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2015 RECS LIHEAP Household Administrative Data Matching

Published: January 25, 2017
Audience:
Low Income Home Energy Assistance Program (LIHEAP)
Category:
Guidance, Policies, Procedures, Action Transmittal

LOW-INCOME HOME ENERGY ASSISTANCE

Action Transmittal

U.S. Department of Health and Human Services Administration for Children and Families
Office of Community Services
Division of Energy Assistance
330 C Street, SW, 5th Floor Washington, DC 20201
www.acf.hhs.gov/programs/ocs/liheap

Transmittal No. LIHEAP-AT-2017-03              Date: January 19, 2017

TO: LOW INCOME HOME ENERGY ASSISTANCE PROGRAM (LIHEAP) STATE GRANTEES

GUIDANCE
INTENDED FOR: X STATES _____ TRIBES/TRIBAL ORGANIZATIONS _____TERRITORIES

SUBJECT: 2015 RECS LIHEAP Household Administrative Data Matching

RELATED REFERENCES: Sections 2605(b)(14), 2610(b), and 2610(a)(6) of the Low Income Home Energy Assistance Act, Title XXVI of the Omnibus Budget Reconciliation Act of 1981, Public Law 97-35, as amended.

PURPOSE: To request that States furnish FY 2015 and FY 2016 LIHEAP household-level data for matching LIHEAP recipients with the 2015 RECS respondent households. This data collection effort has been approved by the Office of Management and Budget (OMB Control No. 0970-0486; Expiration Date – September 30, 2019).

BACKGROUND: Since FY 1982, our office has relied upon data from the Residential Energy Consumption Survey (RECS). The U.S. Energy Information Administration (EIA) conducts this survey to provide periodic national and regional data on residential energy use in the United States. We use RECS data to furnish Congress and the Administration with important national and regional descriptive data on the energy needs of low-income households.

The last RECS (the 2009 RECS) was conducted in 2010. At that time, ACF funded a set of supplemental LIHEAP questions and a post-survey administrative records matching effort to identify RECS respondents that were LIHEAP recipients. This effort was developed and implemented with the cooperation of LIHEAP State agencies. The RECS contractor used administrative household data from State LIHEAP programs to determine which RECS households participated in LIHEAP and what type and amount of benefits they received. As a result of this effort, ACF was able to examine information and develop statistics from RECS that were specific to the LIHEAP recipient population, including information related to benefits targeting, energy usage, and energy insecurity.

ACF has funded a similar effort for the 2015 RECS.

CONTENT: ACF has allocated funds to this administrative data matching effort to support analysis of LIHEAP data for the annual Report to Congress and the annual LIHEAP Home Energy Notebook.

We request your participation in the 2015 RECS LIHEAP Administrative Data Matching project through the procedures discussed in the attachment to this Action Transmittal. Data will be needed on regular and crisis fuel assistance benefits for FY 2015 and FY 2016. Please note that this is the same data needed to generate programmatic summary statistics for your state’s annual LIHEAP Household Report Form and the LIHEAP Performance Data Form. Your application client waiver allows you to share information with ACF and its contractors. For the prior effort, almost all States provided data.

ACF has contracted with APPRISE to manage this project. APPRISE staff will be contacting you in January regarding this data collection effort. We ask that you please furnish all requested data no later than March 31, 2017. The confidentiality of client data will be strictly protected as part of the project. APPRISE and its predecessors have been collecting State LIHEAP data since 2001. During this time, no data breech has ever occurred.

Your cooperation in this effort is greatly appreciated. Please do not hesitate to contact Peter Edelman of my staff if you have any questions, concerns, or problems in providing the data.

PRA STATEMENT: THE PAPERWORK REDUCTION ACT OF 1995 (Pub. L. 104-13) Public reporting burden for this collection of information is estimated to average 24 hours per response, including the time for reviewing instructions, gathering and maintaining the data needed, and reviewing the collection of information. An agency may not conduct or sponsor, and a person is not required to respond to, a collection of information unless it displays a currently valid OMB control number.

ATTACHMENT: 2015 RECS LIHEAP Data Matching Requirements Using State LIHEAP Administrative Data

INQUIRIES TO: Peter Edelman, Program Analyst Policy and Evaluation Branch Division of Energy Assistance Office of Community Services, ACF, HHS 330 C Street, SW, 5th Floor Mail Room 5425 Washington, DC 20201 Telephone: (202) 401-5292 E-mail: peter.edelman@acf.hhs.gov

______/s/________________________
Lauren Christopher
Director
Division of Energy Assistance
Office of Community Services

ATTACHMENT

2015 RECS LIHEAP Data Matching Requirements Using State LIHEAP Administrative Data Acquiring a File of LIHEAP Recipients
ACF’s contractor, APPRISE, will ask your State to provide a file of LIHEAP households that received fuel assistance in FY 2015 and FY 2016.

States may choose for whom they will furnish LIHEAP-recipient records:
A. All FY 2015 and FY 2016 LIHEAP recipients for your entire state.
B. All FY 2015 and FY 2016 LIHEAP recipients only in the counties from your state that are part of the RECS sample (a list will be provided separately).
C. All FY 2015 and FY 2016 LIHEAP recipients only in the ZIP codes from your state that are part of the RECS sample (a list will be provided separately).

Protocol Options
Your State will be asked to select one of the following two options for providing the data needed to facilitate the 2015 RECS LIHEAP Supplement.

Option 1: One-Step Approach Your State will provide all of the required data items and as many of the optional data items as you have available for your FY 2015 and FY 2016 LIHEAP recipient households at whatever level you choose (see options A, B, and C, above).

Option 2: Two-Step Approach ACF’s contractor, APPRISE, will ask your State to provide only the name, address (including ZIP code), and telephone number for all FY 2015 and FY 2016 LIHEAP recipients at whatever level you choose (see options A, B, and C, above).

Later, ACF’s contractor, APPRISE, will give you a list of a subset of these LIHEAP recipients who completed a RECS interview and ask you to provide all of the required data items and as many of the optional data items as you have available for those households.

Required Data Items
ACF’s contractor, APPRISE, will need the following data items for each LIHEAP recipient household you include in your State’s file.
• Name
• Telephone Number
• Address (must include ZIP code)
• Gross Income
• Household Size
• Household or Client ID
• Heating assistance awarded
• Amount of heating assistance
• Date of heating assistance
• Cooling assistance awarded
• Amount of cooling assistance
• Date of cooling assistance
• Crisis assistance awarded
• Amount of crisis assistance
• Date of crisis assistance
• Other assistance awarded
• Amount of other assistance
• Date of other assistance
• Presence of children 5 or younger
• Presence of adult 60 or older
• Presence of disabled person

Optional Data Items
The following data will enrich the analyses ACF's contractor, APPRISE, will conduct using the RECS data. Please furnish the following data if they are available in your database(s):
• Tenancy (i.e., own or rent)
• Type(s) of fuel used
• Heat included in rent

Data Format
The ACF’s contractor, APPRISE, can receive your data in one of these commonly used formats:
MS Excel, MS Access, SAS, or Stata
If necessary, ACF’s contractor, APPRISE, may arrange to accept the data in other formats as well.

Last Reviewed: January 27, 2017