Business for- & not-for profit: Sponsors & Family Day Care,

Public reporting burden for this collection of information is estimated to average 120 minutes per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. An agency may not conduct or sponsor, and a person is not required to respond to, a collection of information unless it displays a currently valid OMB control number. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to: U.S. Department of Agriculture, Food and Nutrition Services, Office of Research and Analysis, Room 1014, Alexandria, VA 22302 ATTN: PRA (0584-xxxx*). Do not return the completed form to this address.

CHILD AND ADULT FOOD CARE PROGRAM (CACFP) MEAL CLAIMS ASSESSMENT
ICF International

Attn: Erika Gordon, Project Director
11785 Beltsville Drive, Suite 300
Calverton, MD 20705
Tel: (800) 840-8248

[MONTH DATE], 2012

[ADDRESSEE

DEPARTMENT

STREET ADDRESS

CITY, STATE ZIP CODE]

Dear [FIRST NAME LAST NAME],

As you know, strengthening the Child and Adult Care Food Program (CACFP) is a key goal of the Food and Nutrition Service (FNS) of the U.S. Department of Agriculture (USDA). FNS is currently conducting a nationwide study to assess the integrity of the CACFP. The study assesses meal claims and assists FNS in meeting its required reporting for the Improper Payments Act of 2002 (IPIA–Public Law 107-300). This study collects data from a nationally representative sample of sponsors, family day care homes, and parents. You have been randomly selected as a sponsoring organization representing [STATE] for the study. As a sponsoring organization, you already play a key role in strengthening and improving the CACFP. The study team is asking for your assistance and cooperation in conducting this important study, which will further strengthen the integrity of the CACFP.

Your sponsor organization’s participation in the study is required by law, as condition of Section 305 of S.3307 Child Reauthorization Act – “Healthy, Hunger-Free Kids Act of 2010. Based on this requirement, a State/sponsor/FDCH participating in the Child and Adult Care Food Program (CACFP) is required to cooperate with officials and contractors acting on behalf of the Secretary in the conduct of evaluations and studies, as required under Section 28 of the Richard B. Russell National School Lunch Act (42 U.S.C 1769i).

In this nationally representative study, sponsors will be asked to provide some basic information on the characteristics of the family day care homes (FDCHs) they oversee, and to assist the study by providing edited monthly meal claims authorized for reimbursement for an average of 4 FDCHs. An onsite observation will be conducted at these randomly selected homes. Over a consecutive 2-day period, a trained data specialist will be using procedures similar to the monitoring visit conducted by sponsors to observe only the types of meals served (breakfast, lunch, dinner, and snacks), as well as the ages and number of children being served for 2 meal-service times on each day. Specially trained ICF International staff who have passed a security and background check will conduct the observations in a manner that minimizes possible disruption for the day care provider. Telephone interviews with parents of randomly sampled children attending the day care home will also be conducted. The data collected will not be used to establish claims against sponsoring organizations or their FDCHs. Additionally, because the observation is disruptive to the FDCH, FNS has indicated that the visit can be counted as an official monitoring visit for the selected day care homes if a monitor accompanies the data specialist and performs the normal monitoring functions during the visit.

The information that ICF International collects will not impact your organization’s participation in the CACFP or any benefits to which your organization or any FDCH your organization supports are entitled under the CACFP. The information that we collect will be handled privately and will not be released with individual child, parent, day care provider, or sponsor identifiers outside this data collection, except as otherwise required by law. Participants in this study will be subject to assurances and safeguards as provided by the Privacy Act of 1974 (5 USC 552a), which requires the safeguarding of individuals against invasion of privacy.

As a sponsoring organization, the ICF International study team would like to partner with you to first obtain some information needed to complete the study sampling process within the next 2 weeks. The information will assist in the random selection of FDCHs to participate in the study. We are asking sponsors to provide the following information:

A list of all the FDCHs sponsored by your organization, by tiering status, which indicates both the total number of homes, and the homes that are active and claimed reimbursement in [MONTH 2012], or in the most recent month available. The list should include the name and contact information for each provider, indication of the primary language of the provider—if it not English—and their total child enrollment. Please note that we are only interested in the list of homes that claimed reimbursement, not whether the claim was approved or modified.
A copy of the existing guidelines or instructions that you as a sponsor use to verify monthly meal claims submitted by FDCHs.
A copy of existing guidelines your organization provides to FDCHs, including guidelines on completing and submitting meal claims, and daily attendance logs.
An example of the format used by FDCHs to submit their monthly meal claims to your organization for monthly meal reimbursement. This includes supporting documentation forms such as daily attendance forms, attendance count forms, meal count forms, and other forms used to support the meal claims.

We have designated a dedicated study representative to answer any questions you may have and make arrangements to receive the requested information. This representative will contact you within the week to answer questions and arrange to receive the data we are requesting. ICF International staff will work with you to receive your information by mail, fax, or e-mail. Using the enclosed envelope, you can choose to send information, in care of the study representatives, to ICF International; 11785 Beltsville Drive, Suite 300; Calverton, MD 20705. You can also send the information via fax—1-301-572-0999; or by sending an e-mail to Walter Rives at [email protected] or to Marta Royer at [email protected]. After the sampling has been completed, we will contact you in 2–3 weeks to notify you of the FDCHs that have been selected for the study. We will be asking you to provide additional information on these homes, as well as the most recent sponsor-edited meal claim reimbursement form for each of the FDCHs selected for the study during [MONTH 2012] to [MONTH 2012].

We believe that this study can serve to highlight the efforts of sponsor organizations in overseeing FDCHs to meet the needs of children by providing healthy meals and then claiming meal reimbursement according to the CACFP requirements. Your support in this information collection is very valuable as the information that is gathered will be used to make the program more efficient and help improve program service to sponsors, FDCHs and the families participating in the program. Both FNS and ICF International are looking forward to your support and cooperation for this important study. If you have general questions about the study, please contact the FNS Project Officer for this study, Dr. Fred Lesnett, at 1‑703‑605‑0811. If you have specific questions about study procedures, you may contact the ICF International Project Director, Dr. Erika Gordon, toll-free at 1-800-840-8248.

Sincerely,

Dr. Erika Gordon

Project Director, CACFP Improper Payments Meal Claims Assessment Study

B. Sponsor FDCH Sample Notification Letter

CHILD AND ADULT FOOD CARE PROGRAM (CACFP) MEAL CLAIMS ASSESSMENT
ICF International

Attn: Erika Gordon, Project Director
11785 Beltsville Drive, Suite 300
Calverton, MD 20705
Tel: (800) 840-8248

Public reporting burden for this collection of information is estimated to average 60 minutes per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. An agency may not conduct or sponsor, and a person is not required to respond to, a collection of information unless it displays a currently valid OMB control number. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to: U.S. Department of Agriculture, Food and Nutrition Services, Office of Research and Analysis, Room 1014, Alexandria, VA 22302 ATTN: PRA (0584-xxxx*). Do not return the completed form to this address.

[MONTH DATE, 2012]

[ADDRESSEE

DEPARTMENT

STREET ADDRESS

CITY, STATE ZIP CODE]

Dear [FIRST NAME LAST NAME],

We would like to thank you for partnering with us and providing the data we needed to complete sampling for the U.S. Department of Agriculture (USDA) Food and Nutrition Service’s (FNS) Child and Adult Care Food Program (CACFP) Meal Claims Assessment Study. We are contacting you now to share the names of the family day care homes (FDCHs) that have been randomly selected for the study, and to ask for your assistance in providing some additional information.

We have selected 4 FDCHs, with 2 replacements. From these cases, we expect to visit 4 providers. The providers associated with [SPONSORING ORGANIZATION] that have been randomly selected for the study are as follows:

1. FDCH #1 [CONTACT NAME] ADDRESS CITY, STATE ZIP CODE	2. FDCH #2 [CONTACT NAME] ADDRESS CITY, STATE ZIP CODE
3. FDCH #3 [CONTACT NAME] ADDRESS CITY, STATE ZIP CODE	4. FDCH #4 [CONTACT NAME] ADDRESS CITY, STATE ZIP CODE
5. FDCH #5 [CONTACT NAME] ADDRESS CITY, STATE ZIP CODE	6. FDCH #6 [CONTACT NAME] ADDRESS CITY, STATE ZIP CODE

The information that the study team would now like to request from you for each of the FDCHs listed selected includes the following:

Provider CACFP application/agreement information for each selected FDCH
- Provider license number;
- Enrollment capacity;
- Schedule of meals served to children, (i.e., the types of meals provided by the FDCH and start and stop times of meals scheduled to be served to the children —including ALL planned meals the FDCH provides to the children, whether or not they are reimbursed for the meal under the CACFP), and
- Approved meal service pattern—i.e., the types of meals FDCH has agreed to provide under the CACFP, and which meals the FDCH is reimbursed for under the Program (2 main meals and 1 snack, or 2 snacks and 1 main meal).
Tiering determination documentation for each selected FDCH
- Current classification documentation supporting the Tier 1 status for children of parents determined to be Tier 1-eligible, and
- Current classification documentation and/or income eligibility statement for provider’s income or categorical eligibility for Tier 1 status.
Participant child enrollment information for each selected FDCH
- The most recent child enrollment forms submitted to your organization by the FDCH, including the number, names, and ages of children enrolled in [MONTH 2012] in the FDCH, the planned meal service provided to each of the children enrolled, and scheduled attendance of each of the children (i.e., days of the week, hours per day), and whether the FDCH claims meal reimbursement for meal service for that child (i.e., whether the child participates in the CACFP); and
- Current parent contact information, including parents/guardians’ names, addresses, and telephone numbers.

Our dedicated study specialist will be contacting you in the next week to partner with you to obtain this information, to discuss whether any of the sampled homes have recently had a sponsor monitoring visits and to discuss the in-home observation visit that is a part of this study. We will work with you to receive your information in the most convenient way possible. The information can be provided through e-mail, by fax (1-301-572-0999), or you can choose to send the information using the prepaid FedEx envelope provided with this letter. Electronic submissions can be e-mailed to Walter Rives at [email protected] or Marta Royer at [email protected].

The study is offering a reimbursement stipend for the cost of photocopying any of documents we are requesting. Simply complete the photocopy receipt enclosed with this letter and return it with the data being requested. ICF International will reimburse your organization at a rate of 10 cents per copy and a reimbursement check will be sent out within [6] weeks of the documents being received and processed.

Again, we want to thank you for your support and assistance in this study, which aims to continuously strengthen the CACFP—a common goal for FNS, States, sponsors, and providers. We believe that this study can serve to highlight the efforts of sponsor organizations in overseeing FDCHs to meet the needs of children by providing healthy meals and then claiming meal reimbursement according to the CACFP requirements. Your support in this information collection is very valuable as the information that is gathered will be used to make the program more efficient and help improve program service to sponsors, FDCHs and the families participating in the program. Both FNS and ICF International are sincerely grateful for your support and cooperation for this important study. If you have general questions about the study, please contact the FNS Project Officer for this study, Dr. Fred Lesnett, at 1‑703‑605‑0811. If you have specific questions about study procedures, you may contact the ICF International Project Director, Dr. Erika Gordon, toll-free at 1-800-840-8248.

Sincerely,

Dr. Erika Gordon

Project Director, CACFP Improper Payments Meal Claims Assessment Study

C. Sponsor Letter for Non-Responsive FDCHs

Public reporting burden for this collection of information is estimated to average 10 minutes per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. An agency may not conduct or sponsor, and a person is not required to respond to, a collection of information unless it displays a currently valid OMB control number. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to: U.S. Department of Agriculture, Food and Nutrition Services, Office of Research and Analysis, Room 1014, Alexandria, VA 22302 ATTN: PRA (0584-xxxx*). Do not return the completed form to this address.

CHILD AND ADULT FOOD CARE PROGRAM (CACFP) MEAL CLAIMS ASSESSMENT
ICF International

Attn: Erika Gordon, Project Director
11785 Beltsville Drive, Suite 300
Calverton, MD 20705
Tel: (800) 840-8248

[MONTH DATE, 2012]

[ADDRESSEE

DEPARTMENT

STREET ADDRESS

CITY, STATE ZIP CODE]

Dear [FIRST NAME LAST NAME],

We are contacting you to request your assistance in obtaining necessary documentation from the family day care home (FDCH) providers who have been chosen to participate in the U.S. Department of Agriculture (USDA) Food and Nutrition Service’s (FNS) Child and Adult Care Food Program (CACFP) Meal Claim Assessment Study. Currently, we are having trouble gaining cooperation from [INSERT PROVIDER’S NAME]. We would like to ask you to contact the provider on behalf of the study to reassure the provider of the study’s legitimacy and that you are aware of the study as the sponsor organization. For [INSERT PROVIDER’S NAME], we are experiencing trouble with the following:

Making initial contact to discuss the study and our documentation needs.
Receiving up-to-date copies of the FDCH’s documentation including—
- Information on the hours of operation and scheduled hours meals are served,
- Child enrollment forms,
- Most recently updated parent contact information, and/or
- Example of a monthly meal claim form submitted to the sponsor.
Other: _________________________________________________________.

Each provider has been supplied with a postage-paid return envelope to help provide the documentation to us. Additionally, we have given FDCHs the option to provide information via a telephone interview as well as the ability to request reimbursement for any photocopies made for this request.

The study team is asking for your assistance in contacting [INSERT PROVIDER’S NAME] to emphasize the importance of this study. A representative from the study team will follow up on this request via a telephone call within the next 3 days.

Both FNS and ICF International greatly appreciate your continued support and cooperation for this important study. If you have specific questions about the study or this request, you may contact the study team toll-free at 1-800-840-8248.

Sincerely,

Dr. Erika Gordon

Project Director, CACFP Improper Payments Meal Claims Assessment Study

D. Sponsor Observation Confirmation Letter

CHILD AND ADULT FOOD CARE PROGRAM (CACFP) MEAL CLAIMS ASSESSMENT
ICF International

Attn: Erika Gordon, Project Director
11785 Beltsville Drive, Suite 300
Calverton, MD 20705
Tel: (800) 840-8248

Public reporting burden for this collection of information is estimated to average 5 minutes per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. An agency may not conduct or sponsor, and a person is not required to respond to, a collection of information unless it displays a currently valid OMB control number. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to: U.S. Department of Agriculture, Food and Nutrition Services, Office of Research and Analysis, Room 1014, Alexandria, VA 22302 ATTN: PRA (0584-xxxx*). Do not return the completed form to this address.

[MONTH DATE, 2012]

[ADDRESSEE

DEPARTMENT

STREET ADDRESS

CITY, STATE ZIP CODE]

Dear [FIRST NAME LAST NAME],

Again, we would like to thank you for your continued support for the ongoing 2010 Child and Adult Care Food Program (CACFP) Meal Claims Assessment. This letter serves as confirmation of previously discussed requirements for the in-home observations we are conducting on behalf of the U.S. Department of Agriculture (USDA) Food and Nutrition Service’s (FNS) CACFP study. We have mutually agreed on the following schedule for in-home observations for the 4 family day care homes (FDCHs) participating in the study.

[PROVIDER’S NAME]
Day and Date	Meal Service Times	Meal Observed	Monitor Requirement
Day 1 [Date] Meal Observation 1	Meal Start Time	Breakfast AM Snack Lunch PM Snack Supper EV Snack	Will be present Will not be present
	__:__(a.m./p.m.)
	Meal End Time
	__:__(a.m./p.m.)
Day 1 [Date] Meal Observation 2	Meal Start Time	Breakfast AM Snack Lunch PM Snack Supper EV Snack	Will be present Will not be present
	__:__(a.m./p.m.)
	Meal End Time
	__:__(a.m./p.m.)
Day 2 [Date] Meal Observation 3	Meal Start Time	Breakfast AM Snack Lunch PM Snack Supper EV Snack	Will be present Will not be present
	__:__(a.m./p.m.)
	Meal End Time
	__:__(a.m./p.m.)
Day 2 [Date] Meal Observation 4	Meal Start Time	Breakfast AM Snack Lunch PM Snack Supper EV Snack	Will be present Will not be present
	__:__(a.m./p.m.)
	Meal End Time
	__:__(a.m./p.m.)

COMPOSITE OBSERVATION SCHEDULE (ALL SAMPLED FDCHs) * Indicates that a monitor will be present for observation.
MEAL TYPE	MEAL TIME	DAY OF THE WEEK
MEAL TYPE	MEAL TIME	Monday	Tuesday	Wednesday	Thursday	Friday
		[DATE]	[DATE]	[DATE]	[DATE]	[DATE]
Breakfast	7:00		FDCH #2 *
	7:30	FDCH #1 *			FDCH #4
	8:00			FDCH #3 *
	8:30
	9:00
A.M. Snack	9:30		FDCH #2
	10:00				FDCH #4
	10:30
	11:00			FDCH #3
Lunch	11:30
	12:00
	12:30	FDCH #1
	1:00			FDCH #4 *	FDCH #3
	1:30
	2:00
	2:30		FDCH #1
P.M. Snack	3:00				FDCH #3
	3:30	FDCH #2 *
	4:00
	4:30
Supper/ EV Snack	5:00		FDCH #1
	5:30
	6:00	FDCH #2		FDCH #4
	6:30
	7:00
	7:30

As confirmed in our conversation and the included schedule, a monitor will—

Be present for ALL observations.
Be present for some observations.
Not be present for any observations.

If a monitor is present, the data collection specialist will—

Meet the monitor at the sponsor organization’s headquarters prior to the observations.
Meet the monitor outside the home of the provider 20 minutes prior to the observation.
Other: ______________________________________________________________.

If there are any additional questions or concerns, please contact [STUDY REPRESENTATIVE] toll-free at 1-800-840-8248. Once again, thank you for all of your efforts in support of this study.

Sincerely,

Dr. Erika Gordon

Project Director, CACFP Improper Payments Meal Claims Assessment Study

APPENDIX B2:

SPONSOR RECRUITMENT AND

DATA REQUEST MATERIALS

A. Sponsor Recruitment and Data Request Script

CHILD AND ADULT FOOD CARE PROGRAM (CACFP) MEAL CLAIMS ASSESSMENT
ICF International

Attn: Erika Gordon, Project Director
11785 Beltsville Drive, Suite 300
Calverton, MD 20705
Tel: (800) 840-8248

Sponsor Recruitment and Data Request Script

A. [INTRODUCTION]: Hello, my name is ______________. I’m calling from ICF International, on behalf of the U.S. Department of Agriculture (USDA) Food and Nutrition Service (FNS). I’m calling to verify that you have received the letter we recently sent to you concerning the Child and Adult Care Food Program (CACFP) Meal Claims Assessment Study being conducted by FNS. I would like to discuss the information we are requesting in the letter and answer any questions you may have. Do you have a few minutes now?

Yes—[PROCEED TO SECTION B.]
No—[OBTAIN CALLBACK DATE AND TIME]: Is there a better time in the next 2 days when we could speak?

CALLBACK DATE: _______________ CALLBACK TIME: _______________

[INSTRUCTION: IF CALLBACK IS NEEDED, OBTAIN SPECIFIC TIME/DATE FOR CALL. BECAUSE OF TIME CONSTRAINTS, ATTEMPT TO MAKE SCHEDULED CALLBACK WITHIN 2 DAYS.]

Thank you for your time. I will call you back on _____ [DAY]/ _____ [TIME] to discuss the study.

B. Before we begin, is there someone in your organization, other than yourself, that you would like to designate as the study contact for this data collection?

Respondent will serve as study contact. [GO TO SECTION D.]
Respondent designates someone else. [ENTER CONTACT’S INFORMATION IN TABLE BELOW.]

Name:
Title:
Address (if different from organization’s address):
Telephone Number:
Fax:
E-mail Address:

Would you like me to review our study data collection needs with you or should we contact _____________ [CONTACT’S NAME JUST GIVEN] directly about the study?

Respondent wants you to tell them about the study. [GO TO SECTION E.]
Respondent wants you to call the designated study contact. [RESPOND]:

Thank you for your time. I will contact ____________ [CONTACT’S NAME] about the study. Have a nice day!

[INSTRUCTION: UPDATE CONTACT DATABASE TO REFLECT NEW CONTACT INFORMATION. SEND SPONSOR DATA REQUEST LETTER TO CONTACT VIA E-MAIL. MAKE SURE TO CHANGE CONTACT NAME ON LETTER BEFORE SENDING IT OUT. SCHEDULE A TIME FOR YOU TO GET IN TOUCH THE DESIGNATED STUDY CONTACT WITHIN 2 DAYS OF SENDING THE E-MAIL.]

C. [INTRODUCTION FOR ALL CALLBACKS]: Hello, this is ______________ from ICF International. I’m calling you back as we had previously scheduled to discuss the U.S. Department of Agriculture (USDA), Food and Nutrition Service (FNS) assessment of meal claiming errors in the Child and Adult Care Food Program (CACFP). I would like to discuss the information we have requested in the letter [OR E-MAIL] and answer any questions you may have.

D. [INTRODUCTION FOR DESIGNATED CONTACT PERSON]: Hello, my name is ______________. I’m calling from ICF International on behalf of the U.S. Department of Agriculture (USDA), Food and Nutrition Service (FNS). FNS is conducting a nationwide assessment of meal claiming in the Child and Adult Care Food Program (CACFP). You were designated by ____________ [NAME OF ORIGINAL SPONSOR CONTACT] to serve as your organization’s contact for this study. You were sent an e-mail on _______ [DATE E-MAIL WAS SENT] which provided you a description of the study and the list of information we are requesting from your organization for the study. [CONFIRM THAT E-MAIL WAS RECEIVED]. I am calling today to discuss the information we are requesting and answer any questions you may have. Do you have a few minutes now?

Yes—[GO TO SECTION E.]
No—[INSTRUCTION: IF CALLBACK IS NEEDED, OBTAIN SPECIFIC TIME/DATE FOR CALL. BECAUSE OF TIME RESTRAINTS, ATTEMPT TO MAKE SCHEDULED CALLBACK WITHIN 2 DAYS.] When could we speak in the next 2 days or so?

CALLBACK DATE: _______________ CALLBACK TIME: _______________

Thank you for your time. I will call you back on _____ [DAY]/ _____ [TIME] to discuss the study. Have a nice day!

E. As stated in the letter, your sponsoring organization has been randomly selected to participate in the study undertaken by the U.S. Department of Agriculture (USDA), Food and Nutrition Service (FNS), the Federal agency that subsidizes the CACFP. ICF International was chosen as the contractor for this effort and we are responsible for the data collection. The FNS study assesses meal claims and helps the agency meet its reporting requirement for the Improper Payments Act of 2002 (IPIA–Public Law 107-300). This study collects data from a nationally representative sample of sponsors, family day care home (FDCHs), and parents.

For the study, we would like to partner with you to gather administrative information about the FDCHs your organization oversees in order for us to complete the study sampling activities. Within a few weeks, we will be contacting you again to gather more detailed information about a small set of FDCHs that will be selected to participate in the study.

I’d like to briefly review our initial data request. We are asking your organization for the following information:

A list of all the FDCHs sponsored by your organization, by tiering status, that indicates both the total number of homes as well as the homes that are active and claimed reimbursement in [MONTH 2012]. We would like the list to include providers’ name and contact information. Please note that we are only interested in the list of homes that claimed reimbursement, not whether the claim was approved or modified.

The list should include the following specific information for each FDCH you sponsor: (1) the name of the FDCHs, (2) indication of whether a provider’s name is not unique (multiple providers have the same name) and the unique identifier (like an ID number) that your sponsoring organization uses when referring to those FDCHs; (3) indication of what tier each FDCH is (Tier I, Tier II, or Tier Mixed), (4) indication of the primary language used by the provider, if not English, and (5) the total number of children enrolled in each FDCH.

A copy of existing guidelines your organization provides to FDCHs, including guidelines on completing and submitting meal claims and daily attendance logs.
A copy of the existing guidelines or instructions your organization uses to verify monthly meal claims submitted by FDCHs.
An example of the meal claims form FDCHs use to submit their monthly meal claims to your organization for meal reimbursement. This includes supporting documentation forms such as daily attendance forms, attendance count forms, meal count forms, and other forms used to support the meal claims.

We would like to receive these data from your organization by [DATE].

F. We would like to receive this information in an electronic format if possible. Are the data in Excel or Word?

1. Yes If you are able to send the information electronically, you can e-mail it to [email protected]. Would you be able to send the information by _________ [DATE] (1-week preference for receiving information)? [DATE DATA WILL BE SENT BY:____________]

2. No If the files are in paper format; you can mail us the information using the pre-paid envelope you received with our letter. You can also fax us the information. Our fax number is 1-XXX-XXX-XXXX. If you do choose to fax us the information, please call me or send me a short email prior to faxing so I will know to look for your fax. We’d like to have your data by _________ [DATE] (1-week preference for receiving information).

I’d like to give you my contact information in case there are any questions or concerns about this request. I can be reached at [email protected]. You can also call our toll-free study assistance number at
1-800-840-8248, between 8:30 a.m. and 5:30 p.m.

Can you provide me your email address so I can email you a confirmation when we receive your information? [CONTACT E-MAIL ADDRESS]: ______________________________

G. [CLOSING]: Thank you for taking the time today to discuss the study and the information that is being requested. I will notify you when we receive your organization’s information. In the next couple of weeks, we will contact you again to discuss some additional information we would like to receive for a small number of FDCHs randomly selected to participate in the study. We will also discuss the in-home observations that will be conducted and begin preparations to schedule them with your organization. If you have questions about this study or the type of information we need, please call us on our toll-free hotline at1-800-840-8248.

B. Sponsor Follow-up Call for
Missing Data Script

CHILD AND ADULT FOOD CARE PROGRAM (CACFP) MEAL CLAIMS ASSESSMENT
ICF International

Attn: Erika Gordon, Project Director
11785 Beltsville Drive, Suite 300
Calverton, MD 20705
Tel: (800) 840-8248

Public reporting burden for this collection of information is estimated to average 30 minutes per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. An agency may not conduct or sponsor, and a person is not required to respond to, a collection of information unless it displays a currently valid OMB control number. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to: U.S. Department of Agriculture, Food and Nutrition Services, Office of Research and Analysis, Room 1014, Alexandria, VA 22302 ATTN: PRA (0584-xxxx*). Do not return the completed form to this address.

Sponsor Follow-up Call for Missing Data Script

A. [INTRODUCTION]: Hello, my name is ______________. I’m calling from ICF International regarding the Food and Nutrition Service (FNS) Child and Adult Care Food Program (CACFP) meal claiming study. We spoke last week, on ________ [DATE], about our specific data needs for the study. We have not yet received your data and want to make sure the information has not been lost in transmission. Have you had the chance to send your information to us?

Yes, information has been sent. [CONFIRM HOW DATA WERE ORIGINALLY TRANSMITTED. IF SENT VIA SOFT PACK IN LAST 3 DAYS, GO TO A2; IF SENT EMAIL OR FAX, GO TO A1.]
No, information has not been sent. [GO TO SECTION B.]

A1. Unfortunately, we have not received your information. Would it be possible for you to re-send us the information? Will you be able to send us the information thru e-mail, fax, or FedEx?

[CONFIRM METHOD FOR SENDING DATA: E-MAIL:____ FAX:_____ FEDEX:_______]

[IF INFORMATION IS BEING SENT BY EMAIL]: To confirm, our e-mail address is [email protected]. I would also like to give you my personal e-mail address to ensure that the information gets to us; it is [email protected]. Would it be possible for you to re-send the information today? _______ [DATE INFORMATION WILL BE RE-SENT]

[IF INFORMATION IS BEING FAXED]: Our fax number is 1-800-XXX-XXXX. Would it be possible for you to re-send the information today? _______ [DATE INFORMATION WILL BE RE-SENT]. [IF NOT FAXING TODAY]: When you fax us the information, can you please notify me by e-mail or phone that you are sending it so I can assure the fax goes thru? My e-mail is [email protected] and the study’s toll-free number is 1-800-XXX-XXXX.

[IF INFORMATION CAN ONLY BE SENT VIA MAIL]: Please send your information in care of [YOUR NAME], ICF International; 11785 Beltsville Drive, Suite 500; Calverton, MD 20705. If you are able to send us the information by FedEx, that would be very helpful. I can e-mail you a FedEx reimbursement form that you can complete and include with the information you are sending, and we will reimburse the cost. Will you be able to send us the information by FedEx? [CONFIRM RESPONDENT IS SENDING THE INFORMATION VIA FEDEX]. When do you believe you will be able to re-send us the information _______ [DATE INFORMATION WILL BE RE-SENT]?

[CLOSING]: I will e-mail you to confirm that we have received the information. Thank you for re-sending us the information. If you encounter any problems please give me a call. Have a nice day!

A2. [INSTRUCTION—IF THE INFORMATION WAS SENT VIA FEDEX SOFT PACK WITHIN THE LAST 3 DAYS]: Thank you for sending us the information. The data packet should arrive at while in the next day or two. I will e-mail you to let you know we have received your information. Thank you so much for your help! Have a nice day!

B. [INSTRUCTION—RESPONDENT HAS NOT HAD THE TIME TO SEND INFORMATION TO US OR IS STILL WORKING ON GATHERING THE INFORMATION]: Receiving this information is a very important step in conducting this study. This information is critical for us to be able to determine which family day care home (FDCHs) should be contacted for the study. It is our goal to have a study that represents the experiences of FDCHs from various sponsors, so that the full range of experiences can be represented.

[INSTRUCTION—REVIEW EACH OF THE 4 ITEMS REQUESTED IN THE LETTER WITH SPONSOR CONTACT]: I’d like to briefly review our request; we are asking you for the following items:

A list of all active FDCHs your organization sponsors that submitted meal claim forms for reimbursement in [MONTH 2012].
Already established guidelines your organization provides FDCHs, including guidelines on completing and submitting meal claims, as well as daily attendance logs.
Already established guidelines or instructions your organization uses to verify monthly meal claims submitted by FDCHs. This would include a discussion of the process for meal claim form review and verification, the types of errors that reviewers check for (i.e., a list of errors/codes), the way verifications and adjustments are made according to error, and the process for approving final meal claim forms.
Examples of the meal claim forms submitted by FDCHs to your organization for meal reimbursement. This includes supporting documentation forms such as daily attendance forms, attendance count forms, meal count forms, and other forms used to support the meal claims.

C. Would it be possible to send this information to us by ______ [GIVE DATE DEADLINE 3 DAYS FROM TODAY]? Please send the information whichever way that is the most convenient for you, by e-mail, fax, or FedEx.

[CONFIRM METHOD FOR SENDING DATA: E-MAIL:____ FAX:_____ FEDEX:_______]

[CLOSING]: I will e-mail you to confirm that we have received the information. Thank you for (re-) sending us the information. If you encounter any problems please give me a call. Have a nice day!

E. [IF RESPONDENT HAS QUESTIONS, NOTE WHAT RESPONDENT SAYS]:

_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

[INSTRUCTION—PROVIDE RESPONSE TO THE RESPONDENT’S CONCERN BASED ON THE ISSUE RAISED]:

States and sponsors were randomly selected to participate in this study. States with large numbers of sponsors and subsequent large numbers of FDCHs are more likely to be selected.
The information we collect is important to FNS because it gathers information for FNS that is required by the Federal Government to continue offering meal reimbursement to day care homes under the CACFP.
FNS wishes to gather this information to be better informed on meal claim policies and procedures enacted by States/sponsors nationwide.
No information that we gather will be used to make a claim against an individual State/sponsor/ or day care home. Identifying information will be kept confidential and all reporting will be done in an aggregated form—not identifying anyone by name.

F. [INSTRUCTION—ONCE YOU HAVE CONFIRMED THE MEANS FOR SENDING THE INFORMATION]: I look forward to receiving your information. I will e-mail you confirmation that we have received your data packet. [CONFIRM RESPONDENT’S E-MAIL ADDRESS: ____________________]. Thank you so much with your help on this important study! Have a nice day!

C. Sponsor Clarification of Data Received Script

CHILD AND ADULT FOOD CARE PROGRAM (CACFP) MEAL CLAIMS ASSESSMENT
ICF International

Attn: Erika Gordon, Project Director
11785 Beltsville Drive, Suite 300
Calverton, MD 20705
Tel: (800) 840-8248

Public reporting burden for this collection of information is estimated to average 20 minutes per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. An agency may not conduct or sponsor, and a person is not required to respond to, a collection of information unless it displays a currently valid OMB control number. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to: U.S. Department of Agriculture, Food and Nutrition Services, Office of Research and Analysis, Room 1014, Alexandria, VA 22302 ATTN: PRA (0584-xxxx*). Do not return the completed form to this address.

Sponsor Clarification of Data Received Script

[INTRODUCTION]: Hello, my name is ______________. I’m calling from ICF International regarding the Food and Nutrition Service (FNS) Child and Adult Care Food Program (CACFP) Assessment Study. I want to thank you for providing us with the data you recently sent us. After reviewing the information you sent, I would like to clarify some points with you. Do you have a few minutes now?

Yes[PROCEED TO APPROPRIATE QUESTION SECTION B.]
No[OBTAIN CALLBACK DATE AND TIME]: When would be a better time for me to call you tomorrow?

CALLBACK DATE: _______________ CALLBACK TIME: _______________

Thank you for your time. I will call you back on _____ [DAY]/ _____ [TIME] to discuss the study. Have a nice day!

I would like to clarify:

[INSERT QUESTION PERTAINING TO CHILD ENROLLMENT FORMS]:	RESPONDENT’S RESPONSE:
QUESTION:

[INSERT QUESTION PERTAINING TO TIERING STATUS]:	RESPONDENT’S RESPONSE:
QUESTION:

[INSERT QUESTION PERTAINING TO PROVIDER AGREEMENTS]:	RESPONDENT’S RESPONSE:
QUESTION:

[INSERT QUESTION PERTAINING TO OTHER Specify: ____________________]:	RESPONDENT’S RESPONSE:
QUESTION:

C. [INSTRUCTION—IF ADDITIONAL DATA ARE NEEDED]: We would like to receive the information we just spoke about in an electronic format if possible. Are the data in Excel or Word?

1. Yes[PROVIDE THE STUDY E-MAIL ADDRESS]: Please send the information to the study’s email address [email protected]. Is it possible to send us the information by _________ [DATE]? (3 day preference for receiving information.)

2. No[IF NO, FILES ARE IN PAPER FORMAT]: Would it be possible for you to send us the information via fax or FedEx? We will be able to reimburse you the FedEX cost.

[CONFIRM METHOD FOR SENDING DATA: FAX:_____ FEDEX:_____]

[IF INFORMATION IS BEING FAXED]: Our fax number is 1-800-XXX-XXXX. Would it be possible for you to send the information today? _______ [DATE INFORMATION WILL BE SENT]. [IF NOT FAXING TODAY]: When you fax us the information, can you please notify me by e-mail or phone that you are sending it, so I can assure the fax goes thru? My e-mail is [email protected] and the study’s toll-free number is 1-800-XXX-XXXX.

[IF INFORMATION IS BEING SENT FEDEX]: I will e-mail you a FedEx reimbursement form that you can complete and include with the information you are sending, and we will reimburse the cost. Please send your information in care of [YOUR NAME], ICF International; 11785 Beltsville Drive, Suite 500; Calverton, MD 20705. Will you be able to send us the information by FedEx? We’d like to have your data by _________ [DATE] (3-day preference for receiving information.)

D. [IF INFORMATION IS BEING SENT]: I’d like to give you my contact information in case there are any questions or concerns about this request. The toll-free study number is 1-800-840-8248 and study staff is available between 8:30 a.m. and 5:30 a.m. My personal e-mail address is [email protected].

E. [CLOSING]: Thank you for clarifying my questions [AND/OR] sending us the additional information. [IF CONTACT IS SENDING INFORMATION]: I will e-mail you to confirm that we have received the information. If you encounter any problems, please give me a call. Have a nice day!

D. Sponsor FDCH Sample Notification Script

CHILD AND ADULT FOOD CARE PROGRAM (CACFP) MEAL CLAIMS ASSESSMENT
ICF International

Attn: Erika Gordon, Project Director
11785 Beltsville Drive, Suite 300
Calverton, MD 20705
Tel: (800) 840-8248

Sponsor FDCH Sample Notification Script

A. [INTRODUCTION]: Hello, my name is ______________ from ICF International. You may recall that our company is working with the Food and Nutrition Service (FNS) on the nationwide study focusing on meal claiming in the Child and Adult Care Food Program (CACFP). We spoke several weeks ago about some of our initial data needs and I am now calling about some additional information we would like to collect about a few family day care homes (FDCHs). You should have received our letter on __________ [DATE FEDEX WAS DELIVERED] that gives you details about the information we would like to receive. Did you receive this letter?

Yes[GO TO SECTION B.]
No [IF NO]: I will re-send you the letter via e-mail today. Is it possible for me to briefly discuss the information we would like to receive from your organization with you now?

Yes[GO TO SECTION D.]
No  When would be a better time to call you back this week? [ALLOW A DAY TO REVIEW RE-SENT LETTER.]

CALLBACK DATE: _______________ CALLBACK TIME: _______________

Thank you for your time. I will call you back on _____ [DAY]/ _____ [TIME] to discuss the study. I will e-mail you the letter that details the FDCHs that have been chosen to participate in the study and the additional information we would like to receive for these FDCHs today. Have a nice day!

B. I would like to discuss our request for additional administrative information for the small number of FDCHs chosen to participate in the study and answer any questions you my have. Do you have time now to speak with me?

Yes[GO TO SECTION D.]
No  When would be a better time to call you back this week?

CALLBACK DATE: _______________ CALLBACK TIME: _______________

Thank you for your time. I will call you back on _____ [DAY]/ _____ [TIME] to discuss the study. Have a nice day!

C. [INTRODUCTION FOR CALLBACK]: Hello, this is ______________ from ICF International. I’m calling you back to discuss the Food and Nutrition Service (FNS) assessment of meal claiming in the Child and Adult Care Food Program (CACFP). I would like to follow up on the letter [OR E-MAIL] we sent you earlier, discuss the information we are requesting for a small number of FDCHs and answer any questions you may have.

D. As stated in the letter, we are asking you for specific information for the following FDCHs that you sponsor:

1. FDCH #1 [CONTACT NAME] ADDRESS CITY, STATE ZIP CODE	2. FDCH #2 [CONTACT NAME] ADDRESS CITY, STATE ZIP CODE	3. FDCH #3 [CONTACT NAME] ADDRESS CITY, STATE ZIP CODE
4. FDCH #4 [CONTACT NAME] ADDRESS CITY, STATE ZIP CODE	5. FDCH #5 [CONTACT NAME] ADDRESS CITY, STATE ZIP CODE	6. FDCH #6 [CONTACT NAME] ADDRESS CITY, STATE ZIP CODE

We would like you to provide us with the following information about these homes:

Provider CACFP application/agreement information for each selected FDCH
- Provider license number;
- Enrollment capacity;
- Schedule of meals served to children (i.e., the types of meals provided by the FDCH and start and stop times of meals scheduled to be served to the children—including ALL planned meals the FDCH provides to the children, whether or not they are reimbursed for the meal under the CACFP);
- Approved meal service pattern, i.e., the types of meals FDCH has agreed to provide under the CACFP, and which meals the FDCH is reimbursed for under the Program (i.e., 2 main meals and 1 snack, or 2 snacks and 1 main meal).
Participant child enrollment information for each selected FDCH
- The most recent child enrollment forms, including the enrollment form for a provider’s own child, submitted to your organization by the FDCH. We would like the enrollment forms that provide the names and ages of children enrolled in the FDCH as of [MONTH 2012], the planned meals provided by the FDCH to each of the children enrolled, the attendance schedule of each of the children (i.e., days of the week, hours per day), and whether the child participates in the CACFP (i.e., if the FDCH claims reimbursement for meals served to that child); and
- Current parent contact information, including parents/guardians’ names, addresses, and telephone numbers. [INSTRUCTION—CLARIFY WITH SPONSOR CONTACT]: We are looking for the enrollment forms for each child that you have on file for the sampled FDCHs. We are not asking you to update these files, instead just send us the information as the planned enrollment for each of the FDCHs. We understand that this information is fluid and children may enroll and drop out of day care without sponsor’s knowledge.
Tiering determination documentation for each selected FDCH
- We also would like the current tier status of the individual children in the FDCH including the provider’s own children; this includes documentation used to establish the Tier 1 status for the providers’ children and any other child receiving a Tier 1 meal; [INSTRUCTION—CLARIFY WITH SPONSOR CONTACT]: We are looking for tiering documentation used by your organization to determine the tier of each of the selected providers and individual children, if applicable. If providers claim meals under CACFP for their own children, we would like you to provide us with the income documentation used to establish tier. We would like income documentation for any individual child whose tier is established by income in the selected homes.]

E. We look to receive the data from your organization no later than [DATE 2012]. We would like to receive this information electronically if possible. Are the data in Excel or Word?

Yes[PROVIDE THE STUDY E-MAIL ADDRESS]: Our e-mail address is [email protected]. I would also like to give you my personal e-mail address to ensure that the information gets to us; it is [email protected]. Would it be possible for you to send the information by _________ [DATE] ([1-week preference for receiving information).

No[IF NO]: If the files are in a paper format, please use the postage-paid mailer (FEDEX PACK) you received with our letter. We’d like to have your data by _________ [DATE] ([1-week preference for receiving information).

F. As we discussed in the letter, we would like to visit each of the homes on 2 consecutive days during 1 week of our data collection. On each day of this visit, we would like to observe 2 different meal service times, for example, a breakfast and an afternoon snack on Day 1, and a lunch and a supper on Day 2. During this observation, trained ICF International staff will observe the types of meals (breakfast, lunch, dinner, and snacks) served and the children present.

The observation is a one-time event. The visit will be conducted by a trained ICF International data collection specialist who will collect the names, ages, and number of children in the home at the beginning of the meal service time and the names, ages, and number of children present at the end of the meal service time. We plan to schedule the in-home visit during either a morning or an afternoon on each day, with the data collection specialist leaving the home after the first meal has been served, and returning for the second meal service on the same day.

The data collection specialist will have cleared a criminal background check and will be issued liability insurance by our company. The specialist will have a photo identification badge, on display at all times when in the home, to verify he/she works for our company. FNS will also have a record of all the data collection specialists. We will conduct the observations in a manner that minimizes possible disruption for the provider.

Although the study does not require that our specialist be accompanied by a monitor from your organization, we understand that sponsors and FDCHs may be more comfortable with the in-home visit if a monitor accompanies the specialist into the home. As we mentioned in our letter, FNS has agreed to allow these visits, when accompanied by a sponsor monitor, to be counted as one of the 3 mandatory in-home monitoring visits your organization is required to perform for each of the FDCHs. The visit will satisfy the requirement if the monitor accompanying our data collection specialist performs the monitoring duties normally required of a monitor’s visit.

We ask that the same protocol used by your organization when conducting unscheduled monitoring visits be used during this visit. We also ask that when you inform the FDCHs of a possible unscheduled visit, as we have come to understand is common practice, you let them know that your monitor will be accompanied by a member of our staff. We do not want the FDCHs to know the specific date of the visit or all the details of the study, as this knowledge may change their behavior. Also their prior knowledge of the visit will negate the Federal Government’s approval that the visit count toward sponsors’ required unscheduled visits. We suggest that the FDCHs be informed that a visit will be made within the next [4 MONTHS].

I would like to discuss with you what steps we need to take in order for our in-home visit to take place. We would like to be as responsive to your needs and concerns as possible. Although we are not ready at this time to schedule the observation, is there anything we need to know or do in order to move forward with this part of the study:

G. [INSTRUCTION—THIS PORTION OF THE TELEPHONE CALL SHOULD BE CONVERSATIONAL. PLEASE RECORD ANY CONCERNS OR ISSUES THE CONTACT RAISES. ALSO RECORD ANY STEPS ICF INTERNATIONAL NEEDS TO TAKE IN ORDER TO SCHEDULE AN IN-HOME OBSERVATION.]

In order for us to enter the homes of the providers, would our specialists need to be accompanied by a monitor from your organization?

Yes Do you think that you will be serving as the monitor or is there staff at your organization designated to act as monitors?

Respondent will act as the monitor. [GO TO SECTION H.]
There are specific staff members who act as monitors for visits.

No [GO TO SECTION H.]

H. Did any of the selected family day care homes have a monitoring visit recently within the past [4 MONTHS]?

Sampled FDCH	Visit Occurred?	Date of Visit:	Scheduled Within the Next 4 Months?
FDCH #1	Yes No	_____/_______/______	Yes No
FDCH # 2	Yes No	_____/_______/______	Yes No
FDCH #3	Yes No	_____/_______/______	Yes No
FDCH #4	Yes No	_____/_______/______	Yes No
FDCH #5	Yes No	_____/_______/______	Yes No
FDCH #6	Yes No	_____/_______/______	Yes No

H1. Are any of the homes scheduled for a visit in the next 4 months? [INSTRUCTION—COMPLETE TABLE ABOVE BASED ON RESPONDENT ANSWER.]

[INSTRUCTION—ASK RESPONDENT TO PROVIDE NAME AND CONTACT INFORMATION FOR MONITOR, EVEN IF SCHEDULING WILL HAPPEN THROUGH RESPONDENT.]

I. May we have the name and contact information of the monitor? [ENTER CONTACT INFORMATION IN TABLE BELOW.]

Name:
Title:
Address (if different from organization’s address):
Telephone Number:
Fax:
E-mail Address:

J. [CLOSING]: Thank you for providing the data for this very important study. I will e-mail you to confirm that we have received your information. Once we process this information, we will contact you [OR THE DESIGNATED MONITOR AS DETERMINED ABOVE] to schedule the in-home visits. Thank you again for your time and assistance with this study. If you have any questions, please contact me toll-free at 1-800-840-8248. Have a nice day!

E. Sponsor FDCH In-home Observation Scheduling Telephone Script

CHILD AND ADULT FOOD CARE PROGRAM (CACFP) MEAL CLAIMS ASSESSMENT
ICF International

Attn: Erika Gordon, Project Director
11785 Beltsville Drive, Suite 300
Calverton, MD 20705
Tel: (800) 840-8248

Sponsor FDCH In-Home Observation Scheduling Telephone Script

[INSTRUCTION]: PRIOR TO BEGINNING THE TELEPHONE SCHEDULING, CONFIRM THE CORRECT CONTACT INFORMATION; NOTE IF THE SPONSOR MONITOR IS NECESSARY, THE SAMPLED FDCHs AND TARGETED MEAL SERVICE TIMES.

[COMPLETE BASED ON SECOND CONVERSATION WITH SPONSOR]:
Is a monitor needed for visits?	___ YES ___ NO
If a monitor is needed, has a staff person at the sponsoring organization has been identified to serve as such?	___ YES ___ NO

A. [INTRODUCTION]: Hello, this is ______________ from ICF International. You may recall that we are the study team working with the Food and Nutrition Service (FNS) on the nationwide study focusing on meal claiming in the Child and Adult Care Food Program (CACFP). I want to thank you so much for all your assistance with this study so far. Today, I am calling you to discuss the scheduling of in-home visits at a limited number of family day care homes (FDCHs) your organization sponsors. Do you have a time now to speak with me?

Yes[GO TO SECTION C.]
NoWhen would be a better time to call you back?

[IF CALLBACK IS NEEDED, OBTAIN SPECIFIC TIME/DATE FOR CALL. BECAUSE OF TIME CONSTRAINTS, ATTEMPT TO MAKE SCHEDULED CALLBACK WITHIN 2 DAYS.]

CALLBACK DATE: _______________ CALLBACK TIME: _______________

Thank you. I will be contacting on [SPECIFIC DATE/TIME]. I look forward to speaking with you then.

B. [INTRODUCTION FOR CALLBACK]: Hello, this is ______________ from ICF International. I’m calling you back to discuss the Food and Nutrition Service (FNS) meal claims study for the Child and Adult Care Food Program (CACFP). I would like to schedule in-home visits with you and to answer questions you may have.

C. We have a few questions about your organization’s policies on being informed in advance if a provider is not going to operate on a normal schedule.

C1. What is your organization’s policy on being informed that a family day care home (FDCH) does not plan to be open on a specific date, will not serve a specific meal or be offsite during a normal meal service time for a specific date?

Sponsor must be informed [1 MONTH/1 WEEK/1 DAY] ahead of time.
Sponsor is informed on the day of said instance.
Sponsor is not made aware.
Other: _______________________________.

C2. What is your organization’s policy for being informed that an FDCH will not be open because of an unforeseen provider illness or emergency?

Sponsor is informed on the day of illness/emergency.
Sponsor is informed at month’s end when meal claims are submitted.
Sponsor is not made aware.
Other: ___________________________.

C3. What is your organization’s policy for being informed that a substitute is providing care for an FDCH because of illness/emergency?

Sponsor is informed on the day of illness/emergency.
Sponsor is informed at month’s end when meal claims are submitted.
Sponsor is not made aware.
Other: ___________________________.

C4. In a monitoring visit situation, when you discover that a substitute is providing care, would you continue with your visits or return on a different day?

Sponsor would continue with monitoring visit.
Sponsor would return on another day.
Other: ___________________________.

C5. Are you currently aware of any days during [DATE X] to [DATE X], that any of these FDCHs informed you that they would not be open or present during a meal service?

FDCH	DATE #1	CLOSED	Offsite for Meal Service/Not Serving Meal	DATE #2	CLOSED	Offsite for Meal Service/Not Serving Meal
FDCH #1	___/___/__	CLOSED FOR ENTIRE DAY CLOSED PARTIAL DAY: Hours FDCH will be closed: _____a.m./p.m to _____ a.m./p.m.	Breakfast AM Snack Lunch PM Snack Supper EV Snack	___/___/__	CLOSED FOR ENTIRE DAY CLOSED PARTIAL DAY: Hours FDCH will be closed: _____a.m./p.m to _____ a.m./p.m.	Breakfast AM Snack Lunch PM Snack Supper EV Snack
FDCH #2	___/___/__	CLOSED FOR ENTIRE DAY CLOSED PARTIAL DAY Hours FDCH will be closed: _____a.m./p.m to _____ a.m./p.m.	Breakfast AM Snack Lunch PM Snack Supper EV Snack	___/___/__	CLOSED FOR ENTIRE DAY CLOSED PARTIAL DAY Hours FDCH will be closed: _____a.m./p.m to _____ a.m./p.m.	Breakfast AM Snack Lunch PM Snack Supper EV Snack
FDCH #3	___/___/__	CLOSED FOR ENTIRE DAY CLOSED PARTIAL DAY Hours FDCH will be closed: _____a.m./p.m to _____ a.m./p.m.	Breakfast AM Snack Lunch PM Snack Supper EV Snack	___/___/__	CLOSED FOR ENTIRE DAY CLOSED PARTIAL DAY Hours FDCH will be closed: _____a.m./p.m to _____ a.m./p.m.	Breakfast AM Snack Lunch PM Snack Supper EV Snack
FDCH #4	___/___/__	CLOSED FOR ENTIRE DAY CLOSED PARTIAL DAY Hours FDCH will be closed: _____a.m./p.m. to _____ a.m./p.m.	Breakfast AM Snack Lunch PM Snack Supper EV Snack	___/___/__	CLOSED FOR ENTIRE DAY CLOSED PARTIAL DAY Hours FDCH will be closed: _____a.m./p.m to _____ a.m./p.m.	Breakfast AM Snack Lunch PM Snack Supper EV Snack
FDCH #5	___/___/__	CLOSED FOR ENTIRE DAY CLOSED PARTIAL DAY Hours FDCH will be closed: _____a.m./p.m. to _____ a.m./p.m.	Breakfast AM Snack Lunch PM Snack Supper EV Snack	___/___/__	CLOSED FOR ENTIRE DAY CLOSED PARTIAL DAY Hours FDCH will be closed: _____a.m./p.m. to _____ a.m./p.m.	Breakfast AM Snack Lunch PM Snack Supper EV Snack
FDCH #6	___/___/__	CLOSED FOR ENTIRE DAY CLOSED PARTIAL DAY Hours FDCH will be closed: _____a.m./p.m. to _____ a.m./p.m.	Breakfast AM Snack Lunch PM Snack Supper EV Snack	___/___/__	CLOSED FOR ENTIRE DAY CLOSED PARTIAL DAY Hours FDCH will be closed: _____a.m./p.m. to _____ a.m./p.m.	Breakfast AM Snack Lunch PM Snack Supper EV Snack

C6. We would like to visit the following providers for the 2-day observation:

[INSTRUCTION]: NOT ALL SAMPLED FDCHS WILL BE OBSERVED; USE THE ‘MEAL-SERVICE SCHEDULE FOR VISITS’ TO INDICATE WHICH PROVIDERS WILL BE PARTICIPATING.

FDCH #1

FDCH #2

FDCH #3

FDCH #4

MEAL TYPE	MEAL TIME	DAY OF THE WEEK
		Monday	Tuesday	Wednesday	Thursday	Friday
		[DATE]	[DATE]	[DATE]	[DATE]	[DATE]
Breakfast	7:00		FDCH #2
	7:30	FDCH #1			FDCH #4
	8:00			FDCH #3
	8:30
	9:00
AM Snack	9:30		FDCH #2
	10:00				FDCH #4
	10:30
	11:00			FDCH #3
Lunch	11:30
	12:00
	12:30	FDCH #1
	1:00			FDCH #4	FDCH #3
	1:30
PM Snack	2:00
	2:30		FDCH #1
	3:00				FDCH #3
	3:30	FDCH #2
	4:00
	4:30
Supper	5:00		FDCH #1
	5:30
	6:00	FDCH #2		FDCH #4
	6:30
	7:00
	7:30

We are proposing the following schedule for conducting the in-home observations during the week of [DATE X] to [DATE X].

C7. [INSTURCTION: BASED ON PRIOR CONVERSATION, IF MONITOR IS NOT REQUIRED]: Will you require a sponsor monitor to accompany our data specialist for these visits?

No[CONTINUE TO SECTION D.]
Yes[ASK]: Can you provide us with the name and contact information for the monitor(s)?

FDCH’s Name	Monitor’s Name	Monitor’s Contact Information
FDCH #1		Telephone Number: ______________ E-mail: ________________________
FDCH #2		Telephone Number: ______________ E-mail: ________________________
FDCH #3		Telephone Number: ______________ E-mail: ________________________
FDCH #4		Telephone Number: ______________ E-mail: ________________________

C8. Is a monitor required for both days of the visit, or to introduce the data collection specialist to the provider?

Monitor is needed for both days.
Monitor is needed for introduction only.
Other (Specify):___________.

[IF YES AND MONITOR IS REQUIRED]: We would like to conduct these visits from [DATE X] to [DATE X]. Is it possible for a monitor to join us on these days?

Yes[GO TO C10.]
No[GO TO C9.]

C9. What alternative dates/times can the monitor be available to escort us?

Date/Day/Time

Monitor Scheduled To Be Present During One/Both Visits

Week following target week [DATES]

What about the week of __/__/___?

Meal #1
Meal #2
Both

C10. [INSTRUCTION—IF MONITOR IS NECESSARY]: Where would it be most convenient for our data collection specialist to meet you on the days of the observation? We will not enter the home without the monitor.

At the sponsor organization’s headquarters  [CONFIRM ADDRESS]:

___________________

At the address of the first FDCH scheduled for the day.
Other: _____________________________.

D. [INSTRUCTION—IF MONITOR IS NOT NECESSARY]: I would like to confirm that since a monitor is not necessary for the in-home visit, that the data collection specialist will arrive at the address of the first FDCH scheduled for an observation.

Sponsor agrees with this.
Sponsor would like to be notified when data collection specialist arrives at the FDCH/leaves the FDCH.
Other: _______________________________.

E. To confirm our agreed-upon schedule and necessity for a monitor during the in-home observations, I will send an e-mail to you and the monitor(s) that includes the schedule discussed during this conversation later today. We ask that you review the schedule and, if there are no additional concerns, fax us the document back with your signature or initials to confirm you have been informed of the in-home observation schedule for the study.

F. [CLOSING]: I want to thank you for your time and assistance in scheduling the in-home visits. We will make every effort to minimize the possible disruption providers may experience. If you have any questions or concerns please feel free to call me toll-free at 1-800-840-8248 between 8:30 a.m. and 5:30 p.m. Again I will send an e-mail to you and the monitor(s) later today to confirm our observation agreement. Thank you again for partnering with us on this important study. Have a nice day!

F. Sponsor 3-Month Meal Claims Data Request Script

CHILD AND ADULT FOOD CARE PROGRAM (CACFP) MEAL CLAIMS ASSESSMENT
ICF International

Attn: Erika Gordon, Project Director
11785 Beltsville Drive, Suite 300
Calverton, MD 20705
Tel: (800) 840-8248

Sponsor 3-Month Meal Claims Data Request Script

A. [INTRODUCTION]: Hello, my name is ______________ from ICF International. You may recall that our company is working with the U.S. Department of Agriculture (USDA) Food and Nutrition Service (FNS) on the nationwide study focusing on meal claiming in the Child and Adult Care Food Program (CACFP). We have been in contact with you over the past several months about various data we needed for the study; I am now calling you about some additional data we would like to collect for the family day care homes (FDCHs) that have been selected to participate in the study.

I am calling today to request meal claims for a 3-month period for the FDCHs that we conducted in-home observations with several weeks ago. Do you have time now to speak with me?

Yes[GO TO SECTION C.]
No[ASK:] When would be a better time to call you back in the next few days?

CALLBACK DATE: _______________ CALLBACK TIME: _______________

B. [INTRODUCTION FOR CALLBACK]: Hello, this is ______________ from ICF International. I’m calling you back to discuss the Food and Nutrition Service (FNS) assessment of meal claiming in the Child and Adult Care Food Program (CACFP). I would like to discuss our final data request from your organization in regards to collecting monthly meal claims records for 3 months for the family day care homes (FDCHs) selected to participate in the study.

C. We would like to request sponsor-edited monthly meal claims data for the months of [MONTH X], [MONTH Y], and [MONTH Z] for the following FDCHs selected to participate in the study:

1. FDCH #1 [CONTACT NAME] ADDRESS CITY, STATE ZIP CODE	2. FDCH #2 [CONTACT NAME] ADDRESS CITY, STATE ZIP CODE
3. FDCH #3 [CONTACT NAME] ADDRESS CITY, STATE ZIP CODE	4. FDCH #4 [CONTACT NAME] ADDRESS CITY, STATE ZIP CODE

Once again, we are requesting the edited-meal claims for these providers along with the supporting documentation used to verify and edit the reimbursement meal form. Supporting documents include the daily attendance logs used to verify a child’s hours and days of attendance or other documents aside from child enrollment forms used to verify claims.

We are now asking you to provide us with the 3 months of meal claims for the selected 4 providers above by [MONTH X], 2011. Please send your information to us in care of [YOUR NAME], ICF International; 11785 Beltsville Drive, Suite 500; Calverton, MD 20705. If possible, please send it via FedEx.

When do you believe you can send the information to us? _______ [DATE INFORMATION WILL BE SENT].

D. [CLOSING]: Again, we want to thank you for your support and assistance in this study, which aims to continuously strengthen the CACFP—a common goal for FNS, sponsors, and providers. Both FNS and ICF Macro are sincerely grateful for your cooperation in this important study. If you have any questions, please call us toll-free at 1-800-840-8248. Have a nice day!

[FOLLOW-UP SCRIPT FOR DATA NOT RECEIVED]

A. Hello, this is ______________ from ICF International. I’m calling you back to discuss the Food and Nutrition Service (FNS) assessment of meal claiming in the Child and Adult Care Food Program (CACFP). We spoke last week about receiving 3 months of meal claims data for selected FDCHs your organization sponsors. We still have not received the data we have requested; I would like to know if there is anything I can do to facilitate getting the monthly meal claims.

B. Again, we would like to request sponsor-edited monthly meal claims data for the months of [MONTH X], [MONTH Y], and [MONTH Z] for the following FDCHs selected to participate in the study:

1. FDCH #1 [CONTACT NAME] ADDRESS CITY, STATE ZIP CODE	2. FDCH #2 [CONTACT NAME] ADDRESS CITY, STATE ZIP CODE
3. FDCH #3 [CONTACT NAME] ADDRESS CITY, STATE ZIP CODE	4. FDCH #4 [CONTACT NAME] ADDRESS CITY, STATE ZIP CODE

Please send us your information in care of [YOUR NAME], ICF International; 11785 Beltsville Drive, Suite 500; Calverton, MD 20705. If possible, please send us the information via FedEx.

When do you believe you can send us the information? _______ [DATE INFORMATION WILL BE SENT].

C. [CLOSING]: Again, we want to thank you for your support and assistance in this study, which aims to continuously strengthen the CACFP—a common goal for FNS, sponsors, and providers. If you have any questions please call us toll-free at 1-800-840-8248. Have a nice day!

File Type	application/msword
File Title	APPENDIX B
Author	Marta.E.Royer
Last Modified By	FLesnett
File Modified	2012-02-14
File Created	2012-02-14

Business for- & not-for profit: Sponsors & Family Day Care,

Child and Adult Care Food Program (CACFP) Improper Payment Meal Claims Assessment

Appendix B Sponsor Recruitment and Data Request Materials 2-14-2012