Find the Right Food Program Sponsor for You
In our last blog post, we looked at how to evaluate whether your current CACFP setup still fits how your center operates, with a quick questionnaire to work through during open enrollment.
Now, we’re here to help you with the next important step: how to find the best food program sponsor for your program. Finding the right partner is super important to make sure your center’s needs are met.
In this post, we’ll give you a clear roadmap to handle this transition easily. Our goal is to give you the knowledge and tools to choose an option that fits perfectly with your center’s needs.
1. Ask Colleagues for a Referral
If you have connections within the daycare industry, ask them for sponsor recommendations. Colleagues who are already involved in the daycare industry have first-hand experience with different sponsors.
They can provide detailed and honest feedback about their interactions, the level of support they receive, and their overall satisfaction with the sponsor. This valuable insight may include information on who they enjoy working with and why.
2. Let Us Help You Choose A Food Program Sponsor
Consider talking with one of our CACFP professionals to get tailored recommendations. During the meeting, our consultant will evaluate what you are looking for and make recommendations tailored to your site’s unique needs. To book a consultation, click here.
3. Evaluate What Food Program Sponsors Are Out There
Visit the National CACFP Sponsors Association website. Select directories and then click “find a food program sponsor.” Now, choose your state and click search. This will give you a starting point to research the different sponsor options.
Additionally, you can access a comprehensive list of all CACFP sponsors through your state agency’s website. For those in Texas, the Texas Department of Agriculture provides a full list of sponsors, referred to as “CE Names” (Contracting Entity Names), which you can view here.
To further expand your search, try using search engines like Google with keywords such as “CACFP Sponsors in [Your State].” This can yield additional options and relevant information about the sponsors available in your region.
Once you’ve found a potential sponsor, it’s time to interview them.
4. Interview the Potential Food Program Sponsor
Prepare Questions
Create a list of questions based on your needs and concerns. Some important topics to cover include:
- Reimbursement Processing: Learn about their processes and timelines, including the average date centers receive their reimbursement.
- Document submissions: what is the process for submitting documents to the sponsor and what are the deadlines/timelines for documents submitted.
- Recordkeeping Software: Ensure that the sponsor uses digital recordkeeping instead of relying on paper. Find out about the software they use and assess its user-friendliness. Request a demo to understand how the software works and what to expect.
- Meal Disallowances: Ask about their processes for notifying you about meal disallowances and explaining why the meals were disallowed.
- Monthly Claim Reports: Confirm that you will receive these regularly.
- Communication: Understand the channels they use for communication and their response timelines.
- Training: Learn about their training processes.
- Compliance & Oversight: Inquire about their processes for ensuring compliance and their approach to monitoring visits.
Evaluate Their Responses
Pay attention to their responses. Are they knowledgeable, transparent, and willing to address your concerns? A good sponsor answers these questions comfortably — carrying the training, claim filing, and required site visits is the real value of the sponsored model, and the right sponsor earns their share of the work.
Request Food Program Sponsor References
Ask for references from current or past clients. Speaking with others who have worked with the sponsor can provide valuable insights.
Make Your Decision
After thorough research and interviews, it’s time to make a decision on your new CACFP Sponsor. When doing this, it’s important to:
Weigh The Pros and Cons
Compare the pros and cons of each sponsor, focusing on factors such as service quality, support, and overall compatibility with your organization.
Additionally, assess whether working with a sponsor is the right setup for your center, or whether you’d like to explore holding your own CACFP contract. Both are reasonable arrangements — they’re just different, and we compare them in our next post.
Seek Consensus
Involve management and front line staff in the decision-making process. Ensure that everyone is on board with the reason for and plan to change your Sponsor.
Plan the Transition
Once you’ve made your decision, work closely with the new sponsor to plan a smooth transition. This includes finalizing any necessary administrative steps, setting up and integrating a new CACFP recording system, and training your team on new procedures and tools. Make sure your team is well-prepared for the change and that all aspects of the transition are managed effectively to minimize disruptions to your operations.
Give Notice to Your Current Food Program Sponsor
After selecting a new sponsor, be sure to give your current sponsor written notice. Check your agreement for the required notice period and provide written notice accordingly.
Express Appreciation: Let your current sponsor know you appreciate their partnership and assistance.
Communicate Start Date: Ensure that both your current and new sponsors are on the same page about the start date for your new partnership.
Monitor and Review New Sponsor
Even after you’ve made the switch, it’s important to continue monitoring and reviewing the new sponsor’s performance to ensure they are a good fit.
- Regular Check-Ins: Schedule regular check-ins with the new sponsor to address any issues and ensure that your needs are being met.
- Solicit Feedback: Gather feedback from your team and participants to identify any areas for improvement.
- Stay Informed: Stay informed about any changes or updates in CACFP regulations and ensure that your sponsor is keeping you up to date.
Looking for a Different Option?
Choosing the right CACFP sponsor is a critical decision that can significantly impact your center’s success. By following this roadmap, you can make a well-informed choice that aligns with your needs and ensures a positive partnership. Thorough research, careful consideration, and effective communication are key to finding the best fit for your organization.
Explore Other Possibilities
Some centers want someone else to carry the program; others reach a point where they’d rather hold the agreement themselves. If that’s the direction you’re weighing, the main alternative is holding your own CACFP contract.
In our next blog post, we’ll walk through what each setup involves so you can compare them on facts. Stay tuned!