Appendix E2 At-Risk Handbook

Appendix E2 - At-Risk Handbook.pdf

Child and Adult Care Food Program (CACFP)

Appendix E2 At-Risk Handbook

OMB: 0584-0055

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OMB #0584-0055
Expiration Date xx/xx/20xx

Appendix E2. At-Risk Handbook

This information is being collected from local government agencies and businesses (institutions)
to enable institutions wishing to participate in the Child and Adult Care Food Program (CACFP)
to submit applications to the administering agencies, execute agreements with those agencies,
and claim the reimbursement to which they are entitled by law. Section 17 of the National School
Lunch Act, as amended (42 U.S.C. 1766), authorizes the CACFP. This collection is required to
obtain or retain benefits and the Food and Nutrition Service (FNS) uses the information
collected to conduct reviews that determine whether or not institutions are observing the
requirements of the Program established by regulations and statute. In addition, the information
collection is necessary for administering agencies to monitor Program operations to ensure
compliance with legislative and regulatory requirements. Under the Privacy Act of 1974, any
personally identifying information obtained will be kept private to the extent of the 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
Office of Management and Budget (OMB) control number. The valid OMB control number for
this information collection is 0584-0055. The time required to complete this information
collection is estimated to average 36 hours per response. This burden consists of the time it takes
to review all instructions and handbooks issued by FNS and the Department to clarify or explain
existing regulations. 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 Policy Support, 1320 Braddock Place,
Alexandria, VA 22314, ATTN: PRA (0584-0055). Do not return a completed form to this
address.

OMB #0584-0055
Expiration Date xx/xx/20xx

AT-RISK
AFTERSCHOOL
MEALS GUIDE

2017

The 2017 edition of this guidance has been revised and extensively reformatted for ease of use. The
revisions to content from the 2016 version, in the pre-designed format, can be found on the USDA
FNS Summer Food Service Program web page at: http://www.fns.usda.gov/sfsp/handbooks.
In addition, throughout the text, references have been made to memoranda issued by the Food and
Nutrition Service. The numbering system may differ from your State agency.

In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations
and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering
USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or
reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.
Persons with disabilities who require alternative means of communication for program information (e.g.
Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where
they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact
USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made
available in languages other than English.
To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form,
(AD-3027) found online at: http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or
write a letter addressed to USDA and provide in the letter all of the information requested in the form. To
request a copy of the complaint form, call (866) 632-9992.

Submit your completed form or letter to USDA by:
MAIL:
U.S. Department of Agriculture
Office of the Assistant Secretary for Civil Rights
1400 Independence Avenue, SW
Washington, D.C. 20250-9410
FAX:
(202) 690-7442
EMAIL:
[email protected]
USDA is an equal opportunity provider.

REVISED APRIL 2017

CONTENTS
INTRODUCTION

PART 1: ELIGIBILITY REQUIREMENTS

PART 2: APPLYING TO PARTICIPATE IN THE PROGRAM

PART 3: MEAL PATTERNS AND FOOD SERVICE

1
2

Who Administers the Program?

Legislative History

About this Guidance

7
8

Program Eligibility

Organization Eligibility

Area Eligibility

Participant Eligibility

Licensing and Health and Safety Requirements

Questions and Answers

23
24

Application Procedures for New Institutions

Annual Information Submission Requirements
for Experienced Institutions

Changes to Participating Centers

Application Process for Institutions Participating
in Other CACFP Components

Application Process for SFSP Sponsors

Application Process for SFA's Participating in NSLP

Questions and Answers

35
37

Meal Patterns for Children

Required Meal Components

Substitutions and Accomodations

Offer Versus Serve (OVS)

Water

Food Preparation

Additional Food Service Flexibilities

Questions and Answers

PART 4: REIMBURSEMENTS

57
58 Claims for Reimbursement
58 Process for Reimbursement
59 Questions and Answers

PART 5: RECORDKEEPING AND REPORTING

61
62 Required Records
62 Record Retention
63 Reporting Requirements
64 Questions and Answers

PART 6: MONITORING

67
68 State Agency Monitoring Requirements
69 Sponsoring Organization Monitoring Requirements
72 Corrective Action
73 Appeals
73 Questions and Answers

PART 7: RESOURCES

75
83 Glossary

INTRODUCTION
The At-Risk Afterschool Meals component of the Child and Adult Care Food
Program (CACFP) offers Federal funding to Afterschool Programs that
serve a meal or snack to children in low-income areas. Reimbursement for
At-Risk Afterschool Snacks has been available since the 1990s. However,
reimbursement for At-Risk Afterschool Meals was available only in a few
States. The Healthy, Hunger-Free Kids Act of 2010 (P.L. 111-296) expanded
the availability for At-Risk Afterschool Meals to all States.
In this guide, you will find:
ELIGIBILITY REQUIREMENTS
HOW TO APPLY TO PARTICIPATE IN THE PROGRAM
MEAL PATTERNS AND FOOD SERVICE REQUIREMENTS, INCLUDING
INFORMATION ON UPDATED MEAL PATTERN REQUIREMENTS
REIMBURSEMENTS
RECORDKEEPING REQUIREMENTS
MONITORING REQUIREMENTS
•

Who Administers the Program?
The U.S. Department of Agriculture’s (USDA) Food and Nutrition Service (FNS) administers CACFP
at the national level. Within each State, the Program is administered by the State Department of
Education or another agency designated by the State.
Locally, public or private non-profit organizations that want to “sponsor” the Program apply and are
approved by the State agency to operate the Program. These sponsoring organizations (sponsors) sign
an agreement with their State agency and are responsible for overseeing the program at the sites
that they sponsor. Sponsors receive the Federal reimbursement through the State agency to cover the
administrative and operating costs of preparing and serving meals to eligible children at their Program
sites. However, centers offering an Afterschool Program are not required to work with a sponsor to
participate in CACFP. They may apply directly to the State agency and operate as an independent center.

At-Risk Afterschool Care centers provide a much-needed service to their
communities. They give children a safe place to go after school and nutritious
food that gives them the energy they need to concentrate on homework and join
their friends in physical, educational, and social activities. FNS acknowledges the
dedication and commitment of sponsors and centers to ensuring that the meals
claimed for reimbursement meet CACFP requirements, and that meal time is a
pleasant, nutritious, and sociable experience for the children in their care.

Legislative History
The first reimbursements for At-Risk Afterschool Snacks were provided through demonstration
projects beginning in 1994. Below is a brief overview of the laws that Congress has passed that have
expanded the Program over the years.
1994: The Healthy Meals for Healthy Americans Act of 1994 (P.L. 103-448) Authorized several
demonstration projects, including a project providing snacks to children, between the ages of 13 and 18, in areas
with high rates of violence or drug and alcohol abuse.

1998: The William F. Goodling Child Nutrition Reauthorization Act of 1998 (P.L. 105-336) Authorized
CACFP reimbursement for snacks to children through age 18 in Afterschool Programs in all States.

2000: The Agricultural Risk Protection Act of 2000 (P.L. 106-224) Expanded the "At-Risk Afterschool”
component of CACFP to allow reimbursement for meals for children through age 18 in Afterschool Programs
in the following States: Delaware, Pennsylvania, Michigan, and Missouri. Two additional States, New York and
Oregon, were selected by USDA on a competitive basis out of a pool of 10 applicant States.

2001: The Agriculture, Rural Development, Food and Drug Administration, and Related
Agencies Appropriations Act, 2002 (P.L. 107-76) Authorized meal reimbursement for Afterschool Programs
in Illinois.

2008: 2008 Consolidated Appropriations Act (P.L. 110-161) Authorized meal reimbursement for
Afterschool Programs in West Virginia.

2009: The Fiscal Year 2009 Omnibus Appropriations Act (P.L. 111-8) Authorized meal reimbursement for
Afterschool Programs in Maryland and Vermont.

2009: The Agriculture, Rural Development, Food and Drug Administration and Related
Agencies Appropriations Act, 2010 (P.L. 111-80) Authorized meal reimbursement for Afterschool Programs
in Connecticut, Washington D.C., Nevada, and Wisconsin.

2010: The Healthy, Hunger-Free Kids Act of 2010 (P.L. 111-296) Expanded meal reimbursement for AtRisk Afterschool Programs in all States.

PART 1

ELIGIBILITY
REQUIREMENTS
Organizations may participate in the At-Risk Afterschool Meals component
of CACFP either as an independent afterschool program or through a
sponsor. This section will explain which programs are eligible to operate
the At-Risk Afterschool Meals component of CACFP.
•

PROGRAM ELIGIBILITY

•

ORGANIZATION ELIGIBILITY

•

AREA ELIGIBILITY

•

PARTICIPANT ELIGIBILITY

•

LICENSING AND HEALTH AND SAFETY REQUIREMENTS
7

PROGRAM
ELIGIBILITY
Afterschool programs that meet the requirements below are eligible to receive reimbursement for
meals and snacks served to eligible participants. To be eligible to operate the At-Risk Afterschool
Meals component of CACFP, an Afterschool Program must:
•

Be organized primarily to provide care for children after school or on the weekends, holidays, or school vacations during
the regular school year.

•

Provide organized regularly scheduled education or enrichment activities (i.e., in a structured and supervised environment).

•

Be located in an attendance area of school where at least 50 percent or more of the children are eligible for free or reduced
price meals [7 CFR 226.2; 7 CFR 226.17a(b)].

Activities
Programs must provide educational or enrichment activities that are open to all children in an
organized, structured, and supervised environment. Although there are no specific requirements for
the types of educational and enrichment activities that a program can offer, examples include, but
are not limited to, arts and crafts, homework assistance, life skills, remedial education, organized
fitness activities, etc. Organizations should contact their State agency for assistance in determining
if an activity is eligible.

NOTE:
There is no requirement that all children receiving meals participate in the scheduled activities; the
activities just need to be available to all children.

Institutions may contract with other organizations, including a for-profit entity, to provide enrichment or educational
activities required for the Afterschool Program. However, the sponsor or independent center must retain administrative and
fiscal responsibility for the meal service. Furthermore, the sponsor or independent center must be the party that enters into
the agreement with the State agency and must assume responsibility for meeting all meal service requirements, including
ensuring that meals are served at eligible sites (CACFP 08-2012: At-Risk Afterschool Meals Component of the CACFP,
Questions and Answers, February 17, 2012).

A WORD FROM OUR SPONSORS
Target the high school population and serve suppers after school. Most high schools
have robust afterschool activities. Students often eat in a common area and then go to
their activities. The Site Coordinator (counselor or teacher) can lessen their burden by
recruiting high school students to help set up the meal service, clean tables, and put
meals away. Clubs and booster clubs are also good sources for help. Include the high
school students in the site training to include their perspective and gain input. High
school students are a hidden population, often not reaching out for help when they are
hungry, and are at high risk to go without an evening meal.

ANGELA JEPPESEN
Harvesters - The Community Food Network

Athletic Programs
Students who are part of school sports teams and clubs can receive Afterschool Snacks or Meals as
part of a broad, overarching educational or enrichment program, but the Program cannot be limited
to a sports team (Athletic Programs and Afterschool Meals, October 2, 2012).
Organized athletic programs that only participate in interscholastic or community level competitive sports (for example,
youth sports leagues such as “Babe Ruth” and “Pop Warner” baseball leagues, community soccer and football leagues, area
swim teams, etc.) may not be approved as sponsors or independent centers in the Program.
Additionally, Afterschool Programs that include supervised athletic activity may participate as long as they are “open to all”
and do not limit membership for reasons other than space, security, or licensing requirements. For example, an afterschool
police athletic league program that uses sports and recreational activities to provide constructive opportunities for
community youth could be approved to participate [7 CFR 226.17a(b)].

Special Needs Programs
At-Risk Afterschool Programs that are designed to meet the special needs of enrolled children or that have other limiting
factors may be eligible to participate. These could include programs for children who have learning disabilities or for those
who are academically gifted. Other targeted programs may be eligible as well.

Weekends, Holidays, and Vacations
Under the CACFP At-Risk Afterschool Meals component, meals and snacks may be reimbursed if they
are served on weekends or holidays, including vacation periods (for example, spring break), during
the regular school year only.
Meals and snacks served through CACFP on weekends or holidays during the school year may be served at any time of
day as approved by the State agency (CACFP 08-2012: At-Risk Afterschool Meals Component of the CACFP, Questions and
Answers, February 17, 2012).
In areas where schools operate on a year-round basis (i.e., the regularly scheduled school year is year-round), At-Risk
Afterschool Programs set up to serve children attending the year-round schools may receive reimbursement for meals and
snacks through the CACFP all year [7 CFR 226.17a(b)(i)].

Summer Programs
At-Risk Afterschool Programs that wish to continue operation over the summer months when
school is not in session may be eligible to receive reimbursement for meals and snacks through the
Summer Food Service Program (SFSP).
Both organizations and communities benefit when meals are offered to children in low-income communities year-round by
participating in both At-Risk Afterschool Meals and SFSP. Organizations benefit from having the ability to hire year-round
staff, a continuous flow of reimbursements providing additional financial stability, and recognition in the community as a
stable source of services. Communities benefit by having a partner that provides year-round nutrition services for children
and brings increased Federal funds into the local economy. Flexibilities are available to CACFP institutions wanting to
participate in SFSP (CACFP 03-, SFSP 06-2014, Available Flexibilities for CACFP At-Risk Sponsors and Centers Transitioning
to Summer Food Service Program). Please contact your State agency for more information about SFSP or visit the FNS
webpage at http://www.fns.usda.gov/sfsp/summer-food-service-program.

A WORD FROM OUR SPONSORS
If you tread water, you are going to sink, but if you look for opportunities to grow you’ll
thrive. In 1991, we started with Summer Food Service Program (SFSP) and have since
expanded into CACFP At-risk Afterschool Meals. Participating in both Programs allows
us to stay engaged and communicating with other organizations all year long. Plus the
kids that are used to participating in the summer sites are going to those same sites after
school, so it provides a seamless transition for the children we serve and their families.

RANDY MOENS
Fresno Economic Opportunity Commission

ORGANIZATION
ELIGIBILITY
At-Risk Afterschool Programs that meet the above requirements must also be operated by an
eligible organization to receive reimbursement. Eligible organizations must meet State and/or local
licensing or health and safety standards and be operated by one of the following:
•

public agencies such as schools or city governments

•

tax-exempt nonprofit organizations

•

for-profit centers that meet the requirements described below,

•

are currently participating in another Federal program requiring nonprofit status [7 CFR 226.17a(a)(iv)].

For Profit Centers
A for-profit child care center may receive reimbursement for the At-Risk Afterschool Meals
component of the CACFP if meets the Program eligibility requirements discussed above, and is
eligible to participate in CACFP through its traditional child care center. As with the CACFP child care
component this means at least 25 percent of the children served by the for profit center through its
traditional child care component are:
•

eligible for free or reduced price meals based on their family income; or

•

receive benefits under title XX of the Social Security Act and the center receives compensation under title XX

This 25 percent threshold is based on the center’s enrollment or the licensed capacity, whichever is less. It is calculated
during the calendar month preceding application for Program participation. In addition, in order to claim reimbursement in
any calendar month, the center must meet the 25 percent threshold in that month (for more information see definition of a
for-profit center in 7 CFR 226.2).
In determining a for-profit center’s eligibility for At-Risk Afterschool Meals reimbursement, only the enrollment and/or
licensed capacity of the traditional child care component of the center may be considered in calculating whether the center
meets the 25 percent criterion.

EXAMPLE
A for-profit child care center located in a school attendance area where more than 50 percent
of the children are eligible for free or reduced prices meals. This for-profit center has 32 preschool children enrolled for care, and also operates an afterschool program for school-age
children. The center would be able to claim reimbursement through CACFP for meals served
under the traditional child care component and for afterschool snacks, in any month in which
at least 8 of the 32 pre-school children are eligible for free or reduced price meals or are title
XX recipients. The school age children who only participate in the afterschool programs cannot
be used in the calculation.

Traditional Child Care Centers
While the At-Risk component of CACFP is primarily geared towards non-traditional child care centers such as drop in
Afterschool Programs, traditional child care centers already participating in CACFP also may participate. In this situation,
children would attend the center after their school day or on weekends, holidays, or school vacation. Children who do not
attend school would continue to participate in the traditional CACFP meal service provided by the center, even during the
“afterschool” hours.
Centers operating both the traditional and At-Risk components of the CACFP may only claim a total of two meals and one
snack or one meal and two snacks, per child per day, including the afterschool snack or meal [7 CFR 226.17a(k)].

Schools
Many afterschool programs are operated by school food authorities (SFAs) at school sites. There are
existing policies in place to streamline At-Risk Afterschool Meal participation for SFAs (See Section
F of this Part).
A school that operates longer than the traditional school day may be eligible for At-Risk Afterschool Meal reimbursement,
provided that it operates a school day that is at least one hour longer than the minimum number of school day hours
required for the comparable grade levels by the local educational agency in which the school is located (CACFP 01-2011:
Eligibility of Expanded Learning Time Programs for Afterschool Snack Service in the National School Lunch Program (NSLP)
and the Child and Adult Care Food Program (CACFP), January 21, 2011).

Other Programs
Generally, afterschool programs that serve only residential children (with the exception of homeless shelters) are not
eligible to participate in CACFP. However, a residential facility may be eligible to serve At-Risk Afterschool Meals if it has
non-residential care programs and these programs offer afterschool education and enrichment programs for nonresidential
children (CACFP 08-2012: At-Risk Afterschool Meals Component of the CACFP, Questions and Answers, February 17, 2012).

A WORD FROM OUR SPONSORS
Tips for expanding your reach:
•

Churches do more than host summer programs. Work with your local places of worship to set up weeknight
feeding sites in conjunction with their mid-week programs. Many of them are looking for ways to provide a
free meal to youth.

•

Libraries are more than books. Libraries provide safe places for kids and teens, offering after school
programming such as tutoring and reading help. Work with your local library to provide Afterschool
Snacks or Meals.

•

Partner with your local Kiwanis, Masons, PTA and other non-profit and civic groups to spread the word
about Afterschool Meals and to find resources for activities.

ANGELA JEPPESEN
Harvesters - The Community Food Network

AREA ELIGIBILITY
As noted above, to be eligible to participate in the At-Risk Afterschool Meals component of CACFP,
a Program must be located in an eligible area.
This means that the site is located in the attendance area of a public school (an elementary, middle, or high school) where
at least 50 percent of the students are eligible for free or reduced price meals under the National School Lunch Program
(NSLP). This is referred to as “area eligibility.” State agencies have current area eligibility data for all public schools to help
determine if a site is area eligible [7 CFR 226.17a (i)].

EXAMPLE
If a Boys and Girls Club is located in the attendance area of a high school with less than 50
percent free or reduced price enrollment but is also in the attendance area of a middle school
where 50 percent or more of the enrolled children are certified as eligible for free or reduced
price meals, then the Boys and Girls Club At-Risk Afterschool Program would be area eligible.

NOTE:
Only data from appropriate neighborhood school(s) may be used to establish a site’s area eligibility; district
wide data may not be used. This also applies to districts that elect the Community Eligibility Provision
(CEP). See #3 in the Questions and Answers section of this part for more information on CEP.

Area eligibility determinations must be based on the total number of children approved for free and reduced-price school
meals for the preceding October, or another month designated by the NSLP State agency. State agencies have the discretion
to use school data from a more recent month in the school year to establish eligibility for an otherwise ineligible location
(SP08 CACFP04 SFSP03-2017: Area Eligibility in Child Nutrition Programs, December 1, 2016) A site’s area eligibility
determination made under CACFP is valid for 5 years [7 CFR 226.17a(i)(3)].

EXAMPLE
If a site is determining area eligibility in August 2014, the most current October data would
be October 2013. However, if data from October 2013 did not establish eligibility, but data
from March 2014 did, the State would have the discretion to use the March data to establish
eligibility. In both cases, eligibility would continue through August 2019.

Organizations should contact the State agency that administers the CACFP to obtain free and reduced price school
enrollment data. NSLP State agencies are required to provide to the CACFP State agency a list of area eligible schools each
year [7 CFR 210.19(f)].

NOTE:
Area eligibility based on school data as described above is the ONLY method for establishing site eligibility.
Census data may not be used to determine area eligibility in the At-Risk Afterschool Meals component of
CACFP. Sites also may not collect participant income information to establish eligibility.

If an Afterschool Program is not area eligible, it may qualify to participate in CACFP as an Outside School Hours Care Center
(OSHCC). OSHCCs, like At-Risk Afterschool Care centers, provide organized nonresidential child care services to children
during hours outside of school. Please see attachment for information about the differences between OSHCCs and At-Risk
Afterschool Care centers (CACFP 08-2012: At-Risk Afterschool Meals Component of the CACFP, Questions and Answers,
February 17, 2012).

Private and Charter School Data
Because most private schools (and some charter and magnet schools) do not have defined attendance areas, generally
private school free and reduced price enrollment data may not be used to determine area eligibility. However, if an At-Risk
Afterschool Program site is located in a private school, then that site may use the free and reduced price enrollment data
for that private school, or free and reduced price enrollment data for the public school attendance areas in which the private
school is located, to qualify as an area eligible site.
In areas that do not have specific assigned schools but allow children to enroll in any of the area schools, At-Risk
Afterschool Programs located in school buildings should use the free and reduced price enrollment data from the school
they are located in to determine area eligibility. FNS will work with State agencies on a case-by-case basis to determine the
area eligibility of At-Risk Afterschool Programs operating in non-school sites in areas with unassigned attendance areas
(CACFP 08-2012: At-Risk Afterschool Meals Component of the CACFP, Questions and Answers, February 17, 2012).

Busing
If an At-Risk Afterschool Program is located in an area that has mandated busing of students, site
eligibility based on school data may be determined using one of two methods. Eligibility may be
based on the enrollment data obtained for the:
•

School the children attend and are bused to, or

•

School the children would have attended were it not for the school’s busing policy (the neighborhood school
where the children live).

A site may be determined area eligible in situations as described above only if the SFA can document the percentage of
children eligible for free and reduced-price meals at each school before and after students are reassigned. The same
method of determining site eligibility must be used for all sites participating under that program sponsor to avoid duplicate
counting (CACFP 02-2011: Effects of Busing on Area Eligibility in Child and Adult Care Food Program, December 6, 2010).

Emergency Shelters
Emergency shelters are not required to prove that they are located in a low-income area to participate in the At-Risk
Afterschool Meals component of CACFP. Emergency shelters that operate Afterschool Programs with education or
enrichment activities for homeless children and youth during the school year may participate without regard to location
[7 CFR 226.2 Definitions].

PARTICIPANT
ELIGIBILITY
At-Risk Afterschool Programs may claim reimbursement only for meals and snacks served to children who participate in
an approved Afterschool Program and who are age 18 or under at the start of the school year. Programs may be either
drop-in or enrolled. There is no requirement that all children receiving meals participate in the scheduled activities, but
children should remain onsite while consuming the meal. Reimbursement also may be claimed for participants who turn
age 19 during the school year [7 CFR 226.17a (c)]. There is no age limit for persons with disabilities [7 CFR 226.2 Definitions].
Federal law has no minimum age for At-Risk participants. Meals and snacks served to children who are enrolled in
preschool, Head Start, Even Start, etc., and who are participating in an eligible Afterschool Program are eligible
for reimbursement.

EXAMPLE
Serving lunch to children after half-day kindergarten or half-day Head Start Program is
allowable through the At-Risk Afterschool Meals component of CACFP because their school
day has ended. However, before approving an institution to operate a program, States should
ensure that the same children who are receiving lunch in the At-Risk Afterschool Program are
not being served lunch in school as well.

Although the At-Risk Program is available to children of all ages, there is no requirement that each facility must serve the
full age range of eligible children. For example, a Program could operate at a high school and serve only high school age
students (CACFP 08-2012: At-Risk Afterschool Meals Component of the CACFP, Questions and Answers, February 17, 2012).

LICENSING AND HEALTH AND SAFETY

REQUIREMENTS
Federal law does not require licensing for centers participating in the At-Risk Afterschool Meals
component of CACFP. However, States or local jurisdictions may require licensing. If there is no State
or local requirement for licensing, then Afterschool Care Programs must meet State or local health and
safety standards (CACFP 05-2015: Health and Safety Inspection Requirements, December 10, 2014).
Organizations should check with their CACFP State agency to determine the requirements they must meet to participate in the
At-Risk Afterschool Meals Program in their community [7 CFR 226.17a(d)].
Schools that participate in the NSLP or School Breakfast Program (SBP) do not have to meet any additional health and
safety requirements to participate in the At-Risk Afterschool Meals component of CACFP (CACFP 15-2012: Health and Safety
Standards for Outside-School-Hours Care Centers (OSHCCs) and At-Risk Afterschool Care Centers, May 1, 2012).

Questions
and answers
1

IF AREA ELIGIBILITY WAS
DETERMINED BY A SCHOOL
THAT CLOSES, MAY CENSUS DATA BE
USED INSTEAD?

HOW IS AREA ELIGIBILITY
DETERMINED FOR AT-RISK PROGRAMS
LOCATED IN SCHOOL DISTRICTS THAT HAVE
ELECTED THE COMMUNITY ELIGIBILITY
PROVISION (CEP)? ARE ALL SCHOOL
BUILDINGS CONSIDERED OVER 50 PERCENT?

No. CACFP regulations require that, except for emergency
shelters, At-Risk Afterschool Programs must be located
in the attendance area of a public school (an elementary,
middle, or high school) where at least 50 percent of the
students are eligible for free or reduced price meals
under the NSLP. However, school data is valid for a period
of five years, so, once a center qualifies based on school
data, it would be eligible for the remainder of the fiveyear period even if the school closes during that period.

For the purposes of determining area eligibility for
CACFP and SFSP, district-wide CEP determinations may
not be used. CACFP and SFSP require area eligibility
determinations to be made on the basis of individual
schools [7 CFR 226.2 Definitions, 7 CFR 225.2 Definitions].
Although an entire school district may elect CEP, there may
be schools within the school district that fall below the 50
percent free and reduced price meals threshold required
for CACFP and SFSP.

I RUN AN AFTERSCHOOL PROGRAM
THAT IS NOT IN AN ELIGIBLE AREA,
BUT 50 PERCENT OF THE CHILDREN I
SERVE RECEIVE FREE AND REDUCED PRICE
SCHOOL MEALS. IS MY CENTER ELIGIBLE TO
PARTICIPATE IN THE PROGRAM?

As required by §7 CFR 210.9(b), SFAs must provide
the NSLP State agency with a list of schools under its
jurisdiction in which 50 percent or more of enrolled
children have been determined eligible for free or reduced
price meals as of the last operating day the preceding
October. If a school district has elected CEP, the NSLP
State agency is still required to provide individual school
data to the CACFP State agency. Because the 1.6 multiplier
is intended to provide an estimate of the total number
of students eligible for free and reduced price meals in
the eligible schools, the product of the identified student
percentage multiplied by 1.6 is the percentage that will be
used for area eligibility purposes for CACFP and SFSP (SP
19-2016: Community Eligibility Provision: Guidance Q&As,
December 14, 2015.)

CAN A SCHOOL SYSTEM
PARTICIPATING IN BOTH THE SBP
AND NSLP AND THE AT-RISK COMPONENT
OF THE CACFP RECEIVE REIMBURSEMENT
UNDER CACFP FOR A MEAL AND SNACK
SERVED TO CHILDREN WHO ALSO RECEIVED
BREAKFAST AND LUNCH UNDER THE SBP
AND NSLP?
Yes. Based on the nature of the At-Risk Afterschool
Meals component of CACFP, the expectation is that most
of the participating children attend school and receive
free and reduced price meals. With that in mind, schools
that serve children meals through NSLP are eligible for
reimbursement for a meal and a snack served to children
in an at-risk afterschool program through CACFP.
However, schools may not serve children an afterschool
snack through NSLP and then serve those same children
an additional snack through CACFP.

ARE THERE ANY RESTRICTIONS
ON AFTERSCHOOL PROGRAMS
SWITCHING FROM CACFP AT-RISK DURING
THE SCHOOL YEAR TO THE SFSP DURING
THE SUMMER WHEN SCHOOL IS NOT
IN SESSION?
Generally, programs that participate in CACFP At-Risk
during the school year would be eligible to continue
to serve those children who are age 18 or under through
SFSP during the summer when school is not in session,
subject to approval of their SFSP application by the
State agency.
However, a traditional child care center that also serves
At-Risk Afterschool Meals (i.e., the center has enrolled
pre-school children in care during the day, but also
serves At-Risk Afterschool Meals to school-age children)
must comply with FNS Instruction 782-4, rev. 3. This
instruction states that traditional child care centers
may only claim some or all of their meals under SFSP
during the summer when there is a substantial change in
Program activities or a significant increase in enrollment.
Institutions approved to participate in both the CACFP
and the SFSP must ensure that the same children are not
served meals in both Programs, and separate records
must be kept for each Program.

If a traditional child care center did not substantially
change its activities or significantly increase its
enrollment during the summer months, it could only
receive reimbursement through SFSP for meals served
to children who participate in the Afterschool Program
during the school year. Such a center would receive free,
reduced price, and paid reimbursement through CACFP
for all other children enrolled for care (through the age
of 12).
Per FNS Instruction 782-4, rev. 3, the determination to
either approve the institution for participation in both the
CACFP and SFSP or solely for the CACFP should be based
on the institution’s Program objectives.

DO AT-RISK CENTERS HAVE TO
CHOOSE WHICH MEAL THEY WILL
SERVE OR CAN THEY SERVE DIFFERENT
MEALS TO DIFFERENT GROUPS OF
CHILDREN OR ON DIFFERENT DAYS?
At-Risk centers may serve up to one meal and one snack
per child per day. This could be any meal and they may
serve different meals on different days or to different
groups of children. For example, a site could serve lunch
and a snack to children who attend half-day kindergarten
and then serve a snack and supper to older children who
attend a full day of school.

CAN AN AT-RISK AFTERSCHOOL
PROGRAM CHARGE “TUITION,”
SIMILAR TO A TRADITIONAL CHILD
CARE CENTER?
Similar to non-pricing child care centers, there may be
a fee for the care provided or a “tuition” charge, but there
can be no separate charge for the food service. Although
the regulations do not specifically prohibit or specifically
authorize tuition charges, should the State agency
encounter a situation where a substantial participation
fee is being charged that might adversely affect the
ability of needy children to participate, the State
agency will consult with their Regional Office prior
to approving participation.

PART 2

Applying to
Participate in
the Program
This section provides information on the application process for
participation in the At-Risk Afterschool Meals component of CACFP.
•

APPLICATION PROCEDURES FOR NEW INSTITUTIONS

•

ANNUAL INFORMATION SUBMISSION REQUIREMENTS
FOR EXPERIENCED INSTITUTIONS

•

CHANGES TO PARTICIPATING CENTERS

•

APPLICATION PROCESS FOR INSTITUTIONS PARTICIPATING
IN OTHER CACFP COMPONENTS

•

APPLICATION PROCESS FOR SFSP SPONSORS

•

APPLICATION PROCESS FOR SFA'S PARTICIPATING IN NSLP
23

APPLICATION
PROCEDURES FOR
NEW INSTITUTIONS
Organizations must submit an application (written or electronic) to the State agency to participate
in the At-Risk Afterschool Meals component of CACFP. Applicants must describe how they meet the
eligibility criteria. The State agency will do a pre-approval visit of private nonprofit and for-profit
institutions to confirm the information in the application and to further assess the institution’s ability
to manage CACFP [7 CFR 226.6(b)(1)]. State agencies may waive the requirement for pre-approval
visits for centers that operated as SFSP sites (CACFP 12-2013: Transitioning from the Summer Food
Service Program to the Child and Adult Care Food Program At-Risk Afterschool Meals, May 31, 2013).

THE FOLLOWING COMPONENTS MUST BE INCLUDED
IN A NEW INSTITUTION'S APPLICATION:
CONFIRMATION OF AREA
ELIGIBILITY OF CENTERS

MANAGEMENT PLAN
Sponsors must submit a management plan
that includes:

Sponsors must submit a list of all applicant
afterschool centers and documentation
showing that the centers are located in
eligible areas. Independent centers also must
provide documentation that they are located
in an eligible area [7 CFR 226.17a(e)].
Applicant organizations should contact
the State agency that administers CACFP
to obtain free and reduced price school
enrollment data for proof of area eligibility.
NSLP State agencies are required to provide
to the CACFP State agency a list of area
eligible schools each year.

•

Detailed information on the organization’s
management and administrative structure.

•

An administrative budget that includes
projected CACFP administrative earnings and
expenses and demonstrates the institution’s
ability to manage Program funds.

•

Sponsors’ budgets may not have
administrative costs higher than 15
percent of the year’s estimated meal
reimbursements. States may waive this
limit, but waivers should only be granted
if the sponsor provides justification that
it needs Program funds in excess of 15
percent, and the State agency is convinced
that the institution will have adequate
funding to provide high quality, nutritious
meals and snacks.

•

A list or description of the staff assigned
to Program monitoring.

•

The procedures that the organization will
use to administer the Program and that
sponsors will use to disburse payments
to sponsored child care facilities
[7 CFR226.6(b)].

PREFERENCE FOR USDA FOODS/
CASH IN LIEU OF USDA FOODS
The USDA donates foods to States and States
make those foods available to institutions.
Institutions must indicate in their application if
they prefer USDA Foods or cash in lieu of USDA
Foods. Each year, State agencies must provide
institutions with information about foods that
will be available that year. This information is
provided to the State agency by FNS [7 CFR
226.6(h)].

PROVIDING BENEFITS TO UNSERVED
FACILITIES OR PARTICIPANTS
Sponsoring organizations must show
documentation indicating that they meet their
State’s criteria for ensuring delivery of benefits
to otherwise unserved facilities or participants.

NOTE:

INELIGIBILITY FOR OTHER PUBLICLY FUNDED
PROGRAMS

SFAs that are already successfully participating
in the NSLP are not required to submit a
separate management plan or budget (CACFP
04-2013: Streamlining At-Risk Afterschool Meal
Participation for the School Food Authorities,
November 28, 2012). Additionally, management
plans are not required as part of the application if
the institution intends to sponsor only one facility
(CACFP 11-2007: Accommodations for NonTraditional Program Operators, July 3, 2007).

If an institution or any of its principals are
included on the CACFP National Disqualified List
(NDL) or have been declared ineligible for any
other publicly funded program for violating that
program’s requirements, States must deny their
application.

DOCUMENTATION OF LICENSING/
APPROVAL
All sites must show that they meet State or
local licensing requirements, if applicable.
If there are no State or local licensing
requirements, sites must show that they meet
local health and safety standards [7 CFR
226.17a(d)].
DOCUMENTATION OF TAX-EXEMPT STATUS
All private nonprofit institutions must provide
documentation of their tax-exempt status
under the Internal Revenue Code of 1986 [7
CFR 226.6(b)].
25

•

So that States can make this determination,
institutions must submit:

•

A statement listing the publicly funded
programs in which the institution and its
principals have participated during the past
7 years; and

•

A certification that during the last 7 years,
neither the institution nor its principals have
been declared ineligible to participate in any
other publicly funded program by reason of
violating that program’s requirements; or

•

Instead of certification, an institution may
provide documentation that it was later
reinstated or determined eligible for the
program, including the payment of any
debts owed.

COMPLIANCE WITH PERFORMANCE
STANDARDS

INFORMATION ON CRIMINAL CONVICTIONS
If an institution or any of its principals have
been convicted of any activity related to lack of
business integrity in the past 7 years, a State
agency may not approve the application. A lack
of business integrity includes fraud, antitrust
violations, embezzlement, theft, forgery,
bribery, falsification or destruction of records,
making false statements, receiving stolen
property, making false claims, obstruction of
justice, or any other related activity as defined
by the State.

An applying institution must demonstrate
that it can comply with the following
performance standards:
•

Financial viability and financial
management:
•

•

CERTIFICATION OF TRUTH IN APPLICATION
AND SUBMISSION OF NAMES AND ADDRESS
Institutions must certify that all information
on the application is true and correct, along
with the name, mailing address, and date of
birth of the institution’s executive director and
chairman of the board of directors.

•

OUTSIDE EMPLOYMENT POLICY

•

BOND

•

Sponsors must submit a bond, if required
by State law, regulation, or policy.

Institutions must demonstrate that they
have the financial resources to operate
the Program on a daily basis and
adequate funds to withstand temporary
interruptions in Program payments and/
or fiscal claims.
Costs in the institution’s budget must
be necessary, reasonable, allowable,
and appropriately documented.

Administrative capability:
•

Sponsors must submit an outside employment
policy restricting other employment by
employees that interferes with an employee’s
performance of Program duties and
responsibilities.

Institutions must document that
participation will help ensure the
delivery of benefits to otherwise
unserved facilities or participants.

Institutions must have an adequate
number and type of qualified staff.
Sponsors must employ enough staff to
meet the monitoring requirements
(one full-time staff person for each
25-150 centers it sponsors) [7 CFR
226.16(b)(1)].
Sponsors must have written
policies and procedures that assign
responsibilities and duties, and
ensure compliance with civil rights
requirements.

•

Program accountability:
•

•

Nonprofit institutions must have adequate
oversight by the governing board of
directors.
The institution must have a financial
system with management controls in
writing. For new sponsors these written
policies must ensure:
–

–

•

Fiscal integrity and accountability for
all funds and property received, held,
and disbursed.

–

Integrity and accountability of all
expenses incurred.

–

That all claims will be processed
accurately, and in a timely manner.

–

That funds and property are
safeguarded and used, and
expenses incurred, for authorized
Program purposes.

–

That a system of safeguards and
controls is in place to prevent and
detect improper financial activities
by employees.

–

Institutions must maintain records to
document compliance with Program
requirements, including budgets,
accounting records, approved budget
amendments, and for sponsors,
management plans.

–

Provide meals that meet meal
pattern requirements.
Comply with any licensing and health
and safety requirements.
Have a food service that complies
with applicable State and local
health and sanitation requirements.
Comply with civil rights
requirements.
Maintain complete and appropriate
records on file.
Claim reimbursement only for
eligible meals.

NON-DISCRIMINATION STATEMENT AND
MEDIA RELEASE
Sponsors and independent centers must submit
a non-discrimination policy statement (see Page
2 for language) and a media release announcing
the availability of meals and snacks at no charge
unless the State agency has issued a statewide
media release on behalf of all institutions [7 CFR
226.6(b)].

New sponsors must document in their
management plan that they will:
–

Independent centers and sponsored
facilities must have practices in
place to ensure that the meal service,
recordkeeping, and other Program
requirements are performed properly.
These practices must be documented in
the application of independent centers
or the sponsor management plans and
must document that centers will:

Provide adequate and regular training
of staff and sponsored centers.
Perform monitoring to ensure
centers are appropriately operating
the Program.
Have a system in place to ensure
that administrative costs funded
from the Program do not exceed 15
percent of estimated or actual meal
reimbursements.

State Agency Review of Applications
The State agency must determine the eligibility of each At-Risk Afterschool Program based on the information included in
the application. The State agency also must determine the area eligibility of independent At-Risk Afterschool Care centers [7
CFR 226.17a (f)].
State agencies must notify institutions in writing if they have been approved to participate in the Program within 30 days of
receipt of a complete application [7 CFR 226.6(b)].

Agreement
Once the State agency has approved an organization’s application, the State agency and the sponsor
or independent center will enter into a permanent agreement. The agreement must describe the
approved At-Risk Afterschool Care Program(s) and list the approved facilities. The agreement also
must require the institution to comply with applicable requirements.
Although the agreement is permanent, it may be terminated for cause by the State agency if the institution does not comply
with Program requirements (CACFP 07-2011: Child Nutrition Reauthorization 2010: Permanent Agreements in the Summer
Food Service Program and the Child and Adult Care Food Program, January 14, 2011).
State agencies that administer more than one Child Nutrition Program are required to enter into a single agreement with
SFAs that operate more than one Child Nutrition Program [7 CFR 225.6(e)].

EXAMPLE
If an SFA is already participating in NSLP and wishes to offer the At-Risk Afterschool meals
component of CACFP, the State agency could simply add an addendum to the existing
agreement (CACFP 04-2013: Streamlining At-Risk Afterschool Meal Participation for School
Food Authorities, November 28, 2012).

State agencies are also strongly encouraged to enter into a single agreement with other sponsors operating more than
one Child Nutrition Program, including SFSP. Therefore, if the same State agency administers both CACFP and SFSP, SFSP
sponsors interested in offering Afterschool Meals through CACFP during the school year are required only to sign an
addendum to the existing SFSP agreement. In States where CACFP and SFSP are administered by different State agencies,
sponsors must enter into an agreement with both State agencies. However, the State agencies are encouraged to work
together to share information and streamline the agreement process.

ANNUAL INFORMATION SUBMISSION REQUIREMENTS

for Experienced
Institutions
As a result of the passage of the Healthy, Hunger-Free Kids Act of 2010, renewing institutions are no
longer required to submit renewal applications on a periodic basis. Instead, renewing institutions are
required to annually provide:
•

Updated licensing information for each independent center and facility participating in CACFP (the State may choose to
get this information directly from the State licensing agency).

•

Certification that any information previously submitted to the State is current (see CACFP 19-2011: Child Nutrition
Reauthorization 2010: Child and Adult Care Food Program Applications, April 8, 2011, for a prototype certification).

•

For sponsors, a budget for the upcoming year and, if required by the State agency, a budget for independent centers.

•

A media release announcing the availability of meals and snacks at no charge to the institution’s attendance area
(unless the State chooses to issue a statewide media release).

•

Area eligibility data for each new center (or centers whose five-year qualification period is expiring), which may include
the most recent free and reduced-price school data and attendance area information which it has obtained, or verified
with the appropriate school officials to be current, within the last school year [7 CFR 226.17a (g)].

CHANGES TO
PARTICIPATING
CENTERS
Independent centers or sponsors must notify the State agency of any substantive changes to the At-Risk Afterschool
Program, including changes to existing sites, contact information, and key staff. Sponsors that want to add new AtRisk Afterschool centers must provide the State agency with information indicating that the new centers meet Program
requirements, including area eligibility [7 CFR 226.17a (h)]. These centers must be approved by the State agency before
claims may be submitted.

APPLICATION PROCESS FOR

Institutions
Participating
in Other CACFP
Components

If an institution is already participating in CACFP and wants to add At-Risk Afterschool Meals and/or Snacks, the agreement
with the State agency must be amended to reflect this additional meal service and its requirements.

APPLICATION PROCESS FOR

SFsp sponsors

A streamlined process that eliminates duplicative application requirements is in place for SFSP
sponsors in good standing that wish to apply to participate in CACFP for the first time. Sponsors
considered in good standing are those that are not currently seriously deficient in their operation of
the SFSP.
Because SFSP sponsors are already familiar with operating a Child Nutrition Program, they are not required to provide
documentation that they have practices in place to ensure that the meal service, recordkeeping, and other Program
requirements are performed properly. Successful operation of SFSP provides evidence of this performance standard.
Management plans are not required as part of the CACFP application unless the institution intends to sponsor more than one
facility. In addition, At-Risk Afterschool centers are afforded latitude with regard to budgets. The level of budgetary detail
requested should be commensurate with the size and scope of the applicant.

CACFP sponsoring organizations are required to provide documentation indicating that they meet their State’s criteria for
ensuring delivery of benefits to otherwise unserved facilities or participants. Because States already have a priority system
in place for selecting SFSP sponsors to eliminate an overlap in service, States generally need not require existing SFSP
sponsors applying to participate in CACFP to provide any further documentation of providing benefits to unserved facilities
or participants. Additionally, the following are required for participation in SFSP and therefore are not required to be
produced as part of the CACFP application process:

•

Confirmation of Area Eligibility of Centers: SFSP sites that establish area eligibility through the use of school data may
use their area eligibility determination for SFSP and CACFP Afterschool Meals for a period of five years. There is no
need to re-establish area eligibility for CACFP. However, because area eligibility for CACFP At-Risk Afterschool Meals
must be based on school data, SFSP sites that established eligibility using census data or based on income eligibility
forms (IEFs) must provide additional documentation indicating that they are area eligible based on school data.

•

Non-discrimination Statement: SFSP sponsors are not required to resubmit a non-discrimination policy statement to
participate in the CACFP.

•

Media Release: If the media release submitted for SFSP indicated that the sponsor offers year-round meal services, an
additional media release for CACFP is not required.

•

Health and Safety Inspections: Where the State or local health and safety inspection standards for At-Risk Afterschool
centers and SFSP feeding sites are the same, CACFP State agencies may accept documentation of a current inspection
obtained by a sponsor for SFSP.

•

Documentation of Tax-exempt Status: Private nonprofit organizations are not required to resubmit documentation of
tax exempt status for CACFP when such documentation was submitted for purposes of participation in SFSP.

These simplifications are easiest to implement when the same State agency administers both the CACFP and SFSP.
However, in States where the CACFP and SFSP are administered by separate agencies, FNS has encouraged the CACFP and
SFSP State agencies to collaborate and share information where applicable to continue to streamline participation (CACFP
12-2013: Transitioning from the Summer Food Service Program to Child and Adult Care Food Program At-risk Afterschool
Meals, May 31, 2013).

APPLICATION PROCESS FOR

SFAs
Participating
in NSLP

The requirements for SFAs that provide Afterschool Meals are more flexible because they are already operating another
Child Nutrition Program. When applying to participate in CACFP, SFAs that have successfully operated the NSLP are not
required to provide additional evidence of administrative capability and financial viability. Additionally, State agencies
may waive the requirement for SFAs to submit a separate management plan and budget for CACFP. SFAs have additional
flexibility relating to the meal patterns (see Part 3, Section D).
State agencies may accept a copy of the NSLP application from SFAs that wish to participate in the At-Risk Afterschool
Meals component of CACFP. However, the State agency must ensure that additional information required by 7 CFR
226.6(b) that is not captured by the NSLP application or otherwise available to the State agency is obtained. This might
be accomplished by creating an addendum to the NSLP application that includes the additional information required for
participation in CACFP:

•

The names, mailing addresses, and dates of birth of the responsible principals and individuals. For SFAs, responsible
principals and individuals include, at a minimum, the school food service director and accountant, and the responsible
administrator (principal or superintendent).

•

Documentation of eligibility. CACFP State agencies must obtain documentation indicating that each school that will be
offering At-Risk Afterschool Meals through CACFP offers educational or enrichment activities and is a school where at
least 50 percent of the children are eligible for free or reduced price school meals or is located in the attendance area of
an eligible school as required by 7 CFR 226.17a(a).

•

Preference for USDA Foods/cash in lieu of USDA Foods. The CACFP State agency must determine whether the SFA
prefers USDA Foods or cash in lieu of USDA Foods unless the State agency has received approval to provide cash-in-lieu
of USDA Foods for all institutions.

•

Ineligibility for other publicly funded programs. SFAs must provide a list of all Federal programs in which they
participate. Additionally, the SFA must certify that during the last seven years, the SFA and the individual responsible
for the food service have not been:
•

•

Declared ineligible to participate in any other publicly funded program by reason of violating that program’s
requirements or provide documentation that it was later reinstated or determined eligible for the program; or
Convicted of any activity that indicated a lack of business integrity.

Certification. The SFA must submit a certification that all information on the application is true and correct, along with
the name, mailing address, and date of birth of the individual authorized to sign for the SFA [7 CFR 226.6(b)(1)].

Questions
and answers
3

BECAUSE AGREEMENTS BETWEEN
STATES AND SPONSORS ARE
PERMANENT, IS IT NECESSARY TO PROVIDE
FREE AND REDUCED PRICE SCHOOL DATA IN
SUBSEQUENT YEARS OF OPERATING
THE PROGRAM?

FOR A SCHOOL OR ORGANIZATION
THAT IS ALREADY PARTICIPATING IN
CACFP AND NOW WANTS TO PROVIDE ATRISK AFTERSCHOOL MEALS AND/OR SNACKS,
DOES ITS AGREEMENT WITH THE STATE
AGENCY NEED TO BE AMENDED?

Yes. Area eligibility determinations remain valid for five
years and must be reestablished or re-verified after that
point. “Permanent” is intended solely to convey that the
agreement has no predetermined expiration date and
does not need to be renewed.

Yes. Once the State agency approves an institution’s
application to provide At-Risk Afterschool Meals and/or
Snacks, the agreement with the State agency needs to
be amended to reflect this additional meal service and
its requirements. This can be accomplished by signing a
simple addendum to the CACFP or NSLP agreement.

HOW DO I DEMONSTRATE THAT
I AM SERVING AN UNSERVED
POPULATION?
Institutions must demonstrate in the management
plan that their participation will help ensure benefits
to otherwise unserved facilities or participants. States
establish their own criteria for determining if an
applicant’s participation will benefit unserved facilities
or participants.

PART 3

MEAL
PATTERNS AND
FOOD SERVICE
The CACFP meal patterns are to meet the nutritional needs of children,
to be consistent with the Dietary Guidelines for Americans (DGAs), and to
be appetizing. The meal pattern requirements assist the menu planner in
providing well-balanced meals and snacks that provide the appropriate
amount of energy and nutrients a child needs during critical stages of growth.
•

MEAL PATTERNS FOR CHILDREN

•

REQUIRED MEAL COMPONENTS

•

SUBSTITUTIONS AND REASONABLE MODIFICATIONS FOR
INDIVIDUALS WITH DISABILITIES

•

OFFER VERSUS SERVE (OVS)

•

WATER

•

FOOD PREPARATION

•

ADDITIONAL FOOD SERVICE FLEXIBILITIES
35

UPDATES TO MEAL PATTERNS
center is interested in implementing the
updated meal patterns prior to October 1, 2017,
please contact your State agency and refer
to the memorandum CACFP 14-2016: Early
Implementation of the New Child and Adult Care
Food Program Meal Pattern Requirements, June
24, 2016, for information.

When school is in session, the meal or snack
served in at-risk afterschool programs must be
served after the child’s school day and during
the hours the afterschool program is operating.
Otherwise, there are no Federal requirements
regarding the timing of meal service. For
example, there is no federal requirement of
how much time must pass between the end of
school and the meal service. Additionally, there
is no requirement for the order of meal and
snack service. However, States may establish
meal time requirements [7 CFR 226.20(k)].

The updated meal patterns include a new age
group for older children: ages 13 through 18
years. This age group is specifically for the
at-risk afterschool and emergency shelter
components of the CACFP. Note that the
minimum serving sizes for 13 through 18 year
olds remain the same as they were prior to the
meal patterns being updated and they are the
same as the minimum serving sizes for the 6
through 12 year old group.

Along with serving meals after school,
at-Risk afterschool centers can serve one
meal (breakfast, lunch or supper) per day
on weekends or during vacations with State
agency approval. Afterschool meals cannot be
claimed during summer vacation unless the
at-risk afterschool center is in an area where
schools operate year-round [7 CFR 226.17
a(m)(2)].
The Healthy, Hunger-Free Kids Act of 2010 (the
Act), Public Law 111-296, required the USDA
to update the meal patterns in the CACFP to
make them consistent with (a) the most recent
version of the Dietary Guidelines for Americans,
(b) the most recent relevant nutrition science,
and (c) appropriate authoritative scientific
agency and organization recommendations.
The final rule “Child and Adult Care Food
Program: Meal Pattern Revisions Related to
the Healthy, Hunger-Free Kids Act of 2010,”
published on April 25, 2016, revised the CACFP
meal patterns, CACFP centers and day care
homes must comply with the updated meal
patterns by October 1, 2017. The updated meal
patterns include more whole grains, a greater
variety of vegetables and fruits, and less added
sugars and solid fats. If an at-risk afterschool

MEAL PATTERNS
FOR CHILDREN
The charts on the following pages list the current and updated meal pattern requirements for breakfast, lunch, supper,
and snack for children 6 through 12 years old, and children ages 13 through 18 years old. The current meal patterns may
be followed through September 30, 2017 and the updated meal patterns must be followed no later than October 1,2017.
These charts include the required food components (i.e. milk, vegetable, fruit, grains, and meat/meat alternate.) and, the
minimum required serving sizes for each food component. Because older children have greater energy needs, centers may
serve portions larger than what is required in order to satisfy a child’s appetite. FNS will provide additional guidance on how
centers can build on the meal pattern requirements for 13 through 18 year old children to ensure their nutritional needs
are being met. The CACFP meal patterns for younger children are available online at http://www.fns.usda.gov/cnd/Care/
ProgramBasics/Meals/Meal_Patterns.htm.
Please remember that all food components must be served to each child all at the same time. The one exception is when
at-risk afterschool centers choose to use offer versus serve (OVS) (see Part 3, Section D for more information on OVS). OVS
is only allowed under the updated meal patterns starting October 1, 2017.
SFAs preparing at-risk afterschool meals may choose to use the NSLP and SBP meal pattern requirements or the CACFP
meal patterns [7 CFR 226.20(i)]. Guidance on the NSLP and SBP meal pattern requirements is available at http://www.fns.
usda.gov/school-meals/guidance-and-resources.

CHILD MEAL AND SNACK REQUIREMENTS
CURRENT Meal Patterns (may be followed through September 30, 2017)

FOOD COMPONENTS AGES 6-12

BREAKFAST

LUNCH OR SUPPER

SNACK1

1 cup

Vegetable(s) and/or fruit; or

� cup

Vegetable or fruit juice (full strength)3

� cup

� cup
(6 fluid ounces)

Bread; or

1 slice

Cornbread, biscuits, rolls, or muffins, etc.; or

1 serving

Cold dry cereal; or

� cup or 1 ounce

Cooked pasta or noodle product; or

� cup

Cooked cereal or cereal grains or an equivalent
quantity of any combination of grains/breads

� cup

A meat/ meat
alternate is
not required at
breakfast

2 ounces

1 ounce

Alternate protein products; or

2 ounces

1 ounce

Cheese; or

2 ounces

1 ounce

Egg (large); or

1 large egg

� large egg

Cooked dry beans or peas; or

� cup

Peanut, soynut, or other nut seed butters; or

4 tablespoons

2 tablespoons

Peanuts or soynuts or tree nuts or seeds6; or

1 ounce=50%

1 ounce

Yogurt7
(An equivalent quantity of any combination of the
above meat alternates)

8 ounces or 1 cup

4 ounce or � cup

Milk
Milk, fluid low-fat (1%) or fat-free (skim)

Vegetables and/or Fruits2 -

Grains and Breads4 -

Meat and Meat Alternates5 Lean meat or poultry or fish; or

For snacks, 2 of the 4 components must be provided for a meal to qualify as reimbursable.
At breakfast, lunch or supper serve two or more kinds of vegetable(s) and/or fruit(s) or combination of both.
3
Full-strength fruit/vegetable juice may be counted to meet no more than ½ of this requirement.
4
Breads and grains must be made from whole-grain or enriched meal or flour. Cereal must be whole-grain or enriched flour.
5
A serving size consists of the edible portion of the cooked lean meat or poultry or fish.
6
Nuts and seeds may meet only one -half of the total meat/meat alternate serving and must be combined with another meat/meat alternate to fulfill
the lunch/supper requirement.
7
Yogurt may be plain or flavored, unsweetened or sweetened.
1
2

UPDATED Meal Patterns (must follow no later than October 1, 2017)
BREAKFAST

LUNCH OR SUPPER

SNACK2

1 cup

� cup4

� cup

� cup4

� cup

Whole grain-rich or enriched bread; or

1 slice

Whole grain-rich or enriched bread product,
such as biscuit, roll, muffin; or

1 serving

Whole grain-rich, enriched, or fortified cooked
breakfast cereal8, cereal grain, and/or pasta; or

� cup

FOOD COMPONENTS AGES 6-12 AND AGES 13-18¹
Milk
Milk, unflavored fluid low-fat (1%) or fat-free
(skim), or flavored fat-free (skim)

Vegetable(s)3
Vegetable

Fruits3,5
Fruit

Grains6,7

Whole grain-rich, enriched or fortified
ready-to-eat breakfast cereal (dry, cold)9:
Flakes or rounds

1 cup

1cup

Puffed cereal

1 � cup

Granola

� cup

Meat and Meat Alternates10 -

Not Required 11

Lean meat or poultry or fish; or

2 ounces

1 ounce

Cheese; or

2 ounces

1 ounce

Eggs; or

1 large egg

� large egg

Tofu, soy product, or alternate protein product; or

2 ounces

1 ounce

Cooked dry beans or peas; or

� cup

4 tablespoons

2 tablespoons

Peanuts or soynuts or tree nuts or seeds

1 ounce=50%

1/2 oz = 50%

Yogurt13
(An equivalent quantity of any combination of the
above meat alternates)

8 ounces or 1 cup

4 ounce or � cup

Peanut, soynut, or other nut or seed butters; or
12

Larger portion sizes than specified may need to be served to children 13 through 18 years old to meet their nutritional needs.
Select 2 of the 5 components for a reimbursable snack. Only one of the two components may be a beverage.
3
Pasteurized full-strength juice may only be used to meet the vegetable or fruit requirement at one meal, including snack, per day.
4
A total combined serving of a 1/2 cup of fruits and vegetables is recomended at breakfast.
5
A vegetable may be used to meet the entire fruit requirement. When two vegetables are served at lunch or supper, two different kinds of vegetables must be served.
Fruit cannot be used to meet the vegetable requirement.
6
All grains must be made with enriched or whole grain meal or flour. At least one serving per day, across all eating occasions, must be whole-grain rich. Grain-based desserts
do not count towards the grains requirement.
7
Beginning October 1, 2019, ounce equivalents are used to determine the quantity of creditable grains.
8
Breakfast cereals must contain no more than 6 grams of sugar per dry ounce (no more than 21.2 grams sucrose and other sugars per 100 grams of dry cereal).
9
Beginning October 1, 2019, the minimum serving size specified in this section for ready-to-eat breakfast cereals must be served. Until October 1, 2019, the minimum serving size
for any type of ready-to-eat breakfast cereals is ¾ cup for children ages 6-12 years and ages 13-18 years. 9. A serving size consists of the edible portion of the cooked lean meat
or poultry or fish.
10
Alternate protein products must meet the requirements in Appendix A to Part 226.
11
A meat/ meat alternate is not required at breakfast but may be used to substitute the entire grains component a maximum of 3 times per week.
12
Nuts and seeds may meet only one -half of the total meat/meat alternate serving and must be combined with another meat/meat alternate to fulfill the lunch/supper requirement.
13
Yogurt may be plain or flavored, unsweetened or sweetened, but must contain no more than 23 grams of total sugars per 6 ounces.
1
2

Sponsors interviewed for the At-Risk Meals Best Practice Study, indicated that some potential sites perceive meal planning,
preparation, and service to be burdensome. To address this issue, some sponsors suggested streamlining menus to reduce
the burden on sites. One sponsor developed two months’ worth of menus that are cycled through the sites throughout the
year. Another sponsor serves cold meals that require little preparation, such as wraps and salads. Below are sample menus
for a snack and a lunch or supper that are compliant with the updated meal pattern requirements:

SAMPLE SNACK*
� cup carrot and celery sticks

4 oz low-fat yogurt

2 tbsp. peanut butter

� cup whole grain granola

Water

SAMPLE LUNCH/SUPPER
2 oz lean hamburger made from 100% ground beef

2 oz grilled jerk-spiced chicken

1 whole wheat bun

� cup rice

� cup roasted broccoli

� cup black bean and red pepper salad

� cup baked sweet potato fries*

� cup pineapple*

1 cup fat free milk

*A vegetable may be used to meet the entire fruit requirement.

REQUIRED MEAL
COMPONENTS
The following sections provide details on each of the meal pattern components as required
by the updated meal patterns.

Meat and Meat Alternates
At-risk afterschool centers are required to serve a meat and/or meat alternate at lunch or supper and may choose
to serve a meat/ meat alternate at snack. In order to count towards the meat/meat alternate component, a dish must
contain at least ¼ ounce of meat/meat alternate per serving.
The updated meal patterns established several new allowances and requirements for the meat/meat alternate
component. The following allowances and requirements go into effect October 1, 2017:
•

Centers may use meat/meat alternates to meet the entire grains component at breakfast a maximum
of three times per week.

•

Tofu and soy yogurt may count as a meat alternate.

•

Yogurt must contain no more than 23 grams of sugar per 6 ounces.

Be sure to work with your state agency before starting to implement the updated meal patterns.

EXAMPLES OF MEATS/MEAT ALTERNATES

MEAT/MEAT ALTERNATES

EXAMPLES

Meat, fish, poultry, and eggs

Beef, chicken, fish, ham, pork, turkey,
and eggs

Cheese

Swiss, ricotta, part-skim mozzarella,
cottage cheese, American, cheddar,
and other cheeses

Dry beans and peas

Lentils, navy beans, black beans,
kidney beans, pinto beans, black-eyed
peas, refried beans, chickpeas, and
soy nuts

Peanut butter and other nut butters

Peanut butter, almond, and other
nut butters

Walnuts, peanuts, almonds, soy nuts,
other nuts, and seeds

Nuts and seeds

NOTES

May also count as a vegetable,
but not in the same meal.

May fulfill no more than � of the
meat/meat alternate component
at lunch and supper. Nuts and
seeds should not be served to 2to 3-year-olds and some elderly
participants with caution as they may
cause choking. Always supervise
participants during meals and snacks.
Acorns, chestnuts, and coconut
are not allowed.

Yogurt

Tofu, Soy Product, Alternate Protein
Product (APP)

Commercially produced yogurt,
plain or flavored, unsweetened or
sweetened

Beginning October 1, 2017, yogurt
must contain no more than 23 grams
of sugar per 6 ounces.

Tofu, soy yogurt

Beginning October 1, 2017, tofu and
soy yogurt counts as a meat alternate.

APP is an ingredient mixed/made
into such foods as ground beef
patties, meat loaf, tuna salad, chicken
nuggets, pizza toppings, etc.

BETTER CHOICES FOR BETTER MEALS
•

Offer a variety of different lean meat/meat alternates throughout the week, including
lean meats, nuts, and legumes.

•

Choose low-fat or reduced fat natural cheeses.

•

Get kids excited about yogurt by letting them build their own yogurt parfait. Set up
a “toppings bar” for children to add their favorite fruits to their yogurt.

GUIDELINES FOR JUICE
THROUGH SEPTEMBER 30, 2017

STARTING OCTOBER 1, 2017

no more than ½ of the fruit/vegetable
component requirement can be met with full
strength 100% juice during lunch/supper.

juice can only meet the fruit or
vegetable requirement at one meal
per day, including snack.

JUICE MAY NOT

JUICE MUST

be served as a snack if fluid milk is the
only other component being served.

be pasteurized to reduce the chance
of getting sick.

Vegetables and Fruits
At-risk afterschool centers are currently required to serve a vegetable and/or fruit at breakfast, lunch, and supper and may
choose to serve a vegetable and/or a fruit at snack. Under the current meal patterns, reimbursable lunches and suppers
must contain two or more servings of different kinds of vegetables and/or fruits.
Beginning October 1, 2017, there will be a separate vegetable component and a separate fruit component at lunch, supper
and snack. Centers will have the flexibility to replace the fruit component at lunch and supper meals with another serving
of vegetable(s). The substituted vegetable must be at least the same serving size as the fruit component it replaced. When a
center chooses to serve two vegetables at lunch and supper, two different kinds of vegetables must be served. For example,
a supper meal could contain a serving of carrots and tomatoes. Centers cannot serve two fruits at lunch and supper under
the updated meal patterns.
Because a vegetable can replace the fruit component at lunch and supper meals, vegetable mixtures may count towards the
vegetable component and fruit component at lunch and supper if it contains at least 1/8 cup of two different kinds of vegetables. For example, a center serves 6 year old children and prepares and serves ½ cup roasted broccoli and ¼ cup roasted
cauliflower mixed together. The cauliflower is replacing the fruit component and meets the minimum serving size required
for the fruits component for children 6-12 years old. However, if the quantities of the different vegetables are not known,
such as frozen carrots and peas, the vegetable mixture counts as one serving of vegetables and cannot count towards the
fruit component. Another vegetable or fruit would need to be served to fulfill the fruit component.
Mixtures of vegetables and fruits must be credited separately for the vegetable and fruit component. The mixture must
contain at least 1/8 cup of vegetable to count toward the vegetable component and 1/8 cup fruit to count towards the fruit
component. For example, a carrot-raisin salad served to 6 year old children contains ½ cup carrots and 1/8 cup raisins
(credits as ¼ cup fruit). This carrot-raisin salad meets the full vegetable component and full fruit component requirements
for children 6-12 years old.
To align with the Dietary Guidelines, centers are encouraged to serve a wide variety of vegetables and fruits. This is because
each type of vegetable and fruit provides different nutrients. Centers should try to provide at least one serving of vegetables
from the dark green group, orange and red group, and dry beans and peas (legumes) group, starchy vegetables group, and
other vegetables groups once per week. In addition, to help promote the consumption of whole fruits as recommended by
the Dietary Guidelines, centers are encouraged to serve whole fruits (fresh, canned, frozen, or dried) more often than juice.
These are all best practices and are highly encouraged, but they are not required.

BETTER CHOICES FOR BETTER MEALS
•

Mix a colorful medley of broccoli, cauliflower, and carrots.

•

Use spinach, romaine, and mixed greens for salad.

•

Serve seasonal vegetables (artichokes, pumpkin, okra, etc.).

•

When using canned fruit, choose canned fruit packed in light syrup or natural juices.

•

Buy frozen mixed fruit or vegetables.

•

Introduce unfamiliar fruits such as kiwi, papaya, mango, apricots, dates, and figs.

•

Make 1 of the 2 components at snack a vegetable or fruit.

EXAMPLES OF VEGETABLES AND FRUITS

VEGETABLES AND FRUITS

EXAMPLES

Vegetables (dark green)

Broccoli, romaine lettuce, collard greens, green pepper, kale

Vegetables (red and orange)

Carrots, pumpkin, sweet potato, winter squash

Vegetables (starchy)

Potatoes, corn, green peas

Vegetables (other)

Cabbage, cauliflower, celery, cucumbers, green beans,
iceberg lettuce, okra, onions, summer squash, zucchini,
bell peppers

Vegetables (legumes: dry beans and peas)*

Black beans, chickpeas, kidney beans, lentils, navy beans,
peas, pinto beans, soy beans

Fruits

Apples, apricots, bananas, cherries, cantaloupe, grapes,
grapefruit, peaches, oranges, pears, pineapple, plums,
prunes, raisins, strawberries, watermelon

*May also count as a meat/meat alternate, but not in the same meal

Grains
Grain products are required to be served at
breakfast, lunch and supper and centers may choose
to serve a grain item at snack. Grains must be made
with enriched or whole grain meal or flour.
Similar to other food components, the updated meal patterns
established several new requirements for the grain component.
The following requirements go into effect October 1, 2017:
• At least one grain serving per day, across all eating occasions,
must be whole grain rich;
• Grain-based desserts cannot be used to meet the grains
requirement; and
• Breakfast cereals must contain no more than 6 grams of sugar
per one dry ounce.
Additionally, beginning October 1, 2019, ounce equivalents are
used to determine the quantity of creditable grains. FNS will
issue guidance on ounce equivalents in the future.

COMMON FOOD DEFINITIONS
• Whole-grain flour or meal means
the product is made from grinding
the entire grain of wheat stalk which
consist of the bran, germ,
and endosperm.
• Enriched means additional iron,
thiamin, riboflavin, niacin, and folic
acid have been added because these
nutrients were removed from the
product during the processing stage.
• Fortified means additional iron,
thiamin, riboflavin, niacin, and folic acid
have been added because they were not
included in the original form.

Whole grain-rich
Whole grain-rich foods are foods that contain 100 percent whole grains, or that contain at least 50 percent whole grains and
the remaining grains in the food are enriched. If a whole grain is listed as the first ingredient, or second after water, the food
is considered whole grain-rich. Some examples of whole grain ingredients are whole wheat, brown rice or wild rice, oatmeal, bulgur, whole-grain corn, and quinoa. Another way to identify whole grain-rich items is to see if the grain product has
one of the following Food and Drug Administration approved whole-grain health claims on the packaging:
•

“Diets rich in whole grain foods and other plant foods and low in total fat, saturated fat, and cholesterol may reduce
the risk of heart disease and some cancers.”
OR

•

"Diets rich in whole grain foods and other plant foods, and low in saturated fat and cholesterol, may help reduce
the risk of heart disease."

For more information on how to identify whole grain-rich foods, please see memorandum CACFP
02-2017, Grain Requirements in the Child and Adult Care Food Program, Questions & Answers

EXAMPLES OF GRAINS

GRAINS AND BREADS

EXAMPLES

Enriched grains and breads

Bagels, cornbread, grits, crackers, pasta, corn muffins,
noodles, pita bread, ready-to-eat cereal, white bread, rolls,
corn tortillas

Whole grains

Brown rice, whole corn tortilla chips, whole-grain rye bread,
whole-grain ready-to-eat cereal, whole wheat pasta, wholegrain crackers, whole-wheat bread, whole-wheat rolls,
whole-wheat tortillas

Grain-Based Desserts
As mentioned above, grain-based desserts cannot count towards the grains requirement starting October 1, 2017. This is
because grain-based desserts are high in added sugar and solid fats and low in nutritional value. Grain-based desserts are
defined in Exhibit A in the memorandum CACFP 02-2017, Grain Requirements in the Child and Adult Care Food Program,
Questions & Answers. The Exhibit A in memorandum CACFP 02-2017 was slightly revised from the Exhibit A in the Food
Buying Guide for Child Nutrition Programs to be more consistent with the NSLP and SBP.
Centers should be aware that Exhibit A is not an exhaustive list of creditable grains and grain-based desserts. When a center
is thinking about serving a grain food that is not listed on Exhibit A, the center should consider the common perception of
the food and whether it is thought of as a dessert. Using this common sense is particularly important when a grain food may
not be labeled as a dessert. For example, a cookie may be called a “breakfast round.” Centers should also consider that the
food may contain higher levels of added sugar and saturated fat and, therefore, should use their discretion when deciding
when and how often to serve these types of foods. If a center is unsure of whether or not a food is considered a grain-based
dessert, the center should work with their sponsor or State agency, as appropriate, to make the decision. FNS is developing
additional resources for CACFP centers and day care homes to help them understand what is considered a grain-based
dessert and empower them with the knowledge needed to make the decision about grain foods that are not included on
Exhibit A.
46

GRAIN-BASED DESSERTS
Cookies

Cereal Bars

Sweet crackers (e.g. graham
and animal crackers)

Breakfast bars

Sweet pie crusts

Granola bars

Doughnuts

Sweet rolls

Brownies

Toaster pasteries

Cake

Breakfast Cereals
To help reduce children’s consumption of added sugars as recommended by the Dietary Guidelines, breakfast cereals must
contain no more than 6 grams of sugar per dry ounce (no more than 21.2 grams of sugar per 100 grams of dry cereal)
starting October 1, 2017. Breakfast cereals include ready-to-eat cereals and instant and hot cereals. There are several ways
to identify breakfast cereals within the sugar limit. First, centers may use any State agency’s Special Supplemental Nutrition
Program for Women, Infants, and Children (WIC) approved breakfast cereal list. All WIC approved breakfast cereals contain no
more 6 grams of sugar per dry ounce (no more than 21.2 grams of sugar per 100 grams of dry cereal). Second, centers may
use the Nutrition Facts Label on the breakfast cereal packaging to determine how much sugar it contains:
•

Find the serving size in grams at the top of the label and the amount of sugar in grams listed
towards the middle;

•

Divide the total sugars by the serving size in grams;

•

If the answer is equal to or less than 0.212, then the breakfast cereal is within the sugar limit
and may be creditable in CACFP.

For more information on the breakfast cereal sugar limit, see the memorandum CACFP 02-2017, Grain Requirements
in the Child and Adult Care Food Program, Questions & Answers

BETTER CHOICES FOR BETTER MEALS
•

Try brown rice or whole wheat pasta.

•

Use whole grains in mixed dishes, such as barley in vegetable soup or stews and bulgur
wheat in casseroles or stir-fry.

•

Provide two servings of whole-grain rich grains per day.

Milk
At-risk afterschool centers are required to serve fluid milk at breakfast, lunch, and supper
meals and may serve it as one of the components of a snack. Milk that is used as an ingredient
in cooked meals, such as casseroles, puddings, and other foods, cannot count towards a serving
of fluid milk.
All milk served to children two years old and older and adults in the CACFP must be low-fat (1%) or fat-free (skim).
Reimbursable milks served to children 2 years old and older include pasteurized low-fat or fat-free milk, low-fat or
fat-free lactose reduced milk, low-fat or fat-free lactose free milk, low-fat or fat-free buttermilk, or low-fat or fat-free
acidified milk.
Currently, CACFP centers may serve low-fat or fat-free flavored milk. However, CACFP centers should be aware that
starting October 1, 2017, flavored milk served to children 6 years old and older must be fat-free. This is consistent
with the National School Lunch and School Breakfast Programs. In addition, starting October 1, 2017, centers must
document the type of milk served on their menu. This includes listing the fat content (e.g. low-fat or fat-free) and if it
is flavored.
For more information on the milk requirements in the CACFP, please see the memorandum CACFP 17-2016: Nutrition
Requirements for Fluid Milk and Fluid Milk Substitutions in the Child and Adult Care Food Program, Q&As, July 14, 2016.

BETTER CHOICES FOR BETTER MEALS
•

For children who require it, serve alternative types of milks (a reduced-lactose milk,
acidophilus milk, etc).

•

Try shelf-stable UHT (ultra-high temperature) milk.

•

If serving flavored milk, purchase flavored milk with the lowest sugar content.

Best Practices
Along with updating the meal pattern requirements for the CACFP, FNS established optional best practices that centers
may choose to adopt to further improve the nutritional value of the meals they offer. The best practices can be a vital tool to
encourage centers to voluntarily go beyond the regulatory requirements to further strengthen the nutritional quality of the
meals they serve. All the best practices are outlined in the memorandum CACFP 15-2016: Optional Best Practices to Further
Improve Nutrition in the Child and Adult Care Food Program Meal Pattern, June 30, 2016.

NOTE
FNS would like to emphasize that these best practices are optional. The best practices are suggestions only and
are not required to be followed in order to receive reimbursement for the meal. The best practices will not be
monitored and non-compliance with them cannot result in a meal disallowance or a serious deficiency finding.

Local Foods
The term “farm to school” encompasses efforts to: serve local or regionally produced foods in all Child Nutrition
Programs; provide hands-on learning activities such as gardening, farm visits, and culinary activities; and integrate
food-related education into program curriculum. Local foods span the entire meal, including fruits, vegetables, dairy,
grains, meat, eggs, and beans. Afterschool programs offer an opportunity to introduce new foods and test recipes that
might later be incorporated into other Child Nutrition Programs. There are numerous benefits to incorporating local
foods into these programs:
•

Programs can increase participation by improving the quality of meals and keeping kids and teens
engaged through hands-on activities like gardening;

•

Operators can develop seamless farm to school programming across the meal programs and test
cooking techniques and recipes using local foods;

•

Regional producers benefit from a reliable outlet for their products; and

•

Kids and teens receive healthy meals while participating in afterschool activities, staying nourished
and engaged after school.

To learn more about how to bring the farm to your program refer to CACFP 11-2015, Local Foods in the
Child and Adult Care Food Program with Questions and Answers, March 13, 2015, and visit USDA’s Office
of Community Food Systems website at http://www.fns.usda.gov/farmtoschool for more resources on
incorporating local foods.

SUBSTITUTIONS AND REASONABLE MODIFICATIONS FOR

Individuals with
Disabilities
FNS is currently revising its guidance on making modifications to meals and snacks, or to the meal service, to accommodate
children with disabilities. Once the updated guidance is published, FNS will revise this section to reflect the updated
guidance. Until updated guidance is released, centers must continue to follow previously issued policy on accommodating
children with disabilities in FNS Instruction 783-2, Rev. 2, Meal Substitutions for Medical or other Special Dietary Reasons
and memorandum SP 13-2015, CACFP 13-2015, SFSP 15-2015, Statements Supporting Accommodations for Children
with Disabilities in Child Nutrition Programs.

Non-Dairy Milk Substitutes
Parents and guardians may request in writing that their child be served a non-dairy milk beverage in place of fluid
milk when the child is unable to consume cow’s milk due to a non-disabling condition or special dietary need. The
non-dairy milk beverage must be nutritionally equivalent to fluid cow’s milk in order to be reimbursable. The nutrition
requirements for non-dairy beverages are outlined under 7 CFR 226.20(g)(3). Providing a non-dairy beverage to
accommodate a non-disabling condition or special dietary need is at the option and cost of the at-risk afterschool
center. Please contact your sponsor or State agency about appropriate non-dairy milk substitutions and refer to CACFP
17-2016: Nutrition Requirements for Fluid Milk and Fluid Milk Substitutions in the Child and Adult Care Food Program,
Q&As, July 14, 2016, for additional guidance.
50

OFFER VERSUS
SERVE (OVS)
OVS is an approach to menu planning and meal service which allows participants to decline some of the food offered in a
reimbursable breakfast, lunch, or supper. Children who are offered food choices are more likely to eat the foods they enjoy
rather than throw the food away. Currently, institutions that serve meals prepared by SFAs that participate in NSLP and SBP
– whether they are located in the school or in another location – have the option of using OVS in their at-risk afterschool
centers. SFAs following the NSLP or SBP meal patterns and choosing to use OVS, must follow the NSLP or SBP OVS
requirements. For more information about OVS requirements in School meals, please see SP41-2015: Offer Versus Serve:
Guidance for the National School Lunch Program and the School Breakfast Program, July 21, 2015.
Beginning October 1, 2017, all CACFP at-risk afterschool centers may use OVS. CACFP At-Risk Afterschool centers must
follow the CACFP OVS requirements outlined in 7 CFR 226.20(o) and forthcoming guidance.

NOTE
OVS is not allowed at snack under any of the Child Nutrition Programs.

EXAMPLE
Fun and Games Child Care operates an afterschool program at Park Center Middle School.
Meals for children participating in the Fun and Games Afterschool Program are prepared and
served in the Park Center Middle School cafeteria. Fun and Games Child Care may use OVS
when providing Afterschool Meals, but must provide the entire snack to all children.

WATER
The Dietary Guidelines recommend that water be consumed daily. Water can help children stay
hydrated. CACFP centers must make drinking water available to children throughout the day, including
at meal times. While water must be made available to children during meal times, it is not part of the
reimbursable meal and cannot be served in place of fluid milk. Water can be made available to children
in a variety of ways, including but not limited to: having cups available next to the kitchen sink faucet,
having pitchers and cups set out, or simply providing water to a child upon request.
Starting October 1, 2017, CACFP centers must also offer water to children throughout the day. A good time to offer water might
be during or after physical activity, on hot days, or during dry winter months. More ideas are available in FNS’ tip sheet “Make
Water Available Throughout the Day”. Please contact your sponsor or State agency for questions pertaining to this requirement
and refer to the memorandum CACFP 20-2016, Water Availability in the Child and Adult Care Food Program, August 5, 2016.

FOOD
PREPARATION
Beginning October 1, 2017, under the updated meal patterns, frying is not allowed as a way of preparing food on site.
“Frying” is defined as deep-fat frying (i.e. cooking by submerging food in hot oil or other fat). Centers may continue to sauté,
pan-fry, and stir-fry food [7 CFR 226.20(d)]. Purchased foods that are pre-fried, flash-fried, or par-fried by the manufacturer
will still be allowed, but must be reheated using a method other than frying. FNS encourages centers to limit serving prefried foods to once per week as an optional best practice.

Additional
Food Service
Flexibilities
Using “share tables” is an innovative strategy to encourage the consumption of nutritious foods and reduce food waste in
the Child Nutrition Programs. “Share tables” are tables or stations where children may return whole food or beverage items
they choose not to eat, if it is in compliance with local and State health and food safety codes. These food and beverage
items are then available to other children who may want additional servings to eat at that time, or save for later (see below).
Share tables may now be used in at-risk afterschool programs. See CACFP Memorandum 13-2016: The Use of Share Tables
in Child Nutrition Programs, June 22, 2016, for additional guidance, including food safety tips.

Taking Food Components Off-Site
CACFP at-risk afterschool centers may now allow children to take one vegetable, fruit, or grain item off-site to eat at a
later time. The food item a child takes off-site must be from the child’s own meal or from a share table (see above). At-risk
afterschool centers must ensure that allowing food items to be taken off-site is in compliance with local and State health
and safety codes. FNS encourages at-risk afterschool centers to use this flexibility to increase children’s consumption of
vegetables and fruit, and help reduce potential food waste in the CACFP. See CACFP 22-2016 Taking Food Components Offsite in the At-Risk Afterschool Component of the Child and Adult Care Food Program, August 10, 2016, for more information.

Questions
and answers
4
1

MUST INSTITUTIONS PARTICIPATING
IN MULTIPLE CHILD NUTRITION
PROGRAMS (FOR EXAMPLE, NSLP, CACFP,
AND SFSP) KEEP THEIR FOOD INVENTORIES
SEPARATE?

MAY USDA FOODS BE USED
IN SNACKS?

Yes. Afterschool programs may use USDA Foods in their
afterschool snack and/or meal service. Please note,
however, that the school or organization will not earn
entitlement foods as a result of serving afterschool
snacks. The amount of entitlement foods earned will
continue to be based solely upon the number of lunches
or suppers served to children.

There is no Federal requirement that food inventories
used for the various Child Nutrition Programs be
stored separately. However, accurate records must be
maintained for the individual programs, so that the food
costs for each program can be verified.

AN AT-RISK AFTERSCHOOL CARE
PROGRAM OPERATES DURING
THE WEEK AND ON WEEKENDS. DO THE
WEEKDAY AND WEEKEND MEAL SERVICE
TIMES NEED TO BE THE SAME?

IF THE AFTERSCHOOL MEAL IS
SERVED BY THE SCHOOL, CAN THE
DIFFERENT AFTERSCHOOL CLUBS AT THE
SCHOOL EAT SEPARATELY?

No. Meals and snacks served through CACFP on
weekends or holidays may be served at any time of day
approved by the State.

Yes, it is permissible for the different clubs and groups
that make up the school’s Afterschool Program to eat
in different locations on the school grounds. For example,
the band members may eat the meal in the band room
with just the band members while the football team
eats outside.

ARE AFTERSCHOOL PROGRAMS
PERMITTED TO SERVE TWO SNACKS
INSTEAD OF ONE MEAL AND ONE SNACK?
The Richard B. Russell National School Lunch Act clearly
states that institutions participating in the At-Risk
Afterschool Meals component of CACFP may be reimbursed
for only one meal and one snack. However, because serving
an additional snack in place of a meal would not exceed
the maximum meal benefit allowed by law and therefore
would not increase cost to the Program, State agencies are
authorized to waive this requirement on a case-by-case
basis and allow institutions to serve two snacks instead of
one meal and one snack. This will allow State agencies to
provide additional flexibility to centers that may not have
the capacity to serve a full meal. We strongly encourage
centers to provide a full meal whenever possible in order to
meet the nutritional needs of the children served.

IF AN AT-RISK AFTERSCHOOL
PROGRAM INCLUDES A SPORTS
TEAM THAT TRAVELS TO OTHER SCHOOLS
OR LOCATIONS FOR GAMES (“AWAY”
GAMES), CAN THE MEALS BE REIMBURSED
IF THE STUDENTS ON THE TEAM TAKE
THE MEALS WITH THEM TO THE “AWAY”
LOCATION?
Yes, as long as the team or program supervisors
can assure safe handling of food and appropriate
transportation procedures, then they are allowed to
take the meals with them and the center may claim
reimbursement. All meal component requirements must
still be met. Since the location and possibly the time of
meal service are changing, the sponsor should advise the
State agency of its plans beforehand.

WHY IS THERE AN AGE GROUP
FOR CHILDREN 13 THROUGH 18
YEARS OLD WHEN THE MEAL PATTERN FOR
THAT AGE GROUP IS THE SAME AS THE 6
THROUGH 12 YEAR OLD AGE GROUP?
The addition of the 13 through 18 year old age group
better reflects the populations served in CACFP, in
particular, those participating in At-Risk Afterschool
Programs and emergency shelters. At this time, the
meal pattern for 13 through 18 year olds is the same as
the 6 through 12 year old age group because there is no
increase in Federal reimbursement, and requiring larger
portion sizes would likely increase costs for CACFP
centers. USDA recognizes that the nutritional needs
of this new age group may vary and understands the
importance of serving meals that meet the nutritional
needs of all children participating in CACFP. USDA will
make recommendations for serving meals to children
13 through 18 years old that build on the meal pattern
requirements to ensure that this age group’s nutritional
needs are met. In addition, it is important to note that
the meal patterns outline minimum quantities of the
food components (fluid milk, vegetables, fruits, grains,
and meat and meat alternates) that are required to be
served. Centers may choose to serve a larger quantity if
nutritionally appropriate.

PART 4

Reimbursements
Reimbursement for meals served to eligible children is made to those
institutions that have an agreement with a State agency to operate the
At-Risk Afterschool Meals component of CACFP. Reimbursements are
paid out of Program funds made available to the States from the USDA.
Reimbursements may be paid by the States directly to independent centers
or to sponsoring organizations, which then reimburse or use the funds to
provide food to sponsored facilities.
•

CLAIMS FOR REIMBURSEMENT

•

PROCESS FOR REIMBURSEMENT

CLAIMS FOR
REIMBURSEMENT
To receive reimbursement, sponsors and independent centers must submit claims to their State
agency. Claims for reimbursement must report information in accordance with the financial
management system established by the State. Only institutions that have an agreement with the
State agency will receive payments.
Reimbursements are based on the number of meals and/or snacks served to children multiplied by the free rate for meals
and snacks, respectively. While point-of-service meal counts are not a Federal requirement, records must be kept on the
number of meals served (See: Part 5).
Reimbursement rates are based on a formula established by Congress. Current reimbursement rates can be found at:
http://www.fns.usda.gov/cacfp/reimbursement-rates.

PROCESS FOR
REIMBURSEMENT
Sponsors and independent centers must submit claims for reimbursement to the State agency each
month. These claims must accurately report the number of meals and snacks served. Original claims
must be postmarked and/or received by the State agency no later than 60 days following the last
day of the month covered by the claim. Some State agencies may have stricter claim submission
deadlines [7 CFR 226.10(e)].
Sponsored centers submit claims to their sponsor. Sponsors then check each facility’s meal claim to ensure accuracy. At a
minimum, edit checks must verify that each facility has been approved to serve the meals claimed and compare the number
of children at each center, multiplied by the number of days on which the center is approved to serve meals, to the total
number of meals claimed by the center for that month. While block claim edit checks are no longer required, sponsors may,
at their discretion, retain block claim edit checks (CACFP 03-2011: Elimination of Block Claim Edit Checks in the Child and
Adult Care Food Program, December 17, 2010).

Questions
and answers
1

HOW DOES A CHILD CARE CENTER
THAT USES CLAIMING PERCENTAGES
OR BLENDED RATES CLAIM FREE MEALS AND/
OR SNACKS FOR ITS AT-RISK AFTERSCHOOL
MEALS COMPONENT IN CACFP?
All organizations participating in the At-Risk Afterschool
Meals component of CACFP must submit separate meal
counts for the At-Risk Afterschool Meals Program. This
includes child care centers that are currently participating
in CACFP and using claiming percentages or blended
rates. State agencies are responsible for amending their
reimbursement forms and payment systems to recognize a
separate entry for At-Risk Afterschool Meals and Snacks.

PART 5

RECORDKEEPING
AND REPORTING
By keeping accurate records, institutions can ensure that they receive
all the reimbursement payments to which they are entitled. This section
provides information about the types of records that must be kept to
justify reimbursement claims. Institutions must establish procedures to
collect and maintain all Program records required by the USDA and the
State agency.
•

REQUIRED RECORDS

•

RECORD RETENTION

•

REPORTING REQUIREMENTS
61

REQUIRED
RECORDS
Institutions are required to keep the following records relating to participation in the CACFP:

RECORDS RELATING TO ATTENDANCE AND
THE NUMBER OF MEALS SERVED:
•

Daily attendance rosters or sign in sheets, or
other methods with State approval, which
result in accurate recording of daily attendance.

•

Number of At-Risk Afterschool Snacks
and/or Meals prepared or delivered for
each meal service.

•

•
•

RECORDS PERTAINING TO FISCAL
MANAGEMENT:
•

•

Daily record of the number of At-Risk
Afterschool Snacks and/or Meals served
at each snack and/or meal service.

•

Any additional records required by the
State agency.
Daily records indicating the number of meals,
by type, served to adults performing labor
necessary to the food service.

RECORDS ESTABLISHING THAT THE MEAL
PATTERNS WERE MET:
•

RECORDS ESTABLISHING ELIGIBILITY:
Copies of all applications and supporting
documents submitted to the State.

•

If applicable, information about the location
and dates of child care center reviews, any
problems noted, and the corrective action
prescribed and effected.

•

Documentation of nonprofit food service,
to ensure that all Program reimbursement
funds are only used for the food service
operations.

Administrative costs claimed by the
institution,
Operating costs claimed by
the institution
Income to the Program;

•

Copies of all claims for reimbursement
submitted to the State agency.

•

Receipts from all Program payments
received from State agency.

•

If applicable, information concerning the
dates, and amounts if disbursement to
sponsored centers.

RECORDS DOCUMENTING TRAINING:

Menus for each At-Risk Afterschool Snack
and/or Meal service.

•

Copies of invoices, receipts, or other records
required by the State agency financial
management instruction to document:

•

Information on training session dates,
locations, topics presented, and names
of participants.

•

For sponsors, records documenting
attendance at training of each staff member
with monitoring responsibilities.

ReCORD
RETENTION
Records that support a claim must be retained for three years after the final claim for the fiscal year. However, if there
are audit findings that have not been resolved, records must be retained until the audit findings have been resolved.
All accounts and records should be made available upon request to the State agency, the USDA, and the United States
Government Accountability Office (GAO) for audit or review at a reasonable time or place. Failure to maintain required
records will result in denial of reimbursement.

Reporting
Requirements
At-Risk Afterschool Care centers must report the total number of meals and snacks served to eligible children based on
daily attendance rosters or sign-in sheets [7 CFR 226.17a(p)].

Questions
and answers
1

ARE POINT-OF-SERVICE MEAL
COUNTS AND PRODUCTION
RECORDS REQUIRED?

BECAUSE PRODUCTION RECORDS
ARE NOT A FEDERAL REQUIREMENT,
CAN A STATE THAT REQUIRES PRODUCTION
RECORDS ENFORCE THE REQUIREMENT
WITH FISCAL ACTION?

Meal counts taken at the point of service and production
records are not required for Afterschool Meal and Snack
service, though individual State agencies may require
them. However, accurate daily meal count records based
on daily attendance rosters or sign-in sheets must be
maintained. Documentation of compliance with the
meal pattern (i.e. copies of menus) and records of all
purchases including food are required under CACFP.

Yes. The Federal regulations require institutions to
maintain any records required by the State agency
[7 CFR 226.15(e)]. Therefore, additional record
requirements established by the State agency,
including production records, are enforceable with
fiscal action by the State agency.

PART 6

MONITORING
Monitoring is the process of visiting and reviewing centers. Monitoring is
critical to the effective operation of the Program. As part of the review and
monitoring process, State agencies and sponsors must provide technical
assistance. This assures that participants receive nutritious meals and that
institutions receive proper financial reimbursement.
•

STATE AGENCY MONITORING REQUIREMENTS

•

SPONSORING ORGANIZATION MONITORING REQUIREMENTS

•

CORRECTIVE ACTION

•

APPEALS
67

STATE AGENCY
MONITORING
REQUIREMENTS
State agencies must provide technical and supervisory assistance to sponsors and independent centers to ensure
effective Program operation, monitor progress towards achieving Program goals, and ensure that there is no
discrimination in the Program.

Review Content

•

Sponsors with more than 100 centers must be
reviewed at least once every two years (these reviews
must include five percent of the first 1,000 centers and
two and a half percent of the centers in excess
of 1,000)

•

New sponsors with 5 or more centers must be
reviewed within the first 90 days of operations
[7 CFR 226.6(m)]

State agencies must assess each institution’s
compliance with the requirements related to:
•

Recordkeeping

•

Meal counts

•

Administrative costs

•

Any applicable guidance issued by FNS, the
USDA, or the State

•

If applicable, facility licensing and approval

•

If an independent center, observation of a meal service

•

If a Sponsor, training and monitoring of facilities

•

All other Program requirements

Civil Rights
Institutions also must comply with the following civil
rights laws and compliance will be monitored by the
State agency:

Frequency and Number
of Reviews
State agencies must adhere to the following
review schedule when monitoring sponsors
and independent centers:
•

Annually review at least 33.3 percent of all institutions.

•

At least 15 percent of the total number of facility
reviews must be unannounced

•

Independent centers and sponsors of one to 100
centers must be reviewed at least once every
three years

•

Title VI of the Civil Rights Act of 1964

•

Title IX of the Education amendments of 1972

•

Section 504 of the Rehabilitation Act of 1973

•

The Age Discrimination Act of 1975

•

The USDA’s regulations concerning nondiscrimination

Monitoring SFAs that participate in
NSLP and CACFP
When the same State agency administers both CACFP and the NSLP/SBP, monitoring of the financial management portion
of the Child Nutrition Programs must be combined to ease the burden on SFAs and ensure that the complete nonprofit food
service is reviewed. Where two separate State agencies administer the Programs, the State agencies must determine which
agency will monitor the financial management portion of the SFA Child Nutrition Programs.
Additionally, States are encouraged to combine CACFP and NSLP monitoring of programmatic requirements, including
meal pattern compliance, counting, and claiming. State agencies may wish to implement a memorandum of understanding
(MOU) between the two agencies to address review requirements. MOUs between State agencies must be approved by
the appropriate FNS Regional Office (CACFP 04-2013: Streamlining At-risk Meal Participation for School Food Authorities,
November 28, 2012).

Sponsoring
Organization
Monitoring
Requirements
Each sponsoring organization must provide adequate supervisory and operational personnel for the effective
management and monitoring of the Program at all At-Risk Afterschool centers under its sponsorship.

Pre-approval Visits and
Training Requirements
Sponsors must conduct pre-approval visits to each center to discuss Program benefits and requirements and ensure that
the facility is capable of providing the proposed meal service. State agencies may waive the requirement for pre-approval
visits for centers that operated as SFSP sites. SFAs are not required to conduct pre-approval visits to schools participating
in NSLP. Sponsors must also conduct training on Program duties and responsibilities to key staff from all sponsored centers
prior to the beginning of Program operations.
At a minimum, training must include instruction appropriate to the level of staff experience and duties on:
•

Program meal patterns

•

Meal counts

•

Claims submission

•

Reviw procedures

•

Recordkeeping requirements

•

Reimbursment system

MANDATORY TRAINING
Attendance by key staff, as defined by the State agency,
is mandatory at trainings.

Sponsors must provide additional annual training sessions for key staff from all sponsored child care facilities
[7 CFR 226.16(b)].

Review Elements
Reviews must:
•

Determine whether a facility has corrected problems
noted on prior reviews (if any)

•

Include a reconciliation of the facility’s meal counts
with enrollment and attendance records for a five
day period

•

REVIEW AVERAGING
If a sponsor conducts two unannounced reviews of a facility
in one year and finds no serious deficiencies, the sponsor
may choose not to do a third review of that facility that year.
However, the first review in the next review year must occur
no more than nine months after the previous review 7 CFR
226.16(d).

Assess the facility’s compliance with Program
requirements related to:
• Program meal patterns
• Licensing or approval
• Attendance at annual training
• Meal counts
• Menu and meal records

Follow up Reviews
If during a facility review, a sponsor finds one or more serious deficiencies, that facility’s next review must be unannounced
[7 CFR 226.16(d)(4)(v)].

Health and Safety
When an institution’s conduct poses an imminent threat to the health or safety of children or the public, the State agency
must suspend the institution’s participation in CACFP. If the institution is cited by State or local health or licensing officials
for an offense that constitutes serious health and safety violations, the State agency must immediately declare the
institution seriously deficient in addition to suspending its participation in CACFP. If the State agency, rather than the health
or licensing officials, discovers conditions that might constitute an imminent threat to public health or safety, the State
agency is required to notify the appropriate State or local licensing or health authorities and to take action based on those
recommendations [7 CFR 226.6(c)(5)(i)]. For more information regarding health and safety violations, please visit the Serious
Deficiency, Suspension, and Appeals Handbook.

Frequency and Type of Required Reviews
Sponsors must adhere to the following review schedule:
•

Review each facility three times per year.

•

At least two of the reviews must be unannounced.

•

At least one unannounced review must include observation of a meal service.

•

At least one review must be during each new facility’s first four weeks of operations.

•

No more than 6 months may elapse between reviews.

Sponsors must ensure that the timing of unannounced reviews is varied in a way that would ensure they are unpredictable
to the facility (CACFP 16-2011: Child Nutrition Reauthorization 2010: Varied Timing of Unannounced Reviews in the Child and
Adult Care Food Program, April 7, 2011). For example, the sponsor should not make unannounced reviews at the same time
and day of week for each review so that the facility can predict when the review will take place.
Sponsors that operate both SFSP and CACFP At-Risk Meals are not required to monitor their sites following the SFSP
requirements during the summer and then monitor those same sites again following the CACFP requirements during the
school year. Instead, such sponsors may follow the CACFP monitoring schedule year-round. If sponsors choose to follow
the CACFP monitoring schedule year-round, one of the three annual reviews must occur during the summer, review for
SFSP requirements, include the review of a meal service, and be unannounced; two reviews must occur during the school
year, review for CACFP requirements, at least one must include the review of a meal service, and at least one must be
unannounced (CACFP 12-2013: Transitioning from the Summer Food Service Program to Child and Adult Care Food Program
At-Risk Afterschool Meals, May 31, 2013).

CORRECTIVE
ACTION
If a participating institution has committed one or more serious deficiencies, the institution’s executive director and
chairman of the board of directors must receive a notice of serious deficiency. The notice must identify responsible
principals and individuals and must be sent to those persons as well. The notice will specify appropriate corrective action
and the time periods for completing the corrective action for the institution and responsible principals and individuals.
If one or more serious deficiencies result in a disallowance (a determination that the institution must repay the State for
unearned reimbursements) the State must establish an overclaim. To the extent possible and appropriate, the State must
identify the person or persons responsible for the deficiencies for the purpose of assigning financial responsibility to the
responsible principal or responsible individual, in addition to the institution. Failure to take corrective action to fully and
permanently correct the serious deficiency by the allotted time will result in proposed termination [7 CFR 226.6(c)].
72

APPEALS
A facility may appeal the proposed termination by requesting an administrative review within 15 days of receiving the notice
of proposed termination. A hearing is then held by the administrative review official, and the official must inform the State
agency, the institution’s executive director, and the chairman of the board of directors, and the responsible principals and
responsible individuals, of the administrative review’s outcome within 60 days of the State agency’s receipt of the request
for an administrative review [7 CFR 226.6(k)].

Questions
and answers
1
WHAT ARE THE STATE
ADMINISTRATIVE MONITORING
REQUIREMENTS FOR AT-RISK
AFTERSCHOOL INSTITUTIONS?

•

In CACFP, State agencies must comply with 7 CFR
226.6(m) in conducting reviews of those institutions
that have agreements with the State agency to provide
At-Risk Afterschool Meals or Snacks. According to
these regulations, State agencies must annually review
33.3 percent of all CACFP institutions, including those
operating At-Risk Afterschool Programs. At least 15
percent of the required reviews must be unannounced.
Additionally, the current regulations require that State
agencies ensure that:
•

Independent centers and sponsors of one to 100
facilities are reviewed at least once every three
years; a review of such sponsors must include
reviews of ten percent of the sponsors’ facilities.

•

Sponsors with more than 100 facilities must be
reviewed at least every two years. These reviews
must include reviews of five percent of the first
1,000 facilities and two and a half percent of the
facilities in excess of 1,000.

Reviews of newly participating sponsoring
organizations with five or more child care
facilities must be completed within the first
90 days of Program operations.

In conducting these reviews, State agencies must ensure
that sponsors are operating eligible At-Risk Afterschool
Care Programs (i.e., programs that provide children with
regularly scheduled activities in an organized, structured,
and supervised environment), and are complying with all
Program requirements.

PART 7

RESOURCES
This section provides a list of available resources including regulations,
required notices, rates, and meal service/planning guides.
•

RESOURCES

•

MEMORANDA ISSUED BY FNS RELATING TO THE AT-RISK
AFTERSCHOOL MEALS COMPONENT OF CACFP

•

OUTSIDE SCHOOL HOURS CARE CENTERS AND AT-RISK
AFTERSCHOOL CARE CENTERS

•

GLOSSARY
75

Resources
BUILDING FOR THE FUTURE NOTICE

FOOD AND NUTRITION SERVICE (FNS)

This notice describes the CACFP, its eligibility
requirements, and the types of meals that can
be served.

FNS administers the CACFP on the Federal level.
www.fns.usda.gov

English version:
http://www.fns.usda.gov/sites/default/files/
4Future.pdf

MyPlate was developed as an effort to promote healthy
eating to consumers. The MyPlate icon is easy to
understand and it helps to promote messages based
on the 2010 DGAs. www.choosemyplate.gov

Spanish version:
http://www.fns.usda.gov/sites/default/files/
elFuturo.pdf

CACFP AT-RISK AFTERSCHOOL MEALS BEST
PRACTICES, 2011 FINAL REPORT
The CACFP At-Risk Afterschool Meals Best Practices
Report identifies best practices that pilot State
agencies and their sponsors used to implement and
administer the At-Risk Afterschool Meals component
of the CACFP, challenges these State agencies and
sponsors encountered and solutions they developed.
http://www.fns.usda.gov/sites/default/files/Best_
Practices_Report.pdf
CACFP REQUIRED MEAL PATTERNS
http://www.fns.usda.gov/cnd/care/programbasics/
meals/meal_patterns.htm

CACFP AT-RISK AFTERSCHOOL MEALS
FACT SHEET
“How to Participate in At-Risk Afterschool Meals
Component of CACFP.”
https://www.fns.usda.gov/sites/default/files/cacfp/
CACFPfactsheet_atrisk.pdf

CODE OF FEDERAL REGULATIONS
http://www.gpo.gov/fdsys/browse/collectionCfr.
action?collectionCode=CFR

DIETARY GUIDELINES FOR AMERICANS (DGAS)
The DGAs are the cornerstone for Federal nutrition
policy and nutrition education activities.
www.dietaryguidelines.gov

MY PLATE

THE INSTITUTE OF CHILD NUTRITION
The Institute of Child Nutrition (formerly National Food
Service Management Institute) is part of the School of
Applied Science at The University of Mississippi and
offers in-person training at little or no cost and free
online courses designed to support the professional
development of child nutrition programs and child care
personnel at all levels of responsibility. The ICN also
delivers free training resources managers can use to
train their staff. www.nfsmi.org

REIMBURSEMENT RATES
Reimbursement rates are based on a formula
established by Congress. They are adjusted
annually each July.
https://www.fns.usda.gov/cacfp/reimbursement-rates

STATE AGENCY CONTACT INFORMATION
http://www.fns.usda.gov/cacfp/cacfp-contacts

TEAM NUTRITION
Team Nutrition is an initiative of the USDA-FNS to
support the Child Nutrition Programs through training
and technical assistance for food service, nutrition
education for children and their caregivers, and school
and community support for healthy eating and physical
activity. Users can download recipes, activity sheets
and other nutrition related materials.
http://teamnutrition.usda.gov/

Resources, continued
THE HEALTHY MEALS RESOURCE SYSTEM
The Healthy Meals Resource System is an online information
center for USDA Child Nutrition Programs and has been
delivering resources to Program staff since 1995. http://
healthymeals.nal.usda.gov

SHARE OUR STRENGTH: AFTERSCHOOL
SNACKS AND MEALS
Share Our Strength’s Afterschool Snacks and Meals
homepage provides resources Program partners may use to
expand and improve their At-Risk Program.
http://bestpractices.nokidhungry.org/Afterschool

Memoranda Issued by
FNS Relating to the AtRisk Afterschool Meals
Component of CACFP
December 2, 2016

Value of USDA Donated Foods for Audits
https://www.fns.usda.gov/value-usda-donated-foods-audits

December 1, 2016

Area Eligibility in Child Nutrition Programs
https://www.fns.usda.gov/area-eligibility-child-nutrition-programs

October 19, 2016

Q&A: Purchasing Goods and Services Using Cooperative Agreements, Agents, and
Third-Party Services
https://www.fns.usda.gov/qa-purchasing-goods-and-services-using-cooperative-agreementsagents-and-third-party-services

October 14, 2016

Grains Requirements in the CACFP, Q &As
https://www.fns.usda.gov/cacfp/grain-requirements-cacfp-qas

September 29, 2016

Clarifications: Funding Levels for FY2017 CACFP Audit Fund Allocation
https://www.fns.usda.gov/cacfp/clarifications-funding-levels-fy2017-cacfp-auditfund-allocation

September 9, 2016

Vegetable and Fruit Requirements in the Child and Adult Care Food Program; Q&As
https://www.fns.usda.gov/cacfp/vegetable-and-fruit-requirements-child-and-adultcare-food-program-questions-and-answers

September 9, 2016

Meal Service during Unanticipated School and Day Care Closures
https://www.fns.usda.gov/meal-service-during-unanticipated-school-and-daycare-closures

September 7, 2016

Conducting Five-Day Reconciliation in the Child and Adult Care Food Program, Q&As
https://www.fns.usda.gov/cacfp/conducting-five-day-reconciliation-cacfp-qas

August 10, 2016

Taking Food Components Off-site in the At-Risk Afterschool Component of the Child
and Adult Care Food Program
https://www.fns.usda.gov/taking-food-components-site-risk-afterschool-component-childand-adult-care-food-program

July 14, 2016

Nutrition Requirements for Fluid Milk and Fluid Milk Substitutions in the Child and Adult
Care Food Program, Q&As
https://www.fns.usda.gov/cacfp/nutrition-requirements-fluid-milk-and-fluid-milksubstitutions-cacfp-qas

June 30, 2016

Optional Best Practices to Further Improve Nutrition in the Child and Adult Care Food
Program Meal Pattern
http://www.fns.usda.gov/cacfp/optional-best-practices-further-improve-nutrition-childand-adult-care-food-program-meal-pattern

Memoranda Issued by FNS Relating to the
At-Risk Afterschool Meals Component of
CACFP, Continued
June 24, 2016

Early Implementation of the Updated Child and Adult Care Food Program Meal Pattern
Requirements and the National School Lunch and School Breakfast Programs’ Infant and
Preschool Meal Patterns
https://www.fns.usda.gov/early-implementation-updated-cacfp-meal-pattern-requirementsand-nslp-and-sbp-infant-and-preschool

June 22, 2016

The Use of Share Tables in Child Nutrition Programs
https://www.fns.usda.gov/use-share-tables-child-nutrition-programs

December 14, 2015

Community Eligibility Provision: Guidance Q&As
https://www.fns.usda.gov/community-eligibility-provision-guidanceand-updated-qas-0

December 7, 2015

Disclosure Requirement for the Child Nutrition Programs
https://www.fns.usda.gov/disclosure-requirements-child-nutritionprograms-0

November 13, 2015

Guidance on Competitive Procurement Standards for Program Operators
https://www.fns.usda.gov/guidance-competitive-procurement-standardsprogram-operators

November 9, 2015

Local Agency Procurement Reviews SY2015-2016
https://www.fns.usda.gov/local-agency-procurement-reviews-sy2015-2016

October 30, 2015

Questions and Answers on the Transition to and Implementation of 2 CFR Part 200
https://www.fns.usda.gov/questions-and-answers-transition-andimplementation-2-cfr-part-200

October 22, 2015

Procuring Local Meat, Poultry, Game, and Eggs for Child Nutrition Programs
https://www.fns.usda.gov/procuring-local-meat-poultry-game-and-eggs-childnutrition-programs

July 31, 2015

Service of Traditional Foods in Public Facilities
https://www.fns.usda.gov/service-traditional-foods-public-facilities

July 22, 2015

Smoothies Offered in Child Nutrition Programs
https://www.fns.usda.gov/smoothies-offered-child-nutrition-programs

July 21, 2015

Updated Offer vs Serve Guidance for the NSLP and SBP
https://www.fns.usda.gov/updated-offer-vs-serve-guidance-nslp-and-sbpbeginning-sy2015-16

April 17, 2015

Allowable Costs Related to Physical Activity and Limiting the Use of Electronic Media
in the Child and Adult Care Food Program
https://www.fns.usda.gov/allowable-costs-related-physical-activity-and-limiting-useelectronic-media-child-and-adult-care

Memoranda Issued by FNS Relating to the
At-Risk Afterschool Meals Component of
CACFP, Continued
March 20, 2015

Guidance on Prohibition of Separation by Gender during CNP Meal Service
http://www.fns.usda.gov/guidance-prohibition-separation-gender-duringcnp-meal-service

March 13, 2015

Local Foods in the Child and Adult Care Food Program
https://www.fns.usda.gov/local-foods-child-and-adult-care-food-program

December 10, 2014

Health and Safety Inspection Requirements
https://www.fns.usda.gov/health-and-safety-inspection-requirements

November 21, 2014

Area Eligibility in Child Nutrition Programs
https://www.fns.usda.gov/area-eligibility-child-nutrition-programs-0

April 24, 2014

Sharing Aggregate Data to Expand Program Access and Services in Child
Nutrition Programs
https://www.fns.usda.gov/sharing-aggregate-data-expand-program-access-and-serviceschild-nutrition-programs

May 31, 2013

Transitioning from the Summer Food Service Program to the Child and Adult Care Food Program
At-Risk Afterschool Meals
https://www.fns.usda.gov/transitioning-sfsp-cacfp-risk-afterschool-meals-0

April 26, 2013

Guidance Related to the ADA Amendments Act
https://www.fns.usda.gov/guidance-related-ada-amendments-act

March 29, 2013

Additional State Agency Requirements in the Child and Adult Care Food Program
https://www.fns.usda.gov/additional-state-agency-requirements-child-and-adultcare-food-program

January 24, 2013

Tax Exempt Status for Private Nonprofit Organizations and Churches in the Child and Adult Care
Food Program and the Summer Food Service Program
https://www.fns.usda.gov/tax-exempt-status-private-nonprofit-organizations-and-churcheschild-and-adult-care-food-program-and

November 28, 2012

Streamlining At-Risk Meal Participation of School Food Authorities
https://www.fns.usda.gov/streamlining-risk-meal-participation-school-food-authorities

November 23, 2012

Determining Area Eligibility Based on School Data
https://www.fns.usda.gov/determining-area-eligibility-based-school-data

October 2, 2012

Federal Small Purchase Threshold Adjustment
https://www.fns.usda.gov/federal-small-purchase-threshold-adjustment-0

July 24, 2012

Tribal Participation in the Child and Adult Care Food Program and the Summer Food
Service Program https://www.fns.usda.gov/tribal-participation-child-and-adult-care-foodprogram-and-summer-food-service-program-0

Memoranda Issued by FNS Relating to the
At-Risk Afterschool Meals Component of
CACFP, Continued
May 1, 2012

Health and Safety Standards for Outside-School-Hours Care Center and At-Risk
Afterschool Care Centers
https://www.fns.usda.gov/health-and-safety-standards-outside-school-hours-carecenters-and-risk-afterschool-care-centers

February 17, 2012

The At-Risk Afterschool Meals Component of the Child and Adult Care Food Program,
Questions and Answers https://www.fns.usda.gov/streamlining-risk-meal-participationschool-food-authorities

January 25, 2012

Changes to the FNS-44, Report of the Child and Adult Care Food Program
https://www.fns.usda.gov/cacfp-04-2012-changes-fns-44-report-child-and-adult-care-foodprogram-cacfp

September 15, 2011

Child Nutrition Reauthorization 2010: Nutrition Requirements for Fluid Milk and Fluid Milk
Substitutions in the Child and Adult Care Food Program, Questions and Answers.
https://www.fns.usda.gov/cacfp-21-2011-revised-child-nutrition-reauthorization-2010nutrition-requirements-fluid-milk-and

May 17, 2011

Clarification on the Use of Offer Versus Serve and Family Style Meal Service
https://www.fns.usda.gov/clarification-use-offer-vs-serve-and-family-stylemeal-service

May 11, 2011

Child Nutrition Reauthorization 2010: Water Availability in the Child and Adult Care
Food Program https://www.fns.usda.gov/cacfp-20-2011-child-nutrition-reauthorization2010-water-availability-child-and-adult-care-food

January 21, 2011

Eligibility of Expanded Learning Time Programs for Afterschool Snack Service in the National
School Lunch Program (NSLP) and the Child and Adult Care Food Program (CACFP)
https://www.fns.usda.gov/cacfp-01-2011-eligibility-expanded-learning-time-programsafterschool-snack-service-national-school

December 17, 2010

Child Nutrition Reauthorization 2010: Elimination Claim Edit Checks in the Child and Adult Care
Food Program https://www.fns.usda.gov/cacfp-03-2011-child-nutrition-reauthorization-2010elimination-block-claim-edit-checks-child-and

December 17, 2010

Child Nutrition Reauthorization 2010: Nationwide Expansion of At-Risk Afterschool Meals in the
Child and Adult Care Food Program https://www.fns.usda.gov/cacfp-04-2011-child-nutritionreauthorization-2010-nationwide-expansion-risk-afterschool-meals-child

July 3, 2007

Accommodations for Non-Traditional Program Operators
https://www.fns.usda.gov/es/node/4457

June 3, 2003

Review Requirements for At-Risk Afterschool Care Centers Participating in the Child and Adult
Care Food Program https://www.fns.usda.gov/review-requirements-risk-afterschool-carecenters-participating-child-and-adult-care-food-program

Outside School Hours Care
Centers and At-Risk Afterschool Care Centers
The chart below highlights the differences between two components of the Child and Adult Care Food Program that provide
reimbursement for meals served in Outside School Hours Care Centers (OSHCCs) and At-Risk Afterschool Care Centers.
Requirement

OSHCCs

At-Risk Afterschool Centers

Eligible Institutions

Public, private nonprofit, or qualifying for-profit
centers [7 CFR 226.19(a)].

Public, private nonprofit, or qualifying for- profit
centers [7 CFR 226.17a(a)].

Licensing

Licensing not required unless there is a State
or local requirement for licensing. If there is no
State or local requirement for licensing, then
centers must meet State or local health and safety
standards [7 CFR 226.6(d)].

Determination of
Reimbursement

Program may operate in any area. Individual free
and reduced-price applications are collected to
determine level of reimbursement (free, reduced
price, and paid) [7 CFR226.19(b)(7)(i)].

Program must be located in a geographic area
served by a school in which 50 percent or more
of the children enrolled are eligible for free or
reduced price meals. All meals and snacks are
reimbursed at the free rate [7 CFR 226.17a(i)].

Age of Participants

12 years of age and under, children age 15 and
under who are children of migrant workers, and
persons of any age who meet the definition of
‘‘Persons with disabilities’’ [7 CFR 226.19(b)(3)].

School-age children through age 18 (or 19 if the
individual turns 19 during the school year) and
persons of any age who meet the definition of
‘‘Persons with disabilities’’ [7CFR 226.17a(c)].

Type of Meals Eligible
for Reimbursement

Breakfast, snack, and supper. Lunch may be served Snack and supper. Breakfast or lunch may be
during school vacations during the regular school
served in lieu of supper on weekends, holidays,
year [7 CFR 226.19(b)(4)].
or during school vacations during the regular
school year [7 CFR 226.17a(k)].

Number of
Reimbursable
Meals

Maximum of two meals and one snack or two
snacks and one meal per child per day [7 CFR
226.19(b)(5)].

Maximum of one snack and one meal per child
per day [7 CFR 226.17a(k)].

Meal Patterns

CACFP meal patterns [7 CFR226.20(c)].

CACFP meal patterns [7 CFR 226.20(c)].

Meal Service Periods

School days, weekends, and holidays;
no weekend-only programs [7 CFR 226.19(b)(4)].

School days, weekends, and holidays during the
regular school year [7 CFR 226.17a(b)].

Time Restrictions for
Meal Service

None.

Meals must be served after school, except
on weekends and holidays, when meals may be
served at any time of day, as approved by the
State agency [7 CFR 226.17a(m)].

Glossary
CACFP - Child and Adult Care Food Program
Children - For the purposes of at-risk afterschool
centers, persons 18 years of age and under at the
start of the school year and mentally or physically
disabled persons, as defined by the State, enrolled in
an agency or a child care facility serving a majority
of persons 18 years of age and younger.
Code of Federal Regulations (CFR) – The CFR is
the codification of the general and permanent rules
published in the Federal Register by the departments
and agencies of the Federal Government.
Disability – The Americans With Disabilities Act
(ADA) of 1990, including ADA Amendments Act of
2008 (P.L. 110-325), defines an individual with a
disability as a person with a physical or mental
impairment that substantially limits one or more
major life activities; has a record of such an
impairment; or is regarded as having such an
impairment. Major life activities include, but are
not limited to, caring for oneself, performing manual
tasks, seeing, hearing, eating, communicating, etc.
A major life activity also includes the operation of a
major bodily function, including, but not limited, to
functions of the immune system, digestive system,
bowel, bladder, neurological system, etc.
Family Style Meal Service – A type of meal service
that allows children to serve themselves from
common platters or bowls of food.
Food and Nutrition Service (FNS) – The agency
within the USDA that regulates the CACFP.
Institution – A sponsoring organization, child care
center, At-Risk Afterschool Care center, outsideschool hours care center, emergency shelter or adult
day care center which enters into an agreement with

the State agency to assume final administrative and
financial responsibility for Program operations.
Meal Count – A daily count of meals served to
participants by meal type.
Menus – A dated list of food, by meal type, served to
CACFP participants.
National School Lunch Program (NSLP) – The
National School Lunch Program (NSLP) is a federally
assisted meal program operating in public and
nonprofit private schools and residential child care
institutions. It provides nutritionally balanced, lowcost or free lunches to children each school day. The
program was established under the National School
Lunch Act, signed by President Harry Truman in
1946.
Offer Versus Serve (OVS) – Offer versus serve
means that children are offered all of the
components of the meal pattern, but are not required
to take them all.
Participants – Children who are participating in
the CACFP.
Reimbursable Meals – Meals that are served to
enrolled participants at a center and that meet USDA
nutritional requirements.
Reimbursement – Money paid to at-risk after
school centers or through their sponsors for
eligible meals served.
School Food Authority (SFA) - The governing body
which is responsible for the administration of one or
more schools and which has the legal authority to
operate a lunch program in those schools.

Glossary, cont.
Sponsoring Organization (Sponsor) –
Public or private non-profit organizations that are
entirely responsible for the administration of the
CACFP in sponsored facilities such as family day
care homes.
School Breakfast Program (SBP) –
The School Breakfast Program (SBP) provides
cash assistance to States to operate nonprofit
breakfast programs in schools and residential
childcare institutions.
Summer Food Service Program (SFSP) –
The Summer Food Service Program provides free,
nutritious meals and snacks to help children in
low-income areas get the nutrition they need to
learn, play, and grow, throughout the summer
months when they are out of school.
USDA – United States Department of Agriculture.
USDA Foods – USDA Foods are foods that USDA
acquires through subsidy Programs or purchases
in large quantities. USDA then provides these
foods to State distributing agencies, which in turn
distribute them to child care centers, schools,
hospitals, prisons, and other institutions and
organizations that participate in the Federally
assisted meal service Programs.

2017

File Type	application/pdf
Author	Sarah Powers - ICF
File Modified	2022-03-18
File Created	2021-07-06