1 Child and Adult Care Food Program Adult Day Care Programs 2008 Training

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<ul><li>Slide 1</li></ul><p>1 Child and Adult Care Food Program Adult Day Care Programs 2008 Training Slide 2 2 State Agency Staff Shodie Akin, Program SpecialistAnn-Marie Martin, Program Specialist Child Nutrition Services Child and Adult Care Food Program 907-465-4788907-465-8711 Shodie.Akin@Alaska.govAnnMarie.Martin@Alaska.gov Tonia Haggard, Ed. Prog. AssistantJo Dawson, Project Coordinator CACFPCommodity Food Distribution 907-465-4969 907-465-8710 Tonia.Haggard@Alaska.govTonia.Haggard@Alaska.gov Jo.Dawson@Alaska.govJo.Dawson@Alaska.gov Slide 3 3 Eligibility To participating in the Child and Adult Care Food Program, a program must: Be public or private non-profit or for-profit with 25% of participants meeting low income guidelines (Medicaid, Title XIX or XX of Social Security Act) Provide non-residential day care Be licensed or approved by the Federal, State or local licensing authorities Slide 4 4 Eligibility Be a community based program Provide services to functionally impaired disabled adults 18 years or older, or to persons 60 years of age or older. Develop an individual plan of care for each functionally impaired adult participant Offer a structured, comprehensive, program that provides a variety of health, social, and related services. Slide 5 5 Eligibility Definitions: Adult participant: a person who is functionally impaired or over 60 years of age. Functionally impaired adults: Chronically impaired disabled persons 18 years or older. These include victims of Alzheimers disease and related disorders with neurological or organic brain dysfunction. Functionally impaired are physically, mentally impaired to the extent that their capacity for independence and their ability to carry out activities of daily living are markedly limited. Slide 6 6 Update &amp; Renewal Centers renew every 3 years Coincide with Administrative Review Updates &amp; Renewals due October 1 7 CFR 226.6(b)(2) Slide 7 7 Renewal (every 3 years) All Centers need to submit to the state agency by October 1 st : Sponsor Renewal Sheet (includes mgmt. plan) Site Sheet(s) Certification Statement CACFP User Authorization Date &amp; Method of Media Release Rate Percentage Certification Slide 8 8 Update (2 years between renewal) All Centers need to submit to the state agency by October 1 st : Sponsor Update Sheet Site Sheet(s) Approval to Continue CACFP User Authorization Date &amp; Method of Media Release Rate Percentage Certification Slide 9 9 What if you miss the deadline? CNS has 30 days to approve a completed Update or Renewal packet from Center The October claim will not be paid until the Renewal/Update is approved Slide 10 10 Rate Percentages Principal: Eliminate overt identification 7 CFR 226.9(b)(2) Slide 11 11 Eligibility Participants are categorically eligible for FREE meals if they receive food stamps, aid from the Food Distribution Program on Indian reservations (FDPIR) Supplemental Security Income (SSI) or Medicaid benefits. Slide 12 12 Rate Percentages Certification Four Steps: 1.) Collecting the Family Size-Income Data: Distribute sample Letter to Participant &amp; the Income Eligibility form. Distribution may begin any time after July 1st. Eligibility must be based on information reported on the Income Eligibility Form Slide 13 13 Rate Percentages Certification 2.) Establish the 30-day study period &amp; Attendance Roster: 30-day period must be established to determine the total attendance at the center. All participants who attend the center during the study period must be counted &amp; recorded on the attendance roster. Slide 14 14 Rate Percentages Certification 3.) Categorizing &amp; Approving the Income Eligibility Forms: Must be signed &amp; dated by the participant or guardian after July 1st. Determination by the center cant be done after the study period. A participant will be counted as paid if the form is not signed by self/guardian Slide 15 15 Rate Percentages Certification 4.) Documenting the Certification Statement. A file folder containing, the following back-up should be kept at the center each year. Copy of Certification Statement Original roster of all enrolled participants Approved Income Eligibility Form for each participant Copy of attendance records for the study period Slide 16 16 Rate Percentages Certification Centers are required to collect &amp; submit this information only once a year. 30 day study between July-November Need certification to process October claim Centers may submit additional Certification Statement at any time during the year, if a center feels that it would be to their advantage. Slide 17 17 Rate Percentages Certification Common errors in Blended Rate Certification Process: Including adults who are enrolled but did not attend during the 30-day period. Including only adults who have a Income Statement on file instead of all who attended during the 30-day period. Slide 18 18 Rate Percentages Process Certified CountCategoryPercentage 18Free60.00% 9Reduced Price30.00% 3Above Scale10.00% 30Total100.00% Slide 19 19 Rate Percentage Process Rate % Category% times Meals Meals by Category Federal Rate Reimbursement by Rate 60% Free.60 x 250 lunches 4.01 30% Reduced Price.30 x 250 lunches 3.61 10% Paid.10 x 250 lunches.38 Total Based on 250 Lunches Slide 20 20 Rate Percentage Process Rate % Category% times Meals Meals by Category Federal Rate Reimbursement by Rate 60% Free.60 x 250 lunches 1504.01 30% Reduced Price.30 x 250 lunches 753.61 10% Paid.10 x 250 lunches 25.38 Total Based on 250 Lunches Slide 21 21 Rate Percentage Process Rate % Category% times Meals Meals by Category Federal Rate Reimbursement by Rate 60% Free.60 x 250 lunches 150 X 4.01= $601.50 30% Reduced Price.30 x 250 lunches 75 X 3.61= $270.75 10% Paid.10 x 250 lunches 25 X.38= $9.50 Total$881.75 Based on 250 Lunches Slide 22 22 Licensing Requirements When renewing license, CACFP must receive a copy 15 day grace period May be found Seriously Deficient if current license not on file Not all programs are required to be licensed 7 CFR 226.6(d)(1)(i) Slide 23 23 Media Release To announce their participation in the CACFP and to affirm that all adults are treated equally. Providers must submit a Public Release to the local media. Providers are not required to pay a fee but is required to show that one has been submitted. Slide 24 24 USDA Commodities Bulk products available through USDA based on average daily attendance Centers may select commodities and place order February each year Products are delivered in fall Recommended for centers with an ADA of 50 If center opts out of commodities, may receive $0.1875 for every reimbursable lunch and supper Slide 25 25 Child Nutrition Program (CNP) Database CNP Web User Request form Will receive User ID &amp; Password Change your password FY2008 Claim submission FY2009 Renewals/Updates &amp; Claims Slide 26 26 Child Nutrition Program (CNP) Database On-line claiming Type in URL address www.cnsonline.alaska.gov/cnpweb www.cnsonline.alaska.gov/cnpweb Slide 27 27 Child Nutrition Program (CNP) Database Slide 28 28 Child Nutrition Program (CNP) Database Slide 29 29 Child Nutrition Program (CNP) Database Slide 30 30 Child Nutrition Program (CNP) Database SAMPLE CACFP SPONSOR Slide 31 31 Child Nutrition Program (CNP) Database SAMPLE CACFP SPONSOR Slide 32 32 Find your program Ignore Homes 4,5,6) Certification numbers - Sponsor enters on October claim. (Only CNS can update these numbers) 1) Number of Centers 2) ADA 3) Operating Days 8) Meal Counts in the appropriate category Slide 33 33 CNP Database Claim Submission Slide 34 34 CNP Database Claim Submission Slide 35 35 CNP Database Claim Submission Disregard the Home categories Slide 36 36 Child Nutrition Program (CNP) Database Check that you certify you claim is true and correct Click Submit when ready and CNS will process Slide 37 37 CNP Database Claim Submission SAMPLE CACFP SPONSOR Slide 38 38 Child Nutrition Program (CNP) Database Slide 39 39 Child Nutrition Program (CNP) Database Next Steps: CNS checks and approves claim CNS sends claim to EED Finance Department EED Finance pays claim Center can check status of claim on-line Slide 40 40 Civil Rights Compliance Slide 41 41 What Is Discrimination? Discrimination is defined as different treatment which makes a distinction of one person or a group of persons from others; either intentionally, by neglect, or by the actions or lack of actions based on. Slide 42 42 Protected Classes Race Color Sex Age National Origin Disability Slide 43 43 Civil Rights Laws Title VI of the Civil Rights Act of 1964 - Race, Color, National Origin Title IX of Education Amendments of 1972 - Sex Section 504 of Rehab. Act of 1973 - Disability Age Discrimination Act of 1975 - Age Civil Rights Restoration Act of 1987 - Race, Color, National Origin Slide 44 44 Heart of Civil Rights Act No person in the United States shall on the grounds of race, color, or national origin be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal Financial Assistance. Slide 45 45 8 Areas of Compliance Public Notification System Data Collection Training Compliance Reviews Civil Rights Complaints Assurances Limited English Proficiency Religious Organizations Slide 46 46 8 Areas of Compliance Public Notification System All sponsors and their sites must display in a prominent place the And Justice For All, nondiscrimination poster. Available through State Agency or online at http://www.fns.usda.gov/cr/justice.htm All sponsors must have the capability of providing informational materials in the appropriate translation concerning the availability and nutritional benefits of the CACFP The nondiscrimination statement should be included, in full, on all materials regarding the CACFP that are produced for public notification. Slide 47 47 Nondiscrimination Statement 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 Civil Rights, Room 326-W, Whitten Building, 1400 Independence Avenue, SW, Washington, DC 20250-9410 or call (202) 720-5964 (voice and TDD). USDA is an equal opportunity provider and employer. Slide 48 48 Too Big? If space is an issue, you can use the mini- statement: USDA is an equal opportunity provider. Slide 49 49 8 Areas of Compliance Data Collection Each program must ensure that racial/ethnic data are collected each year and maintained on file for 3 years + the current year This data must include the number of children actually participating and the estimated number of potential eligible children by racial/ethnic category. Sources to determine the number of potentially eligible children include census data or public school enrollment data. Visual identification may be used by sponsors and providers to determine a childs racial/ethnic category or the parents may be asked to identify the racial/ethnic group of their child. Form available on our website at: http://www.eed.state.ak.us/forms/cns/05-06-010.doc Slide 50 50 8 Areas of Compliance Civil Rights Training State agencies are responsible for training local agencies on an annual basis Local agencies are responsible for training subrecipients, including frontline staff who interact with applicants or participants on an annual basis Slide 51 51 Civil Rights Training All staff should receive training on all aspects of civil rights compliance. Staff should be able to identify a civil rights complaint if received. They should know what to do if they receive a complaint. Understand that it is the basic right of the individual to file a complaint. Slide 52 52 8 Areas of Compliance Compliance Reviews There are three types of Compliance Reviews Pre-award Compliance Reviews Routine Compliance Reviews Special Compliance Reviews Slide 53 53 8 Areas of Compliance Civil Rights Complaints Right to file a complaint: Any Person alleging discrimination based on race, color, national origin, sex, age, or disability has a right to file a complaint within 180 days of the alleged discriminatory action. Acceptance: All civil rights complaints, written or verbal, shall be accepted and forwarded to the Civil Rights Division of the USDA Food and Nutrition Service. Slide 54 54 The following information should be included in a Civil Rights Complaint. Name, address, and telephone number of the complainant. Specific location and name of the entity delivering the service or benefit. Nature of the incident or action that led the complainant to feel discrimination was a factor, or an example of the method of administration which is having an effect on the public, potential participants, or participants. The basis on which the complainant feels discrimination exists (race, color, national origin, sex, age or disability) The names, titles, and business addresses of persons who may have knowledge of the discriminatory action. The date(s) during which the alleged discriminatory actions occurred, or if continuing, the duration of such actions. Slide 55 55 8 Areas of Compliance Assurances A civil rights assurance shall be incorporated in all agreements between State agencies and sponsors. State agencies are responsible for reviewing, approving, and monitoring State agency/sponsor agreements. Slide 56 56 8 Areas of Compliance Limited English Proficiency Where a significant number or proportion of the population eligible to be served needs service or information in a language other than English in order to be informed of or to participate in the program, the recipient shall take reasonable steps to provide information in the appropriate language to such persons. Slide 57 57 Limited English Proficiency Recipients of Federal financial assistance have a responsibility to take reasonable steps to ensure meaningful access to their programs and activities by persons with limited English proficiency. Factors to consider in determining what is reasonable: Number of LEP individuals participating in the Program. Frequency of contact with the Program. Nature and importance of the Program. Resources available. For more information on LEP go to: www.lep.gov Slide 58 58 8 Areas of Compliance Religious Organizations Equal opportunities for religious organizations Ensures a level playing field for the participation of faith-based organizations and other community organizations in the USDA programs Slide 59 59 Religious Organizations This is accomplished by: Prohibiting discrimination on the basis of religion, religious belief, or religious character in the administration of Federal funds Allowing a religious organization that participates in USDA programs to retain its independence and continue to carryout its mission, provided that direct USDA funds do not support any inherently religious activities such as worship or religious instruction. Slide 60 60 Re...</p>