(a) Responsibilities of the Division of Aging, Adult, and Behavioral Health Services of the Department of Human Services:

1. (1) Monitoring of all state and federally funded activities which involve service delivery to older individuals;
2. (2) Establishing an assessment process to ensure compliance with program policy and procedures;
3. (3) Providing technical assistance and quality assurance in program area; and
4. (4) Providing necessary reports requested by the Administration on Aging and/or state legislators.

(b) Responsibilities of providers. Each service provider offering material aid funded by state and/or federal funds must meet the following program requirements. Service activities:

1. (1) A person qualified by training or experience must be designated to supervise the service;

2. (2) There must be an organizational structure with:

   1. (A) Clear lines of supervision;
   2. (B) Approved position descriptions;
   3. (C) Established job qualifications; and
   4. (D) The clear assignment of all functional tasks;
3. (3) Satisfactory procedures must be established to recruit, train, schedule, and evaluate staff, paid and volunteer;
4. (4) Satisfactory procedures must be established to develop sources of volunteer staff to augment paid staff;
5. (5) Community resources must be developed to obtain donations of goods, food products, and commodities;
6. (6) The client shall be allowed the opportunity to contribute to the cost of the service if financially able;
7. (7) Satisfactory procedures must be established to utilize client contributions for the service;

8. (8)

   1. (A) Training and/or orientation is provided for all staff, paid and volunteer, in all aspects of service provision.
   2. (B) Training and/or orientation for material aid should include but is not limited to:

(i) Implementing special or emergency assistance plans;

1. (ii) Confidentiality of client information; and

   1. (iii) Reporting units of service;
2. (9) Satisfactory procedures must be established to provide timely and accurate reports that might be required by the division on the material aid program;
3. (10) Satisfactory procedures must be established to protect confidentiality of records which include an older person’s name and personal information and to obtain and record the individual’s informed consent prior to release of personal information;
4. (11) Satisfactory procedures must be established to objectively resolve service complaints and evaluate the quality of the services; and

5. (12) Satisfactory procedures must be established to:

   1. (A) Maintain files which accurately reflect the individual receiving material aid, the aid received, and the cost of the aid received or, if donated goods, food products, or services, a notation that it was donated;
   2. (B) Approve an individual to receive the service;
   3. (C) Maintain a waiting list, if needed, for eligible individuals needing material aid; and

   4. (D)

      1. (i) Make sure the expiration date is checked on food/commodities before being distributed.
      2. (ii) Out-of-date food/commodities are not to be purchased.
      3. (iii) If the food item/commodity is donated, check the expiration date before distribution and, if it is past the expiration date, do not distribute but make provisions to dispose of it properly.