Profit/Non-profit Sponsors and Child Care Centers

APPENDIX C16. EXTENDED ATTENDANCE DATA REQUEST

OMB Number: 0584-XXXX

Expiration Date: XX/XX/XXXX

<DATE>

<CENTER DIRECTOR NAME>, <TITLE>

<CENTER NAME>

<STREET ADDRESS >

<CITY, STATE ZIP>

Dear < DIRECTOR NAME>:

Please know that we sincerely appreciate all of your efforts for the Erroneous Payments in Child Care Centers Study (EPICCS). Nothing we have achieved thus far would have been possible without your cooperation. EPICCS is supporting the Food and Nutrition Service’s compliance with the Improper Payments Elimination and Recovery Improvement Act (IPERIA) of 2012. These efforts will also work to improve the Child and Adult Care Food Program’s (CACFP’s) efficiency, integrity, and continuity while protecting the limited resources available to the program.

Unfortunately, the timing of our last visit to your location made it impossible to capture all of the data needed for the study’s analyses. We are contacting you now so that you can provide the missing data either electronically or as a faxed hardcopy report. The enclosed <document provides/documents provide> the specifics about the needed data. The needed data (file is/files are) briefly described below. <INSERT APPROPRIATE SUMMARY OR SUMMARIES OF NEEDED DATA FILES.>

• [Complete attendance data is needed (from July 2016 through June 2017) for <INSERT NUMBER> children for the children listed in the enclosed document titled “Extended Attendance Data Request for Children from Interviewed Households”. This document also describes the data records needed.]

• [Final meal counts are needed for <INSERT MONTH, YEAR>, which is the same month that our data collector completed meal service observations at your center. The enclosed document specifies the data needed.]

We kindly request that you submit the requested administrative data files by <DUE DATE>. Electronic Excel or CSV formatted text files can be sent via email to [email protected]. Hardcopy reports containing these data can be sent to our secured fax line at 1-844-224-2889.

Your participation in EPICCS is a crucial step in informing future legislation and regulations for the child care center component of the CACFP. This request complies with the Healthy, Hunger-Free Kids Act of 2010 regulations. Please know the information you provide will be used for research purposes only and kept private to the extent provided by law.

According to the Paperwork Reduction Act of 1995, an agency may not conduct or sponsor, and a person is not required to respond to, a collection of information unless it displays a valid OMB control number. The valid OMB control number for this information collection is 0584-XXXX. The time required for the child care center director or manager to complete this information collection is estimated to average one hour per response, including the time to review instructions, search existing data sources, gather and maintain the data needed, and complete and review the collection of information.

If you have any questions or concerns, please do not hesitate to contact us at the toll-free number 1-855-272-0058 or at [email protected]. I thank you in advance for your help and cooperation with this final EPICCS request.

Sincerely,

<ELECTRONIC SIGNATURE>

Roline Milfort, Ph.D., PMP

EPICCS Project Director

Center Name: <INSERT NAME OF CHILD CARE OR HEAD START CENTER> Center Study ID: <INSERT CENTER STUDY ID>

Sponsor Name: <INSERT NAME OF SPONSOR> Sponsor ID: <INSERT SPONSOR STUDY ID>

_________________________________________________________________________________________________________________________________

EXTENDED ATTENDANCE DATA REQUEST

1. EXTENDED ATTENDANCE DATA FOR LISTED CHILDREN

The listed children are from households sampled and interviewed for the Erroneous Payments in Child Care Centers Study (EPICCS). Identifying and contact information is extracted from EPICCS records. Please provide corrected information for any errors.

Record #	Child Name	Child Age	Meal Certification Status	Parent Name	Parent Address
1	<INSERT RECORD # 1>
2	<INSERT RECORD # 2>
3	<INSERT RECORD # 3>
4	<INSERT RECORD # 4>
5	<INSERT RECORD # 5>
6	<INSERT RECORD # 6>
7	<INSERT RECORD # 7>
8	<INSERT RECORD # 8>
9	<INSERT RECORD # 9>
10	<INSERT RECORD # 10>

Provide the attendance information for each listed child for all months between July 2016 and June 2017. For each day during those months indicate one of the following:

P = Present

NP = Not Present / Absent

PP = Present Partial-day

NA = Center was closed

CHILD NAME: ­_____________________________________ CHILD RECORD NUMBER: __________________________________

Attendance Month	Day of the Month
	1	2	3	4	5	6	7	8	9	10	11	12	13	14	15	16	17	18	19	20	21	22	23	24	25	26	27	28	29	30	31
July 2016
August 2016
September 2016
October 2016
November 2016
December 2016
January 2017
February 2017
March 2017
April 2017
May 2017
June 2017

Repeat this record for each listed child.

SPECIAL NOTES / COMMENTS:

Provide any additional comments regarding center enrollment and attendance.

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