[X] Action Required

January 18, 2011

TO: Sponsors of Family Day Care Homes

The Oregon Department of Education Child Nutrition Programs (ODE CNP) revised the serious deficiency letters and procedures to improve the provider serious deficiency process at the sponsor and state agency level.

New Item
Flow Chart : Serious Deficiency Process for Family Day Care Home Providers

ODE CNP developed this new tool, which outlines every step in the provider serious deficiency, rescission, and termination process. In addition to outlining the steps and actions, the flow chart includes the name and number of the specific letter issued to providers, where the sponsor must send the letter, CNPweb update instruction, and ODE CNP actions with the letter. The flow chart is included on the enclosed CD.

Updated Materials
ODE CNP updated the following materials:

Updated ODE-approved Serious Deficiency Process letters and instructions
Effective immediately after the training on January 24, 2011, Family Day Care Home Sponsors must use the revised ODE-approved letter templates when communicating with providers throughout the serious deficiency, rescission, and termination and disqualification process.

The ODE-approved letter templates contain USDA-required information. Sponsors will complete the letters by entering the required information in the appropriate fields. Instructions for completing the template letters are included with this memo.

The letter templates are locked. If you have questions regarding how to use the templates or if you need a different letter than what is provided, please contact your assigned Child Nutrition Specialist.

The following letters are in a template format and are on the enclosed CD:

Updated Findings and Corrective Actions Chart
Sponsors will use the enclosed FDCH Findings and Corrective Actions Chart  to determine the correct USDA Serious Deficiency category, and research example corrective actions that would correspond to the relevant finding. Detailed instructions are included on the chart.

Letter Submission and CNPweb Update Protocols
Please submit the following documents to ODE CNP on the date of issuance:

Update CNPweb: Update the Provider Information Sheet in CNPweb if noted on the Flow Chart.

ODE CNP will review each letter as it is received to determine if the correct letter was used, and if the content is in compliance with regulations. If it is determined that a change is required, ODE CNP will contact the sponsor, provide information and technical assistance, and require the sponsor to send the provider a revised letter. If the revised letter also includes appeal rights or corrective action deadline dates, the appeal deadline date will also be revised.

The USDA Western Region Office (WRO) is now requiring ODE CNP to submit all of the above-listed documentation to USDA for their review. WRO will not forward the request to the USDA National Office for inclusion on the National Disqualified list until all necessary information is included. If WRO requires additional information, ODE CNP will contact the sponsor.

Training Reminder
ODE CNP staff will train sponsor staff on these procedures and materials on Monday, January 24, 2011, at 10:30 AM, via a telephone conference call. The training registration materials were sent out under separate cover on January 12, 2011. All sponsors are required to participate in this training. This training is required for sponsor staff members who manage and coordinate the FDCH sponsor’s provider serious deficiency process. If different, the CACFP manager/coordinator must also participate on the conference call.

We look forward to the training on Monday, January 24, 2011. Please have copies of all documents noted in this letter available while on the training conference call.

If additional letters or materials are needed, ODE CNP will create the letter templates and distribute them to all sponsors via mail or email.

If you have any questions regarding this information after the training, please contact your assigned Child Nutrition Specialist or me at (503) 947-5892.

Sincerely,

Lynne Reinoso
Manager, Community Nutrition
Child Nutrition Programs
Office of the Superintendent