CACFP Characteristics - Businesses

Child and Adult Care Food Program (CACFP) Sponsor and Provider Characteristics Study

A1.3 Head Start Sponsor Instrument 092314

CACFP Characteristics - Businesses

OMB: 0584-0601

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APPENDIX A1.3

HEAD START ONLY SPONSORS



Head Start Sponsor Survey Instrument



IMPORTANT: When completing this questionnaire, please consider BOTH Head Start AND Early Head Start centers that your organization sponsors in the Child and Adult Care Food Program (CACFP). If your organization sponsors only one type of program (i.e., EITHER Head Start OR Early Head Start), base your responses on the one type.



General Characteristics of Your Organization as a CACFP Sponsor



This section asks about your organization and your relationship with the Child and Adult Care Food Program (CACFP) as well as other programs.


1. Is your organization a private nonprofit or public agency?


Private nonprofit

Public agency



2. Which of the following best describes your organization? (Check one box)


Social service agency

Head Start grantee, delegate agency, or

administering agency

Charitable organization

Local education agency

School

College or university

Religious organization

Tribal organization

U.S. Military

Other

(Please specify)



3. In what year did your organization first become a CACFP sponsor for Head Start and Early Head Start centers?


|___|___|___|___|


Don’t know



4. In October 2014, how many total Head Start and Early Head Start centers did your organization claim for CACFP?


Number of Head Start and Early

Head Start centers |___|___|___|



5. How much did your organization receive for all CACFP reimbursable meals and snacks served in Head Start and Early Head Start centers in October 2014? (Include only USDA/CACFP reimbursements. Do not include any additional state reimbursements.)


$ |___|___|___| , |___|___|___|



6. Did your organization retain any of these meal reimbursements to offset the cost of administering the CACFP for these Head Start and Early Head Start centers?


Yes

No GO TO QUESTION 7


6a. In October 2014, how much of these meal reimbursements did your organization retain to offset the cost of administering the CACFP for these Head Start and Early Head Start centers?


$ |___|___|___| , |___|___|___|


6b. Approximately what percentage of your organization’s total funding for administrative functions comes from money retained from CACFP meal reimbursements for Head Start and Early Head Start centers?


|___|___| %



7. Which of the following best describes the geographic area served by your sponsorship? (Check one box)


Part of a town or city

One or more towns or cities but not an entire

county

An entire county

A group of counties

Entire state

Other

(Please specify)



8. Approximately what percentage of the Head Start and Early Head Start centers that your organization sponsors are located in a tribal area?


|___|___|___| %


Don’t know



9. In addition to the CACFP, does your organization manage or administer any other USDA food and nutrition programs?


Yes

No GO TO QUESTION 10

9a. Which of the following USDA programs does your organization manage or administer? (Check all that apply)


National School Lunch Program

School Breakfast Program

Summer Food Service Program

Special Milk Program

Fresh Fruits and Vegetables Program

Special Supplemental Nutrition Program for

Women, Infants and Children (WIC)

Commodity Supplemental Food Program

USDA Commodities Program

The Emergency Food Assistance Program

(TEFAP)

Supplemental Nutrition Assistance Program

(SNAP) Nutrition Education

Other program

(Please specify)



10. In addition to Head Start and Early Head Start, does your organization administer or provide any services that are not funded by USDA?


Yes

No GO TO QUESTION 11


10a. Which of the following types of non-USDA funded services does your organization administer or provide? (Check all that apply)


Child care locator/finder

Child care subsidies

Child care staff training and professional

development

Technical assistance/coaching/mentoring for

quality improvement

Outside school hours program

Home visiting

Parent support and education

Nutrition and/or health education

Early intervention services (Part C for children

with or at-risk of developmental disabilities)

Community recreation program

Adult day care program

Domestic violence shelter

Food pantry or soup kitchen

Other

(Please specify)





Training and Technical Assistance Provided by Your State CACFP Agency



In this section, we are interested in training and technical assistance provided by your State CACFP Agency and on what CACFP-related topics it would be helpful to receive more training or assistance.


11. During the past 12 months, did your State CACFP Agency provide a mandatory annual training to you or anyone else on your staff?


Yes

No GO TO QUESTION 12


11a. What was the format of this training? (Check one box)


Web-based

In-person group classes or workshops

Self-study

One-on-one

Other

(Please specify)


11b. What topics were covered in this training? (Check all that apply)


CACFP meal requirements

CACFP administrative requirements

CACFP monitoring requirements

Head Start categorical eligibility guidelines

Preparing and filing monthly reimbursement

claims

Administrative reimbursement

Serious deficiencies

Maintaining confidentiality

USDA civil rights requirements

Food purchasing

Menu planning

Food preparation

Food safety/food service operations

Nutrition

Physical activity in child care

Obesity prevention

Best practices in child care

Staff wellness

Parent relations

Recognizing abuse and neglect

Other

(Please specify)


11c. How satisfied are you with this training?


Very satisfied

Satisfied

Neither satisfied nor dissatisfied

Dissatisfied

Very dissatisfied

12. During the past 12 months, has your State CACFP Agency offered you or your staff any additional training?


Yes

No GO TO QUESTION 13


12a. What was the most common format of this additional training? (Check one box)


Web-based

In-person group classes or workshops

Self-study

One-on-one

Other

(Please specify)


12b. What topics were covered in this additional training? (Check all that apply)


CACFP meal requirements

CACFP administrative requirements

CACFP monitoring requirements

Head Start categorical eligibility guidelines

Preparing and filing monthly reimbursement

claims

Administrative reimbursement

Serious deficiencies

Maintaining confidentiality

USDA civil rights requirements

Food purchasing

Menu planning

Food preparation

Food safety/food service operations

Nutrition

Physical activity in child care

Obesity prevention

Best practices in child care

Staff wellness

Parent relations

Recognizing abuse and neglect

Other

(Please specify)


12c. How satisfied are you with this additional training?


Very satisfied

Satisfied

Neither satisfied nor dissatisfied

Dissatisfied

Very dissatisfied




13. During the past 12 months, have you received any technical assistance from your State CACFP Agency?


Yes

No GO TO QUESTION 14


13a. On what topics did you receive technical assistance from your State CACFP Agency? (Check all that apply)


Menu planning/sample menus

Food vendor contracts

Staff training

Budgeting

Computer support

Other

(Please specify)


13b. How satisfied are you with the technical assistance available from your State CACFP Agency?


Very satisfied

Satisfied

Neither satisfied nor dissatisfied

Dissatisfied

Very dissatisfied



14. Are there any food, nutrition, or CACFP-related topics on which you would like to receive more training or assistance?


Yes

No GO TO QUESTION 15


14a. On what topics would you like to receive more training or assistance? (Check all that apply)


Menu planning/sample menus

Food vendor contracts

Staff training

Budgeting

Computer support

Training our CACFP sites

Networking with other sponsors in my

state

Other

(Please specify)




Electronic Systems You Use for CACFP



This section asks about any electronic systems that you use to manage your CACFP claims.


15. Does your organization have an electronic system or systems to check CACFP reimbursement claims?


Yes

No GO TO QUESTION 16


15a. Were any of the electronic systems you use for CACFP developed in house?


Yes

No


15b. Were any of the electronic systems you use for CACFP developed by your State CACFP Agency?


Yes

No


15c. Are any of the electronic systems you use commercial systems?


Yes

No GO TO QUESTION 16


15d. What are the names of the commercial electronic systems you use for CACFP? (Check all that apply)


Minute Menu

Nutrition Manager

Procare

Child Watch

ChildPlus

AccuTrack

Maggey Deluxe

Other

(Please specify)


Don’t know



CACFP Staffing



This section asks about the total number of people employed by your organization and how many of those work on the CACFP. Please do not include any or your organization’s employees who work primarily on-site at the Head Start and Early Head Start centers you sponsor.


16. How many employees (counting part- and full-time staff equally) work in your organization?


Total number of employees |___|___|___|___|


16a. How many of these employees work on the CACFP on a regular basis?


Number of employees |___|___|___|



The following questions ask about turnover of the staff who worked on CACFP on a regular basis in 2014.


17. Have any of the staff who worked on the CACFP on a regular basis in 2014 left your organization?


Yes

No GO TO QUESTION 18


17a. Approximately how many of these staff have left?


Number of staff |___|___|


17b. How many of these staff have been replaced?


Number of staff |___|___|



The next three questions ask about staff time spent on CACFP. For a typical month, please estimate the percentage of the total time spent by your staff that is spent on specific CACFP functions.


18. In a typical month, of the total time your staff spend on CACFP, approximately what percentage is spent on processing claims and reimbursements?


Less than 10%

10% - 25%

26% - 50%

51% - 75%

More than 75%



19. In a typical month, of the total time your staff spend on CACFP, approximately what percentage is spent on monitoring and training?


Less than 10%

10% - 25%

26% - 50%

51% - 75%

More than 75%

20. Does your organization’s CACFP employ anyone who has a degree or formal training in nutrition?


Yes

No GO TO QUESTION 21


20a. Are any of these individuals registered dietitians (R.D.) or registered dietitian nutritionists (RDN)?


Yes

No


Don’t know



Training Your Organization Provided for Head Start and Early Head Start Centers



In this section, we are interested in the CACFP-related training your organization provided to Head Start and Early Head Start care center staff during the past 12 months. In your responses, do not include any informal training you or your staff provided during monitoring visits or in response to individual requests for assistance.


21. During the past 12 months, did your organization provide any CACFP-related training for any of the staff at the Head Start and Early Head Start centers you sponsor?


Yes

No GO TO QUESTION 22


21a. What types of Head Start and Early Head Start center staff received your CACFP-related training? (Check all that apply)


Center administrators

Classroom staff

Food preparation staff

Nutritionists (including RDs and RDNs)

Other

(Please specify)


21b. What was the most common format that your organization used to provide CACFP training for staff? (Check one box)


Web-based

In-person group classes or workshops

Self-study

One-on-one

Other

(Please specify)


21c. Thinking about a typical Head Start and Early Head Start center that you sponsor, how many times during the past 12 months did your organization provide CACFP training for that center?


Number of times |___|___|

21d. Which of the following topics were covered in your CACFP trainings for Head Start and Early Head Start center staff? (Check all that apply)


CACFP meal requirements

CACFP recordkeeping requirements

Preparing and filing monthly reimbursement

claims

Head Start categorical eligibility guidelines

CACFP monitoring requirements

Defining serious deficiencies

Maintaining confidentiality

USDA civil rights requirements

Appeals process for serious deficiencies

Food purchasing

Menu planning

Food preparation

Food safety/food service operations

Nutrition

Physical activity in child care

Obesity prevention

Best practices in child care

Staff wellness

Parent relations

Recognizing abuse and neglect

Other

(Please specify)



Monitoring Visits



This section is about CACFP monitoring visits conducted by your organization.


22. For a typical Head Start or Early Head Start center, how many times per year does your organization usually conduct CACFP monitoring visits?


Times per year |___|___|



23. For a typical Head Start or Early Head Start center that is not a new CACFP site, how many of the visits each year are announced before the visit?


Number of monitoring visits

announced before the visit |___|___|



24. For a typical Head Start or Early Head Start center, approximately how many minutes is the average monitoring visit your organization conducts?


Number of minutes |___|___|___|




25. Which of the following are the two most important enrollment-related areas reviewed during your organization’s CACFP monitoring visits with Head Start and Early Head Start centers? (Check 2 boxes)


Child care license is current

Health and safety guidelines followed

A current enrollment record exists for each

child present, including provider's own

Children in attendance less than or equal to

licensed capacity

Food allergies documented

Other

(Please specify)



26. Which of the following are the two most important claiming and menu-related areas reviewed during your organization’s CACFP monitoring visits with Head Start and Early Head Start centers? (Check 2 boxes)


Existence and accuracy of daily attendance

records

Number of meals claimed compared to

licensed capacity

Meal counts and menus are recorded daily

5-day reconciliation

Menu exists for each meal claimed, including

infant meals

Menu production records are completed with

quantities

Infant menu complies with CACFP meal

pattern requirements

Food receipts support menu

Other

(Please specify)



27. Which of the following are the two most important meal-related areas observed and reviewed during your organization’s CACFP monitoring visits with Head Start and Early Head Start centers? (Check 2 boxes)


Observed meal meets CACFP meal pattern

requirements

Appropriate type of milk served to children

Drinking water available throughout the day

Meals served match menu

Meals and snacks served match food available

Time of day meals and snacks served

Type of meal service (family style vs. plated)

Safe food handling practices observed

Food allergies accommodated

Other

(Please specify)




28. Other than meeting CACFP monitoring requirements, what is the main reason that your organization conducts monitoring visits with Head Start and Early Head Start centers? (Check one box)


Follow-up on corrective actions taken for

deficiencies

Ensure nutritious meals and snacks are being

served

Combine training and technical assistance

with monitoring

Check in to make certain that provider is

pleased with the service provided by the

sponsor

Provider requested a sponsor visit for help

with some issue

Other

(Please specify)



29. When your organization conducts monitoring visits with Head Start and Early Head Start centers, what are the three most common deficiencies found that require corrective action? (Check 3 boxes)


Submission of false claims for reimbursement

Simultaneous participation under more than

one sponsoring organization

Non-compliance with CACFP meal pattern

Failure to keep required records

Failure to fill out menu production records

correctly

Conduct or conditions that threaten the health

or safety of a child (or children) in care

Water not available to children on request

Number of children present is more than Head

Start center’s licensed capacity

Other

(Please specify)



30. Do you serve any Head Start or Early Head Start centers where the staff do not speak English?


Yes

No GO TO QUESTION 31


30a. Does your organization conduct any monitoring visits, reviews or trainings in any languages other than English?


Yes

No




Satisfaction with State CACFP Agency



31. Please rate your level of satisfaction with your State CACFP Agency on the following factors: (Circle one number for each factor)


Factor

Very

Satisfied

Satisfied

Neither Satisfied nor Dissatisfied

Dissatisfied

Very Dissatisfied

Don’t Know

Not Applicable

a. Processing your organization’s initial application

1

2

3

4

5

-8

-9

b. Processing and payment of claims

1

2

3

4

5

-8

-9

c. Review of your organization

1

2

3

4

5

-8

-9

d. Annual contract renewal process, including budget and management plan renewal

1

2

3

4

5

-8

-9

f. Use of technology

1

2

3

4

5

-8

-9

g. Support of your organization’s use of technology for the CACFP

1

2

3

4

5

-8

-9




Sponsors’ Perceptions of the CACFP



32. The following is a list of possible benefits of the CACFP. Please rank the three benefits you consider to be the most important, with “1” being the most important, “2” being the second most important, and “3” being the third most important. (Rank 3)


Rank

CACFP provides nutritious meals to children |___|

CACFP teaches child care programs/providers

to plan and prepare nutritious meals |___|

CACFP feeds children who would otherwise

have limited access to nutritious food |___|

CACFP helps children develop healthy eating

habits |___|

CACFP keeps down the cost of child care |___|

CACFP helps parents learn the importance of

healthy eating |___|

CACFP helps child care programs stay in

business |___|

CACFP is an important part of the social safety

net for children and families |___|



33. Overall, how would you rate your burden level to meet CACFP requirements? Think of burden as the amount of time and effort you have to put into meeting the requirements.

Shape1

No burden at all

Shape2

GO TO QUESTION 38

Very low burden

Low burden

Neither high nor low

High burden

Very high burden



34. How would you rate the level of burden for your organization for performing CACFP claiming activities?


Shape3

No burden at all

Shape4

GO TO QUESTION 35

Very low burden

Low burden

Neither high nor low

High burden

Very high burden



34a. Thinking about the CACFP activities related to claiming performed by your organization, which one do you find the most burdensome? (Check one box)


Training centers on CACFP

recordkeeping requirements

Reviewing claims

Preparing and filing monthly

reimbursement claims

Awaiting payment from the state

Processing provider payments

Other

(Please specify)



35. How would you rate the level of burden for your organization to comply with CACFP menu requirements?


Shape5

No burden at all

Shape6

GO TO QUESTION 36

Very low burden

Low burden

Neither high nor low

High burden

Very high burden


35a. Thinking about the activities related to the CACFP menu requirements performed by your organization, which one do you find the most burdensome? (Check one box)


Training centers on CACFP meal

pattern requirements

Training centers on the allowable

number of daily meals and snacks

per child

Reviewing provider menus

Other

(Please specify)



36. How would you rate the level of burden for your organization for performing activities related to CACFP monitoring?


Shape7

No burden at all

Shape8

GO TO QUESTION 37

Very low burden

Low burden

Neither high nor low

High burden

Very high burden


36a. Thinking about the activities related to CACFP monitoring performed by your organization, which one do you find the most burdensome? (Check one box)


Conducting required monitoring visits

Conducting 5-day reconciliations

Following up on serious deficiencies

Other

(Please specify)

37. How would you rate the level of burden for your organization for performing CACFP recordkeeping?


Shape9

No burden at all

Shape10

GO TO QUESTION 38

Very low burden

Low burden

Neither high nor low

High burden

Very high burden


37a. Thinking about the activities related to CACFP recordkeeping performed by your organization, which one do you find the most burdensome? (Check one box)


Completing annual budget and

management plan renewal process

Utilizing automated systems

Maintaining both paper and electronic

records

Inconsistent interpretation of federal

CACFP rules

Total CACFP paperwork

Other

(Please specify)



38. Based on your experience, do you think any areas of the CACFP need to be improved?


Yes

No Thank you!


38a. What suggestions do you have for improving CACFP?






Thank you for completing the questionnaire. Please return it in the enclosed postage-paid envelope to:


CACFP Sponsor and Provider Study

Westat

1600 Research Blvd.

Rm. _____

Rockville, MD 20850




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