How to Write the Corrective Action Response
In response to the Child and Adult Care Food Program (CACFP) administrative review, a
sponsor must submit corrective action(s). Use the following format to thoroughly describe the
corrective action(s) your sponsorship has taken or plans to take regarding each finding cited in
the CACFP Summary of Review Findings left by the Nutrition Program Consultant. A separate
corrective action plan must be documented for each finding.
• Finding: What is the finding and why did it occur?
• Action Taken/Who: List the action taken to correct the finding. Include all the processes
and/or procedures that will be or have been implemented. List all persons and their titles
who will be involved in correcting the finding and maintaining the corrective action(s).
• When: Provide the date(s) when corrective action(s) was/were implemented or will be
implemented.
• Supporting Documentation: If needed, include supporting documentation in your
response that validates the corrective actions you have implemented or will implement.
For example, you might include copies of staff training documentation, site monitoring
reports, attendance/meal count forms, menus, itemized food receipts, etc.
To simplify the process of documenting your corrective action(s), use the Corrective Action
Response form. Save the form to your local drive on your computer. Complete the form and
save the changes before emailing or printing. You can use your own format for documenting the
corrective action(s).
Return your response to the consultant who conducted the review by email or mail to:
Minnesota Department of Education, 1500 Highway 36 West, Roseville, MN 55113. Include
your Sponsoring Authority ID number, name and address on all correspondence.
When the corrective action response is received at MDE, the consultant will evaluate the
response to ensure that it is complete. Each finding must be adequately addressed. If your
corrective action plan is adequate, a closeout letter that finalizes the review process will be sent.
If the corrective action response is inadequate, the consultant will contact you so you have an
opportunity to modify the corrective actions.
Examples of a Corrective Action Response
Example 1
Finding: Meal counts were not being taken at the point of service. The number of meals
“prepared” was incorrectly recorded as the meal count for breakfast, lunch and afternoon snack.
Action Taken/Who: All classrooms will use MDE’s meal count and attendance record,
Version 1 to document attendance and meal counts. Attendance and meal counts will be
recorded by the lead teacher or assistant in the classroom. Attendance will be taken as the
children arrive during the day. Meal and snack counts will be recorded at the point of service
when each child has received a complete meal or snack. All components must be given to each
child to count as a reimbursable meal or snack. If a child does not take a complete meal or
snack, the meal or snack will not be counted.
When: All staff were trained on the attendance and meal count form and procedure on June 1,
20XX by Ms. Smith, the director. Classrooms began using the form on June 4, 20XX. Ms. Smith
will be checking daily with lead teachers and assistant teachers by visiting the classrooms
during meals and snacks to see that the procedure has been implemented correctly. When staff
are comfortable with this procedure, Ms. Smith will be spot-checking classrooms to make sure
they are recording meals and snacks correctly at the point of service. If staff are not doing it
correctly, meals and snack will not be claimed and staff will be retrained.
We will not claim meals and snacks for the days when point of service meal counts were not
taken.
The topic of “point of service” meal counts has been added to our training agenda for new
employees and our annual CACFP training agenda.
Supporting Documents: I have enclosed the attendance and meal count records for each
classroom for June, 20XX.
Example 2
Finding: ABC Child Care Center did not have Child Nutrition (CN) labels or product
formulation statements for pizza, chicken nuggets and corn dogs.
Action Taken/Who: The cook will be responsible for obtaining and keeping CN labels and
product formulation statements for combination foods. Food items will be evaluated before they
are purchased and if they do not have a CN label or product formulation statement, they will not
be purchased. The pizza was removed from the cycle menu because it does not have a CN
label. We have obtained CN labels for the chicken nuggets and corn dogs.
At the beginning of each month the director will double check that all combination food items on
the menu have a CN label or product formulation statement. If the food item does not have
either, it will not be served.
When: Pizza was removed from the cycle menu the day after the review. Child Nutrition labels
were obtained from our food distributor for chicken nuggets and corn dogs on June, 20XX and
are kept in a folder in the kitchen.
Supporting Documents: Enclosed are the CN labels for chicken nuggets and corn dogs.