Department of Human Services

Families First Online Policy Manual





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Policy Statement


Every Families First case must be renewed once every twelve months.The renewal may be a face-to-face or may be by telephone.A renewal becomes overdue when twelve months have passed without a redetermination.The twelve-month period for a new application begins with the month of the first check.For active cases, the twelve months begins with the month following the completion of each renewal.The renewal is considered timely if the renewal is completed by the last day in the month in which it is due.


In accordance with the Americans with Disabilities Act, if it becomes known to the Department that an individual is disabled and requires additional assistance, staff should provide reasonable accommodations.For example, if the individual has a visual problem, has trouble reading the notices and requests copies of the notices, the caseworker should provide enlarged print copies.




There are no exceptions to the redetermination of eligibility requirement for Families First AUs.If the recipient is visiting out of the state or county at the time of the renewal, a contact must be made with him/her through correspondence or by the Department of Human Services in the community in which he/she is visiting.If the recipient is too ill to be interviewed or is otherwise unable to participate in an interview, information regarding the situation must be obtained from the person who is responsible for the recipientís care or from the legally appointed guardian or conservator.




Follow the verification procedures for renewal/redetermination of eligibility as described in the Verification Chapter.




All appropriate eligibility and case management system screens must be completed during the redetermination of eligibility.In addition, all pertinent information regarding the AUís circumstances and anything that affects its eligibility must be documented on the eligibility and case management system.The information in the case must substantiate continuing or reducing benefits or closing the case.Any questionable or unusual circumstances must be explained.




The twelve-month renewal will consist of:


        A face-to-face or telephone interview with the grantee relative.


        A face-to-face or telephone interview with the caretaker, if a different person; a contact with each child, if possible.


        A face-to-face or telephone interview with an Authorized Representative appointed by the client.


        A home visit or alternate site visit if necessary.


        Any other contacts necessary to determine continuing eligibility on all factors subject to change.


When investigating continuing eligibility, the caseworker will:


        Analyze all of the information in the case so that changes in the AUís circumstances will be readily identified.


        Carefully question the recipient about the AUís circumstances and any changes that have occurred since the last application/renewal.


        Obtain all the facts available to substantiate the AUís continuing eligibility.


        Obtain any additional information/verification needed to establish eligibility.


        Explain any circumstances that are pertinent to eligibility.


        Authorize the case when all points of eligibility are clarified.


        When determining continuing eligibility, the caseworker will:


        Establish whether or not the AU continues to meet income and resource standards.


        Determine if there have been any changes to the AU composition.Individuals should be added to or removed from the AU as appropriate (See the Family Cap and Marriage During the Receipt of Benefits chapters in particular).


        Establish that the AU continues to reside in the state.If a recipient leaves the state, the caseworker must determine if the absence is permanent or temporary.


        Determine the institutional status of any member of the AU that is in an institution to determine if a childís stay in the hospital is temporary and that the grantee-relative continues to have responsibility for the AU.


        Determine whether or not anyone in the AU has transferred or acquired property since approval or since the last renewal.


        Determine if the period of incapacity established by the MEU has expired and needs to be reestablished.


        Determine if the AU is receiving court ordered or voluntary support from an absent parent, make any necessary referral to Child Support Services, and update any information in the eligibility and case management system case about the absent parent.


        Determine if the caretaker and/or second parent still has a work requirement.


The caseworker will instruct the recipient that he/she must report any changes in the AUís circumstance that may affect eligibility within ten days.Examples of such changes are:


        Birth of a child.




        An absent parent returns to the home.


        An AU member leaves the home.


        A substantial change in income or resources.


The caseworker will provide a Change Report form for the client to use to report changes.




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