10-144 C.M.R. ch. 2, § 1.9 - Safeguarding of Information and Investigations

All employees and other persons involved in the administration of the CSBG program shall adhere to the following policy regarding the safeguarding of information:

A. Except as provided in Subsection B, the names of applicants for assistance from programs administered by a CAA and specific information about individually named applicants, such as income, assets, and assistance received, shall be confidential, shall not be open to public inspection, and shall not be released to any person or agency not directly involved in the administration or auditing of the CSBG program.

B. Confidential information, as described in Subsection A, will be released only under the following circumstances;

1. Information concerning applicants for and recipients of assistance provided in whole or in part with CSBG funds may be used or disclosed for purposes directly connected with the administration of the CSBG or related program, including:

a. Establishing eligibility;

b. Determining type and amount of assistance; and

c. Providing services for applicants and recipients.

2. Any confidential information about an applicant will be released if the applicant gives written consent to such release.

3. All information pertaining to a decision on eligibility for assistance will be made available to the applicant or recipient or his or her authorized representative in conjunction with an agency appeals procedure under Section 1.5(A)(3) of these rules.

4. A State agency with a legitimate reason to know shall have access to the information.

C. Investigations

1. The Division will immediately follow up and investigate any reports from recipients, denied applicants, and other sources concerning poor administration of the program, conflict of interest or any other alleged violation of these rules or the CSBG program. The Division will notify the CAA of all such reports and nature of the complaint.

2. The Division will provide to complaining parties and the executive director and board chairperson of the community action agency involved a written response stating the results of the investigation of the complaint.

Notes

10-144 C.M.R. ch. 2, § 1.9