggles No enrollment formNo enrollment form Claimed four meals on Monday, Tuesday, Claimed four meals on Monday, Tuesday,
Friday – deduct breakfastsFriday – deduct breakfasts
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StellaStella No enrollment formNo enrollment form No time in/outNo time in/out Deduct all meals on FridayDeduct all meals on Friday
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ActivityActivity Complete the verified row after deducting Complete the verified row after deducting
meals.meals.
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Questions?Questions?
?
???
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Corrective Action & Follow-upCorrective Action & Follow-up What corrective action will the reviewer What corrective action will the reviewer
prescribe for the center?prescribe for the center? Will the sponsor do any follow-up?Will the sponsor do any follow-up?
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Center Submits ClaimCenter Submits Claim Compare 5-day reconciliation to claim Compare 5-day reconciliation to claim
when submittedwhen submitted Is the information consistent?Is the information consistent? Are parent contacts needed?Are parent contacts needed? Corrective action for centerCorrective action for center
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Review Center’s ClaimReview Center’s Claim
BRBR LULU SNSN SUSU
AA BB CC AA BB CC AA BB CC AA BB CC
44 11 44 44 11 77 44 22 77 22 11 44
44 00 22 22 11 77 22 11 77 00 11 44
Numbers from verified row are transferred to the
worksheet
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Block ClaimingBlock Claiming
The same The same number of number of meals claimed meals claimed for one or more for one or more meal types is meal types is identical for 15 identical for 15 consecutive consecutive days in the days in the month.month.
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Block ClaimingBlock Claiming
PM Snack is an example of Block Claiming
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Block ClaimingBlock Claiming
PM Snack is an example of Block Claiming
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Block ClaimingBlock Claiming
PM Snack is an example of Block Claiming
38 Total Meals
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Block ClaimingBlock Claiming If block claiming is detected:If block claiming is detected: Unannounced visit within 60 daysUnannounced visit within 60 days Cannot be part of averaging (at least 3 Cannot be part of averaging (at least 3
reviews must be done)reviews must be done) If there is a logical explanation for the If there is a logical explanation for the
block claim, the sponsor notes this on the block claim, the sponsor notes this on the review formreview form
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Parent ContactsParent Contacts
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Staff TrainingStaff Training Site reviewers must Site reviewers must
be trained be trained Other staff must be Other staff must be
trained based on trained based on their duties & their duties & experienceexperience
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Staff TrainingStaff Training
Training topics must include:Training topics must include:• meal patternmeal pattern• meal countsmeal counts• claimsclaims• claim review proceduresclaim review procedures• record keepingrecord keeping• explanation of payment systemexplanation of payment system
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Staff TrainingStaff Training
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