Site Monitoring Guidelines for Early Education Centers
Detailed training on conducting site monitoring at Early Education Centers, including annual requirements, monitoring timeline, corrective action procedures, and successful monitoring practices. Learn about the importance of compliance in record-keeping, meal service, licensing, health, safety, and sanitation standards.
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Presentation Transcript
2018-2019 Early Education Center Site Monitoring Training for Food Services Division Provided by the LAUSD Food Services Division 08.22.18
Objective Develop an understanding of the standards for conducting a successful monitoring at the Early Education Centers. Annual requirements Monitoring timeline Complete and maintain required documents How to complete the monitoring report Corrective action procedures
Successful Monitoring The Area Food Services Supervisor (AFSS) is required to conduct the site monitoring. It is important to be compliant in each of the following areas: Collection and maintenance of records Meal service License requirements Health, safety and sanitation
Monitoring Timeline Monitorings are required to be completed 3 times per year, all are unannounced. Monitoring Completed by First October/November 2018 Second February/March 2019 Third May/June 2019 Sponsoring agencies must conduct reviews of each facility three times in a consecutive 12-month period, with intervals no greater than six months.
Varied Timing of Site Reviews The timing of all unannounced reviews must be conducted at different: Days of the week Weeks of the Month Site Review Day Month 2nd week 1st Monday 4th week 2nd Thursday 3rd week 3rd Tuesday Note: This is an example not a formula to follow.
TOP SECTION 9:20 Happy High School 8:15 9/15/2018 x 60 45 8:30 9:00 Breakfast 60 0 0 1 59 The monitor will complete the report on the day of the monitoring. Note: All site monitorings are unannounced.
TOP SECTION 9:20 Happy High School 8:15 9/15/2018 x 60 45 8:30 9:00 Breakfast 60 0 0 1 59 Note: Do not include the day of visit. 9/8/18 9/11/18 9/12/18 9/13/18 9/14/18 57 55 55.6 53 57 56 59 58 58.4 57 59 59 57 55 57 56 59 58 60 60 60 60 60 60 58.6 59 60 58 57 59 The 5-Day Reconciliation section is completed by the monitor with the previous meal count information.
TOP SECTION 9:20 Happy High School 8:15 9/15/2018 x 60 45 8:30 9:00 Breakfast 60 0 0 1 59 9/14/18 9/8/18 9/11/18 9/12/18 9/13/18 1 % Reduced Fat 6 oz 57 59 55 55.6 53 57 56 Wildberry Juice 4 oz 58 58.4 57 59 59 57 55 57 56 59 68 Bean & Cheese Burrito Tortilla 1 oz eq. 60 60 60 60 60 60 60 60 60 60 60 58.6 59 59 60 60 58 58 57 57 59 59 In the menu section, specify the food items and serving size being served for the day.
Site Monitoring Report: Observation Read each question thoroughly and answer according to your observation. Mark Yes , No or N/A . Every question requires an answer, no question shall be left blank. X
Site Monitoring Report: Correction Action X Any non-compliant response will require corrective action and follow-up within 60 calendar days. Document corrective actions on page 2. X
Site Monitoring Report: Signatures Discuss the finding and any necessary corrective actions with the EEC Administrator. Document any findings and recommended corrective action And Justice For All Poster was not posted in the a publicly viewable area. Signatures Monitor - person conducting the monitor Center Official FS Employee or Housekeeper Roxanne Daguro Betty Boop Provided and posted a And Justice for All poster in a publicly viewed area. Completed 9/15/18 Corrective Action and Date Complete
2. Children receiving meals are sitting at the table 1. Service time starts/ends on time following CDE approved timelines Meal Observation 3. 4. EEC Daily Meal Record is used at POS Meals claimed are reimbursable and must not be more than Attendance
2. Production Worksheet is completed 1. Validate EEC Daily Meal Count Record Review Counting and Claiming Documents Daily Meal Counts completed and entered into CMS daily 3. 4. CMS Production Record is completed
2. Any corrective action requiring follow up must be completed within 60 calendar days 1. Attach a copy of the EEC menu to the Site Monitoring Report Monitorings Conducted By AFSS 3. 4. Provide a copy of the Site Monitoring Report to the Office Manager and FSM Submit a copy to your region Food Service Staff Aide for on line record Process Completed
Corrective Actions EEC Staff Food Service Staff Review report with program coordinator Document findings/corrective actions Inform EEC Principal of incomplete documentation Review report with staff Follow up within one week Follow up within 60 days If incomplete documentation Continues notify director Document date of corrective action Subsequent meals will be billed to the E.E.C Provide sign-in sheets for additional training
Enrollment Records Manually verify the information captured on every enrollment form for each participant by checking: Current year Full name Date of birth Normal days/hours of care Signed by parent/guardian
Attendance Records Verify signatures on the attendance record. Each child has the current year enrollment documents Signatures match the attendance count for the 5 day reconciliation period
Declining Participation in the CACFP Parents who choose to not have their child participate in the meal program must complete and submit the Parent/Guardian Form for Declining Participation in the CACFP Children who have opted out are not to be served a meal, and may not be claimed for reimbursement
Preschool Collaborative Classroom (PCC) Form
Special Dietary Requirements In order to claim a meal that does not meet the regulatory meal pattern , there must be a 2018/2019 LAUSD Medical Statement To Request Special Meals. For any meal that does not conform to the meal pattern, there is an appropriate medical statement on file. Note: Milk substitutions that are due to special dietary needs that are not a disability must be nutritionally equivalent to milk, even if accompanied by a medical statement.
Monitoring Report Retention The Food Services Manager must retain the original Monitoring Reports and any corrective action documents for 3 years, plus the current school year. The AFSS will provide a copy of all the documents to the appropriate Food Services Staff Aide: Courtney at c.benjamin@laud.net Michael Lewis at michael.l.lewis@laud.net Lisa Hess at lisa.hess@lausd.net Ricky Miramontes at ricardo.miramontes@lausd.net
Questions? Thank you! LAUSD Food Services Division Nourishing Children to Achieve Excellence
References USDA Food and Nutrition EEC Procedural Module Standard Operting Procedures CACFP Meal Service Breakfast Lunch Snack EEC Monitoring Training EEC Daily Meal Record Form EEC Snack Count Form EEC Daily Review Checklist S.O.P. Procedure for Requesting Special Meals and Request to Substitute Soy Milk for Fluid Milk
