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Policy

HSOLC will complete Site Monitoring Reviews following the criteria required by CACFP including: At a minimum, each site must have a monitoring review three (3) times a year with no more than six months between reviews. Two of the three reviews must be unannounced. At least one unannounced review must include observation of a meal service. At least one review must be made during a new facility’s first four weeks of operation. 

Procedure

  1. Site Monitoring reviews are completed by the trained and qualified staff which includes the Food Service Manager (FSM) and Food Service Assistant (FSA). 
  2. The site reviewer (FSM or FSA) will use Site Visit Log Schedule approved in CNP as a guide for completing reviews.  
  3. Review will be documented as unannounced if no site staff receive communication about the site visit prior to arrival.  
  4. The reviewer will audit CACFP Enrollment forms for enrolled students to ensure all students have an active form using Child Plus.  
  5. The reviewer will read posted sanitation inspection to ensure any findings were corrected.  
  6. If completing Meal Observation, the reviewer will be in the classroom before the meal starts until the point of service meal count is completed. Time of meal is compared to CNP and Child Plus data. Meal is visually reviewed for components, quantities, meal service style. 
  7. If not completing a Meal Observation, an email with interview questions is sent to a staff person at the reviewed site to evaluate knowledge of components, quantity, and meal service style.  
  8. Kitchen is inspected to ensure potentially hazardous foods are properly stored and area is sanitary. Temperature logs for the daily hot food, daily fridge/freezer, and weekly sanitizer are reviewed. Food handler cards are reviewed by RM or ARM. If CFSW or Site Cook is present, personal hygiene practices are observed. Menu (and Menu Substitute documents if applicable) are reviewed.  
  9. Prepared items for following meal are visually inspected for quantity requirements.  
  10. The entry area is inspected for the “Building for the Future” and “Justice for All” posters. The Civil Rights Binder is reviewed for the training log and complaint forms in all necessary languages. The interview questions sent to a site staff person include a question to evaluate staff knowledge of the civil rights complaint procedure.  
  11. Special diet reporting in Child Plus is reviewed for Medical Statements for non-reimbursable diets.  
  12. Paper attendance is reviewed for necessary requirements and compared to attendance in the Child Plus Entry Express. Paper attendance from the current day can be reviewed on site for appropriate requirements (for example sign in and out times). The 5-day Reconciliation is completed using Child Plus Entry Express and the posted paper meal count form. Missing dates are explained and reported to the RM in the text box. Disallowed meals are documented if necessary. The point of service meal count is observed during the meal observation. 
  13. If any problems were discovered, a follow up review is required if it cannot be corrected on site. For example, if the site is missing a posting that can be printed and posted during the review, then no follow up is needed. If a follow up review is required, corrective action must be completed in 5 operating days from the site visit. The follow up review must be completed in 5 operating days from the corrective action.   
  1. The Site Monitoring Report for CACFP is uploaded in SignEasy to be signed by the reviewer and Regional Manager. The document can also be printed and sent via interoffice mail for signatures. The signed document is printed and posted at the site. The signed document may also be printed for the FSM and RM’s records.  

Policy Council approved: December 2020

© Head Start of Lane County.

Reviewed: December 2020