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PY26 WHEAP Manual

Revised: August 2025 Electronic files of the following are maintained on the HE+ System: 1. Registered fuel suppliers 2. Weekly check registers for payments through the heating, PB, crisis, and HE+ Program Services programs

9.5.4 Staffing The agency must maintain staffing adequate to provide: 1. Program information year-round on both WHEAP and Crisis Assistance 2. Ability to take applications throughout the calendar year to assist applicants with home energy needs and to assist Weatherization agencies in determining eligibility of potential Weatherization recipients 3. Outreach activities throughout the calendar year 4. Emergency Crisis services during the heating season 5. Crisis Prevention services year-round 6. HE+ Program Services year-round

9.5.5 HE+ System Security 1. The WHEAP agency must appoint a PMA with a written request to the Division via the HE+ Help Desk. Any changes to this appointment require written notification to the Division. The creation of or changes to a PMA in the HE+ System must be completed by the Division. The PMA is responsible for: a. Creation of new and maintenance of current HE+ System contacts, permissions, user profiles, and position information (including review of the user profile name for appropriateness upon creation) within their agency b. Maintenance of current HE+ user profiles including: i. Inactivating user profiles who will be off the system for more than two weeks on vacation, maternity leave, summer leave, or any other reason ii. Immediately inactivating contacts and user profiles who have been terminated, retired, quit, or otherwise have left the program 2. Any staff with a user profile has the responsibility to maintain their user login name and password as confidential. Persons’ “Login Name” and password shall never be shared, even with other WHEAP staff. The user logged in is responsible for all activity occurring under this user profile. All activity in the HE+ System is recorded and time stamped according to the user login.

9.5.6 Coordination Agencies must coordinate efforts with other local agencies serving low-income households and/or providing energy assistance. This includes working with the vendors who are not participating in PB. Agencies are required to have a completed POCS Plan using the Division-provided template (located on the HE+ TTA website under WHEAP │ Forms). Each agency is required to review their current plan and update the date reviewed section on the plan before the start of each program year. The POCS Plan should indicate what other community resources/stakeholders play a role in