How to Become a USDA Afterschool Care Program Provider: A Comprehensive Guide

Afterschool programs play a vital role in communities, offering safe, enriching environments for children when the school day ends. Recognizing this importance, the U.S. Department of Agriculture (USDA) provides crucial support through its afterschool nutrition programs. These programs ensure that children in afterschool care receive nutritious snacks and meals, contributing to their health and well-being. If you’re looking to establish an afterschool care program and want to leverage USDA resources, understanding how to become a USDA afterschool care program provider is essential. This guide will walk you through the pathways available, focusing on the Child and Adult Care Food Program (CACFP) and the National School Lunch Program (NSLP), to help you navigate the process and determine the best fit for your program.

Understanding USDA Afterschool Programs: CACFP and NSLP

The USDA offers two primary avenues for afterschool care programs to receive funding for meals and snacks: the Child and Adult Care Food Program (CACFP) and the National School Lunch Program (NSLP). Both programs aim to combat childhood hunger and support healthy development, but they have distinct features and eligibility criteria. Carefully reviewing each option is the first step in determining which program aligns best with your afterschool care program’s structure and goals.

CACFP Afterschool Care Programs: Nourishing Children After School Hours

The CACFP provides two main program options tailored for organizations offering care before and/or after school. Both options require adherence to USDA’s CACFP meal pattern tables, ensuring nutritional standards are met.

Outside School Hours Child Care: Support During School Breaks and Summer

This CACFP option is designed for programs that serve a consistent group of children, typically aged 12 and under, outside of regular school hours. This includes before school, after school, during school vacations, and throughout the summer.

Key Features:

• Age Group: Primarily serves children 12 years and younger.
• Meal Service: Can offer breakfast, afternoon snacks, or both. When school is not in session, programs may serve up to two meals and one snack, or two snacks and one meal daily per child.
• Location: Operates in licensed or inspected facilities, regardless of location.
• Reimbursement Rates: Reimbursement rates are determined based on collected family income applications, similar to other child care centers within CACFP.
• Recordkeeping: Follows standard CACFP recordkeeping requirements.
• Cost to Families: Programs can charge families separately for meals/snacks or include these costs in their overall care fees.
• Meal Times: Meal schedules are determined by the individual child care program.

At-Risk Afterschool Care Meal Program: Extending Support to Older Youth

The CACFP At-Risk Afterschool Care Meal Program is specifically designed to support programs in lower-income areas, extending nutritional support to children up to 18 years old. Meals are served after school during the school year, weekends, and school vacations.

Key Features:

• Age Group: Serves children and youth up to 18 years old.
• Meal Service: Provides up to one snack and one meal per child daily.
• Location Eligibility: Must be located in the attendance area of a public elementary, middle, or high school where at least 50% of enrolled children are eligible for free or reduced-price meals. Eligibility is determined by contacting the local school district and the State agency.
• Reimbursement Rate: All meals and snacks are reimbursed at the free rate, eliminating the need for individual family income applications.
• Recordkeeping: Reduced recordkeeping requirements compared to standard CACFP, focusing on attendance, meal participation, menus, and documentation of expenses related to CACFP reimbursement.
• Enrichment Activities: Programs must offer structured enrichment activities in a supervised environment.
• Cost to Families: Programs cannot charge families for meals/snacks.
• Service Times: Meals and snacks must be served after school on school days. In extended school day programs, meals can be served shortly before school dismissal. On non-school days, programs have flexibility in meal service times.
• Sponsorship: At-Risk sites can be sponsored by another organization, operate independently, or be part of a regular child care center serving older children separately.
• School Sponsorship: Schools can easily apply to sponsor the CACFP At-Risk program through the National School Lunch Program (NSLP) application.
• Meal Pattern Options: Schools can choose to follow either NSLP or CACFP meal patterns.

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NSLP Afterschool Snack Program: Simple Snack Support Through Schools

The NSLP Afterschool Snack Program offers a streamlined approach to providing snacks to children in afterschool care, primarily through school districts already participating in the National School Lunch Program.

Eligibility and Application:

• School District Participation: Your school district must operate the NSLP for your afterschool care program to be eligible.
• Enrichment Activities: The afterschool program must provide regularly scheduled educational or enrichment activities in a supervised setting.
• Area Eligibility: Sites can be “area eligible” if located in a school attendance area where at least 50% of children qualify for free or reduced-price meals. In area-eligible sites, all snacks are reimbursed at the free rate.
• Non-Area Eligible Sites: Sites in other areas must document children’s eligibility (free, reduced-price, or paid) to determine reimbursement rates.
• Application Process: Contact your state’s Department of Education or relevant agency responsible for NSLP to apply. In Iowa, the original article mentions contacting Patti Harding at the Iowa Department of Education. For programs outside Iowa, you’ll need to find your state’s equivalent contact.

Reimbursement and Snack Requirements:

• Reimbursement Rate: Schools can claim reimbursement for one snack per child per day. Area-eligible sites receive free reimbursement for all snacks. Non-area eligible sites are reimbursed based on children’s eligibility categories. Reduced-price snacks have a maximum charge of $0.15.
• Snack Components: Reimbursable snacks must include at least two different components from these four groups:
  1. Fluid milk
  2. Meat or meat alternate
  3. Vegetables, fruits, or juice
  4. Whole grain or enriched bread and/or cereal

Service Times and Recordkeeping:

• Service Time Restrictions: Snacks can only be claimed for reimbursement if served after the regular school day ends. Snacks served on weekends, holidays, or during vacation periods are not reimbursable under NSLP.
• Required Records:
  • For non-area eligible sites: Free and reduced-price applications for children claimed under those categories.
  • Meal counts: Totals for area-eligible sites; meal counts by eligibility type for other sites.
  • Attendance records for each child.
  • Documentation of meal pattern compliance (menus) and food production records.
  • Documentation of two annual monitoring reviews conducted by the School Food Authority. The first review must be within the first four weeks of program operation.

Taking the Next Steps: Resources and Application

Becoming a USDA afterschool care program provider involves understanding the specific requirements of CACFP and NSLP and aligning them with your program’s capabilities and community needs. Utilize the following resources to deepen your understanding and guide your application process:

Resources:

• CACFP At-Risk Afterschool Care Handbook: Comprehensive USDA handbook covering 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 (IowaCNP): Example of a state-level program website (replace with your state’s equivalent if outside Iowa).
• USDA Afterschool Snack Webpage: Official USDA webpage with general information on afterschool snacks.
• Afterschool Care Snack Program Video: (Recorded 11-8-21) – Video overview of the Afterschool Care Snack Program requirements.
• USDA Afterschool Program resources : General resources page describing the CACFP At-Risk Program, participation details, and additional resources.

To begin your application process:

1. Determine Program Fit: Carefully evaluate whether the CACFP Outside School Hours Child Care, CACFP At-Risk Afterschool Care Meal Program, or NSLP Afterschool Snack Program best suits your program and the community you serve.
2. Check Eligibility: Verify if your program and location meet the eligibility criteria for your chosen program. Pay close attention to age groups served, location requirements (especially for At-Risk programs), and school district NSLP participation (for NSLP Snack Program).
3. Contact Your State Agency: Reach out to your state’s Department of Education or the agency responsible for administering CACFP and NSLP. They will provide specific application materials, guidance, and contact information for program specialists who can assist you.
4. Gather Documentation: Prepare the necessary documentation, which may include program information, site details, proposed menus, and potentially child eligibility information (depending on the program and area eligibility).
5. Submit Your Application: Follow your state agency’s instructions to submit a complete and accurate application.

By understanding the options available and diligently following the application process, you can successfully become a USDA afterschool care program provider, ensuring that the children in your care receive the nutritious meals and snacks they need to thrive.