Handbook used to implement the Child Care Resource Center's CACFP Programs for Family Child Care - updated 2017.

 
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
January 2017
 
Child Care Resource Center
5350 Oberlin Ave., Lorain Ohio 44053
440-960-7187 800-526-5268
www.ccrcinc.com
 
1
Table of Contents
Section Title Page Number
Table of Contents 1
Call-Off Notification Information 2
Non Discrimination Statement 3
Mission Statement 4
Child Care In Ohio Resource Guide 6
Basic Definitions and Abbreviations 8
CACFP Important Dates 9
What is the Child and Adult Care Food Program? 10
What Are My Duties on the Food Program?/Permanent Agreement 12
How Do I Get Reimbursed on the Food Program? 16
NEW meal pattern 17
Submitting a Claim?/Monthly Claim Paperwork 19
What is Tiering? 20
How Many Children Can I Care For? 21
Will I Have Any Help? 22
Home Visits 23
How to Have a Successful Home Visit 25
Newsletters and Other Communications 26
Call Off Policy 27
Changes in Your Child Care Program 28
Holidays and Weekends 29
Child Care Staff Member/Substitute 31
Trainings 32
Partial Claiming/Hold Policy 33
Water Availability 34
Fluid Milk and Milk Substitutes 35
Infant Feeding 36
Family Style Meal Service 37
CACFP Cycle Meals 43
What is a Corrective Action Plan? 39
CACFP Corrective Action Plan Sample Form 43
Civil Rights and Your CACFP 46
Building for the Future 48
Justice for All 49
2
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 5
th
of each month unless otherwise announced.
See page 19 for a complete explanation of due dates.
3
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.
4
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.
5
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
32
nd
Floor
Columbus, OH 43215
(614) 466-4815
6
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
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)
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
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
7
CDJFS Contact Information for each county:
Providers Type B Home provider licensing/In-
Home 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:
http://www.odjfs.state.oh.us/ccupdates/rss.aspx
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.
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
ODJFS Child Care Help Desk
1-877-302-2347
Monday - Friday 8:00 am to 5:00 pm
Email: childcarepolicy@jfs.ohio.gov
Option 4 Child Care Policy Help desk
Complaints (may be e-mailed to above address)
Unlicensed providers/alleged operations
Search for child care or early learning and
development programs
http://www.odjfs.state.oh.us/cdc/query.asp
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
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
8
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 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 may be
licensed through ODJFS or unregulated.
USDA United States Department of Agriculture
WIC Women, Infants, and Children
9
CACFP Important Dates
5
th
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.
10
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
Meal Planning
Organizing Your Family Child Care
Business
Professionalism, and more
11
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.
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
Click here to set
up your profile,
search for
workshops near
you, and register
and pay for
workshops.
12
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 P
rogram
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 Name Provider Address
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
providers 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
providers
records and
avoid improper
payments: standard
SAMPLE DO
NOT USE
13
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 childrens 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.
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.
SAMPLE DO
NOT USE
14
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.
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.
9. 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 infants 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 providers home only if enrolled children who live
outside the providers home are served the same meal at the same time.
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) The names of children added or dropped from enrollment
b) The provider or homes certification, or approval status
c) Provider name, address and phone number
d) 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 providers 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 providers home (announced or
unannounced)
to review CACFP operations. Visits will be made
during the providers normal hours of operation.
SAMPLE DO
NOT USE
15
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 agencys 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
providers initiate this process and the current sponsoring organization must sign and date the transfer form by October 31
st
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.
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: We
certify
to the best of our
knowledge
the
information
on this form is true and correct. We will comply with
the rights and responsibilities outlined in this agreement. We 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 Birth Date (month, day, year)
Sponsoring Organization Representative Signature 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.
SAMPLE DO
NOT USE
16
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.
17
*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.
Old and New Child and Adult Meal Patterns:
Lets Compare
Breakfast Meal Patterns
18
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.
19
Submitting a Claim?
The Child Care Resource Center (CCRC) uses the Minute Menu system (KidKare) for reimbursement. As
you transition from using Minute Menu Kids to using KidKare, you'll notice one BIG (monthly) form is missing
- the Claim Information Form (CIF aka as the 'green form')! This form will NO LONGER be available to print
from KidKare, you will be using the child Enrollment Form to document changes. ODE changed our
requirement for needing the CIF each month unless there were changes to a child/parent's schedule contact
info (Providers change contact info yourselves). So NOW WHAT if you're using KidKare? Any month there
are changes to a child/parent info and you are using KidKare, you will simply need to print that child(ren)
Enrollment Form from KidKare, make the needed changes on the hard copy to schedule (YOU change
contact info), parent/guardian and you will sign and date. These may be sent to the CCRC via email or US
Mail.
Monthly Claim Paperwork
Return your signed and dated Claim Information Form (CIF) or 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 due to the CCRC by the 5
th
of each month, unless
that day falls on a weekend or a holiday, then they are due the following business day.
-One month per year, the CCRC will require your claims to be turned in earlier than the 5
th
. You will be
notified when this happens.
-Forms (Menus, daily sign-in sheets and CIF) that are received late repeatedly could be subject to a
corrective action and/or loss of reimbursement.
All Claim forms (except Income Eligibility Application IEA’s. ODE requires an original) may be
scanned and emailed to terrisc@ccrcinc.com.
You may email (terrisc@ccrcinc.com), drop your forms off at the CCRC Main Office or mail them to:
CCRC
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.
20
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 submit an IEA in July
Tier I by school or CBG every five years
Tier II mixed submit an IEA in July
21
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.
22
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.
23
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 1
st
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.
24
Meal Records Include:
Daily meal counts entered into Minute Menu/KidKare or written on the Web Daily Record. When you
have computer issues, you MUST have a written back-up record and you need to notify the CCRC
about your computer problems.
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. This may be done online or a 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 signed on the date of service.
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 Minute Menu/KidKare message.
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.
25
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:
1. Enrolled children are present.
2. Menu and Attendance are current (through
end of each day) and recorded properly.
3. Meal observed matches with the meal
recorded on Provider’s dated/posted pre-
planned menus.
4. Children seen match with the children
enrolled.
5. If a CCSM/Sub caregiver is present during
the visit, they must be able to produce the
provider’s CACFP records (See page 31)
6. Weekly dated menus, meal pattern by age
group, “Justice For All” and “Building for the
Future” are 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
May Lead to Corrective Action:
1. No one is home and Provider did not
use call-off policy. (See page 27)
2. No enrolled children are present.
3. The Home Visitor is refused entry into your
home. (Provider may be declared Seriously
Deficient)
4. More than the allowed group size of
children in the home. (See page 21).
5. CCSM/Substitute cannot produce provider
CACFP records.
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 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).
26
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.
27
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.
28
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 .
29
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.
30
Weekend Claiming
When claiming weekends, you must fill out the CACFP Weekend/Holiday Attendance Verification
Form. This is an ODE requirement. See the form below at www.ccrcinc.com.
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, email or note on your CIF of the dates you will be
open for weekend care. If you notify us by phone call (440) 960-7187 ext 224 or 1 (800) 526-5268
ext 224. Do not leave messages about weekend care on any other staff members voicemail or on the
general delivery voicemail.
The children’s enrollment records need to include Saturday and/or Sundays
The CCRC CACFP Home Visitor may come to your home during the weekend.
31
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.
32
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 1
st
and September 30
th
.
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.
33
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).
34
Water Availability
Drinking water must be available to children in your family child care home throughout the day (including
mealtimes) for them to drink upon their request. 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 mix powdered/concentrated formulas must be:
From a source approved by the local health department. If you use tap water, you must have on file a
statement from your local health department that your water is safe and does not contain anything
that might harm a baby or child, such as lead, bacteria, nitrate, pesticides, or other chemicals. If the
water is not safe for a baby to drink, the local health department should recommend a safe source of
water to use or ready-to-feed formula can be used
All tap water used to mix powdered or concentrated formula must be boiled for 1 2 minutes and
cooled
Bottled water labeled as “Nursery Water” may be served. Do not serve distilled water/
35
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 iron fortified infant formula (IFIF) or breastmilk
One year 24 months old whole milk (flavored or plain)
Over 24 months old 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.
36
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 Breast milk or iron fortified infant formula ONLY*
(12 months old = the DAY the child (unless child has a medical statement stating specific
turns 12 months old) name of other formula)
12 months 24 months old Whole Milk ONLY
(24 months old = the DAY the child (unless child has a medical statement stating specific other
turns 24 months old) 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.
37
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.
38
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-menu-
planning.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
39
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.
40
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.
41
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 anotice 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.
42
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.
43
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:
CCRC Representative:
Provider’s DOB (mm/dd/yyyy)
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
Health and Safety Violation:
Civil Rights Violation
Other:
SAMPLE DO
NOT USE
44
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 non-
compliances 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 non-
compliance?
Date by which
action step will
be completed
SAMPLE DO
NOT USE
45
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.
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
SAMPLE DO
NOT USE
46
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.)
47
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.
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.
USDA is an equal opportunity
provider and employer
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
Lunch or Supper
Snacks (Two of the four groups):
Milk
Fruit or Vegetable
Grains or Bread
Milk
Meat or meat alternate
Grains or bread
Two different servings of
fruits or vegetables
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:
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.
Eligibility 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
Organization/Center
Ohio Department of Education
CACFP Consultant
25 South Front Street MS 303
Columbus, Oh. 43215-4183
614-466-2945
Child Care Resource Center
5350 Oberlin Ave.
Lorain, Ohio 4405
440-960-7187 or 800-526-5268
USDA is an equal opportunity
provider and employer