SFA At-Risk Afterschool Meal Program Training Recordkeeping and Monitoring

Daily Recordkeeping  The following records must be kept daily:  Daily Attendance  Number of meals prepared or delivered  Number of meals served to participants  Number of meals served to program adults  *Delivery receipts *Delivery receipts are only needed for sites that vend or receive meals.

Daily Attendance  Daily attendance must be taken each day meals are served.  The participants first and last name need to be listed on the attendance records.  The SFA may choose the best way for their site(s) to obtain this information, or, they may use the State Agency form.

Example of Attendance Record

Daily Attendance  Daily attendance records need to be kept on-site. These records will be examined if the site or sponsor were to be reviewed.

Record of Meals 17-9  The 17-9 form is used to capture the following information:  Number of meals prepared or delivered  Number of meals served to participants  Number of meals served to program adults

Record of Meals Served 17-9  A site may use a method best suited for them to take a daily meal count..  Ideas to obtain number of meals served:  Sign in sheets or Attendance Records may be used.  Student NSL numbers may be scanned to obtain this information.  A head count or tally sheets may also be used.  Totals will be transferred to the 17-9 at the end of each meal service.

Record of Meals 17-9  A copy of the 17-9 should be turned into the sponsor monthly.  The record needs to stay at the site for review purposes.

17-9

Program Adult  A program adult is someone that works with the At-Risk Meal program  Individual that takes meal counts  Individual(s) that prepare and/or serve meals  Teachers, administrators, parents, etc. are not considered a program adult

Monitor Reviews  Sites may be monitored by their sponsor on the same schedule as the regular school monitor reviews.  NSL monitor review forms may be used as a review for the at-risk program, or, the CACFP monitor review form may be used.  A copy of all monitor review documentation needs to be kept on file at the site.

Training  Sponsors need to conduct training on program duties, and responsibilities. Training must be conducted on civil rights compliance to frontline staff prior to the beginning of program operations.

Training Topics  Program meal pattern  Daily attendance  Meal counts  Recordkeeping requirements  Civil rights

Documentation of Training  The following must be documented during a training session:  Date of training  Location of the training  Topics discussed during the training  Names and signatures of people trained  Signature of person that conducted the training

On-Site Recordkeeping  The following documents for the current fiscal year must be maintained on-site:  Attendance Records  Record of Meals Served form 17-9  Menu Records  Monitor reviews  Training Documentation  If a sponsor needs to keep the documentation at the sponsor office as well, please make copies.  Documentation from the previous year(s) need to be kept on file at the sponsors office.

Questions  Contact Information  Faith Corbin  ext 