1226 Disclosure of Information to Nonagency Personnel and the Public - Information is not to be disclosed to nonagency personnel such as courts, school boards, legislators, prosecuting attorneys, policemen, FBI agents, doctors, social service agencies, state employment offices, public housing authorities, landlords, creditors, relatives, etc., except as set forth below.

 

1226.1 Information Available to the Public - Regulations, Plans of Operation, state manuals, and federal procedures which affect the public shall be maintained in the office of the Economic and Employment Support Policy Section as well as in FNS National and Regional offices for examination by members of the public on regular workdays during the regular office hours. The Kansas Economic and Employment Support Manual is available on the internet 365 days a year.

 

1226.2 Public File - The agency is required to prepare and maintain a public file of GA cash cases. Information provided is limited to the name, address and does not include amounts of medical assistance provided. Any information that is contained in the public file can be released by the agency verbally or in writing.

 

1226.3 Directly Related to the Administration of SRS Programs - Information may be disclosed to nonagency personnel when the purpose of such disclosure is directly related to the administration of SRS programs. This information concerning a cash, medical, child care, or food assistance client is not to be disclosed without the signed written consent of the client unless the purpose of such disclosure is directly related to one of those programs. Any information disclosed is to be limited to that which is reasonably necessary to accomplish the purpose of such disclosure. Such purposes include establishing eligibility, determining amount of assistance, and providing services to applicants or recipients.

 

In the course of providing services to clients, disclosure of information should be made to representatives of other welfare agencies or programs only when they can give assurance that:

 

  1. the confidential nature of the information will be preserved;
     

  2. the information will be used only for the purposes for which it is made available (such purposes should be reasonably related to the purposes of the SRS program and the functioning of the inquiring agencies); and
     

  3. the standards of protection established by the agency to which the information is disclosed are equal to those established by SRS itself, both with regard to the use of information by staff and the provision of protective office procedures.

 

NOTE: Information may be shared with EES Contracted Employment Service providers. These providers are advised of the EES Confidentiality Policy and a copy of that policy is attached to each EES contract and/or provider agreement that involves direct client services (see 3413 and 3425).

 

1226.4 Federal or Federally Assisted Programs - Information concerning clients is to be disclosed to federal or federally assisted programs which provide assistance (in cash or in kind) or services directly to individuals on the basis of financial need if the requesting agency certifies in writing that the information so requested is necessary to the administration of its program. Example: SSI.

 

1226.5 Officials Conducting An Investigation, Prosecution, or Criminal/ Civil Proceeding - Information is to be disclosed to the official conducting an investigation, prosecution or criminal or civil proceeding in connection with the administration of the SRS program if such information is reasonably necessary to the investigation, prosecution or criminal or civil proceeding. This includes welfare fraud investigations and prosecutions. The client's signature on the application/redetermination form authorizes the disclosure of information from the case record necessary to conduct an investigation, prosecution, criminal or civil proceeding related to eligibility for cash, food assistance, child care and medical assistance.

Information concerning clients is to be disclosed to the official conducting an investigation, prosecution or criminal or civil proceeding in conjunction with the administration of the SSI program if such information is reasonably necessary to the investigation, prosecution, or criminal or civil proceeding.

 

Information disclosed pursuant to the above paragraphs shall be provided the appropriate official in the following manner:
 

  1. The official requesting such information shall be allowed to review pertinent case record material in the agency office during normal working hours.
     

  2. Such official, upon request, shall be furnished with copies, or authenticated copies, or originals of pertinent case record materials as necessary at no cost. Prior to the release of an original document, a copy of the document shall be placed in the case record with a notation as to the disposition of the original.
     

    If a question arises as to the pertinency of any requested material, consult the SRS Legal Division.
     

1226.6 Intention to Commit Crimes - Information concerning the intention of a client to commit a crime and the information necessary to prevent the crime shall be disclosed to the appropriate authorities.

 

1226.7 Fleeing Felons and Probation/Parole Violators - The address of any member of a TAF, GA, or food assistance household shall be made available, on request, to any Federal, State, or local law enforcement officer if the officer furnishes the name of the individual and notifies the agency that the individual:

 

  1. is fleeing to avoid prosecution, or custody or confinement after conviction, for a crime or attempt to commit a crime that is a felony; or
     

  2. is violating a condition of probation or parole imposed under Federal or State law; or
     

  3. has information that is necessary for the officer to conduct an official duty related to item (1) or (2) above.

 

The officer must notify the agency that locating or apprehending the member is an official duty and that the request is being made in the proper exercise of an official duty.
 

NOTE: For food assistance, the agency may also release the Social Security number and photograph, if available.

 

1226.8 Additional Provisions - Case file information shall also be disclosed to the following:
 

  1. Food assistance case file information shall be disclosed to persons directly connected with the administration or enforcement of the provisions of the Food Stamp Act, including the Food Distribution Program on Indian Reservations and the Expanded Food and Nutrition Education Program (EFNEP);
     

  2. Case file information shall be disclosed to local or district school officials directly connected with the administration of the National School Lunch Program, when the information requested is concerning the current participation status of Food Assistance or TAF Program participants (open or closed).
     

  3. Food assistance case file information shall be disclosed to employees of the Comptroller General's Office of the United States for audit examination authorized by any other provision of law.

 

1226.9 Information Not Otherwise Authorized to be Disclosed - Information not otherwise authorized to be disclosed by this provision may only be disclosed if the client has the authority to disclose such information and the agency has a signed, written consent on file authorizing the agency to disclose the information to the specific person requesting such information, excepting that such information may be disclosed without signed, written consent in an emergency situation such as death or other serious crises to an appropriate person if the agency deems such unauthorized disclosure to be in the best interest of the client. If such information is disclosed without signed, written consent, the client shall be notified of such disclosure as soon thereafter as possible.