Skip to main content
California Department of Education Logo

Enrollment Documentation for Child Care Centers

Nutrition Services Division Management Bulletin
Purpose: Policy, Action Required
To: Child and Adult Care Food Program, Independent Child Care Centers and Sponsors of Child Care Centers Number: USDA-CACFP-05-2009
Attention: Food Program Director Date: July 2009

Subject: Enrollment Documentation for Child Care Centers

Reference: Child and Adult Care Food Program Second Interim Rule: Title 7, Code of Federal Regulations, Part 226, section 15(e)(2); United States Department of Agriculture CACFP Policy Memo 02-2005: Nutrition Services Division Management Bulletin 05-205

This Management Bulletin clarifies the Child and Adult Care Food Program (CACFP) enrollment documentation requirements for children enrolled in a child care center (CCC). The requirements do not apply to outside-school-hours centers, after-school at-risk centers, and emergency shelters. This requirement was originally distributed through Management Bulletin 05-205 in March 2005.

The existing federal regulations require a CCC to ensure that a child’s enrollment document contains the following information:

  • The normal days and hours that a child is in care at the center
  • The meals that the child ordinarily would receive during normal hours at the center
  • The parent or guardian’s signature, dated prior to any meals being claimed

Every CCC must ensure that this information is on file for each child before any meals are claimed. The enrollment document must be updated annually. Centers can choose to have all the parents or guardians update the enrollment forms for the children during the same month of the year, or they can stagger the updates, as long as no more than 12 months elapse between the updates of any child’s enrollment form. To accomplish the annual update, the parent or guardian and the center representative must initial and date the original enrollment application. A new enrollment form is not needed to fulfill the update requirement.

If a center maintains accurate, daily sign-in/sign-out sheets that identify the time a child arrives at the center and the time the child leaves the center (as certified by the parent or authorized representative of the parent), enrollment documents do not have to state the normal days and hours that a child is in care.

When a CCC reports program enrollment and participants’ meal category eligibility in Line 7 of the CACFP Claim for Reimbursement, the CCC must include in the figures reported each child enrolled for care regardless of whether the child consumed a meal during the claim month. The enrollment figure that a CCC must report is the actual number of children who are enrolled for care in the center, including a child whose parent or guardian has declined to allow the child to participate in the CACFP.

If you have any questions regarding this MB, please contact the CACFP specialist assigned to your agency in the Child Nutrition Information Payment System (CNIPS). You will find a list of contact information for specialists in the Download Forms section of the CNIPS. You may also contact the Help Desk by phone at 800-952-5609, option 6.

Questions:   Nutrition Services Division | 800-952-5609
Last Reviewed: Tuesday, October 11, 2016
Recently Posted in Nutrition
  • Prior Approval for CACFP Allowable Costs (added 27-Feb-2017)
    Management Bulletin CACFP-03-2017: Prior Approval for Child and Adult Care Food Program Allowable Costs.
  • CNIPS Training Registration (added 14-Feb-2017)
    Information about CDE-sponsored courses, training locations, and registrations are available on the CNIPS Training Registration Web page. This Web page is accessed from the CNIPS Home Page by selecting the Training Registration link.
  • Food Service Management Company Rebids 2017-18 (added 14-Feb-2017)
    School Food Authorities required to rebid Food Service Management Company contracts for School Year 2017-18.
  • Two-cent Differential Reimbursement for New SFAs (added 30-Jan-2017)
    MB SNP-04-2017, USDA Policy Memo SP 30-2014: Determining Eligibility for Two-cent Differential Reimbursement and SP 23-2005: Eligibility for Severe Need Rates for the School Breakfast Program.
  • Health and Safety Permit and Fire Inspection (added 24-Jan-2017)
    Management Bulletin CACFP-07-2016: Health and Safety Permit and Fire Inspection Requirements for License-exempt Centers.

  • Eligibility Requirements for Military Families (added 19-Jan-2017)
    Management Bulletin CNP-02-2017, USDA Policy Memo SP 06-2010, CACFP 03-2010, SFSP 04-2010 Revised: Eligibility Requirements for Military Families.
  • 2017–18 SBP and SFSP Start-up and Expansion Grants (added 04-Jan-2017)
    Management Bulletin SNP-01-2017/SFSP01-2017: CEC Section 49550.3: Availability of School Breakfast Program and Summer Food Service Program Start-up and Expansion Grants for State Fiscal Year 2017-18 Request for Applications.