In this section, we will be going over the application procedures for a new At-risk Meals Program sponsor, that is not currently operating any other Federal Nutrition Program. The first step in the process is to contact the Utah State Board of Education and ask to speak to a member of the CACFP team about becoming a new sponsor. The specialist you speak with should set you up with an in person training date or access to our on-line training system. Your organization will be assigned a specialist that will see you through the approval process. You should then begin work on providing proof that the site selected is in an area eligible area. If you have questions about what this means or how to determine this see Part one of this training. If you run into difficulty determining eligibility representatives from our office can assist you.
There are two primary methods for determining if your site is located within the boundaries of a qualifying school. There are websites where you can enter your address and it will tell you in which school’s boundary your site is located. We recommend using HomeTownLocator. You can contact the school directly and ask them to provide you a boundary map, or a letter on school letterhead stating that the address of your site is located in the qualifying schools boundary. Both your sites address and the qualifying schools name should be identified in the letter. Then we will be able to determine if the school qualifies based on the most recent October Survey. If you wish to check this information before contacting the school see Part 1 of this training for instructions on how to locate a copy of the free and reduced Priced survey. At this time you will also be provided the required documents on the checklist. Once everything has been submitted and all trainings required have been completed, your specialist will come do a pre-approval visit.
Each sponsor will complete the first step of the checklist. Instructions and additional forms will also be provided. Sponsors with multiple sites will be required to complete separate site checklists for each site. Following step 1, you will complete step 2. Step 2 will be completed online through Canvas. Once you have been approved based on the area eligibility and activity description, you will receive the link to Canvas. Canvas allows most of the documentation to be sent to our system directly. You will go to “Welcome to CACFP New Sponsors Apply Here” and work through the checklist. Sometimes, documents being requested may not be applicable to the Afterschool At Risk program and sometimes additional documents may be required.
If your organization is non-profit please provide a 501c3 which serves as proof of the IRS determination. If you plan to use a Food Service Management Company to provide meals please contact our office before creating or publishing the bid document. Bid documents and their eventual contract must be reviewed and approved by our office prior to award. If the sponsors serving location is a school, a letter or MOU from the school or district approving participation is required. For schools in school district be sure to speak with the director of food services prior to applying for the program. Many districts have policies that restrict outside vendors or organizations providing food for their programs. Also as experienced Federal Programs sponsors the school or district food service generally are the most obvious option when it comes to sponsoring a program at the site. It is when they decline to do so that outside organizations may fill in the gap.
Once your initial screening application has been submitted and approved our office will set you up with an access account to our on-line database CNPweb. This is the system you will use finish the rest of your application process, submit your monthly claims for reimbursement, and renew you program information each year your participate on the program. Forms that you will complete are the Sponsor Sheet, Site Sheet, Management Plan and Budget. CNPweb can be accessed from the USBE Child Nutrition Home Page. You can see the link at the bottom here that looks like several connected puzzle pieces. You can also navigate to our Learning Management System Canvas or items posted on the regular At-risk Afterschool Meals Program website all from this same page. We recommend adding our home page to your bookmarks or favorites.
To access C.N.P. web, you will need a username and password. Our office will send your unique username and temporary password via e-mail. Please do not share this password. If additional access accounts need to be created, for members of your organization, please let us know and we can get those set up for you. If you forget your C.N.P. web password, you can use the “forgot password” link shown here and an e-mail with a new temporary password will be sent to the e-mail associated with your account. After you have logged into C.N.P. web, click on the Child and Adult Care Food Program link. Click continue. This screen is often used by our office to post general program announcements and reminders.
Select the most current program year. Click on the applications tab on the sponsor summary sheet. Then you can click on the add button to create the sponsor information sheet. Once you have filled out the sponsor information sheet click on the submit button at the bottom of the screen. If errors are detected click on “here” to navigate back to the sponsor summary page. Do not use your browser back or forward button while navigating in CNPweb. Once you navigate back to the sponsor summary page you will notice that the Budget, Management Plan, and Site sheets are available for you to add. To correct the errors on the sponsor sheet you need to click on the edit button located on the same line as the sponsor information sheet. Once you have completed the sponsor sheet and no more errors have been detected you should then begin adding your site sheets. Once your site sheets have been filled out you can finish the Sponsor Summary by completing the Sponsor Management plan and Budget. When completing all the rest of the forms in CNPweb you will follow the same process as when completing the sponsor sheet. If you have questions regarding how to answer the questions on the individual forms form or are having difficulty navigating the website please contact our office. When you select add on the site sheet you will be prompted to select a specific type of site. Select the one named “After School At Risk Meals and Snacks Center”.
Once all the paperwork has been completed and submitted to our office we will schedule a preapproval visit. During that visit we will be checking to ensure the Sponsor is: Providing or have planned meals that meet the meal pattern requirements, Complying with any licensing and health and safety requirements, Complying with civil rights requirements, Maintaining complete and appropriate records on file, or have the appropriate record templates ready to be completed once meal operation begins, Has an accurate meal counting and claiming procedure that ensures only eligible meals are submitted for reimbursement.
After the pre approval visit our office will approve the packet on CNPweb, sign the agreement, and send out your grant award letter. The sponsor may be able to claim all the meals served during the month prior to the agreement effective date if it was determined the site was meeting all the program requirements during the previous month.
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