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Catholic Family Child Care Nutrition Training 2010 - 2011

Catholic Family Child Care Nutrition Training 2010 - 2011. Table of Contents. Meal Counts Record Keeping Claim Submission Reimbursement Process Meal Pattern High Fat Foods All About Milk! Infant Guidelines Civil Rights Policy Corrective Action Procedures.

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Catholic Family Child Care Nutrition Training 2010 - 2011

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  1. Catholic Family Child Care NutritionTraining 2010 - 2011

  2. Table of Contents • Meal Counts • Record Keeping • Claim Submission • Reimbursement Process • Meal Pattern • High Fat Foods • All About Milk! • Infant Guidelines • Civil Rights Policy • Corrective Action Procedures

  3. You’ve Got Questions Here Are The Answers What is a Meal Count? What kind of records do I need to keep? What is a Claim and how do I submit it? What type of milk should I serve the children? What do Civil Rights have to do with the Food Program? When do I get my reimbursement? What is a Meal Pattern? What are high fat foods? What are the guidelines for infants? What is Corrective Action and what happens?

  4. MealCounts What is a meal count? A meal count is the act of taking a count of the children that are participating in a given meal. How do I take meal counts? Meal counts can be taken in several ways: • If using Minute Menu software, you place a check mark by each child that is participating in the meal you are recording. • If you are using Minute Menu scan forms (bubble forms) you bubble each child’s number next to the meal you are recording • If you are documenting in a Minute Menu system at a later time (not recommended) then you must keep your meal counts on a hard copy with your menus and In/Out records Meal counts are one of the 3 components that must be kept on a daily basis to be in compliance with USDA’s guidelines

  5. MealCounts Count the children that are eating at each meal Check the box next to each child that is eating in Minute Menu Kids OR Bubble in each child’s number in the attendance section on the scan form OR Hand write each child’s name/number that is served the meal next to the menu or In/Out records

  6. Record Keeping Daily recording keeping is a critical part of participation in the Child and Adult Care Food Program (CACFP). The 3items that need to be kept on a daily basis are: • Menus – listing each component for each meal during the day. Menus need to be dated for the day the food was served. • Meal Counts – listing each child individually that participated at each meal served. • In and Out Attendance – Minute Menu software data entry or scan form bubbling should be identical to the parent signed in and out attendance records. Other records also need to be kept, such as copies of the Application and Agreement you signed to participate in the program, review forms, child enrollment forms, etc. All CACFP records should be kept for the current year, plus 3 years back.

  7. Record Keeping Records need to be kept on a daily basis and they are: • Menus • Meal Counts • In and Out Attendance Keep all CACFP records for this year, plus 3 years back.

  8. Claim Submission Claims need to be submitted once a month by the 4thof the following month for reimbursement. Submitting your claim by the 4th of each month assures you that you will receive your reimbursement in a timely manner. Your claim consists of the 3 items listed in record keeping & When you submit your claim, you need to make sure that all supporting documentation is on file to support that claim. • Application & Agreement • Current daycare license • Enrollment forms • Doctor’s notes to support special diets • ETC…

  9. Claim Submission Submit your claim by the 4th of the month Claims consist of: • Menus, Meal Counts & In/Outs • Claims supported by required documents

  10. Reimbursement Process Meals will be reimbursed to the provider within 5working days of Catholic Family Child Care Nutrition Program (CACFP) receiving payment from the U.S. Department of Agriculture (USDA). Meals will be reimbursed for the appropriate number of meals multiplied by the current reimbursement rate set by the USDA. Meals may be disallowed for reimbursement if: • The provider’s records are incomplete, inaccurate or missing (meal counts, menus, or sign in and outs) • Meals do not meet the CACFP meal pattern requirements • Meals are claimed in excess of the authorized capacity

  11. Reimbursement Process Catholic Family Child Care Nutrition Program will pay within 5 working days of receiving funds from USDA Meals x Rates = $$$ Disallows happen if: • No records (meals counts, menus, or sign in and outs) • Incorrect meal pattern • Claimed higher than capacity

  12. Meal Pattern

  13. Meal Pattern

  14. Meal Pattern Serve foods that are Creditable – Refer to the Creditable Foods Guide for Family Day Care Homes, Child Care Centers and Adult Day Service Centers Participating in the Child and Adult Care Food Program

  15. HIGH FAT FOODS

  16. High fat foods can only be served 1 time during the week. Once a week includes Lunches, Snacks or Dinner. Please check the high fat foods list and pay attention to your food chart. High fat foods are marked with (HF).

  17. THE HIGH FAT FOODLIST • Beef Franks # 2 • Package Beef Lunchmeat/Bologna # 5 (If using Deli Beef Meat use # 13) • Bratwurst # 10 • Chicken Franks # 23 • Packaged Chicken Lunchmeat/Bologna # 104 (If using Deli Chicken Meat use # 103) • Corn Dogs # 12 • Pepperoni # 15 • Packaged Pork Lunchmeat/Bologna # 41 (If using Deli Pork Meat use # 36) • Sausage Beef # 16 • Sausage Pork # 43 • Turkey Sausage # 33 • Turkey Franks # 28 • Spam # 44 • Packaged Turkey Lunchmeat/Bologna # 32 (If using Deli Turkey Meat use # 26)

  18. HIGH FAT FOOD SUGGESTIONS • When Serving Pepperoni or Sausage pizza, record the cheese instead of the meat. • When serving sandwich meats it is best to use deli meats. Use the deli meat number.

  19. Infant Guidelines

  20. BIRTH - 3 MONTHS • Formula or breast milk for all meals. • Providers who can claim their own children or helpers children can not claim the infant if the infant is breastfed. May claim the infant at 4 months when foods are offered. Make sure to list the formula information on the child’s enrollment form.

  21. 4 MONTHS – 7 MONTHS • FORMULA or BREASTMILK FOR ALL MEALS. • All foods listed in this age group are optional. • Start offering foods at parents request. • Supply at least one food.

  22. 8 MONTHS to 1 YEARS OLD BREAKFAST, LUNCH, & DINNER • ALL FOODS MUST BE OFFERED AND LISTED. • You can use any of the foods on the food chart unless it is blocked with an asterisk. • Infant cereal MUST be served for breakfast. • Infant Formula or Breast milk must be served and listed until the infant turns 1 years old.

  23. SNACKS 8 MONTHS – 1 YEAR • Serve Formula, Breast milk, or 100% juice. • Juice must be served from a cup. • Crackers and other bread items are optional.

  24. PARENT SUPPLIED FORMULA OR BREASTMILK USE NUMBER 13 TO RECORD PARENT SUPPLIED FORMULA OR BREAST MILK.

  25. PROVIDER SUPPLIED FORMULA • Use number 11 to record the formula when the Provider supplies. • Use number 11 to record Formula or Breast Milk for a Provider’s own child.

  26. Civil Rights Policy Catholic Family Child Care Nutrition Program and it’s employees will ensure every customer will be treated fairly, equally, with dignity and respect. There will be no exceptions or excuses. We have a moral and legal obligation to treat our customers with respect and courtesy, regardless of race, color, national origin, gender, religion, age, disability, political belief, sexual orientation, marital or family status. All employees of Catholic Family Child Care Nutrition Program must commit to uphold this policy. Our board of Directors and Executive Director will comply with, or adopt USDA’s civil rights policy at Catholic Family Child Care Nutrition Program. Refusal of any kind against customers will not be tolerated; each of us must demonstrate a commitment to equal treatment for all individuals. Any and all complaints should be forwarded to the Executive Director and/or the USDA. A complaint form will be filled out at the time of the complaint (by the Executive Director or customer with complaint). A copy of the complaint form will be forwarded to the U.S. Department of Agriculture and the Office of the Superintendent of Public Instruction. An internal discussion will take place with the Board of Directors, employee and Executive Director to allow the employee in question to give his/her version of the reported incident to the Board. The Board of Directors will have the final decision of disciplinary action for the employee, if found to be in the wrong.

  27. Civil Rights Policy Catholic Family Child Care Nutrition Program providers will be treated fairly, no exceptions The Civil Rights Policy will be adopted by the Board of Directors Complaints against employees will be addressed and resolved

  28. CORRECTIVE ACTION PROCEDURES FOR FAMILY CHILD CARE HOME PROVIDERS Corrective Action #1: Submission of false claims, Failure to keep required records, Noncompliance with meal pattern, Any other circumstance related to nonperformance.

  29. Findings of C.A. #1 • Foods observed at a visit did not match the foods on the claim. • Children observed at a visit did not match those on the claim and/or attendance record. • Meals claimed for children who were not observed during the visit. • Dinner not served on visit day, but is served every other day. • Weekend meal not served on visit day, but it is on all other weekends. • The in/out times on the attendance do not match what was observed or usually claimed. • Some children gone so unable to observe a shift that is always claimed and/or shifting not able to observe. • Claims school hours on weekends or holidays. • Fewer or no kids present when visit attempted for a meal that is usually claimed.

  30. SPONSOR ACTION of C.A. #1 • Deduct meals. • Within one month of finding, conduct an unannounced follow-up visit for explanation and technical assistance. • Conduct household contacts, if appropriate. • Require parent sign in/out forms, if appropriate. • Send letter for corrective action.

  31. Reoccurrence After Technical Assistance of C.A. #1 • Revoke shift, dinner, and/or weekend claiming privilege, if appropriate. • Begin Serious Deficiency Process by sending certified letter.

  32. Provider Action for C.A. #1 First Occurrence: • Provide explanation of cause and plan to prevent the same problem in the future, written if requested by specified date. • Always record menu and/or attendance at point of service. Reoccurrence After Technical Assistance: • As above with any additional instructions in the serious deficiency notice. • Sponsors may request providers who serve dinner/evening snacks/weekends sporadically to submit schedules.

  33. Corrective Action #2:Failure to Maintain Required Records

  34. Findings and Sponsor Action for C.A. #2 • Paperwork behind one to two days. Sponsor Action: Deduct meals and provide technical assistance. • Attendance or Meal count recorded in advance. Sponsor Action: First Occurrence: Start Corrective Action. Deduct meals and provide technical assistance.

  35. Findings and Sponsor Action for C.A. #2 • Paperwork behind three or more days. Sponsor Action: First Occurrence: Start Corrective Action. Requires All 4 Steps: • Deduct meals and provide technical assistance. • Unannounced follow-up visit. • Two additional follow-up visits with no repeat problems. • Send Corrective Action letter.

  36. Reoccurrence After Technical Assistance of C.A. #2 • Begin Serious Deficiency Process by sending Certified Letter.

  37. Provider Action for C.A. #2 • Always keep all paperwork current through previous day. • Never record attendance or meal counts in advance. • Any additional instructions in the serious deficiency notice.

  38. Corrective Action #3:Claiming Meals Not Served to Participants

  39. Findings of C.A. #3 • Children claimed when no longer in care. • Nonexistent children claimed. • Meals claimed for children for times/days parents say they were not in care

  40. SPONSOR ACTION of C.A. #3 • Deduct meals • Conduct household contacts. • Immediate unannounced follow-up visit. • Two additional unannounced visits with no repeat problems. • Require parent sign in/outs to accompany claim. If Discrepancy Confirmed, begin Serious Deficiency.

  41. Provider Action for C.A. #3 First Occurrence: • Provide written explanation. • Tell about all children to be claimed, including children who are napping, already ate and left, or will be arriving late. If Discrepancy Confirmed: • As above with any additional instructions in the serious deficiency notice.

  42. Corrective Action #4:Claiming Meals Served Over Capacity/Failure to Comply with Licensing Standards

  43. Findings of C.A. #4 Findings of C.A. #4 • Attendance in/out times show number of children present is over capacity. • Shifts of children not done correctly-overlap causes overcapacity at times. Sponsor Action: Deduct meals and provide technical assistance • Not all children in care are recorded on the attendance record. Sponsor Action: First Occurrence: Provide Technical Assistance. Second Occurrence: 1. Immediate unannounced follow-up visit. 2. Two additional unannounced visits with no repeat problems. 3. Verify capacity and conduct household contacts. 4. Send corrective action letter. Reoccurrence After Technical Assistance: Begin Serious Deficiency Process by sending certified letter.

  44. Findings of C.A. #4 Continued Capacity Issues During Monitor Visit Findings: • Number of children observed at visit was over capacity, • Assistant not present when number of children present is over capacity. • Too many children under two years old. Sponsor Action for Every Occurrence: • Deduct meals and provide technical assistance • Report over capacity to Child Protective Services

  45. Provider Action for C.A. #4 First Occurrence: • Be aware of license capacity. Take whatever measures necessary to stay within the capacity or get a license exception or waiver from licensor. • No overlap is allowed without a waiver. • Always have assistant present when capacity requires one. • Record all children in care, including own children, on attendance form, whether claimed or not. This includes infants, drop-ins and etc.

  46. Corrective Action #5:Any Other Circumstances Related to Nonperformance

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