Child Care Center Food Programmonitor Review

Form H1606 Instructions

Child Care Center Food Program Monitor Review

01-2011

Purpose

Sponsoring organizations use Form H1606 to determine if participating facilities are in compliance with the CACFP regulations.

PROCEDURE

When to Prepare

Complete Form H1606 as follows:

When conducting a facility review -

 Not less frequently than three times per facility within 12 consecutive months; or  If you are averaging monitoring reviews, two, three, or four times within a program year (October 1 – September 30) based on your review averaging plan.

How to Obtain Copies

Make additional copies as needed or download Form H1606 from the Texas Department of Agriculture (TDA) website at www.snptexas.org.

Number of Copies

Complete an original and one copy.

Transmittal

Keep the original in your CACFP files and leave a copy with the facility. Form Retention

Keep Form H1606 for three years from the end of the program year. Exception: If audit findings, claims, or litigation has not been resolved by the end of the retention period, all forms and records must be retained until all issues are resolved.

DETAILED INSTRUCTIONS

All findings will require technical assistance and corrective action, and may result in disallowances and an amended claim.

Complete all entries on top section of the form. Entries are self-explanatory, except the following:

Type of Review —

Announced – This box is marked if the monitoring review is scheduled with the facility in advance.

Unannounced –This box is marked if the facility is not informed of the monitoring review in advance.

Monitor Name — The monitor must be a member of the sponsor's administrative staff and must show photo identification. See CACFP CCC Handbook for subcontracting exceptions.

A. Meal Service

1. Beginning and ending times of meal service — Enter the beginning and ending time of the meal you observed.

Number of meals prepared — Enter the number of meals prepared for the meal you observed.

Number of meals served — Enter the number of meals you observed served to enrolled children and infants, program adults and non-program adults and children/infants. Indicate the number of any second meals served.

2. Self-explanatory 3. Examine applicable Form H1530, Form H1530-A and Form H1530-B for the month being reviewed. Are they completed on a daily basis? 4. Review the month's menus and compare it to the production records for those days. If substitutions occurred were they documented correctly? 5. The start and end time for the meal observed should fall within the time range provided on Form H1538. 6. Review Form H1535/H1535-AT to determine if the correct number of meals/snacks are claimed per child/infant. 7. Self-explanatory. Facilities may claim infant meals that consists of breast milk or contain at least one component supplied by the facility. If the mother comes to the facility to breast feed, the meal is not reimbursable unless the facility provides other components of the meal pattern. 8. Request to see any medical statements on file and documentation that they are serving the required diet to the child(ren)/infants. 9. Are variations in meal patterns documented and approved by the sponsor? See CACFP-CCC Handbook for further information and guidance. 10.Request to see any statements on file for infants whose parent(s) have declined the formula the facility offers.

B. Civil Rights

Observe the practices of the staff during the monitoring review. Is there evidence that children/infants are being discriminated against based on their race, color, national origin, sex, age or disability?

C. Meal Analysis

1. Complete the meal analysis based on the CACFP meal patterns. Use Form H1530, Form H1530-A and Form H1530-B as needed, to obtain the information. (Attach additional sheets as needed for the infant meal analysis) 2. Is the quantity sufficient to meet the meal pattern requirements for the number of children/infants served? 3. Observe the type of meal service implemented, refer to CACFP- CCC Handbook for more information on family style, unit (cafeteria style) service. 4. Self-explanatory. 5. If you observe an uncommon amount of plate waste, determine if the portion sizes are too large for the children's/infant's age group. The facility may need technical assistance in developing menus that are more appealing to children/infants. D. Record Keeping

1. If you are reviewing an At-Risk Afterschool Care Center, OSHCC or Emergency Shelter, these facilities may have a license or they may be exempt, depending on where the program is located. NOTE: Centers that operate for less than 2 hours per day are not required to obtain an exemption from the licensing requirement. 2. Review enrollment forms or enrollment documentation to determine if they are no more than 12 mos. old and contain the following elements:

. Child's/infant's name; . Child's/infant's date of birth; . Enrollment/withdrawal dates; . Days and hours the child is normally in care; . Meals/snacks normally served to the child/infant while in care; . Parent/guardian's signature; and . Date of signature.

NOTE: At-Risk Afterschool Care Centers, OSHCC and Emergency Shelters are not required to maintain enrollment documentation. They must have sign-in/out sheets or maintain daily attendance rosters.

3. Review Form H1535/H1535-AT to determine if attendance is taken daily. 4. Review Form H1535/H1535-AT to determine if meal counts are recorded daily.

Observe during the meal service how the meal count is taken. It must be a point-of-service count. A point-of-service count enables the staff taking the meal count to visually see that a reimbursable meal is served to each child/infant claimed. Unacceptable meal counts include tray count, attendance count, head count, etc. Review Form H4502 to determine if the meal counts for the month have been recorded. Form H4502 is optional.

5. Review the determination of each Form H1531 and other eligibility requirements. 6. Review Form H1606 from the previous monitoring review. If problems were identified, have they been corrected? 7. Is the facility retaining documents for three years from the end of the program year? Exception: If audit findings, claims, or litigation has not been resolved by the end of the retention period, all forms and records must be retained until all issues are resolved.

E. Training

Refer to CACFP - CCC Handbook for training requirements.

F. Five-Day Reconciliation

Refer to your CACFP - CCC Handbook for information on the Five-Day reconciliation process and procedures.

1. Use the information obtained from the meal count, attendance and enrollment records to complete the chart. 2. Use the chart in #1 to obtain the necessary information to answer this question. 3. See Item 2 above.

G. Findings, Recommendations and Commendations

1. List all the findings. Provide technical assistance for each finding. If meals are going to be disallowed inform the facility. Document any areas in which the facility is performing well. 2. Recommendations: If there are findings, identify the corrective action required and the due date that it must be satisfactorily completed.

H. Signature

Upon completion of the review the monitor must share the review results, findings, recommendations and commendations with the facility representative. Both must sign and date to acknowledge completion of the review. The sponsor must leave a copy of the signed Form H1606 with the facility representative