PPS Nutrition Services Child and Adult Care Food Program (CACFP) After-School Suppers

PPS Nutrition Services partners with Schools Uniting Neighborhoods (SUN) programs to provide students with a healthy after-school meal funded by the United States Department of Agriculture (USDA) Child and Adult Care Food Program (CACFP). Oregon was one of the first states authorized to provide this after-school meal program for kids. Every three years, supper program operations are reviewed by the Oregon Department of Education (ODE). PPS after-school partners include: Boys and Girls Club Impact Northwest IRCO - Immigrant and Refugee Community Organization Neighborhood House Portland Parks and Recreation SEI - Self Enhancement Inc. Overview of CACFP Supper Program Use arrow to either move forwards or backwards

To qualify as a site sponsor for a CACFP Supper Program, PPS Nutrition Services must: Plan supper menus that meet CACFP meal patterns Serve complete meals (3 out of 5 rule) Count complete meals at the “point of service” Record after-school program attendance accurately daily Post current Multnomah County HACCP Inspection Reports Train all staff on Civil Rights and complaint reporting procedures Train all staff on PPS/CACFP Supper Program procedures Retain all documentation of meal counts & attendance for 3 years Overview of CACFP Supper Program - continued Use arrow to either move forwards or backwards

There are three “legs” of supper paperwork which are required to support a meal claim for reimbursement 1.Accurately completed Food/Nutrient Based Production Record 2.Accurately tabulated Daily Supper Meal Counts form 3.Accurate after-school program Attendance Records

Use arrow to either move forwards or backwards Leg #1 Accurately completed Food/Nutrient Based Production Record Production Records must include the following: Date meals were served Site where meals were served Actual food items served each day to meet required meal pattern components Correct portion sizes for all components Substitutions made to the planned menu NS Leads will enter the number of entrees produced and served on the Daily Supper Meal Count Form the following day (including any PB&Js) and check to see that the entrees produced are greater than or equal to the # of meals served.

Use arrow to either move forwards or backwards Leg #1 Accurately completed Food/Nutrient Based Production Record - continued

Use arrow to either move forwards or backwards Leg #1 Accurately completed Food/Nutrient Based Production Record - continued Cross out items not served Write in substitution Include portion size Complete for all menu items served.

Use arrow to either move forwards or backwards Leg #1 Required documentation of entrees Lead documents total entrees

Use arrow to either move forwards or backwards Leg #2 Accurately tabulated Daily Supper Meal Counts form 1.Fill in complete date (DD/MM/YYYY) and site name. 2.Verify: Meals served are checked off. (For clicker: “clicker” should be written on meal count form and a line should be drawn through numbers of all meals served). 3.Verify: Total number of meals served to students is filled in and it matches the number of meals crossed off. 4.Verify: Meals served to adults is recorded separately from student meals (1 adult meal can be provided free to After- school Staff for every 20 student meals). 5.NS Lead will recount the meals marked on the form and correct the recorded number (if needed) on the following day and enter the “meals served” number in WebSMARTT.

Use arrow to either move forwards or backwards Leg #2 Accurately tabulated Daily Supper Meal Counts form - continued Write clicker and draw a line through all numbers served. Numbers match

Use arrow to either move forwards or backwards Leg #2 Required documentation continued Adult meals are NOT included in student total

Use arrow to either move forwards or backwards Leg #3 Accurate After-School Program Attendance Records 1.Record accurate attendance daily on dated rosters with participants first and last names legibly listed. 2.Add handwritten names to the bottom of the roster. 3.Mark attendance rosters consistently with checks or Xs to indicate students who are present. 4.Give a copy of the source attendance roster to the Nutrition Services Lead by the following day for filing at the site. 5.NS Lead will count the attendance and make corrections (if needed) on the Daily Supper Meal Count Form.

Use arrow to either move forwards or backwards Leg #3 Accurate after-school program Attendance Records-continued Attendance Records must have complete date on each page 11/10/2010

Use arrow to either move forwards or backwards Leg #3 Confirm required documentation for attendance Count attendance and record accurate number What is missing?

Use arrow to either move forwards or backwards Review There are three “legs” of supper paperwork required to support an accurate supper meal claim for reimbursement: 1.Accurately completed Food/Nutrient Based Production Record 2.Accurately tabulated Daily Supper Meal Counts form 3. Accurately counted after-school program Attendance Records

Use arrow to either move forwards or backwards 1.Compare the number of total student and adult meals served as indicated on the Daily Supper Meal Counts to the number of entrees produced as indicated on the Food/Nutrient Based Production Record. 2.Compare the student meals served to the number of students in attendance as indicated on the after-school Attendance Records. Review – Steps to ensure that the CACFP Supper Meal Claim is accurate

Use arrow to either move forwards or backwards Review – Steps to ensure that the CACFP Supper Meal Claim is accurate - continued If the entrees prepared and the attendance is equal to or greater than the meals served, then… 3.Enter the meal count into WebSMARTT POS bulk entry. 4.Attendance must be checked and recorded correctly on the daily meal count form.

Use arrow to either move forwards or backwards Review – Steps to ensure that the CACFP Supper Meal Claim is accurate - continued 5. Initial that all three counts have been confirmed and entered into WebSMARTT on the Daily Supper Meal Counts form for each day. 6. Scan and completed and initialed Daily Supper Meal Counts Form to

Use arrow to either move forwards or backwards If the entrees prepared and/or the attendance is NOT equal to or greater than meals served, then… Contact the after-school program supervisor for your site to investigate the inaccurate information. If you are able to get updated information that supports the meals served, proceed with entering meals, attendance and production records. OR If you are not able to get updated information that supports the meals served, contact a school specialist or program manager for instructions. Review – Steps to ensure that the CACFP Supper Meal Claim is accurate - continued

Use arrow to either move forwards or backwards Scan and sheets weekly to Kristie at Check & write in entrees, student meals & attendance Your initials signify that you have checked the numbers

Use arrow to backwards or to end tutorial If you have any questions regarding supper procedures please contact your School Specialist or Program Manager