Instructions for "Center Review Form for Child Care Centers - Sponsoring Organizations Only" - Georgia (United States) Download Pdf
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Instructions for "Center Review Form for Child Care Centers - Sponsoring Organizations Only" - Georgia (United States)

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INSTRUCTIONS FOR CENTER REVIEW FORM FOR CHILD CARE CENTERS
SPONSORING ORGANIZATIONS ONLY
The center review form is designed to be used by administrative and center sponsors in reviewing their sponsored
child care centers. Use the review form for adults if not a child care center. Follow the instructions below when
completing a review. Most items answered as “NO” will require a finding and corrective action. Some items
answered as a “NO” will only require technical assistance. Both should be documented on the Summary of
Findings – page 5. Separate technical assistance items from the findings at the bottom of the form.
Box: Record date of review. Circle whether the visit is the first, second, or third of the fiscal year. Check whether
the review is unannounced. Record arrival and departure times and the reviewer’s name.
Name of Center: Enter the legal name and the name the center is doing business as. Enter the address of the
center.
Licensed Capacity: Enter the capacity of the center at 35 sq. feet and if applicable the licensed capacity for the
two extra hours at 25 sq. feet. For those facilities that are not licensed by Bright from the Start, enter NA for not
applicable.
Number Enrolled: Enter the number of enrolled participants as indicated on the roster.
Number Present on Date of Visit: Enter the number of participants that were present at the time of the visit.
Eligibility Method: Check whether the center is a for-profit or non-profit organization.
Program Type: Check the type of program operated by the center. If the center operates the both the child care
program and the At Risk after School Care Program at the same location, check both programs.
Licensing/Approval
In order to qualify for the CACFP, child care centers must meet one of the three licensing or approval types.
Licensing Type:
If the center is licensed by Bright from the Start as a group day care home or child care center, check the DECAL
box. If the center is on a military installation and licensed by the Department of Defense, check the DOD box.
Approval Type: For Head Start programs that are not licensed in Georgia, check the Head Start Performance
Standards. For other child care programs that are not licensed in Georgia, but have been approved by a Federal,
State, or local government entity, check this box.
Indicate the authority (government entity or program) under which the center is approved to operate.
Alternate Licensure: Child care centers which are not licensed or approved by a Federal, State, or local authority
may use the CACFP Child Care standards to qualify. The center or the sponsor may elect to complete the CACFP
Child Care standards instrument.
Centers that operate the At Risk after School Care Programs, Outside School Hours Centers, and
Emergency/Homeless Shelters only are not required by CACFP regulations to be licensed, approved, or meet alternate
licensure requirements (compliance with CACFP child Care Standards) and should check the Exempt box.
While these types of centers are not required by CACFP regulations to be licensed, At Risk after School Care
Programs and Outside School Hours Centers may be required to either be licensed or have an exemption from
licensure in the State of Georgia. These types of centers must also comply with any State and local health and
safety standards.
Approved Meal Types: Check all the meals the center is approved to claim as stated in the application.
Sponsoring Organization Center Review Instructions (Rev. 06/2018)
Page 1 of 9
INSTRUCTIONS FOR CENTER REVIEW FORM FOR CHILD CARE CENTERS
SPONSORING ORGANIZATIONS ONLY
The center review form is designed to be used by administrative and center sponsors in reviewing their sponsored
child care centers. Use the review form for adults if not a child care center. Follow the instructions below when
completing a review. Most items answered as “NO” will require a finding and corrective action. Some items
answered as a “NO” will only require technical assistance. Both should be documented on the Summary of
Findings – page 5. Separate technical assistance items from the findings at the bottom of the form.
Box: Record date of review. Circle whether the visit is the first, second, or third of the fiscal year. Check whether
the review is unannounced. Record arrival and departure times and the reviewer’s name.
Name of Center: Enter the legal name and the name the center is doing business as. Enter the address of the
center.
Licensed Capacity: Enter the capacity of the center at 35 sq. feet and if applicable the licensed capacity for the
two extra hours at 25 sq. feet. For those facilities that are not licensed by Bright from the Start, enter NA for not
applicable.
Number Enrolled: Enter the number of enrolled participants as indicated on the roster.
Number Present on Date of Visit: Enter the number of participants that were present at the time of the visit.
Eligibility Method: Check whether the center is a for-profit or non-profit organization.
Program Type: Check the type of program operated by the center. If the center operates the both the child care
program and the At Risk after School Care Program at the same location, check both programs.
Licensing/Approval
In order to qualify for the CACFP, child care centers must meet one of the three licensing or approval types.
Licensing Type:
If the center is licensed by Bright from the Start as a group day care home or child care center, check the DECAL
box. If the center is on a military installation and licensed by the Department of Defense, check the DOD box.
Approval Type: For Head Start programs that are not licensed in Georgia, check the Head Start Performance
Standards. For other child care programs that are not licensed in Georgia, but have been approved by a Federal,
State, or local government entity, check this box.
Indicate the authority (government entity or program) under which the center is approved to operate.
Alternate Licensure: Child care centers which are not licensed or approved by a Federal, State, or local authority
may use the CACFP Child Care standards to qualify. The center or the sponsor may elect to complete the CACFP
Child Care standards instrument.
Centers that operate the At Risk after School Care Programs, Outside School Hours Centers, and
Emergency/Homeless Shelters only are not required by CACFP regulations to be licensed, approved, or meet alternate
licensure requirements (compliance with CACFP child Care Standards) and should check the Exempt box.
While these types of centers are not required by CACFP regulations to be licensed, At Risk after School Care
Programs and Outside School Hours Centers may be required to either be licensed or have an exemption from
licensure in the State of Georgia. These types of centers must also comply with any State and local health and
safety standards.
Approved Meal Types: Check all the meals the center is approved to claim as stated in the application.
Sponsoring Organization Center Review Instructions (Rev. 06/2018)
Page 1 of 9
For each question, check “Yes” if the center is meeting the requirement. Check “No” if the center is not
meeting the requirement, or check NA if the item is not applicable. Most items will require a citation that
should be listed on the findings page, but some items should be treated as technical assistance. Items that
should be treated as technical assistance will be noted on the review form and in the instructions and may
not require a corrective action. Technical assistance items should still be documented even though no
finding is made.
LICENSE
Item 1: The number of participants that are present at the time of the review should be counted. Based on this
number, determine whether the center is within their licensed capacity. Meals may not be claimed if the center is
not within the licensed capacity per 7 CFR 226.17(b)(4) (child care centers & 226.19(b)(5) (outside school hours
centers). The center contact should be made aware of this regulation and a method put in place to review the
center’s claim for reimbursement to ensure the meals are not claimed. If the center is not required to be licensed, or
has an exemption, check N/A.
Item 2: Items 2 and 3 are not applicable to At Risk After School Care Snack, Outside School Hours Centers, and
Emergency Shelters (these centers must obtain a Certificate of Occupancy upon initially opening).
To participate in the CACFP, Federal, state, or local licensing or approval is required for all child care centers,
except those centers that participate only as At Risk After School Care Snack, Outside School Hours Centers, and
Emergency Shelters.
In order to demonstrate approval by a Federal, State, or local authority, the governing authority must have written
standards of criteria by which the child care services are operated and approved. The written standards and
approval must be focused on the various aspects of services that will be delivered to the children in care. Simply
being in compliance with one aspect of care, such as fire safety or food safety, does not meet the criteria for
approval. Therefore, having a fire or food inspection alone would not meet the licensing or approval criteria for
participation in the CACFP.
Item 3: Child Care Centers that are not licensed by a Federal, State, or local authority must comply with CACFP
Child Care Standards and have a current health/sanitation permit or satisfactory report of inspection conducted by
local authorities within the past 12 months and a current Certificate of Occupancy.
Centers that are using CACFP Child Care Standards to qualify must use the Bright from the Start Child and Adult
Care Food Program Child Care Standards form to conduct an evaluation of their center to assess compliance with
the standards. Centers qualifying under the CACFP Child Care Standards must conduct an evaluation at least once
a year and ensure compliance to continue participation. Centers must certify compliance with and maintain the
Child Care Standards form at the center.
CIVIL RIGHTS
For guidance on civil rights requirements, see FNS Instruction 113-4, Civil Rights Compliance and Enforcement in
the Child Care Food Program.
Item 4: Self-explanatory.
Item 5-6: The center must allow equal access to the program and not discriminate based on race, color, national
origin, sex, age, or disability, and reprisal or retaliation for prior civil rights activities. Inquire with administrative
staff as to admission criteria. Determine if the admission criteria restrict any individual based on the protected
classes. Determine during the review if staff are separating or treating participants differently based on the
characteristics listed.
Item 7: FNS Instruction 113-1 (XII) (A) requires ethnic and racial data be collected and maintained at the “service
delivery point”; therefore, this data must be kept on file at the center. Ensure that the center collects and maintains
this data on file.
Sponsoring Organization Center Review Instructions (Rev. 06-2018)
Page 2 of 9
PARTICIPANT INFORMATION
Item 8: 7 CFR 226.15(n) requires participant households be provided with yearly updates regarding income
eligibility standards and program facts for the Special Supplemental Nutrition Program for Women, Infants, and
Children (WIC). WIC information must be distributed at the time of enrollment to households whose children are
enrolled for participation in child care programs other than outside school hours and At Risk after school care
programs. Posting the information does not fulfill the obligation. Ask the center contact how this information is
distributed and verify the procedure while conducting the review if possible.
Item 9: Each sponsoring organization must ensure that a sponsor notice is distributed to participant households
which contains the information required at 7 CFR 226.16(b)(5). If the sponsor has given the sponsored center
responsibility for distributing this information to households, determine the process for distributing the
information. Determine if the procedure is adequate to inform households of the program and the center’s
sponsorship.
Item 10: All facilities that participate on the CACFP have two optional systems for charging for CACFP meals, both
of which are tied to the Program’s free and reduced-price meal policy. These systems are “non-pricing” and “pricing”
programs.
When an organization has a pricing program, households can only be charged for the number of meals that are
actually served to the enrolled participant. This means that the organization must not charge a household for any
meals that the participant was not present to receive. Therefore, the pricing organization must have a system in
place to count, record, and charge the household for only those meals that are actually served to the enrolled
participant.
Additionally, programs may not charge some participants a separate fee while not charging others in the facility a
separate fee for meals. For example, many organizations that have the Georgia Pre-K program are allowed by Pre-
K guidelines to charge the Pre-K students a separate charge for meals. However, if the center participates on the
CACFP, the center cannot treat and charge differently for different groups within the center. The center must
choose to be either a pricing or non-pricing program and apply this system across the entire organization.
If a pricing program, determine if the system is applied consistently across the program and that participants are
only charged for meals consumed.
Lastly, determine the method for receiving payment of meals for reduced or paid participants. Does the method
prevent identification of those participants that are paying a reduced price or those participants that are not paying
for meals? There must be no overt identification of participant’s income level.
CLAIM FOR REIMBURSEMENT VERIFICATION
Item 11: The sponsor must ensure that the center is claiming meals only for participants enrolled in the child care
center. Enrollment is defined as any child with enrollment records on file who comes and receives a meal at least
one day during the month.
Item 12: 7 CFR 226.16(d)(4)(ii) requires the sponsoring organization to examine the meal counts recorded by the
center for five consecutive days during the current or prior claiming period. Due to the claim payment system,
sponsors must review records for a five-day period in the current month, or the sponsor may use the previous month
only if the claim for reimbursement hasn’t been submitted to DECAL. For each of these days, the reviewer must
review the enrollment and attendance on file to determine the number of participants that are enrolled and in
attendance. Since outside school hours, At Risk, and emergency shelters are not required to have annually updated
enrollment records, if one of these types of centers is being reviewed, the reviewer will only review attendance
records.
To conduct the five-day reconciliation, do the following:
1. Evaluate the center’s enrollment and attendance records to ensure they are current and accurate.
2. Determine the number of meals claimed by the facility based on the Weekly Menu and Food
Service Records.
Sponsoring Organization Center Review Instructions (Rev. 06-2018)
Page 3 of 9
3. Compare the center’s total meal counts to its licensed capacity. The meal counts should not exceed the
licensed capacity, except if care is provided in shifts.
4. Compare the center’s total enrollment to daily attendance to ensure the number of children in attendance
does not exceed the number of children enrolled. If attendance does exceed enrollment for any day or shift
(if shift care is provided), determine the source of the error (e.g., inaccurate attendance records, missing
enrollment forms etc.)
5. Determine whether the meal counts exceed the number of participants in attendance on any day or any
shift.
6. Record the number of participants that were enrolled and in attendance according to the records in the
appropriate meal category on the Meal Count Reconciliation Worksheet. (If attendance records are not
substantially complete in order to verify meal counts, the facility will need to be cited for not maintaining
attendance records as well.).
Based on the attendance/enrollment records, the reviewer should determine if the center documented meals in
excess of the attendance/enrollment records. If enrollment records are reviewed and it’s found that a child is not
noted as normally being present at a certain time, but the child is marked on the attendance record, the reviewer
should place this child or children with similar situations in the sample of household contacts to verify enrollment.
Additionally, if a substantial amount of meals were documented on the Weekly Menu and Food Service Record
that could not be verified by attendance/enrollment records, the sponsoring organization (SO) must take the
appropriate steps to make household contacts per Bright from the Start’s Household Contact Memo. If upon
making household contacts, the SO has reason to believe that the sponsored child care center intended to file a false
or fraudulent claim, the SO should take the appropriate steps to conduct follow-up reviews or declare the center
seriously deficient (keep in mind household contacts are only applicable to child care centers including Head
Starts).
The sponsoring organization must also have a system in place when completing the claim for reimbursement to
ensure that only the number of meals that the reviewer has verified through attendance/enrollment records are
claimed.
Item 13: Regulatory age limits are defined under the definition of “children” in 7 CFR 226. Determine based on
the type of program, whether participants are being correctly claimed. When children turn 13 years, they can no
longer be claimed on the CACFP unless it is a migrant program or there is documented disability of any child of
any age as long as the majority of the children in care are under 18 years of age. Children in the At Risk after
School Care may be up to 18 years of age (children that turn 19 years in the At Risk may be claimed throughout the
end of the school year).
AT RISK AFTER SCHOOL CARE PROGRAM
Item 14: When reviewing the At Risk after School Care program, review and record the activities that are taking
place. The center must be providing enrichment or educational activities during the after-school program in order
to be eligible for this program. This does not mean that during the after-school program, free time (playground or
videos) is not allowed. However, free time should not be the majority of the program agenda. If at the time of the
review, educational or enrichment activities are not being conducted, review the agenda that is available for the
program. There should be educational, or enrichment activities listed. While there is a wide array of activities that
could fall into enrichment or educational activities, the staff at the center must be actively involved in providing
these activities. Simply having the students complete their homework while at the program with no involvement
from the staff would not qualify the center under this program.
The center should be cited if not providing enrichment or educational activities and given the option to either
create an agenda and ensure that staff are trained to provide these activities or to discontinue this program.
Facilities that choose to create an agenda should submit the agenda as part of the corrective action.
At the next review, the reviewer should observe the activities that are being conducted. If the center is still not
providing these educational or enrichment activities, determine if the center should be designated as seriously
deficient for lack of compliance (Administrative Sponsors only).
Sponsoring Organization Center Review Instructions (Rev. 06-2018)
Page 4 of 9
RECORDKEEPING
Item 15: This item is applicable to child care centers and Head Start centers. Mark “NA’ for all other sponsored
centers. Determine whether each child enrolled and being claimed for the review month has a complete and current
enrollment form. In Georgia the enrollment information can be documented on the Income Eligibility Statement.
For those centers that choose not to use the DECAL Income Eligibility Statement for all participants, enrollment
information must be on file for these children at the center. If the center uses the IES for all participants, the
sponsor should be able to make this determination without reviewing information at the center. If the center does
not use the IES form for all participants, review the enrollment information for participants for which the IES was
not used to determine if the guidelines for enrollment found at 7 CFR 226.15(e)(2) are being met. Enrollment
information must be updated and signed by the parent annually.
Item 16: The Weekly Menu and Food Service Record must be used to record actual meals and the number
served unless the center has received approval to use an alternate form. Review the Weekly Menu and Food
Service Record for the current month (or the prior month if the review is being conducted at the beginning of the
month) to ensure that the center is documenting this form on a daily basis. All records should be up to date to the
day of the review.
Item 17: Does the center have a procedure in place to submit records to the sponsor in a timely manner according
to the agreement with the center? If not, provide technical assistance to the center to ensure records are submitted
so that claims for reimbursements are not delayed.
Item 18: Each sponsored center must maintain all records to support the claim for reimbursement per 226.10(d) for
three years after the date of submission of the final claim for reimbursement for that fiscal year. Determine where
and if the center’s procedures for maintaining these records are meeting the requirements.
Item 19: 7 CFR Section 226.15(e)(6) requires each institution to maintain copies of invoices, receipts or other
records to document: (i) administrative costs claimed by the institution; and (ii) operating costs claimed by the
institution. Bright from the Start CACFP policy 26 also requires sponsored facilities to maintain these records.
If the center being reviewed is under an administrative sponsor, each center must be maintaining the Monthly
Record of Costs form. The reviewer for the administrative sponsor should review both of these forms for any prior
month for which costs have been claimed. Determine if the organization is documenting each charge to the CACFP
and has all receipts to support the costs. Based on the amount of the reimbursement received, determine if the
center has an excess balance of CACFP funds. If there is an excess balance of funds, the center must be cited, and
the center should provide corrective action as to how the excess funds will be used to enhance the food program. If
the center does not have receipts to support the costs charged to the CACFP, the center as part of the corrective
action must be required to pay the food service account back in the amount of the costs that were not supported by
receipts, invoices, or applicable supporting documentation.
If the center being reviewed is under a center sponsor, and the center is not required to maintain the receipts or the
applicable forms, but this is the responsibility of the sponsor, note that this item is not applicable to the center by
checking NA.
Item 20: Both administrative sponsors and center sponsors should review this item. However, under a center
sponsor, a center will not likely be cited as it is the sponsor’s responsibility to ensure that administrative costs for
the sponsor and all its sponsored facilities do not exceed 15% and are correctly charged. While reviewing this
information, if the center sponsor finds that administrative costs were claimed in excess of 15% of the
reimbursement, the sponsor should take action to correct this item. To correct this item, an adjustment may need to
be made to the financial records to use CACFP funds to pay for allowable operating costs that were not previously
claimed, or funds would need to be repaid to the CACFP account if there are no other allowable operating costs.
For centers under an administrative sponsor, the sponsor must ensure that their administrative costs and any
administrative costs that the center pays with CACFP funds do not exceed 15% of the reimbursement for that
center. If the sponsored center is performing any administrative duties, the center is allowed to claim these costs,
and costs should be indicated on the “Budget for Sponsored Center” form. In order for the sponsor to be charging
Sponsoring Organization Center Review Instructions (Rev. 06-2018)
Page 5 of 9
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