Afterschool programs play a crucial role in communities, offering safe and enriching environments for children once the school day concludes. For organizations aiming to provide these vital services and ensure children receive nutritious meals and snacks, understanding how to become a recognized and supported program is key. This guide explores the pathways to establishing an afterschool care program that can access USDA reimbursement, focusing on navigating the Child and Adult Care Food Program (CACFP) and the National School Lunch Program (NSLP) to effectively operate what we will refer to as a “DES” (Designated Eligible and Supported) afterschool care program. Both CACFP and NSLP offer distinct criteria and benefits, and carefully reviewing each option is essential to determine the best fit for your specific program and community needs.
CACFP Afterschool Care Programs: Nourishing Children Beyond School Hours
The Child and Adult Care Food Program (CACFP) presents two primary avenues for organizations providing care before and after school, seeking to establish a robust and federally supported program. Both options require adherence to the USDA’s CACFP meal pattern tables, ensuring that all meals and snacks served meet nutritional standards.
Outside School Hours Child Care: Supporting Extended Day Programs
This CACFP option is designed for programs that serve a distinct group of children, aged 12 and under, outside of regular school hours. This typically includes care provided during the school year, school breaks, and summer vacations.
- Service Scope: Programs can offer breakfast, afternoon snacks, or both. Notably, when school is not in session, programs may serve up to two meals and one snack, or two snacks and one meal per child daily.
- Location Eligibility: The program must operate within a licensed or inspected facility (or be exempt from licensing). The location can be in any area, not restricted by income demographics.
- Reimbursement Rates: To determine reimbursement rates, income applications are collected from families. This means reimbursement levels are based on the income eligibility of the children served, similar to standard childcare center CACFP operations.
- Operational Flexibility: Programs under this category have the flexibility to charge families for the meals and snacks provided, or they can incorporate these costs into their overall program fees. Mealtimes are determined by the individual childcare program’s schedule.
- Recordkeeping: CACFP recordkeeping requirements for Outside School Hours Child Care are consistent with those of other childcare centers participating in the CACFP, ensuring accountability and proper program management.
At-Risk Afterschool Care Meal Program: Targeted Support in High-Need Areas
The CACFP At-Risk Afterschool Care Meal Program is specifically tailored to support programs serving older children, up to 18 years of age, in economically disadvantaged areas. Meals can be served after school during the school year, as well as on weekends and during school vacations, providing consistent nutritional support.
- Age Range: This program extends services to children up to 18 years old, recognizing the nutritional needs of older youth in afterschool settings.
- Service Limit: Programs can serve up to one snack and one meal per child each day, focusing on providing substantial nutritional support.
- Location Requirement: A critical eligibility factor is location. The program must be situated in the attendance area of a public elementary, middle, or high school where at least 50% of the enrolled children are eligible for free or reduced-price meals. To verify eligibility, it’s necessary to contact the local school district to determine the relevant school attendance area and then contact the State agency to confirm if the school building meets the area eligibility criteria (at least 50% free or reduced-price meal eligibility).
- Universal Free Reimbursement: A significant advantage of the At-Risk program is that all meals and snacks are reimbursed at the free rate. This eliminates the need to collect family income applications, simplifying administration and ensuring all children in eligible areas benefit.
- Reduced Recordkeeping: CACFP recordkeeping requirements are streamlined for At-Risk programs. Essential records include attendance, meal participation counts, menus, and documentation of expenses paid with CACFP reimbursement funds.
- Enrichment Activities Mandate: Participation in the At-Risk program requires the program to offer enrichment activities within a supervised environment. This underscores the program’s commitment to holistic child development, beyond just nutritional support.
- No Family Charges: Programs participating in the At-Risk program are prohibited from charging families for the meals and snacks provided, ensuring free access for all eligible children.
- Service Timing: Meals and snacks must be served after school on school days. In extended school day programs, meals can be served before the end of the school day. On days when school is not in session, any one meal and any one snack can be served at times determined by the local program.
- Sponsorship Flexibility: At-Risk sites can be sponsored by various entities. They can be sponsored by another organization, operate independently (self-sponsored), or be located within a regular childcare center but serve a distinctly separate group of older children. Schools themselves can also become sponsors of the CACFP At-Risk program by indicating this on their National School Lunch Program (NSLP) application and completing a simplified application process. Notably, schools have the option to follow either the NSLP meal pattern or the CACFP meal pattern in At-Risk programs.
USDA Afterschool Program resources provides comprehensive information about the CACFP At-Risk Program, including operational details, participation guidelines, and valuable resources for program implementation.
CACFP Promotional Flyers are available to further understand the benefits, eligibility requirements, sponsor responsibilities, and application process for the CACFP At-Risk Program.
NSLP Afterschool Snack Program: Simple Snack Support Through Schools
The National School Lunch Program (NSLP) also offers an Afterschool Snack Program, providing another avenue for reimbursement, particularly for snack services within school districts already operating the NSLP.
How to Apply for Afterschool Snacks:
To initiate the application process for NSLP afterschool snacks in Iowa, contact Patti Harding from the Iowa Department of Education, Bureau of Nutrition and Health at 515-281-5356 or [email protected]. This contact information may vary by state, so check with your local Department of Education.
Program Eligibility:
For a site to be eligible for the NSLP Afterschool Snack Program, the school district itself must already be participating in the NSLP. Furthermore, the afterschool care program must provide children with regularly scheduled educational or enrichment activities in a supervised environment. Site eligibility is determined by area eligibility or individual student eligibility. Area eligible sites, located in areas where at least 50% of enrolled children in the serving school are eligible for free or reduced-price meals, can serve all snacks free to all children. Sites in non-area eligible locations serve snacks and receive reimbursement based on the individual free, reduced-price, or paid eligibility of each student.
Reimbursement Procedures:
Schools can claim reimbursement for one snack per child, per day. Area eligible sites receive free rate reimbursement for all snacks. Non-area eligible sites must categorize and document meal counts by child eligibility type (free, reduced-price, and paid) and maintain eligibility documentation. A maximum charge of $0.15 is permitted for a reduced-price snack.
Snack Requirements:
To qualify for reimbursement under the NSLP Afterschool Snack Program, snacks must include at least two different components from the following four categories:
- A serving of fluid milk
- A serving of meat or meat alternate
- A serving of vegetable(s) or fruit(s) or juice
- A serving of whole grain or enriched bread and/or cereal
Service Time Restrictions:
Reimbursable snacks can only be claimed when served after the regular school day has ended. Snacks served on weekends, holidays, or during vacation periods are not eligible for NSLP reimbursement.
Required Records:
Maintaining accurate records is crucial for NSLP Afterschool Snack Program reimbursement. Required documentation includes:
- For non-area eligible sites: Free and reduced-price applications for all children claimed for free and reduced-price snacks.
- Meal counts: Totals for area eligible sites (qualifying for free reimbursement for all children); meal counts by eligibility type for all other sites.
- Documentation of each child’s attendance.
- Documentation of compliance with meal pattern requirements (menus) and food production records.
- Records of two monitoring reviews conducted annually by the school food authority. The first review must occur within the first four weeks of program operation.
Resources for Further Information
CACFP At-Risk Afterschool Care Handbook – This USDA handbook offers comprehensive guidance on eligibility and administration for the CACFP At-Risk Program.
Comparing the Afterschool Child Nutrition Programs – A helpful chart comparing the NSLP Afterschool Snack Program, CACFP At-Risk Program, and CACFP Outside School Hours Child Care Program, focusing on eligibility, recordkeeping, and other key provisions.
Iowa Afterschool Snack Program information is also available on IowaCNP. (Note: Replace with your state’s CNP website if applicable).
USDA Afterschool Snack Webpage: http://www.fns.usda.gov/school-meals/afterschool-snacks – The official USDA webpage for the Afterschool Snack Program, providing program overviews and resources.
Afterschool Care Snack Program – A recorded webinar (11-8-21) offering an overview of the requirements for the Afterschool Care Snack Program.
By carefully considering the options presented by both the CACFP and NSLP, and understanding the specific requirements and benefits of each, organizations can effectively establish and operate a “DES” afterschool care program. This ensures not only a safe and engaging environment for children but also access to vital nutritional support through USDA funding, contributing to the well-being and development of young people in the community.
