Policy for Meal Modifications

Developing Policy  |   Standard Operating Procedures (SOPs)
Assessment and Action Planning Resources

Developing Policy

A written policy ensures a comprehensive approach to meeting the federal and state laws for meal modifications and is essential for addressing the specific dietary needs of all participants. Meal modification policies:

• provide clear guidelines for participants, families, and staff;
• ensure consistent practices in all sites and among all staff;
• document compliance with federal and state requirements and best practices;
• educate families regarding the program's practices and procedures; and
• provide a basis to evaluate the meal modifications process and staff performance.

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

• Identify the personnel and resources needed for planning, developing, implementing, and evaluating the policy and SOPs for meal modifications.
• Conduct a self-assessment of the CACFP sponsor's current policies, practices, and procedures for meal modifications.
  • Adult Day Care Centers: Self-assessment of Adult Day Care Center Practices for Meal Modifications in the CACFP (CSDE)
  • Child Care Programs: Self-assessment of Child Care Practices for Meal Modifications in the CACFP (CSDE)
• Identify the essential practices to implement in the food service program and other areas of the CACFP facility environment and determine where SOPs are necessary.
• Develop an action plan to address the practices needing attention, as identified by the CACFP facility's self-assessment. When developing action plans for SOPs, start with the most important practices. The CSDE’s action planning form and sample action plans can assist with this process.
  
  • Action Planning Form (CSDE)
  • Sample Action Plan: Developing Policy for Meal Modifications in the CACFP (CSDE)
  • Sample Action Plan: Promoting Policy for Meal Modifications in the CACFP (CSDE)
• Develop SOPs by writing down the actual steps taken when performing the specific task. When using sample SOPs from organizations or other programs, customize the information to local needs and resources.
  • Adult Day Care Centers: Sample Standard Operating Procedure (SOP) for Meal Modifications in Adult Day Care Centers in the CACFP (CSDE)
  • Child Care Programs: Sample Standard Operating Procedure (SOP) for Meal Modifications in Child Care Facilities in the CACFP (CSDE)
• Identify the training needs of CACFP staff regarding meal modifications for children with special dietary needs. Provide annual and ongoing staff training, 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 participant’s specific dietary needs; and that all staff consistently follow the CACFP facility's policy and SOPs for meal modifications. Review the CACFP facility's policy and SOPs for meal modifications at least annually, and make changes as needed.

For guidance on developing polices and SOPs, refer to section 4 of the CSDE's guides below.

• Adult Day Care Centers: Guide to Meal Modifications in CACFP Adult Day Care Centers (CSDE)
• Child Care Programs: Guide to Meal Modifications in CACFP Child Care Programs (CSDE)

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. Potential 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, adult participants and their guardians/caregivers, and other appropriate staff, as needed;
• cleaning to prevent cross-contact of possible allergens;  
• handwashing to prevent cross-contact of possible food allergens; 
• 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 participants 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 resources below provide examples of a general SOP for meal modifications.

• Adult Day Care Centers: Sample Standard Operating Procedure (SOP) for Meal Modifications in Adult Day Care Centers in the Child and Adult Care Food Program (CSDE)
• Child Care Programs: Sample Standard Operating Procedure (SOP) for Meal Modifications in Child Care Facilities in the CACFP (CSDE)

 

Sample SOPs

• Food Safety Standard Operating Procedures (Institute of Child Nutrition)
• Sample Standard Operating Procedure (SOP) for Meal Modifications in the School Nutrition Programs (CSDE)
• Standard Operating Procedures (SOPs) (Iowa State University)
• SOP: Handling Students Identified with Severe Food Allergy or Anaphylaxis (South Windsor Public Schools)
• SOP: Preparation of Foods with Potential to Cause Allergic Reaction (Wisconsin Department of Public Instruction)
• SOP: Serving Safe Food to Students with Food Allergies (Institute of Child Nutrition)
• SOP: Washing Hands (Institute of Child Nutrition)

Assessment and Action Planning Resources

• Action Guide for Child Care Nutrition and Physical Activity Policies (CSDE)
• Action Planning Form
• Child Care Nutrition and Physical Activity Policies (CSDE)
• Resource List for Special Diets in Child Nutrition Programs (CSDE)
• Resource List for Wellness Policies in Schools and Child Care (CSDE)
• Sample Standard Operating Procedure (SOP) for Meal Modifications in Child Care Facilities in the CACFP (CSDE)
• Self-assessment of Child Care Practices for Meal Modifications in the CACFP (CSDE)
• Sample Action Plan: Developing Policy for Meal Modifications in the CACFP (CSDE)
• Sample Action Plan: Promoting Policy for Meal Modifications in the CACFP (CSDE)