At-Risk Afterschool Meals in the Child and Adult Care Food Program

1. At-Risk Afterschool Meals in theChild and Adult Care Food Program This institution is an equal opportunity provider

2. ELIGIBILITY

3. ELIGIBILITY Afterschool Programs that Can Participate: • Public or Private nonprofit organizations or eligible for-profit organizations operating an afterschool program To be eligible for reimbursement, an afterschool care program must: • Demonstrate financial and administrative capability • Sponsors must have the necessary financial and administrative capability to comply with Program requirements • Exercise management control over site • Not be seriously deficient • Applications received from a sponsor or site that has been previously deemed seriously deficient will not be approved to operate the program • Conduct a non-profit food service • All proceeds received from ADE must be used for the sole purpose of operating the food aspect of this program

4. ELIGIBILITY To be eligible for reimbursement, an afterschool care program must: • Be organized primarily to provide care for children after school or on weekends, holidays, or school vacations during the regular school year (an at-risk afterschool care center may not claim meals or snacks during summer vacation, unless it is located in the attendance area of a school operating on a year-round calendar) • Have organized, regularly scheduled activities (i.e., in a structured and supervised environment) • Include education or enrichment activities • Be located in an 50% free and reduced eligible area (n/a for emergency shelters) Eligibility Limitation: • Organized athletic programs engaged in interscholastic or community level competitive sports are not eligible afterschool care programs

5. ELIGIBILITY • Area Eligibility: • Except for emergency shelters, at risk afterschool care centers must be located in an eligible area located in the attendance area of an elementary, middle, or high school in which at least 50 percent of the enrolled children are certified eligible for free or reduced-price meals • Area eligibility determinations must be based on the total number of children approved for free and reduced-price school meals. Percentage of Free and Reduced Reports are available at http://www.ade.az.gov/health-safety/cnp/frpercentages/ • Because the afterschool program must qualify according to location, there is no requirement to collect information on children’s individual household income • Area eligibility determinations are valid for five years • Licensing Requirements: • Afterschool programs do not need to be licensed in order to participate unless there is a State or local requirement for licensing. All programs must meet State or local health and safety standards. Licensed schools and/or afterschool care centers must provide a copy of a current Department of Health Services license. Non-licensed facilities must complete a CACFP Child Care Standards application and meet State and local health and safety standards • Participant Eligibility: • All children participating in an approved afterschool program who are 18 and under at the start of the school year may receive a free meal, a snack, or both. There are no age limits for children with disabilities

6. ELIGIBILITY Educational or Enrichment Activities: • Programs must provide educational or enrichment activities in an organized, structured, and supervised environment after the end of the school day, on weekends, or on holidays during the school year Qualified Educational and Enrichment Activities: • Arts and crafts • Homework assistance • Life skills • Computers • Remedial education • Competitive sports teams are NOT eligible, but afterschool programs that include a sports activity as part of their enrichment program may be eligible

7. READING CLUB MUSIC & DANCE CLUB SNACK TIME COMPUTER TIME AFTER SCHOOL PROGRAM HOMEWORK HELP LIFE SKILLS FITNESS ACTIVITY ARTS/CRAFTS ACTIVITY ELIGIBILITY Sample After School Program Activities

8. REIMBURSEMENT

9. REIMBURSEMENT Reimbursement Rates: • At-risk afterschool snacks are reimbursed at the free rate of .78 for snacks. At-risk afterschool meals are reimbursed at the respective free rates for breakfast $1.55, lunch $2.86, or supper $2.86 Non-pricing: • All at-risk afterschool snacks and at-risk afterschool meals served under the Child and Adult Care Food Program must be provided at no chargeto participating children Limit on Daily Reimbursements: • Only one at-risk afterschool snack and, one at-risk afterschool meal per child per day may be claimed for reimbursement. An at-risk afterschool care center that provides care to a child under another component of CACFP during the same day may not claim reimbursement for more than two meals and one snack, or one meal and two snacks, per child, per day, including the at-risk afterschool snack and the at-risk afterschool meal Commodities - Cash In Lieu: • At-risk afterschool programs that do not use USDA commodities for the program receive additional cash in lieu of commodities at a rate of $0.2275

10. MEAL REQUIREMENTS

11. SNACK MEAL PATTERN

12. BREAKFAST MEAL PATTERN

13. LUNCH & SUPPER MEAL PATTERN

14. MEAL REQUIREMENTS Creditable Foods Non-creditable Foods Foods that may be counted toward meeting the requirements for a reimbursable meal • Based on: • Nutrient content • Customary function in a meal • Regulations governing the Child Nutrition • Programs • FDA Standards of Identity • USDA Standard for Meat and Meat Products • Administrative policy decisions on the crediting of particular foods Foods that cannot be counted toward the meal pattern requirements • Common Non-creditable foods: • Bacon • Jell-O • Potato chips • Fruit roll-ups • Beef jerky • Popcorn • If items are served as an “extra” component they will be counted as high fat or high sugar items if applicable

15. MEAL REQUIREMENTS • Hot dog brand must be listed as creditable in the Creditable Foods Guide • Look for 100% meat on label • Cheese - refer to Creditable Foods Guide • Must be Natural or processed • Canned cheese sauces – CN label required • Kraft Singles and Velveeta Cheese Product - not creditable • Grains and bread must be enriched or whole grain - First word on ingredient label is “whole” • CACFP recommends that whole grain products are served at least once a day • Water must be available throughout the day • Offer water instead of juice or milk during snacks, however water is not a creditable component of a meal

16. MEAL REQUIREMENTS • May serve no more than two (2) high-sugar items per week • Per menu, not per meal • Can be served only during breakfast and snack • May serve no more than two (2) high-fat items per week • Per menu, not per meal • Limit does not include high-quality items such as cheese and peanut butter

17. MEAL REQUIREMENTS High Sugar Items High Fat Items Greater than 35% total sugar by weight • Cookies Quick Breads • Brownies Muffins • Toaster Pastries Vanilla Wafers • Donuts Custard/Pudding • Cake/Cupcakes Iced Animal Crackers • Pop Tarts Syrup • Granola Bars Jam/Jelly • Cinnamon Rolls Honey • Gelatin/Jell-O Danish • Krispy Treats Flavored Milk • Cereal Bars H/S Breakfast Cereals Greater than 35% of calories from fat * • Corn Dogs Chicken Nuggets • Hot Dogs Fish Sticks, Nuggets • Bologna Hot Pockets • Sausage/Bacon Top Ramen-Noodles • Salami/Pepperoni Tortilla/Potato Chips • Tater Tots Croissants • French Fries Butter or Margarine • All fried foods Sour/Cream Cheese e.g. taco shell, fry Mayo, Dressing bread, taquitos, Tarter Sauce fried chicken * Condiments or sauces must be 35% or < total calories from fat. Many “low-fat” products are > than 35%. Use the online nutrition calculator to determine whether or not it is not a “high fat” item. You may need to use “fat-free” items.

22. MEAL REQUIREMENTS Child Nutrition (CN) Labels • CN labels will always contain: • CN logo (a distinct border) • Meal pattern contribution statement • 6 digit product identification number • USDA/FNS authorization statement • Month and year of approval

23. MEAL REQUIREMENTS • CN Labels are required for all processed or convenience foods • ADE recommends that frozen and processed entrées be served no more than once per week • Found on meat, poultry, seafood, meat alternate, and juice products (not all inclusive) • Chicken patties/nuggets • Cheese/meat pizzas • Beef/cheese/bean burritos • Egg rolls • Fish sticks • Corn dogs/nuggets • Meatballs • Raviolis • Macaroni & Cheese or Lasagna that is not homemade

24. MEAL REQUIREMENTS Meal Modifications for Children with Disabilities • USDA regulations require special meals be provided to a disabled child whose condition requires special medical foods, food substitutions, or textural modifications • Documentation regarding child’s disability and modifications required must be provided by a licensed physician and it must be maintained in files on site • The medical statement must include: • An identification of the medical or other special dietary condition which restricts the child’s diet • The food or foods to be omitted from the child’s diet • The food or choice of foods to be substituted • The USDA manual “Accommodating Children with Special Dietary Needs in the School Nutrition Programs” is available at: http://www.fns.usda.gov/cnd/Guidance/special dietary_needs.pdf

25. MEAL REQUIREMENTS Milk Substitutions • Children who cannot consume fluid milk due to special dietary needs (e.g. lactose intolerant), other than a disability, may be served non-dairy beverages in lieu of fluid milk. • The non-dairy beverage must be nutritionally equivalent to milk • Lactose-free milk such as Lactaid or soy milk are samples of common non-dairy alternatives • Parents or guardians must request a non-dairy milk substitution in writing and it must be maintained in files on site • No medical statement necessary • 8th Continent and Pacific Ultra Soymilk are noted to be equivalent to cows milk. • Pacific Natural Ultra Soy Milk (plain & vanilla) • Kikkomon Pearl Organic Soymilk (creamy vanilla & chocolate) • Great Value Original Soy Milk

26. MEAL REQUIREMENTS Meal Service • Meal must be served during approved time • Meal contains all required food components • All components served together • Correct portion sizes • Children and staff wash hands before eating • Family style meal service is an option

27. CLAIMABLE MEALS Per participant, per day: • 1 at-risk afterschool snack & • 1 at-risk afterschool meal

28. MEAL REQUIREMENTS

29. MEAL REQUIREMENTS Must be a two hour minimum between the beginning of each meal. Examples:

30. MEAL REQUIREMENTS Menu Disclaimers • Must include Civil Rights non-discrimination statement • “This institution is an equal opportunity provider.” • Must include 100% juice disclaimer • “All juices served are 100% juice.” • ADE recommends that juice be served only twice per week and only during snack time • Must include milk disclaimer • “1 % or fat-free milk is served.” • Must include water disclaimer • Identify how water is made available to all children throughout the day; i.e. drinking fountains, coolers cleaned and filled daily, or water bottles provided to them • “Water coolers are in each classroom to provide water to children throughout the day.” • Anytime fruit cocktail, mixed vegetables, fruit salad, etc. is listed, you must identify the main ingredients in that item • Fruit Cocktail = pears, peaches, cherries, and pineapple.

31. Center Name: ____________________________ Week of: ________________ * All 1 year olds receive whole or reduced (2%) milk, 2 years and older receive low-fat (1%) or fat-free (skim) milk. Water is available to children at all times. All juices served are 100% fruit juice. This institution is an equal opportunity provider. MENUS

32. SNACK MENU IDEAS

33. BREAKFAST MENU IDEAS

34. LUNCH OR SUPPER MENU IDEAS

35. LUNCH OR SUPPER MENU IDEAS

36. PRODUCTION WORKSHEETS

37. PRODUCTION WORKSHEETS • Required for at least the first year unless and until ADE indicates otherwise. • Allows staff to plan a menu, calculate the number of servings needed for each food item, and compile a shopping list • Must be completed for every meal/snack claimed for reimbursement • Should be done two weeks in advance • Serves as documentation of compliance with meal patterns. • http://fbg.nfsmi.org/

38. TRAINING & MONITORING

39. TRAINING REQUIREMENTS Training • Training required for staff prior to participation • Annually thereafter • ADE will ensure that content and frequency is in compliance • Maintain - training records, sign in sheet • Retention of handouts, agendas, and/or materials

40. MANDATORY TRAINING TOPICS

41. CIVIL RIGHTS • Civil Rights • Effective Notification System • Program Availability • Complaint Information • Non-discrimination Statement “This institution is an equal opportunity provider.” • Must be on all publications posted or given to public, including menus • Civil Rights Poster • Complaint and Compliance • Complaint Procedures – Must keep copy on file • Federal, State & Local Compliance • Limited English Proficiency (LEP) • Proportion • Frequency • Importance • Resources

42. CIVIL RIGHTS Civil Rights • Religious Organizations • Equal Opportunity • Independence • Facilities • Discrimination • Short prayer before a meal is OK only if the meal giver does not require participation in the prayer (or other religious practices) as a condition for receiving the meal • ADE website: http://www.ade.az.gov/health-safety/cnp/CivilRights/Default.asp

43. MONITORING REQUIREMENTS Monitoring • Sponsors of multiple sites are required to monitor each site three times per year • At least 2 must be unannounced • At least one unannounced review must include a meal observation • No more than 6 months between reviews • If serious deficiency found, next visit must be unannounced • A monitor should be someone who is NOT involved in the day-to-day operations • A member of the Board or advisory group • Other staff not involved in the food service operation • Sponsors must provide sites with written notice of the right for the sponsor, ADE, USDA, or auditors to make unannounced or announced reviews • Monitor must have photo ID and present during the monitoring visit

44. RECORDKEEPING

45. RECORDKEEPING • Menus – for each snack/meal service which contain the dates of each month • Production Records - with the # of snacks/meals prepared or delivered for each snack/meal service • Daily Attendance - rosters or sign in/out sheets • Meal Counts - number of at-risk snacks/meals served to participating children for each snack/meal service • Maintain copies of all application/agreement materials • Maintain copies of all monitoring visits. • Costs are required to be reported to show that your organization is expending all reimbursement funds on the food program (Food Service Cost Report, Time Distribution Reports, etc.) • Maintain copies of all training materials • Employee sign in sheet, agenda, slides, hand outs, etc.

46. RECORD MAINTENANCE • All CACFP records must be kept for at least 5 years • Current year must be kept onsite • All monthly records • All current years records – Must keep copy of all application materials • Previous 4 years may be archived, but must be made immediately available upon request • All files must be made available at the time of review • Must have a written record maintenance policy • Should include where specific records are stored, how long they are stored for, and who has access to them

47. COSTS

48. Cost Records • School Districts – Keep a record of general expenses for review and report costs monthly. • Everyone else – complete a Food Service Cost Report (supplies and food costs), and report monthly.

49. REPORTING COSTS • Costs must be reported every month but are NOT reimbursable. • Why report? Verifies: • Expenditure of CACFP funding • Financial viability • Monthly documentation required: • Food Service Cost Report • Monthly Expense Worksheet (if required) • Time Distribution Reports

50. FOOD SERVICE COST REPORT • Complete monthly • File with receipts/invoices • Include only items that are directly related to CACFP • Must reflect menus • Must deduct foods purchased for meals/snacks not claimed on CACFP • All receipts/invoices must be kept intact • Photocopy receipts that might fade from sun or heat • At least 50% of CACFP reimbursement MUST be used for quality food purchases • Not including fuel surcharges, supplies, tax, delivery fees, etc…