Child and Adult Care Food Program

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1 Nutrition and Wllnss Programs Illinois Stat Board of Education 100 North First Strt (W270) Springfild, Illinois Child and Adult Car Food Program Day Car Homs Srious Dficincy Procss Dcmbr 2013

2 1100 SERIOUS DEFICIENCY PROCESS 1110 PROCEDURES 1111 Trmination of Agrmnt for Caus/Convninc and Corrctiv Action Procdurs 1112 Actions That May Lad To Srious Dficincy - Outlin of th Actions - Additional Tool 1113 Procdurs for Houshold Contact & 5-Day Rconciliation - Sampl 1/1113 Houshold Contact Covr Mmo - Sampl 2/1113 Houshold Contact Qustionnair - Sampl 3/1113 Houshold Tlphon Contact Script 1114 Srious Dficincy Notification Procdurs -Sampl Lttr 1/1114 Notic of Noncomplianc and Corrctiv Action -Sampl Lttr 2/1114 Notic of Srious Dficincy -Sampl Lttr 3/1114 Succssful Corrctiv Action, Tmporary Dfrmnt of Srious Dficincy -Sampl Lttr 4/1114 Notic of Proposd Trmination and Proposd Disqualification -Sampl Lttr 5/1114 Tmporary Dfrmnt of Srious Dficincy, Proposd Trmination, and Proposd Disqualification (aftr providr wins appal) -Sampl Lttr 6/1114 Notic of Trmination and Disqualification (aftr sponsor wins appal) -Sampl Lttr 7/1114 Notic of Trmination and Disqualification (following failur to appal) 1115 Suspnsion of Participation for Day Car Homs -Sampl Lttr 8/1115 Combind Srious Dficincy, Suspnsion, Proposd Trmination, and Proposd Disqualification Notic: Imminnt Thrat to Halth or Safty -Sampl Lttr 9/1115 Tmporary Dfrmnt of Srious Dficincy, Suspnsion, Proposd Trmination, and Proposd Disqualification: Imminnt Thrat to Halth or Safty (aftr providr wins appal) -Sampl Lttr 10/1115 Notic of Trmination and Disqualification: Imminnt Thrat to Halth or Safty (aftr sponsor wins appal) -Sampl Lttr 11/1115 Notic of Trmination and Disqualification: Imminnt Thrat to Halth or Safty (following failur to appal) 1116 Administrativ Rviw (Appal) Procss 1117 Placmnt on th National Disqualifid List 1118 Guidlins for R-Entry to th Child and Adult Car Food Program - Sampl Tmplat Monitoring Plan for R-Entring Providrs 1120 SERIOUS DEFICIENCY LOG 1121 ADDENDUM 2

3 1100 SERIOUS DEFICIENCY PROCESS Ovrviw In ordr to participat in th Child and Adult Car Food Program (CACFP), a day car hom must oprat undr th auspics of and ntr into a writtn agrmnt with an approvd sponsoring organization. Th agrmnt must spcify th rights and rsponsibilitis of both partis which includ, but ar not limitd to, th right of th sponsoring organization to trminat th agrmnt for caus and th rquirmnt that th day car hom comply with th fdral rgulations govrning th program. Public Law , th Agricultural Risk Protction Act (ARPA) of 2000, mad significant changs to th procdurs involvd in trminating participation of day car homs (providrs) in th CACFP. For th first tim, it givs providrs th opportunity to rqust an Administrativ Rviw (also rfrrd to as an Appal) prior to trmination of thir agrmnt to participat by th sponsoring organization. This appal right is only rquird whn th trmination is for caus. Anothr form of trmination, which is trmination for convninc, is prmittd, and it dos not rquir th sponsors to offr an appal to th providr in ths situations. Sponsoring organizations ar rquird to provid th day car hom providrs proposd for trmination and disqualification an administrativ rviw (appal). In th past, th sponsoring organizations offrd and providd ths srvics to th providrs. Ths rqusts ar now procssd through th srvics of a consulting firm who acts as th Administrativ Rviw Official (ARO). Th ARO is an impartial and indpndnt prson not involvd in th dcision to trminat th homs participation. Th procdurs to b usd ar consistnt with 7CFR226.6(l). Sponsoring organizations must follow th procdurs for trmination including th corrctiv action procss, th srious dficincy procss, and th suspnsion of participation and providr appal rights outlind in this documnt. Within th organization, th Excutiv Dirctor or a dsignatd srious dficincy spcialist is authorizd to sign a Srious Dficincy notic. 3

4 1110 PROCEDURES 1111 Trmination of Agrmnt for Caus/Convninc and Corrctiv Action Procdurs A sponsoring organization (sponsor) must initiat action to trminat th agrmnt of a day car hom (providr) for caus in th opration of th Child and Adult Car Food Program if th sponsor dtrmins th providr committd on or mor srious dficincy(is) listd blow. Whthr a problm riss to th lvl of a srious dficincy is takn into considrations. Upon making a srious dficincy dtrmination, if th providr dos not tak action to fully and prmanntly corrct th srious dficincy within th allottd tim, th providr s agrmnt must b trminatd. List of Srious Dficincis 1. Submission of fals information on th application (sponsor/providr agrmnt). 7 CFR Part (l)(2)(i). 2. Submission of fals claims for rimbursmnt. 7 CFR Part (l)(2)(ii). 3. Simultanous participation undr mor than on sponsoring organization. 7 CFR Part (l)(2)(iii). 4. Srving mals that do not mt th mal pattrn. 7 CFR Part (l)(2)(iv). 5. Failur to kp rquird rcords (mals, attndanc, tc). 7 CFR Part (l)(2)(v). 6. Conduct or conditions that thratn th halth or safty of th childrn in car, or th public halth or safty. 7 CFR Part (l)(2)(vi). 7. A dtrmination that th providr has bn convictd of any activity that occurrd during th past svn yars and indicatd a lack of businss intgrity. A lack of businss intgrity includs fraud, antitrust violations, mbzzlmnt, thft, forgry, bribry, falsification or dstruction of rcords, making fals statmnts, rciving stoln proprty, making fals claims, obstruction of justic, or any othr activity indicating a lack of businss intgrity as dfind by th agncy, or th concalmnt of such a conviction. 7 CFR Part (l)(2)(vii). 8. Failur to participat in training. 7 CFR Part (l)(2)(viii). 9. Any othr circumstanc rlatd to non-prformanc undr th sponsor/providr agrmnt as spcifid by th sponsor or th Stat agncy. 7 CFR Part (l)(2)(ix). Corrctiv Action Procdurs It is th rsponsibility of th sponsoring organization to provid sufficint training and tchnical assistanc during th pr-approval and 30-day follow-up visits to assur succssful participation for all providrs. Tchnical assistanc must b providd and documntd during th arly stags of program participation. Corrctiv action procdurs may tak into considration th following spcial, xtnuating circumstancs: nw participants on th program, languag barrirs, litracy barrirs, or othr 4

5 documntd spcial circumstancs. Ths circumstancs may rquir xtra tchnical assistanc. Onc a problm is idntifid, xtra tchnical assistanc must b providd and documntd. Tchnical assistanc may continu as long as providrs ar showing improvmnt. Documntation must indicat whn th providr has compltd corrctiv action or, if no improvmnt is mad, th providr must b dclard sriously dficint. If during a rviw th sponsor monitor idntifis that corrctiv action is rquird, a corrctiv action statmnt must b writtn on th rviw form and th providr must sign th rviw to show h/sh agrs to th corrctiv action. If th sponsor, through offic rviw of providr documnts, idntifis th providr nds a Corrctiv Action Plan, th sponsor must notify th providr, in writing, that h/sh has som dficincis in th opration of CACFP as shown in Sampl Lttr 1/ Notic of Noncomplianc and Corrctiv Action. If th corrctiv action takn by th family day car hom is accptd, and it is latr dtrmind that th corrctiv action was not prmannt and complt, th sponsoring organization must mov dirctly to issuing a Notic of Proposd Trmination and Disqualification as shown in Sampl Lttr 4/1114 Notic of Proposd Trmination and Proposd Disqualification. Trmination for Convninc (S Part 2 of Actions That May Lad to Srious Dficincy) 5

6 1112 Actions That May Lad to Srious Dficincy This documnt has bn dvlopd by th Illinois Stat Board of Education (ISBE). Th actions prscribd in this documnt must b followd by Child and Adult Car Food Program Sponsoring Organizations (SO) to nsur all day car hom providrs ar tratd consistntly. It is vry important that SO adhr to this procss du to th strict rquirmnts of trminating a day car hom providr for svn (7) yars. Monitoring staff from ISBE will rviw SO procdurs to nsur this procss is followd. It is th rsponsibility of sponsoring organizations to provid sufficint training and tchnical assistanc during th introductory rviw, four- wk follow-up rviw, and all rviws during th fiscal yar to nsur succssful participation for all providrs. Tchnical assistanc must b documntd and providd during program participation. SO hav diffrnt formats whn finding problms at th monitoring rviw. Som SO wish to writ a dtaild lttr such as Sampl Lttr 1/1114 in th Srious Dficincy Handbook, to clarify th problms. Most SO choos to writ thir findings and th dtaild corrctiv action to b conductd by th providr right on th monitoring rviw forms th providr signs. This allviats snding an additional lttr. An additional tool (chart) is addd to this rvision. This chart is prpard to assist th SO in th stps of th srious dficincy procss. It shows th nin (9) catgoris of srious dficincis for caus as listd in 7CFR226.16(l)(2). Th various findings or scnarios ar shown and thn classifid in a particular catgory. (Not: Thr may b som cass whr findings may vary in classification; and for as of us, th narrativ vrsion and th chart cross-rfrnc ach othr). 6

7 Part 1: TERMINATION FOR CAUSE Submission of Fals Claims 7CFR (l)(2)(ii); Failur to Kp Rquird Rcords 7CFR (I)(2)(v); Noncomplianc With Mal Pattrn 7CFR (I)(2)(iv); Any Othr Circumstanc Rlatd to Nonprformanc 7CFR (I)(2)(ix) ACTIONS (v) Mnu and mal participation did not match thos rcordd on th mnu form First Occurrnc Dduct mals at tim of visit or day(s) of s Provid tchnical assistanc and corrctiv action - (1) Snd sampl lttr #1 dtailing findings and obtain providr s corrctiv action OR - (2) On th rviw form, writ th providr s agrd upon corrctiv actions to prmanntly corrct th findings (Providr signs rviw form.) Conduct unannouncd follow up rviw Scond Occurrnc Dduct mals Provid tchnical assistanc and corrctiv action - On th rviw form, th monitor writs th providr s agrd upon corrctiv actions to prmanntly corrct th findings. (Providr signs rviw form.) Bgin Sriously Dficint (S.D.) Procss and snd sampl lttr #2 (Lttr must b snt within 30 days.) (ii)-mal not srvd at tim of rviw, but claimd all othr days (Includs mals srvd at supprs, vning snacks, tc.) First Occurrnc If providr can supply adquat justification, rturn to rgular rviw procss If providr cannot supply adquat justification, provid tchnical assistanc and corrctiv action - On th rviw form, writ th providr s agrd upon corrctiv actions to prmanntly corrct th findings (Providr signs rviw form.) Conduct unannouncd follow up rviw 7

8 Submission of Fals Claims 7CFR (l)(2)(ii); Failur to Kp Rquird Rcords 7CFR (I)(2)(v); Noncomplianc With Mal Pattrn 7CFR (I)(2)(iv); Any Othr Circumstanc Rlatd to Nonprformanc 7CFR (I)(2)(ix)... CONTINUED Scond Occurrnc If providr can supply adquat justification, rturn to rgular rviw procss If providr cannot supply adquat justification, provid tchnical assistanc and corrctiv action - On th rviw form, writ th providr s agrd upon corrctiv actions to prmanntly corrct th findings (Providr signs rviw form.) Conduct houshold contacts o If contacts show misrprsntation of rcords, bgin S. D. Procss and snd sampl lttr #2 (Lttr must b snt within 30 days.) o If contacts show rcords ar corrct, providr rturns to rgular rviw procss (ix)- At rviw, monitor was unabl to obsrv all childrn in attndanc during shift chang First Occurrnc If providr can supply adquat justification, rturn to rgular rviw procss If providr cannot supply adquat justification, provid tchnical assistanc and corrctiv action - (1) Snd sampl lttr #1 dtailing findings and obtain providr s corrctiv action OR - (2) On th rviw form, writ th providr s agrd upon corrctiv actions to prmanntly corrct th findings (Providr signs rviw form.) Conduct unannouncd Follow-Up Rviw Conduct houshold contact Scond Occurrnc If monitor is abl to obsrv all childrn in attndanc at unannouncd Follow-Up Rviw, rturn to rgular rviw procss If monitor is still unabl to obsrv all childrn in attndanc at unannouncd Follow-Up Rviw, provid tchnical assistanc - On th rviw form, writ th providr s agrd upon corrctiv actions to prmanntly corrct th findings (Providr signs rviw form.) Bgin S.D. Procss and snd sampl lttr #2 (Lttr must b snt within 30 days.) 8

9 Submission of Fals Claims 7CFR (l)(2)(ii); Failur to Kp Rquird Rcords 7CFR (I)(2)(v); Noncomplianc With Mal Pattrn 7CFR (I)(2)(iv); Any Othr Circumstanc Rlatd to Nonprformanc 7CFR (I)(2)(ix)... CONTINUED (ii)- Inappropriat claiming on holidays First Occurrnc Dduct mals at day of visit or day(s) of Provid tchnical assistanc and corrctiv action - (1) Snd sampl lttr #1 dtailing findings and obtain providr s corrctiv action OR - (2) On th rviw form, writ th providr s agrd upon corrctiv actions to prmanntly corrct th findings (Providr signs rviw form.) Scond Occurrnc Dduct mals at day of visit or day(s) of Provid tchnical assistanc and corrctiv action - On th rviw form, writ th providr s agrd upon corrctiv actions to prmanntly corrct th findings (Providr signs rviw form.) Conduct houshold contacts o If contacts show misrprsntation of rcords, bgin S. D. Procss and snd sampl lttr #2 (Lttr must b snt within 30 days.) o If contacts show rcords ar corrct, providr rturns to rgular rviw procss (ii)- Fiv-Day Rconciliation Rsults Fwr than normally claimd or no childrn prsnt whn monitor rviw is conductd; providr s rcords show childrn ar attnding and claimd vryday First Occurrnc If providr can supply adquat justification, rturn to rgular rviw procss If providr cannot supply adquat justification, provid tchnical assistanc and corrctiv action - (1) Snd sampl lttr #1 dtailing findings and obtain providr s corrctiv action OR -(2) On th rviw form, writ th providr s agrd upon corrctiv actions to prmanntly corrct th findings (Providr signs rviw form). Conduct follow unannouncd follow-up rviw Scond Occurrnc If unannouncd Follow-Up Rviw can supply adquat justification, rturn to rgular rviw procss If unannouncd Follow-Up Rviw cannot supply adquat justification, provid tchnical assistanc and corrctiv action - On th rviw form, writ th providr s agrd upon corrctiv actions to prmanntly corrct th findings (Providr signs rviw form.) 9

10 Conduct houshold contacts o If contacts show misrprsntation of rcords, bgin S. D. Procss and snd sampl lttr #2 (Lttr must b snt within 30 days.) o If contacts show rcords ar corrct, providr rturns to rgular rviw procss Failur to Kp Rquird Rcords 7CFR (d); 7CFR (); (d--g) and (l)(2)(v) ACTIONS (v)- Paprwork not up-to-dat First Occurrnc Dduct mals rtroactiv to tim of discrpancy Provid tchnical assistanc and corrctiv action - (1) Snd sampl lttr #1 dtailing findings and obtain providr s corrctiv action OR - (2) On th rviw form, writ th providr s agrd upon corrctiv actions to prmanntly corrct th findings (Providr signs rviw form.) Conduct unannouncd Follow-Up Rviw Scond Occurrnc Dduct mals rtroactiv to tim of discrpancy If unannouncd Follow-Up Rviw shows paprwork is up to dat, rturn to rgular rviw cycl If unannouncd Follow-Up Rviw shows paprwork is not up to dat, provid tchnical assistanc and corrctiv action - On th rviw form, writ th providr s agrd upon corrctiv actions to prmanntly corrct th findings (Providr signs rviw form.) Bgin S.D. Procss and snd sampl lttr #2 (Lttr must b snt within 30 days.) (v)- Mal counts rcordd in advanc First Occurrnc Dduct mals rtroactiv to tim of discrpancy Provid tchnical assistanc and corrctiv action - (1) Snd sampl lttr #1 dtailing findings and obtain providr s corrctiv action, OR - (2) Writ on rviw form agrd upon corrctiv actions by th providr to prmanntly corrct (Providr signs rviw form.) Conduct unannouncd Follow-Up Rviw Scond Occurrnc Dduct mals rtroactiv to tim of discrpancy 10

11 If unannouncd Follow-Up Rviw shows mal counts ar not bing rcordd in advanc, rturn to rgular rviw cycl If unannouncd Follow-Up Rviw shows mal counts ar still bing rcordd in advanc, provid tchnical assistanc - On th rviw form, writ th providr s agrd upon corrctiv actions to prmanntly corrct th findings (Providr signs rviw form.) Bgin S.D. Procss and snd sampl lttr #2 (Lttr must b snt within 30 days.) (v)- Substitut cargivr/assistant did not hav accss to paprwork whn providr was not at hom and rviw was bing conductd First Occurrnc Dduct mals rtroactiv to tim of discrpancy Provid tchnical assistanc and corrctiv action - (1) Snd sampl lttr #1 dtailing findings and obtain providr s corrctiv action OR - (2) On th rviw form, writ th providr s agrd upon corrctiv actions to prmanntly corrct th findings (Providr signs rviw form.) Conduct follow up rviw Scond Occurrnc Dduct mals rtroactiv to tim of discrpancy Provid tchnical assistanc and corrctiv action - On th rviw form, writ th providr s agrd upon corrctiv actions to prmanntly corrct th findings (Providr signs rviw form.) Bgin S.D. Procss and snd sampl lttr #2 (Lttr must b snt within 30 days.) Any othr circumstanc rlatd to nonprformanc 7CFR226.16(l)(2)(ix); Failur to Comply With Monitoring Rquirmnts 7 CFR226.18(b) ACTIONS (ix)- Providr not hom for attmptd monitoring rviw whn providr is supposd to b srving a mal. Providr did not contact Sponsor. (Sponsor can only dduct whn monitor conducts rviw at th providr s prscribd mal srvic tim) First Occurrnc Dduct mals (Dductions should only b for th mal srvic that should hav bn srvd during attmptd rviw.) Provid tchnical assistanc and corrctiv action - (1) Snd sampl lttr #1 dtailing findings and obtain providr s corrctiv action, or 11

12 - (2) On th rviw form, writ th providr s agrd upon corrctiv actions to prmanntly corrct th findings (Providr signs rviw form.) Conduct an unannouncd Follow-Up Rviw Scond Occurrnc Dduct mals (Dductions should only b for th mal srvic that should hav bn srvd during attmptd rviw.) Conduct houshold contacts o If contacts show thr is no childrn bgin S. D. Procss and snd sampl lttr #2 (Lttr must b snt within 30 days.) o If contacts show childrn ar thr, snd S.D. lttr for providr not bing at hom during tim of thir mal srvic and was warnd twic. (Lttr must b snt within 30 days.) (ix)- Providr did not allow monitor to conduct a rviw First Occurrnc Dduct mals from dat of attmptd monitoring rviw to bginning of rviw month Provid tchnical assistanc by informing providr that h/sh will los rimbursmnt from dat of attmptd rviw back to th bginning of th month and it this occurs again, h/sh will b considrd S.D. Monitor must xplain that th providr signd an agrmnt to allow monitoring rviws to b conductd. If providr still will not allow a monitoring rviw, monitor must complt rviw form noting dtails of th. A lttr must b snt out to th providr immdiatly rqusting a corrctiv action stating how this will not occur again. Scond Occurrnc Dduct mals from dat of attmptd monitoring rviw to bginning of rviw month. Provid tchnical assistanc by informing providr that h/sh will los rimbursmnt from dat of attmptd rviw back to th bginning of th month and this is th scond and h/sh will b considrd S.D. Monitor must xplain that th providr signd an agrmnt to allow monitoring rviws to b conductd. Bgin S.D. Procss and snd sampl lttr #2 (Lttr must b snt within 30 days.) 12

13 Failur to Comply With Monitoring Rquirmnts 7 CFR226.18(b)... CONTINUED ACTIONS (ix)- Mal obsrvation missd by monitor bcaus th mal was srvd arlir; providr did not follow mal tims listd on Sit Information Sht First Occurrnc If providr has changd hr mal tims, monitor must collct nw mal tims and submit to sponsoring organization. Provid tchnical assistanc and corrctiv action -(1) Snd sampl lttr #1 dtailing findings and obtain providr s corrctiv action OR -(2) On th rviw form, writ th providr s agrd upon corrctiv actions to prmanntly corrct th findings (Providr signs rviw form.) Conduct follow up rviw Scond Occurrnc Provid tchnical assistanc and corrctiv action - On th rviw form, writ th providr s agrd upon corrctiv actions to prmanntly corrct th findings (Providr signs rviw form.) Bgin S.D. Procss and snd sampl lttr #2 (Lttr must b snt within 30 days.) (viii)- Providr would not allow training First Occurrnc Provid tchnical assistanc by xplaining thr is a minimum rquirmnt of two hours of annual training and inform th providr that h/sh has signd th providr agrmnt to agr to hav training. Monitor must try to mt providr s schdul to conduct training in his/hr hom Try to rschdul, monitor must submit to sponsor that training could not b conductd and has rschdul dat Scond Occurrnc If providr will not cooprat a scond tim for th training, inform providr that sh will b considrd S.D. Bgin S.D. Procss, snd sampl lttr #2 (Lttr must b snt within 30 days.) 13

14 Claiming Mals Srvd Ovr th Providr s Licns Capacity and Not Following Licnsing Rquirmnts to Participants 7CFR (); Submission of Fals Claims 7CFR226.16(l)(2)(v); Any Othr Circumstanc Rlatd to Nonprformanc 7CFR (l)(2)(ix) ACTIONS (ix)- Rcordd attndanc shows numbr of childrn prsnt is ovr licns capacity or numbr of childrn obsrvd at monitoring rviw was ovr capacity (as vrifid from nrollmnt forms). Assistant not prsnt whn numbr of childrn prsnt is ovr capacity. First Occurrnc Dduct mals if at a monitoring rviw and rport to Dpartmnt of Childrn and Family Srvics (DCFS) Provid tchnical assistanc and corrctiv action - (1) Snd sampl lttr #1 dtailing findings and obtain providr s corrctiv action OR - (2) On th rviw form, writ th providr s agrd upon corrctiv actions to prmanntly corrct th findings (Providr signs rviw form.) If conducting a rviw of mnus and mal attndanc shts, dduct mals Scond Occurrnc Dduct mals if at monitoring rviw and rport to DCFS Provid tchnical assistanc and corrctiv action - On th rviw form, writ th providr s agrd upon corrctiv actions to prmanntly corrct th findings (Providr signs rviw form.) Bgin S.D. Procss and snd sampl lttr #2 (Lttr must b snt within 30 days.) 14

15 Any Othr Circumstanc Rlatd to Nonprformanc 7CFR (l)(2)(ix); Conduct or conditions that thratn th halth and safty of childrn and occupants 7CFR226.16(l)(2)(vi); Submission of fals information on th application 7CFR226.16(l)(2)(i) ACTIONS (ix)- Did not inform sponsoring organization of changs in licns,.g., licns rvokd, movd and no nw licns Dduct mals rtroactiv to discrpancy Rport to DCFS Suspnd immdiatly - (1) Snd suspnsion lttr and S.D. (Us Sampl Lttr #8/1115). Lttr must b snt within 30 days. Must not pay rimbursmnt (This procss should b compltd prior to 120 days, maximum amount of tim for suspnding funds.) (vi)- Childrn s halth or safty is at risk at monitoring rviw or during any notifid circumstancs Rport to DCFS Suspnd immdiatly On th rviw form, writ th providr s agrd upon corrctiv actions to prmanntly corrct th findings (Providr signs rviw form.) Snd suspnsion lttr and S.D. lttr at sam tim (Us Sampl Lttr #8/1115) Must not pay rimbursmnt (This procss should b compltd prior to 120 days, maximum amount of tim for suspnding funds.) Stay onsit until th authoritis arriv. (i)- Providr did not provid accurat information on th Houshold Incom Eligibility Application or in th sit shts. First Occurrnc Dduct mals rtroactivly Provid tchnical assistanc and documnt corrctiv action on rviw form. Providr signs form. - (1) Snd sampl lttr #1 dtailing findings and obtain providr s corrctiv action. Conduct houshold contact Scond Occurrnc Dduct mals rtroactivly Bgin S.D. Procss and snd sampl lttr #2 (Lttr must b snt within 30 days.) 15

16 Submission of Fals Claims 7CFR (l)(2)(ii) (ii)- Providr s own childrn claimd without outsid-nrolld childrn in attndanc First Occurrnc Dduct mals rtroactiv to discrpancy Provid tchnical assistanc and corrctiv action - (1) Snd sampl lttr #1 dtailing findings and obtain providr s corrctiv action OR - (2) On th rviw form, writ th providr s agrd upon corrctiv actions to prmanntly corrct th findings (Providr signs rviw form.) Conduct follow up visit Scond Occurrnc Dduct mals rtroactiv to discrpancy Provid tchnical assistanc - On th rviw form, writ th providr s agrd upon corrctiv actions to prmanntly corrct th findings (Providr signs rviw form.) Bgin S.D. Procss and snd sampl lttr #2 (Lttr must b snt within 30 days.) Srving Mals That Do Not Mt Mal Pattrn 7CFR and (l)(2)(iv) ACTIONS (iv)- Mnus missing mal componnt(s) obsrvd at monitoring rviw, in adquat portion sizs, combination foods missing labl vrification. First Occurrnc Dduct mals at day of visit or day(s) of s Provid tchnical assistanc and corrctiv action (1) Snd sampl lttr #1 dtailing findings and obtain providr s corrctiv action OR (2) On th rviw form, writ th providr s agrd upon corrctiv actions to prmanntly corrct th findings (Providr signs rviw form.) Conduct follow up visit 16

17 Scond Occurrnc Dduct mals at day of visit or day(s) of s On th rviw form, writ th providr s agrd upon corrctiv actions to prmanntly corrct th findings (Providr signs rviw form.) Bgin S.D. Procss and snd sampl lttr #2 (Lttr must b snt within 30 days.) Whn Not to Us Srious Dficincy Procss Part 2: Trmination for Convninc 7CFR226.18(b)(8): (Th right of th Sponsoring Organization or th day car hom to trminat th agrmnt for caus or, subjct to stipulations by th Stat Agncy. Sponsoring Organization should includ in thir Providr Handbook a cod of conduct rgarding this option. Providrs must b givn nough tim to contact a nw sponsoring organization so thy will not hav a brak in thir rimbursmnt.) ACTIONS (1). Providr movs out of ara covrd by th sponsoring organization (2). Providr continus to b vrbally abusiv and thratning during monitoring visits and tlphon contacts. 17

18 Child and Adult Car Food Program Nutrition and Wllnss Programs Illinois Stat Board of Education 100 N First St., Springfild IL P g Exampls of Findings or Scnarios Corrctiv Action At offic, snd Lttr #1. Provid & doc TA & obtain CA Provid & doc TA. At rviw, writ CA on rv form (providr signs form) At day of visit or day(s) of Dduct Mals From day of rviw to 1st of month Rtroactiv to tim of discrpanc y Conduct unannounc d follow-up rviw Conduct Houshold Contact Contacts disagr w/ providr' s rcords Contacts agr w/ providr's rcord, rturn to rgular rviw Rport to DCFS SD Start Snd SD Notic Sampl Ltr #2 w/in 30 days of finding. Rqust CA Suspnd immdiatl y & snd Ltr #8 ; withhold paymnt. Appal offrd to providr 15 Providr did not provid accurat information in th Houshold Incom Eligibility Application or in th sit shts 1st 1st 1st 1st 1st 2nd 8 Mal not srvd at tim of rviw, but claimd all othr days (includs mals srvd at suppr, vning snacks, tc.). If providr can justify, rturn to rgular rviw; othrwis, provid TA. 1st 2nd 2nd 2nd 10 Inappropriat claiming on holidays. 1st s s 1st 1st 2nd 2nd 2nd Day Rconciliation Rsultsfwr than normally claimd or no childrn prsnt during rviw, but providr s rcords show childrn ar attnding and claimd vry day (d)(4)(ii) 1st s 1st 2nd 2nd 2nd 16 Providr's own childrn claimd without outsid nrolld childrn in attndanc 1st s 1st 2nd

19 Pg Exampls of Findings or Scnarios Corrctiv Action At offic, snd Sampl Lttr #1. Provid & doc TA Provid TA. Snd Ltr#1 or writ CA on rv form (providr signs form) At day of visit or day(s) of Dduct Mals From day of rviw to 1st of month Rtroactiv to tim of discrpanc y Conduct unannounc d follow-up rviw Conduct Houshold Contact Contacts disagr w/ providr' s rcords Contacts agr w/ providr's rcord, rturn to rgular rviw Rport to DCFS SD Start Snd SD Notic Sampl Ltr #2 w/in 30 days of finding. Rqust CA Suspnd immdiatl y & snd Ltr #8 ; withhold paymnt. Appal offrd to providr x A providr is found to b participating in 2 diffrnt sponsors Mnus missing mal componnts obsrvd at rviw, inadquat portion sizs, combination foods missing labl vrification. Ex. Pr-packagd foods not mting mal componnt rquirmnt Mnu & mal participation did not match thos rcordd on th mnu form Paprwork not up to dat (i.., attnd of childrn srvd not rcordd, mnus not rcordd daily). If follow-up rviw is ok, rturn to rgular rviw. 1st 1st 1st 1st s 1st 1st 1st 1st 2nd 2nd 2nd 2nd x x Mal counts rcordd in advanc - (all mals rcordd in advanc nd to b dductd) Substitut cargivr did not hav accss to paprwork whn providr was not hom during rviw. DCFS Sction Mal counts and/or mnu ar not availabl on sit Th currnt month's + th prvious 12 months' rcords (nrollmnt, mal typs, attndanc, tc.) not on fil. Not: Th rmaining 2 yars of rcords could b offsit & should b accssibl at a rasonabl tim. 1st 1st 1st 1st 1st 1st s s s 1st 1st 1st 1st s 2nd 2nd 2nd 2nd 19

20 P g Exampls of Findings or Scnarios Corrctiv Action At offic, snd Sampl Lttr #1. Provid & doc TA Provid TA. Snd Ltr#1 or writ CA on rv form (providr signs form) At day of visit or day(s) of Dduct Mals From day of rviw to 1st of month Rtroactiv to tim of discrpanc y Conduct unannounc d follow-up rviw Conduct Houshold Contact Contacts disagr w/ providr' s rcords Contacts agr w/ providr's rcord, rturn to rgular rviw Rport to DCFS SD Start Snd SD Notic Sampl Ltr #2 w/in 30 days of finding. Rqust CA Suspnd immdiatl y & snd Ltr #8 ; withhold paymnt. Appal offrd to providr x x 15 x x Currnt nrollmnt forms ar missing on fil or forms missing ndd information (Rx, spcial dit, formula waivrs, tc.) 1st Childrn ar lft unsuprvisd; childrn show signs of bing abusd-inflicting physical punishmnt. Stay onsit until authoritis arriv Childrn's halth or safty at risk at monitoring rviw or during any notifid circumstancs (l)(4). Stay onsit until authoritis arriv Providr appars incohrnt & unawar of childrn and thir safty. Call 911. Stay onsit until authoritis arriv. (Monitoring handbook) A providr pladd guilty to flony that occurrd during th past 7 yars 1st 1st s 1st Must not pay rimbursmnt (procss to b compltd in 120 days max to suspnd funds) 1st s 1st 1st 1st 1st 2nd 1st 1st 1st 1st 1st 13 Providr would not allow training (d)(2) 1st - Provid tch assistanc & xplain th rqd min rqt of 2 hrs of annual training as agrd upon in th Sponsor/Providr Prmannt Agrmnt. Monitor must mt providr schdul and rschdul training. 2nd 20

21 P g Exampls of Findings or Scnarios Corrctiv Action At offic, snd Sampl Lttr #1. Provid & doc TA Provid TA. Snd Ltr#1 or writ CA on rv form (providr signs form) At day of visit or day(s) of Dduct Mals From day of rviw to 1st of month Rtroactiv to tim of discrpanc y Conduct unannounc d follow-up rviw Conduct Houshold Contact Contacts disagr w/ providr' s rcords Contacts agr w/ providr's rcord, rturn to rgular rviw Rport to DCFS SD Start Snd SD Notic Sampl Ltr #2 w/in 30 days of finding. Rqust CA Suspnd immdiatl y & snd Ltr #8 ; withhold paymnt. Appal offrd to providr 11 Providr not hom for attmptd monitoring rviw whn providr is supposd to b srving a mal. Providr did not contact sponsor. 7CFR226.18(b)(14). Sponsor can only dduct if monitor conducts rviw at th providr's prscribd mal srvic tim. 7CFR (b)(1) 1st 1st Only for th mal that shd hav bn srvd at tim of rviw 1st 2nd 13 Providr did not allow monitor to conduct a rviw. Inform providr that h/sh will los rimbursmnt from dat of attmptd rviw back to th bginning of th month, & if this occurs again, h/sh will b considrd SD. Monitor must xplain that this is in th prmannt agrmnt that h/sh signd with th SO. 1st 2nd 13 Mal obsrvation missd by monitor bcaus mal was srvd arlir; providr did not follow mal tims listd on Sit Information Sht. If providr has changd mal tims, monitor must collct nw mal tims & submit to SO. 1st 1st 2nd 21

22 14 Rcordd attndanc shows # of childrn prsnt is ovr capacity, # of childrn obsrvd during rviw ovr capacity (as vrifid from nrollmnt forms). Assistant not prsnt whn # of childrn prsnt is ovr capacity. 1st 1st 2nd P g Exampls of Findings or Scnarios Corrctiv Action At offic, snd Sampl Lttr #1. Provid & doc TA Provid TA. Snd Ltr#1 or writ CA on rv form (providr signs form) At day of visit or day(s) of Dduct Mals From day of rviw to 1st of month Rtroactiv to tim of discrpanc y Conduct unannounc d follow-up rviw Conduct Houshold Contact Contacts disagr w/ providr' s rcords Contacts agr w/ providr's rcord, rturn to rgular rviw Rport to DCFS SD Start Snd SD Notic Sampl Ltr #2 w/in 30 days of finding. Rqust CA Suspnd immdiatl y & snd Ltr #8 ; withhold paymnt. Appal offrd to providr 9 At rviw, monitor was unabl to obsrv all childrn in attndanc during shift chang. If providr can justify, rturn to rgular rviw; othrwis, provid tchnical assistanc. 1st (whn providr cannot justify) 1st (if unjustifiabl), & 2nd. If follow-up rviw is ok, rturn to rgular rviw. 2nd occurnc 2nd occurnc 15 Did not inform Sponsor of changs in licns,.g. licns rvokd, movd and no nw licns. Maximum tim of suspnding funds days. 1st 1st 1st 1st - Snd Sampl Ltr 8 - Comb Suspnsion, SD & T&D 22

23 1113 Procdurs for Houshold Contact and 5-Day Rconciliation Purpos: To dvlop a systm sponsoring organizations (SO) will us for houshold contacts in its monitoring of family day car homs. Dscription: Houshold contact mans a contact mad by a sponsoring organization or a Stat agncy to an adult mmbr of a houshold with a child in a family day car hom. Th purpos of th contact is to vrify th attndanc and nrollmnt of th child and th spcific mal srvic(s) th child routinly rcivs whil in car. 7CFR226.6(m)(5). Sponsoring organizations should contact housholds whn on or mor of th following situations occur: Mal counts ar inconsistnt with attndanc rcords. A larg numbr of wknd, night, and/or holiday mals and snacks ar claimd for rimbursmnt. Prior fiv-day mal counts ar a grat dal highr than th attndanc on th day of rviw. As a rsult of th fiv-day rconciliation, a significant numbr of mals srvd and claimd do not corrspond to th information on th nrollmnt forms. Procdurs Ensur sponsoring organizations includ parnt/guardian contact information on th mandatory nrollmnt forms. Dcid if th houshold contact will b conductd by tlphon or mail via Unitd Stats Postal Srvic (USPS). Complt a copy of th tlphon script for vry prson if th contact will b mad via th tlphon. Complt a copy of th houshold contact mmo and qustionnair for ach contact if th contact will b mad via mail. Th mmo must includ a du dat. A copy of th script or th contact mmo and th contact(s) will b kpt on fil and should includ th nams of all SO staff that workd on th houshold contact. Ensur all information rcivd is documntd and maintaind on fil. Snd houshold contacts via crtifid Unitd Stats Postal Srvic (USPS) mail. Collct and analyz th information submittd by th housholds within on wk of rcipt. Dtrmin if thr is a non-complianc issu with th day car hom. Is th hom in complianc? If not, dos th non-complianc rquir som typ of Corrctiv Action Plan? Snd appropriat corrspondnc to th hom. Ensur all corrctiv action is timly. Sponsoring organization will b rquird to adapt this procdur to its own organization and will b rquird to amnd thir Managmnt Plan. A sponsoring organization may dvlop its own houshold contact mmos, qustionnairs, and scripts; howvr, ths must b submittd to th Illinois Stat Board of Education for approval. (S Sampls 1-3/1113 for sampl mmos, tc.).

24 SAMPLE 1/1113 HOUSEHOLD CONTACT COVER MEMO To: Parnts/Guardians of Childrn Enrolld at <NAME OF PROVIDER S DAY CARE HOME> From: <NAME OF SPONSORING ORGANIZATION> Dat: <CURRENT DATE> R: Child and Adult Car Food Program Houshold Contact Your child(rn) s day car hom participats in th Child and Adult Car Food Program (CACFP). Through th CACFP, your child(rn) should rciv Unitd Stats Dpartmnt of Agricultur (USDA)-approvd mals and snacks. In ordr to masur th succss of this program, [insrt th nam of th sponsoring organization] rqusts you tak a fw minuts to hlp us do a bttr job for your child(rn). Plas complt th nclosd CACFP Houshold Contact Form. Your prompt rspons (within fiv days) nsurs two things: 1. Your child(rn) will continu to rciv nutritious mals and snacks. 2. Your cargivr will continu to rciv financial support from th USDA. Plas rad and complt th form. Aftr signing and dating th form, plas rturn it in th nclosd slf-addrssd, stampd nvlop. Your rply is ndd vn if your child is no longr in car. Your coopration will hlp th CACFP provid quality srvic to th day car homs participating in th program. Thank you for your tim and coopration. Th U.S. Dpartmnt of Agricultur prohibits discrimination against its customrs, mploys, and applicants for mploymnt on th bass of rac, color, national origin, ag, disability, sx, gndr idntity, rligion, rprisal, and whr applicabl, political blifs, marital status, familial or parntal status, sxual orintation, or all or part of an individual s incom is drivd from any public assistanc program, or protctd gntic information in mploymnt or in any program or activity conductd or fundd by th Dpartmnt. (Not all prohibitd bass will apply to all programs and/or mploymnt activitis). If you wish to fil a Civil Rights program complaint of discrimination, complt th USDA Program Discrimination Complaint Form, found onlin at or at any USDA offic, or call (866) to rqust th form. You may also writ a lttr containing all of th information rqustd in th form. Snd your compltd complaint form or lttr to us by mail at U.S. Dpartmnt of Agricultur, Dirctor, Offic of Adjudication, 1400 Indpndnc Avnu, S.W., Washington, D.C , by fax (202) or mail at Individuals who ar daf, hard of haring or hav spch disabilitis may contact USDA through th Fdral Rlay Srvic at (800) , or (800) (Spanish). USDA is an qual opportunity providr and mployr. 24

25 SAMPLE 2/1113 HOUSEHOLD CONTACT QUESTIONNAIRE For Offic Us Only Nam of Providr Sit Numbr Dat Compltd Writtn or Tlphon Form Compltd By Child s Nam Parnt/guardian: Plas complt information blow. Plas complt th calndar blow for th month of. Indicat th days your child was in attndanc by marking with an X. Wk of Sunday Monday Tusday Wdnsday Thursday Friday Saturday 1. What ar th normal days your child is in attndanc? Plas circl: SU M T W TH F SA 2. List th normal hours your child is in attndanc: 3. If your child gos to school and lavs from th day car hom, list th tim th child lavs for school and list th tim th child rturns from school to th day car hom: 4. What mals/snacks dos your child normally at at th hom? Plas chck all that apply. Early snack Brakfast AM snack Lunch PM snack Suppr Evning snack 5. Did any xcptions occur during th abov month? Plas xplain. PENALTIES FOR MISREPRESENTATION: I crtify all of th abov information is tru and corrct. I undrstand this information is bing givn for th rcipt of Fdral funds, authorizd officials may vrify th information, and dlibrat misrprsntation may subjct m to proscution undr applicabl Stat and Fdral laws. Signatur of Parnt/Guardian Dat Printd Nam Hom Phon Addrss Work Phon 25

26 SAMPLE 3/1113 HOUSEHOLD TELEPHONE CONTACT SCRIPT Good morning (or good aftrnoon). This is (nam) from (nam of your organization) Is [Mr., Mrs., Ms.] availabl? I work with th Child and Adult Car Food Program which is a fdrally fundd program that nabls your child(rn) s day car hom providr to srv nutritious mals to th childrn in his/hr car. Occasionally, w rviw rcords to nsur accuracy and to maintain th intgrity of th program. To assist us, I nd to ask you a fw qustions about (nam of child or childrn ) s attndanc and mal participation at (nam of providr ) s day car hom. Ask qustions and complt CACFP Houshold Contact Qustionnair at this tim. Do you hav any qustions or commnts about th Child and Adult Car Food Program? Thank you for your tim. I apprciat your coopration. DATE OF CONTACT TIME OF CONTACT 26

27 1114 Srious Dficincy Notification Procdurs If th sponsor dtrmins that th day car hom has committd on or mor srious dficincis outlind in Sub-sction 1111, th sponsor must us th following procdurs to provid th providr notic of th srious dficincy (is) and offr an opportunity to tak corrctiv action. If, howvr, th srious dficincy (is) constituts an imminnt thrat to th halth or safty of th occupants, or th day car hom has ngagd in activitis that thratn th public halth or safty, th sponsor must follow th procdurs outlind in Sub-sction 1115, Suspnsion of Participation for Day Car Homs. Procdurs 1. Th sponsor will thoroughly invstigat and documnt th srious dficincy (is). This procss may includ, but is not limitd to, houshold contact for th vrification of nrollmnt and attndanc information. Rfr to Sampl Lttr 1 (Attachmnt 1/1114) Notic of Noncomplianc and Corrctiv Action. This lttr is usd whn issus aris outsid th monitoring rviw procss. This allows th sponsor to track how many tims th providr has sriously dficint problms. 2. Th sponsor will notify th providr, in writing, that h/sh has bn found to b sriously dficint. Rfr to Sampl Lttr 2 (Attachmnt 2/1114) Notic of Srious Dficincy. Th sponsor must provid a copy of th Notic of Srious Dficincy to th stat agncy. Th notic will includ: Srious dficincy(is) Actions to b takn by th providr to corrct th dficincy(is) Allottd tim to corrct th srious dficincy (is) (This must b as soon as possibl, but must not xcd 30 days.) Notification that th srious dficincy dtrmination is not subjct to Administrativ Rviw (Appal) Notification that failur to fully and prmanntly corrct th srious dficincy(is) within th allottd timfram will rsult in th sponsor's proposd trmination of th providr's agrmnt and disqualification of th providr Notification that th providr's voluntary trmination of its agrmnt with th sponsor aftr having bn notifid that h/sh is sriously dficint will still rsult in th providr's formal trmination by th sponsor and placmnt on th National Disqualifid List 3. Th sponsor will provid tchnical assistanc as appropriat in th aras idntifid as srious dficincy (is). Succssful Corrctiv Action If th providr corrcts th srious dficincy (is) to th sponsor's satisfaction within th allottd timfram, th sponsor will notify th providr that th dtrmination of srious dficincy has bn tmporarily dfrrd. Rfr to Sampl Lttr 3 (Attachmnt 3/1114) Succssful Corrctiv Actions, Tmporary Dfrmnt of Srious Dficincy. Th sponsor must provid a copy of this notic to th stat agncy. 27

28 Unsuccssful Corrctiv Action Proposd Trmination and Proposd Disqualification If th providr fails to implmnt timly corrctiv action to fully and prmanntly corrct th srious dficincy (is) citd, th sponsor will issu a notic proposing to trminat th providr's agrmnt for caus. Rfr to Sampl Lttr 4 (Attachmnt 4/1114) Notic of Proposd Trmination and Proposd Disqualification. Th sponsor will provid a copy of this notic to th stat agncy. Th notic will: Provid xplanation of th providr's opportunity for an Administrativ Rviw (Appal) of th proposd trmination and th procdurs to follow to rqust such appal. Inform th providr h/sh may continu to participat and rciv program rimbursmnt for ligibl mals srvd until th appal concluds. Inform th providr trmination of th agrmnt will rsult in th day car hom's trmination for caus and disqualification. Stat that if th providr sks to voluntarily trminat th agrmnt with th sponsor aftr rciving th Notic of Proposd Trmination, th hom will still b placd on th National Disqualifid List. If an Administrativ Rviw (Appal) is rqustd, th sponsor will follow ISBE s Administrativ Rviw (Appal) procdurs for family day car homs. If th Administrativ Rviw (Appal) Official ovrturns th sponsor's proposd actions, formal notification will b usd to tmporarily dfr th srious dficincy. Rfr to Sampl Lttr 5 (Attachmnt 5/1114) Tmporary Dfrmnt of Srious Dficincy, Proposd Trmination, and Proposd Disqualification (aftr providr wins appal). Th sponsor will provid a copy of this notic to th stat agncy. Agrmnt Trmination and Disqualification Th sponsor will immdiatly trminat th day car hom's agrmnt and disqualify th providr whn th Administrativ Rviw (Appal) Official upholds th sponsor's proposd trmination and proposd disqualification. At th sam tim, th Notic of Trmination and Disqualification is issud to th providr. Rfr to Sampl Lttr 6 (Attachmnt 6/1114) Notic of Trmination and Disqualification (aftr sponsor wins appal). Th sponsor will provid a copy of this notic to th stat agncy. If th providr dos not rqust an Administrativ Rviw, th sponsor will immdiatly trminat th providr's agrmnt and disqualify th hom whn th opportunity to rqust th Administrativ Rviw (Appal) xpirs. At th sam tim, th Notic of Trmination and Disqualification is issud to th providr. Rfr to Sampl Lttr 7 (Attachmnt 7/1114) Notic of Trmination and Disqualification (following failur to appal). Th sponsor will provid a copy of this notic to th stat agncy. Th stat agncy will rport th nam of th trminatd and disqualifid providr to th fdral govrnmnt thus placing his/hr nam on th National Disqualifid List. Program Paymnts During Srious Dficincy Procss Th sponsor will continu to pay any valid Claims for Rimbursmnt for ligibl mals srvd until th srious dficincy(is) is corrctd or th day car hom's agrmnt is trminatd, including th priod of any Administrativ Rviw (Appal). 28

29 Sampl Lttr 1/1114 Sampl Lttr 1: Notic of Noncomplianc and Corrctiv Action NOTE: This lttr should b usd whn issus aris outsid th monitoring rviw procss. It will allow th sponsor to track how many tims th providr has sriously dficint problms. Corrctiv Action <DATE> SENT CERTIFIED WITH RETURN RECEIPT <PROVIDER NAME> <PROVIDER STREET ADDRESS> <PROVIDER CITY, STATE ZIP CODE> <DATE OF BIRTH ISBE SITE # > Dar <PROVIDER>: Th following may b caus for trmination of th agrmnt to participat in th Child and Adult Car Food Program (CACFP). Sponsor must pick th aras that support thir concrns. 1. Submission of fals information on th application (Sponsor/Providr Agrmnt) (7 CFR Part [l][2][i]) 2. Submission of fals Claims for Rimbursmnt (7 CFR Part [l][2][ii]) 3. Simultanous participation undr mor than on sponsoring organization (7 CFR Part [l][2][iii]) 4. Noncomplianc with th program mal pattrn (7 CFR Part [l][2][iv]) 5. Failur to kp rquird rcords (7 CFR Part [l][2][v]) 6. Conduct or conditions that thratn th halth or safty of a child(rn) in car or th public s halth or safty (7 CFR Part [l][2][vi]) 7. A dtrmination that th providr has bn convictd of any activity that occurrd during th past svn yars and indicatd a lack of businss intgrity. A lack of businss intgrity includs fraud, antitrust violations, mbzzlmnt, thft, forgry, bribry, falsification or dstruction of rcords, making fals statmnts, rciving stoln proprty, making fals claims, obstruction of justic, or any othr activity indicating a lack of businss intgrity as dfind by th stat agncy, or th concalmnt of such a conviction. (7 CFR Part [l][2][vii]) 8. Failur to participat in training (7 CFR Part [l][2][viii]) 9. Any othr circumstanc rlatd to non-prformanc undr th Sponsor/Providr Agrmnt as spcifid by th sponsor or th stat agncy. This may includ, but not b limitd to, continuous submission of lat and/or incomplt Claims for Rimbursmnt and failur to comply with civil rights laws. (7 CFR Part [l][2][ix]) 29

30 Sampl Lttr 1/1114 Notic of Noncomplianc and Corrctiv Action Pag 2 Spcify th typ of noncomplianc: Th following corrctiv action must b submittd by <DATE>: Tchnical assistanc to prvnt rcurrnc of th problm(s) was providd at monitoring visits and/or training and/or on <DATE> Bcaus of th aras of noncomplianc notd, your CACFP day car opration will b closly monitord and parnts may b contactd for vrification of information. Failur to prmanntly implmnt th corrctiv action will rsult in a Notic of Srious Dficincy and may rsult in trmination of your agrmnt for caus. During th initial corrctiv action procss, you will not b allowd to transfr to anothr sponsor. If you withdraw from th CACFP bfor th procss is compltd, you will not b abl to participat in th CACFP with any sponsor in any stat. W rsrv th right to also issu a Notic of Srious Dficincy and bgin th trmination procss for caus. If you ar trminatd for caus, your nam will b forwardd for placmnt on th National Disqualifid List. You will hav th right to appal th Intnt to Trminat for Caus. Sincrly, <SPONSOR EMPLOYEE NAME AND TITLE> cc: Illinois Stat Board of Education 30

31 Sampl Lttr 2/1114 Sampl Lttr 2/1114: Notic of Srious Dficincy NOTE: This lttr must b snt by crtifid mail with a rturn rcipt via Unitd Stats Postal Srvic or an quivalnt privat dlivry srvic (such as Fdral Exprss), facsimil, or mail as rquird by 7 CFR (dfinition of th trm NOTICE) in th rgulations. Notic of Srious Dficincy <DATE> SENT CERTIFIED WITH RETURN RECEIPT <PROVIDER NAME> <PROVIDER STREET ADDRESS> <PROVIDER CITY, STATE ZIP CODE> <DATE OF BIRTH ISBE SITE # Dar <PROVIDER>: This lttr concrns th <BRIEF DESCRIPTION OF THE BASIS FOR THE SERIOUS DEFICIENCY DETERMINATION REVIEW, HOUSEHOLD CONTACT, ETC. AND DATE>. Basd on th abov, w hav dtrmind you ar sriously dficint in your opration of th Child and Adult Car Food Program (CACFP). If you do not fully and prmanntly corrct all of th srious dficincis and submit writtn documntation of th corrctiv action by th du dat, w will: Propos to trminat your agrmnt to participat in th CACFP for caus AND Propos to disqualify you from futur CACFP participation. In addition, if you voluntarily trminat your agrmnt aftr rciving this lttr, w will propos to disqualify you from futur CACFP participation. If disqualifid, you will b placd on th National Disqualifid List (NDL). Whil on th NDL, you will not b abl to participat in th CACFP as a day car hom providr. In addition, you will not b abl to srv as a principal in any CACFP institution or facility. You will rmain on th NDL until such tim as th Stat agncy dtrmins th srious dficincis hav bn corrctd or until svn yars aftr your disqualification. Howvr, if any dbt rlating to th srious dficincis has not bn rpaid, you will rmain on th NDL until th dbt has bn rpaid. Ths actions ar bing takn pursuant to 7CFR Part (l) of CACFP rgulations. <EACH SERIOUS DEFICIENCY DISCUSSED MUST INCLUDE A CITATION TO THE RELEVANT SERIOUS DEFICIENCY IN THE REGULATIONS AT (l)(2). IF THE SERIOUS DEFICIENCY IS NOT SPECIFICALLY LISTED, CITE (l)(2)(ix) "ANY OTHER CIRCUMSTANCE RELATED TO NONPERFORMANCE UNDER THE SPONSORING ORGANIZATION-DAY CARE HOME AGREEMENT.")> 31

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