FY23 Mandatory Training Unit 1 Civil Rights and Record Keeping

The Permanent Agreement is a contract between a day care home provider and the CACFP sponsoring organization that remains in effect during each fiscal year.  The Permanent Agreement renews at the beginning of each fiscal year (October 1), unless the provider submits a transfer letter by September 10.

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 statutes and regulations of the USDA prohibit discrimination in Child Nutrition Programs based on race, color, national origin, sex (including gender identity and sexual orientation), age, disability, or reprisal or retaliation for prior civil rights activity.

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.

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 $1.66, lunch/dinner $3.04, and snacks $0.97.  For a Tier 2 provider:  Breakfast $1.66, lunch/dinner $3.04, and snacks $0.97.

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.

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.

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.

Each actively-claiming day care home provider will be reviewed by their ICCB Program Advisor no less than three times a year.  Illinois State Board of Education or USDA monitors may review a provider during a meal service time.  If a review is not allowed when a day care home is open for business, reimbursement will be disallowed from the date of the attempted review back to the first day of the month.

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.

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

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.

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 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.

A provider who participates in CACFP prepares and serves meals that meet CACFP meal patterns to enrolled children at no separate charge.

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.

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

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).

Licensing guidelines must be followed at all times.  The capacity of the day care home is listed on the day care home provider’s license.  The ICCB Program Advisor is a mandated reporter therefore, they must advise the Department of Children and Family Services any time they observe the child’s safety being compromised.