Policy and Procedure Manual


Kansas WIC Program Banner

Table of Contents



GLOSSARY

     
  Glossary October 2012
     

CERTIFICATION

           
  Eligibility Overview CRT 01.00.00
    Categorical Eligibility CRT 01.01.00 
    Certification Periods CRT 01.02.00 
      Change in Certification Periods CRT 01.02.01
  Processing Standards CRT 02.00.00 October 2012
  Certification Visit CRT 03.00.00 October 2012
    Exceptions to Being Physically Present CRT 03.01.00 October 2012
    Client's Rights & Responsibilities CRT 03.02.00 October 2012
    Certification & Recertification Appointments CRT 03.03.00 
    Mid-Certification Appointment for Infants and Breastfeeding Women CRT 03.04.00 October 2012
    Presumptive Eligibility Appointments for Pregnant Women CRT 03.05.00 
    Late & Missed Appointments CRT 03.07.00 
    Definition of Caregiver CRT 03.08.00 
  Proof of Identity CRT 04.00.00 
  Residential Eligibility and Proofs CRT 05.00.00 
    Homeless Clients CRT 05.01.00 
    Homeless Facility or Institution CRT 05.01.01
  Income Eligibility CRT 06.00.00
    Income Eligibility Chart CRT 06.01.00 
      Adjunctive Eligibility CRT 06.01.01 January 2013
      Income Exclusions When Determining Eligibility CRT 06.01.02 October 2012
    Determining Size of Household CRT 06.02.00 
      Determining Household Income CRT 06.02.01 
      Zero Income CRT 06.02.02
    Proof of Income CRT 06.03.00 January 2013
    Redetermination of Income CRT 06.04.00 
  Nutrition Eligibility CRT 07.00.00 October 2012
    Anthropometric Risk CRT 07.01.00 October 2012
    Hematological Risk CRT 07.02.00 
      Anemia CRT 07.02.01 
      Blood Lead CRT 07.02.02
    Dietary Risk CRT 07.03.00 
    Other Risk CRT 07.04.00 
  Coordination of Services and Referral System CRT 08.00.00 
    Immunizations CRT 08.01.00 
      Interface between the Kansas Immunization Registry and KWIC CRT 08.01.01 
    Medical and Social Service Referrals CRT 08.02.00 October 2012
    Drug and Substance Abuse Referrals CRT 08.03.00 October 2012
    Breastfeeding Referrals CRT 08.04.00
    Commodity Supplemental Food Program Referral CRT 08.05.00 October 2012
  Ineligibility CRT 09.00.00 
    Termination from the WIC Program CRT 09.01.00 October 2012
      Income Eligibility Redetermination CRT 09.01.01 October 2012
  Transfer to and from Other Agencies-Overview CRT 10.00.00
    Instate Transfer CRT 10.01.00 October 2012
    WIC Out-Of-State Transfer Card Issuance CRT 10.02.00 
    WIC Out of State Transfer Card Acceptance CRT 10.03.00 
    WIC Overseas Program CRT 10.04.00 
    Transfer Using a Noncontract or Special Formula CRT 10.05.00 October 2012

FOOD & CHECK ISSUANCE

           
  Approved Foods FCI 01.00.00 
    Allowable Food Selection Process and Product Requirements FCI 01.01.00 
  Food Packages FCI 02.00.00 
    Food Packages for Infants FCI 02.01.00 
      Infant Food Packages-Breastfeeding Infant FCI 02.01.01 October 2012
      Infant Food Packages-Primary Contract Infant Formula FCI 02.01.02 October 2012
      Infant Food Packages-Non-Contract Infant Formula FCI 02.01.03 
      Infant Food Packages-Low Iron Infant Formula FCI 02.01.04 
      Infant Food Packages-Special Formula FCI 02.01.05 October 2012
    Food Packages for Children FCI 02.02.00 October 2012
      Child Food Packages-Special Formulas FCI 02.02.01 October 2012
    Women Food Packages FCI 02.03.00 October 2012
      Food Packages for Pregnant Women FCI 02.03.01 October 2012
      Food Packages for Breastfeeding Women FCI 02.03.02 October 2012
      Food Packages for Postpartum Women (Non-breastfeeding) FCI 02.03.03 October 2012
      Women Food Packages-Special Formula FCI 02.03.04 October 2012
    Tailoring a Food Package FCI 02.04.00 October 2012
    Documentation and Use of Returned Formula FCI 02.05.00 October 2012
    Direct Shipments of Specialized Formulas FCI 02.06.00 March 2013
  Check Issuance FCI 04.00.00 February 2013
    Client Instruction on Use of WIC Checks FCI 04.01.00 
      WIC Program Identification Card FCI 04.01.01 
    Proxies and Proxy Cards FCI 04.02.00 
    No Check Alterations FCI 04.03.00 
    Voiding and Replacing Checks FCI 04.04.00 
    Lost or Stolen Checks FCI 04.05.00 
    Damaged or Destroyed Checks FCI 04.06.00 
    Mailing WIC Checks FCI 04.07.00 October 2012

NUTRITION EDUCATION

           
  Nutrition Education Overview NED 01.00.00 
  Nutrition Education Contact NED 02.00.00 
    Nutrition Education Contacts-Certifications NED 02.01.00 
    Nutrition Education Contact-Second, Low Risk NED 02.02.00 
    Nutrition Education Contact-Second, High Risk NED 02.03.00 
  Nutrition Education Methods NED 03.00.00 
    Nutrition Education-Individual Counseling NED 03.01.00 
    Nutrition Education-Group NED 03.02.00 
    Nutrition Education-Individual Self Study NED 03.03.00 
      Nutrition Education Lesson Plans NED 03.03.01 
    Evaluation of Nutrition Education Materials NED 03.04.00 October 2012
  Coordinating Nutrition Services NED 04.00.00 
  Breastfeeding Promotion and Support NED 05.00.00 
    Staffing for Breastfeeding Promotion and Support NED 05.01.00 
    Breastfeeding Education NED 05.02.00 
    Breastfeeding Peer Couselor Program NED 05.03.00 
    Breastfeeding Equipment NED 05.04.00 
      Manual Breast Pumps NED 05.04.01 October 2012
      Multi-User Electric Breast Pumps NED 05.04.02 October 2012
      Single User Electric Breast Pumps NED 05.04.03 October 2012
  Breastfeeding Contraindications NED 06.00.00
  Nutrition Education Committee NED 07.00.00 

PROGRAM INTEGRITY

           
  Civil Rights Compliance PRI 01.00.00
    Civil Rights Public Notification PRI 01.01.00 
    Civil Rights Complaints PRI 01.02.00 
    Non-Civil Rights Complaints PRI 01.03.00 
    Civil Rights Training PRI 01.04.00 October 2012
  Program Abuse and Sanctions PRI 02.00.00 
    Dual Participation PRI 02.01.00 
    Collection of Improperly Issued Benefits/Claims Against Clients PRI 02.02.00 
  Fair Hearings PRI 03.00.00 
    Fair Hearing - Request & Procedures PRI 03.01.00 
    Denial of Fair Hearing Request PRI 03.02.00
  Confidentiality of WIC Program Information PRI 04.00.00 
  Conflict of Interest PRI 06.00.00 
  Local Agency Repayment of Funds to State WIC Office PRI 07.00.00 

VENDOR

           
  Local Agency Vendor Overview VEN 01.00.00 
    Local Agency Vendor Files VEN 01.01.00 
  Authorization Process for New Vendors VEN 02.00.00 
    Vendor Evaluation and Selection Criteria VEN 02.01.00 
    Evaluation of New Vendors VEN 02.02.00 
      Kansas County Designation VEN 02.02.01 
    Minimum Stock Requirements VEN 02.03.00 
    Authorized Vendor Stamp VEN 02.04.00 
    Vendor Confidentiality VEN 02.05.00 
  Change of Ownership VEN 03.00.00 
    Vendor Closings VEN 03.01.00 
    Vendor Name Change VEN 03.02.00 
    Vendor Relocation VEN 03.03.00 
  Vendor Contracts VEN 04.00.00 
  Vendor Training VEN 05.00.00 
  Vendor Monitoring VEN 06.00.00 
  Vendor Related Complaints VEN 07.00.00 
  Vendor Sanction System VEN 08.00.00 October 2012
  Compliance Buys VEN 09.00.00 
  Vendor Peer Group System VEN 11.00.00 
  WIC Check and Fruit and Vegetable Check Reimbursement VEN 12.00.00 
  Client Access VEN 13.00.00 
  Farmer Authorization Process VEN 14.00.00 October 2012
  Farmer FVC transactions VEN 15.00.00 October 2012
  Farmer Training and Monitoring VEN 16.00.00 October 2012
  Farmer Violations, Sanctions, and Fair Hearings VEN 17.00.00 October 2012

ADMINISTRATION

           
  WIC Local Agencies ADM 01.00.00
    Application Process for New Local Agency ADM 01.01.00 January 2013
    Application Process for Existing Local Agency ADM 01.02.00 January 2013
    Caseload Management ADM 01.03.00
      Client Waiting List ADM 01.03.01 January 2013
      Access to WIC Services ADM 01.03.02 January 2013
      Outreach ADM 01.03.03 January 2013
  Local Agency Funding Principles Overview ADM 02.00.00 
    Local Agency Allocations ADM 02.01.00 
    Annual Budgets ADM 02.02.00 
      Building Cost Allocation ADM 02.02.01
    Affidavit of Expenditures ADM 02.03.00 January 2013
      Allowable Costs ADM 02.03.01 
      Unallowable Costs ADM 02.03.02 
      Local Agency Time and Effort Reporting ADM 02.03.03 
      Closeout Affidavits ADM 02.03.04 
      Equipment Purchasing ADM 02.03.05 
      Inventory Control ADM 02.03.06 January 2013
      Disposal of Equipment ADM 02.03.07 
  Financial Audit Requirements ADM 03.00.00 
    Record Retention Requirements ADM 03.01.00 
  Nutrition Services Plan ADM 04.00.00 
    Client Feedback ADM 04.01.00 
  Local Agency Management Evaluations ADM 05.00.00 October 2012
  Breastfeeding Peer Counselor Management Evaluations ADM 05.01.00
  Voter Registration ADM 06.00.00 January 2013
  KWIC Operations Overview ADM 07.00.00
    Emergency Situation Plan and Reporting ADM 07.01.00 
      Manual Backup ADM 07.01.01 
      Loss of Physical Structure ADM 07.01.02
      Loss or Destruction of Server ADM 07.01.03
    Security ADM 07.02.00
      User Security ADM 07.02.01 
    Maintain Clinic Information ADM 07.03.00
    Technical Support ADM 07.04.00
    Equipment ADM 07.05.00 
    Internet Service ADM 07.06.00 October 2012
    Power Outages ADM 07.07.00 October 2012
    Check Toner Supply ADM 07.08.00 
    Check Out and Check In for Mobile WIC Clinics ADM 07.09.00 
  Local Agency Created Forms ADM 08.00.00 
  WIC Advisory Committee ADM 09.00.00 October 2012
  Job Responsibilities - Overview ADM 10.00.00
    General Staff Responsibilities - CPA and Non-CPA ADM 10.01.00 October 2012
    WIC Coordinator ADM 10.02.00 
    Breastfeeding Coordinator ADM 10.03.00 
    Breastfeeding Peer Counselor Supervisor ADM 10.03.01 October 2012
    Nutrition Services Coordinator Job Responsibilities ADM 10.04.00 
    Civil Rights Coordinator ADM 10.05.00 
    Local Vendor Contact Job Description ADM 10.06.00 
    Breastfeeding Peer Counselor Job Responsibilities ADM 10.07.00 
  Local Agency Staff Training - New Employees ADM 11.00.00  
    Local Agency Staff Training - Ongoing Training ADM 11.01.00 
    Financial Support for Local Agency On-Going Training ADM 11.02.00 January 2013
  Capital Expenditures over $5,000 ADM 12.00.00 
  Vehicle Purchasing ADM 13.00.00 

STATE AGENCY OPERATIONS

           
  Goals and Objectives STO 01.00.00 October 2012
  Federal Management Evaluations STO 02.00.00 
  Breastfed Infant Annual Report STO 03.00.00 
  Rebate Solicitation and Billing STO 04.00.00 
  Public Comment on Development of Policy and Procedure Manual STO 05.00.00 October 2012
  State and Local Agencies Agreement to Cooperate in Authorized Studies STO 06.00.00 

APPENDIX

     
  Apppendix 1 Formula Manufacturers and Products
  Appendix 2 Nutrition Services Plan Guidance October 2012
  Appendix 5 WIC Application for New Local Agency January 2013
  Appendix 6 WIC Application for Existing Local Agency January 2013
  Appendix 7 Compliance Buys  
  Appendix 8 Equipment Guide  
  Appendix 9 Hardware Specifications
  Appendix 10 KWIC Equipment Purchase or Replacement Questionnaire October 2012
  Appendix 11 Military Income Guidance for Kansas
  Appendix 12 Worksheet for Request to Renovate or Repair Real Property  





This institution is an equal opportunity provider and employer.
Nutrition and WIC Services Section
1000 SW Jackson, Suite 220
Topeka, Kansas 66612-1274