Instructions for the Sponsored At Risk Center Review Cape Fear Tutoring, Inc. Agreement # 7506

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1 1 Instructins fr the Spnsred At Risk Center Review Cape Fear Tutring, Inc. Agreement # 7506 All cited findings require technical assistance and retraining. Scan a cpy f all supprting dcumentatin fr any finding(s) cited. Example: n meal cunts recrded.s yu wuld scan a cpy f the attendance/meal cunt frms. Nte: All areas highlighted in red shuld be cmpleted prir t the review (mnitr s name, unannunced, general infrmatin, training, and the 5 day meal recnciliatin (claimed meals). On the pre-fillable frm, prvide the date, arrival time, and mnitr s name. If yu are cnducting a weekend review please type (Sat) r (Sun) behind the date. [Example: 4/26/2014(Sat)]. Indicate if the mnitring visit is unannunced by checking either yes r n. The departure time will be recrded nce the mnitring tl is cmpleted and signed by the center and the spnsr representatives. Findings (F) r N Findings (NF) will autmatically fill depending n the results fund n page 4 f this reprt. Sectin 1. General Infrmatin Crrective Actin Due Date: (Crrect during this visit) Cmplete the fllwing by using the Spnsr Review Summary reprt in Cx r At Risk tracking sheet n CFT s website under staff resurces. Yu will save this infrmatin in yur cmputer. After that fr all future reviews, the infrmatin will stay there. Yu will verify all infrmatin is still crrect. If there are any updates/changes in this sectin, please nte this infrmatin n page 3 in the mnitr cmments sectin. Center s name Center ID# (center identificatin number) Address Phne number Directr s name (In at risk center psitin may be called site manager, site supervisr, etc.) (if changed, cmplete the Civil Rights and prgrammatic trainings again if the new directr was nt listed n the riginal civil rights and prgrammatic frms) Example #1: New directr was previusly a teacher at the center and previusly had the civil rights and prgrammatic trainings cnducted by CFT during the current fiscal year =n updated civil rights and prgrammatic trainings are necessary Example #2: New directr and new hire at the center=updated civil rights and prgrammatic trainings are required fr new staff Hurs f peratin Days f peratin The current apprved meal times The meal times must be verified by the (directr) center. S, the directr must initial in the space prvided nce he/she verifies the meal times. If there is a change in meal times, type an asterisk befre the meal service times and nte the change n page 3 in the cmments sectin. Example f changed meal time: B *7:00-7:30 Check t see if the fllwing infrmatin is psted in the center: And Justice fr All pster (the pster must be 11 width and 17 height). If the center des nt have the apprpriate pster, then prvide the center with the crrect And

2 2 Justice fr All pster. Ensure that the infrmatin is psted during yur visit. The ld/wrng pster shuld be remved frm the wall and discarded. WIC infrmatin (Yu may prvide the center with a cpy if nt n file. Ensure that the infrmatin is psted during yur visit). Building fr the Future flyer (Yu may prvide the center with a cpy if nt n file. Ensure that the infrmatin is psted during yur visit). Parent Ntificatin (Yu may prvide the center with a cpy if nt n file. Ensure that the infrmatin is psted during yur visit). Recrds maintained at Center s Central Office: Ensure all recrds are n file at the center s central ffice. Sectin 2. Training Crrective Actin Due Date: (Crrect during this visit) Cmplete the fllwing: The date f Ttal Prgrammatic and Civil Rights Trainings are in Cx. Hwever, yu must verify that the center has cpies f these trainings in the CFT flder. If the training dcumentatin is in the flder, insert the date nted in Cx and check that yu bserved bth trainings. If the training dcumentatin is missing, call the CFT ffice and ask the ffice t fax r this infrmatin t the center. Once the center receives the fax/ , then yu will place these dcuments in the CFT flder. If printer r fax is nt available, dcument that CFT will mail the center the training dcumentatin. Have the center put the mailed dcuments in the CFT bx. On the next fllw up/review, the mnitr is t place the dcuments in the apprpriate flder. Trainings must ccur annually. If the trainings were nt cmpleted, then cmplete and dcument the training during this visit. Sectin 3. Recrd Keeping Crrective Actin Due Date: (Crrect immediately) Date f Review Check each classrm s weekly attendances and meal cunts frms. If current, praise the classrm teacher and put an apple sticker n the clipbard, initial and date. If nt, retrain the teacher n the spt; and fllw up with the directr. Remember that the attendance, as well as the meal cunt must be cmpleted. If meal cunts are nt recrded and/r current, mark thrugh using a black r blue pen, write zer, initial, and date. These meals will be disallwed and recrded n the chart in sectin 6 (Review Summary) f this reprt. (SCAN cpies fr dcumentatin) D nt use this year s clr pen because smetimes the mark-thrugh may nt appear after scanning. Use black r blue ink. If meal cunts are recrded prir t the apprved meal service, then these meals will be disallwed as well. Mark thrugh using a black r blue pen, and write zer, initial and date the frm. These meals will be disallwed and recrded n the chart in sectin 6 (Review Summary) f this reprt. (SCAN cpies fr dcumentatin) D nt use this year s clr pen because smetimes the mark-thrugh may nt appear after scanning. Use black r blue ink.

3 3 Verify that the center has recrds t supprt all claims fr the current fiscal year and fr the 3 previus years f prgram peratins. Supprting recrds include menus, receipts, weekly attendance, meal cunt recrds, etc. If current recrds are nt n file, then mark as a finding. Meals shuld be disallwed fr all current recrds that are missing. These disallwed meals will be recrded n the chart in sectin 6 (Review Summary) f this reprt. If recrds (paper cpies) are missing frm the 3 previus years, then shw the center hw t access these recrds in Cx. Retrain immediately. Write n the reprt n page 3 in the mnitr cmments sectin: Retrained nsite and the center must immediately start t maintain cpies f all CACFP recrds. Check t see if all children with disabilities r medical cnditins that alter meal pattern(s) have dctr s statement frms n file (milk nly). Cmplete the chart fr any child with missing dcumentatin. Prvide the child s name by the apprpriate reasn. Dctr s Statement: Instruct the directr t have the parent cntact their dctr t get this dcumentatin within 3 business days. This is a licensing requirement that dctr s statements are n file fr all allergies/medical disabilities. Medical Dcumentatin Only needed if the meal pattern needs t be altered Nt Needed: Meat Meat Fruit/vegetable Fruit/vegetable Grain Grain Milk alternate apprved milk Needed: *Milk juice, water, anything else Verify that receipts, invices, catered slips, timesheets, etc. are available fr the current mnth f review. Cmpare the current receipts t the psted menu(s) t ensure that the center is purchasing fd items fr the current mnth. If yu determine that the receipts d nt supprt mnthly claims, then retrain the center. An nsite fllw up visit is required. Verify if CN labels, recipes and/r prduct frmulatin statements (PFS) are available fr all cmbinatin fds n the current menu. If nt, call the CFT ffice fr assistance with lcating the needed dcumentatin. If the dcumentatin isn t available during the visit, write as a finding and the ffice will fllw-up. Instruct the center t submit the required dcumentatin t CFT. Then, under ther in the needed dcumentatin chart n page 1 f the review, list thse fd items that may require CN labels, recipes and/r PFS. If the center des nt serve cmbinatin fds then check NA. Sectin 4. Meal Overview Crrective Actin Due Date: Date f Review Indicate if there are n sanitatin issues. Als, indicate if the center is within prvider/child rati and capacity. Since at risk centers are nt licensed by NC DCDEE, yu may rely n the fire inspectin reprt frm the Fire Marshall. The Fire Marshall will identify the capacity fr the building.

4 4 If the center is nt within prvider/child rati and capacity, mark as a finding, and immediately reprt t Melissa Cnnlly, Directr f Prgram Administratin and Human Resurces at CFT (main ffice). If meals are catered, are daily delivery slips n file? Answer yes, n, r N/A. Nt applicable (N/A) shuld be checked if the center des nt receive catered meals. Indicate what meal is bserved during the mnitring visit. If nne, then check the nne bx and skip t Sectin 5-Claim Submissin n the mnitring review tl. Prvide the time in which the meal was served. Is meal service within apprved meal time? Answer apprpriately. Indicate if the meal matched the psted menu. If nt, have the center mark the changes n the paper cpy f the menu and enter the meal changes int Cx befre yu leave. If the center des nt have a printer, the mnitr shuld prvide the center with the blank paper cpy f the menu. Have the center t cmplete while the mnitr is nsite. The paper cpy must be psted. Indicate if the meal served met CACFP guidelines. Ensure that the crrect meal patterns are fllwed; adequate amunts are served; the crrect milk type is served; and that the meal is served within the apprved meal times. Chart Prvide the ttal number f 6-12 year lds served by the type f milk these participants received. If milk is nt served during the bserved meal service, then prvide the ttal number f children/prgram adults in the rw labeled # f children. Indicate if the crrect milk type was available: 1% and/r skim And any nn-dairy beverage that is nutritinally equivalent t milk. Yu may call Melissa r Suzanne at CFT t determine if a served nndairy beverage is nutritinally equivalent t milk Cmpnents Served: List the cmpnents that were served during the bserved meal. Amunt Available: Indicate the amunts f the cmpnents available/prepared. Amunt Required: Click n the Meal Requirements Calculatr. By using the Meal Requirements Calculatr indicate the amunt required fr each cmpnent. Adequate: Are the cmpnents and/r amunts required adequate t meet the CACFP meal pattern requirements (Yes/N)? If any cmpnent is nt adequate, then the meal des nt meet the CACFP guidelines. These meals will be disallwed and recrded n the chart in sectin 6 (Review Summary) f this reprt. Sectin 5. Claim Submissin Crrective Actin Due Date: Date f Review Indicate if claims are submitted in a timely manner. Check 6 mnths in Cx. If any are late, then discuss with center. If it is a first review, then mark questins as NA (First Review). Indicate if classrm meal cunts are understated r verstated in Cx. Use 5 cnsecutive days f the mst recent claimed mnth t cmplete the 5 day meal recnciliatin t answer this questin. Use at least ne week f weekly attendances and meal cunt frms t verify that the infrmatin was nt understated r verstated in Cx.

5 5 If the meal cunts are verstated, put an asterisk (*) beside thse meal cunts/attendances. Can determine why meal cunts are understated r verstated? If s, d nt check as a finding. Retrain n site. On page 3 in the mnitr cmments sectin, type Meal cunts were understated r verstated, tell what yu determined as the cause/reasn fr understating r verstating f the meal cunts, retrained nsite. Fllw up at next review. Cannt determine why meal cunts are understated r verstated? Then review anther 5 cnsecutive days in the same mnth. If the meal cunt are crrectly stated, then retrain n site and d nt nte as a finding. Indicate n page 3 in the cmments sectin that yu retrained n site and will fllw up at the next review. Hwever if the meal cunts are nt crrectly stated, then yu will check as a finding. Instruct the center t enter meal cunts weekly. The mnitr t cnduct an unannunced visit. Please instruct the center that meal cunts must be entered weekly int Cx and send cpies f the meal cunts/attendance t CFT weekly. CFT will prvide feedback t the center in regards t the submitted meal cunts/attendance. Understated meal cunts: Retrain nsite. S, n page 3 in the cmments sectin, type Meal cunts were understated, retrained nsite. Fllw up at next review. Indicate if receipts are available t supprt mnthly claims. If receipts are missing, retrain and indicate frm this pint frward, that center must maintain all receipts n site t supprt the mnthly claims. (5 Day Meal Recnciliatin): Recrd the meal cunts, attendance, and enrllment fr the day f yur visit. Yu will use the mst recent clamed mnth. If enrllment ttals are nt available, then yu may have t ask center fr current/past enrllment. In the 1st clumn under each meal service, use the Meal Cunt Summary frm the mst recently claimed mnth in Cx t get the meal numbers. The attendance will cme frm the Mnthly Attendance in Cx. The enrllment cmes frm the directr f the center. In the 2 nd clumn, use the handwritten meal cunts and attendances frm the center fr the same 5 days and enter the meal cunts and attendances fr each meal service. Based n the cmparisns, are the meal cunts fr each meal service accurate? If n, then explain. An explanatin is required if the meal cunts that day d nt fllw the same pattern as the claimed meal cunts. Determine if tday s meal cunts when cmpared t the 5 day cunts require an n-site visit. Sectin 6. Review Summary If disallwances were made during the mnitring review, then cmplete the chart. Detail: Indicate classrm, grup, participants names, etc. Date: Date f disallwance # Of Meals: Indicate the ttal number f meals that must be disallwed A=Meals utside f meal time B= Insufficient/Inadequate Meal Cmpnents

6 6 C= Attendance r Pint f Service Nt Marked D=Substitutin Nt Prvided by Center E= Unapprved Milk Substitute F=Other If yu use F as a reasn cde, please give a brief explanatin in the cmments sectin n page 3 f this reprt as t why the reasn cde F was used. Example: Classrm #4 had pre-recrded meal cunts fr breakfast, lunch and PM snack n 4/29/14. Reasn cde: Assign the apprpriate reasn cde fr the disallwances. If N was checked n pages 1-3, the findings will autmatically ppulate t page 4 (Sectin 7 Findings). Crrective Actin r Required Dcumentatin Needed Crrective actin needed by this date= yu will prvide the date. Shuld be a 24 hur time frame. S if the visit ccurred n 2/12/2014, then the crrective actin due date wuld be 2/13/2014. Required dcumentatin needed in CFT ffice by this date= yu prvide the date. The center has 3 days t submit this infrmatin t CFT. S if the visit ccurred n 2/12/2014, then the crrective actin due date wuld be 2/15/2014. If there were 5 day meal cunts and receipt vilatins, then the center must submit the applicable recrds t CFT weekly. Retrained nsite & referred t executive directr fr nncmpliance: Check Yes/N. Yes shuld be checked fr any center with repeat nncmpliance vilatins; if there are numerus vilatins during yur visit; r if yu feel that a supervisr needs t visit this center. Als, yu may refer this center fr nsite training with CFT by cmpleting the Facility Training Referral frm. The frm indicates n findings, review clsed: then yu will check Yes r N. The center representative must prvide signature and title. The date will autmatically ppulate t this sectin because the date was entered n page 1 f this reprt. Then the spnsr s representative will sign and nte the departure time. The departure time will autmatically ppulate t page 1 f this reprt. Fllw up Office Fllw up: If the review is clsed by the CFT Manager, then the CFT Manager will initial and date. Cmments f Findings In this sectin the mnitr will dcument the actins that are required. Example 1: A review was cnducted n Kathy s Test Center n 3/5/2014. Previusly, Kathy s At Risk Test Center had nncmpliance issues with POS n 1/14/2014. The fllwing vilatin was cited:

7 7 Teacher s handwritten cpy f attendance & meal cunts missing r incmplete (POS) (2 nd ffense) S in the Cmments f Findings, n page 4, the fllwing will be typed by the mnitr: A-1: Meal cunts nt recrded fr breakfast and lunch n 3/5/2014. (Retrained nsite) **Referred t executive directr fr nncmpliance: YES wuld be checked because this vilatin was previusly nted n 1/14/2014 and again n 3/5/2014.