1. The Good, the Bad, and the Ugly…
MONITORING
The Good, the Bad, and the Ugly…

2. Who We Are: Suzette Beloberk Director of Child Health & Nutrition Department Community Childcare Council of Sonoma County Julia Foster CACFP Monitor (FCCH & Centers) Community Childcare Council of Sonoma County

3. Purpose: Discuss common issues encountered by CACFP monitors
& find ways to overcome them

4. We need to keep providers in our program!
Why it Matters:
We need to keep providers in our program!
How do we balance between following regulations and maintaining positive relationships with our providers?

5. ICE Breaker

6. Tips for Success
Plan your monthly visits around meal times and location
Saves time and mileage
Review previous claim/paperwork to see if there are any issues to be discussed
Review last visit report to follow up on any issues
Bring extra provider folders in case your planned visit doesn’t work out
Greet your site operator in a friendly manner
Builds rapport
Make sure attendance is in compliance with licensing capacity
Write on review worksheet to update any scheduling changes
Document any issues seen
Follow up with providers after visits if needed

7. Common issues

8. What do you do when you show up for a visit at an inconvenient time?
#1: OPERATION CHAOS
What do you do when you show up for a visit at an inconvenient time?

9. Our Suggestions: Offer to come at another time or day (if possible)
Try to be quick
Hx2Go App
Sponsor Review Worksheet
Leave if you’re uncomfortable

10. Have you ever encountered a mean dog during your visits?
#2: Who Let the Dogs Out?
Have you ever encountered a mean dog during your visits?
What did/would you do?

11. Our Suggestions: “Put Away Policy” Call provider from car
Ask before visiting new providers
Call provider from car
Ask at the door if they will put dog away
Dog treats
Leave

12. #3: Over Capacity What do you do when a provider has too many kids in care?

13. Our Suggestions:
Be clear about your responsibilities as a mandated reporter
Keep copies of capacity requirements with you
Call licensing

14. #4: Got 1% Milk?
How do you ensure providers are serving the correct type of milk? What do you do if they’re not?

15. Our Suggestions: Ask which % specifically Disallow meal?
Keep copies of milk requirements with you
Take note, then follow up at next visit

16. #5: Record Keeping not Up-to-Date
What do you do?

17. Our Suggestions: Check online claimers’ records before visit
Ask for back-up records
Send a warning letter
Disallow meals

18. #6: Not Home What do you do when provider doesn’t answer the door?
How does this affect your schedule?

19. Our Suggestions: Call provider & leave message Wait 10-15 minutes
Fill out “not home” report for records
Use manual form if using HX2Go app
Review recent claim history to be familiar with schedule
Are they dropping off/picking up school aged kids?
Minimum days?
Bring back-up provider folders in case plans change

20. #7: Unfriendly Providers
Some people just don’t mesh well…
How do you manage your visits with providers who do not like you or visits?

21. Our Suggestions: Treat all providers respectfully
Don’t play favorites or give special treatment
Do not talk about other providers behind their backs
State when you feel you are being treated badly
Leave if you feel uncomfortable

22. #8:

23. A provider’s claim indicates they are at full capacity every day
A provider’s claim indicates they are at full capacity every day. Yet at every visit, they say the majority of the kids are “napping” or absent.
What do you do?

24. A provider claims dinners regularly
A provider claims dinners regularly. Every time you attempt a dinner visit, parents arrive to pick up their children before the meal is served. The provider explains it’s a fluke scenario.
What do you do?

25. Our Suggestions: 5 Day Reconciliations Parent surveys
Divvy among colleagues
Explain survey process when enrolling new providers
5 Day Reconciliations
Monitor duplicate children being claimed at different sites (via Minute Menu report)
Don’t make accusations you can’t prove

26. #9: Serious Deficiency Helpful Tips: Do an unannounced visit; bring:
Prepared SD letter
Any documentation from parent surveys or paperwork

27. Questions or Comments?