(X) Policy Memo

(X) Action Required

February 26, 2007

TO: Sponsors of Family Day Care Homes

RE: Retention of Records Relating to Serious Deficiencies and the National Disqualified List

The purpose of this memorandum is to clarify requirements for the retention of records relating to family day care homes that are on the Child and Adult Care Food Program (CACFP) National Disqualified List (NDL), or were declared seriously deficient, but satisfactorily implemented corrective action and were not placed on the NDL. This policy must be implemented immediately.

Records for family day care homes placed on the CACFP NDL must be available to respond to any challenge to the inclusion on the NDL, or to a request for removal from the NDL. Therefore, the sponsor must retain records relating to the disqualification for three years after the family day care home is removed from the NDL.

In addition, the sponsor must retain all records for three years after the sponsor accepts the corrective action relating to any serious deficiency, even when satisfactory corrective action was implemented and the provider was not placed on the NDL list.

This timeframe will permit the sponsor to conduct one or more follow-up reviews to ensure that home has fully and permanently corrected the serious deficiency, and the retention of records will provide the necessary documentation for a proposed termination if it is found that the corrective action has not been permanently implemented.

If you have any questions, please contact Joe Grosso , Child Nutrition Specialist, at (503) 947-5897 or Lynne Reinoso , CACFP Team Lead, at (503) 947-5892.

Sincerely,

Joyce Dougherty, Director
Child Nutrition Programs
Office of Finance & Administration