Purpose and Scope
Keep enrollment records accurate by reconciling inactive students in Procare with the client’s MyFood Program roster. Perform on the client’s assigned cadence and before reporting or claim deadlines.
Procedure
1. Access Procare and MyFood Program through the organization’s approved password manager. Never place credentials in an SOP, note, or screenshot.
2. Run or review the current Procare student roster and identify students marked inactive, withdrawn, or no longer enrolled.
3. Verify the student identity and effective inactive/withdrawal date using the client’s approved record. Do not infer a date.
4. Compare the student against the active MyFood Program roster and check whether meals, attendance, or claims remain open.
5. Follow the client’s approved MyFood Program workflow to update status or remove the student from the active roster. Preserve the audit trail and do not delete historical records.
6. If the systems disagree, stop and escalate to the client/designated CACFP reviewer with the student identifier, status discrepancy, and effective date evidence.
7. Reconcile the final active roster to Procare and document the completion date and reviewer.
Quality Checklist
☐ Current rosters used
☐ Inactive status and effective date verified
☐ MyFood Program active roster updated through approved workflow
☐ Historical records preserved
☐ Attendance/claim impact checked
☐ Exceptions escalated and documented