Appendix D.3 FNS-44 Administrative Data Request

School Meals Operations Study: State Agency COVID-19 Child Nutrition Waivers Evaluation

Appendix D.3 FNS-44 Administrative Data Request

OMB: 0584-0607

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Appendix D.3

FNS-44 Administrative Data Request

NOTE TO REVIEWER: As noted in the supporting statement, each State agency will be asked for outlet-level administrative data first. If they do not have the data available at this level, they will be asked for institution-level data. They will not be asked to provide data at both levels but both are provided here for reference.

Request for Outlet-Level FNS-44 Data

We are requesting outlet-level administrative records data based on the data your State submitted for the FNS-44, Report of the Child and Adult Care Food Program, for March through September 2020. Providing these data, along with the other administrative and survey data requested in this study, will satisfy reporting requirements in the Families First Coronavirus Response Act (FFCRA) related to the COVID-19 Child Nutrition waivers approved by FNS. This study is focused on Child Nutrition programs, and therefore, we are not requesting data on CACFP meals and snacks served in adult day care centers. We are asking States that are unable to provide outlet-level data to provide institution-level data.

Key Definitions:

An outlet is any sponsored facility, whether a day care home or sponsored center, or any independent center where meals were actually served.

An institution is any independent center or sponsoring organization of day care homes, child care centers, at-risk afterschool care centers, outside-school-hours care centers, emergency shelters, or adult day care centers which enters into an agreement with the State agency to assume final administrative and financial responsibility for program operations.

Data request

Please provide the FNS-44 Report of the Child and Adult Care Food Program data at the outlet level for March through September 2020. Table 1 at the end of this document shows all the data elements we are requesting for each outlet. Although some of these data are reported to FNS quarterly or annually, we are requesting monthly data for each section of the FNS-44 form (A through E).

Please provide the data in whatever format is easiest for you. For example, you could provide separate files for each month or a single Excel file with separate tabs for each month.

In addition to the FNS-44 data, for each outlet please provide:

  • Outlet name

  • Outlet ID number

  • Outlet city

  • Outlet zip code



  • Indicator of whether the outlet is a for-profit child care center, outside school hours child care center, Head Start center, at-risk afterschool care center, emergency shelter, Tier I day care home, Tier II all higher day care home, Tier II all lower day care home, or Tier II mixed day care home

  • Institution name

  • Institution ID number

Data delivery timeline

Please provide the data file(s) for March through September 2020 by March 31, 2021.

Data delivery and storage

We will provide a secure data transfer site to receive the data file(s). We can accept data in any standard format. We will store the data in a secure project directory where only those working with the data will have access.

Complete list of data elements requested

Table 1. Data elements requested for each outlet

Data element (monthly, March – September)

Item number on FNS-44

FNS-44 Part B

Average daily attendance

10-A, 10-B1, 10-B2

Number of CACFP operating days

Not reported on FNS-44a

FNS-44 Part C


Average daily attendance

13-A, 13-B, 13-C, 13-D, 13-E

Number of CACFP operating days

Not reported on FNS-44a

FNS-44 Part Db

Total number of lunches and suppers served during the month in each center and home receiving USDA Foods assistance

  • Child care centers

  • Cash-in-lieu assistance

  • Entitlement USDA Foods assistance

  • Day care homes

  • Cash-in-lieu assistance

  • Entitlement USDA Foods assistance







21-A

21-B



21-C

21-D

FNS-44 Part E

Number of breakfasts served

  • Free

  • Reduced

  • Paid



22-A1, 22-A2, 22-B

25-A1

28-A1

Number of lunches served

  • Free

  • Reduced

  • Paid



31-A1, 31-A2, 31-B

34-A1

37-A1

Number of suppers served

  • Free

  • Reduced

  • Paid



40-A1, 40-A2, 40-B

43-A1

46-A1

Number of snacks served

  • Free

  • Reduced

  • Paid



49-A1, 49-A2, 49-B

52-A1

55-A1

Total meals free

58

Total meals reduced

59

Total meals paid

60

FNS-44 remarks


Indicator of whether center-based site offeredc:

  • Childcare

  • Meals only

Indicator of whether home-based site offered:

  • Childcare

  • Meals only



Remarks

Remarks



Remarks

Remarks

Other information to include with all data

Outlet name

Not reported on FNS-44

Outlet ID number

Outlet city

Outlet zip code

Indicator of whether the outlet is a for-profit child care center, outside school hours child care center, Head Start center, at-risk afterschool care center, emergency shelter, Tier I day care home, Tier II all higher day care home, Tier II all lower day care home, or Tier II mixed day care home

Institution name

Institution ID number

aPlease also provide program operating days per month, if these data are available.

bExclude data elements for Part D if State agency receives only cash in lieu of USDA Foods.

cFNS memo SP-16-2020, CACFP 10-2020, SFSP 09-2020 requires that this information be provided in the remarks section of the FNS-44 for the monthly data collections beginning with March 2020 and ending with either the June 2020 report or upon the expiration of the Federally declared public health emergency due to COVID-19, whichever is earlier. We are requesting these data for March – September, if available.



Request for Institution-Level FNS-44 Data

We are requesting administrative records data based on the data your State submitted for the FNS-44, Report of the Child and Adult Care Food Program, for March through September 2020. Providing these data, along with the other administrative and survey data requested as part of this study, will satisfy reporting requirements in the Families First Coronavirus Response Act (FFCRA) related to the COVID-19 Child Nutrition waivers approved by FNS. This study is focused on Child Nutrition programs, and therefore, we are not requesting data on CACFP meals and snacks served in adult day care centers. We are asking States that are unable to provide outlet-level data to provide institution-level data.

Key Definitions:

An outlet is any sponsored facility, whether a day care home or sponsored center, or any independent center where meals were actually served.

An institution is any independent center or sponsoring organization of day care homes, child care centers, at-risk afterschool care centers, outside-school-hours care centers, emergency shelters, or adult day care centers which enters into an agreement with the State agency to assume final administrative and financial responsibility for program operations.

Data request

Please provide the FNS-44 Report of the Child and Adult Care Food Program data at the institution level for March through September 2020. Table 1 at the end of this document shows all the data elements we are requesting for each institution. Although some of these data are reported to FNS quarterly or annually, we are requesting monthly data for each section of the FNS-44 form (A through E).

Please provide the data in whatever format is easiest for you. For example, you could provide separate files for each month or a single Excel file with separate tabs for each month.

In addition to the FNS-44 data, for each institution please provide:

  • Name

  • ID number

  • City

  • Zip code

Data delivery timeline

Please provide the data file(s) for March through September 2020 by March 31, 2021.

Data delivery and storage

We will provide a secure data transfer site to receive the data file. We can accept data in any standard format. We will store the data in a secure project directory where only those working with the data will have access.

Complete list of data elements requested

Table 1. Data elements requested for each institution

Data element (Monthly, March – September)

Item number on FNS-44

FNS-44 Part A

Number of day care homes administered by sponsoring organization

6-A, 6-B, 6-C, 6-D

FNS-44 Part B

Number of outlets

  • Child care centers only

  • Day care homes only

  • Tier I

  • Tier II All Higher

  • Centers & homes

  • Tier II All Lower

  • Tier II Mixed



9-A



9-B1

9-B1



9-B2

9-B2

Average daily attendance of outlets reported on line 9

  • Child care centers only

  • Day care homes only

  • Tier I

  • Tier II All Higher

  • Centers & homes

  • Tier II All Lower

  • Tier II Mixed



10-A



10-B1

10-B1



10-B2

10-B2

Average number of CACFP operating days

Not reported on FNS-44a

FNS-44 Part C

Number of outlets

  • For-profit centers

  • Outside school-hours care centers

  • Head Start centers

  • At-risk afterschool

  • Emergency shelters



12-A

12-B

12-C

12-D

12-E

Average daily attendance of outlets reported on line 12

  • For-profit centers

  • Outside school-hours care centers

  • Head Start centers

  • At-risk afterschool

  • Emergency shelters



13-A

13-B

13-C

13-D

13-E

Average number of CACFP operating days

Not reported on FNS-44a



FNS-44 Part Db

Total number of lunches and suppers served during the month in centers and homes receiving USDA Foods assistance

  • Child care centers

  • Cash-in-lieu assistance

  • Entitlement USDA Foods assistance

  • Day care homes

  • Cash-in-lieu assistance

  • Entitlement USDA Foods assistance







21-A

21-B



21-C

21-D

FNS-44 Part E

Breakfasts

  • Free

  • Child care centers

  • All child care centers, including at-risk

  • At-risk only

  • Day care homes

  • Tier I

  • Tier II, Higher

  • Tier II, Lower

  • Reduced

  • All child care centers, including at-risk

  • Paid

  • All child care centers, including at-risk







22-A1

22-A2



22-B

22-B

22-B



25-A1



28-A1

Lunches

  • Free

  • Child care centers

  • All child care centers, including at-risk

  • At-risk only

  • Day care homes

  • Tier I

  • Tier II, Higher

  • Tier II, Lower

  • Reduced

  • Paid







31-A1

31-A2



31-B

31-B

31-B

34-A

37-A

Suppers

  • Free

  • Child care centers

  • All child care centers, including at-risk

  • At-risk only

  • Day care homes

  • Tier I

  • Tier II, Higher

  • Tier II, Lower

  • Reduced

  • Paid







40-A1

40-A2



40-B

40-B

40-B

43-A1

46-A1

Snacks

  • Free

  • Child care centers

  • All child care centers, including at-risk

  • At-risk only

  • Day care homes

  • Tier I

  • Tier II, Higher

  • Tier II, Lower

  • Reduced

  • Paid







49-A1

49-A2



49-B

49-B

49-B

52-A

55-A

Total meals free

  • All child care centers, including At-Risk

  • At-Risk child care centers only

  • Tier I day care homes

  • Tier II Higher day care homes

  • Tier II Lower day care homes



58-A1

58-A2

58-B

58-B

58-B

Total meals reduced

  • All child care centers



59-A

Total meals paid

  • All child care centers



60-A

FNS-44 remarks


Number of center-based sites that offeredc,d

  • Childcare

  • Meals only

Number of home-based sites that offered

  • Childcare

  • Meals only



Remarks

Remarks



Remarks

Remarks

Other information to include with all data

Name

Not reported on FNS-44

ID number

City

Zip code

aPlease also provide program operating days per month, if these data are available.

bExclude data elements for Part D if State agency receives only cash in lieu of USDA Foods.

cFNS memo SP-16-2020, CACFP 10-2020, SFSP 09-2020 requires that this information be provided in the remarks section of the FNS-44 for the monthly data collections beginning with March 2020 and ending with either the June 2020 report or upon the expiration of the Federally declared public health emergency due to COVID-19, whichever is earlier. We are requesting these data for March – September, if available.

dIf possible, please provide the number of centers by type (as reported in Part C item 12).



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