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PY26 WHEAP Manual

127 Revised: August 2025 NOTE: WHEAP agencies shall not create or maintain an online application portal. Agencies shall only use the Division online application method.

9.2.3 Outreach 1. Agencies are required to provide outreach services to maximize participation of eligible persons for WHEAP benefits. Outreach activities must target households with disabled persons, elderly persons, children under six years old, and persons working at low wage jobs (working poor). The “outreach indicator” is a question on the paper and HE+ System application. See Section 4.4.4 for more information about the outreach indicator. 2. Agencies are required to prominently display the HE+ Weatherization/WHEAP Co-Branding Poster in the agency’s main waiting area for WHEAP intake. WHEAP agencies are encouraged to also display the poster in intake workers’ offices, outreach locations, and other appropriate areas. Agencies may choose to develop and display their own WHEAP posters provided they contain the HE+ logo and the county/tribe specific co-branding logo. See Section 9.5.8. 3. Agencies are encouraged to play the HE+ Weatherization/WHEAP video(s)* in agencies’ main customer service waiting areas. Agencies shall make the HE+ video(s) accessible via electronic media such as Facebook, Twitter, and/or the agency website, if feasible.* 4. Agencies shall reference the link to the Division website WHEAP page, via electronic media such as Facebook and Twitter if feasible. 5. Agencies are required to ensure that persons with limited English proficiency (LEP) have meaningful and equal access to benefits and services. The agency is required to provide spoken interpretation in addition to translated written publications as some individuals may not read English or other languages. The agency must have a mechanism to communicate orally with people with LEP. Providing the Spanish version of the HE+ Application is not fulfilling this policy requirement. If the applicant requires spoken communication and/or explanation in addition to the translated application, agencies shall ensure verbal interpretation is available. 6. Agencies are required to provide services to the disabled and impaired, including but not limited to assisting applicants with the completion of the application form, translation of material, interpretation services for deaf persons, and reading services for blind persons. 7. Agencies must establish HE+ Application methods that are accessible to targeted households and process submitted online applications within a reasonable time. 8. Agencies must comply with federal law and provide an alternate intake method separate from a site which administers W-2/TANF. All agencies are compliant due to the implementation of online applications. 9. Agencies must assist with the preparation and submittal of applications by persons who are homebound. 10. Agencies must arrange an early application period for persons in targeted groups and high-risk households. 11. Agencies are required to have a Program Operations and Community Service (POCS) Plan. The Division-provided template is available on the HE+ TTA website under WHEAP │ Forms. Each agency is required to review their current plan and update the date reviewed