Page 66

EAP Policy Manual FFY24 Chapter 2 Applications & Application Processing Page 22 When the application asks for landlord information: Landlord Applicant should provide their landlord’s name, address and telephone number. If their landlord is not a Safe at Home participant, the applicant cannot use a Safe at Home address for their landlord. There is no assumption that the applicant lives at the same location as their landlord. *If a Service Provider accidentally receives sensitive SAH EAP participant information (e.g., SSN, real home address), the Service Provider must immediately remove that information and destroy it. For example, if the SAH participant submits a utility bill showing their actual home address, the Service Provider must remove the address and destroy it. Furnace Repair / Replacement If a SAH participant chooses to get help with furnace repair or replacement, Service Providers must keep the SAH participant name and home address separate. For example, if a work ticket must be made for repair work to be done, use just the SAH participant’s EAP Household Number on the ticket rather than their name. The idea is to reduce the paper trail as much as possible and never to have the SAH participant’s name and address linked. Note: If a SAH participant has submitted a SAH Notice to Government Entity, the Service Provider must get singed consent from the SAH participant before providing any household information (e.g., name and phone number) to an ERR contractor. Transfer of SAH Application Between Service Providers Before transferring the SAH application, the transferring Service Provider must contact the Service Provider to whom the application is being transferred and notify the staff person in charge of handling SAH applications about the transfer. Note: If a SAH participant has submitted a SAH Notice to Government Entity, the Service Provider must get signed consent from the SAH participant before transferring the application to another Service Provider. Paper SAH Participant Files Service Providers are advised to keep SAH files locked up, with access limited to the EAP Coordinator. This is particularly important in cases where a SAH participant had furnace work done resulting in a work ticket with their actual address. Online Applications from SAH Households Service Providers should discourage SAH households from using the online application to apply for EAP as it requires entry of private information the SAH household should not disclose. Service Providers who receive an online application from a SAH household should: