Skip To: Main content|Subnavigation|
Minnesota Department of Human Services Combined Manual
Advanced Search|  

APPLICATION INTERVIEWS

ISSUE DATE: 05/2018

Conduct an interview with applicants or their authorized representatives before determining eligibility. Some programs require a face-to-face interview.

Offer applicants or their authorized representatives a single interview that covers all the programs for which they apply. For example, a SNAP interview must also cover any other programs for which the household applied. Advise people of any preliminary verifications they may bring to the interview. Give people written confirmation of the date, time, and location of their interview. Inform them they are responsible for rescheduling any interview they miss.

Units may bring anyone they choose to the interview. See 0005.06 (Authorized Representatives).


During the interview:

Inform people of their responsibilities and rights, including their rights under the Americans with Disabilities Act (ADA). Provide them with the brochure “Do you have a disability?” (DHS-4133) (PDF). Also see 0003.09.03 (Client Rights - Civil Rights).

Review information on the application. Make sure the application is complete.

Refer people to Social Services if they request help with family problems or family planning.

Explain program eligibility requirements, benefits, processing standards, and payment methods.

Give the client brochures on assistance programs and other available services.

Review available verifications and get client consent for 3rd-party verifications. See 0010 (Verification).

If an applicant indicates they are over income or assets on the Combined Application Form, follow the provisions in 0015.72 (Excess Assets - Applicants), 0017 (Determining Gross Income).


Do not require another interview for people who amend an application or request an additional category of assistance if you have not acted on the original application.

If you have taken action on an original application, clients must complete a new application and have another interview.

If a client misses the initial interview and makes no further contact with the county agency, send a denial notice by the 30th day after the date of application. If the client contacts the county agency before the end of the 30-day processing period, reinstate the application effective the date you received the signed and dated page number 1 of the CAF or the date the ApplyMN application was submitted.


MFIP:

Conduct an interview before determining eligibility. The interview may be with any caregiver(s) of the unit or their authorized representative. Clients must be informed of their options.

The interview must be conducted, either:

Face-to-face in the county office.

Internet telepresence.

At a location mutually agreed upon.

Telephone interview, only if the client received MFIP or DWP in the past 12 months.


Refer people to the appropriate county person if they request help with family violence issues. See 0005.12.12.09 (Family Violence Provisions/Referrals). Give the client the Family Violence Referral (DHS-3323) (PDF). Provide information about counseling and support services, exemptions, and permanent residence procedures for battered non-citizens. See 0010.18.33 (Verifying Family Violence).

Explain the living arrangement requirements to minor caregivers or minor pregnant women. See 0005.12.12.01 (Forms/Handouts for Applicants). Refer a minor caregiver to Social Services as soon as he/she applies and alleges that he/she or the minor child would be physically or emotionally jeopardized by living with the minor’s caregiver or legal guardian, or that the caregiver or legal guardian will not allow him/her to live at home. See 0012.06 (Requirements for Caregivers Under 20).

For units with 18- and 19-year old caregivers without a high school diploma or GED, ask if the applicant wants to pursue a high school diploma or GED, or wants to pursue work. The applicant’s choice must be entered on the EMPS panel prior to cash approval to get correct results. If the applicant wants to pursue a high school diploma or GED, enter “SC” on the ES option field of the EMPS panel for the applicant. MAXIS will determine this applicant is eligible for MFIP. If the applicant states he/she does not want to pursue high school or GED and wants to pursue work, enter “EM” on the ES option field of the EMPS panel for the applicant. MAXIS will determine this applicant is eligible for DWP. Record the applicant’s choice in CASE/NOTEs. Counties using the DWP/MFIP Screening Questions (DHS-4026) (PDF) as part of the application packet will have a documented answer to this question already available.

Explain the 60-month time limitation and that the unit may opt out of the cash portion of MFIP if a portion of the grant is not being vendor paid. See 0011.30 (60-Month Lifetime Limit), 0014.03.03.03 (Opting Out of MFIP Cash Portion).

If a child was previously in another case with a relative prior to the parent applying for the child, attempt to determine the circumstances. Make a child protection referral for any case that has an MFIP caregiver whose parental rights were terminated. To determine whether a parent whose rights have been terminated may be a caregiver, see 0014.03.03 (Determining the Cash Assistance Unit).

Inform applicants EBT card cash benefits cannot be used or accessed in any liquor store, casino, gambling casino, gaming establishment, or retail establishment, which provides adult-oriented entertainment in which performers disrobe or perform in an unclothed state for entertainment.


DWP:

Follow MFIP, EXCEPT the 60-month time limit does NOT apply to DWP.


In addition:

Conduct the interview within 5 working days of receipt of the application.

Refer clients to Employment Services (ES) within 1 day of determining eligibility (this means from when you determine eligibility, not when you approve eligibility).

The ES Provider MUST conduct the Employment Plan/interview within 10 days of referral.

The ES Provider MUST notify the county agency of the ES plan approval within 1 day of signed plan.

Issue DWP benefits within 1 day of being notified of the ES plan approval by the ES Provider.

Include in the interview a discussion of goals, requirements, and services of the DWP.

If child care is needed, obtain a child care application from the client before finishing the interview and forward the application to the appropriate child care assistance worker on the same day you received it. Make a referral to the appropriate Child Care Resource and Referral (CCR&R) agency if the job seeker needs help in finding a child care provider. The contact numbers for the CCR&Rs can be found in the brochure “Do You Need Help Paying for Child Care?” (DHS-3551) (PDF).

Ensure that SNAP is available to the client. If not already requested on the application, talk with the client about the availability of these benefits as well as others, such as Workers’ Compensation and Unemployment Insurance.



SNAP:

The interview may be with any responsible member(s) of the unit or their authorized representative. Clients must be informed of the interview options available: phone, face-to-face, or at a convenient location. Based on the interview option chosen, counties MUST accommodate the client’s choice.

If a client is not interviewed at the time the application is submitted, an interview must be scheduled. Document and track the date of the scheduled interview. Counties may use SPEC/MEMO to notify the applicant of the scheduled interview. See TEMP Manual TE02.05.15 (Notice of Interview/Missed Interview (NOMI)) for suggested text. The county must schedule all interviews as promptly as possible to insure eligible units receive an opportunity to have 10 days to provide any needed verifications and to participate within 30 days after the application is filed. This means that the interview must be scheduled within 20 days from the application date in order to give the applicant 10 days to return any mandatory verifications.

If the applicant hand delivers the signed and dated Combined Application Form (DHS-5223) (PDF), give the applicant written confirmation of the interview date, time and location.

If the Combined Application Form (DHS-5223) (PDF) is received in the mail or placed in a drop box, and an interview is not completed with the applicant within 2 business days, send written confirmation of the interview date, time and location.

If the applicant submits an ApplyMN application and an interview is not completed with the applicant within 2 business days, send written confirmation of the interview date, time and location.


The agency must screen for expedited SNAP the same day it receives an application, whether it is submitted in person, through the mail or online.

If a client misses the initial interview, either an in-office interview, home visit or a phone interview, you must send a Notice of Missed Interview to the client informing him/her of the missed interview and the responsibility to reschedule another interview. The Notice of Missed Interview is available in SPEC/LETR. For more information see TEMP Manual TE02.05.15 (Notice of Interview/Missed Interview (NOMI)). A Notice of Missed Interview must be sent even if circumstances prevent a client from completing an interview late in the 30 day processing period. For example, a denial notice can be sent 1 day after the Notice of Missed Interview has been issued to the client if the missed interview was on the 30th day of the processing period.

Do not require units to report for a face-to-face interview during the certification period. See 0009.06.06 (Recertification Interview).


MSA, GA:

Clients must be informed of the interview options available: phone, face-to-face, or at a convenient location. Based on the interview option chosen, counties must accommodate the client’s choice. Do not require a face-to-face interview. The interview may be with any responsible member of the unit or his/her authorized representative.


GRH:

Follow MSA, GA.

Rate/Report this pageReport/Rate this page

© 2018 Minnesota Department of Human Services Updated: 4/30/18 6:20 PM | Accessibility | Terms/Policy | Contact DHS | Top of Page | Updated: 4/30/18 6:20 PM