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PY26 WHEAP Manual

Revised: August 2025 section on the plan before the start of each program year. The goal of this plan is to provide agencies with a means to describe how the agency will conduct outreach, identify and enroll eligible households in their communities, and reach targeted households. The POCS Plan should indicate what other community resources/stakeholders play a role in this outreach effort and identify key stakeholders that the agency coordinates efforts/referrals with. In addition, the list should indicate the local agency's contact person and the resource services provided. The plan must be made available to the Division upon request. 12. Agencies may establish interagency agreements with other low-income program offices to perform some of the outreach activities to targeted groups.

*The HE+ videos are on the HE+ TTA website under Administration | HE+ Videos.

9.2.4 Agency Information Each WHEAP agency shall review the following information for accuracy before the start of each Federal Fiscal Year (October 1). 1. In the HE+ System, the name, address, phone numbers, and email addresses of person(s) responsible for administration and operation of WHEAP. Additionally, verify agency staff are listed with the correct positions, including: a. A Director (party responsible for signing the contract and oversight of the program) b. At least one WHEAP Coordinator (party responsible, at a minimum, for the high- level administration) c. Fiscal staff d. No more than two* PMAs 2. In the HE+ System, the business address(es) and telephone number(s) for applicants to contact and to be displayed on computer-generated notification letters. a. In the HE+ System, this information is found via the business view page under “Locations” in the “General” section. Click on the address for the business location to view business location details: the physical address, mailing address, and phone number. 3. Contact information on the Division website. 4. Ensure the agency is meeting the alternate intake and outreach requirements of the federal law.

*If an exception is needed to this limit, please contact the HE+ Help Desk. This request must be submitted on an annual basis.

9.2.4.1 Updating Agency Information The agency is responsible for ensuring that all contact information in the HE+ System is up to date. Any changes to WHEAP contacts, including key positions (Director, Coordinator, Fiscal, etc.), must be updated in the HE+ System by the agency. The agency shall also notify the Division, via the HE+ Help Desk, when there are any changes to the Coordinator, Director, and/or Fiscal staff.