Slide 1 Welcome to the CACFP Annual Training called Recipe for - PDF document

Slide 1 Welcome to the CACFP Annual Training called “Recipe for Success during CACFP Recipe for Success Reviews”, hosted by Oregon during CACFP Reviews Department of Education Child Nutrition Programs. This session will Common Review Findings for discuss common review findings for Child Care Centers , including: - Outside School Hour Care Centers Child Care Centers, including Outside - At-Risk Afterschool Programs - Homeless/Emergency Shelter sites School Hour Care Centers, At-Risk Fueling Oregon’s Future Afterschool Programs and Homeless/Emergency Shelter sites. Slide 2 The first situation we will discuss Situation # 1 involves the point-of-service meal Point-of-service meal count was recorded count. During the review, the Child incorrectly Nutrition Specialist observes a meal • 1 child was served Almond Milk • Meal count recorded when the children were service - served restaurant style. The seated at the dining table and before the Sponsor’s meal count is based on the food was placed on the table. total number of children sitting at the dining tables during the meal service. Fueling Oregon’s Future 2 Of the 15 children sitting at the tables, (click) one child was served almond milk and no Medical Statement was on file and, (click) The staff person recorded the meal count when the children were seated at the dining tables and before the food was set on the table. The total meal count recorded by the staff person was 15. The sponsor explains to the Specialist that the meal count is recorded before the food is set on the table because teachers are busy preparing and serving the food and might forget to record meal count after the food is set on the table.

Slide 3 Why Situation #1 has two point-of-service Incorrect point-of-service meal count findings. (click) The first meal count finding is the point-of-service meal • Meals must be counted at the actual point-of-service count was executed incorrectly. (click) • Non-reimbursable meals were counted at the POS The second finding is non-reimbursable meals were counted in the point-of- CACFP Policy & Procedure Manual Chapters 5 and 8. 7 CFR226.17(b)(4), 7 CFR 226.19(b)(6), 7 CFR 226.10(c) service meal count. Fueling Oregon’s Future 3 Let’s discuss when the point -of-service meal count must be recorded. Meals must be counted at the actual point-of- service, that is meals are counted as they are served. This will ensure that an accurate count of complete and reimbursable meals is documented and reported. When using restaurant style meal service the point-of-service meal count must be taken during the meal service when the children are seated at the dining table with a reimbursable meal in front of them. It cannot be recorded before the meal service begins or after the meal is finished. Point-of-service meal count cannot be solely based on the number of children actually eating at the table. Meal count must not include the meals served to participants who received a non-creditable milk substitution, or who left the table before meal count was recorded. The Sponsor’s meal count for this meal service should have been zero (0) not 15. Meals must not be counted for entire meal, since the meal count was recorded before the food was placed on the dining table. Additionally, even if meal count was timely recorded when the food was on the dining table, the meal for the child served almond milk should not be included in the meal

count, due to the missing Medical Statement. (click) Point-of-service meal count requirements can be found in the CACFP Policy & Procedure Manual, Chapter 5. Meal Pattern and Meal Service Style requirements can be found in Chapter 8. (click) The Federal regulations governing these topics are 7 CFR 226.17(b)(4), 7 CFR 226.19(b)(6), and 7 CFR 226.10(c). Slide 4 The second finding of Situation #1 is Why meals were claimed for a child who was Non-reimbursable meals served Almond Milk and did not have a were included in the POS valid Medical Statement on file. (click) • Almond milk is not a creditable substitution for milk Almond milk is not a creditable • Exceptions to the meal pattern must be documented substitute for fluid milk. Chapter 8 – Section D. 7 CFR 226.20(h) Fueling Oregon’s Future 4 (click) All exceptions to the meal pattern must be documented if the meal is to be claimed for reimbursement. Three forms are available for participants with Special Dietary Needs: • Medical Statement for Participants with Disabilities • Medical Statement for Participants without Disabilities • Milk Substitution Request – Participants without Disabilities When a substitution to the CACFP meal pattern is made which eliminates a required component – and the sponsor wishes to claim the meal for reimbursement – then one of the three previously mentioned forms must be

completed and on file. The sponsor must also document the actual food served to a child if it is different than the written menu for the day. (click) Special Dietary Needs requirements can be found in Chapter 8 – Section D. (click) The Federal regulation governing this topic is 7 CFR 226.20(h). Slide 5 Now let’s discuss corrections to prevent How To Correct the first finding: incorrect point-of- service meal count. Incorrect point-of-service meal count To correct, the sponsor would need to • Develop and implement a procedure – meal counts (click) develop and implement a point- • Provide training to all pertinent staff of-service meal count procedure that ensures the point-of-service is taken as Fueling Oregon’s Future 5 the CACFP - reimbursable meal is served to participants. The procedure would need to include the staff position responsible for point-of-service count at each feeding location (classroom, cafeteria, etc.). (click) In addition, the sponsor needs to train site staff on recording proper point-of-service meal counts and have records of this training available for review. It is critical that all site staff and monitors understand the importance of accurate point-of-service meal counts. Only complete meals meeting CACFP meal pattern may be claimed for reimbursement.

Slide 6 Now let’s discuss how to correct the How To Correct second finding of non-reimbursable meals included in the point-of-service Non-reimbursable meals were included in the POS meal count. Meals were claimed for a • Develop and implement a procedure – child who was served Almond Milk and exceptions to the meal pattern did not have a valid Medical Statement • Provide training to all pertinent staff on file. Fueling Oregon’s Future 6 To correct, the sponsor would need to (click) develop and implement a procedure to make sure that exceptions to the meal pattern have documentation on file. Valid Medical Statements For Participants without Disabilities, Medical Statement for Participants with Disabilities , and Milk Substitution forms must be on file to support all meals claimed for reimbursement when there was an exception to the meal pattern that requires a non-creditable item to be served. Include in the procedure: The system for collecting and tracking Medical Statements, the system for documenting meals as non- reimbursable on the meal count records when no Medical Statement is on file and the title/position(s) of the person(s) responsible for each step of the procedure. (click) In addition, the sponsor needs to train site staff on recording proper meal count when an exception to the meal pattern is made and have records of this training available for review.

Slide 7 The second situation we will discuss Situation # 2 involves incorrect execution of family style meal service. The sponsor tells The meal observed uses Family Style Meal Service. During the meal observation: the Child Nutrition Specialist prior to • Teachers served meal components to the meal service that they use family children • One teacher stands and watches the style meal service for all meals. During children eat the meal observation, the Child Nutrition Specialist observes a meal Fueling Oregon’s Future 7 served in a classroom to children. There are 2 dining tables in the classroom, with 2 teachers present. (click) Children are seated at the tables, while the teachers stand and serve the casserole-style entrée to the children. One teacher pours a small amount of milk in children’s glasses at both tables and the single milk pitcher is put on a cart located between the two tables. The bowls with extra entrée are placed on each table. (click) One teacher sits at a table to eat with the children, while the second teacher stands and watches as the children eat at the second table. The children at the second table eat without an adult seated at their table. Slide 8 Why Situation #2 is a finding. (click) The Family style meal service meal observed did not follow the is executed incorrectly requirements for family style meal • All required meal components are on the table service. • Participants serve themselves with minimal assistance • An adult must be seated at each table CACFP Policy & Procedure Manual Requirements for family style meal Chapter 8 – Section F 7 CFR 226.20 (p) service include: Fueling Oregon’s Future 8 (click) All required meal components must be placed on the table at the same time in communal serving dishes in adequate quantities for each participant and supervising adult to be served. (click) Participants must serve themselves from serving dishes that are