Mississippi Administrative Code

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 gi…

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 ei…

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 m…

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.…

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 do…

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 em…

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 …

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. Notes 18 Miss. Code. R. 28-5.8 Miss. Code Ann. § 43-1-2(4); Miss. Code Ann. § 43-1-4 R…

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 rep…

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.…

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-t…

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. Notes 18 Miss. Code. R. 28-6.2…

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 transfe…

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 …

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). Notes 18 Miss. Code. R. 28-6.5 Miss. Code Ann. § 43-1-2(4); Miss. Code Ann. § 4…

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 …

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. Subgran…

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…

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 t…

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. Notes 18 Miss. Code. R. 28-7.1 Miss. Code Ann. § 43-1-2(4); Miss. Code Ann. § 43-1-4 Revised: May 2022 Adopted…

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 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. Notes 18 Miss…

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 Se…

A. A fair hearing is available for any applicant or recipient upon written request. A fair hearing provides an opportunity for a more formal review by the subgrantee's Board of Directors concerning the point(s) of dissatisfaction. If the applicant or recipient is still dissatisfi…

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 …

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. Revie…

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…

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…

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 t…

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. Notes 18 Miss. Code. R. 28-8.7 Miss. Code Ann. § …

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 …

The Mississippi Department of Human Services (MDHS) is required to monitor the activities of its subgrantees by following the Single Audit Act Amendments of 1996, the Office of Management and Budget (OMB) Circular A-133, Audits of States, Local Governments, and Non-Profit Organiz…

A. The Mississippi Department of Human Services (MDHS), Division of Youth Services (DYS) shall administer probation, aftercare services and institutional programs for juveniles who have been adjudged delinquent in Mississippi Youth Courts or are at risk of becoming delinquent. B.…

Address: Mississippi Department of Human Services Division of Youth Services 200 S. Lamar Street P. O. Box 352 Jackson, MS 39201 Phone: 1-866-312-7215 Notes 18 Miss. Code. R. 29-1.2 Adopted 1/13/2023

The Mississippi Department of Human Services, Division of Youth Services, Youth Services Specialists will establish files for every youth on his/her caseload. The use and content of all Youth Services Specialist files shall include: A. The youth's right to privacy, B. Secure plac…

Any juvenile who has entered an Informal Adjustment Agreement shall be supervised by a Youth Services Specialist for a period of up to six (6) months. Notes 18 Miss. Code. R. 29-3.2 Miss. Code Ann. § 43-21-405 Adopted 1/13/2023

A. Any juvenile adjudicated "delinquent" or a "child in need of supervision" (CHINS) and is placed on probation status will be supervised by a Youth Services Specialist for a period of time specified by a Youth Court Judge or Referee. B. Any youth adjudicated "delinquent" or a "c…

A. MDHS shall establish an Adolescent Team (A-Team) in each Youth Services Region. B. The A-Team shall provide System of Care services for non-violent youthful offenders who have serious behavioral or emotional disorders. Notes 18 Miss. Code. R. 29-3.4 Miss. Code Ann. § 43-14-1 A…

A. MDHS shall use a validated risk/needs assessment tool. B. An evidence-based risk/needs assessment will be utilized to assist in making judgments about a youth's risk for future general re-offending and violence and for identifying a youth's need(s) in order to inform case plan…

A. MDHS will utilize a Case Supervision Plan to encourage and support youth to comply with the terms of probation and parole and meet established goals during the course of supervision. B. MDHS will guide the behavior of youth in the community using a system of graduated response…

MDHS will ensure Youth Services Specialist compile and provide all documents required for admission to Oakley Youth Development Center, once committed. Notes 18 Miss. Code. R. 29-3.7 Miss. Code Ann. § 43-21-605 Adopted 1/13/2023

Any youth paroled from and no longer in the custody of Oakley Youth Development Center will enter into a parole agreement, and be supervised by a Youth Services Specialist with the Division of Youth Services, Office of Community Services, for a period of at least six (6) months. …

MDHS shall complete all required paperwork and monitor youth that are involved with Youth Court through the Interstate Commission for Juveniles, Interstate Compact for Juveniles (ICJ). Each state, to include Mississippi, is a party to the ICJ. Each state shall process all referra…

The following definitions shall apply to this policy: A. "Abuse" means acting in an arbitrary and capricious manner that adversely affects the accomplishment of a function of any governmental entity. B. "Governmental entity" means a board, commission, department, office or other …

The Mississippi Department of Human Services (MDHS) shall not dismiss or otherwise adversely affect the compensation or employment status of any employee because he/she testified or provided information to a state investigative body whether or not the testimony or information is …

If an employee of MDHS is found to have violated the provisions of this policy MDHS shall be liable to the affected employee for back pay and reinstatement. The affected employee may also bring action against MDHS seeking certain fees and damages. Additionally, the court may find…

All actions brought against MDHS under the provisions of this policy may be instituted in the Circuit Court. In such action, the employee shall prove by a preponderance of the evidence that, but for his providing information or testimony to a state investigative body prior to occ…