DC WIC POLICY & PROCEDURE MANUAL

Policy 8.003 1 | P a g e Title: Physical Presence and Identification Category: Certification CFR Reference 7 CFR § 246.7(c) 7 CFR 246.7(c)(2)(i) 7 CFR 246.7(o)(1) Policy Number 8.003 Effective Date: 08/01/2021 Revised Date: 8/15/23

POLICY STATEMENT Applicants to the WIC Program are required to be physically present at the time of certification in accordance 7 CFR 246.7(o)(1). In special cases, applicants meeting one of the exception criteria below may be certified without being physically present at the time of certification.

Applicants must present proof of identity (ID) at the time of certification. For infants and children, the ID of the Authorized Representative (AR) or Alternate Authorized Representative (AAR) must also be checked.

PROCEDURE Exceptions In special cases, applicants who meet one of the exceptions below may be exempt from being physically present at the time of certification: a. Infants less than 8-weeks-old – if they cannot be present at the time of certification for a reason determined appropriate by the Local Agency and for whom all necessary certification information is provided. b. Disabilities – applicants or applicants whose parents or caretakers have a disability and are unable to be physically present because of the disability. Examples include: • A condition which requires medical equipment that is not easily transportable • A medical condition that requires confinement to bed rest • A serious illness that may be exacerbated by coming to the WIC clinic • A serious or contagious illness c. Receiving ongoing health care – Only if an infant or child was present at their initial WIC certification and has documented ongoing health care from a provider other than the WIC Local Agency, they may be exempt if being physically present would pose an unreasonable barrier.

d. Working parents or caretakers – an infant or child who was present at the initial WIC certification and was present at a WIC certification or re-certification determination within the 1-year period ending on the date of the most recent certification or re-certification determination (example – present for initial certification in July 2021 and present for recertification in July 2022, they could be exempt from physical presence for recertification in July 2023 [if all other criteria is met and proofs provided]); and is under the care of one or more working parents or one or more primary working caretakers whose primary working status presents a barrier to bringing the infant or child into the WIC clinic.

DC WIC POLICY & PROCEDURE MANUAL

Policy 8.003 2 | P a g e NOTE: If an applicant is hospitalized on an in-patient basis at the time of certification, they may not be issued food benefits.

Physical Presence for Mid-Certification The Local Agency may offer hybrid services for mid-certification appointments as outlined in attachment 8.003A Hybrid Services. Anthropometric and hematological data must be obtained in accordance with DC WIC policy 8.010 Anthros and Bios. Documentation of Exceptions If the applicant meets an exception and is not physically present at the time of certification, staff must document this accordingly under the “Reason Client Not Present” on the Cert screen in HANDS.

Applicants may provide referral anthropometric (within the past 60 days) or hematological (within the past 90 days) at the time of their certification in accordance with DC WIC policy 8.010 Anthros and Bios.

Acceptable forms of anthropometric and/or hematological documentation include: • Doctor’s prescription form • Doctor’s letterhead with prescription • DC WIC medical prescription form • Printed medical records from a provider that includes the date of measurements and the provider’s name • Verbal medical data from a provider

NOTE: Self-reporting of height and weight is not permitted, except in the case of infant birth data. Infant birth data can be self-reported by a caregiver or obtained from hospital records/crib card and can be used for the certification of an infant if they were taken less than 60 days prior to certification. Measurements must be entered in the MIS using the date the measurement was initially taken. Documentation of Identity Applicants must present proof of ID at the time of certification. For non-certification appointments (e.g. mid-certification, CPA follow-up, etc.,) staff must verify identity by either reviewing the AR/AAR’s ID or using identifiers such as having the AR/AAR verify their date of birth, address, and/or phone number. The eWIC card is not an acceptable form of ID. Acceptable proofs of ID are listed below: Documents Accepted for Proof of ID Birth Certificate or Baptismal Certificate Military Records / ID Cards or Discharge Papers Clinic / Hospital record or ID Notice to Provider / CFSA Paperwork Driver’s License / Government ID / State ID Passport / Visa / other country ID** Immigration or Naturalization Record School Photo ID Immunization Record* Voter Registration Marriage License Verification of Certification (VOC)

* Participant name and DOB may be completed by the AR. ** A passport/visa/other country ID that lists the name field as First Name Unknown (FNU) or Last Name Unknown (LNU) is an acceptable form of documentation.

DC WIC POLICY & PROCEDURE MANUAL

Policy 8.003 3 | P a g e

Applicants with No Proof of Identity If at the time of certification an applicant did not provide proof of ID, they may receive up to one month of food benefits and must provide proof of ID before subsequent months of food benefits are issued. The applicant or AR/AAR must sign for the missing proof under “Forgot Documentation” in HANDS. The AR/AAR must provide the proof within 30 days from the date of the certification. If an applicant has no proof of ID for reasons such as theft, loss, disaster, or an asylum seeker/refugee or recent immigrant, then the applicant or AR/AAR must sign for the lack of proof under “No Proof Exists” in HANDS. The applicant, if otherwise determined to be eligible for WIC, may receive normal issuance of food benefits for their certification period. REFERENCES 7 CFR 246.7 DC WIC policy 8.010 Anthros and Bios DC WIC attachment 8.003A Hybrid Services