Adding Sites & Monitoring
In this section we will be discussing how to add sites and site monitoring requirements for multi-site sponsors.
Sponsors who wish to add a new site must contact the state agency to receive new site screening application. This initial application is used to ensure that the basic site eligibility requirements have been met prior to entering information into the secure state system CNPweb. Most site will need to submit: eligbility documentation, a site pre-approval from, staff training, and a media release. Although depending on the details of the sites operation or if it is already a site under other child nutrition programs more or less information may be required.
Once the site screening application and required supporting documentation has been submitted to our office and approved the site will be added to the list of sponsor sites on CNPweb. Sponsors may then finish the application process by completing the site information sheet. Once this is pending approval let our office know so we can approve it. Once approved you will receive an e-mail from our office letting you know the sites was approved and the first day meals may be claimed at the site. Typically this is the same day the site was approved. Sites may be added to an existing sponsor throughout the summer.
Sponsors must visit each site at least once during the first week of operation. However, the first week site visit requirement is waived for returning sites that operated successfully during the previous summer (or other most recent period of operation) and had no serious deficiency findings. Sponsors of these sites are still required to review the site within the first four weeks of operation. All sponsors must conduct a review of the food service at least once in the first four weeks of Program operations. If a site operates less than four weeks, the sponsor must still conduct a review. After this initial period, sponsors must conduct a “reasonable” level of monitoring.
All visits and reviews must be documented. Records of visits and reviews will help sponsors assess the operation of sites. Records are only useful, however, when they are carefully reviewed by sponsor personnel and when follow-up monitoring is scheduled to ensure that any corrective actions have been taken to improve site operations. Each sponsor must, therefore, design a tracking system for handling monitor reports. Sponsors should have a system that will ensure that monitors return reports frequently – if possible every day. The reports should be immediately reviewed by a specific member of the sponsor’s staff who is responsible for following up on any problems. The staff member should: Review any problems found by the monitor, Call the site supervisor, if necessary, Document corrective action taken at the site, Schedule a follow-up review, if necessary, Sign and date the report. The sponsor review official should base the timing of a follow-up review on the severity of the problem.
When sponsors or their staff review monitor reports, they also should pay attention to the quality of the reports. There are several indicators that may be apparent in the monitors’ reports that may suggest the monitor’s lack of program knowledge or the monitor’s misunderstanding of his or her responsibilities. Additional training would be appropriate if the monitor: Did not answer all questions on the report, or if the responses are incomplete. Rarely notes problems and does not include comments in the remarks section of the report. Observes that the number of meals delivered and/ or served and the number of children who are in attendance are always the same and yet does not follow-up on this suspicious pattern to see if meal counts are being taken appropriately. Recommends a corrective action and fails to note the action taken or fails to initiate correction of the problem(s). Fails to recommend adjustments in orders when the number of meals exceeds attendance. Arrives at sites late and/or does not stay for the entire meal service.
Sponsors must be sure that monitors schedule visits and reviews so that they can meet the Program requirements. A good monitoring schedule and an efficient system for the review and follow-up on the monitor’s reports are necessary for effective Program operations. USDA also has a Sponsor’s monitor’s guide with sample forms and instructions. You should also note that site managers cannot complete monitoring for their own site.
If you have any questions or would like information on where to find additional training on any of the topics discussed please contact our office.
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