Minnesota's Outreach Plan 2001
ENTITY
Minnesota Department of Economic Security, LIHEAP grantee.
GOAL
To increase enrollment in LIHEAP.
BACKGROUND
During the late 1990s, the Minnesota LIHEAP served an estimated
90,000 households yearly out of 350,000 potentially eligible. Outreach
and intake was conducted by a network of 41 local agencies. In 2001,
the Minnesota LIHEAP took a new look at outreach.
OUTREACH PLAN
From Minnesota FY 2001 State LIHEAP Plan:
"A continuum of outreach activities is necessary to target
those households most vulnerable to the effects of cold, especially
young children, the elderly and/or handicapped, those for whom access
to assistance programs is especially difficult, and the lowest income
households with the highest energy burdens. Outreach initiatives
on the state and local level will target these and all eligible
households. As a result, at least 10,000 households that did not
receive assistance during the PY'00 program will be certified eligible
in PY'01. This outcome will be measured using the EAP Software System.
"The EAP System Software has been modified to collect information
about outreach. Two questions have been included in the application
to assist in the collection effort: "How did you hear about
this program?" and "Where did you get your application?"
The default response to both of these questions is: "From this
agency." This will simplify collecting this information from
recertified households and those to whom agencies proactively mail
applications.
The EAP System Software will also produce a report using the 4th quarter data that will count the households that apply this year
but did not receive assistance last year."
OUTREACH METHODS
State outreach activities:
- Coordinating the statewide EAP Postcard project. (see below)
- Identifying the number and demographics of the Minnesota low-income
population by region as a needs assessment tool for outreach.
The State EAP Office will identify the demographics and location
of the eligible population to assess outreach needs by EAP delivery
area. We will distribute preliminary data to local agencies. Each
EAP agency will be required to verify preliminary data with local
needs assessment data.
- Preparing and distributing a generic EAP application.
- Issuing at least 3 press releases:
- In early October, when the federal funds
arrive.
- Midseason, to reinforce the availability
of funds and announce any pertinent news.
- In late April or early May, to announce that
the program will be closing on June 1.
- Maintaining a toll-free referral telephone line at 1-800-657-3805.
- Coordinating with fuel funds, including Reach Out for Warmth
and Heat Share.
- Coordinating with the Minnesota Department of Revenue to send
out applications to potentially eligible households statewide
the third week of April.
- Coordinating with the Minnesota Department of Human Services
to send an EAP announcement and notification of income for the
last 3 months to recipients of DHS programs in mid-October.
- Sponsoring an Outreach Committee that meets at least 4 times
during the year to assess statewide outreach needs and plan statewide
outreach activities.
Local outreach activities will include the following:
- Implementing the EAP Postcard project locally (see below).
- Following up with households who have incomplete applications.
- Innovating with or continuing successful local outreach projects.
The Minnesota EAP Postcard Project
Implement the EAP Postcard Project throughout your service
area.
- Design the postcard with the following information (see sample
card in the appendix):
Front
DO YOU NEED HELP
PAYING YOUR WINTER
HEAT BILLS?
If you want help, please provide [agency] with
the
following information:
|
Name: |
|
Address: |
|
|
|
City & Zip Code: |
|
Home Phone: |
|
Daytime Phone: |
|
Please return this postage paid
card to:
[full agency address]
or call [toll free number] |
Back: Addressed to your agency
Postage paid
Figure out how many to print.
Plan to distribute them to other programs administered by your
agency.
Plan to make 5 or more cards available to these organizations
in your area, at a minimum:
Social Security Offices.
Legal Aid Offices.
Workforce Centers.
Vendors.
Social services offices and/or community action agencies.
Print the postcard
Use at least 65# card stock
Consider using an eye-catching color
Distribute
Begin distribution no later than November 1, 2000.
Meet with staff of your agency and solicit their cooperation
in distributing the cards as they go about their business. Give
each staff person a small supply of cards. Keep a supply of
cards in a convenient central location so they can pick up additional
cards as they need them.
Contact each of the outside organizations personally (call
or visit). Solicit their cooperation in distributing the cards
and in requesting additional cards as needed. At a minimum,
get their permission to put a few cards in a noticeable location
in each office.
Collect the cards
As the cards come in, send out applications.
Store the cards so that you can count how many were returned at
the end of the program.
Local Outreach Activities Log
In lieu of a Local Outreach Plan, maintain an Outreach
Activities Log to document outreach activities. Your Energy Field
Representative will review the log during the annual visit. The
completed log will be submitted with the 3rd quarter
report. Include the following categories in your log:
Outreach Activity |
Inclusive Dates |
Targeted Population |
Cost (optional) |
Outcomes (optional) |
|
|
|
|
|
|
|
|
|
|
RESULTS OF OUTREACH
Pending year end FY 2001 reporting.
CONTACT
Carol Raabe
Office of Energy Programs
Minnesota Department of Economic Security
390 North Robert Street
St. Paul, Minnesota 55101
(651) 284-3270
carol.raabe@state.mn.us
Page Last Updated: December 7, 2005