Purpose and scope
Use this Louisiana Department of Education CACFP outline and manual as a training aid for administrators and staff. It introduces program eligibility, application steps, recordkeeping, funding, and ongoing compliance. It does not replace the required Potential CACFP Sponsor Orientation Informational Meeting or official state guidance.
Learning outcomes
After the session, participants should be able to explain the purpose of the Child and Adult Care Food Program (CACFP); identify the main application and implementation requirements; describe recordkeeping and compliance responsibilities; locate and use the official CACFP Guidebook and state resources; and plan follow-up actions for approval and continued participation.
Training setup
Prepare the approved CACFP Guidebook, application materials, CACFP preapproval self-assessment, pre- and post-assessments, chart paper, and writing supplies. Allow approximately 1.5 hours for instructional content and 2.5 hours for the full session, including registration and closing activities.
Training procedure
Step 1: Register participants and distribute the pre-assessment. Review responses to identify areas that need emphasis.
Step 2: Explain that Louisiana licensing requirements require meals and snacks provided by licensed centers to meet USDA CACFP meal requirements. Discuss how participation can offset eligible food costs through reimbursement.
Step 3: Review the core program overview: CACFP provides nutritious meals and snacks and can reimburse eligible breakfast, lunch, and snack meals for enrolled children within program rules. Explain that reimbursement rates vary by meal and eligibility category.
Step 4: Discuss participation requirements. A center generally must have an eligible Type II or Type III license, operate for the required period, demonstrate financial viability, attend the required orientation, and meet the applicable free/reduced-price eligibility or nonprofit requirements. Confirm current requirements with the Louisiana CACFP office before advising a center.
Step 5: Walk through the six approval stages: register for and attend the potential sponsor orientation; complete and submit the application packet and tracker; review, sign, and return the preprinted agreement; prepare for the preapproval visit using the self-assessment; receive authorized online access after approval; and complete the sponsor, facility, and budget online applications.
Step 6: Explain supporting registrations and records. Applicants may need a DUNS/Unique Entity Identifier, active SAM registration, state registration, an income statement covering the required period, and other documents in the official application packet. Use only official government sites and current state instructions.
Step 7: Use the application tracker to record contacts, submissions, approvals, and next actions. Address gaps before the preapproval visit and retain supporting records according to the organization’s recordkeeping policy.
Step 8: Explain post-approval implementation. Put systems in place for menus, meal counts, enrollment, claims, receipts, duties, and review of exceptions. Treat the first months as a controlled implementation period and document corrections.
Step 9: Review ongoing compliance. CACFP participation may be reviewed on an announced or unannounced basis; use the official reviewer checklist for periodic internal spot checks.
Step 10: Revisit the learning outcomes, conduct the post-assessment, collect questions, and record follow-up actions. Direct program-specific questions to the official Louisiana CACFP resources.
Key safeguards
Safeguard 1: Use the current official Louisiana CACFP website and guidebook; do not rely on stale attachments or unverified links.
Safeguard 2: Never send or store CACFP usernames, passwords, or access codes in the article or task notes. Use the approved password manager.
Safeguard 3: Confirm eligibility thresholds, forms, deadlines, and registration requirements against current state guidance before submission.
Quality checklist
Checklist item: Pre-assessment and training materials prepared.
Checklist item: CACFP purpose and reimbursement basics explained.
Checklist item: Current eligibility requirements verified.
Checklist item: Six approval stages reviewed.
Checklist item: Required registrations and supporting records discussed.
Checklist item: Application tracker and preapproval self-assessment used.
Checklist item: Implementation and compliance review steps documented.
Checklist item: Post-assessment and follow-up actions completed.
Checklist item: No credentials or stale attachment links included.