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Special Diets in CACFP Child Care Programs

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Developing Policies for Special Diets in the CACFP  |   Standard Operating Procedures (SOPs)
Resources for Developing and Implementing Policies


Developing Policies for Meal Modifications

Written policies for meal modifications are important because they:

  • provide clear guidelines for children, families, and school staff;
  • ensure consistent practices at all sites and among all staff;
  • document compliance with federal and state requirements and best practices;
  • educate families regarding the child care program's practices and procedures;
  • provide a basis to evaluate program activities and staff; and
  • demonstrate the child care program's commitment to children’s health and well-being.

A written policy is essential for providing structure, consistency, and clarity for everyone involved. The strategies below assist CACFP facilities with policy development. Priority areas include assessing current operations, developing standard operating procedures (SOPs), providing staff training, and ensuring consistent communication.

  • Identify the staff and resources needed for planning, developing, implementing, and evaluating the policy and SOPs for meal modifications.
  • Conduct a self-assessment of the CACFP facility’s current policies, practices, and procedures for modifications to CACFP meals and snacks.
  • Identify the essential practices to implement in the food service program and child care environment, and determine where SOPs are necessary.
  • Develop an action plan to address the practices needing attention, as identified by the CACFP facility’s completed self-assessment. When developing action plans for policy and SOPs, start with the most important practices. The CSDE’s action planning form and sample action plans can assist with this process.
  • Develop SOPs by writing down the actual steps taken when performing the specific task. When using sample SOPs from organizations or other child care programs, customize the information so it is specific to local needs and resources. 
  • Identify the training needs of CACFP facility staff regarding meal modifications for children with special dietary needs. Provide annual and ongoing training for staff, as appropriate.
  • Identify effective communication strategies among CACFP facility staff, and between the CACFP facility and parents/guardians, to ensure everyone is aware of the CACFP facility’s policy and SOPs for meal modifications. Incorporate these strategies into the SOPs and provide staff training and guidance on how to implement them.
  • Implement monitoring procedures to ensure that meal modifications are reasonable, appropriate, and meet each child’s specific dietary needs; and that all staff consistently follow the CACFP facility’s policy and SOPs for meal modifications. Review the policy and SOPs for meal modifications at least annually, and make changes as needed.

Standard Operating Procedures (SOPs)

SOPs are detailed explanations of how to implement a policy through specific practices or tasks. They standardize the process and provide step-by-step instructions that enable everyone to perform the task in a consistent manner. This ensures that all staff follow the same procedures each time. Examples of SOPs for meal modifications include:  

  • preparing foods for different types of special diets, such as texture modifications, food allergies, celiac disease, and diabetes;
  • reviewing menus, reading food labels, and making nutrition information available to children (when age appropriate), parents/guardians, health consultants, and other appropriate staff, as needed;
  • cleaning to prevent cross-contact of possible allergens;  
  • handwashing to prevent cross-contact of possible food allergens; and
  • ensuring that CACFP facility staff and food service staff regularly communicate and collaborate regarding the planning and implementation of meal modifications for children whose disability restricts their diet;
  • obtaining consultation services (such as a registered dietitian) as needed, to plan meals and snacks for children whose disability restricts their diet; and 
  • training for food service staff, substitutes, and all applicable CACFP facility staff involved with planning, preparing, and serving CACFP meals and snacks.

The CSDE’s Sample Standard Operating Procedure (SOP) for Meal Modifications in Child Care Facilities in the CACFP provides an example of a general SOP for meal modifications. The resources below were developed for schools but provide guidance that child care programs may modify.

Resources for Developing and Implementing Policies