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Adult Day Care Training Manual for FY2022

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Adult Day Care Training Manual for FY2022 CHILD AND ADULT CARE FOOD PROGRAM ADULT DAY CARE TRAINING MANUAL OKLAHOMA STATE DEPARTMENT OF EDUCATION FY2022 In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights ac- tivity in any program or activity conducted or funded by USDA. Persons with disabilities who require alternative means of communication for program infor- mation (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hear- ing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English. To file a program complaint of discrimination, complete theUSDA Program Discrimination Complaint Form, (AD-3027) found online at: http://www.ascr.usda.gov/complaint_filing_cust. html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632- 9992. Submit your completed form or letter to USDA by: mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 20250-9410; fax: (202) 690-7442; or email: [email protected]. This institution is an equal opportunity provider. This publication, printed by the Oklahoma State Department of Education Printing Services, is issued by the Oklahoma State Department of Education as authorized by Joy Hofmeister. Forty copies have been prepared and distributed at a cost of $. Copies are also available online through the agency Web site. AD-2 Oklahoma State Department of Education Adult Day Care Training Manual, July 2021 ADULT DAY CARE TABLE OF CONTENTS Basic Responsibilities ..................................... AD-5 Civil Rights ............................................ AD-73 Claim for Reimbursement ................................. AD-56 Claim Revision & Meal Service Change Form ................ AD-62 Consultant Territories ..................................... AD-4 Contracting for Other Services and Food Service ..............AD-119 Eligibility: Guardian/Parent Application - Rosters .............. AD-15 Eligibility Scale ........................................ AD-186 Financial Management: VCA - Profit & Nonprofit Status .........AD-11 Food Buying Guide & Crediting Information ................ AD-170 Food Purchasing Form - Expenditure/Reimbursement Worksheet. AD-42 Grains Chart .......................................... AD-152 Inventory .............................................. AD-53 Meal Pattern Requirements: Components ................... AD-125 Menu As Served Form .................................. AD-169 Notification Letter ....................................... AD-81 Offer vs Serve ......................................... AD-129 Originals - Blank Forms ................................. AD-179 Other Required Records: Individual and Group Plan ............ AD-47 Procurement Information ................................. AD-81 Record Keeping: Attendance Records - Meal Counts ........... AD-31 Training ............................................... AD-67 Oklahoma State Department of Education Adult Day Care Training Manual, July 2021 AD-3 CONSULTANT TERRITORIES Area coordinators are available to provide technical assistance to Child Nutrition Programs (CNP) personnel. The fo=ollowing is a list of the area coordinators, assigned counties, email addresses, and telephone numbers where the consultants may be reached. ALBERTA BURGESS Craig—18 KRISTEN SCHOELING Alfalfa—02 405-213-8327 Nowata—53 405-249-0274 Grant—27 Ottawa—58 Kay—36 Alberta.Burgess@sde. Tulsa (1/2)—72 Kristen.Schoeling@sde. Noble—52 ok.gov Washington—74 ok.gov Osage—57 Pawnee—59 Payne—60 Beaver—04 BECKY GILBERT Woods—76 405-301-7838 Cimarron—13 Custer—20 [email protected] Dewey—22 LEIGHANN RAUSCH Canadian—09 Ellis—23 405-301-5786 Oklahoma (1/4)—55 Garfield—24 Harper—30 LeighAnn.Rausch@sde. Major—44 ok.gov Texas—70 Woodward—77 MONA KING Cherokee—11 405-219-9015 Delaware—21 CAROLE PETERS Cleveland—14 Mayes—46 405-248-8365 Oklahoma (1/4)—55 [email protected] Wagoner—73 [email protected] NANCY McCULLOUGH Caddo—08 405-834-2962 Comanche (1/2)—16 JERI BUCHANAN Beckham—05 Grady—26 405-246-8342 Comanche (1/2)—16 Nancy.McCullough@sde. McClain—47 Cotton—17 ok.gov [email protected] Greer—28 Harmon—29 Jackson—33 RHONDA STEVENS Creek—19 Kiowa—38 405-219-9637 Rogers—66 Roger Mills—65 Tulsa (1/2)—72 Tillman—71 Rhonda.Stevens@sde. Washita—75 ok.gov JILL HARDIN Choctaw—12 SANDY BULLARD Lincoln—41 405-239-0598 LeFlore—40 405-246-5648 Oklahoma (1/4)—55 McCurtain—48 Pottawatomie—63 [email protected] Pushmataha—64 [email protected] KAREN JOHN Atoka—03 SHARON WHEELER Carter—10 405-301-7689 Bryan—07 405-306-0736 Garvin—25 Coal—15 Jefferson—34 [email protected] Hughes—32 Sharon.Wheeler@sde. Johnston—35 Murray—50 ok.gov Love—43 Pontotoc—62 Marshall—45 Seminole—67 Stephens—69 KATHY KUCK Blaine—06 TAMMY FLUTE Adair—01 405-249-7918 Kingfisher—37 405-249-0964 Haskell—31 Logan—42 Muskogee—51 [email protected] Oklahoma (1/4)—55 [email protected] Sequoyah—68 State Agency Telephone Number: 405-521-3327 TINA BRANSCUM Latimer—39 State Agency Fax Number: 405-521-2239 405-394-4425 McIntosh—49 Okfuskee—54 State Agency Email: [email protected] Tina.Branscum@sde. Okmulgee—56 CACFP website: https://cnp.sde.ok.gov/CACFP/ ok.gov Pittsburg—61 AD-4 Oklahoma State Department of Education Adult Day Care Training Manual, July 2021 BASIC RESPONSIBILITIES Oklahoma State Department of Education Adult Day Care Training Manual, July 2021 AD-5 BASIC RESPONSIBILITIES—AT A GLANCE All records must be maintained daily and MAY NOT leave the premises. All of the forms provided in this manual are to be used in the 2022 fiscal yearONLY (October 1, 2021, through September 30, 2022). 1. REQUIRED DOCUMENTATION a. INSTITUTION APPLICATION FOR PARTICIPATION • Applications are based on the federal fiscal year October 1 through September 30. • Applications must always reflect current and approved operations. • Every facility must maintain a current license/permit. b. AGREEMENT • Approved agreement is permanent and kept on file unless or until such time as the institution is terminated or drops from participation. • Annual updates are required. 2. ELIGIBILITY DOCUMENTATION a. MEDICAL STATEMENT, IF APPLICABLE b. MILK SUBSTITUTION REQUEST, IF APPLICABLE c. LETTER TO HOUSEHOLD and FAMILY-SIZE AND INCOME APPLICATION (FSIA) • Distribute annually to all participants, making sure to use the current FSIA. • Parents or guardians are NOT required to complete this form. • The institution must use the CURRENT Household-Size Income Scales for Free and Reduced-Price Meals to determine the eligibility status of each household submitting an FSIA. • FSIA MUST be completed and correctly approved by the institution before the institution may report the participant as free or reduced-price. • FSIA is valid only for the current fiscal year (obtain annually at the beginning of each fiscal year or a new enrollment). • d. CHILD AND ADULT CARE FOOD PROGRAM (CACFP) ROSTERS (MONTH- LY COUNT OF FREE, REDUCED-PRICE, NOT ELIGIBLE PARTICIPATION) • Recommend one roster for each category; i.e., free, reduced-price, and not eligi- ble. • Maintain monthly for an updated count of free, reduced-price, and not eligible. • Record the participant in attendance as free, reduced-price, or not eligible (if he or she participated in one or more meal service). • Total each column, and record at bottom of page. • Maintain with FSIAs. 3. RECORD KEEPING a. DAILY ATTENDANCE RECORD or DAILY ATTENDANCE RECORD ARRIVAL AND DEPARTURE TIMES • Maintain daily on all participants left for care. • List every participant’s first and last names. • Must support CACFP roster. • Must maintain arrival and departure times for each participant if institution is approved for more than three meals per day. AD-6 Oklahoma State Department of Education Adult Day Care Training Manual, July 2021 • Maintain one each month, posting attendance daily. b. CACFP MEAL COUNT WORKSHEET or DAILY RECORD OF MEALS SERVED • Maintain one each month, posting meal counts daily. • A physical meal count must be taken as each meal is served (point of service). • No individual meal count claimed may exceed Department of Human Services (DHS) license capacity. (Any meal served over capacity must be reported as non- program.) • Reimbursement shall not be claimed for more than three meal services per partic- ipant per day. Reimbursement is limited to two main meals and one snack or two snacks and one main meal. (Reminder: At least 3 hours between main meals and 2 hours between snack and main meal) • If more than one shift is approved per meal type, report counts separately. • Total each column, and record at bottom of page. • Adult Care Centers: All meals claimed must be served to adults 60 years of age or older. c. FOOD-PURCHASING FORM (ITEMIZED RECEIPTS) • Should reflect what items were purchased, cost of each item, correct date, and place of purchase. (If store name is not printed on receipt, have clerk write
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