Training: CACFP Centers

Understanding the Child and Adult Care Food Program (CACFP) is the first step to accurately providing CACFP meals and snacks to Minnesota’s children and adults. Administration and delivery of program benefits in compliance with federal regulation is integral to becoming a viable, capable, and accountable program sponsor. Managerial and administrative staff responsible for program delivery requires skills in recordkeeping and food service operations, as well as nutrition education and meal service information.

State agency staff administer training and provide technical assistance to sponsoring organizations. Training opportunities include online training through e-learning, real-time webinars with interactive learning and opportunities to ask questions, and workshops offered around the state and at the Minnesota Department of Education. Training opportunities specific to CACFP sponsors are listed below.

Sponsors provide training to new-hires and ongoing instruction to all staff on program meal patterns, attendance and meal counts, claims submission, food service operations, recordkeeping requirements, and reporting. In addition, sponsors provide annual training to all staff on CACFP program updates and compliance standards for operations and program delivery. The resources and webinars below may supplement the sponsors training program.

Sponsors can use the Log of Web-Based Trainings to document trainings viewed by organizations who have applied to participate in CACFP and new or existing employees. Sponsors can also use the log to document annual CACFP training. Training logs are organized by sponsorship types.

Dietary Guidelines

Digging in to the Dietary Guidelines, Part 1: Preparing for a New Meal Pattern (21 minutes)
This session explains the major messages of the 2010 Dietary Guidelines for Americans and also identifies how the Dietary Guidelines will shape the new CACFP meal pattern. Learn about the emphasis on vegetables subgroups (dark green, red/orange and dried beans/peas) and whole grain-rich products.
Digging in to the Dietary Guidelines, Part 2: Aligning Menus (23 minutes)
Take an in-depth look at important resources related to the Dietary Guidelines and menu planning. This session also offers detailed examples of healthy menu planning techniques that have been successful for other child care centers in Minnesota.

Introduction and Types of Centers

At-Risk Afterschool Meals Program Overview (27 minutes)
The At-Risk Meals Program provides meals and snacks to children and youth, up through age 18, in low-income areas where food insecurity is high. This training features program eligibility, nutritional and financial benefits, and basic program requirements of At-Risk Afterschool Meals Program. Potential sponsors include area-eligible schools, faith-based organizations, park and recreation departments, summer food service program sponsors and afterschool activiety providers like Boys & Girls Clubs and YMCA's. Next steps to the application process are also discussed using the At-Risk Enrollment Toolkit, forms and available resources. Additional educational materials to accompany webinar: CACFP Eligibility Map: NSLP Snack or CACFP At-Risk Snack/Meals, Select the Enrollment Toolkit which represents your sponsorship: At-Risk Meals for an Organization Not Currently on a USDA Food Program, At-Risk Meals for a Current School Sponsor, At-Risk Meals for a Current Summer Food Sponsor.

Overview of CACFP Enrollment Process (20 minutes)

Enrolling in the CACFP is a four step process and takes less than two months before claims can be submitted! The process is learning about the tasks that are available 24/7 to help you with each step. Discover how easy the enrollment process is for yourself and start stepping on the path to CACFP for your organization.

How to Submit Your Application for the Child and Adult Care Food Program on-line using Cyber-Linked interactive Child Nutrition System (CLiCS) (50 minutes)
This training reviews basic CliCS navigation, entering sponsor and site applications, budget and revenue calculations and upload instructions. There are some materials that accompany this session for you to reference as you go through the CLiCS process. Links to these reference materials to go along with this training: Principal Information, Budget Detail Worksheet, Estimated Reimbursement Worksheet, Contract for Vended Meals and Attachment for Non-Licensed Sites.

How to Complete Intent to Apply (21 minutes)
Completing the Intent to Apply is the first step listed in the applications toolkit for CACFP Centers and is much like a “to-do” list. Organization information, training sessions and specific documentation requirements are discussed. Finally, identify the next steps of the applications process and continue toward becoming a new CACFP sponsor and submitting your first claim.

Adult Day Care Centers and For-Profit Eligibility (14 minutes)

This session outlines unique characteristics of adult day care centers. Learn about the specific eligibility requirements and services that must be provided for adult day care programs to qualify for CACFP. The final slides of this training are only intended for those programs with "for-profit" tax ID status. These for-profit, adult day care centers must follow the specific instructions to demonstrate monthly eligibility prior to submitting any claim.

Introduction to the Child and Adult Care Food Program (23 minutes)

Learn if your organization is eligible to participate in the Child and Adult Care Food Program (CACFP) and if the children or adults you serve are eligible as well. This webinar describes the benefits, participation requirements and common misconceptions of the CACFP. Is completing the CACFP application toolkit your next steps to receiving financial reimbursement for serving nutritious meals and snacks? This webinar will help you decide.

Navigating the MDE Website (30 minutes)
A variety of information is available on the MDE website that is useful to potential and existing sponsors of CACFP. Program requirements, application materials, reimbursement and budgeting tools, and information to manage and operate the program, are identified by navigating multiple webpages. This session demonstrates how to locate CACFP information and resources available on the MDE website.

Emergency Shelters (20 minutes)
Sponsors of emergency shelters will review the additional specific requirements for participating in CACFP. This includes eligibility, age requirements, financial recordkeeping, and meal service, as well as date-of-birth, meal count and attendance documentation.

Menus and Meal Pattern Components

Determining Grains and Bread Servings (15 minutes)
Grain/bread serving sizes are based on weight using a grain/bread crediting chart. This session demonstrates how to use the grain/bread chart to correctly identify grain/bread serving sizes. Calculating the serving sizes for meals and snacks will ensure the grain/bread portions meet the meal pattern requirements. This training provides step-by-step instructions on calculating serving sizes and suggests the use of a snack serving chart to keep front-line staff informed of correct grain/bread servings. Materials to go along with this training: CACFP Adult Meal Patterns, CACFP Child Meal Patterns, Grain/Bread Crediting Chart

Food Component: Grains and Breads (14 minutes)
The Grains and Breads food component includes a variety of grain-based food products. Examples of grain/bread products are provided and must be whole grain, fortified, enriched or whole-grain, or made from enriched or whole-grain meals and/or flour. This training shows you how to use the ingredient panel on food labels to identify creditable and noncreditable bread/grain food products. Materials to go along with this training: Whole Grain Resource and Flow Chart for Determining Grains/Breads Creditability

Food Component: Meat and Meat Alternates (30 minutes)
The Meat and Meat Alternate food component includes lean meat, poultry, fish, cheese, egg, yogurt, cooked dry beans or peas, nuts and seeds and their butters. Non-creditable meat/meat alternate foods include any meat or meat alternate that is labeled imitation or does not have a standard of identity. Child Nutrition labels or Product Formulation Statements are reviewed. This training explains what counts as 1 ounce of meat and meat alternate.. Materials to go along with this training: Some Things to Know About Processed Meats and Child Nutrition Labels and Product Formulation Statements and Corrected Slide page 7, Serving Nuts and Seeds.

Food Component: Milk (13.0 minutes)

The Milk food component includes pasteurized fluid types such as unflavored or flavored whole milk, low-fat milk, fat-free (skim) milk, or cultured buttermilk that meet State and local standards for milk. All milk should contain Vitamins A and D at levels specified by the Food and Drug Administration. Lactose-free and lactose-reduced milks may be offered as options for individuals who are lactose-intolerant. This training also reviews milk requirements at meal service. Materials to go along with this training: Creditable and Noncreditable Foods in Child Nutrition Programs

Meal Pattern Component: Fruits and Vegetables (17 minutes)

Meal patterns of CACFP contain four food components and this session features the fruit and vegetable component. Creditable and noncreditable examples of fruits and vegetables are explained so sponsors with be able to write reimbursable menus and submit claims accurately.

Recordkeeping and Training

Civil Rights and Civil Rights Training (11 minutes)
This session covers civil rights requirements for CACFP sponsors. There are four requirements which include: public notification, equal access, racial/ethnic data collection, and annual staff training. Civil Rights compliance is critical and should be reviewed regularly by sponsors. When conducting annual civil rights training, sponsors can use printable PowerPoints: Civil Rights Training-Note Pages – Child and Adult Care Food Program or Civil Rights Training – Child and Adult Care Food Program (slides only). Materials to go along with this training: Corrected slide page 4, Civil Rights Statement-Full Version.

Food Production Records (33 minutes)
This video explains how to complete food production records (FPR’s) by using FPR templates and documenting all required elements. Child nutrition labels and methods to determine portion sizes and forecast quantities of food to prepare are explained. Vended meal contracts are discussed which will be very helpful to those of you who coordinate meal and snack service using vended meal contractors. Materials to go along with this training: Food Production Records, Food Buying Guide Calculator, Contract for Vended Meals, Child Nutrition (CN) Labels and Product Formulation Statements.

Infant Room Recordkeeping (20 minutes)
Infant room recordkeeping focuses on instructions to complete infant meal notification, infant menu records, and infant attendance and meal count records. Staff gains insight to infant menu documentation, accurate attendance and meal count documentation that ensures accurate claims for reimbursement. The USDA is no longer providing a list of approved iron-fortified infant formulas that do not require a medical statement. See the USDA memo on Infant Feeding in the CACFP (CACFP 14-2015). Updated Infant Menu Record and Infant Menu Record Instructions.

Meal Count and Attendance Records (15 minutes)
This session covers the meal count and attendance records and guides the learner to select the record format best suited to their operation. Point of service meal counts and methods to complete attendance documentation is explained.

Procurement and Financial Recordkeeping (16 minutes) 
This session features procurement procedures, non-profit foodservice operations, revenue and expenses, and recordkeeping. Required sponsor characteristics are discussed which includes financial viability, administrative capability, and internal controls for CACFP program accountability.

Required Documents, Training and Recordkeeping (24 minutes)
Sponsors of CACFP are required to complete and retain required documents and training records as specified by federal regulations. In this session, systems to recordkeeping tasks are summarized based on daily, monthly, and annual requirements. Additional materials to go along with this training: Required Records and Administrative Tasks for Child and Adult Care Food Program or PDF.

Meal Patterns and Meal Service

Introduction to Behavioral Economics for Child Care (66 minutes)
This session is applicable to both child care centers and family day care homes. The presentation provides an introduction to behavioral economics – the practice of altering the physical environment in order to affect purchasing and consumption behavior. It will also give participants a solid foundation in the theory behind Smarter Lunchroom interventions and how to apply the information in a child care setting.
Meal Service (18 minutes)

Describes the four meal service styles that organizations participating in the CACFP can use and provides tips for using each style and recommendations on creating positive eating environments. View video examples of Preplated Meal Service (1 minute) and Family Style Meal Service (3 minutes) correctly demonstrating these two meal service styles.

Child Meal Pattern (15 minutes)

This session features the requirements for serving meals to children in CACFP. The meal pattern provides guidance on the minumum number of components and amounts of food which must be served as part of a reimbursable breakfast, lunch, supper or snack. Materials to go along with this training: Child and Adult Care Food Program Child Meal Patterns.

Adult Meal Pattern (15 minutes)

This session explains the CACFP meal pattern for adults, which includes those who are 60 years of age and older and those who are under 60 years of age and functionally impaired, attending an adult day care program. Information covered includes the minimum serving size for each food component required at breakfast, lunch, and snack and the offer versus serve meal service style option available to adult day care centers. Materials to go along with this training: Child and Adult Care Food Program Adult Meal Patterns.

Infant Meal Pattern (20 minutes)
This session explains the meal pattern for infants from birth through one year of age. The infant meal pattern is based on three age categories and identifies the optional and required portions for breakfast, lunch and supper, and snack. The center must offer at least the minimum amounts of each required food component for the meal or snack to be reimbursed. Infant room staff must be knowledgeable about the infant meal pattern to assure accurate claims for reimbursement.

Preparing and Submitting Claims

Infant Room Claiming (15 minutes)
The session focuses on claiming processes within the infant room to ensure that only accurate claims are submitted. Developmental readiness, breastfeeding and common scenarios of when- and when-not-to claim meals or snacks are explained.

Approving Household Income Statements for Child Care (24 minutes)
This session discusses the process of distributing Household Income Statements (HISs) and the household letter for child care centers. It also highlights the types of HIS forms sponsors may encounter and how to accurately approve them. Sponsors listening to this training will have the opportunity to follow along and have hands on examples! Materials to go along with Approving Household Income Statements for Child CareView the Option to Approve Household Income Statements Based on Parent Signature Date.

Approving Household Income Statements for Adult Day Care (24 minutes)
This session discusses the process of distributing Household Income Statements (HIS’s) and the household letter for adult day care. Accurate HIS review and A, B, and C assigning is featured.  View the Option to Approve Household Income Statements Based on Parent Signature Date.

Determining Monthly A, B, and C Totals (18 minutes)
This session reviews how to determine and document the monthly A, B, and C totals using monthly summary forms and master eligibility lists.  Sponsors learn how these documents remain current and are useful tools to accurate claims month-after-month. Materials to go along with Determining Monthly A, B, and C Totals.

Determining Monthly Meal Count Totals and Average Daily Attendance (28 minutes)
This session identifies routine edit checks, basic math, and operational days to accurately total attendance and meal count records and average daily attendance. Sponsors may practice edit checks and simple math calculations during the session to build skills in accurate claim submission. Materials to go along with Determining Monthly Meal Count Totals and Average Daily Attendance.

Determining Monthly For-Profit Eligibility (12 minutes)
This session explains the critical math calculation which for-profit sponsors must complete every month for each site. A site’s eligibility must meet the minimum of 25 percent low income participants. If the minimum is not met, the sponsor cannot claim meals for that site for that particular month. Complete the session Approving Household Income Statements for child care or adult day care, as appropriate, prior to viewing this training session.

Submitting Monthly Claim for Reimbursement (12 minutes)
Learn how to enter and adjust the claim for reimbursement in the Cyber-Linked Interactive Child Nutrition System (CLiCS). Those using CLiCS need to be proficient in entering meal counts, average daily attendance, and A, B, and C totals within submission due dates. Materials to go along with Submitting Monthly Claim for Reimbursement.

Financial Reimbursement (26 minutes)
This session covers how to estimate Child and Adult Care Food Program (CACFP) reimbursement for each meal and snack submitted on a monthly claim. Helpful payment information in CLiCS and methods to estimate monthly and annual CACFP reimbursement is explained. Materials to go along with Financial Reimbursement.