Applying for the Child and Adult Care Food Program (CACFP) in 2019? Ensuring your institution meets the eligibility criteria is the first step, and understanding the training requirements is a crucial part of that process. This guide breaks down the 2019 Child And Adult Care Food Program Eligibility Application, focusing specifically on the mandatory training for CACFP operators. Whether you’re a prospective child care center, adult care center, at-risk afterschool program, emergency shelter, or day care home sponsor, knowing these training obligations upfront will streamline your application and ensure smooth program operation. This article clarifies the training requirements mandated by the California Department of Social Services (CDSS) for all CACFP operators, drawing from the official CACFP Bulletin and federal regulations. We’ll cover CDSS-provided training, operator responsibilities, documentation, and the consequences of non-compliance, providing you with a comprehensive understanding to successfully navigate your 2019 CACFP eligibility application and beyond.
Understanding Required CACFP Training from CDSS
Federal regulations mandate that the CDSS provide adequate consultative, technical, and managerial support, including comprehensive training and technical assistance (TA) to all CACFP Operators, as outlined in 7 CFR, 226.6(a)(2). This ensures that all participating institutions are well-equipped to manage and operate their CACFP programs effectively.
Initial CDSS Training for New CACFP Operators
Before your institution can be approved to participate in the CACFP, it’s essential to understand the initial training requirements set by the CDSS. For nonprofit institutions, the executive director and board chair, for-profit owners, or the highest official for public institutions must designate both an authorized representative with full CACFP oversight and a program contact for daily operations. While these roles can be filled by the same person in smaller institutions, larger institutions may assign different staff to each.
Alt: Diagram illustrating the roles of authorized representative and program contact in CACFP application, highlighting the oversight and daily operation responsibilities.
Crucially, before approval, the authorized representative, program contact, or a designated individual must complete specific online courses. These courses vary based on the institution’s program type but generally cover vital compliance areas such as:
- Civil Rights Compliance
- Enrollment Procedures
- Facility Review Protocols
- Financial Management and Fiscal Accountability
- Food Safety and Sanitation Standards
- Licensing Requirements
- Meal Counting and Claiming Processes
- Meal Requirements and Menu Documentation
- Necessary CACFP Policies and Procedures
- Procurement Procedures
- Recordkeeping Requirements
- Reimbursement Processes
- Training Requirements
Prospective institutions will receive detailed instructions about these initial training requirements from a dedicated CACFP Specialist during the application process. To begin your application, visit the CDSS “How to Apply for the CACFP” web page.
After submitting a complete application (excluding prospective Day Care Home (DCH) sponsors) and finishing the required online courses, the authorized representative or program contact must attend a preapproval training session. This session comprehensively reviews all CACFP requirements. Prospective DCH sponsors will receive their preapproval training directly from the CDSS.
Training When Adding a New Program Type
For existing CACFP Operators looking to expand their services by adding a new program type, additional training is necessary. Operators must complete all courses mandated for the new program type and attend the corresponding preapproval training. For instance, a child care center already participating in CACFP that wishes to add the At-risk Afterschool Meal component must complete the At-risk Recordkeeping Course and the At-risk Afterschool Meal Program preapproval training before approval. For assistance, contact your CACFP Specialist; a directory is available by downloading Form ID CACFP 01 from the Child Nutrition Information & Payment System (CNIPS) in the Download Forms section.
Alt: Screenshot of the Child Nutrition Information & Payment System (CNIPS) interface, emphasizing its role in CACFP management and access to forms.
Annual Mandatory CDSS Training
The CACFP program year runs from October 1 to September 30. In the first program year, the online preapproval training fulfills the annual mandatory training requirement. However, starting from the second program year and every year thereafter, CACFP Operators must complete the online CDSS Annual Mandatory Training. This annual training covers civil rights compliance and other critical topics such as performance standards, meal service planning, recordkeeping, financial management (maintaining nonprofit food service), and program oversight/serious deficiency processes.
The CDSS mandates that the authorized representative, program contact, or their designee complete this annual training. If a designee is assigned, they must have CACFP job duties directly related to the training topics. The trained individual is then responsible for ensuring that other relevant staff at the institution are also trained on these topics. To facilitate this, other staff members can also take the online CDSS Annual Mandatory Training.
CACFP Operators receive email notifications regarding the availability of the online Annual Mandatory Training, including registration details and completion deadlines.
CACFP Operator-Provided Training Requirements
Beyond the CDSS-provided training, CACFP Operators are also responsible for conducting their own training. This includes training: (1) all staff members with CACFP-related duties and (2) all approved DCH providers, if applicable. This training is required before staff begin program operations and annually thereafter, as mandated by 7 CFR, sections 226.16(d)(2), 226.16(d)(3), 226.17(b)(10), 226.18(b)(2), 226.19(b)(6), and 226.19(b)(11).
A critical component of this training is civil rights compliance. All CACFP staff must be trained in this area, covering topics such as:
- Data Collection and Use
- Complaint Procedures
- Compliance Review Techniques
- Conflict Resolution Strategies
- Customer Service Excellence
- Effective Public Notification Systems
- Language Assistance Requirements
- Reasonable Accommodations for Persons with Disabilities
- Resolution of Noncompliance Issues
In addition to civil rights, staff training must also include topics relevant to their specific job duties, such as:
- CACFP Meal Pattern Requirements
- Claims Submission and Review Procedures
- Food Safety and Sanitation Practices
- Meal Count Procedures
- Recordkeeping Requirements
- Reimbursement System Operations
Annual training can be conducted in multiple sessions throughout the year or in a single session. There is no set minimum duration for these training sessions.
Documentation of Training
Proper documentation of training is a crucial aspect of CACFP compliance.
Statement of Intent to Train
Independent centers must document their intent to train staff on the topics listed in section 2 of this bulletin within the Viability, Capability, and Accountability section of CNIPS. Similarly, center and DCH sponsors must document their training intent in their Management Plan, also located in CNIPS.
Maintaining Training Records
The CDSS requires all CACFP Operators to keep detailed records of their training sessions. These records must include:
- Date(s) and location(s) of training sessions
- Specific topics covered
- Names of all participants
The CDSS provides a sample template for a training log, Form ID CACFP 57 (CACFP Training Report), available in the Download Forms section of CNIPS, to assist with recordkeeping.
Alt: Example of CACFP Training Report form, highlighting sections for date, location, topics, and participant names, emphasizing organized record-keeping.
Consequences of Non-Compliance with Training Requirements
Failure to meet the CACFP training requirements can lead to serious repercussions. According to 7 CFR, Section 226.6(c)(3)(ii)(O), any lapse in adhering to these training mandates may result in the CDSS CACFP Branch declaring the institution as seriously deficient. If the deficiency is not fully and permanently corrected, the CDSS CACFP Branch may propose to terminate the operator’s CACFP agreement and disqualify the institution and its responsible principals from future CACFP participation. Furthermore, the institution and its responsible principals will be placed on the U.S. Department of Agriculture’s (USDA) National Disqualified List for up to seven years, significantly impacting their ability to participate in federal programs.
Technical Assistance Resources from CDSS
To support CACFP Operators in meeting these requirements, the CDSS offers various forms of Technical Assistance (TA):
CDSS Prereview Workshops
Before an Administrative Review (AR), the CDSS provides prereview workshops to help centers prepare. Centers will be notified of workshop availability prior to their AR.
Field Services Section (FSS) Child Nutrition Consultant (CNC) or Representative
CACFP Operators needing TA related to an AR can contact their assigned FSS CNC or Representative. Contact information is available on the CDSS FSS Contact List web page.
Additional Training Resources
Beyond CDSS-provided assistance, several other resources are available to enhance CACFP training efforts:
Institute of Child Nutrition (ICN) Resources
The ICN Child Nutrition Resources CACFP web page offers research-based educational and training materials designed to support CACFP professionals in effectively implementing program requirements.
CACFP Training Tools
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Other CACFP Resources
The CDSS CACFP Meal Patterns web page provides comprehensive resources including meal patterns, training materials, policies, compliance information, FAQs, and contact details.
Contact Information
For queries regarding prospective sponsor training, please reach out to your assigned CACFP Specialist. A contact list is available on the CDSS CACFP Contact List web page. For questions about mandatory, optional, and in-person training, contact the CDSS CACFP Training team at CACFPTraining@dss.ca.gov.
By understanding and adhering to these training requirements, CACFP operators can ensure they are fully compliant, providing high-quality care and nutrition while effectively managing their programs. This detailed guide aims to clarify the necessary steps for a successful 2019 Child and Adult Care Food Program eligibility application and continued program operation.
