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VIRGINIA DEPARTMENT OF SOCIAL SERVICES ENERGY ASSISTANCE

11/14 VOLUME IX, CHAPTER A, PAGE 6

acceptance.

Undeliverable, preprinted Fuel Assistance application forms returned to the LDSS should be alphabetized for quick retrieval if the potential applicant calls or comes into the office. If the preprinted Fuel Assistance Application form cannot be found or the applicant is new to the LDSS, a blank Fuel Assistance Application will be used.

The State determines automatic eligibility for Fuel Assistance for a number of households based on information available from other programs. A letter of approval (VA EAP Notice of Approval for Fuel Assistance) is sent to these households and a copy is sent to the LDSS. This preapproval letter should be placed in the client’s file in lieu of a Fuel Assistance application.

Applications for Crisis Assistance will be accepted from November 1 through March 15, unless funds are depleted earlier. See Chapter G for more detail about timeframes and types of assistance.

Applications for Cooling Assistance will be accepted by LDSS from June 15 through August 15 regardless of the availability of funds. See Chapter J.

For case numbering procedures and handling of duplicate cases/case numbers, see Chapter E, Appendix A.

The VDSS will fill directly any request for 25 or more application forms from an individual or organization. The person requesting the forms should submit the request in writing to:

Energy Assistance Program Division of Benefit Programs Virginia Department of Social Services 801 East Main Street Richmond, VA 23219-2901

10. CONFIDENTIALITY

Virginia law (Section 63.2-102 and 63.2-104 of the Code of Virginia) provides that all client records and statistical registries of the State Department of Social Services and of the local boards and other client information shall be confidential and shall not be disclosed except to persons explicitly authorized by statute and to persons having a legitimate interest in the information contained in social service records. The Privacy Protection Act of 1976 (Chapter 26 of Title 2.1) mandates that all LDSS agencies ensure that all personal information collected is accurate, relevant, and necessary; and that appropriate safeguards are maintained to prevent unauthorized disclosure of the information collected.

Upon initial contact with the client and at subsequent times when appropriate, the client should be advised of the confidentiality of the information provided and the fact that it will be used only for the purpose for which it is requested or as otherwise authorized by law. TRANSMITTAL #14-1