Frequently Asked Questions for Providers
Keeping accurate attendance records at all times is essential to ensure that all children are accounted for and that required ratios are met. It is the department’s recommendation that “head counts” be conducted every 15-30 minutes.
Cell phone use is a common problem that interferes with supervision. Caregivers who are texting or taking personal calls cannot adequately supervise children. Personal calls and texting should only occur during break times or when the caregiver is not counted in the ratios
Children should never be left unattended in a vehicle, not even for a minute! When the director or caregiver exits the vehicle, the children should also be taken out of the vehicle EVERY TIME. When unloading the vehicle, caregivers should conduct a head count or role call against the attendance records and check each seat in the vehicle to make sure a child was not forgotten in the vehicle.
It is important that all caregivers are aware of transportation policies and that extra precautions are taken while transporting children.
To avoid any incidents of leaving children behind while on a field trip, attendance should be taken prior to children leaving the facility, upon arrival at the destination and prior to returning to the facility as well as throughout the duration of the activity. Maintaining accurate attendance records during an outing is a critical step in ensuring that children are accounted for at all times.
When away from the facility caregivers must take an emergency contact form of each child and a fully stocked first aid kit.
Since providers are responsible for children until they are handed over to another adult, the provider must accompany children who walk to school or other programs. Staff/child ratios must be maintained. For example, a family home provider must take all the children in care along when walking a child to school. A group home caregiver would need to send half of the children with one adult.
When using swimming pools, whether on-site or off-site of a day care facility, a certified lifeguard, who is not counted in the facility’s child to staff ratio, must always be present. Per ARM 37.95.127(8), the child-staff ratio shall be maintained whenever children participate in swimming activities, including swimming instruction. Having active and fully present caregivers are key factors in providing a safe environment. Regardless of the type of water activity, water play must ALWAYS be supervised.
QAD recommends that all incidents resulting in facial bruising be reported to QAD, even if there is no doctor visit. Parents often call the state to report accidents, so it is best if QAD has already received notice from the provider.
Child and Adult Care Food Program
Rather than completing new enrollment forms for all the children in your care, CCR will mail you a form listing each child’s name, date of birth, date of enrollment, and days and hours attending your facility. Please have parents update addresses and phone numbers, verify dates of birth, days children attend your facility, and drop off and pick up times. Parents must sign for each of their children.
If we do not have current parent signatures or complete information, we will have to discontinue reimbursement until complete paperwork is submitted; you will need to complete a full enrollment form to re-enroll the child(ren) on the food program. CCR mails re-enrollment forms, along with your food program checks in September. The completed forms are due back with your menus on October 2nd.
The following are legal holidays that require parent signatures: New Year’s Day, Labor Day, Memorial Day, Thanksgiving Day, Fourth of July and Christmas Day.
- Online menus submitted on Minute Menu.
- Enrollment forms for new children.
- Mealtime change forms, if needed.
- Parent-signed documentation for holiday care, if needed.
- The newest copy of your license.
- The tiering form.
- Re-enrollment forms.
We know that many of you rely on the food program reimbursement checks to purchase food and other child care supplies each month, and we pride ourselves in the ability to process menus and pay you quickly. We will continue to do the best job possible. However, if you do not submit your menus on time, your reimbursement may be delayed until the next month.
If milk is served family-style at the table, the unused portion cannot be saved and served later. If milk is served to the table, it cannot be served again. One option is for providers to pour the proper serving sizes into glasses and put the milk away. New milk cannot be added to old milk. CACFP prefers family style meals that allow children to take what they want, but enough must be made available so each child has the option to take a full serving size. Only the minimum serving size has to be made available.
It is acceptable to freeze milk, thaw and serve under the following conditions:
- When freezing, the milk must be labeled with the date it is being frozen.
- Milk may be frozen for no more than one month.
- Milk that has been frozen must be used within five days of being thawed.