FY22 Mandatory Training Unit 1 Civil Rights and Record Keeping

The day care home provider is responsible for notifying the Illinois Child Care Bureau (ICCB), in advance, when she/he will be out of the home during any meal/snack service time.

It is the responsibility of the day care home provider to inform a parent/guardian how to file a complaint about their day care business with the U.S. Department of Agriculture, Office of Adjudication in Washington DC.

The Building for the Future brochure details information about the Child and Adult Care Food Program (CACFP) and must be posted in a day care home for all to see.

Meal/snack serving time frames may not be more than 1 hour (60 minutes) for breakfast, lunch or dinner and ½ hour (30 minutes) for snacks.

Providers must keep their records for the current fiscal year (October 1- September 30) along with three prior years.  The current fiscal year and previous year must be kept on site for review.

CACFP guidelines allow for reimbursement of two meals and one snack OR two snacks and one meal per child per day.

A CACFP participant must include the Civil Rights Statement of non-discrimination on all promotional materials produced by the day care home provider.   At a minimum, the following statement should be used:  This institution is an equal opportunity provider.

Every child enrolled in a day care (including own children) must have a completed Child Enrollment form on file in the ICCB office plus a copy in your ICCB Provider Guidebook.  The provider chooses whether or not to claim the child.

To claim a provider’s own/residential/foster child(ren), a Household Eligibility Application must be submitted to and approved by ICCB, which is valid for one year.  Upon approval, the provider may claim their own/residential/foster child(ren) only when a day care child is present and being served a meal/snack.   The child approval letter must be kept in your ICCB PROVIDER GUIDEBOOK.

The ICCB PROVIDER GUIDEBOOK must contain:  The site information sheet, permanent agreement, the three most current review reports, current and previous year’s child enrollment forms for all children in care, mandatory training certificates and the child approval letter for household eligibility (if applicable).

An active CACFP participant prepares and serves meals that meet CACFP meal patterns to enrolled children at no separate charge.

An active CACFP participant will be reviewed during a regularly claimed meal/snack by their ICCB program advisor at least three times per year.  At least 2 of the 3 reviews will be unannounced.  Secondly, an Illinois State Board of Education and/or a USDA monitor may conduct a review.  Thirdly, if the provider is open for business and refuses the review, then all meals/snacks from the 1st day of the month of the attempted review will be disallowed.  During the public health emergency (Covid-19), reviews will be conducted by phone or video conferencing tool.

CACFP is a federally funded program and is administered locally by the Illinois State Board of Education.  The United States Department of Agriculture (USDA) sets the national reimbursement rates.  The current rate of reimbursement for a Tier 1 provider is:  Breakfast $1.40 lunch/dinner $2.63 and snacks $0.78.  For a Tier 2 provider:   Breakfast $0.51 lunch/dinner $1.59 and snacks $0.21.

Meals/snacks and attendance must be recorded on a daily basis.  Menus can be recorded in KidKare.  The provider should submit their menu by the 5^th of the following month to be processed in the first claim.

A provider who participates in CACFP, must complete two hours of mandatory training each fiscal year.

The statutes and regulations of the USDA prohibit discrimination in Child Nutrition Programs based on race, color, national origin, age, sex, disability, or reprisal or retaliation for prior civil rights activity conducted or funded by the USDA.

The Permanent Agreement is a contract between a day care home provider and the CACFP sponsoring organization.

The Infant Meal Pattern is divided into two age groups:  age birth-5 months and age 6-11 months.  The infant meal pattern details the required food components and serving size for each meal/snack for each age group.

The Meal Pattern for Children is divided into three age groups:  age 1-2, age 3-5 and age 6-12.  The meal pattern details the required food components and serving size for each meal/snack for each age group.

Day care home providers must offer to supply at least one brand of iron-fortified infant formula to all infants in their care, regardless of whether they are claimed on the food program.