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Master Roster

Master Roster. Page 28. Master Roster. Purpose To report enrollment For annual summary of ethnic and racial information required by USDA List ALL enrolled participants for one year Kept up to date on a monthly basis Redone each year in September to be in effect on October 1. p.30. p. 30.

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Master Roster

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  1. Master Roster Page 28

  2. Master Roster • Purpose • To report enrollment • For annual summary of ethnic and racial information required by USDA • List ALL enrolled participants for one year • Kept up to date on a monthly basis • Redone each year in September to be in effect on October 1 p.30

  3. p. 30 Who Is an Enrolled Participant? Everyparticipant in your center, including: • Full-time children • Part-time children • Drop-in children • After-school children • Children for whom you do not claim meals p.30

  4. Who is not an enrolled participant? Children who never come to your center.

  5. Step 1 – Alphabetize F/RP Apps Abbott, Charles 1/24/46 Barker, Thomas, P. 12/8/2048 Carlson, Kaitlyn 12/8/49 p.30

  6. Step 1 - Alphabetize Hale, James, K. 1/24/46 Barker, Thomas, P. 12/8/48 Households with children with more than one last name: • Photocopy F/RP Application • Alphabetize photocopy according to second last name listed. • Circle name on photocopy used in alphabetization. p.30

  7. If you do not receive a F/RP application : To ensure that all enrolled participants are listed: • Write the name, birth date, and ethnic and racial information on a blank application • Mark the application “Paid” • Alphabetize with the F/RP applications p.31

  8. Step 2 - List Names, p. 30 Abbott, Charles Carlson, Kaitlyn Driver, LaShanda • Using the alphabetized F/RP Applications, list the participants on the Master Roster • List by last names first

  9. X X X Step 3 - Category of Eligibility Abbott, Charles Carlson, Kaitlyn Driver, LaShanda • Using the F/RP Applications, mark the participant’s eligibility category p.31

  10. Abbott, Charles 7/1/50 Carlson, Kaitlyn 7/1/50 Driver, LaShanda 7/1/50 Step 4 - Date Entered X X X • For this year only, list the date entered as the date you are approved to begin operating the CACFP p.31

  11. Abbott, Charles 10/1/50 Carlson, Kaitlyn 10/1/50 Driver, LaShanda 10/1/50 Step 4 - Date Entered X X X • For all future years, the date entered is October 1. p.31

  12. Step 4-Date Entered The date entered is NOT the date the participant enrolled at the center!

  13. Let’s Review… • Step 1 – Alphabetized F/RP Apps • If no app – still list • Step 2 – List names (last name, first name) • Step 3 – Mark eligibility category • Step 4 – Date entered • This year only – date begin program • October 2008 – 10/1/08

  14. Alford, Tonya X Step 5 - Keep up to date 10/1/50 Abbott, Charles X 10/1/50 Carlson, Kaitlyn X Driver, LaShanda X 10/1/50 12/4/50 • New participants - list after the last person on your alphabetical list • The date entered = date the participant begins participation p.31

  15. Exited Participants Abbott, Charles X 10/1/50 Carlson, Kaitlyn X 10/1/50 11/6/50 11/30/50 Driver, LaShanda X 10/1/50 Alford, Tonya X 12/4/50 When a person exits, list the date exited Or, show the exit date as the last day of the month p.32

  16. Who must be “exited” from the Master Roster? Remember… Master Roster is a list of all CACFP enrolled participants… used to report monthly enrollment Enrolled = received care Exit means did not receive care during the month Examples: School Age child not in attendance all month Person on vacation all month p.32

  17. Sliding into a Different Universe • Common words; different meanings: • Enrollment • Exit • More to come!!!

  18. Carlson, Kaitlyn X 1/7/51 Participant Re-enters Abbott, Charles X 10/1/50 Carlson, Kaitlyn X 10/1/50 11/6/50 Driver, LaShanda X 10/1/50 Alford, Tonya X 12/4/50 • If an exited participant re-enters, add the person’s name, eligibility, and date re-entered at the bottom of the Master Roster. • The F/RP Application should be placed in alphabetical order. p.32

  19. Master Roster • Listing of all enrolled participants from Oct. 1 to Sept. 30 • List ALL enrolled participants. • New participants are added as they enroll • Participants are exited • Exited = did not receive care during the month • Day they are no longer in attendance • Last day of the month • Redone each year in September to be in effect on October 1. • Used to report enrollment on Monthly Claim…

  20. Abbott, Charles X 10/1/50 Carlson, Kaitlyn X 10/1/50 11/6/50 Driver, LaShanda X 10/1/50 Alford, Tonya X 11/4/50 Determining Number Enrolled • In November, 4 participants were enrolled • Kaitlyn is counted in November • In December, 3 participants were enrolled • Kaitlyn is not be counted in December p.33

  21. Determine Number Eligible • To make it easier to determine the number eligible: • Exit • on last day received care or • last day in November • Highlight name Carlson, Kaitlyn X 10/1/50 11/30/50 11/6/50 Carlson, Kaitlyn X 10/1/50 11/6/50

  22. Abbott, Charles Abbott, Charles X X 10/1/50 10/1/50 Carlson, Kaitlyn Carlson, Kaitlyn X X 10/1/50 10/1/50 11/6/50 11/6/50 Driver, LaShanda Driver, LaShanda X X 10/1/50 10/1/50 Alford, Tonya Alford, Tonya X X 11/4/50 11/4/50 Determining Number Enrolled • Kaitlyn left 11/6/50 • She is counted in November • After we determined the November count –highlight • Highlighed names are not counted • Is Kaitlyn counted in December? p.33

  23. Determining Enrollment What was the enrollment in March? June? July? 6 6 7

  24. Exercise #1 • Complete the Master Roster on page 33a using the F/RP Applicationson page 24 a-e. • Date entered is 3/8/2050.

  25. Exercise #1 CHILD AND ADULT CARE FOOD PROGRAM MASTER ROSTER beginning in ___________, _________ through September 30, _________ . Month Year Year March 2050 2050

  26. Exercise #1 Dawes, Cindy L. X 3/8/50 X Dawes, James S. 3/8/50 Dorn, Henry S. X 3/8/50 X James, William J. 3/8/50 X Johns, Larry 3/8/50 Mills, Sarah X 3/8/50 Thayer, John P. X 3/8/50 What is the enrollment in March? 7

  27. Exercise #2 • On pages 33 b-d are three F/RP Applications. Determine eligibility. • List on Master Roster on page 33a. • William James withdrew from your program on 6/6/2050. Indicate this on the Master Roster.

  28. Exercise #2 4 3060  Susan Davis 3/27/50 Kristen Henderson

  29. Exercise #2  Susan Davis 3/27/50 Adam McCoy

  30. Exercise #2  3/27/50 Susan Davis Jeremy Stevens No social security number

  31. Exercise #2 7/6/50 Henderson, Kristen X 3/27/50 McCoy, Adam X 3/27/50 . 10. Stevens, Jeremy X 3/27/50 What is the enrollment in August? What is the enrollment in March now? What is the enrollment in July? 10 10 9

  32. Exercise #3 On the Master Roster on page 33f and 33g, total the number of participants enrolled in August. • Determine total enrollment • Determine F/RP enrollment (free and reduced-price)

  33. August: Total enrollment: _________________ August: F/RP enrollment: _________________ Page 33f - g 43 31

  34. Master Roster • Listing of all enrolled participants from Oct. 1 to Sept. 30 • List ALL enrolled participants. • New participants are added as they enroll • Participants are exited • Exited = did not receive care during the month • Day they are no longer in attendance • Last day of the month • Redone each year in September to be in effect on October 1. • Used to report enrollment on Monthly Claim • Used to summarize racial/ethnic data ….

  35. Ethnic and Racial Data Collection • Once a year collect and summarize ethnic (Hispanic or not Hispanic) and racial enrollment. 2. This is reported on the Master Roster. p.33e

  36. Ethnic and Racial Data Collection p.33f

  37. Ethnic and Racial Data Collection • Tally ethnic/racial data on F/RP applications • Enter the totals in the section near the top of the first page of the Master Roster.

  38. 5 66 OK! 3 5 37 66 35 Ethnicity = 71 Race = 75

  39. Ethnic and Racial Data Collection 1. This year only – Do when set up Master Roster 2. After this year – Do on October 1

  40. Computerized Master Roster, p. 33e • It is permissible to keep the Master Roster on computer. • All required information (Names, dates entered and exited, and eligibility categories) must be included. • A monthly print-out must be maintained with monthly files • The list may be kept in alphabetical order. • Instructions for MR on Excel Spreadsheet, p.34 & 35

  41. Master Roster - Summary • List ALL enrolled participants. • The Master Roster is good for only one year. A new Master Roster must be completed each year in September to begin on October 1. • Master Rosters must be kept on file for four years. p.36

  42. Master Roster - Summary • A complete entry on the Master Roster includes: • Participant’s name, last name first • Eligibility category • Date entered • Date exited (if applicable)

  43. Master Roster - Summary • The DATE ENTERED = • First year - use date approved to begin program for all currently enrolled participants. • For participants who enroll after approval date, use date they begin participation. • On October 1 • Do a new Master Roster • Date entered for all currently enrolled participants is 10/1. p.36

  44. Master Roster - Summary • Keep F/RP applications in alphabetical order. • Never remove or discard an application. Leave in alphabetical order. • Never erase or cross off a name on the MR (unless you make a mistake). p.36

  45. Master Roster - Summary • If a participant is not in attendance during the month, he/she must be exited from the program on the last day of the preceding month. • Ok to computerize MR as long as you have a monthly printout. p.36

  46. Master Roster - Summary • Annually, you MUST collect racial/ethnic data. • If you have more than one center, keep a separate MR at each site. p.36

  47. Idea! • Place all alphabetized F/RP Applications in a 3-ring notebook. • Place the Master Roster in front of the notebook. • As new children enroll, list on Master Roster and put application in correct alphabetical order. p.37

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