(X) Policy Memo
(X) Action Required
August 9, 2007
TO: Sponsors of CACFP Child Care Centers, Head Start Programs, Outside School Hours Programs, After School At-Risk Meals and Snacks Programs, Homeless and Emergency Shelters, and Adult Day Care Programs
RE: New Site Approval Policy
The Oregon Department of Education Child Nutrition Program (ODE CNP) currently requires all Child and Adult Care Food Program (CACFP) sites to have a current Oregon Child Care Division Certificate, or have completed the CACFP Alternate Approval requirements by receiving satisfactory annual sanitation inspections and bi-annual fire inspections.
ODE CNP is now allowed to qualify sites for the CACFP by having approval from other Federal, State, or local government entities. This will allow sites that are approved by another government entity, but are exempt from Child Care Division licensing, to qualify for the CACFP without completing the ODE CACFP Alternate Approval requirements.
Effective immediately all sites participating in the CACFP can qualify by one of the following methods:
- Maintaining a current Child Care Division (CCD) Certificate or CCD exempt; or
- Obtaining/maintaining current Approval from another Federal, State or local government entity; or
- Completing ODE CACFP Alternate Approval requirements
Please refer to the descriptions below and the enclosed CACFP Site Approval Decision Flowchart to determine the appropriate method by which to qualify sites.
Oregon Child Care Division Certificate
All sites that are required by law to be CCD-licensed must have a current CCD certificate to receive CACFP reimbursement. For Child Care Division requirements, please contact the Child Care Division at 1-800-556-6616 or (503) 947-1400.
Note: ODE will no longer collect copies of CCD certificates with the CACFP renewal materials as we now have access to this information directly from CCD.
Other Federal, State or Local Approval
Some sites, while exempt from CCD licensing, have government oversight. Some of these sites may qualify for CACFP if the site is exempt from Child Care Division licensing, and is approved by one of the following entities:
- Federal Head Start approval
- Oregon Department of Education (ODE) Pre-Kindergarten approval
- Federal or State-approved Even Start programs
- School district operated child care or after school programs. Note: If a school district sponsors a non-school district operated site, such as a Boys and Girls Club, that site must meet the CACFP Alternate Approval requirements or qualify by one of the other methods on this list.
- ODE-approved 21st Century School programs during the funding period.
- Oregon Department of Human Services license for a Child-Caring Agency that provides non-residential day treatment for children *
- Tribal approval – Some Oregon tribes have an approval process that may meet the Federal requirements. For more information on qualifying a site through this means, please contact Lynne Reinoso at (503)947-5892 or lynne.reinoso@state.or.us Tribes will be required to submit written procedures and requirements to receive a tribe-issued license or certificate. Approval will be evaluated and approved on a case-by-case basis.
- ODE-approved special education preschools
*A copy of the approval or certificate for these sites must be submitted with new site applications and annually with CACFP renewal materials.
Alternate Approval
All sites that do not qualify by either of the methods described above must complete the ODE CACFP Alternate Approval process. This process requires documentation of a satisfactory sanitation inspection and documentation of a satisfactory fire/safety inspection at each feeding or serving site. Sanitation inspections must be conducted annually. Fire inspections must be conducted every two years. Sponsors are responsible for requesting and paying for all inspections and re-inspections as necessary.
For more information on Alternate Approval and inspection requirements, please refer to the USDA CACFP Center Manual (“Big Red”) Chapter 2, pages 2.7-2.8.
CACFP annual renewal and adding new sites
ODE CNP is changing to a new database and payment system (called CNPweb), in October 2007. CNPweb will have Site Information pages that will allow Sponsors to provide information on CCD licensing, Other Federal, State and Local Approval, or Alternate Approval.
CNPweb will require sponsors to keep expiration dates, capacity and other required information up do date in the system throughout the year. Information on updating Site Information pages will be provided to sponsors with renewal approval and CNPweb training materials.
When adding new sites to the ODE CNP agreement, sponsors will be required to demonstrate the site meets one of the three approval types prior to submitting the site application.
If you have any questions concerning this memo, please contact a CACFP child nutrition specialist or me at (503) 947-5892.
Sincerely,
Lynne Reinoso
Manager, Community Nutrition
Child Nutrition Programs
Office of Finance & Administration