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5.2 Mail-In Applications Client households from the previous year that are identified as vulnerable population households may be sent a mail-in application packet. If an LSP chooses to send a packet, LSPs are to include all of the vulnerable population groups identified by IHCDA in this mailing. LSPs should continue to expand their mail-in groups, particularly for working families for whom coming to the office may be difficult. LSPs can mail applications for PY2026 to their vulnerable populations beginning August 25, 2025. This is done to alleviate the congestion at the start of the fall appointment period. Completed applications for PY 2026 may be entered into the statewide database when the enhancements have been completed; this will be announced to the network when we have received confirmation of completion. Applications may be made available to non-vulnerable households beginning October 1, 2025. No transmittals are to be generated or sent to the utility vendors prior to November 1, 2025. Applicant Notification letters for approved or denied households are not to be sent prior to November 1, 2025. Applicants who submit an incomplete application can receive a notification of their incomplete status as soon as it has been determined. Incomplete applications are not to be put into denied status prior to November 1. All LSPs are required to have an e-mail inbox where clients can send questions and correspondence, as well as required EAP documents. This e-mail address must be included in the subrecipient plan packet, the LSP’s application form, the LSP’s EAP webpage, and the LSP’s incomplete letters. 5.3 LSP Employee or Sub-Contractor Applications Any applicant household that includes an LSP staff member, governing board member, volunteer, sub-contractor, or relative of any such member must be received and processed by the LSP EAP Manager or an appropriate supervisory-level designee and reviewed by the Executive Director, Human Resources Director, or Board President for determination for approval or denial of a benefit. Relatives of the Executive Director should have their file reviewed and approved by a designated member of the LSP’s governing board or a board committee. Relatives are any person(s) with the following relationship to a staff member, governing board member, volunteer, or sub-contractor: parent, child, grandparent, grandchild, sibling, spouse, aunt, uncle, niece, nephew, parent-in-law, child-in-law, sibling-in-law, grandparent-in-law, or grandchild-in-law. All required EAP policies, procedures, and deadlines are applicable. LSPs are to store paper applicant files with the EAP Manager or Executive Director as an added measure of privacy for LSP staff and/or their relatives. These files must also be marked “confidential” within the statewide database. LSP staff or relatives receiving benefits must undergo QA by a supervisor in the LSP who is not related to the recipient of the benefits and did not determine eligibility. All above reviews must be completed prior to transmitting benefits to the utility providers.