1. Early Education Center Site Monitoring Training for
Early Education Center
Site Monitoring Training
for
Food Services Division
PLACE HOLDER
Provided by the LAUSD Food Services Division

2. Early Education Center Site Monitoring Training for
Early Education Center
Site Monitoring Training
for
Food Services Division
TELL: Meeting the needs of the Early Education Center begins with following procedures that have been outlined through the Child and Adult Care Food Program.
The Early Education Center is administered by the United States Department of Agriculture (USDA) and Food and Nutrition Service (FNS) through the department of education.
State agencies are required to monitor the Program operations and use of funds in institutions and facilities to ensure that all CACFP requirements are being met. As a sponsoring agency we are required to monitor our programs at a minimum of 3 times per fiscal year.
Provided by the LAUSD Food Services Division

3. Overview
The Child Adult Care Food Program (CACFP) is a Federally-funded program that provides payments for eligible meals served to participants who meet age and income requirements.
Facilities must meet the guidelines set by the USDA.
Provide well balanced and nutritious meals.
Conduct monitoring for each authorized program.
READ SLIDE
TELL: State agencies are required to monitor program operations and the use of the funds in there facilities to ensure that CACFP requirements are being met.
It is our responsibility to ensure compliance with the meal pattern, recordkeeping , and other program requirements at each of our operating facilities.

4. Objective
Develop an understanding of the standards for conducting a successful monitoring at the Early Education Centers.
Annual requirements
Monitoring timeline
Complete and maintain required documents
How to complete the monitoring report
Corrective action procedures
READ SLIDE:
TELL: The reviewer contributes to the overall success of the monitoring process.
It is crucial that the reviewer does not simply verify that the records are available, but that they support the claims for reimbursement.

5. Benefit Of A Successful Monitoring
A successful monitoring is proficient in confirming that the operation is compliant in each of the following areas:
Collection and maintenance of records
Meal service
License requirements
Health, safety and sanitation
READ SLIDE:
TELL: The monitoring process is an opportunity for the reviewer to observe, review, document and provide feedback on the overall operations of the Program that is being monitored.
It is imperative that the reviewer utilizes the monitoring report as a tool to confirm that each aspect of the operations is compliant. Remember monitoring is an opportunity for the reviewer to help participants with their overall operations.
I will discuss and cover each of the specific areas that need to be addressed as indicated on the monitoring report.

6. Monitoring Requirements
The Area Food Services Supervisor (AFSS) is required to conduct the site monitorings.
Monitoring's must be completed according to scheduled timelines
3 Mandatory site monitoring's per fiscal year
Each monitoring includes a meal observation
Rotate meal observations between breakfast, lunch and snack to monitor each meal service period;
READ SLIDE:
TELL : Monitoring is an opportunity to certify that the program is adhering to the rules and regulations established by the USDA and FNS.
Remember any non compliant concerns or issues pertaining to rules and regulations must be addressed immediately by the AFSS.
In addition to the monitoring process any out of compliance concerns must have an action plan, followed by the necessary corrective action.
Which will be discussed later in the training.

7. Monitoring Report
The monitoring report is a tool used to identify area(s) of the program that may not be in compliance.
Areas reviewed include:
Facility Information
Meal Observation
5 Day Reconciliation
Menu Pattern
Records to Support Claims
Civil Rights
Safety and Sanitation
Training
TELL: The Monitoring Report is a valuable tool that is used at each of our participating sites to help identify and assist if necessary with any area of the program that may not be in compliance.
So the greatest benefit of a monitoring report is to reassure that each of our E.E.C. sites are operating under the current regulations as established by the USDA and FNS.
Its equally important that when the reviewer completes the form that each area on the form is accurately portraying the site for which they are monitoring .
Remember the benefits of completing a monitoring is to assess and identify that each area of the program is in compliance for the meals that are being claimed.
The monitoring report is used to document all of the pertinent information regarding the site so it is crucial to take each necessary step for all areas on the report and ensure that the information is accurate and complete. Remember this is an opportunity to make any necessary corrective actions if warranted.

8. Monitoring Timeline 1st Monitoring 2nd Monitoring 3rd Monitoring
Completed before October / November 2015
2nd Monitoring
Completed before February / March 2016
No more than 6 months may lapse between monitoring
3rd Monitoring
Completed before May / June 2016
READ SLIDE:
TELL : Monitoring is an opportunity to certify that the program is adhering to the rules and regulations established by the USDA and FNS.
Remember any non compliant concerns or issues pertaining to rules and regulations must be addressed immediately by the AFSS.
In addition to the monitoring process any out of compliance concerns must have an action plan, followed by the necessary corrective action.
Which I will discuss later in the training.

9. Declining Participation in the CACFP
Parents who choose to not have their child participate in the meal program must complete and submit the “Parent/Guardian Form for Declining Participation in the CACFP”
Children who have opted out are not to be served a meal, and may not be claimed for reimbursement
Student will not be served provider’s food and will not be claimed
READ SLIDE:
TELL: If it is brought to the Food Services Division staff attention that a child enrolled in the EEC Program will not be participating, that is the parent or guardian has stated that they have declined and do not wish to receive services from the FSD, we must get the household to complete the Declining Participation in the CACFP. Maintain the record on file and do not claim any meals for the child who did not receive food.

10. Medical Statement
In order to claim a meal that does not meet the regulatory
meal pattern , there must be a medical reason and a special
dietary form on file for the child.
Food Service Manager will provide a copy of the Special Diet Form to any parent or guardian requesting substitutions to menu.
The Special Dietary Form will include:
Physician statement of child’s medical diagnosis
List foods to be omitted and appropriate substitutions
Signature
TELL: The Food Services Manager will communicate with the E.E.C. the process of providing meals to children that require a special diet. For students not on file and requesting a special diet, the FS Managers is to provide the “Medical Statement to Request Special Diets” to families for completion by the child’s treating physician. Once the completed “Medical Statement to Request Special Diets” form is received from the family, the FS Manager will submit the form to the Nutrition Specialists. Manager will be provided with a special diet by the Nutrition Specialist for the student and will make substitutions based on the special diet

11. Special Dietary Requirements
Nutrition Specialist will provide a menu for the requested foods omitted and provide the appropriate substitution that meets the required meal pattern.
Food Service Manager will provide meal as stated by the Nutritionist.
For any meal that does not conform to the meal pattern, there is an appropriate medical statement on file.
Note: Milk substitutions that are due to special dietary needs that are not a disability must be nutritionally equivalent to milk, even if accompanied by a medical statement.
TELL: Once the Food Services Division has received a completed medical form the request will be submitted to the nutritionist and they will provide the appropriate substitution accordingly.
READ SLIDE:

12. Example of A Monitoring Report
TELL: The Monitoring Report is a valuable tool that is used at each of our participating sites to help identify and assist if necessary with any area of the program that may not be in compliance.
So the greatest benefit of a monitoring report is to reassure that each site of our sites are operating under the current regulations as established by the USDA and FNS.
Its equally important that when the reviewer completes the form that each area of the form is accurately portraying the site for which they MONITORING.
Remember the benefits of completing a monitoring is to assess and identify that each area of the program is in compliance for the meals that they are claiming.
The monitoring report documents the pertinent information regarding the site that is being reviewed.

13. Monitoring Report Heading
The reviewer will complete each of the sections below:
Facility Name
Date of Monitoring
Arrival Time
Departure Time
Announced or Unannounced
Meal Observed
Time Served
Today’s Attendance
Today’s Meal Count
TELL: The reviewer will complete the heading with the pertinent information; the school name and program (do not abbreviate), include date, the time the monitor began, the time the monitor ended , and whether or not the monitoring was an announced or a unannounced visit. (Food Services conducts all monitoring's unannounced) Next we will indicate the Meal Observation; indicate the meal type, actual start of the meal type that you are observing , license capacity of site, todays attendance, todays meal count and the number served by correct age served.

14. Example of a Completed Heading
MILKY WAY EEC
06/23/15
10:00 AM
1:00 PM
LUNCH
11:30 AM
100 89 83
Refer to slide and TELL: In the example you will notice that it illustrates all of the pertinent information that’s required.
* The License Capacity information must be obtained from the EEC. and verified. In addition the EEC is responsible for posting the most current license and may not have more children then stated on their license. Keep in mind that the enrollment and attendance must be verified. I will discuss the process a little later.

15. Meal Observation Section
TELL: Now lets move unto the next portion of the monitoring report.
Identified as “Meals Observation ” in this section the reviewer will document the Meal Service being observed.
(Based on the meal type being observed the reviewer must complete the Menu and the Specific Foods Used, as indicated on the form you must specify and record all food items being served.
In addition to this the reviewer is responsible for verifying that the correct menu is being followed and that each child is being served the correct portion / serving size.
You must verify with the current menu and production worksheet.

16. Meal Observation Verification
The reviewer must observe the entire duration of the meal service:
Correct service time is followed
Reimbursable meals are received by all children
Children eating are sitting at the table
The POS is conducted correctly
Milk portions are correct
Under 6 years requires 6 ounces
Over 6 years requires 8 ounces
Medical Statement for lactose intolerant - NO EXCEPTIONS
READ SLIDE:

17. Meal Observation Verification, cont.
The reviewer must validate the information on the:
EEC Daily Meal Count Record
Production Worksheet is completed
Menu Production is recorded
Daily Meal Counts completed and entered into CMS daily
READ SLIDE:

18. Completed Meal Observation Example89
Lunch :30am 83 83
1% oz.
Hamburger
W.W. Bun
Tater Wedge
Fresh Apple
TELL:
As you see in the completed example: Each section has been completed specifying the meal period, service time, verified license capacity, todays attendance, todays meal count and the meal count total recorded under the appropriate age of the children that were served.

19. Confidential Application For Child Development Services Certification of Eligibility
TELL: State law requires the parents of children attending EEC Centers to complete and sign a Confidential Application for Child Development Services Certification of Eligibility, Form CD The first page shows family size and income and the second page has the parent signature and date. For audit purposes we must verify that this enrollment form is for the current year, dated and signed off by the parent/guardian.
For any parent or guardian who chooses not to have their child participate in the meal program they must complete and submit the “Parent/Guardian Form for Declining Participation in the CACFP” .

20. Preschool Collaborative Classroom (PCC) Form
TELL: Special Ed. students are not required to complete and submit a Confidential Application for Child Development Services Certification of Eligibility, Form CD For this reason, the Preschool Collaborative Classroom (PCC) Form was created to verify the participation of Special Ed. children who attend a part day PCC program at some (not all) centers. These forms will not be kept by the EEC in the Family Files, but will be maintained in a separate file by the EEC staff and stored in the main office for the Food Services Division. Again the PCC form is strictly for audit purposes to document PCC-only children who will be eating at the centers. For any parent or guardian who chooses not to have their child participate in the meal program they must complete and submit the “Parent/Guardian Form for Declining Participation in the CACFP” .
Pertinent information that is required on the PCC form includes the child's full name, attendance start date, daily start time, daily end time, parent/guardian name, signature and the date. All this information must be verified. It is imperative that you have either the Confidential Application for Child Development Services Certification of Eligibility, Form CD 9600 or the Preschool Collaborative Classroom Form on file for each child enrolled in the EEC.

21. Enrollment Records
Early Education Centers are required to maintain documentation on the enrollment of each participant at the center.
Annual documentation that the information has been updated as needed and signed by a parent or legal guardian is required
READ SLIDE and then TELL:
Once the enrollment records have been verified the reviewer can now match the name on the roster against the enrollment document.
Verify that the enrollment is current for the fiscal year and signed off by the parent or legal guardian.

22. Enrollment Record Verification
The reviewer must manually verify the information captured on every enrollment form for each participant by checking:
First name and last name
Date of birth
Normal days and hours of care
Meals normally received while in care
Note: Follow up is required with the EEC Principal if any outdated or incomplete information is found.
READ SLIDE and then TELL:
Once the enrollment records have been verified the reviewer can now match the name on the roster against the enrollment document.
Verify that the enrollment is current for the fiscal year and signed off by the parent or legal guardian.

23. Program Accountability
Enrollment documents for each participant at E.E.C. must be updated annually and contain required program information.
A.F.S.S. will be responsible for undertaking the following steps:
Review the attendance roster
Match each name on the roster against the student's enrollment document
Verify that the enrollment is for the current year, dated and signed off by the parent /guardian

24. Program Accountability cont’d
Follow up with the E.E.C. Principal for any document which is outdated or incomplete.
A.F.S.S. will follow up within one week for any document that is outdated or incomplete.
If document is still incomplete , it will be escalated to E.E.C. Director.
Subsequent meals will be billed to the E.E.C.

25. Food Service Staff are required:
At the end of each meal period, count the number of children signed in on the Daily Sign in sheet.
Compare the number to the number of meals served.
EEC Office Personnel will be advised of any discrepancies by the FSD Manager.
The following day, IF the meals claimed are not supported by the amount of children signed in on the attendance roster, meals will be billed to EEC Director.

26. Attendance Records
EECs are required to maintain documentation on the attendance of each participant at the center.
Attendance records must contain:
First and last name of child
Contract time
Actual sign in and sign out times
Parent or legal guardians signature
Reason for absence
READ SLIDE:
TELL: Child Care Centers shall collect and maintain documentation of the enrollment of each child, including the information used to determine eligibility for free and reduced priced meals in accordance with (e) (1).

27. Verification of Attendance Records
The reviewer will verify:
Signatures on the attendance record match the attendance count for the full 5 day reconciliation period
Each child in attendance has the current year enrollment documents
The meal counts on the EEC Daily Meal Count Form matches what was inputted into CMS
Note: Students must be enrolled and in attendance to receive reimbursement for meals claimed.
READ SLIDE:

28. 5 Day Reconciliation
Here is a list of the needed documents relating to claims.
CMS Production Record
Production Worksheet
Numbers entered daily
EEC Daily Meal Record
Menu Item Description
Portion size
Amount prepared
Amount Received
Attendance Records
TELL: The next section requires documentation of a five day period. It is imperative that you reconcile the meals served at the EEC program.
You will need to select a full week where there are no missing serving days, such as a holiday or pupil free day.
Note: The 5 day reconciliation is the process of comparing meal counts to both the attendance and enrollment records.
You will need to obtain relevant information from each of the following documents.

29. Completed 5 Day Reconciliation Example
6/15/15
6/16/15
6/17/15
6/18/15
6/19/15
Verification of Enrollment and Attendance
Required
TELL: Using the relevant information acquired from EEC Production Worksheets along with the Daily Meal Count Record complete the 5 Day reconciliation for the time frame you selected. Indicate the month, date, year, and then record the number of meals served according to the production worksheet, each meal count must be verified by the daily meal count record. Once the pertinent information is for the 5 day period, tally the totals for each meal type and divide by the number 5 to determine what the 5 day average is and enter the number in the appropriate column.
The reviewer will need to verify the enrollment and attendance for the five day review period. Review the attendance roster, match the name on the roster against the students enrollment document, verify that enrollment is current for the year, follow up with principal for any outdated or incomplete information.

30. Additional Information
Additional information regarding the collection and maintenance of records, meal service, license requirements, health, safety and sanitation, and civil rights compliance must be addressed and reviewed.
TELL:
To have a more effective review during our monitoring's the form has included all of the relevant records as required by the CACFP .
Each of the questions asked requires an answer of either “yes”, “no”, or “N/A – not applicable”, no questions should be left blank.
It is imperative not to just check off the answers in each area but take the time to review, observe and validate as it pertains to each section and what is being asked.
The monitoring is crucial as it assists us with ensuring we have the supporting documents to support the meals claimed for reimbursement.

31. Additional Informationx
Instructor read each question being asked and respond with an answer that includes the source of where to obtain the pertinent information.
Starting with #1 Does the menu served meet the CACFP requirements?
#2 Is enough food available to provide each student with the required portions?
#3 Is each child encouraged to take at least some food ?
#4 Does the written menu match what was served today?
#5 Is the infant meal pattern being followed correctly and documented for all infants?
#6 Is drinking water available to children throughout the day, including at the meal time?
#7 Is a menu production record and /or transport record completed for all meals prepared?
#8 Are all meals consumed on facility / under staff supervision?

32. Continued Additional Informationx
Instructor read each question being asked and respond with an answer that includes the source of where to obtain the pertinent information.
Starting with #9 Are the number and ages of children in care in compliance with current license and child/staff ratio?
#I0 Are there current program year enrollment documents for all children participating in the CACFP?
#11 Do daily attendance records support meal counts?
#12 Are meal counts recorded at the time of service?
#13 Is the meal count for today reasonable compared to the previous 5 days(same meal)?
#14 Do all children receive the same meal regardless of race, color, national origin, sex, age, or disability?
#15 Are medical statements on file for children with special dietary needs?
#16 If non-dairy beverages are offered for non-disable children, are they nutritionally equivalent to milk?

33. Continued Additional Informationx
Instructor read each question being asked and respond with the correct answer and indicate if applicable where to obtain the pertinent information.
Continue with question :#17 Is a civil rights poster in a prominent location at this facility?
#18 Is this facility safe and sanitary?
#19 Has the staff attended the training sessions on the CACFP for the current year?
#20 Were there problems noted in the prior reviews?
#21 If yes, has problems noted in the prior review been corrected? If no, describe on pg.2 the repeated findings and action to be taken (A follow up review should be conducted within 60 days).
#22 Does this visit indicate that training is necessary at this facility? If training is needed , state when and how it will be provided.

34. Monitoring Report Facility Review
Any corrective action requires follow up and additional training which is to include subject / topic of the training, document the date training took place and the names of all of those in attendance. File according to record retention requirements. Corrective action requires the Facility Contact Signature in the lower left hand corner of form.

35. Procedures for Corrective Actions
Corrective actions require:
A documented summary of the findings and a recommended corrective action
Follow up within 60 calendar days
Document the corrective action taken and the date completed
The Review of the Monitoring Report with the EEC Program Coordinator and Food Service Division staff
Providing and agenda and additional training along with sign-in sheet showing those who attend
Discuss the monitoring’s finding and any necessary corrective actions with the afterschool program coordinator and provide a copy of the monitoring to the after school program coordinator.
All site monitoring’s must be filed and keep for 3 years.

36. Reminder Required Document for Each Child
Note you are required to have on file either the Confidential Application for Child Development Services Certification of Eligibility, (Form CD 9600) or the Preschool Collaborative Classroom (PCC) Form for each child enrolled in the EEC.

37. Monitoring Report Retention
The Food Services Manager must retain the original Monitoring Reports and any corrective action documents for 3 years, plus the current school year.
The AFSS will provide a copy of all the documents to the Food Services Staff Aides for the appropriate area:
East ESC Attn: Abyz Dayrit at
West ESC Attn: Edna Gabriel at
North ESC Attn: Lisa Hess at
South ESC Attn: Shawn Huber at

38. Questions? Thank you! LAUSD Food Services Division
ASK: Does anyone have any questions?
INSTRUCTOR: Provide an answer to all questions. In the event that you do not have the answer, take down the information (name of inquiring person, their contact information and the question asked). Inform the group that you do not currently know the answer to the question but you will find out the correct answer and will get back to them with the answer.
TELL: Thank you for joining me today. I wish you continued success with your Site Monitoring's at the EEC Program.
LAUSD Food Services Division
Nourishing Children to Achieve Excellence