CACFP SUMMER TRAINING JULY 19, 2011 New CACFP Requirements, Updates and Important Reminders 1.

CACFP SUMMER TRAININGJULY 19, 2011

New CACFP Requirements, Updates and Important

Reminders1

Agenda

New CACFP WebpageFY 2012 Application (Contract)Amending the ContractNew Requirements – Guidance Memorandum

ChangesImportant UpdatesCivil Rights Requirements

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New CACFP Webpage3

New CACFP Webpage

http://dpi.wi.gov/fns/index.html

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New CACFP Webpage


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CACFP Application/Contract

Reminders6

FY 2012 CACFP Application


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Read carefully and note any changes!

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FY 2012 CACFP Application9


“Enter-Modify Contract”

“Enter-Modify Contract”

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FY 2012 CACFP Application11

FY 2012 CACFP Application Changes

General Information Page: agencies must list # of sites participating for the

upcoming year Authorized Representative will have phone extension

blockBoard Member/Corporate Owner Page:

all listed board members/corporate owners will need to list email addresses

Audit Reporting Page: For Profit agencies do not need to complete this page

Controls A Page: N/A box added under Critical Steps (At Risk & Emergency

Shelters only) N/A boxes added under Meal Count Tallies and Menu

Reviews: Our agency does not claim meals for infants under 1 year of

age

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List of Sites Page: Added Statement: “Renewing agencies: Click the site(s)

below to ensure all information is still current and correct and matches the license on file with DPI. If not revise the site information and/or submit copy of new license to DPI.”

Site Application Page: Food Service Data –(edit check) for each meal/snack

selected agency will be required to list the Average Daily Participation (ADP) greater than zero

Meal Reimbursement Procedures – (edit check) If more than 2 meals/1 snack or more than 2 snacks and 1 meal selected agency must provide a narrative answer.

Certification Page will have link to the permanent agreement

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Sponsoring Organizations Only Training Page:

Added Civil Rights Requirement as a required training topic

Controls C Page: Text field added for outside employment policy Text field added for agency policy on

supervising/monitoring of agency staff that monitor the sites

Removed edit check requirement for block claimsSite Application Page:

Reviews –(edit check) ALL data must be completed

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Amending Your CACFP Application

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Notify DPI immediately when any of the following changes occur throughout the year...

License changes For site location, days & hours of

operation & license capacity Please fax or send revised licenses

immediately upon receiving them from DCF

Staff Changes Authorized Representative of the contract

(will need birth date and e-mail address) Staff responsible for CACFP duties

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Log-inMake changesClick on "I agree and accept the certification"

and "Submit" buttonsLog-out!!Email your Consultant

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Exercise Break!

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GUIDANCE MEMORANDUM CHANGES

New CACFP Requirements20

Guidance Memorandum Changes

Read themImplement any changes by the

required datesDiscard outdated guidance memos

and replace them with the revised ones

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Guidance Memorandum #1

Updates the Household Size-Income Statement: Requires only the last 4 digits of the social

security number of the household member signing the form to be provided within Part 2.

Requests for time period per amount of income received to be provided in Part 2.

Provides a check box to indicate if no income is received by each household member in Part 2.

Specifies that self-employed individuals need to report net income.

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Foster children1. Foster children are now categorically eligible as free,

without a Household Size-Income Statement, if:1. obtain documentation from an appropriate State or local

agency indicating the status of the child as a foster child 2. obtain this documentation annually

2. Households with foster and non-foster children may include the foster child on the same Income Statement that includes their non-foster children. When processing the income statement:1.certify the foster child as free2.determine the remainder of the household based on the

household’s income (including personal income earned by the foster child) and household size (including the foster child)

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Guidance Memorandum #3Claim Submission

The maximum time allowed to submit an amended claim for an upward adjustment is changed from 90 days to 60 days.

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Guidance Memorandum #5Sponsoring Organizations Only

Removes the requirement to monitor for block claims Adds the requirement to complete and document the

annual civil rights training for all staff Adds a question to the Review form to monitor for compliance

with the annual civil rights training requirement.

Adds columns to the five-day reconciliation table within the review form to document the total number of children in attendance based on attendance records in addition to the total meal counts

Adds that the timing of unannounced reviews must vary so they are unpredictable to the facilities

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Guidance Memorandum #8Civil Rights

Updates the nondiscrimination statement and complaint filing procedure

Adds the Spanish version of the nondiscrimination statement and complaint filing procedure

Adds reference to the 8 ½ x 11 “…And Justice For All” poster for temporary use; a link has been added to the DPI Community Nutrition Team website to access this poster

Adds a News Media Release to be used by “At Risk” After School Care Center agencies

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Guidance Memorandum #9Recordkeeping Requirements

Adds requirement that inventory records of purchases, including date and source, must be kept when the receipts do not show the description of each item purchased

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Guidance Memorandum #12CMeal Pattern Requirements

In order to claim for children with disabilities who are over the age of 12 years, the center must have documentation from the appropriate regulating agency that its license or certification allows for the care of children with disabilities

Adds the requirement to make water available to children

Skim or low-fat (1%) milk is now required to be served to children over age of 2 years

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Specifies the change in documentation requirements for serving non-dairy milk substitutions

Substitute Nutrition Standards

Nutrient Per Cup

Calcium 276 mg

Protein 8 g

Vitamin A 500 IU

Vitamin D 100 IU

Magnesium 24 mg

Phosphorus 222 mg

Potassium 349 mg

Riboflavin .44 mg

Vitamin B-12 1.1 mcg (µg)

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Clarifies that all food components, including milk, must be served together at the same time in order for the meal or snack to be reimbursable

Clarifies the Child Nutrition (CN) label requirement and provides an example of what a CN label looks like

000000

This 1.95 oz. Fully Cooked Beef Patty provides 1.5 oz. equivalent meat/meat alternative for the Child Nutrition Meal Pattern Requirements. (Use of this logo and statement authorized by the Food and Nutrition Service, USDA 05-2010.)

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MILK AUDITSTRANSLATED FORMS

DUNS NUMBER

Important Updates32

Milk Audits

DPI will be conducting milk audits during the CACFP reviews to ensure enough milk is purchased

Make sure all milk receipts are on file and filed in an organized manner

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Translated Forms

The following forms will be available in Spanish and Hmong: Household Size-Income Statement Parent Letter Infant Meal Notification Meal Pattern Chart for children ages 1-12 years CACFP Enrollment Form Infant Meal Pattern Chart Eating and Feeding Evaluation: Children with Special

Needs Household Contact letter for parents

They will be available on the CACFP website by the end of August

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DUNS Number

Data Universal Numbering System (DUNS)Needed to comply with the reporting requirement

called the Federal Funds and Accounting Transparency Act (FFATA)

Unique DUNS # for each agencyIf your agency participates in more than one

Federal program, you should only have one DUNS #

If your agency does not have a DUNS number, you will need to obtain one

Refer to letter sent on May 3, 2011, for instructions

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Civil Rights36

Civil Rights Training

All agencies are required to train staff members who interact with program participants on civil rights requirements

Training must be conducted annuallyDocumentation must be on file stating:

staff who received training topics covered date training was completed

Refer to website http://dpi.wi.gov/fns/training.html to access the Civil Rights Requirements Power Point presentation

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Civil Rights Training Topics

Specific topics must include, but not be limited to:

Public Notification System Outreach and Education Data Collection Reasonable Accommodations Language Assistance Civil Rights Complaint Procedures Technical Assistance and Training Customer Service Conflict Resolution

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What is Discrimination?

The act of distinguishing one person orgroup of persons from other, eitherintentionally, by neglect, or by the effect ofactions or lack of actions based on theirprotected classes:RaceColorNational Origin

SexDisabilit

yAge

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Examples of Discrimination

Refuse a child’s enrollment based on disability Failure to provide reasonable accommodations

to disabled individuals Serving meals at a time, place, or manner

that is discriminatory Selectively distributing applications and income

forms Failure to provide the same eligibility criteria

to all participants Failure to provide foreign language materials

regarding CACFP

Equal Access

All children who attend a day care must be provided equal access to the benefits of the CACFP

Infants must be offered infant formula and food at the center, and parents cannot be asked or required to supply these items

To withhold the program from any eligible age group is age discrimination

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Public Notification

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Methods of Public Notification

News Media Release Annually submit to local news media outlet

(newspaper) Keep copy on file stating where and when

submittedPost “And Justice for All” Poster

Includes the USDA’s nondiscrimination statement and lists the USDA contact information for filing a complaint of discrimination.

Public Release (Parental Notification) Inform the general public that your agency

sponsors the CACFP and that meals are provided at no separate charge.

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“And Justice for All” PosterAll agencies participating

in Child Nutrition Programs must display the USDA’s non-discrimination poster in a prominent area where participants and potential participants have access Examples: cafeteria/food

service area, office, parent bulletin board

Must be posted at every site

Must be 11” x 17” format

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Public Notification System

Parental Notification (“Building for the Future”) Flier (newly revised 6-10)

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Amanda S. Kane, Director

Community Nutrition Programs

Wisconsin Department of Public Instruction

608-267-9129

Your contact info here:

Agency nameAR name

Phone numberAddress

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Public Notification System

All organizations participating in the CACFP must provide informational materials in the appropriate translation concerning the availability and nutritional benefits of the program

Outreach and Education

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Required Non-Discrimination Statement Language

“In accordance with Federal Law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability.” “To file a complaint of discrimination, write USDA, Director, Office of Adjudication, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410 or call toll free (866) 632-9992 (Voice). Individuals who are hearing impaired or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (Spanish). USDA is an equal opportunity provider and employer.”

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Include non-discrimination statement on all materials that mention or imply CACFP and/or USDA programs (including websites)

Required Non-Discrimination Statement

“This institution is an equal opportunity provider.”

If the material or document is too small to permit the full statement

(previous slide) the material MUST, at a minimum, include:

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CACFP Website - Guidance Memos: http://dpi.wi.gov/fns/centermemos.html

Racial/Ethnic Data Collection

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Obtain racial/ethnic data through

Voluntary self-identification or self-reporting (preferred method)

Income application: Household applications that are completed each year and submitted to the center have a section for the household to identify their racial and ethnic data (households are not required to complete this)

If a household chooses not to provide racial/ethnic information, you may use one of the following two methods:

– Visual identification by a center official– Personal knowledge, records or other documentation your

agency possesses that identifies household racial/ethnic data.

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Data Collecting and Reporting

Collect ethnic data first, then racial data1. Ethnicity categories:

Hispanic or Latino Non-Hispanic or Non-Latino

2. Racial categories (instructions should specify “mark one or more”) American Indian or Alaskan Native Asian Black or African American Native Hawaiian or other Pacific Islander White

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Racial or Ethnic Data

Form53

Complete form annually and keep on

file

Conflict Resolution

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Conflict Resolution

The USDA recommends using an Alternative Dispute Resolution (ADR) program

ADR Definition: use of a neutral third party (usually a person acting as a facilitator) to resolve informally a complaint of discrimination through use of various techniques such as fact finding, mediation, peer panels, facilitation, ombudsman support, or conciliation.

Visit http://www.fas.usda.gov/Admin/civilrights/conflictres.asp for more information.

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Reasonable Accommodation of Persons with Disabilities

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Providing Menu Item Substitutions

• USDA regulations only require substitutions or modifications in CACFP meals for children whose disabilities restrict their diets based on a licensed physician’s assessmentExample: food allergies causing life-threatening anaphylactic

reactions

• Disabilities must be documented by a physician’s statementPhysician statement must: state the name of the child’s disability,

identify how it limits one of the major life activities, specify foods the child cannot have and the foods to be substituted

Generally, children with food allergies or intolerances do not have a disability. The center may, but is not required to, make food substitutions under these circumstancesExample: lactose intolerance, sensitivity to food additives

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Language Assistance

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Limited English Proficiency (LEP)

Definition: Individuals who do not speak English as

their primary language and have limited ability to read, speak, write, or understand English

Recipients of Federal financial assistance have a responsibility to take reasonable steps to ensure meaningful access to their programs and activities by persons with LEP

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Children should not be used as interpreters. Volunteers may be used, but make sure they

understand interpreter ethics – particularly confidentiality! Example: Spanish teacher could assist a household in

completing an application but would need to be trained on the importance of keeping all information received from the household confidential


A shortage of resources does not eliminate the translation requirement

Suggestions:

Share resources to save money Use interpreter from another area Train bilingual staff to be interpreters Contact grassroots organizations to discuss translation

or assistance from within the community

Language line phone services may be available for a subscription fee through your local telephone service provider

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Complaint Procedures

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Handling Civil Rights Complaints

Centers are required to develop and implement a written procedure to handle any discrimination complaint that may be received

Any person who believes he or she or someone he/she knows has been discriminated against based on Federal protected classes (ie. National origin, race, etc.) has a right to file a complaint within 180 days of the alleged discriminatory action.

Complainants may contact USDA or DPI to register a complaint.

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Handling Civil Rights Complaints

Complaints can be written or verbal Anonymous complaints should be handled as any

other complaint All verbal or written complaints must be

forwarded to the WI DPI or Civil Rights Division of USDA Food and Nutrition Service within three days of receiving a complaint

Sponsors must give complainants a Civil Rights Complaint Form to complete

Document all potential complaints in a Civil Rights Complaint Log

Have a central location where the Civil Rights Complaint Forms and Civil Rights Complaint Log will be kept

Customer Service65

Understanding Differences: Respectful Language

Put the person first Example: USE “person with a disability”, NOT “disabled

person”http://www.kencrest.org/people_first_language.htm?

gclid=CPPS9Zu2kpwCFSQeDQodKghFfA

Use culturally sensitive language Example: USE “Asian”, NOT “Oriental”http://www.sideroad.com/Business_Communication/politically-correct-language.html

Use inclusive/respectful termsExample: USE “chair”, NOT “chairman”http://honolulu.hawaii.edu/intranet/committees/FacDevCom/guidebk/teachtip/inclusiv.htm

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Ask yourself each time you interact with participants…

How would I want to be addressed?Am I treating this person in the same manner I

treat others?Have I informed this person exactly what

information I need to make a determination on the application?

Have I given this person the opportunity to clarify all relevant factors or inconsistencies and ask questions?

Have I provided this person with needed information to make necessary decisions?

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Civil Rights Summary

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Summary: Civil Rights“Must Do List”

Provide the CACFP in a nondiscriminatory manner

Must offer meals to all children in the day care and meal substitutions to participants with disabilities

Distribute the Infant Meal Notification form (or other approved form) to families of all newly enrolling infants

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Prominently display the “And Justice for All” poster

Non-discrimination statement must be on all printed materials available to the public which mention USDA and/or CACFP, including websites

Distribute the “Building for the Future” flier to all newly enrolling families

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Annually complete the Civil Rights Data Collection Form

Annually submit the News Media Release to the local news media outlet

Provide informational materials in the appropriate translation concerning the availability and nutritional benefits of the CACFP

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Train staff annually on Civil Rights and

complete a training formDevelop & implement your Civil Rights

Complaint Procedure Make available to all staff: Civil Rights

complaint forms, Civil Rights Log and Civil Rights complaint procedure

Refer all Civil Rights complaints to DPI or USDA

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Questions?73

CACFP SUMMER TRAINING JULY 19, 2011 New CACFP Requirements, Updates and Important Reminders 1.

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