Rhode Island Code of Regulations › Title 218 - Department of Human Services › Chapter 20 - Individual and Family Support Programs › Subchapter 00 - N/A › Part 2 - Rhode Island Works Program Rules and Regulations › Section 218-RICR-20-00-2.3 - Application Process

Current through June 14, 2024
2.3.1
Screening
A. Applications may be
				  completed online, over the phone, or via paper. The application date is the
				  date a signed paper, recorded telephonic signature, or the signed electronic
				  application is received by the Department.
B. Telephonic Interviews and Telephonic
				  Applications
1. The following process for
				  Telephonic Interviews and Telephonic Applications will be followed for the RIW
				  program:
a. The telephonic attestation of
				  signature is recorded by the Department.
b. Telephonic signatures are not limited to
				  telephonic applications and can be used to sign any application regardless of
				  the means by which the application is completed (e.g., online, telephonically,
				  paper).
c. Telephonic signatures
				  shall allow a household who inadvertently submits an unsigned application to
				  complete the application process without re-submitting the application with a
				  written or inked signature.
(1) If a household
				  member submits an application without a signature and a worker is able to
				  contact the household member over the phone, the worker will write a case note
				  within the electronic case file application that verbal attestation of the
				  signature was given.
(2) If DHS'
				  efforts to reach the household member are unsuccessful, the application is
				  considered to be invalid and must be returned to the household with a letter
				  and a self-addressed return envelope explaining that the application must be
				  signed before the agency can establish a file date.
d. To constitute a valid telephonic
				  signature, the agency's telephonic signature system must make an audio
				  recording of the household's verbal assent and a summary of the information to
				  which the household assents.
(1) The recording
				  shall clearly indicate agreement or disagreement during the interview over the
				  telephone.
(2) The summary of the
				  information to which the household assents is a recording of a reiteration of
				  the household's details agreed to during the telephone conversation.
e. A telephonic signature system
				  shall provide linkage from the audio file of the recorded verbal assent to the
				  application so that the agency has ready access to the household's case
				  file.
f. The agency shall promptly
				  provide to the household member a printed copy of the "Statement of Facts"
				  which summarizes the information and the rights and responsibilities that was
				  attested to through the telephone signature process, along with instructions
				  for correcting any errors or omissions.
g. The date of the telephonic application is
				  considered to be the date on which the household member provides verbal assent
				  to all information provided and reviewed by both the DHS worker and the
				  applicant or recipient.
C. Anyone may request information about the
				  agency's assistance programs either by telephone, by mail, or in person.
				  Authorized agency staff must furnish information to the inquiring person in
				  accordance with the instructions in §
											2.3   of this Part. All paper
				  application packets offered to the public must include officially approved
				  documents including application forms, informational fact sheets, program
				  requirements and participant rights and responsibilities. A request for
				  information may be followed by an application for cash or another form of
				  assistance.
D. When a person
				  expresses interest in programs that can be applied without an interview, such
				  as Child Care Assistance, a complete mail-in application packet will be
				  provided either directly or will be mailed immediately upon request or the
				  person may be referred to the online application.
E. When a person expresses a desire to apply
				  for assistance from programs requiring an interview, an interview is conducted
				  at the earliest possible time.
F.
				  The purpose of the formal application procedure ensures an individual's right
				  to apply without delay for assistance.
G. It affords the person an opportunity to
				  state her/his needs and to learn what the agency can do to help meet them. It
				  also affords the agency an opportunity to apprise the person of her/his
				  responsibilities in relation to the agency, both as an applicant and, if
				  eligibility is established, as a recipient.
H. An applicant may be assisted in the
				  application process, including completion of the application, by one (1) or
				  more individuals of his/her choice and, when accompanied by such individual(s),
				  may be represented by him/her/them. However, the agency requires an interview
				  with the applicant during the application process.