Monitoring A sponsor contracts with the State Agency to oversee CACFP operation of homes/sites, - PowerPoint Presentation

Slide1

MonitoringSlide2

A sponsor contracts with the State Agency to oversee CACFP operation of homes/sites, accepting all administrative and financial responsibility

A sponsor collects and maintains all necessary provider records and prepares, submits and sometimes disburses monthly claimsA sponsor provides management guidance & assures each site is monitored according to Regulations

Sponsor Requirements and Responsibilities

2Slide3

226.15 (e) (14) “A CACFP Sponsoring organization must have records documenting the attendance of training for each staff member with monitoring responsibilities. Training must include instruction appropriate to the level of staff expertise and duties, on the Programs meal patterns, meal counts, claims submission, claim review procedures, recordkeeping requirements and an explanation of the Programs reimbursement systems.”

A sponsor must develop their own written CACFP policies and procedures on the above topics and make sure monitoring staff are trained. FDCH sponsors must train providers in these requirements.

A sponsor must provide in house Staff (Monitoring and Administrative) Training on the requirements yearly, documented with an agenda and sign in sheet. 226.16(d)(3) (see handbook Pgs. 5-6, and Part 3 and 4 of the Handbook)

Monitoring Training

3Slide4

Federal Regulation 7 CFR 226

State Agency Training & Information Updateshttp://maine.gov/dhhs/ocfs/ec/occhs/foodpgm.htmHandbooks

Guidance for Management Plans and BudgetsCrediting Foods GuideFood Buying Guide*Family Daycare Homes Monitoring Handbook

Sponsor and Monitoring Guidance

4Slide5

Written policies and procedures for monitoring staff

A road map that consistently outlines expectationsHelp assure that monitors are meeting regulatory requirementsEffective, comprehensive review tool/formThorough and complete tools that compel the monitor to “dig deeper” and ask the right questions

Good internal ControlsDOCUMENTATION! Identify findings- Identify patterns Monitor training

Elements of Effective Monitoring

5Slide6

Note/check

errors/ findings/patterns from past monitoring review forms. Does this need to be an unannounced visit?Is your monitoring form recording all required monitoring requirements. WHATS In YOUR BAG? Extra forms, handouts and posters.If you have on line computer claim capability- do you check meal count records before you visit?

Are the past 5 days to complete reconciliation on site or at the office?

Getting Ready for a Visit

6Slide7

A site cannot begin participation without a pre- approval visit at which all program benefits, requirements and forms are discussed and taught. (

Refer to CFR 226.16(d)(1) and 226.18)A Child Care Provider’s facility must be a home environment within a non commercial zone . The provider cannot operate more than one daycare home on the CACFP.

A site the does not have a child care license must have a Health and Safety Check List completed. Speak with your Agreement Administrator to make sure the site will qualifyThe new site must be reviewed within the first 4 weeks of operation.

PRE APPROVAL VISITS

7Slide8

Before pre-approval visit, talk with the provider as to schools attended by a child using the provider location as the base.

Check and document the providers physical address and school options against current school and census data. Discuss with the provider the Tier Options: Tier 1

School Tier 1 Census Tier 1 Provider Income

(Or a combination of any of these 3)

Tier 2 Mixed:

Discuss options for returning Mixed Tier forms to you

Tier 2 Lower

- all providers qualify for this option

Record all eligible Tier options and update yearly

Tier Determination For Child Care Home Only

8Slide9

At-Risk

Afterschool Programs must be located in the attendance area of a public school (an elementary, middle, or high school) where at least 50 percent of the students are eligible for free or reduced price meals under the NSLP. Speak with your Agreement Administrator to determine if your site would be At RiskCenters and OSHCC- Income Eligibility Forms will be used to determine rate of reimbursement.

Rate Determination

9Slide10

Three monitoring visits within a 12 month time span with 2

of the 3 visits unannounced and 1 of the unannounced at a meal or snack. No more than 6 months can elapse between visits.Visit during a

site’s regular hours of operation but at varied, unpredictable times of day and meals. Include weekends, evenings and holidays as applicable.Document and review all required elements, using an approved monitoring form. The dated form should be signed by the monitor and the provider.

Elements: Meal pattern, POS meal counts, licensing, training, enrollments,5 day reconciliation, menu and meal records

An attempted visit cannot be counted as one of the three

required visits.

Remember, not

only do you monitor the sites off location but you need to monitor your own site as well

Monitoring a Sponsored Facility

10Slide11

Posted? Current? CHECK EVERY TIME!

If license is not current, documents must be available to show proof that the license is in process. Conditional LicensesDo the children attending today fall within the capacity on the enrollment? (check ages and staff/child ratios)If Legal Unlicensed- is there proof of the provider having at least on child on child care subsidy, TANF or ASPIRE?

If Legal Unlicensed – is the provider staying within child/staff ratios and numbers of own children and related children listed on her application?

Review Elements: Licensing

:

11Slide12

Current

original enrollment forms for all enrolled children ( including a provider’s own) must be available in home, reviewed at the visit and renewed annually. Enrollments must show:child’s full name, address and DOB Hours and days and meals

in careparent/guardian signature and dateBoth Race and Ethnicity completedLU information as to relationship/subsidy

Review Elements : Enrollment For Homes

12Slide13

Assure program

integrityDetermines if meal counts are accurateFinds discrepancies in enrollment and attendanceEnsures that license capacity is being followed

Review Elements: 5 Day Reconciliation

13Slide14

5 Day Reconciliations

Refer to your Handbooks14Slide15

Is a daily menu posted for parents and reviewers?

Are there correct and complete dated menus for the past week that clearly list all required food components that fit the meal pattern for each meal?Are there infant menus/production reports for each infant listed on meal counts?Are meal count records dated and show the full name of each child being served Did the provider have all CACFP paperwork (including the agreement ) up to date and readily available? Appropriate documentation for substitutions or special dietary needs? Were all required postings noted?

Were portion sizes adequate to meet the minimum USDA requirements? (Family Style or Portion controlled?) Did the food served match the menu? Was Skim or low fat milk served for children over 2?Water available?Was the meal served in a safe and sanitary environment?

Review Elements: Meal Records

Menus, Meal Patterns, Meal counts

15Slide16

When findings are discovered:

-Document and date the finding -Decide if a warning is sufficient or if the provider must submit a written plan of correction within a certain timeframe -Complete a follow up review to assure the finding was

corrected -Decide if the finding warrants declaring the provider Seriously Deficient -Complete other review

elements as

necessary

Follow up Reviews

16Slide17

17