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The Child Care Resource Center is a CACFP Sponsor in Northern Ohio Our food program is known for serving whole provider needs We are able to wrap needed support services training and program supports into our already robust CACFP Program Child Care Providers can join the CCRC s CACFP Program by completing an interest form on our website www ccrcinc com or by calling 440 960 7187 TODAY CACFP Family Child Care Home Provider Handbook August 2017 Child Care Resource Center 5350 Oberlin Ave Lorain Ohio 44053 440 960 7187 800 526 5268 www ccrcinc com
Table of Contents Section Title Table of Contents Call Off Notification Information Non Discrimination Statement Mission Statement Child Care In Ohio Resource Guide Basic Definitions and Abbreviations CACFP Important Dates What is the Child and Adult Care Food Program What Are My Duties on the Food Program Permanent Agreement How Do I Get Reimbursed on the Food Program NEW meal pattern Submitting a Claim Monthly Claim Paperwork What is Tiering How Many Children Can I Care For Will I Have Any Help Home Visits How to Have a Successful Home Visit Newsletters and Other Communications Call Off Policy Changes in Your Child Care Program Holidays and Weekends Child Care Staff Member Substitute Trainings Partial Claiming Hold Policy Water Availability Child Nutrition Labels Fluid Milk and Milk Substitutes Infant Feeding Family Style Meal Service CACFP Cycle Meals What is a Corrective Action Plan CACFP Corrective Action Plan Sample Form Civil Rights and Your CACFP Building for the Future Justice for All Page Number 1 2 3 4 6 8 9 10 12 16 17 19 20 21 22 23 25 26 27 28 29 31 32 33 34 35 36 37 38 39 43 46 48 49 1
CCRC Meal Call Off and Weekend Care Notification Number You MUST notify the CCRC if you will not be serving a meal when it is regularly scheduled to be served You MUST notify the CCRC if you are serving meals on weekends PRIOR to the date of service In your message state the date s you will be serving and name the meal s you will be serving Call the CCRC at 440 960 7187 or 800 526 5268 ext 224 Leave a message on the voicemail For a more complete explanation of the CCRC s meal call off policy and weekend meal notification procedure see page 27 of this handbook Do not call any other number or leave a message on any other voicemail your home visitor s CCRC general delivery or other CCRC staff members about meal call offs or weekend service Calls made messages left on any other number or any other voicemail regarding meal call offs or weekend service are not considered official notice that you have called off your meals or notified the CCRC of weekend meal service Claims are due on the 5th of each month unless otherwise announced See page 19 for a complete explanation of due dates 2
Non Discrimination Statement In accordance with the U S Department of Agriculture USDA the Child Care Resource Center CCRC prohibits discrimination against its customers employees and applicants for employment on the bases of race color national origin age disability sex gender identity religion reprisal and where applicable political beliefs marital status familial or parental status sexual orientation or if all or part of an individual s income is derived from any public assistance program or protected genetic information in employment or in any program or activity conducted or funded by the Department Not all prohibited bases will apply to all programs and or employment activities If you wish to file a Civil Rights program complaint of discrimination complete the USDA Program Discrimination Complaint Form found online at http www ascr usda gov complaint_filing_cust html or at any USDA office or call 866 632 9992 to request the form You may also write a letter containing all of the information requested in the form Send your completed complaint form or letter to us by mail at U S Department of Agriculture Director Office of Adjudication 1400 Independence Avenue S W Washington D C 20250 9410 by fax 202 690 7442 or email at program intake usda gov Individuals who are deaf hard of hearing or have speech disabilities and wish to file either an EEO or program complaint please contact USDA through the Federal Relay Service at 800 877 8339 or 800 845 6136 in Spanish Persons with disabilities who wish to file a program complaint please see information above on how to contact us by mail directly or by email If you require alternative means of communication for program information e g Braille large print audiotape etc please contact USDA s TARGET Center at 202 720 2600 voice and TDD USDA and CCRC are equal opportunity providers and employers 3
Child Care Resource Center Mission Statement The Child Care Resource Center CCRC is the community based child care resource and referral agency for Erie Huron Lorain Sandusky and Seneca counties The Child Care Resource Center is dedicated to the wellbeing of children through a quality child care delivery system To accomplish this mission the CCRC actively Helps families find child care Recruits trains and supports caregivers Provides startup information for child care programs Collects data for community planning Advocates and supports laws and programs that make quality child care affordable and accessible to all children Child Care Resource Center Statement of Commitment to Diversity The Child Care Resource Center values the uniqueness of the individual the power of families and the importance of communities We promote a climate that welcomes understands and respects the diversity of our clients families staff volunteers trustees and community partners Dimensions of diversity include but are not limited to race ethnicity cultural orientation socioeconomic status national origin language religious belief disability sexual orientation gender and age The Child Care Resource Center is committed to incorporating practices that enhance diversity into all aspects of its administration operations and programs including the recruitment and retention of Board and staff from diverse backgrounds Board and staff are supported through training to address the needs of all individuals and communities served The Child Care Resource Center has a Diversity Committee of the Board of Trustees The Community Advisory Committee also plays a role in the issues dealt with on the Board s Diversity Committee The Board s Diversity Committee is designed to give the CCRC an opportunity to review our methods of meeting the needs of customers providers and families Board members and employees regarding diversity CCRC Policy on Confidentiality of Family Information Information on parents and families who use any CCRC service is considered to be confidential Exceptions to this policy include cases of child abuse or neglect court ordered release of information and for relevant information as a requirement set by the funding source such as name and eligibility information about families who receive financial assistance All family information is to be used internally as part of CCRC work in providing service to families Staff is expected to exercise care and sensitivity in discussing individual cases and in the handling of parent and family records including computer files paper records and lists 4
For reporting purposes and supply and demand analysis aggregate data and non identifying information may be shared Mailing lists of families who have used the CCRC service are never made available to the public or sold for marketing purposes On occasion if a request matches the CCRC mission the CCRC will distribute information by mail to families on behalf of another organization Such requests must be approved by the CCRC Executive Director Parent observation and feedback are critical in the promotion of quality child care and we welcome questions and suggestions CCRC Statement of Family Choice The Child Care Resource Center believes that families make the best choice about an early education program for their child ren The CCRC s role is to offer information about early education options available to families The CCRC does not endorse or recommend any early education provider to families Names and contact information for early education programs and providers given to families as a result of the CCRC s intake process are referrals only Please Note All CCRC CACFP forms and documents including this handbook may be found online at http ccrcinc com professionals child and adult care food program child and adult care food fcc Visit our website at www ccrcinc com Like the CCRC on Facebook at http www facebook com ChildCareResourceCenter Follow us on Twitter ccresourcectr Our Pinterest Boards Child Care Resource Center Additional contacts Ohio Department of Education ODE CNS CACFP 25 South Front Street Columbus OH 43215 877 644 6338 Ohio Department of Job and Family Services Office of Family Assistance 30 E Broad Street 32nd Floor Columbus OH 43215 614 466 4815 5
Ohio Child Resource Guide ODJFS Child Care Help Desk 1 877 302 2347 Monday Friday 8 00 am to 5 00 pm Option 1 Provider technical support for Child Care Information Data System CCIDS and Ohio Child Licensing and Quality System OCLQS OCLQS including Step Up To Quality SUTQ COLTS SOLAR technical assistance Payment questions time frames EFTs etc CCIDS Provider Portal Provider agreement rate and banking forms 1099 s and W 9 s Email CCIDS_business_unit jfs ohio gov Option 4 Child Care Policy Help desk OCLQS including SUTQ questions Policy and county technical assistance Licensing certification rule related questions Complaints may be e mailed to above address Unlicensed providers alleged operations Report serious incident injury and illness How to open a Child Care Center Type A Home Email childcarepolicy jfs ohio gov Option 8 Transfer to Ohio Electronic Child Care ECC Provider Helpline Child Care Licensing News from Child Care Bureau current events Information for families Resources for providers CCIDS Child Care Information Data System CCIDS Provider Portal Ohio ECC Step Up To Quality COLTS SOLAR System for Online License Applications and Renewals http www jfs ohio gov cdc childcare stm Ohio ECC Provider Helpline with Interactive Voice Response IVR 1 888 516 4776 Automated response available 24 7 Confirm attendance information Void transactions Report absences Verify child authorizations Retrieve payment information Point of Service POS device including troubleshooting and replacement Provider website support Speak to a customer service representative Monday Friday 6 00 a m to 7 00 p m Provider Website PWeb View authorization information View transaction information View download and print exception reports View download and print payment detail information Record absences https www eccproviderweb ohio gov eccpw Ohio Child Care Resource and Referral Agency OCCRRA Search for professional development trainings available for child care staff members Ohio Professional Registry Staff Profiles Contact information for local resource and referral agencies SUTQ Quality Achievement Awards T E A C H scholarships for child care workers to complete course work in early childhood education http www occrra org Step Up To Quality SUTQ SUTQ Updates and Guidance Document Early Learning and Development Standards www EarlyChildhoodOhio org 6
CDJFS Contact Information for each county Providers Type B Home provider licensing InHome Aide certification eligibility and authorization information manual claims http jfs ohio gov county LAWriter Access child care licensing rules and laws Child Care Center Chapter 5101 2 12 Type A Home rules Chapter 5101 2 13 Type B Home rules Chapter 5101 2 14 http codes ohio gov oac 5101 3A2 ODJFS Forms Central Access all ODJFS forms prescribed and sample forms http www odjfs state oh us forms inter asp RSS Feed is a way for websites to feed this information to subscribers automatically Sign up here for the BCCD RSS Feed Ohio ECC Caretaker Parent Helpline IVR 1 888 796 4322 automated response available 24 7 TTY 1 877 411 6059 Activate card or change PIN Report lost stolen or damaged card Request replacement card Speak to a customer service representative Monday Friday 6 00 a m to 7 00 p m ODJFS Child Care Help Desk 1 877 302 2347 Monday Friday 8 00 am to 5 00 pm http www odjfs state oh us ccupdates rss aspx Additional resources for families Tax credits for working families Children s Hospitals American Academy of Pediatrics AAP Child and Adult Food Program http jfs ohio gov cdc families stm CDJFS Contact Information for each county Caretakers parents applications eligibility authorizations case changes contact the child care caseworker http jfs ohio gov county Email childcarepolicy jfs ohio gov Option 4 Child Care Policy Help desk Complaints may be e mailed to above address Unlicensed providers alleged operations ODJFS Child Care Help Desk 1 877 302 2347 Monday Friday 8 00 am to 5 00 pm Option 2 County JFS Technical support for CCIDS and OCLQS Email CCIDS_help_desk jfs ohio gov Search for child care or early learning and development programs http www odjfs state oh us cdc query asp LAWriter Access child care licensing rules and laws Child Care Center Chapter 5101 2 12 Type A Home rules Chapter 5101 2 13 Type B Home rules Chapter 5101 2 14 http codes ohio gov oac 5101 3A2 ODJFS Forms Central Access all ODJFS forms prescribed and sample forms http www odjfs state oh us forms inter asp 7
Add your own telephone numbers or websites that you want to remember Basic Definitions and Abbreviations Alphabet Soup CA Corrective Action CAP Corrective Action Plan CBG Census Block Group CACFP Child and Adult Care Food Program CCRC Child Care Resource Center CCSM Child Care Staff Member CIF Claim Information Form DJFS county Department of Job and Family Services ELCG Early Learning Challenge Grant ELDS Early Learning and Development Standards IE or IEA Income Eligibility Application IEP Individualized Education Plan KidKare Minute Menu software program used to manage the CACFP NDL National Disqualified List October 1 September 30 dates for the CACFP contract year ODE Ohio Department of Education ODJFS Ohio Department Job and Family Services OER Office Error Report shows information about your reimbursement disallowances OPDN Ohio Professional Development Network place to search for workshops OPIN Ohio Professional ID Number used to login to the OPDN and register for workshops OWF Ohio Works First POS Point of Service Residential child any child listed on your Income Eligibility Application as a member of your household SD Serious Deficiency SFSP Summer Food Service Program SNAP Supplemental Nutrition Assistance Program formerly named Food Stamps SUTQ Step Up to Quality Ohio s quality rating system for early education programs TANF Temporary Aid to Needy Families TA Technical Assistance Tiering a name for the way your CACFP reimbursement rate is decided Type A Family Child Care provider cares for no more than 12 children in their home Type A are licensed by ODJFS Type B Family Child Care provider cares for no more than 6 children in their home Type B are licensed by ODJFS USDA United States Department of Agriculture WIC Women Infants and Children 8
CACFP Important Dates 5th of each month CACFP claims and paperwork due to CCRC Central Office December Child enrollments reenrollments due to CCRC Central Office February School data due to CCRC for mixed tier households March National CACFP Week observed May Provider Appreciation Day June Claims due early due to ODE State Fiscal Shutdown July New reimbursement rates effective July Income Eligibility Applications due to CCRC Central Office tiering determination completed October New CACFP fiscal year begins October Providers may officially transition to the CCRC CACFP Program Contacting the CCRC When you need to contact the CCRC about your CACFP you must call write or email the CCRC Office You may choose to notify your home visitor of changes in your CACFP and the home visitor is always available to answer questions and offer assistance but the CCRC Office in Lorain is the official home of your CACFP For example Notifying your home visitor that you are moving or that you have changed your phone number is not official notification of changes in your CACFP You must write that information on your CIF and return it to the CCRC Central Office Likewise calling your home visitor to let them know of changes in your daily meal schedule does not take the place of calling off your meals as instructed in your Provider Handbook on pages 27 28 9
What Is The Child And Adult Care Food Program CACFP The Child Care Resource Center CCRC is a sponsor of the CACFP in Ohio The Child and Adult Care Food Program is funded by the United States Department of Agriculture and in Ohio is administered by the Department of Education Child Nutrition Services The CACFP can be split up into 3 main areas 1 Money for Food The CACFP reimburses family child care providers licensed Type A and B for as many as two meals and one snack or two snacks and one meal per child per day United States Department of Agriculture USDA meal pattern requirements must be met All paperwork and recordkeeping must be completed in a timely manner A change in reimbursement rates can take place each year in July 2 Nutritious Food The CACFP makes it possible for family child care providers to offer a variety of healthy foods like fresh fruits and vegetables meats and dairy products whole grains breads and cereals to the children in their care Hungry children suffer from two to four times as many individual health problems such as unwanted weight loss fatigue headaches irritability inability to concentrate and frequent colds Hunger has a negative impact on children s ability to learn in school School aged children who are hungry cannot concentrate or do as well as others on the tasks they need to perform to learn the basics Good nutrition has been identified as a part of high quality child care 3 Family Childcare Provider Training There is a strong link between a provider s education and the quality of care they offer in their child care program The more education and specialized training a provider has the higher their quality of care Participants in the CACFP are required to have Basic health and safety training including communicable disease child abuse recognition and prevention CPR First Aid required for licensing Continuing Education in service hours required by ODJFS or district licensing to maintain license CACFP specific training before participating in the food program Yearly CACFP policies and procedures training see point 5 of the Rights and Responsibilities of the Day Care Provider section of the permanent agreement The CCRC Annual Policy Procedure Training is free to CCRC CACFP participants This is a mandatory annual training This training is provided in two ways 1 In home at one of three home visits within a year 2 As a workshop that requires registration and is held for a group of providers The CCRC also provides workshops on other topics that we recommend all CCRC CACFP participants to attend based on individual professional development plans Some of the workshops provided to family childcare providers are Child Nutrition Organizing Your Family Child Care Business Meal Planning Professionalism and more 10
For information about workshops professional development or continuing education visit occrra org and click on Training Search to set up your profile and find workshops close to you Refer to the screenshot below for more information Click here to set up your profile search for workshops near you and register and pay for workshops Participation in CACFP has long been recognized as a key indicator of high quality child care A large body of research shows a direct link between nutrition and health and nutrition and learning and CACFP is a framework for quality that helps child care providers meet the food and nutrition needs of children CACFP participation also supports high quality care by Supplying funds to purchase healthy food that meets the recommended daily allowances for energy and nutrients Teaching young children healthy eating habits Increasing health and safety in child care programs Developing providers administrative skills Improving compliance with state licensing requirements pertaining to ratio and supervision Improving other program areas by increasing provider gross income making more funds available to purchase supplies and equipment or make capital improvements Increasing provider income compensation significantly enough to retain them in the child care profession Improving the provider s level of education in child growth and development nutrition business management and professionalism 11
What are My Duties on the Food Program When you join the food program you and the Child Care Resource Center CCRC agree to follow detailed guidelines These guidelines are listed in the permanent agreement shown here This is the same agreement you and the CCRC signed when you joined the food program NOTE This is NOT an official Permanent Agreement When you join CACFP you will sign an official Permanent Agreement at your sign up visit The Permanent Agreement included in this handbook is for information ONLY No Permanent Agreement is valid unless signed by the participating provider and their sponsor representative Ohio Child and Adult Care Food Program Sponsoring Organization and Family Day Care Home Provider Permanent Agreement Instructions This agreement must be completed and signed by the provider and a representative of the sponsoring organization A copy must be kept at the sponsoring agency and a copy is to be returned to the provider for their records This agreement is entered into this day of _ 20 by and between of and Sponsoring Organization Name Sponsor Address of ___________________________________________ Provider Address SAMPLE DO NOT USE Provider Name This agreement specifies the rights and responsibilities of the Sponsoring Organization and the Family Day Care Home Provider as participants in the Child and Adult Care Food Program CACFP administered through the Ohio Department of Education ODE RIGHTS AND RESPONSIBILITIES OF THE SPONSORING ORGANIZATION In accordance with Child and Adult Care Food Program Regulations the sponsoring organization agrees to 1 Administer the CACFP Family Day Care Program in accordance with Federal Regulations 7CFR 226 and as specified in USDA Food and Nutrition Services and State Agency handbooks instructions and guidance 2 Train providers in program requirements before provider begins participation in the CACFP and offer additional training sessions at times and places that are convenient to providers Respond to a provider s request for technical assistance 3 Assure that each provider attends CACFP training at least once during the fiscal year At minimum annual training content must include the following topics CACFP meal pattern requirements reimbursement process accurate meal counts claims submission and recordkeeping 4 Provide all required CACFP recordkeeping forms to the provider 5 Evaluate menus served meal counts and other required provider records to determine if a valid claim was submitted 6 Use at minimum the following oversight tools to assess provider s records and avoid improper payments standard 12
review elements edit checks enrollment forms five day reconciliations of meal counts and household parent contact 7 Determine which day care homes under its sponsorship are eligible at Tier 1 homes by school data census data or income eligibility data Verify income information and update tier designations for all providers as needed or required 8 Inform Tier 2 providers of the three options available to qualify income eligible children for Tier 1 meal rates On request from the Tier 2 provider the sponsor will collect income eligibility applications and determine income eligibility of enrolled children and or identify categorically eligible children for Tier 2 rates The three options are 1 the sponsor will not collect income eligibility applications on enrolled children and all meals will be reimbursed at the Tier 2 rate of reimbursement 2 the sponsor will distribute income eligibility applications to households of all enrolled children and collect forms to determine meal reimbursement based on family income and 3 the sponsor will collect income eligibility data only on enrolled children based on their participation in an expanded or categorical eligible program 9 Keep enrolled children s household income eligibility information confidential from providers and limit the use of such information to persons directly involved with the administration of the CACFP 10 Reimburse the provider within five working days after receiving reimbursement from ODE the full food service rate set by the U S Department of Agriculture based on the tier designation for each allowable meal served to enrolled children in an approved day care home Reimbursement will not be requested for invalid provider claims 11 Charge no fee to the provider for CACFP services SAMPLE DO NOT USE 12 Monitor each provider at least three times per CACFP fiscal year during hours of child care operation and at minimum review meal service records observe a meal service and provide CACFP nutrition related technical assistance These monitoring reviews must meet the following criteria a at least two of the three monitoring reviews must be unannounced b one unannounced review must include the observation of a meal service c no more than six months may elapse between each review d new providers must be reviewed within the first four weeks of CACFP operation The sponsor may exercise the option of averaging monitoring reviews 13 Declare a provider seriously deficient if findings meet established serious deficiency criteria Follow serious deficiency process as defined in the CACFP regulations Provide opportunity for provider to request an administrative review appeal if a notice to propose to terminate and disqualify or if a notice of suspension due to imminent threat to health and safety is issued 14 Establish and inform providers of the due date in which they must submit their monthly meal documentation 15 Restrict transfers of day care homes between sponsoring organizations to October except under extenuating circumstances such as termination of the sponsoring organization s agreement Allow providers to change sponsoring organizations at any time if they have not submitted a claim during the current program year 16 Assure all meals claimed for reimbursement are served to enrolled children without regard to race color national origin age gender or disability 17 Collect data maintain records submit reports as required to assure all non discrimination laws regulations policies instructions and guidelines are followed for all entities receiving federal financial assistance RIGHTS AND RESPONSIBILITIES OF THE DAY CARE PROVIDER In accordance with Child and Adult Care Food Program Regulations CACFP the provider agrees to 1 Participate in the CACFP with only one sponsoring organization at a time 2 Be a certified family day care provider or have alternate approval according to ODE guidelines and maintain and provide current documentation to support certification or alternate approval 13
3 Maintain required child care child staff ratios Failure to do so could result in meal disallowance serious deficiency determination suspension and termination of Program agreement 4 Serve meals to all enrolled children without regard to race color national origin gender age or disability 5 Participate in CACFP training prior to participation in the program and at least annually once per fiscal year thereafter or as required by the sponsoring organization 6 Keep accurate daily records of a The names of enrolled children present daily attendance b The number of meals by type served to enrolled children and c Menus for each meal that list the food served to enrolled children 9 7 Record meal counts by the end of the day if 12 or fewer children are enrolled Record meal counts at the point of service if more than 12 children are enrolled and or if provider has been declared seriously deficient 8 Serve meals for approved meal types and maintain menus that meet CACFP meal requirements for the ages of the children in care Offer parents of infants at least one type of iron fortified infant formula when caring for their infant Have parents of infants under one year of age complete the Infant Meals Parent Preference Form indicating their preference of who will provide their infant s formula and food 10 Comply with the recordkeeping requirements established in 226 18 e g and 226 10 d Failure to maintain such records shall be grounds for the denial of reimbursement and could result in being declared seriously deficient 11 Claim meals served to enrolled income eligible children living in the provider s home only if enrolled children who live outside the provider s home are served the same meal at the same time SAMPLE DO NOT USE 12 Claim reimbursement for no more than two meals and one snack or two snacks and one meal for each enrolled child each day The provider is not eligible to claim meals for non enrolled children or for meals served to children in excess of the homes authorized capacity 13 Claim only one meal per child at each meal service 14 Serve meals to all enrolled children at no charge to parents 15 Submit meal count records menu records new enrollment forms and other required documents to the sponsoring organization by the established due date each month Failure to do so may result in loss of payment for the month 16 Inform the sponsoring organization without delay about any change in claim status including but not limited to a b c d The names of children added or dropped from enrollment The provider or home s certification or approval status Provider name address and phone number Income information as supplied for purposes of Tier I designation or income eligibility of own residential children e Changes in meal times shifts or days of operation 17 Notify the sponsoring organization in advance whenever planning to be away from the home during a meal service period 18 Complete and sign a new permanent agreement when provider s name or address changes 19 Allow representatives of the sponsoring organization ODE Auditor of State and the U S Department of Agriculture to enter the provider s home announced or unannounced to review CACFP operations Visits will be made during the provider s normal hours of operation 14
20 Claim Child and Adult Care Food Program reimbursement only for program meals approved by the state agency on the CACFP application and as updated locally by the sponsor and documented by valid child enrollment forms 21 Follow the state agency s policy that restricts the transfer of day care home providers between sponsoring organizations to the month of October if the provider has submitted a claim during the current fiscal year Day care home st providers initiate this process and the current sponsoring organization must sign and date the transfer form by October 31 for the transfer to be effective A provider may change to another sponsoring organization if they have not submitted a claim with their sponsor during the current fiscal year Family day care home providers are to initiate the change and the current sponsoring organization must complete the change form 22 Return claim overpayments to sponsoring organization upon request if payment was made for an invalid claim Failure to do so is cause for seriously deficient determination and could lead to termination of Program agreement SAMPLE DO NOT USE 23 Distribute a copy of sponsor letter to parents when issued a propose to terminate letter or suspension if requested by sponsoring organization 24 Request an administrative review if the sponsoring organization issues a notice of proposed termination of the day care homes Program agreement or if the sponsoring organization suspends participation due to health and safety concerns in accordance with 226 6 1 2 Failure to comply with the above responsibilities could result in loss of reimbursement to the provider which could include suspension and or termination and disqualification of future participation Either party may terminate this agreement to participate in the CACFP for cause or convenience with written notice CERTIFICATION W e certify to the best of our knowledge the information on this form is true and correct W e will comply with the rights and responsibilities outlined in this agreement W e understand this information is given in connection with receipt of federal funds and deliberate misrepresentation may subject us to prosecution under applicable state and federal criminal statutes Provider Signature Date Sponsoring Organization Representative Signature Birth Date month day year Date The U S Department of Agriculture prohibits discrimination against its customers employees and applicants for employment on the bases of race color national origin age disability sex gender identity religion reprisal and where applicable political beliefs marital status familial or parental status sexual orientation or all or part of an individual s income is derived from any public assistance program or protected genetic information in employment or in any program or activity conducted or funded by the Department Not all prohibited bases will apply to all programs and or employment activities If you wish to file a Civil Rights program complaint of discrimination complete the USDA Program Discrimination Complaint Form found online at http www ascr usda gov complaint_filing_cust html or at any USDA office or call 866 632 9992 to request the form You may also write a letter containing all of the information requested in the form Send your completed complaint form or letter to us by mail at U S Department of Agriculture Director Office of Adjudication 1400 Independence Avenue S W Washington D C 20250 9410 by fax 202 690 7442 or email at program intake usda gov Individuals who are deaf hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at 800 877 8339 or 800 845 6136 Spanish USDA is an equal opportunity provider and employer 15
How Do I Get Reimbursed On The Food Program What does reimbursement mean Reimbursement is another word for repayment or return of money you have already spent for something What am I receiving money for The CACFP will reimburse you part of the money you have already spent for food to serve nutritious meals to the children in your family day care home business What is the amount of money I receive based on Number of children enrolled and claimed Number of creditable meals served and claimed Accurate and up to date records Successful home visits Turning in paperwork records by due date Tiering How many meals can I claim The CACFP can reimburse you for 2 meals and 1 snack or 2 snacks and 1 meal Per each enrolled child in attendance each day Children that attend your day care for more than three meal snack times can ONLY be reimbursed for 2 meals and 1 snack or 2 snacks and 1 meal Meals unclaimed or disallowed on CACFP may be claimed as a deduction on taxes 16
Old and New Child and Adult Meal Patterns Let s Compare Breakfast Meal Patterns Meat and meat alternates may be used to substitute the entire grains component a maximum of three times per week Oz eq ounce equivalents Lunch and Supper Meal Patterns A serving of milk is not required at supper meals for adults Oz eq ounce equivalents Snack Meal Pattern Select 2 of the 5 components for snack Oz eq ounce equivalents Note All serving sizes are minimum quantities of the food components that are required to be served 17
Old and New Infant Meal Patterns Let s Compare Required when infant is developmentally ready All serving sizes are minimum quantities of the food components that are required to be served 18
Submitting a Claim The Child Care Resource Center CCRC uses KidKare by Minute Menu for your Food Program claims and attendance Monthly claim records are due to the CCRC by the 5th of the following month unless the 5th is a weekend or holiday then they are due by the next business day Any month that you have changes to a child parent contact info ie address or phone Providers will make those changes in KidKare Look for the green edit button in KidKare by clicking on the child s name and go to Contact If a child s daily schedule changes the CCRC must make those on our administrative side Providers will need to print that child ren Enrollment Form from KidKare make the needed changes preferably in blue or red ink on the printed copy have the parent guardian sign date and finally the Provider will sign this form These may be sent to the CCRC via email preferred or US Mail Providers record all their daily meal records and children s daily in out attendance in KidKare Monthly Claim Paperwork ALL claim submissions and any claim paperwork are due to the CCRC BY the 5th of each month unless that day falls on a weekend or a holiday then they are due the following business day Failure to submit to your claim to the CCRC by the 5th may result in a delay in your reimbursement and could lead to a Corrective Action One month per year ODE closes early for their fiscal audit and the CCRC will be required to process your claims earlier than the 5th You will be notified when this happens Required Monthly Paperwork New Child Enrollment Forms as applicable Updated Child Enrollment Form only if there are changes to an enrolled child s information or schedule Weekend Form if you serve on weekends daily attendance sheets unless logged into Minute Menu KidKare and any forms for newly enrolled children if you had any during the month are o All Claim forms except Income Eligibility Application IEA s ODE requires an original may be scanned and emailed to terrisc ccrcinc com Monthly required claim forms may be emailed to terrisc ccrcinc com dropped off at the CCRC s Main Office or mailed to CCRC Attention Terri Sluss Cole 5350 Oberlin Ave Lorain OH 44053 Office hours 8 00am 5 00pm Monday Friday After 5 00pm or on weekends and holidays you may place your forms in our mail slot on the CCRC employee entrance door 19
What is Tiering Tiering is the way the CACFP s payment rate for each participating family childcare provider is decided There are three tier levels Tier I highest rate of reimbursement Tier II lower rate of reimbursement Tier II Mixed combination of Tier 1 and Tier 2 rates Your rate is determined for the first time at your sign up Your tier may change if your income changes or if you move to a new address Tiering is determined by Census Block group CBG school data or household income Your CCRC CACFP Specialist will work with you to determine your tier level reimbursement rate How is the decision made that I m Tier I Tier II or Tier II Mixed When you sign up for the CACFP we will review your income eligibility for the first time and you will be assigned a tier After that the CCRC will review your tier as follows Tier I by household income Tier I by school or CBG Tier II mixed submit an IEA in July every five years submit an IEA in July 20
How Many Children Can I Care For Understanding Group Size Ratio ALL CACFP programs must maintain group size ratio as in outlined by the Ohio Department of Jobs and Family Services ODJFS licensing regulations ALL children in your care MUST be enrolled in CACFP Failure to enroll all children regardless of their age payment status private pay subsidized voucher or no pay or relationship to you relative children is a violation of civil rights and could be cause for Corrective Action Serious Deficiency or Termination See pages 46 47 for an explanation of civil rights and CACFP Special Note About Infant Enrollment If you care for infants they must be enrolled in CACFP Failure to enroll them is considered age discrimination and will result in non compliance See pages 46 47 for more information Using your Child Care Staff Member CCSM Subs Employee A CCSM or your approved Substitute may administer your CACFP program and can be monitored by a CCRC CACFP Specialist Programs should notify the CCRC of any CCSM Substitute changes Additional adults in your home DOES NOT increase your Group Ratio size Providers must follow ODJFS regulations when using their CCSM Substitute An employee is NOT approved to administer your CACFP program as they do not meet the requirements as is outlined in Appendix A of ODJFS 5101 2 13 08 Employees Child Care Staff Members and Substitute Responsibilities and Qualifications for a Licensed Family Child Care Provide For more specific information call your licensing specialist Multiple Shifts of Children Different shifts of childcare may occur in your home under the following guidelines No overlap of children All times that meals and snacks are served must be listed clearly on the Menu Attendance Forms All group size requirements must be met for each shift Out of Group Size Ratio Compliance Group Size Ratio is taken very seriously If a Child Care Resource Center staff member in the course of normal work duties or activities becomes aware that a family childcare provider has exceeded the legal group size the CCRC is required to contact the Ohio Department of Job and Family Services to report the violation You will also receive a Corrective Action Notification from the CCRC The Corrective Action will require you to list the specific steps you will take to make sure that over group size ratio will not reoccur Your plan must be approved by the CCRC See pages 39 45 for a complete explanation of Corrective Actions If you receive TWO over group size over ratio Corrective Actions in a food program year October 1 September 30 the CCRC will move to declare your family child care home business as Seriously Deficient This action MAY result in termination from CCRC CACFP for immediate Health and Safety danger to children See pages 39 45 for information on Termination from the Child and Adult Care Food Program If you have questions or concerns about ratios please call the CCRC 21
Will I Have Any Help Technical Assistance Home Visits Newsletters and Other Communication The Child Care Resource Center CCRC staff is here to assist you in your family day care home business with personalized technical assistance TA and home visits We will visit new providers within 28 days after they begin claiming You will receive a minimum of three Home Visits by the CCRC CACFP Home Visitor per contract year in addition to your 28 day visit At least two visits will be unannounced The 28 day visit will be scheduled in advance See point 12 of the Rights and Responsibilities of the Sponsoring Organization and point 19 of the Rights and Responsibilities of the Day Care Provider in the permanent agreement CACFP Technical Assistance and Support As a sponsor of the Child and Adult Care Food Program the CCRC is here to support you including CACFP paperwork and recordkeeping questions Menu Planning Nutrition including help for parents Tips for getting children to try new foods Ideas to help you prepare low cost meals Referral to other CCRC services as needed The CCRC can help you manage and improve not only your food program but your overall child care business if within Lorain Erie Huron Sandusky and Seneca counties We have numerous resources available in our Business Center and our staff can work with you one on one While the CCRC does not regulate family child care home businesses we must report situations that pose an immediate threat to the health and safety of the children in your care As a member of CACFP you are expected to follow all Ohio regulations applicable to family child care homes For more information about Ohio s child care regulations visit the ODJFS website http jfs ohio gov cdc Licensing_Information stm or call your county child care unit Technical assistance will be given in situations that DO NOT create an immediate threat to the health and safety of children in your care Violations of Health or Safety Rules that pose a threat to children will result in immediate termination See pages 39 45 22
HOME VISITS When will my visits occur The CCRC will visit at least 3 times during the CACFP contract year from October 1 September 30 based on the meal times listed in your records We may visit more than 3 times Always email any permanent changes to your meal snack times to terrisc ccrcinc com Meal time changes may only take effect at the 1st of each month Please note the date of any changes as it may impact your claim Notify the CCRC of changes in your meal snack time by calling the call off ext 224 but NO permanent changes will take effect until you email terrisc ccrcinc com There is an allowable 15 minute window before and after your scheduled mealtime for the Home Visitor to visit For example if your breakfast is at 8 30a your visit may occur between 8 15a 8 45a If the CCRC CACFP Home Visitor visits at the time the meal or snack is listed in your record and you are not at home the meal will be disallowed and corrective action may result See Call off Policy on page 27 If you plan to be on a field trip with the children or otherwise out of your home or if you have no children attending your day care please call the CCRC to let us know that that your schedule has changed for the day You should call the CCRC with an earlier or later serving time This does not need to be noted on the CIF The home visitor DOES make home visits if you claim weekends What happens at a home visit The CCRC must see meals being served to enrolled attending children Your food program records will also be reviewed This is a requirement of your participation in the Food Program see points 5 6 and 12 of Sponsoring Organization s Rights and Responsibilities in the Permanent Agreement and points 6 7 10 and 19 of the Rights and Responsibilities of the Day Care Provider The Home Visitor needs to see children served a creditable meal at the scheduled time Creditable Meal Food that may be counted toward meeting the requirements for a reimbursable meal When we come out on a visit we will ask to see your milk You must have on hand enough of the correct types of milks for ALL your age groups for ALL the meals snacks you are serving that day If you use 2 milk for cooking to serve your family or for meals you do not claim it is best practices to mark it clearly as non CACFP or family use only If you are serving incorrect milk you will be disallowed receive no reimbursement for that meal and all other meals served back to the first day of the month that the visit occurred You will also receive a Notice of Corrective Action CA and will have to submit a Corrective Action Plan CAP to the CCRC on how you will fix the milk non compliance milk is not a required component for snacks but you may choose to serve milk with snacks If you do it must be the correct milk for each age group The Home Visitor will review the following Meal Records If you have less than 12 children enrolled in CACFP meals need to be recorded at the end of each day If you have more than 12 children enrolled in CACFP meals must be recorded at each mealtime point of service POS If records are not available and current through the end of the previous day when the visit occurs all meals with incomplete records will be disallowed 23
Meal Records Include Daily Meal Counts food served and meal attendance entered into KidKare When you have computer issues you MUST have a written back up record and you need to notify the CCRC about your computer problems These meal records must be recorded on the Web Daily Record form Daily Attendance Sign in sheets will be reviewed It is mandatory that ALL providers keep attendance for EVERY child in their care whether they are private pay publicly funded subsidy or no pay children In Out times of all children being claimed must be entered into KidKare before submitting your claim The monitor may review your written hard copy Weekend Form If you claim meals on weekends you must have parents sign their children in and out on the weekend form These should be completed on the date of service and by the parent Providers must not complete the form This is an ODE requirement If an approved CCSM Substitute is in the home providing care at the time of the visit she he must know where the provider s records are kept and be able to show them to the Home Visitor See CCSM Substitute page 31 for more information Additional Records to be posted ODJFS License Weekly dated and posted menus for non infants Weekly dated and posted menus for Infants if applicable Meal pattern by age group Building for the Future poster Justice For All poster The Home Visitor will look at your daily attendance and will randomly review your CACFP records from the three years prior to the current year The Home Visitor is there to review and validate the meal being served and the children present for that meal Children arriving AFTER the home visit cannot be claimed for that meal You cannot change or update your Menu Attendance records after the Home Visitor leaves your home If Menu Attendance Forms submitted to the office do not match what the CCRC Monitor observed on the home visit meals will be disallowed At the end of the visit if the Home Visitor has completed technical assistance TA with you in any areas those items will be noted on the Home Visit Detail Report via KidKare CCRC CACFP Staff are also available by phone to answer questions during normal office hours 8 00am 5 00pm 440 960 7187 or 800 526 5268 24
How To Have A Successful Home Visit Listed below are items that make a home visit successful or unsuccessful A home visit is successful if A home visit is unsuccessful if May Lead to Corrective Action 1 Enrolled children are present 1 No one is home and Provider did not 2 Menu and Attendance are current through use call off policy See page 27 end of each day and recorded properly 2 No enrolled children are present 3 Meal observed matches with the meal recorded on Provider s dated posted pre3 The Home Visitor is refused entry into your planned menus home Provider may be declared Seriously Deficient 4 Children seen match with the children enrolled 4 More than the allowed group size of children in the home See page 21 5 If a CCSM Sub caregiver is present during the visit they must be able to produce the 5 CCSM Substitute cannot produce provider provider s CACFP records See page 31 CACFP records 6 Weekly dated menus meal pattern by age group Justice For All and Building for the Future are posted in the child care area 6 Weekly dated menus meal pattern by age group Justice For All and Building for the Future are not posted in the child care area 7 Daily attendance is available and current 8 Records are available from past three years and current year if requested 7 Daily attendance is not available or are not current 8 Records are available from past three years and current year if requested Disallowance May Occur Paperwork does not match meal or children that were observed during the visit Unable to observe a meal at the recorded mealtime If you are not at home or are not serving during a scheduled meal time have not called off your meal s and the Home Visitor comes for a visit you will receive a notice of attempted visit This notice will be attached to the entrance of your home You must call the CCRC immediately after you receive this notice to acknowledge receipt of the notice and to and speak with the CCRC CACFP staff The Home Visitor will attempt a second successful visit sometimes for another meal on the same day but no longer than two weeks from the date of the first visit Repeated unsuccessful visits can lead to removal from the food program See pages 39 45 25
Newsletters and Other Communication The CCRC publishes several different newsletters to give you information and other resources The Scoop our weekly electronic newsletter The Scoop keeps you up to date with the most recent local and national information about early education CCRC 411 our quarterly hard copy newsletter mailed to all providers on our CACFP or in our database All of these newsletters contain timely and helpful information about early childhood child nutrition and CACFP and professional development To sign up for all of the electronic newsletters visit our website at www ccrcinc com and click on the tab for Providers Minute Menu Broadcast Messages The CCRC uses the Minute Menu broadcast message feature to send you information quickly The message will appear as soon as you open Minute Menu KidKare for the first time on the day the message was sent CCRC Facebook Page The CCRC has a Facebook page http www facebook com ChildCareResourceCenter The page is updated several times each day We also post notices of emergency closures workshop cancellations and other schedule changes there You do not have to have a Facebook account to view the CCRC s page but you will not be allowed to post on Facebook without one Email The CCRC conducts a significant amount of business using email You are expected to check your email regularly for communication from the CCRC If you receive an email form the CCRC you are expected to respond within 24 hours Not checking your email several times weekly could result in your missing important information or not receiving information in a timely manner 26
Call Off Policy The CCRC has a 24 hr voice mailbox for your meal call off messages 440 960 7187 or 800 526 5268 and extension 224 Every effort should be made to call off meals by 9 00 a m Call offs can be made in advance of the day they will occur For example if you are going on vacation have an appointment or have scheduled a field trip and will not be serving meals at your regular time s Calls made and voicemails left on any other extension or voicemail box are not considered official notification and will not be accepted Only the messages left on the 224 voicemail are official notification that you have called off your meal s You must call off your meals within a reasonable amount of time before they are scheduled to be served Calling off five minutes or less before the scheduled time IS NOT acceptable and is not considered an official call off If you call off your meal less than 10 minutes before a scheduled service and a home visit occurs it may be considered unsuccessful and Corrective Action may result When to Use Call Off Policy You will not be home at scheduled mealtime You do not have any children in attendance during a regularly scheduled mealtime You need to adjust your scheduled mealtime such as serving earlier or later than your documented serving times You are on vacation Vacation should also be noted on your Claim Information Form CIF or coded on web claim Permanent mealtime changes should be made on your Claim Information Form CIF Weekend Meals if you are not serving a scheduled weekend meal you must call off Taking a period of time off that equals less than a month You need to notify the office with the details and note it on the CIF Information to Leave on Call off Voicemail Date your name phone number and the meals you are calling off and for what period of time for example the current day the next two days or the week Meals Served Away From Home If you are going to serve a meal away from your home For example on a picnic in a park at the local pool at the Zoo during a scheduled mealtime you will not be able to claim that meal Meals purchased at McDonald s or other restaurants are not reimbursable The meals you can claim MUST BE SERVED AT YOUR HOME at the times you indicated It is YOUR HOME that has been inspected and approved for the food program You may choose to use any non reimbursed meals as a tax deduction Do not use the call off policy if you need to stop serving meals for more than one month If there is an interruption in your day care meal service of more than one month please request to be placed on hold see page 33 for Hold Policy information What if I have called off a meal that I later end up serving If you call off a meal but have a change and end up serving that meal either at regular time or later call the CCRC on the meal call off line and let us know Keep in mind the recommended meal time ranges on page 29 27
Changes In Your Child Care Program If you experience any of the following changes in your family child care home business notify the CCRC right away All changes are to be noted on the Claim Information Form CIF or by email to terrisc ccrcinc com Change of Address Notify the CCRC office when you obtain your new address and the date that you plan to move ALL licensed Family Child Care Providers Your new home will be inspected by ODJFS to make sure it meets licensing standards A copy of your new license must be supplied as soon as you receive it New Phone Number Notify the Child Care Resource Center immediately of a change in your phone number Meal Time Changes Permanent Mealtime Changes are those that adjust your meal time schedule on a lasting basis Adjusting the time of a particular meal or meals Adjusting the days you are serving Add Drop meals served OTHER Changes Hours daycare open close Changes to enrolled children s schedule Change of child s status from non participating to participating E mail Address Updated Parent Information is made by the provider in Minute Menu Computer Internet Issues You must call email the CCRC to notify us if your computer is not working During the period of time your computer is down you must maintain hard copy records of your menus meals served and attendance If your computer is down call the CCRC at 440 960 7187 ext 230 or 800 526 5268 ext 230 to notify us or email terrisc ccrcinc com 28
Best Practice for Meal Times Breakfast can be claimed if served between 6 00am 9 00am AM Snack can be claimed if served between 9 00am 11 00am Lunch can be claimed if served between 11 00am 2 00pm PM Snack can be claimed if served between 2 00pm 4 00pm Supper can be claimed if served between 4 00pm 7 00pm Evening Snack can be claimed if served between 7 00pm 10 00pm Any scheduling difficulties can be discussed with the CCRC CACFP staff You should begin to serve your meal snack within 15 minutes before or after your scheduled meal time Child Info Changes If the children s schedule meals served or contact info have changed since you originally submitted their enrollment you will need to DOCUMENT that change s You may document this on a signed dated CIF if using Minute Menu or an updated copy of the child s Enrollment Form changes written on form signed dated with that month s claim If you send the updated info to the CCRC via email ODE requires one of the previous signed dated documents to be submitted with that month s claim Holidays and Weekends The Child Care Resource Center Office is not open on the following Holidays New Years Day Good Friday Easter Sunday Memorial Day Fourth of July Labor Day Thanksgiving Day day after Thanksgiving Christmas Eve Christmas Day These are the ONLY holidays the CCRC is closed All other holidays for example Dr Martin Luther King day Veteran s Day or Columbus Day the CCRC is open and may visit you If you close your program or make any changes in your meal schedule on holidays other than those listed above you must notify us For example You close your family child care business on Dr Martin Luther King day and take the children on a field trip to the museum Because the CCRC is open that day you must notify us that you are closed and not serving meals for that day by calling the CALL OFF LINE ext 224 Holiday Claiming The CCRC is closed on the Holidays on above and you will not be reimbursed for meals claimed on these days These meals do not need to be called off If you have children in your childcare on these days you are encouraged to feed them according to CACFP guidelines and keep records for your tax purposes 29
Weekend Claiming When claiming weekends the parent must fill out the CACFP Weekend Holiday Attendance Verification Form This is an ODE requirement Find this form on CCRC s website http bit ly 2mUB0Kt These forms should be completed on the day of service Hash Marks cannot be used on Weekend Form per guidance from the Ohio Department of Education ODE Parents MUST include in out times and sign You must notify the CCRC in advance by phone or email of the dates you will be open for weekend care If you notify us by phone call 440 960 7187 ext 224 or 800 526 5268 ext 224 Do not leave messages about weekend care on any other staff member s voicemail or on the general delivery voicemail The children s enrollment records need to include Saturday and or Sundays These forms are due with your claim but the 5th of each month You may email them to terrisc ccrcinc com drop off to the CCRC Main office or send by US Mail The CCRC CACFP Home Visitor may come to your home during the weekend 30
Child Care Staff Member CCSM Substitute When a family child care provider uses their CCSM Substitute the following requirements must be met Occasionally a family childcare provider may need their CCSM or substitute Providers may use their approved CCSM or substitute and receive CACFP benefits for meals only if the following requirements are met Your CCSM Substitute s name s must be on file with the CCRC The meals are served in the home of the approved provider Your CCSM Substitute serves your scheduled meals If a Home Visit occurs meals must be observed and your substitute employee must be able to make your CACFP records available to the CCRC Home Visitor You may choose to call off your meals when using your sub See page 27 for Call off Policy The Ohio Department of Job and Family Services must approve your CCSM Substitute It is very important for the CCRC Home Visitor to see you caring for the children in your home and operating your CACFP recordkeeping meal preparation and serving If you are frequently absent from your CACFP program and your sub employee is present the integrity of your CACFP may be questioned If additional review of your program shows that your CCSM Sub and not you is operating your CACFP you may receive Corrective Action or be declared Seriously Deficient 31
Training The CCRC offers a wide range of trainings to providers Participants in the CCRC CACFP are required to attend Annual CCRC CACFP Policy and Procedure Training per contract year This training must be completed between October 1st and September 30th The nutrition workshops are offered several times per year CCRC CACFP Providers are encouraged to attend annual nutrition health and safety or SUTQ training A schedule of workshops is published twice a year Check the CCRC s website www ccrcinc com Registration for ALL CCRC workshops is now online at www occrra org If you do not have a login id and password to access the website follow the directions provided on the occrra org site to set one up or call the CCRC for help 32
Partial Claiming Hold Policy The CCRC is aware that it may become necessary for you to suspend participation in the CACFP for a short period of time illness moving or other changes that interrupt your family child care In those situations you may request to be placed on hold with the CACFP You must call the CCRC office to inform them of your decision to not claim and to obtain a Hold Form Partial Claiming You may submit a claim for time periods of less than a month You may even claim just a few days If you will be submitting a partial claim call the CCRC Going on Hold for a month Before you request to be on hold remember The shortest length of time you may request to be on hold is one month Interruptions in claiming meals on CACFP that are shorter than one month are call offs see page 27 for call off explanation Claiming partial months or just a few days in a month is allowed and encouraged To maintain your active status and show consistency in your food program you should claim at least one day per month Please complete and return the Hold form before the date you want your hold period to begin You may request to be on hold from one month up to six weeks Please fill out the form completely and return it to the CCRC All requests must be approved by the CCRC Requests to go on hold will not be taken over the phone If your request to be placed on hold is approved you will be notified by the CCRC CACFP representative You will also be contacted one week prior to the end of your hold period to be reactivated If we are unable to make contact with you at that time you will be permanently removed from the CCRC CACFP You may request to go on hold twice during a fiscal year October September 33
Water Availability The NEW USDA Meal Pattern requires potable drinking water to be offered to children throughout the day and available to children upon their request throughout the day This will particularly accommodate younger children who may not be able to or know how to request it Water does not have to be available for children to self serve Water served at mealtime is not creditable does not replace milk or approved milk substitutes and will not be reimbursed Suggestions for making water available Cups at hand next to the kitchen sink faucet Pitchers of water and cups set out Bottled water set out Provide water upon the child s request Water at snack is recommended if no other beverage is served Water for Infants children aged birth one year old If you care for infants any water served to infants or used to prepare Iron Fortified Infant Formula IFIF must be either Tap water which must be boiled for 1 2 minutes and cooled before serving If the home s water is not publicly supplied the provider shall contact the Ohio environmental protection agency EPA to determine if it qualifies as a public water system a If the water supply qualifies as a public water system Please refer to ODJFS 5101 2 13 13 or Bottled water labeled as Nursery Water Do not serve distilled water Child Nutrition Labels CN labels Child Nutrition Labels will need to be kept on file for the combination foods processed protein food items served to children in the provider s care Examples but not limited to hot dogs frozen pizzas breaded or battered fish sticks chicken nuggets bean burritos Please refer to the following resources from the USDA s Crediting Handbook for the Child and Adult Care Food Program to identify which foods require a CN label https www fns usda gov sites default files CACFP_creditinghandbook pdf The Food Buying Guide for Child Nutrition Programs is also from USDA and has all of the current information at one location to help buy the right amount of food and the appropriate type of food for your program and determine the specific contribution each food makes toward the meal pattern requirements https www fns usda gov tn food buying guide for child nutrition programs The CN Label will serve to document the serving size needed for the processed protein food combination food items to be in compliance with CACFP These labels can be cut off the box or photocopies and placed in a file The CACFP monitor will review the CN label file during the monitoring visit to verify that the correct portions of combination foods processed protein food items are served to the children 34
Fluid Milk and Non Diary Milk Substitutes Fluid milk must be offered at lunch and supper in the correct amounts by age of child for the meal to be creditable Approved milks by age group include Birth 12 months old One year 24 months old Over 24 months old iron fortified infant formula IFIF or breastmilk whole milk flavored or plain 1 or skim milk flavored or plain OR approved non dairy milk substitute flavored or plain 2 milk is not creditable on CACFP for any age of child unless the child has a medical statement that specifically lists 2 milk Non diary milk substitutes may be claimed when The child s parent has requested that the child be served a non dairy milk substitute they must complete the Parent Guardian Request for Fluid Milk Substitution Form that lists the NAME of the non diary fluid milk substitute they wish they child to be served A copy of the Nutrition Facts label from the non diary milk substitute is submitted with the request form The CCRC has reviewed the Nutrition Facts label and determined that the non diary milk substitute is nutritionally equal to dairy milk For more information about claiming non dairy milk substitutes contact the CCRC All milks served must be pasteurized Approved non dairy milk substitutes will be reimbursed the same as dairy milks even if the parent provides it 35
Infant Feeding NOTE This section of the handbook does not provide complete information about the infant meal pattern or feeding infants For complete infant feeding guidelines see your home visitor or contact the CCRC You must offer creditable food to infants in your program Again failure to include infants in CACFP is considered age discrimination and will result in non compliance see pages 46 49 for more information about Civil Rights and CACFP Because infants are growing and changing so rapidly and the infant meal pattern changes according to the child s age and development feeding infants can be challenging A helpful resource is the USDA guide for feeding infants http www fns usda gov tn feeding infants guide use child nutrition programs The CCRC can also answer questions you may have about infant feeding or child development Providers serving infants must have scheduled posted infant menus Some quick tips Birth to 12 months old 12 months old the DAY the child turns 12 months old Breast milk or iron fortified infant formula ONLY unless child has a medical statement stating specific name of other formula 12 months 24 months old 24 months old the DAY the child turns 24 months old Whole Milk ONLY unless child has a medical statement stating specific other type of milk When enrolling an infant both the infant formula name that the provider supplies and the parent supplies if applicable must be listed Powdered or concentrated infant formula must be mixed with boiled cooled water OR bottled water labeled nursery water see page 40 for more information about water for infants All bottles must be labeled with the infant s first and last names and date and time the bottle was prepared This must be done even if you are only caring for one infant This must be done for bottles of breast milk and formula All prepared bottles of breast milk or formula must be refrigerated until used or disposed of Any prepared formula or breast milk must be disposed of after 24 hours Never use a microwave to warm a bottle of breast milk or formula To warm a bottle of breast milk or formula hold it under warm running water for a few minutes Any formula or breast milk remaining in a bottle after warming and feeding the infant must be disposed of 36
Family Style Meal Service NOTE This section of the handbook does not provide complete information about family style meal service the meal CACFP pattern or how to credit foods for CACFP For a complete guide to family style service crediting foods and the CACFP meal pattern see your home visitor or contact the CCRC The CCRC encourages and supports serving meals family style Meals are an important time for children to learn social physical and emotional skills The food eaten at meals helps a child grow physically The way meals are served and the eating setting help a child develop socially To serve family style for CACFP All food for the meal is placed in serving bowls platters on the table All beverages milk water juice are served in containers Enough food should be placed on the table to allow for the full Child and Adult Care Food Program CACFP portion size required for each child to be served For example two school age children are present for a family style dinner In addition to the amount of each food served for non day care individuals present at dinner you must have enough of each meal component in the serving bowls platters to meet the required portion sizes for the two school age children Children are encouraged to try each food Children may take second helpings of foods if they care to Make sure children are offered each menu item Help children with serving as needed Sit at the table and eat with the children Offer the food again later in the meal to children who either did not want any or took only a very small portion of a food Allow second servings after everyone has been served Help the children learn to try new foods talk about foods practice good table manners and handle food safely 37
CACFP Cycle Menus What are CACFP Cycle Menus A cycle menu is a series of menus planned for a specific period of time for example 3 weeks The menu is different for each day during the cycle At the end of that time period you would repeat the menus in the same order The menus follow the CACFP Meal Pattern The pre planned series cycle to the beginning week so they are called Cycled Menus When you plan your ahead with cycle menus you save money by buying foods in season you can buy in bulk and take advantage of seasonal food bargains You can organize your shopping trips and the children can enjoy shopping trips with you Cycle menus also help you serve a variety of food in addition to those that are children favorites Using cycle menus is a time saving advantage too as it reduces your menu planning time The CACFP Menu Planning Guide https healthymeals fns usda gov hsmrs Wisconsin cacfp menuplanning pdf from the USDA s Team Nutrition is a practical toolkit for your childcare that includes 16 weeks of menus Nutrition Tips Tricks Ready to serve canned or condensed soups Call the CCRC to determine if creditable Wrapped cheese is normally a cheese product not real cheese Cheese product is creditable BUT the serving size must be doubled Hot Dogs must be beef or turkey Boxed Macaroni and Cheese the cheese is not creditable unless you add enough cheese to meet the meal pattern requirements Peanut butter must be real peanut butter not peanut butter spread Be sure to read label Read juice labels for 100 juice A juice that is 100 vitamin C is not 100 juice Sweet Crackers animal and graham crackers and pie crusts will NOT be creditable or reimbursed on the NEW meal pattern effective 10 1 2017 They are considered a grain based dessert They may be served as an extra but unable to be reimbursed For additional guidance on purchasing and serving creditable foods contact the CCRC or review the USDA s Food Buying Guide for Child Nutrition Programs http www fns usda gov tn food buying guide for child nutrition programs 38
What is a Corrective Action What does it mean to be Seriously Deficient A corrective action CA is a written warning from the CCRC that notifies you of a failure to follow CACFP regulations as stated in your permanent agreement pages 12 15 and explained in this handbook Here are some examples of non compliances you may receive correction action for You have an unsuccessful home visit see pages 23 25 for an explanation of home visits the call off policy and changes in your meal schedule You are over legal group size ratio for see page 21 for an explanation of group size Discrepancies are found between enrollments Income Eligibility Forms submitted claims home visit records and observations attendance record sign in and out form reviews and parent audits You do not comply with fluid milk requirements see page 35 You submit false information fraud You do not submit claims or other required records in a timely manner see page 19 Violations of health and safety regulations You do not complete required annual Policies and Procedures Nutrition workshop between October 1 Sept 30 each year see page 32 You are non compliant with civil rights requirements see pages 46 49 Repeated non compliances or failure to fully and completely non compliances Corrective actions may be issued for other non compliances not included in this list Corrective actions may result from a home visit monthly claim processing file review and or parent audits Corrective Actions CA and Corrective Action Plans CAPs Tips 1 Take the time to read through the Notice of Corrective Action CA completely A detailed description of each non compliance is given and references are cited Make a note of any questions you have or anything you do not understand 2 Take the CA seriously The CCRC only issues CAs when the noncompliance is repeated ongoing or serious 3 Call the CCRC for more information or answers to questions you may have 4 Fill out the Corrective Action Plan CAP chart completely 5 You must tell us exactly how you will correct each noncompliance Do not simply restate the noncompliance s listed on the first page of the CA 6 You must give us a date by which each non compliance will be corrected You may use words like immediately as well as dates 7 You must tell us how taking each step will correct the non compliance 8 You may list tools or resources that will help you correct the problem 9 Avoid making statements like I made a mistake and will be more careful in the future or I am sorry for being out of compliance and won t do it again Plans with statements like this will not be approved 10 Your plan may be returned unapproved to you with suggestions for revisions If that happens read each suggestion carefully They will help you in putting your CAP together Make changes and return your plan 11 Follow through with your plan Remember the CAP is intended to permanently and completely correct the problem identified 39
At visits following acceptance of your CAP the CCRC will check that you are following your plan For example if a step of your plan states that you will keep a milk log on your refrigerator we will check to make sure it is posted and up to date Multiple CAs for the same problems could result in your CACFP being declared seriously deficient If I have a non compliance will I always get a CA No In the majority of situations before you receive a CA we will give you technical assistance support and resources to help you understand and resolve the non compliance see page 31 for a sample TA form that the CCRC will complete with you when TA is given If the non compliance is chronic repeated and unresolved after TA is given a CA may be issued What happens if I get a CA You are notified in writing see page 49 for a sample Notice of Corrective Action form The Notice of Corrective Action form will state exactly what your non compliances are and when they occurred You must complete a Corrective Action Plan CAP which clearly states each step you will take to fully and permanently correct the problem s identified You must give a date by which each step of your plan will be completed see page 50 for a sample CAP form You must complete sign and return your CAP to the CCRC by the due date The CCRC will review your completed CAP and accept it send it back to you for additional information or decline it The CCRC will help you complete your CAP and offer other resources to help you If the non compliance is severe repeated and or uncorrected following CA your CACFP program may be declared seriously deficient immediately What does it mean to be declared seriously deficient Your CACFP program can be declared seriously deficient if these are examples not a complete list 1 You have failed to respond to Corrective Actions the form is not completed and returned by the due date 2 You have received multiple Corrective Action notices for the same non compliance and have failed to correct the non compliance 3 There are violations of health or safety rules in your program especially those that pose an immediate threat to the safety or welfare of children in care or to the general public 4 Fraud has been identified in your CACFP operations You will be notified in writing that your program has been declared seriously deficient The reason s your program has been declared seriously deficient will be explained You must respond to the Notice of Serious Deficiency Intent to Terminate by the due date 40
Violations of health or safety rules that pose a threat to children in care In these situations determination of serious deficiency and termination are immediate without the opportunity to correct the situation see Appeals Process In observed or substantiated situations where a child is in immediate physical or emotional danger or their health and safety is at grave risk a provider is terminated for CACFP participation without the opportunity of any corrective action Examples include The local children services agency informs Child Care Resource Center of substantiated abuse or neglect A home visitor observes drug or alcohol use on a visit by you or by other individuals present in your home while day care children are present A minor is in charge of children on a home visit with no provider present Consistent violations of group size rules This list of examples is not exhaustive or all inclusive It does however suggest the types of situations that call for immediate termination You may appeal the notice of the intent to terminate see Appeal the Intent to Terminate What happens if my CACFP program is declared seriously deficient and I have received the notification with intent to terminate Once your program has been declared seriously deficient the CCRC will begin termination action Preventing termination for cause from CACFP is completely within your control Termination for cause from CACFP can occur when 1 You have been declared seriously deficient in operation of your CACFP program and have failed to correct that deficiency 2 There are violations of health or safety rules in your program especially those that pose an immediate threat to the safety or welfare of children in care or to the general public 3 Fraud has been identified in your CACFP operations 1 Failure to correct a serious deficiency in program operations Termination action is taken when there has been no attempt to follow your approved CAP to correct a serious deficiency in program operations When this happens you will receive a letter from the CCRC declaring your program seriously deficient including a notice of intent to terminate This notice will summarize the situation leading to proposed termination including a timeline of events You will have the opportunity to correct the Declaration of Serious Deficiency Notice of Intent to Terminate You do have the right to appeal this termination During this time you may continue to operate your food program and keep records 2 Violations of health or safety rules especially those that pose imminent danger to children in care or the general public When there is a danger to the health and safety of children in your care or to the general public you will be declared seriously deficient immediately and will receive a notice of intent to terminate You will not have an opportunity to correct this Declaration of Serious Deficiency Notice of Intent to Terminate You do have the right to appeal this termination All claims are considered invalid during the appeal process and food program records should not be kept 41
3 Fraud has been identified in your CACFP operations When fraud submitting false information for financial gain has been identified in operation of your food program you will be declared seriously deficient immediately and will receive a notice of intent to terminate Fraud is identified during claim processing at home visits during review of records by parent audits and additional methods as deemed appropriate You do have the right to appeal this termination All claims are considered invalid during the appeal process and food program records should not be kept It is possible that a finding of fraud could lead to additional legal action or charges Appealing the Intent to Terminate You may appeal the notice of Intent to Terminate by making a written request by the due date on your Notice of Intent to Terminate If we do not hear from you by the due date we will move forward with termination and you will be placed on the National Disqualified List NDL and you will not be able to participate in the CACFP anywhere in the US for seven years Should you decide to appeal you will be notified of a date for your appeal The CCRC CACFP Appeals review official will review your appeal and you will be given the opportunity to present information contesting the Determination of Serious Deficiency Intent to Terminate The official will consider your appeal and you will be notified of their decision within ten working days in writing Should your appeal be upheld approved and you are reinstated you will be given instructions about how to submit your claim for the period of time you were in the appeals process Final Notice of Termination If you do not respond to the Declaration of Serious Deficiency appeal the Notice of Intent to Terminate or your appeal is not upheld and you are not reinstated you will receive a final Notice of Termination The Notice of Termination will be forwarded to ODE and USDA and you will be placed on the NDL 42
COMPLETE AND RETURN THIS FORM Child and Adult Care Food Program CACFP Notice of Corrective Action General Information Provider Name Today s Date Address Provider s Phone Number City Zip Provider s DOB mm dd yyyy CCRC Representative DO NOT USE You have been found to be non compliant in the following area s A home visitor has been unable to have a successful home visit with you based on most current information __provider not home __call in policy not used ___ no children You have not attended an annual CACFP training for 2014 2015 Your deadline to attend a training was You must attend the next CACFP training held Please register on occrra org Meals claimed when no meal service was planned or meals previously called off Date s Meal s Failure to retain required records for past three years Required records not up to date Required materials not posted _____ Building for the Future _____ portion sizes by age _____ dated menus for current week Discrepancies found in _____ meal counts ____ enrollments ____ attendance ____ IEA ____ other Failure to correct non compliances in previously approved CAP Failure to respond to previous CA Date Over ratio group size Date s Child ren Meal s Submission of false information fraud CCRC has repeatedly not received in a timely manner changes to the status of your day care operation _____Meal time Changes _____ Contact information _____ IEA _____Billing and Attendance not received by due date SAMPLE DO NOT USE Health and Safety Violation Civil Rights Violation Other 43
C Additional non compliance information documents required TBD D Your Corrective Action Plan CAP Fill out the table below to tell the CCRC how you plan to permanently and completely correct the noncompliances described in this notice You must give us a due date by which each step in your plan will be completed If you need more room attach a separate sheet of paper Action Step Action Step Name Brief Description of Action Step How will this step correct the noncompliance Date by which action step will be completed SAMPLE DO NOT USE 44
E Corrective Action Plan Agreement I ________________________________ understand that this Corrective Action Plan will permanently and completely correct the area s of non compliance There will be follow up within 30 days of this agreement I understand that failure to permanently correct the area of non compliance may result in being declared Seriously Deficient in the Child and Adult Care Food Program and could lead to Termination and being placed on the National Disqualified List SAMPLE DO NOT USE Provider s Signature Date This CAP must be returned to the CCRC by Your plan will be reviewed and returned to you If your plan is not accepted or you fail to write and return the Corrective Action Plan this may initiate the Intent to Terminate Letter and the process to terminate your CACFP Agreement will begin For Office Use Only ____Accepted ___Not Accepted ____Accepted with Changes see notes Approved by_________________________________________Date______________ rev 10 2012 Note This form is a sample only and can be updated as needed by the CCRC 45
Civil Rights and Your CACFP The federal government and US Department of Agriculture USDA have specific civil rights guidelines for you to follow in CACFP It is very important that you follow these guidelines so that all families and children enrolled in your program are treated equally If you have any questions about civil rights or how to follow these guidelines call the CCRC at 440 960 7187 ext 230 What does civil rights mean Civil rights are legal guarantees that protect individuals from attack on personal liberties right to fair trial right to vote and freedom from discrimination on the basis of race color religion sex age disability or national origin What is discrimination It is the unjust or prejudicial treatment of different categories of people or things especially on the grounds of race color national origin age sex or disability The following is a list of Protected Classes Race Color National Origin Age Sex Disability This means that you cannot treat families or children enrolled in your food program differently from one another based on their race color national origin age sex or disability You must give the same information about your food program income eligibility meals and foods served and policies to the families of every child enrolled in CACFP ALL children in your care MUST be enrolled in CACFP Failure to enroll all children regardless of their age payment status private pay subsidized voucher or no pay or relationship to you relative children is a violation of civil rights and could be cause for Corrective Action Serious Deficiency or Termination You must include the USDA s non discrimination statement in your parent handbook as follows Non Discrimination Statement In accordance with the U S Department of Agriculture USDA my child care program prohibits discrimination against its customers employees and applicants for employment on the bases of race color national origin age disability sex gender identity religion reprisal and where applicable political beliefs marital status familial or parental status sexual orientation or if all or part of an individual s income is derived from any public assistance program or protected genetic information in employment or in any program or activity conducted or funded by the Department Not all prohibited bases will apply to all programs and or employment activities 46
If you wish to file a Civil Rights program complaint of discrimination complete the USDA Program Discrimination Complaint Form found online at http www ascr usda gov complaint_filing_cust html or at any USDA office or call 866 632 9992 to request the form You may also write a letter containing all of the information requested in the form Send your completed complaint form or letter to us by mail at U S Department of Agriculture Director Office of Adjudication 1400 Independence Avenue S W Washington D C 20250 9410 by fax 202 690 7442 or email at program intake usda gov Individuals who are deaf hard of hearing or have speech disabilities and wish to file either an EEO or program complaint please contact USDA through the Federal Relay Service at 800 877 8339 or 800 8456136 in Spanish Persons with disabilities who wish to file a program complaint please see information above on how to contact us by mail directly or by email If you require alternative means of communication for program information e g Braille large print audiotape etc please contact USDA s TARGET Center at 202 7202600 voice and TDD USDA and CCRC are equal opportunity providers and employers You must display the Building for the Future page 48 poster clearly in your home where it will be easily seen by families and CACFP home visitors You must offer CACFP information to disabled persons in a format appropriate to their disability If you need CACFP information in different formats please contact the CCRC at 440 960 7187 ext 230 If a parent with children enrolled in your food program requests materials in another language contact the CCRC at 440 960 7187 ext 230 All printed materials including any pictures or other graphics used about your food program that are given to families or displayed in public must convey a clear message of non discrimination and equal opportunity 47
Building for the Future This day care facility participates in the Child and Adult Care Food Program CACFP a Federal program that provides healthy meals and snacks to children receiving day care Each day more than 2 6 million children participate in CACFP at day care homes and centers across the country Providers are reimbursed for serving nutritious meals that meet USDA requirements The program plays a vital role in improving the quality of day care and making it more affordable for low income families Meals CACFP homes and centers follow meal requirements established by USD A Breakfast Milk Fruit or Vegetable Grains or Bread Lunch or Supper Milk Meat or meat alternate Grains or bread Two different servings of fruits or vegetables Snacks Two of the four groups Milk Meat or meat alternate Grains or bread Fruit or vegetable Participating Facilities Many different homes and centers operate CACFP and share the common goal of bringing nutritious meals and snacks to participants Participating facilities include Eligibility Child Care Centers Licensed or approved public or private nonprofit child care centers Head Start programs and some for profit centers Family Day Care Homes Licensed or approved private homes Afterschool Care Programs Centers in low income areas provide free snacks to school age children and youth Homeless Shelters Emergency shelters provide food services to homeless children State agencies reimburse facilities that offer non residential day care to the following children children age 12 and under migrant children age 15 and younger and youths through age 18 in afterschool care programs in needy areas Contact Information If you have questions about CACFP please contact one of the following Sponsoring Ohio Department of Education Organization Center CACFP Consultant Child Care Resource Center 25 South Front Street MS 303 5350 Oberlin Ave Columbus Oh 43215 4183 Lorain Ohio 4405 614 466 2945 440 960 7187 or 800 526 5268 USDA is an equal opportunity provider and employer
USDA is an equal opportunity provider and employer
