410-3       THE INTERVIEW

410-3 A.   WHEN IS AN INTERVIEW REQUIRED?

Interviews are mandatory for all initial applicants.  

410-3 B.   WHO MUST PARTICIPATE IN THE INTERVIEW?

A member of the applicant household who can sign the application form or an individual authorized by the household must participate in an interview.  

410-3 C.   WHO CAN CONDUCT THE INTERVIEW?

•   DPA Division of Public Assistance Caseworker:  

Most individuals will be interviewed by a DPA Division of Public Assistance caseworker in the DPA Division of Public Assistance office or by telephone.

•   DPA Division of Public Assistance -contracted Fee Agent:  

In communities where there is no DPA Division of Public Assistance office, the fee agent conducts the interview for individuals who want to apply for public assistance.  The fee agent will complete a Fee Agent Interview Report form (FA #1) and submit it with each application.

•  Native Family Assistance Program (NFAP Native Family Assistance Program) Agency:  

We will accept the NFAP Native Family Assistance Program interview, if one is conducted, and not require the individual to be interviewed again.  If the NFAP Native Family Assistance Program interview notes are not provided with the application, the caseworker will obtain them from the NFAP Native Family Assistance Program agency.

Note:  Regardless of who conducts the interview, if additional information or verification is needed to process the application, the caseworker will contact the applicant to get this information.

410-3 D.   HOW TO CONDUCT AN INTERVIEW

Interviews can be conducted face-to-face, by phone or, in rare circumstances when a face-to-face or phone interview is not possible, by correspondence.  

The caseworker may require a face-to-face interview if they determine it is appropriate to the situation unless attending in person is a hardship to the household.  A face-to-face interview must be provided when requested by the household.  

410-3 E.   SCHEDULING INTERVIEWS

Interviews must be scheduled for applicants who cannot be interviewed on the day they submit an application.  This means the DPA Division of Public Assistance office must give the applicant a date and time for the interview appointment.  The office must document the applicant was informed of their interview date and time by:

• Writing a case note indicating the applicant was informed of their interview date and time over the phone.  The case note must include the date and time the applicant was given for the interview;
   

• Writing a case note indicating the applicant was informed of their interview date and time in writing via a printout from appointment plus or the “What do I need to bring to my interview?” sheet in the GEN 50B Application for Services.  The case note must include the date and time the appointment was given for the interview; or
   

• Sending an EIS Eligibility Information System notice informing the applicant of their interview date and time.

The interview must be scheduled timely to ensure eligible households have an opportunity to participate within 30 days after the application is filed.

Applicants may have anyone they choose with them at the interview.  During the interview, applicants must be informed of their rights and responsibilities and basic program procedures.

When the applicant fails to participate in a scheduled interview and does not reschedule, the application is denied.  If the household contacts the office within 30 days of the application filing date, the office must schedule an interview.  If the household is determined eligible, the original application is used and benefits start based on the date the application was filed.

Note:  

If an application is registered on EIS Eligibility Information System Eligibility Information System as an Adult Public Assistance request for service (RP), EIS Eligibility Information System Eligibility Information System will automatically deny the application.  The denial action is done on or after the 30th day from the date the application was filed, depending on when the weekly denial job is run.  The household is notified via the system-generated notice X022, No APA Adult Public Assistance Interview.

410-3 F.   CHANGES REPORTED DURING THE INTERVIEW

Applicant households must report all changes affecting their eligibility or benefits during the interview.  Changes reported after the interview, but before a case decision is made, will be considered in the initial eligibility determination.

When an applicant reports that a spouse has moved into the home before a case decision is made, the spouse must be included in the household beginning with the month the spouse moved in.  When an applicant reports that a spouse has moved out of the home, that spouse is still considered to be part of the household for the month during which the spouse moved out.

Example:

Mary applies for APA Adult Public Assistance on May 27.  At the interview on June 5, she reports that her spouse moved in on May 30.  The spouse is considered part of Mary’s household for May.  If her spouse had moved in on June 3, he would be included in Mary’s household beginning June 1.

Example:
Angela applies for APA Adult Public Assistance on April 1.  Her application lists herself and her spouse as household members.  On April 10, she reports that her spouse left the home that day due to incarceration.  Her spouse is considered to be a household member for April.  He is not considered to be a household member for May, the month after he moved out.