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Tennessee Housing Development Agency 2025 LIHEAP Policy Manual for Regular and Crisis Assistance 36

Individuals whose claims for LIHEAP assistance are denied, or whose applications are not processed within a reasonable timeframe, may request a hearing with the local contracting agency. Subgrantees must detail and obtain approval for their fair hearing process in the annual LIHEAP Agency specific Operational Plan. A hearing is not required if LIHEAP funds are no longer available to the local agency. Reasonable Promptness for Regular Assistance Agencies must take action on regular assistance applications within 30 business days. Agencies may choose to calculate the 30-day period either from the application date or from the end of the intake month, whichever is more suitable for the process. Reasonable Promptness for Crisis Assistance Crisis assistance must be provided within 48 hours to resolve the client’s energy crisis. If the client is in a life-threatening situation, the agency must take action to resolve the crisis within 18 hours. (See details on 2.9 on Page 20-22). Subgrantees must establish clear processes and procedures for hearings at the local level. At a minimum, these processes should include: 1. A statement regarding the Administrative Fair Hearing process, provided to all applicants. 2. Requests for hearings must be made in writing by the applicant, using a specific Administrative Fair Hearing form provided by the local agency. The form should detail information made by the agency in denying or failing to act with reasonable promptness on the applicant’s claim for assistance. 3. A copy of the completed form must be provided to the agency, THDA at LIHEAP@THDA.org, and another kept in the applicant’s permanent record. 4. Requests for hearings must be submitted within 30 calendar days from the denial date of LIHEAP assistance or from the projected date of determination when an application has not been acted upon. 5. The agency must hold the hearing within 15 business days after receiving a valid request and must provide written notice of the outcome to both the applicant and THDA. Applicants denied LIHEAP assistance must be informed of: 1. Their right to request a hearing. 2. The procedures for requesting a hearing. 3. A completed Administrative Fair Hearing Form