AGREEMENT WITH AZ DEPARTMENT OF EDUCATION FOR SOFTWARE USE.PDF

Arizona Department of Education
Child and Adult Care Food Program
Computer Software Agreement
Sponsor Name: Maricopa County CTD#: 07-26-31
Site Name(s): See attached list of site locations
This Agreement is being made between Maricopa County and the Arizona
(Sponsor)
Department of Education. By completing this Agreement and submitting it to the Department, the
Sponsor is requesting permission to use ChildPlus Management System to track the
(Name of Computer Software Program)
attendance of its participants and/or create meal counts to be claimed for reimbursement under the Child
and Adult Care Food Program. Sponsor will not use the above-mentioned software for attendance and/or
meal counts until this Agreement is approved by a representative of the Arizona Department of Education.
A copy must be maintained in the sponsor’s permanent records.
Attendance Records Check one of the following:
Daily digital records (pin, etc.) accompanied by a weekly hardcopy signed record will be used.
Fingerprint recognition attendance records will be used.
Other (Describe): __________________________________________________________
Describe the procedure used to record attendance if the computer software program cannot be used:
(i.e. What if the software is down temporarily? What if you are using fingerprint recognition software yet
another authorized individual is picking up/dropping off a participant?)
The Maricopa County, Early Education Division Head Start program utilizes the CHILDPLUS
Management System for record keeping and recording activities. Should the program experience
issues with internet connectivity or CHILDPLUS maintenance, the program has established procedures
for hard copy reporting. Maricopa County staff will revert to the paper hard copy to record
attendance, breakfast, lunch and snacks for each child in each classroom. Upon the availability of the
CHILDPLUS system, Maricopa County staff will manually enter information into the system.
Updated: February 2019 This institution is an equal opportunity provider.

Point of Service Meal Counts Check one of the following:
Point of Service Meal Counts will be completed hardcopy in the classroom.
Describe the procedure used to reconcile differences between the computer software and the Point of
Service Meal Counts.
Point of Service Meal Counts will be taken digitally in each classroom.
Describe the procedure used to record meal counts if the computer software program cannot be used:
The Head Start program has a robust plan to ensure the proper recording of meal counts if
CHILDPLUS is unavailable based on CACFP guidelines on point of service reporting. The program will
record meal counts during family style meals at the time the meal is served. Program staff will use
the "B", "L" and "S" coding on the meal worksheet. This information will be transferred into
CHILDPLUS for additional record keeping and retention once the system is available.
The program implements monitoring practices to ensure compliance with CACFP regulations. The
program nutritionist conducts monthly reviews of meal recording and attendance through a cross
verification process using hard copies and CHILDPLUS to ensure accuracy.
Sponsors must attach samples of all computer software program reports
that will be used to record attendance and point of service meal counts.
By completing this agreement, the Sponsor hereby provides assurance that in using a computer software
program: attendance records will be maintained for all participants; meal counts submitted for
reimbursement will be taken at point of service based on the number of creditable meals served and will
not be recorded based on attendance; digital records will be made available hardcopy upon request;
Sponsor will notify the Arizona Department of Education prior to any change in software system or meal
count procedure.
SIGN
Bill Gates
Printed Name of Authorized Signer Authorized Signature Date