reglab/statecodes huggingface dataset:
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 4 - Client Application Process › Rule 18-28-4.1 - Client Application Process

Current through June 25, 2024
The Subgrantees/Community Action Agencies (CAAs) accept
				  applications throughout the year. When funding is available, eligible families
				  shall be served on a first-come, first-serve basis by date of application. When
				  funding is not available, eligible families shall be added to the
				  waitlist.
A. As a general rule, only
				the applicant, spouse of the applicant, or authorized representative of a
				disabled or elderly applicant are the adults who can be present during the
				application. The Subgrantee reserves the right to require other adults to
				remain in waiting room, especially if they are causing disruption during the
				application process.
B. If the
				applicant cannot read, the caseworker must read all forms/declarations to the
				applicant to ensure the applicant understands what is being signed.
C. The signature of the applicant must be on
				all applicable documents. A spouse may sign if the head of household is absent.
				Caseworker should document the reason the head of household cannot come in for
				appointment. If the applicant cannot write, they may sign by making an "X" on
				the signature line. The name must be printed or typed under the "X" by the
				caseworker, and a witness should sign under the "X".
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 4 - Client Application Process › Rule 18-28-4.2 - Before Initiating Application

Current through June 25, 2024
A. Applications are
				initiated through the Common Web Portal (CWP) for all first-time applicants. If
				an applicant was a previous household member in another case, but is now head
				of household, a new pre-application must be done. Pre-applications are
				web-based and may be submitted on behalf of Mississippi residents only.
				Applicants may apply for services through the CWP at:
www.access.ms.gov
B. Pre-applications are required for
				applicants requesting service for the first time or if applicant is no longer
				in the household of another client.
C. Applicants submitting pre-applications
				must receive notification of an appointment for services within fifteen (15)
				business days of submission of the application. If the applicant is elderly,
				disabled, or a family with a child five (5) and under, the appointment date
				must be within thirty (30) days. Non-elderly or non-disabled clients must be
				given an appointment date within forty-five (45) business days.
D. If applicant does not have access to a
				computer to submit pre-application, the subgrantee must complete
				pre-application by phone or at the intake appointment.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 4 - Client Application Process › Rule 18-28-4.3 - Initiating Application

Current through June 25, 2024
A. If an applicant
				does not complete a pre-application (regardless of reason), the subgrantee must
				complete the pre-application during the application process.
B. Under no circumstance should an applicant
				be denied services because they have not completed a pre-application.
C. Paper Applications are prohibited, unless
				in case of a computer system failure or natural/manmade disasters. The
				subgrantee's Executive Director or appointee must submit a request in writing
				to the Director of the Division of Community Services for approval to take
				paper applications. Once the emergency situation is over, the paper
				applications must be entered into Virtual ROMA within 2 business days, unless
				additional time is requested and approved. The subgrantee's Executive Director
				must submit a letter to confirm all paper applications have been entered.
				Otherwise, any paper applications taken may result in questioned or disallowed
				cost.
D. Caseworker must complete
				the application in Virtual ROMA system. If the applicant submits the requested
				information, the caseworker must give the Notification of Services form (NOS)
				which states the status of the application and amount of benefits the applicant
				may receive upon supervisory approval.
E. If the applicant does not have all
				required documentation, the caseworker must complete as many screens as
				possible up to the allocation screen in Virtual ROMA. Do not allocate after
				this point. A Request for Additional Information (RFAI) form must be given to
				applicant, and a follow-up appointment given to complete the application
				process. Caseworker must explain the documentation needed and the 10-day
				timeframe to return the information.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 4 - Client Application Process › Rule 18-28-4.4 - After Submitting Application

Current through June 25, 2024
A. Once application
				is initiated, the client's application status must change to -Waiting on
				Approval' within ten (10) business days. Then the application must be acted
				upon and changed to -Approved' or -Denied' within two (2) business
				days.
B. Subgrantee's cancellation
				of applications approved in error, must occur within twenty-four (24) hours
				after application has been approved.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 4 - Client Application Process › Rule 18-28-4.5 - Notices from Subgrantee to Applicant

Current through June 25, 2024
A. Notification of
				an appointment for services must be in writing, (mailed, emailed, or given to
				applicant in the office) within fifteen (15) business days of the submission of
				a preapplication. If the applicant is elderly, disabled, or a family with small
				children (ages 0 to 5), the first appointment must be within thirty (30) days.
				Non-elderly or disabled clients must be given an appointment date within
				forty-five (45) business days.
1. The
				notification must include the following:
a.
				Name, address, phone number and email address of Subgrantee office
b. Date and time of appointment
c. Eligibility information needed, as listed
				in Chapter 5.
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 4 - Client Application Process › Rule 18-28-4.6 - Non-Availability of Funds/ Waitlist

Current through June 25, 2024
A. If the
				Subgrantee has run out of CSBG funds, the application must still be taken and
				denied. Applicant's name must be placed on a waiting list. As soon as funding
				is available, the applicants on the waiting list must be given an appointment
				before any other appointments are given. If denied, the applicant should be
				referred to other local organizations that may be able to assist. All referrals
				must be documented in Virtual ROMA.
B. Under no circumstance should an applicant
				not be allowed to apply because CSBG funds are not available.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 5 - Client Eligibility Requirements › Rule 18-28-5.1 - Eligibility Requirements

Current through June 25, 2024
An applicant must meet the following requirements to receive
				  a CSBG benefit:
A. Have an obligation
				to pay a bill directly to a vendor;
B. Be a U.S. citizen or have legal permanent
				resident status;
C. Have income at
				or below the 125% of the federal poverty guidelines; and
D. Be eighteen (18) years of age or older or
				an emancipated minor (through court action) who is head of household.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 5 - Client Eligibility Requirements › Rule 18-28- 5.2 - Residency

Current through June 25, 2024
An applicant must be a resident of the State of Mississippi
				  and reside in the CSBG service area at the time the costs were incurred. The
				  applicant must apply for services in the county in which they live. Homeless
				  households may apply for services if they are trying to establish a
				  residence.
A. An applicant must give a
				street address to include a house/route number and street name, city, state,
				and zip code.
B. CSBG services
				cannot be provided to temporary residents defined as:
1) Household traveling through the
				state;
2) Household on
				vacation;
3) Household visiting
				someone; or
4) Residents of
				institutions, dormitories, fraternity or sorority houses, or boarding
				homes.
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 5 - Client Eligibility Requirements › Rule 18-28-5.3 - Immigration Status

Current through June 25, 2024
A. If the head of
				household is undocumented, the application shall not be denied for the entire
				household. The head of household should not be included in determining
				household size, but their income must be included.
B. If an individual within a household is
				undocumented, and does not disclose citizenship or establish satisfactory
				immigration status, ineligibility exists for the individual but not the entire
				household. This individual is considered a "NonApplicant" and should not be
				questioned about his/her citizenship/alien status. However, the individual must
				disclose and verify income and other information needed to establish the
				eligibility of the household. The income of this individual will be included in
				determining the household's total income, however this individual will not be
				counted in determining household size.
C. Eligibility cannot be determined when a
				"Non-Applicant" fails to disclose income, therefore, the application should be
				denied for the entire household.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 5 - Client Eligibility Requirements › Rule 18-28- 5.4 - Renters

Current through June 25, 2024
The State of Mississippi treats homeowners and renters
				  equitably under the CSBG program. Eligibility requirements are the same for a
				  renter as with a homeowner
A. The
				renter must provide either a copy of their lease agreement or the Landlord
				Verification Form from the landlord.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 5 - Client Eligibility Requirements › Rule 18-28- 5.5 - Roomer/Boarders

Current through June 25, 2024
Roomer/boarder is individual who is not a related household
				  member and is paying an unrelated landlord to reside in their residence. The
				  roomer/boarder must obtain written verification from the landlord or the
				  Landlord Verification Form to verify rent amount.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 5 - Client Eligibility Requirements › Rule 18-28-5.6 - Employee Familial and /or Personal Interest Applicants

Current through June 25, 2024
Any employee, relative or personal interest cases of
				  employees or board members, may apply for and receive assistance. However,
				  there arc policies and procedures for taking and processing these applications.
				  No preferential treatment shall be granted to these applicants.
A. An employee of a Subgrantee cannot
				complete the intake or be involved in the approval process of a relative. In
				this occurrence, the caseworker should immediately recuse oneself from any
				involvement with the case.
B. The
				Program Director/Supervisor is responsible for delegating the processing of
				applications for employees, relatives of employees or personal interest cases
				and for submitting the case to the Executive Director for review and
				authorization of the approval or denial. The Executive Director is responsible
				for delegating the processing of Program Directors/Supervisors and/or their
				relatives requesting assistance. The Executive Director is responsible for
				approving the applications of the Program Directors/Supervisors or their
				relatives.
C. The relatives for
				whom the special procedures must be used, include: employee's spouse/ex-spouse,
				parent(s), stepparent(s), grandparent(s), great and great-great grandparent(s),
				brother(s) and sister(s), stepbrother(s) and stepsister(s), half-brother(s) and
				half-sister(s), children, stepchildren, grandchildren, great and great-great
				grandchildren, aunt(s), uncle(s), niece(s), nephcw(s), first and second
				cousin(s), or these relatives of an employee's spouse who are related to this
				degree of marriage.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 5 - Client Eligibility Requirements › Rule 18-28-5.7 - Eligibility Documentation

Current through June 25, 2024
Applicants must verify eligibility through the submission of
				  documents. When possible, MDHS and/or the subgrantee will access other
				  documentary evidence in available data bases. However, proof of eligibility
				  requirements is the applicant's responsibility. A document may serve to prove
				  more than one requirement and should not be submitted more than once. The
				  following is a list of acceptable proof for each requirement:
A. Social Security Cards are required for all
				household members. For newborns (less than 8 weeks old) who do not have a
				Social Security card, the application can be processed without adding the child
				but count any income for the child in determining household income.
Effective January 1, 2019, subgrantees shall no longer keep copies of
				Social Security cards and Personal Identifiable Information (PII) documentation
				in client files. These documents must be scanned into the Virtual ROMA system
				only and given back to the client.
B. Photo Identification Documentation
1) A photo I.D. is required for all household
				members 18 years of age and over. Acceptable documents include, but are not
				limited to:
a. Driver's license
b. State-issued l.D.
c. U.S. Passport
d. U.S. Military I.D.
e. Employment I.D.
f. College/School I.D.
g. Tribal I.D.
h. Alien: Photo I.D. plus Alien
				Registration/Permanent Resident Card
i. Temporary Resident Card
j. Voter Registration LD. with
				photo
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 5 - Client Eligibility Requirements › Rule 18-28-5.8 - Authorization of Release of Information

Current through June 25, 2024
Applicant should sign the -Authorization of Release of
				  Information Form' (Form ARF-001) annually to authorize the Subgrantee agency to
				  obtain eligibility information on behalf of the household.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 5 - Client Eligibility Requirements › Rule 18-28-5.9 - Affidavits

Current through June 25, 2024
Affidavits are written declarations made under oath before a
				  notary public or other authorized officer. They are valid for thirty (30) days.
				  Affidavits may be obtained for the following reasons:
A.
Authorized Representative
				applying for services on behalf of an applicant:
The
				representative must have an affidavit giving authority to act on behalf of the
				applicant. Original copies of documents required for eligibility must be
				presented. If the representative has a Power of Attorney, an affidavit is not
				required. The Power of Attorney must be scanned into Virtual ROMA.
B.
Separation:
The
				State of Mississippi does not recognize legal separation. Applicant must obtain
				an affidavit which declares separation from the spouse.
C.
Zero income
				household:
Applicant must obtain an affidavit when they declare
				zero income.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 5 - Client Eligibility Requirements › Rule 18-28-5.10 - Income Eligibility and Calculations

Current through June 25, 2024
A. Income is
				money received on a regular and recurring basis by any household member. Income
				may be earned or unearned.
B. A
				household's total gross income shall be used to determine eligibility. The
				total gross income received for the thirty (30) days prior to application date
				must be verified.
C. Countable
				Income is income (earned or unearned) that must be included when determining
				eligibility. The following types of income shall be used:
1) Salaries and wages, including overtime,
				tips, bonuses, commission, and 13th check;
2) Self-employment income;
3) Contract income;
4) Unemployment insurance;
5) Social Security benefits (including
				Medicare deduction);
6)
				SSI;
7) SSDI;
8) Retirement benefits;
9) Alimony;
10) VA benefits;
11) Workers Compensation;
12) Private Disability (Short/Long Term
				Disability);
13) Money given to
				household; and
14) Any income
				whereas a W2 or 1099 is not received or otherwise
				documented.
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 5 - Client Eligibility Requirements › Rule 18-28-5.11 - Threatening Behavior

Current through June 25, 2024
A. Any applicant
				who engages in the use of aggressive or disruptive language against a
				subgrantee agency, subgrantee staff, subgrantee contractor, or state/federal
				staff shall be prohibited from receiving services for one year from the date of
				the incident, for the first offense.
B. Any subsequent threats or disruptive
				behavior will permanently disqualify the client from receiving
				services.
C. When a threat or
				occurrence of physical contact is made against a subgrantee agency, subgrantee
				staff, subgrantee contractor, or state/federal staff, that staff person must
				complete an incident report and submit it to the subgrantee's Executive
				Director.
D. Any kind of physical
				contact or threats with firearms or weapons will disqualify applicant or
				household from services permanently. During such incident, the subgrantee's
				Executive Director must contact local authorities and file a police report. A
				copy of the report and detailed account of the incident must be kept in the
				client's file, scanned into Virtual ROMA, and a copy must be submitted to the
				Director of Division of Community Services.
45 CFR
				  98.20; Miss. Code Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 6 - Program Process and Procedures › Rule 18-28-6.1 - Appointments

Current through June 25, 2024
A. Applicants should be seen by appointment.
				Appointments must be given on a first-come, first-served basis, except in the
				case of emergencies (as listed in Section 6.10) when subgrantees must comply
				with the 18-48 hour rule, or when a non-availability of funds waitlist opens
				up.
B. Applicants arriving within
				15 minutes of appointment time shall be seen according to their scheduled
				appointment. Applicants who arrive later than 15 minutes for a scheduled
				appointment may have to wait to be seen depending on the time of next scheduled
				appointment; or be rescheduled for the next available appointment if they
				cannot be worked into schedule for that day. Subgrantee should make every
				effort to see the applicant that day if possible.
C. If the subgrantee has a no-show or a
				cancellation after the 15-minute grace period, applicants waiting for their
				appointments shall be seen immediately. Subgrantee may then re-arrange schedule
				to accommodate other applicants.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 6 - Program Process and Procedures › Rule 18-28-6.2 - Walk-ins

Current through June 25, 2024
A. Applicants should schedule an appointment
				for services. Walk-ins are discouraged unless in the case of emergencies.
				Emergencies must be verified by the applicant.
B. An applicant shall not be denied an
				appointment because of inappropriate attire.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 6 - Program Process and Procedures › Rule 18-28-6.3 - Transfers

Current through June 25, 2024
A. There are two types of client transfers:
1. Intra-agency transfers occur when a
				client's file is reassigned within an agency. The person with Virtual ROMA
				agency administration rights is able to make the reassignment internally
				without DCS intervention.
2.
				Inter-agency transfers occur when clients require services but the agency that
				last provided services does not provide the requested service. For instance, a
				client may seek weatherization services from an agency that only administers
				CSBG/LIHEAP. The requesting agency must contact the point of contact of the
				agency that has ownership to release the file. The agency that has ownership of
				the client's record must authorize release of the client to the requesting
				agency via "Concerns" in Virtual ROMA.
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 6 - Program Process and Procedures › Rule 18-28-6.4 - Virtual ROMA

Current through June 25, 2024
LIHEAP subgrantees shall be Virtual ROMA compliant. This
				  compliance includes, but is not limited to:
A. Every user of the Virtual ROMA system must
				be registered upon authorization by the subgrantee Executive
				Director.
B. Users must agree to
				the terms and conditions of the use of Virtual ROMA by signing the
				-Confidentiality Statement" and returning to DCS.
C. Users are prohibited from sharing user IDs
				and passwords.
D. Users are
				prohibited from scheduling client appointments outside of Virtual ROMA, except
				in the case of disasters. The subgrantee's Executive Director shall request in
				writing and receive approval from DCS in this case.
E. Subgrantee's must ensure that every
				application for service originates through Virtual ROMA. In the event Virtual
				ROMA is not available, such as natural disaster, system outage, etc., upon
				approval by DCS Director, paper applications may be taken. The paper
				applications shall be entered in Virtual ROMA within two (2) business days of
				system availability.
F.
				Subgrantee's generate the electronic GET/PUT files weekly to submit claim
				forms.
G. Subrantee's reconcile the
				payment reports between the fiscal and program units prior to payment. The
				reconciliation process between outstanding applications in -Approved' and
				-Pending Payment' statuses must be done after the GET and PUT files have been
				created.
H. Subgrantee's must
				adhere to equipment and software specifications to operate Virtual ROMA
				effectively.
I. Subgrantee's must
				ensure that personnel with application approval rights thoroughly review
				applications prior to approval to minimize errors.
J. Subgrantee's must inactivate, within 24
				hours, any user(s) who through termination, resignation, job reassignment, or
				other reasons user is no longer with agency.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 6 - Program Process and Procedures › Rule 18-28-6.5 - Household Benefit

Current through June 25, 2024
A. Subgrantee's
				should pay the amount of the bill. Past due amounts, late fees and reconnect
				fees may be paid.
B. Subgrantee's
				may use vendor portals when possible to verify the amount of the
				bill(s).
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 6 - Program Process and Procedures › Rule 18-28-6.6 - Fees and Deposits

Current through June 25, 2024
A. Reconnect fees
				or late fees resulting from a client's inability to pay can be paid from CSBG
				funds. The Subgrantee should advocate with vendors to ask for waivers of these
				fees.
B. As part of the client's
				consumer education/energy conservation sessions, the case worker should
				communicate the importance of making timely payments or requesting extensions
				with vendors to avoid such fees.
C.
				If reconnect fees or late fees are incurred because of the subgrantee's
				negligence or failure to make timely payments, these fees cannot be paid from
				CSBG funds. They must be paid from non-federal funds.
D. Deposits may be paid more than once,
				depending on the household situation, such as emergency or life-threatening
				situations, as described in section 6.10. If a household has requested more
				than four (4) deposits, Subgrantee should refer household for case management
				to stabilize the household.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 6 - Program Process and Procedures › Rule 18-28-6.7 - Client Confidentiality

Current through June 25, 2024
A. MDHS and its
				subgrantees are responsible for protecting the confidentiality of client
				information.
B. Subgrantees must
				maintain client files under lock and key.
C. Client appointments should be conducted in
				areas where the conversation cannot be overheard by others.
D. Subgrantee staff should not discuss client
				confidential information with other staff unless to coordinate or proceed with
				client services.
E. Even though the
				Virtual ROMA system has a screen for all users to agree to confidentiality
				before entering client data, each subgrantee staff member is required to sign a
				-Confidentiality Statement' and submit to DCS prior to being granted access to
				the Virtual ROMA system.
F. Client
				information should only be discussed with other service organizations/partners
				when referring households for additional services.
G. The client must sign the -Authorization of
				Release of Information Form' (Form ARF 001) in order for the subgrantee to
				refer the household for other services.
The only exception to the confidentiality requirement is if a
				  client or household member discloses potential domestic abuse, child
				  abuse/neglect, elderly abuse/neglect, or disabled abuse/neglect; the
				  information must be reported to the proper authorities, regardless of the
				  consent of the client.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 6 - Program Process and Procedures › Rule 18-28-6.8 - Case Management

Current through June 25, 2024
A. Case management
				is defined as a process to plan, seek, advocate for, and monitor services on
				behalf of a client. This process enables social workers of the eligible
				entities to coordinate efforts to serve a client through professional teamwork
				and referrals to expand the range of services offered. The goal of case
				management is to optimize client functioning and well-being by coordinating and
				providing quality services, in the most effective and efficient manner to
				enable clients to become self-sufficient. The core functions of case management
				which follows the ROMA cycle are:
* Engagement with clients;
* Assessment of client priorities, strengths, and
				  challenges;
* Development and implementation of a service delivery plan
				  with the client;
* Monitoring of the service delivery plan;
* Evaluation of outcomes, and
* Closure (termination of service delivery plan or transition
				  follow-up.
B. Logic models
				are the process by which case management is reported. These models assist
				entities with program evaluation by providing a visual statement of the
				activities planned to produce positive outcomes for the family, agency, and
				community by assessing the priority needs and creating programs to alleviate
				the identified needs. Eligible entities should complete logic models based on
				the top three needs identified in the Community Strengths and Needs Assessment.
				Logic models provide a plan to address those needs by stating goals and outcome
				objectives. The projected outcomes should align with the NPIs submitted by the
				entity.
1) Referrals are crucial to the
				success of a service delivery plan of a client facing multiple complex issues.
				If a client requires support beyond the services offered by CSBG, the entity
				must refer the client to other programs within the entity, and/or to other
				local/state programs. Entities must conduct follow-up and document the progress
				of the referral services in Virtual ROMA.
2)
All contact with the client must be
				documented in Virtual ROMA.
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 6 - Program Process and Procedures › Rule 18-28-6.9 - Appointment Procedures

Current through June 25, 2024
A. The process by
				which appointments are given shall be determined by the subgrantee, (i.e.
				mornings, days of the week, caseworker to be assigned, etc.). If a client is
				physically disabled and cannot come to the subgrantee's office, a caseworker
				can conduct a home visit to take the application or the client can authorize
				someone to make an application on their behalf.
B. If the client misses the appointment, no
				further benefits can be given until client comes in for another appointment to
				have eligibility determined.
C. The
				client should be advised at the time of appointment and each subsequent
				recertification of the responsibility to report household changes within ten
				(10) days. Changes can be reported by mail, phone call, email, or office visit.
				Subgrantee should schedule an appointment within thirty (30) days of the
				reported change.
D. Changes may
				include, but are not limited to:
1) Increase
				or decrease in household members,
2) Increase or decrease in household income,
				or
3) Household moved.
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 6 - Program Process and Procedures › Rule 18-28-6.10 - Crisis and Emergency Services

Current through June 25, 2024
Mississippi offers year-round crisis assistance which
				  provides assistance to households who have encountered a crisis situation
				  within the last 30 days. Energy-related assistance must be referred to the
				  LIHEAP program.
A. Life Threatening
				Crisis- Eligible households with a life-threatening crisis must have the crisis
				relieved within 18 hours of an approved application. Resolution of a
				life-threatening crisis may include, but is not limited to: arranging for an
				immediate supply of fuel, securing a payment arrangement with the vendor,
				pledging the amount of bill to prevent shutoff or to restore service, purchase
				of heating/cooling equipment, etc. The following are considered life
				threatening:
1) Disaster (fire, gas leak,
				etc.),
2) Person(s) on life support
				or medical devices that require electricity,
3) Domestic violence, and/or
4) Elderly/disabled or child
				abuse/neglect.
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 7 - Vendor Requirements › Rule 18-28-7.1 - Vendor Agreements

Current through June 25, 2024
A. W-9 forms from
				each vendor must be sent to DCS for vendor to be added to the Virtual ROMA
				system.
B. Subrantees must maintain
				original vendor agreements indefinitely.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 7 - Vendor Requirements › Rule 18-28-7.2 - Vendor Refunds

Current through June 25, 2024
A. Vendor payments
				refunded to a subgrantee may occur as a result of a household moving, closing
				an account, other household circumstances, or instances of error or
				fraud.
B. Accurate accounting of
				vendor refunds requires subgrantees and energy vendors to coordinate
				carefully.
C. Subgrantees must
				inform vendors to send the refund checks to the agency that submitted the
				payment on behalf of the household.
D. If the refund is for a deposit, the vendor
				can utilize the funds to offset the final bill. However, if there is an
				overage, the funds must be returned to the subgrantee.
E. The following information must be
				submitted with each refund check, even if the refund check is for more than one
				household:
1) Household's name (name on the
				account)
2) Address
3) Account number
4) Amount of household refund
5) Year credit occurred
6) Date of payment on account
7) Reason for refund
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 7 - Vendor Requirements › Rule 18-28-7.3 - Vendor Payments

Current through June 25, 2024
Subgrantees must make payments on client accounts to vendors
				  within twenty (20) business days of application approval. Failure to comply
				  will result in a DCS request for Program Integrity to conduct an additional
				  monitoring visit which may result in questioned cost.
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 8 - Program Compliance › Rule 18-28-8.1 - Reporting and Accountability

Current through June 25, 2024
A. CSBG Annual
				Report-The State must submit an annual report to OCS in the form of the CSBG
				Annual Report by March 31st of every year. Eligible entities are required to
				submit information regarding this report upon request from DCS. The National
				Association for State Community Services Programs (NASCSP) will email a
				database to the State. This database will be emailed to eligible entities for
				input. The State will compile information from each entity to complete the
				statewide report, and return database to NASCSP.
B. CSBG Informational Memorandum (IM) 138
				provides guidance to states for the establishment of Organizational Standards
				as part of a performance management and accountability system for the CSBG
				national network. The Office of Community Services (OCS) requires states to
				report on the standards for eligible entities through the online state plan and
				annual report.
The purpose of the Organizational Standards is to ensure that
				  eligible entities have appropriate organizational capacity in all areas covered
				  by the standards. States are required to provide the oversight and technical
				  assistance necessary to assure compliance with the standards.
The Center of Excellence (COE)-developed standards are
				  organized into three thematic groups consisting of nine categories and a total
				  of 58 standards for private eligible entities and 50 standards for public
				  eligible entities.
1. Maximum Feasible
				Participation
* Consumer Input and Involvement
* Community Engagement
* Community Assessment
2. Vision and Direction
* Organizational Leadership
* Board Governance
* Strategic Planning
3. Operations and Accountability
* Human Resource Management
* Financial Operations and Oversight
* Data and Analysis
DCS requires eligible entities to annually submit
				  documentation to verify compliance to all standards through the use of
				  Smartsheet. Documentation is reviewed by DCS and a letter sent to eligible
				  entity executive director which gives the results of the review and the
				  percentage of standards attained. Technical assistance will be provided as
				  needed to help entities achieve compliance.
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 8 - Program Compliance › Rule 18-28-8.2 - Client Complaints/Concerns

Current through June 25, 2024
DCS receives client complaints and concerns from the MDHS
				  Constituent Services unit, and phone calls from clients or other individuals.
				  Subgrantees should follow these steps when responding to DCS:
A. DCS will email the client
				complaint/concern form to the subgrantee's Executive Director and/or Program
				Director.
B. The subgrantee must
				contact client and provide a response and/or resolution to DCS within one (1)
				business day of email.
C. If
				additional time is required to completely resolve the issue, the subgrantee
				must notify DCS of the additional time needed by email within two (2) business
				days.
D. If a client makes a
				complaint at the subgrantee's office, the subgrantee should attempt to resolve
				issues before giving the DCS number to the client.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 8 - Program Compliance › Rule 18-28-8.3 - CSBG Performance Management

Current through June 25, 2024
Results Oriented Management and Accountability (ROMA) is a
				  complete management practice that integrates outcomes and results into a
				  community action agency's administration, management, operations, and
				  evaluation of programs and services.
The core components of ROMA are:
1. Reviewing agency mission
2. Assessing Community Needs
3. Developing results-oriented
				plans
4. Implementing the
				plan
5. Evaluating performance
				using outcomes and indicators
6.
				Managing performance using logic models
The CSBG Act Section 676(b)(12) states-
The State and all eligible entities in the State will, not
				  later than fiscal year 2001, participate in the Results Oriented Management and
				  Accountability System, another performance measure system for which the
				  Secretary facilitated development pursuant to section 678E(b), or an
				  alternative system for measuring performance and results that meets the
				  requirements of that section, and a description of outcome measures to be used
				  to measure eligible entity performance in promoting self-sufficiency, family
				  stability, and community revitalization.
The State of Mississippi commits its CSBG resources and
				  activities toward achieving measurable outcomes in the six ROMA national
				  goals:
1. Low-income people become more
				self-sufficient.
2. The conditions
				in which low-income people lives are improved.
3. Low-income people own a stake in their
				community.
4. Partnerships among
				supporters and providers of services to low-income people are
				achieved.
5. Entities increase
				their capacity to achieve results.
6. Low-income people, especially vulnerable
				populations, achieve their potential by strengthening family and other
				supportive systems.
Entities will utilize the ROMA cycle as part of a
				  strengthened performance system:
1.
				Assessment- Community needs and resources; agency data
2. Planning- Using agency mission and
				assessment data to identity results and strategies
3. Implementation- Services and strategies
				produce results
4. Achievement of
				Results- Observe and report progress
5. Evaluation- Analyze date and compare with
				benchmarks
Entities will utilize the National Performance Indicators
				  (NPIs) to monitor performance of services to low-income families and
				  communities. The State of Mississippi requires all eligible entities to use the
				  statewide client tracking and eligibility system, Virtual ROMA, to capture this
				  data.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 8 - Program Compliance › Rule 18-28-8.4 - State Performance Management

Current through June 25, 2024
The Office of Community Services (OCS), in collaboration
				  with the CSBG network, created State Accountability Measures to track
				  organizational performance by State CSBG Lead Agencies. The State
				  Accountability Standards capture data about the activities and functions
				  carried out on the state level. They capture the effectiveness and efficiency
				  of the State in its implementation of the state plan and the impact the State
				  has on the performance of its eligible entities.
MDHS-DCS reports on the State Accountability Standards
				  through its annual State Plan and Annual Report.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 8 - Program Compliance › Rule 18-28-8.5 - Case Files

Current through June 25, 2024
A. Applications and
				supporting documentation for applicants must be kept in individual case files.
				Case files must be filed in alphabetical order according to last name. They
				should always be maintained under lock and key, and housed in the local county
				of residence of the client. Active case files and inactive case files should be
				maintained separately.
B. Case
				files must not contain copies of client personal identity information (PII)
				such as social security cards, birth certificates, photo id, etc. These
				documents must be scanned into Virtual ROMA only and given back to the
				client.
C. Please refer to the MDHS
				Subgrantee Agreement Manual for file retention requirements. However, as a
				general rule, case files must be maintained for three (3) years. If there is a
				documented case of waste, fraud, and abuse, audit findings, or a fair hearing
				was conducted, the file must be maintained for ten (10) years.
D. The following documents must be in a case
				file and scanned into Virtual ROMA:
1) Proof
				of income for all household members;
2) Copy of bill(s) to be paid from
				vendor;
3) Intake form (signed and
				dated);
4) Authorization of Release
				of Information form (signed and dated);
5) Client service page (signed and
				dated);
6) Budget sheet;
7) Payment voucher;
8) RFAI form (signed and dated);
9) Notice of Services form; and
10) Notification of Pending Services
				form.
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 8 - Program Compliance › Rule 18-28-8.6 - Waste, Fraud, and Abuse

Current through June 25, 2024
The Mississippi Department of Human Services has a zero
				  tolerance for the commission or concealment of acts of waste, fraud and abuse.
				  Allegations of such acts will be investigated and pursued to their logical
				  conclusion, including legal action when warranted.
A. Waste involves the taxpayers not receiving
				a reasonable value for money in connection with any government funded
				activities due to an inappropriate act or omission by players with control over
				or access to government resources.
B. Fraud is a type of illegal act involving
				the obtaining of something of value through willful misrepresentation or a
				false representation of a material fact, whether by words or by conduct, by
				false or misleading allegations, or by concealment of that which should have
				been disclosed, which deceives another so that he acts, or fails to act to his
				detriment.
C. Abuse involves
				behavior that is deficient or improper when compared with behavior that a
				prudent person would consider reasonable and necessary business practice given
				the facts and circumstances. Abuse also includes misuse of authority or
				position for personal financial interests or those of an immediate or close
				family member or business associate.
D. Types of Waste and Abuse include, but are
				not limited to:
1) Employee- Omitting client
				information, ghost clients, charging application fees, former employee having
				access to software, receiving kickback from vendor, etc.
2) Client- Misrepresenting household size or
				income, falsifying application, forging documents needed to complete intake,
				etc.
3) Vendor/Contractor- Charging
				a higher amount than the lowest allowable, doctoring delivery tickets,
				providing financial incentive to staff to overlook unallowable charges, double
				charges, incorrect pricing, etc.
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 8 - Program Compliance › Rule 18-28-8.7 - Whistleblower Protection

Current through June 25, 2024
According to Mississippi Code Section
				  25-9-173, et seq. an employer can
				  not dismiss or otherwise adversely affect the compensation or employment status
				  of an employee who testifies or provides information to an investigative
				  body.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022
Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 28 - Divisions of Community Services › Chapter 8 - Program Compliance › Rule 18-28-8.8 - Criminal/Illegal Activities

Current through June 25, 2024
A. CSBG funds may
				not be used to pay for any criminal acts punishable with fines, fees,
				penalties, and/or imprisonment. An application that is submitted for a bill
				which explicitly states that part of the bill is inclusive of an illegal
				activity such as tampering and other theft for services shall not be approved
				until the tampering fees/penalties are paid.
B. The vendor may adjust the bill to remove
				the illegal fees and the Subgrantee can pay the portion that does not include
				such fees and penalties. Further, fees and penalties must be paid prior to any
				CSBG funds being obligated on behalf of the client's bill.
Miss. Code
				  Ann. §
										43-1-2(4); Miss.
				  Code Ann. §
										43-1-4 Revised: May
				  2022