Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 24 - Division of Community Services › Chapter 1 - Introduction › Rule 18-24-1.6 - Partner Roles in Administration of Program

Current through June 25, 2024
LIHEAP must perform numerous federally mandated functions in
				  order to remain compliant. MDHS enlists several partners through formal
				  agreements to perform some of those functions. The following summarizes those
				  roles:
A. Subgrantees/ Community
				Action Agencies (CAA):
The community action agencies are the subgrantees in the
				  LIHEAP program. Each subgrantee is responsible for performing program
				  activities in accordance with the terms and provisions of the grant. The
				  responsibilities of the subgrantee include, but are not limited to:
1) Operate the program in accordance with the
				terms and provisions of the grant and all applicable federal and state rules,
				regulations and guidelines;
2)
				Process applications, determine eligibility and provide appropriate/timely
				service(s) with measurable outcomes;
3) Make referrals to and accept referrals
				from, and coordinate program information with other social service
				agencies;
4) Maintain all financial
				and program records;
5) Submit
				required reports to DCS in a timely manner;
6) Maintain administrative and internal
				controls;
7) Monitor its financial
				and programmatic activities;
8)
				Implement a fair hearing process for clients;
9) Cooperate with Federal/State investigating
				teams;
10) Establish emergency and
				disaster procedures;
11) Train and
				certify staff;
12) Use the Virtual
				ROMA system;
13) Have at least one
				intake site in each county of its service area with posted hours of
				operation;
14) Adhere to the terms
				of the "MDHS Subgrant/Agreement Manual."
(www.mdhs.ms.gov/subgrantee-manual/)
15) Establish partnerships with local
				entities and organizations to assist in the provision of services to meet the
				needs of the clients they serve. These partnerships should cover monetary or
				non-monetary services. Intra-office referrals should be made as most
				subgrantees have additional programs not funded by DCS (e.g., Head Start,
				Congregate Meals, Rural Housing Services and Transportation Program).
16) Make referrals to the WX agency that
				covers its service area on behalf of clients seeking WX services or have high
				energy bills.
17) Certify that all
				entities that they are in partnership with are not on the list for debarment.
				This information can be found in the Excluded Parties List System (EPLS), now
				known as System for Award Management (SAM). Proof of documentation of
				partnership verification with SAM shall be kept on file and the debarment
				status shall be checked prior to submission of every subgrant and modification
				to DCS. The subgrantee must also understand that if an entity they are in
				partnership with is on SAM, the agreement should be terminated
				immediately.
18) Conduct local
				public hearings regarding the LIHEAP program. Information such as LIHEAP
				funding for the county, services provided, income guidelines, etc. must be
				presented in efforts to reach low-income communities.
19) Conducting outreach activities to reach
				eligible persons or households in need of services. Subgrantees may utilize the
				media (newspaper, TV, radio, flyers, internet, community meetings, etc.) to
				inform individuals of services available and eligibility requirements. Outreach
				materials should include the local and toll-free telephone numbers for
				subgrantee offices. Subgrantees should rely on their existing network of
				volunteers, community leaders, and faith-based groups to provide outreach to
				eligible persons in the greatest need of assistance.