West Virginia WIC Policy & Procedure 1.09 1.09 Waiting List Management Effective Date: 6/18/24 POLICY: When the State Agency is serving the maximum caseload supported by federal funds, a waiting list will be implemented. The decision for a waiting list is determined by available food funds and food processing costs. Crossroads will maintain a waiting list of individuals following a nutrition risk assessment, expressed interest in receiving WIC Program benefits, and who are likely to be eligible. However, in no case will an applicant who requests placement on the waiting list be denied inclusion. The Competent Professional Authority (CPA) will apply the nutrition risk priority system (see Policy 2.02 Priority System) to the waiting list applicants/participants to ensure that the highest priority applicants become WIC Program participants first when caseload slots become available. Applicants will be notified upon completion of the screening/appointment, or no more than 20 days from screening date, of their placement on a waiting list. Current WIC participants will not get preferential treatment; when a participant's certification period has ended, the participant becomes an applicant. PROCEDURE: A. The Waiting List 1. The waiting list procedure will be explained to the applicant/participant once risk and priority are assigned. WIC staff will explain why placement on a waiting list is necessary and what are realistic expectations for receiving WIC Program benefits. All applicants/participants who request to be placed on the waiting list will be placed on the waiting list. 2. The waiting list will be maintained on the Wait List Screen in Crossroads and will include: the applicant’s/participant’s name,address, email address and/or phone number, WIC category, and the date he/she was placed on the waiting list. a. WIC conditions are pregnant, breastfeeding, non-breastfeeding postpartum, infant or child. 3. Out-of-state participants with a current Verification of Certification (VOC) who contact the Local Agency will be placed on the waiting list and enrolled ahead of all other applicants/participants, regardless of their priority. 4. An individual Nutrition Care Plan must be completed by the Nutritionist (CPA) or the Nutrition Associate (CPA) for every applicant/participant documenting placement on the waitlist. 5. All applicants/participants placed on the waiting list will be given referral information throughout the screening and nutrition risk assessment to other programs and local resources such as: Medicaid, Right from the Start (RFTS), Head Start, SNAP, EPSDT food banks, the Gabriel Project and a HealthCare Provider as appropriate. All referrals must be documented on the Referral Program screen in Crossroads. 1 of 2

West Virginia WIC Policy & Procedure 1.09 1.09 Waiting List Management Effective Date: 6/18/24 6. WIC staff must issue a Waitlist Notification from the Crossroads Computer System upon completion of screening or appointment. 7. Crossroads will automatically remove applicants from the waiting list screen the day after the waiting list certification ends. All applicants will need to reapply after their waiting list certification end date. B. Transition off Waiting List to WIC Program Participant 1. When an opening(s) becomes available, the State Agency will activate the waitlist clients certification on the Wait List screen in Crossroads based on 1) VOC, 2) highest priority, 3) the longest days waiting, and for children 4) age. The State Agency will notify the local agency waiting list administrator of the participants whose certification has been activated. 2. The Nutritionist/Nutrition Associate (CPA) will contact the applicant(s)/participant(s) transitioned from the waitlist. An individual Nutrition Care Plan must be completed by the Nutritionist (CPA) or the Nutrition Associate (CPA) for every participant documenting removal from the waitlist, complete the Prescribe Food screen, issue benefits and schedule future appointments. Participants cannot be denied benefits during an active certification period. a. The participant will be contacted via address, phone number, or email address; whichever is their preferred contact method. REFERENCES: 1. WIC Regulations 246.7, Certification of Participants 2. FNS Instruction 803-6, Waiting Lists 3. USDA Policy Memorandum 92-1, WIC Appointments and Waiting Lists 4. Virginia WIC Policy ADM 02.1 Waiting Lists, August 2013 5. North Carolina WIC Program Manual, Chapter 6E: Certification/Participation – Certification In Special Situations, Section 3: Waiting Lists, October 2022 2 of 2