Welcome to CACFPAt-Risk Training

Introduction

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ELIGIBILITY, APPLICATION AND REIMBURSEMENT

At-Risk Afterschool Meal Program

Eligibility Qualification

Be located in a qualifying area• Provide care for children after the regular

school day ends or on the weekends, holidays, or school vacations during the regular school year

Include education or enrichment activities

Examples of Enrichment Activities

Programs must provide educational or enrichment activities in an organized, structured, and supervised environment. Examples include, but are not limited to: arts and crafts homework assistance life skills remedial education organized fitness activities etc.

Enrichment Activities

Available to all participants:21st century

ESSTutoring

Clubs Athletics

Drop-in Activities Academic

Team

Change in Enrichment Activities

If the plan for enrichment activities changes during the school year you must notify KDE immediately.

New Site Application Process

Complete a Pre-Approval Site Verification Form

Enrichment Activities

CNIPS Application

Due Date

New site verification forms are due by the 25th of the month

Approval committee will review the new site application on the 26th or following Monday

Program administrator will be contacted on 26th or the following Monday if the site is approved or disapproved

Approved sites may start claiming on the 1st of the next month

Weekends, Holidays or vacation

A school may choose to serve an At-Risk Meal on weekends, holidays, or vacation days during the regular school year.

The meal may be served as a breakfast or lunch instead of supper.

Any SFA that is interested in serving meals during this time needs to contact KDE for more information

Special At-Risks Sites

Meals served on the weekend, holiday, breaks, etc. will be set up as a separate site application

Changes can be made without affecting the “everyday” site application

Less chance of it disrupting your claim

Special At-Risk Site Verification Form

Setting Up a Special At-Risk Site

Submit a Special Site Verification Form one week in advance

A new site application will be created in CNIPS

Complete the new “special” site application in CNIPS

A new site verification form must be submitted each time the application is modified

In the future, changes will be made to the current “special” site application in CNIPS

Reimbursement Rates

Effective July 1, 2013 to June 30, 2014 Based on “Free Rate”

Breakfast $1.58Lunch/Supper $2.93Snack $0.80

AT-RISK AFTE

RSCHOOL

MEAL PROGRAM

M E A L PA T T E R N A

N D FO O D S

E R V I CE

WHAT CAN I SERVE?A meal or A meal and a snack*Only one meal and one snack may be claimed per participant

WHAT SHOULD I SERVE?The table on the next slide describes the components that

must be served for each meal type.

Any participant that is older than 12 years of age will still follow the 6-12 yr. old meal pattern.

The amounts listed are the minimum serving sizes for each component. You may increase the serving size.

Child and Adult Care Food Program Meal Patterns for Children

This chart lists the amounts and types of food to be served to children one year and older.

Meal Components Ages 1-2 Ages 3-5 Ages 6-12

Breakfast: milk, fluid1

juice or fruit or vegetable bread or bread alternate

or cornbread, biscuits, rolls, muffins, etc

including cereal cold, dry or cereal hot, cooked

½ cup ¼ cup ½ slice ½ serving ¼ cup or 1/3 ounce ¼ cup

¾ cup ½ cup ½ slice ½ serving 1/3 cup or ½ ounce ¼ cup

1 cup ½ cup 1 slice 1 serving ¾ cup or 1 ounce ½ cup

Supplement (Snack (select 2 out of 4 components) milk1, fluid juice or fruit or vegetable meat or meat alternate

egg (large) bread or bread alternate

including cereal, cold, dry

or cereal hot, cooked

½ cup ½ cup ½ ounce ½ ½ slice ¼ cup or 1/3 ounce ¼ cup

½ cup ½ cup ½ ounce ½ ½ slice 1/3 cup or ½ ounce ¼ cup

1 cup ¾ cup 1 ounce ½ 1 slice ¾ cup or 1 ounce ½ cup

Lunch or Supper milk1, fluid

meat or poultry or fish

or egg (large) or cheese or cooked dry beans or peas or peanut butter and other “butters” nuts and seeds2

or yogurt vegetables and/or fruits3

(2 or more total)

bread or bread alternate4

½ cup 1 ounce ½ 1 ounce ¼ cup 2 Tbsp. ½ ounce 4 ounces ¼ cup ½ serving or ½ slice

¾ cup 1 ½ ounces ¾ 1 ½ ounces 3/8 cup 3 Tbsp. ¾ ounce 6 ounces ½ cup ½ serving or ½ slice

1 cup 2 ounces 1 2 ounces ½ cup 4 Tbsp. 1 ounce 8 ounces ¾ cup 1 serving or 1 slice

1

Milk includes whole milk, 1% low fat milk, 2% reduced fat milk, fat free milk, cultured buttermilk, or flavored milk made from these types of fluid milk which meet State or local standards. 2. For lunch and supper no more than 50% of the requirement may be met with nuts or seeds. Nuts or seeds shall

be combined with another meat/meat alternate to meet the requirement. For crediting purposes 1 oz of nuts or seeds = 1 oz of cooked lean meat, poultry or fish. 3 Serve two or more kinds of fruits and/or vegetables. Full strength vegetable or fruit juice may be counted to meet no more th an one half of this

requirement for lunch and supper.4

4. Bread alternate may also include an equivalent serving of such items as a roll, biscuit, muffin, cooked enriched or whole grain rice, macaroni,

noodles or other pasta products.

OFFER VERSUS SERVEOffer

All components must be made available to each participantStudents must choose at least 3 of the 5 components

ServeAll components must be available to each participantParticipant must take each component to count as a reimbursable meal

SUPPER FOOD SERVICE(OFFER VS. SERVE)

May choose to offer or serve the components during dinnerThis must be marked on your CNIPS application

SNACK FOOD SERVICEEach component of the snack must be SERVED to make a

reimbursable meal.

MENUSA menu of the snack and/or meal must be posted for

participants to view.The weekly menu record must be kept on file as part of

recordkeeping.

WATERWater must be available throughout the meal service

SHARE TABLEA share table may be assigned for components that the student

does not wantThe student may place this item on the share table and another

student may pick up the item if they want itEach school should check with their local health department

about having a share table during their meal service.

LOCATION OF MEALS SERVED AND CONSUMEDA site needs to have one designated area for meals to be

served and consumedParticipants must stay on site and in the designated area to

consume their mealsMeals taken off-site and out of the designated location may not

be counted as a reimbursable meal

At-Risk Afterschool Meal Program TrainingRecordkeeping and Monitoring

Daily Recordkeeping The following records must be kept daily:

Daily Attendance Number of meals prepared or delivered Number of meals served to participants Number of meals served to program adults *Delivery receipts

*Delivery receipts are only needed for sites that vend or receive meals.

Daily Attendance Daily attendance must be taken each

day meals are served. The participants first and last name

need to be listed on the attendance records.

Example of Attendance Record #1

Example of Attendance Record #2

Delivery Receipts Need to be attached with each meal

that is delivered Central Kitchen Catered

Receipt needs to be completed daily and kept on file at the site

Record of Meals 17-9 The 17-9 form is used to capture the

following information: Number of meals prepared or delivered Number of meals served to participants Number of meals served to program

adults

Record of Meals Served 17-9 A site may use a method best suited for

them to take a daily meal count.. Ideas to obtain number of meals served:

Sign in sheets or Attendance Records may be used.

Student NSL numbers may be scanned to obtain this information.

A head count or tally sheets may also be used.

Totals will be transferred to the 17-9 at the end of each meal service.

Record of Meals 17-9 A copy of the 17-9 should be turned into

the sponsor monthly. The record needs to stay at the site for

review purposes.

Record of Meals Served17-9Kentucky Department of EducationSchool & Community NutritionSection 17

Form 17-9 At-Risk Record of Meals ServedChild and Adult Food Program

Site Month

Date MD/MP 3-5 6-18 Total PA MD/MP 3-5 6-18 Total PA TDA

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

26

27

28

29

30

31

Total

At-Risk Snack At-Risk Supper

Updated Record of Meals Served17-9

“Special” Record of Meals Served 17-9 Highlight meals on the 17-9 that were

approved as “special” meals

Program Adult A program adult is someone that works

with the At-Risk Meal program Individual that takes meal counts Individual(s) that prepare and/or serve

meals Teachers, administrators, parents, etc.

are not considered a program adult Program adults are not claimed for

reimbursable meals

Training Sponsors need to conduct training on

program duties, and responsibilities. Training must be conducted on civil rights compliance to frontline staff prior to the beginning of program operations.

http://education.ky.gov/federal/SCN/Pages/GENERAL-TRAININGS.aspx

Training Topics Program meal pattern Daily attendance Meal counts Recordkeeping requirements Civil rights

Documentation of Training The following must be documented

during a training session: Date of training Location of the training Topics discussed during the training Names and signatures of people trained Signature of person that conducted the

training

Training Form

Monitor Reviews Completed 3 times a year 2 must be unannounced 1unnannounced must also observe a

meal service First review needs to be completed

within the first 4 weeks of the program No more than 6 months between

reviews

SFA Monitor Reviews Sites may be monitored by their sponsor

on the same schedule as the regular school monitor reviews.

NSL monitor review forms may be used as a review for the at-risk program, or, the CACFP monitor review form may be used.

A copy of all monitor review documentation needs to be kept on file at the site.

Fiscal Management **SFA’s will follow the NSLP guidelines for

fiscal management Invoices and receipts for food and non-

food Proof of Labor using the personnel activity

report Receipts from all Program payments

received from State agency *Administrative costs

Personnel Activity Report

Record of Expenditures 17-8

On-Site Recordkeeping The following documents must be

maintained on-site: Attendance Records Record of Meals Served form 17-9 *Delivery Receipts Menu Records Current Site Verification Sheet

Sponsor or Institution Recordkeeping The following documents will be maintained at

the sponsor or institution’s office: Menu Records (For Purchasing Verification) Copies of invoices and receipts Proof of Labor Administrative costs Site Verification Sheets News Release Monitor reviews Training Documentation Permanent Agreement (with CACFP Addendum) *Copies of documents that need to be maintained

on site may also be kept at the sponsor office.

Documentation from the previous year(s) need to be kept on file at the sponsors office.

All documentation needs to be kept for 3 years after the final claim.

Folder System

THANK YOU! Questions?