Child &
Adult
Care
Food
Program
Terms You Should Know
Sponsor – an organization approved to
operate CACFP
 Specialist – ODE Child Nutrition
Specialist
 Application – your district’s application
for CACFP Afterschool Supper (“At
Risk” supper & snack)
 “Big Red” – ODE’s CACFP policy
manual

Terms You Should Know
Renewal – Renewal of CACFP
Application for new year
 Review – Administrative review (onsite)
of CACFP…similar to CRE in NSLP
 Participant – child, student
 NSLP – National School Lunch
Program

After School
Meal and Snack Programs
“At Risk”
Reimbursement during school year ONLY –
including weekends, holidays, vacations
Programs required to:
•Be located in a qualifying school
attendance area
•Offer regularly scheduled enrichment or
Educational activities – structured &
supervised
•Be “open to all”
After School Participants
are defined as:
• Children who are 18 years old
and younger at the beginning
of the school year
After School Meals and
Snacks
ODE can reimburse programs for
serving 1 snack and/ or 1 supper
per participant, per day.
• Supper can be served anytime after
the school day ends, or anytime on
non-school days during the school
year
Reimbursement Rates: After
School Meals and Snacks FY 2010

Snack
$ 0.74

Lunch/Dinner
$ 2.875 (includes $0.195
Cash in Lieu of commodities)
Documentation is
Required to Receive
Reimbursement
Documentation
Maintain for 3 years plus
the current fiscal year
 Daily
 Monthly
 Annual
Daily Documentation
Requirements

Attendance records
 Meal counts
 Menus
Daily Attendance
Records
* Must record Child’s
Full Name & Date
Menus
Decide which meal planning
option you will choose – NSLP or
CACFP
 Daily menus showing meals and
snacks served, listing actual date
 Must show compliance with
USDA menu requirements
 If food item is “combination”, must
have acceptable documentation
available

Meal Counts
Two Methods:
1. Head Count Method OR
2. Actual Count Method
 At Risk Programs generally
use Head Count method
**Meal Count must be
recorded at the Point of
Service**
CACFP Manual
Chapter 5
Monthly
Documentation
Requirements
 Receipts for food and food
service supplies to support
menus, if needed
Reimbursement claim to ODE,
with all supporting
documentation.
How you get
paid…
Monthly
Reimbursement Claim
Report meal counts
and other
information to
ODE monthly
On-line in CNPweb
database
Other Documentation
Requirements
 Annual
staff training (ODE and
site staff)
 Annual renewal application
 Site Monitoring (multi-site only)
 Civil Rights compliance
 Report program / agreement
changes to ODE prior to effective
date
Annual Training
A
minimum of 1 staff person per
sponsor must “attend” ODE annual
training (may be via phone)
 New
staff must be trained on
Supper Program requirements in
timely manner
Annual Training
Must Include:
 Record
CACFP
Annual
Training
Keeping Requirements
 Meal Patterns
 Meal service style (cafeteria, Family)
 Portion Sizes
 Medical Statements for Food
Substitutions (if applicable)
 Civil Rights compliance
 Vendor requirements (if applicable)
Training Documentation
Must Include:

Date
 Topic
 Trainer
 Names of Attendees
 and their signatures

Training Materials
Used
Refer to Big Red
Page 23.7
Site Monitoring
Requirements
•
Single site sponsor: No
requirements
•
Multi-site sponsor: Site
Monitoring is Required
Site Monitoring Requirements
Multi-Site Sponsors:
must monitor each site 3 times per
year
when adding a new site, must
monitor within first 30 days
No more that 6 months between
visits
Documentation is Required
Big Red Chapter 13
Site and Sponsor
Changes – keep current
Submit changes on-line in
CNPweb:
 meal times
 Application contact names
 months of operation
 Adding sites / Closing sites
USDA Civil Rights
Requirements
USDA CACFP Center Manual Ch. 11
What is Discrimination?
“The act of distinguishing one person
or a group of person from others,
either intentionally,
by neglect, or by the effect
of actions or lack of
actions based on their
protected classes.”
The 4
Discrimination is:
“D”s
…when an individual or
group of individuals are:
• Delayed benefits or services
• Denied benefits or services
• Treated Differently than others to their
disadvantage
• Given Disparate Impact
Federal (USDA) Protected
Classes include:
 Race
 Color
 National
origin
Age
Sex
Disability
Civil Rights Complaint
Policy and Procedure


Sponsors must
have a written
procedure for
accepting and
forwarding civil
rights complaints to
ODE or USDA.
Exhibit 23.10
Oregon Department of Education
Public Service Building
255 Capitol Street NE
Salem, OR 97310
Office of Student Services
Child Nutrition Programs
(503) 378-3600 Ext. 2610
Civil Rights Complaint Procedure
CR Complaint Received by Sponsor
(Verbal or Written)
CR Complaint Documented
in CR Complaint Log
Sponsor gives Complainant CR Complaint
Form and/or Sponsor Completes CR
Complaint Form with Complainant
If Complainant Returns CR Complaint
Form To Sponsor
.
Sponsor Forwards CR Complaint FormTo ODE within working 3 Days
Send Civil Rights Complaints to:
Civil Rights Specialist
Oregon Department of Education (ODE)
255 Capitol Street NE
Salem, OR 97310-0203
Civil Rights Complaint Log

All discrimination complaints must be
documented in the Civil Rights complaint
log.
Oregon Department of Education
Public Service Building
255 Capitol St. NE
Salem, OR 97310-0203
Office of Student Services
Child Nutrition Programs
(503) 378-3600 Ext. 2614
USDA Child Nutrition Programs
Log of Civil Rights Complaints
Year: _______________
Date
Complaint
Received
Description of Complaint (verbal or written)
Name of Complainant
(Optional)
Date Civil Rights
Complaint Form
Completed and Returned
to Sponsor (yes/no)
Date Civil Rights
Compliant
Forwarded to ODE
The U.S. Department of Agriculture (USDA) and the State of Oregon prohibit discrimination in all their programs and activities on the basis of race,
color, national origin, sex, religion, age, or disability. To file a complaint of discrimination, write USDA, Director, Office of Civil Rights, Room 326-W,
th
Whitten Building, 14 and Independence Avenue, SW, Washington, D.C. 20250-9410 or call (202) 720-5964 (voice and TDD) or (888) 271-5983,
Extension 516 (toll-free). USDA and the State of Oregon are equal opportunity providers and employers.
Sponsor’s Civil Rights Coordinator: ________________________________ Coordinator Contact Information: _____________________
Form 581-1074-P (6/01)
**Date Log regardless of complaints
received and maintain on file
“And Justice For All”

Poster must be
placed in a
prominent place
where participants
and potential
participants have
ready access.
 Current Poster
was revised
5/2008
Racial and Ethnic Data

Sponsors collect at Initial Application
and once annually
***********************************
 Report ethnic and racial data from
your service area of potential
participants.

ODE assists sponsors by providing
racial and ethnic data from your
service area (by county).
Racial and Ethnic Data



Report ethnic and racial data from your
service area of Actual participants.
A sponsor-developed questionnaire
may be distributed (optional for
participants to complete!)
If no written info available, sponsor must
make visual identification for USDA
reporting use
It is optional for participants to provide
Sponsors with Racial and Ethnic information
However…
It is a requirement for Sponsors to collect
Racial and Ethnic Data annually
Racial and Ethnic data may be
collected from a Sponsor developed
questionnaire or
may be collected using visual
identification
Sample Questionnaire
3
RACIAL OR ETHNIC GROUP
Please check your child's racial and ethnic
information. You are not required to answer these
questions. We need this information to be sure that
everyone receives benefits on a fair basis.
Mark one ethnic
identity:
 Hispanic or Latino
 Not Hispanic or
Latino
Mark racial designations that apply, if
any:
 American Indian & Alaskan Native
 Asian
 Black or African American
 Native Hawaiian or Other Pacific
Islander
 White
 Other _______________________
Race and Ethnic Categories
Separate categories are used when
collecting and reporting Race and
Ethnicity.
Why do we collect this data?
To
determine how effectively USDA programs are
reaching potential eligible participants
Race and Ethnic Categories
Data COLLECTION:
Two-Step Format: - Separate
categories are used when
collecting and reporting Race and
Ethnicity.
Ethnic Categories:
Ethnicity is collected first.
Step One
Ethnicity:
 Hispanic or Latino
 Not Hispanic or Latino
Step 1: Ethnicity
 Hispanic or Latino. A person of
Cuban, Mexican, Puerto Rican,
South or Central American, or
other Spanish culture or origin,
regardless of race.
 Not Hispanic or Latino
Participants are offered the option of
selecting one or more Racial
designations:
 American Indian or Alaskan Native
Step Two
 Asian
 Black or African American
 Native Hawaiian or Other Pacific
Islander
 White
 Other ____________________
See Racial and Ethnic Category
Definitions for descriptions of
Race Categories…
Racial Ethnic Annual Data
Collection Form
Oregon Department of Education
Public Service Building
255 Capitol St. NE
Salem, OR 97310
Office of Finance & Administration
Child Nutrition Programs
(503) 947-5902
Racial Ethnic Annual Data Collection Form
Child and Adult Care Food Programs
Sponsor
Name:_______________________________________________________________
Date Form
Completed:___________________________________________________________
Racial/Ethnic Data
Provide:
(1) Percentage breakdown of eligible population by racial-ethnic category
for the surrounding geographical area. Available from ODE - complied
census data by county or other area data.
(2) The number of participants enrolled in the CACFP.
ETHNIC
Hispanic
No. or Latino
RACIAL
Asian
Native
Black or
Hawaiian
African
American
or Pacific
American
Indian
White Islander Other
1.
%
%
%
%
%
%
%
2.
#
#
#
#
#
#
#
Civil Rights Staff Training

Train staff annually on Civil Rights (CR)
Requirements:
– What is a CR Complaint
– Posting of “And Justice For All” poster
– Nondiscrimination Statement
– CR Complaint Procedure
– Collecting Racial and Ethnic Data
Refer to “Big Red” Exhibit 23.11
Civil Rights Compliance
Checklist:
“And Justice for All” poster must be
prominently displayed in the administrative
office
 Nondiscrimination Statement must printed on
Program materials that mention or imply the
USDA or CACFP
 Collect Racial and Ethnic Data Annually
 Need written procedure for handling civil
rights complaints ( using Complaint form and
log provided)
 Each site must have: JFA poster visible, CR
complaint procedure, CR Complaint forms
and a CR Complaint Log

“Integrity
Regulations”
CACFP Regulations– “7 CFR 226”
http://www.fns.usda.gov/cnd/Care/RegsPolicy/policymemo/CFR226-2008.pdf
“Integrity” Performance
Standards for Institutions
Viability (Financial)
Accountability
(Internal Controls)
Capability
The rule requires that
ODE approve only
those sponsors
capable of operating
CACFP according to
regulations…
(Administrative)
Handout “VAC”
Outside Employment Policy

ODE’s “Outside Employment Policy”
statement in Application Packet:
All sponsors must have a policy that
prohibits other employment that
interferes with employee performance
of Program-related
duties and
responsibilities.
“Integrity”
Management Plan
Criminal Convictions Certification
The purpose of this provision in the law
and the regs is to ensure that
organizations and individuals whose
actions have demonstrated a lack of
business integrity are not permitted to
enter or remain in CACFP.

Also…
Criminal Convictions
Certification (con’t)…
The institution must
state whether the institution or
any of it’s principals have been
convicted of a business-related
offense in the past 7 years i.e.
fraud, embezzlement, etc.
AND…
Criminal Convictions
Certification (con’t)…
When either the institution or any of its
principals have such a conviction
during the past 7 years, the institution
and/or principal is not eligible to
participate in CACFP
Contact ODE for guidance if needed
“Integrity”
Management Plan
Birthdate Requirement

ODE is required to collect birthdates of
principals and responsible individuals

ODE gathers this during application
process
“Integrity”
Serious Deficiency,
Process

If ODE determines a sponsor is
Seriously Deficient, the sponsor has 130 days to correct the deficiency

Serious deficiencies can be found
during reviews, application renewals,
and at other times such as audits
“Integrity”
Corrective Action

Corrective Action: Sponsor must take
action to correct the serious deficiency
permanently and adequately within the
prescribed timeframe
“Integrity”
Termination Process

Termination: If the Serious Deficiency
is not corrected adequately and
permanently within the prescribed
timeline; then ODE notifies sponsor of
our intent to terminate the State
Agency-Sponsor agreement due to the
uncorrected serious deficiency
“Integrity Regulations”

National Disqualified List: If
agreement is terminated, ODE is
required to submit name of
sponsor, responsible principals
and individuals, their birthdates
and addresses to USDA
National Disqualified List
 If
sponsor quits CACFP while
in Seriously Deficient status,
ODE is still required to place
the institution, responsible
principals and individuals on
the National Disqualified List
National Disqualified List
The sponsor, responsible
principals and responsible
individuals are on the list for up to
7 years
 If any outstanding CACFP debts
exist after 7 years, all parties
remain on the list until they are
repaid

Summary of Requirements
Daily:
 Meal Count Records
 Attendance Records
 Menus
Monthly:
 Cost Records
 Reimbursement
Claims
Other:
 Annual Training
 Site Monitoring (multisite programs)
 Civil Rights
 Annual Renewal
Application
 Meet Integrity
Performance
Standands
What’s Next?

Review of the CACFP At Risk Application (if
not submitted yet)
 Decide if your organization wants to apply to
the CACFP After School “At Risk: Meals and
Snack Program OR Homeless Program
 If yes, complete and submit application to
ODE. The remainder of the application
process starts after ODE receives your
application.
For your time and
attention….