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VIRGINIA DEPARTMENT

OF SOCIAL SERVICES ENERGY ASSISTANCE

11/14 VOLUME IX, CHAPTER E, APPENDIX A

CASE NUMBERING PROCEDURES

The procedures and definitions described are applicable only to Energy Assistance cases.

1. CASE NAME

Case name designation is to be used for the applicant or another adult recipient. The case name may be changed when:

a. the name legally changes as in marriage or divorce, or

b. there is an incorrect spelling or letter transposition, or

c. the case name dies and other eligible individuals remain in the household.

2. CASE NUMBER ASSIGNMENT

Case numbers must be assigned according to the following rules:

a. Use the ADAPT legacy number whenever possible. b. When application or reapplication is made, determine whether each adult household member is associated with an existing case number. If anyone in the unit is associated with an existing case number, determine whether the existing case number can be used or a new case number must be assigned.

c. When a case number is assigned, the case number remains unchanged as long as the case remains in the State. Example: A number is assigned in York and the case later moves to Chesapeake. The Chesapeake LDSS would use the York number.

d. When a member other than the case name is disassociated from a case and applies for assistance in his/her own right, a new case number is assigned to the disassociated member. The remaining eligible member(s) retains the original case number.

3. CHANGES AFFECTING CASE NUMBERING

a. When an eligible household divides, the case number remains with the case name. The other household must apply and be assigned a different case number.

b. When an eligible household and a non Energy Assistance household combine, the new members are added to the existing case. A new case number will not be assigned.

c. When two eligible households combine, the households must determine whose case will stay open or be closed.

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