Common use of Allowable Program Activities Clause in Contracts

Allowable Program Activities. 2.1. Intake Support. Subrecipient will perform activities for ReOregon application Intake Support including but not limited to the items listed below. Particular attention shall be paid to ensure intake support services help survivors overcome any accessibility barriers, including language, disability, and national origin/residency status. a) Provide individual or group in-person Intake Support to support applicants in ReOregon application periods. Assistance may be offered by appointment or on a drop-in basis. Schedule will be informed by Agency-provided dates. b) Subrecipient must have capacity to provide Intake Support at an Intake Center if requested by Agency. c) Subrecipient must have capacity to provide Intake Support through mobile practices, including the ability to visit and serve a disabled applicant or applicant that has a transportation barrier. d) Provide computers and internet connectivity to allow applicants to enter data directly into the ReOregon application portal. e) Provide access to and assistance with document digitization (e.g., scanning or .pdf file creation) as necessary to complete applications. f) Provide data entry services for applicants that are unable or uncomfortable entering data themselves. g) Subrecipient must be prepared to accept paper application forms. In such cases, they shall enter the data into the System of Record on behalf of the applicant. h) All applicant-facing ReOregon documents will be provided in English and Spanish. Subrecipient must have the capabilities to provide Spanish language services, and access to a mechanism to provide other language services based on applicant need. i) Assist applicants in collection of required documents. This includes problem-solving with applicants to identify alternative methods to prove and document eligibility. j) Answer applicants’ questions about how to best complete the application. All inquiries should be acknowledged within 1-2 business days. More complex questions may take a week or more to answer. In cases where the Subrecipient cannot provide timely responses, applicants should be referred to the OHCS call center. k) Orient potential applicants to the process and set reasonable expectations for time-frames for review, types of communication to expect, etc. l) Assist survivors in requesting clarification of any communication from Agency or its representatives. 1 Capitalized terms used in this Exhibit without definition have the meaning ascribed to such term in the Subrecipient Grant Agreement. m) Provide feedback to Agency on problematic patterns, emergent applicant challenges, common barriers, and opportunities for improvement in application processes. n) Communicate with Agency and Agency representatives through the System of Record facts about applicants that are important to serve them effectively and maintain compliance with HUD requirement. o) Provide assistance at Intake Centers with trained personnel to efficiently assist applicants. p) Advise applicants to complete the “eligibility questionnaire” in all cases where the applicant may be eligible for the current or future phases of ReOregon. q) Assist applicants in interpreting messages received through the applicant portal, including notices that the applicant appears to not be eligible for the current phase. r) Assist applicant in - completing applicant file in the System of Record. s) Coordinate with applicant and/or Agency to address missing, absent, or inaccurate documentation. t) Provide equitable support and services for application intake of applicants with mobility issues that are unable to access an intake center. Subrecipient must have the ability to accommodate those special needs applicants which may include but are not limited to: o eligible elderly persons, o persons with special needs including American Sign Language translation, o persons who need oral presentation or explanation of documents, and/or o home visits if an applicant is unable to come to the Intake Center. u) Assist with the collection of any missing/incomplete/insufficient documents identified by Agency prior to eligibility review commencing. v) Must have the technological capacity to deliver application Intake Support within 45 calendar days of agreement execution, including: o the ability to securely scan documents and return the originals to the document owners. o reliable internet access. o internet-enabled computers for applicant use. o ability to conduct meetings via Zoom, MS Teams, or other virtual platforms. o ability to exchange information in Agency-provided System of Record (SOR). o notary services provided to applicant via in-person, mobile, or via Remote Online Notarization (“▇▇▇”). This requirement may be satisfied if Subrecipient staff is pursuing a notary certification and/or can arrange for in person, mobile, or ▇▇▇ notary services.