2006-2007 Revisions to MOM
MN WIC Operations Manual
- Federal Regulations
- State Rules (PDF: 449.52KB/52 pages)
- December 2006 MOM Changes
- July 2006 MOM Changes
- May 2006 MOM Changes
December 2006 MOM Changes
Chapter 1: Administration
Section 1.8: Computerized Health Information Program (CHIP) ***DELETED***. Information was moved to Chapter 9, Section 9.2 (PDF: 28.94KB/2 pages)
Section 1.10: Civil Rights (PDF: 36.92KB/4 pages) - Updated to include changes in collecting racial and ethnic data.
Section 1.13 Fair Hearing Procedures (PDF:28.77KB/2 pages) - This section was rewritten to more clearly describe the policy and procedures, and to clarify state versus local agency roles and responsibilities. This was addressed in our Federal ME.
Section 1.17 Emergency Actions (PDF: 28.35KB/2 pages) - This policy was rewritten and formatted to provide much more information and guidance.
Exhibit 1-F: Participant Fair Hearing Procedure ***DELETED*** Information revised and incorporated into Section 1.13
Exhibit 1-G: Participant Fair Hearing Fact Sheet ***DELETED*** Information revised and incorporated into Section 1.13
Exhibit 1-M: Streamlined Certification Process for Emergency Situations (PDF: 28.35KB/2 pages) - This is a new exhibit.
Exhibit 1-N: Request for Fair Hearing - This exhibit is new. It is provided so that local agencies have a standard form for documenting and submitting requests by participants for a hearing. (This was recommended in our Federal ME.)
Chapter 2: Financial Management
Section 2.1 Program Costs (PDF: 31.71KB/2 pages) - This section, with accompanying exhibits, replaces section 2.1 through 2.17. It was re-written to more clearly and succinctly describe the policy and procedures. Much of the text in the "old" chapter has been moved into Exhibit 2D (PDF: 64.45KB/8 pages)
Section 2.2 - Section 2.17 ***DELETED***. These sections have been replaced by Section 2.1 (PDF: 31.71KB/2 pages) and the Chapter 2 Exhibits.
Exhibit 2-A: WIC Program Claim for Reimbursement (PDF: 17.48KB/2 pages) - Changed category A descriptor from General Administration to Program Management to be consistent with WIC reporting guidelines; and updated the "mail to" address.
Exhibit 2-B: Request for Advance of Operating Funds (PDF: 13.40KB/2 pages) - Changed the period in which the advanced funds will be reclaimed from final two monthly reimbursement/expenditure forms to the first quarter claim forms to be consistent with federal regulation 246.16.
Exhibit 2-C: Request for Increase in Administrative Funds - Added an area for documenting state staff review and approval. This document is available in PDF and Word.
Exhibit 2-D: Program Costs (PDF:64.45KB/8 pages) - This is a new exhibit, comprised of much of the information previously in Section 2.8. It was re-written to be clearer.
Exhibit 2-E: WIC Program Capital Equipment Request Form - A section was added at the bottom of the form requesting information about funding. This document is available in PDF and Word.
Exhibit 2-F: WIC Capital Equipment Inventory Log - Since the need to inventory equipment applies only to capital equipment, the form was renamed to reflect this. This document is available in PDF and Word.
Chapter 4 - Local Agency Staffing
Section 4.2 Local Agency Management (PDF: 38.44KB/4 pages) - This is a new policy. What had been section 4.2 has been renumbered as Section 4.3. It provides a comprehensive overview of tasks required for effectively managing a local WIC program.
Section 4.3 Competent Professional Authority (CPA): Requirements (PDF: 47.52KB/6 pages) - The information in this section is an integration of what had been 4.2 and 4.3.
Section 4.6 CPA Performance Evaluation (PDF: 34.86KB/3 pages) -This policy was rewritten and reformatted. The policy addresses concerns identified in out 2005 Federal ME. Our local agency ME tool will be revised to include a review of local staff performance evaluations. (Note this policy was added to the MOM web site earlier this summer. A type was corrected and the policy is re-posted.)
Exhibit 4-G: MN WIC Program Suggested Monitoring Plan (PDF: 22.42KB/1 page) - This exhibit was renamed. (Note this policy was added to the MOM web site earlier this summer.
Chapter 5: Certification Procedures
Section 5.2 Certification Procedures (PDF: 187.09KB/16 pages) - Minor reformatting. ***No change to text or policy.***
Section 5.3 Nutrition Risk Assessment (PDF: 157.77KB/15 pages) - Change in section heading.
Section 5.3.1 Anthropometric Data (Section 5.3 - PDF: 157.77KB/15 pages) - This section has been rewritten to more clearly describe the policy and procedures, with reference to our new manual on anthropometric measuring technique. (The new policy specifies that a single measurements is allowable provided proper technique is used.)
Section 5.6 Homeless Applicants and Participants (PDF: 40.01KB/2 pages) - Rewritten and formatted. ***No Change in policy.***
Section 5.8 WIC Identification Folder (PDF: 31.74KB/2 pages) - Rewritten and reformatted to more clearly describe the policy and procedures. Additional detail has been provided to ensure consistency. ***No change in policy.***
Exhibits 5-Q1, 5-Q2, 5-R and 5-S: Spanish version of the nutrition questionnaires - Question #2 has been revised for better comprehension and understanding.
Exhibit 5-Q2: Infant Questionnaires 5-11 Months (English and Spanish) - Corrected risk code reference for question #9, should be risk code 419.
Chapter 6 - Nutrition Education
Section 6.11 Breastpump Education and Procedures (PDF: 38.58KB/5 pages) - Previously Section 6.10. Section renumbered, minor changes in text. ***No change in policy.***
Chapter 7 - Food Prescription
Section 7.4.2 Contract Formula (PDF: 126.85KB/18 pages) - Rewritten and reformatted. Some of the information in the "original" policy (e.g., information about various formula types( is now in the WIC Formula Resource Manual available on local agency CHIP computers. ***No change in policy.***
Section 7.4.3 Ready to Feed/Use Formula (Section 7.4 - PDF: 126.85KB/18 pages) - Rewritten and reformatted as a separate policy (the information was previously included in Section 7.4.2). ***No change in policy.***
Section 7.4.4 Non-Contract Formula (Section 7.4 - PDF: 126.85KB/18 pages) - Rewritten and reformatted. More guidance on managing issuance of non-contract formulas. ***No change in policy.***
Section 7.4.5 Medically Prescribed Formula (Section 7.4 - PDF: 126.85KB/18 pages) - Rewritten and reformatted. More guidance on managing requests for pediatric formulas.
Section 7.4.6 Sample Contract Formula (Section 7.4 - PDF: 126.85KB/18 pages) - The information in this section had previously been in Section 7.10. This section was rewritten and reformatted. ***No change in policy. ***
Section 7.4.7 Infant Foods (Section 7.4 - PDF: 126.85KB/18 pages) - The information in this section had previously been in Section 7.4.3. It was moved so that the sections on infant formulas would be sequential. This policy was renamed, rewritten and reformatted. The policy is changed, allowing cereal to be added to the infant food package at 5 months (previously 4 months), and limiting the issuance of juice.
Section 7.10 Contract Formula Samples ***DELETED*** - This section has been replaced by Section 7.4.6 (Section 7.4 - PDF: 126.85KB/18 pages)
Exhibit 7-A: WIC Food List ***DELETED*** - The reader is referred to the new WIC Food List brochure.
Exhibit 7-B: Food Prescription Categories for Participants (PDF: 13.88KB/1 page) - Updated.
Exhibit 7-C: Food Prescription for Infants (PDF: 4.25KB/2 pages) - Updated; added benefits received by breastfed infants; updated formula can sizes; revised section on cereal and juice.
Exhibit 7-D: Food Prescription for Women and Children with Special Dietary Needs (PDF: 29.74KB/1 page) - Revised to reflect new can sizes and to include maximum quantities allowed; added guidance.
Exhibit 7-G: Enhanced Food Prescription (PDF: 15.35KB/1 page) - Revised to be clearer.
Exhibit 7-R: Sample Letter Denying PediaSure - This is a new exhibit. It was developed to assist local agencies communicated with medical providers about the WIC criteria for providing a pediatric medical formula.
Chapter 9 - Information System Operations
Section 9.1 Introduction (PDF: 23.03KB/1 page) - Chapter has been completed. References to sections "under development" have been removed.
Section 9.2 WIC Information System (PDF: 28.94KB/2 pages) - This is a new policy, replacing and expanding on information previously in Section 1.8.
Section 9.4 Security of WIC Data and Equipment (PDF: 43.22KB/3 pages)
Section 9.6 Use of MN WIC Information System on Local Networks (PDF: 34.35KB/3 pages) - This is a new policy.
Exhibit 9-B: Software Related Request Form - This is not a new form; we are simply including it in MOM.
Exhibit 9-C: Automation Equipment Request Form - Two additional pieces of equipment have been added to this form (monitor and keyboard) and "length" has been added to network cable. This is not a new form. It is just being included in MOM.
July 2006 MOM Changes
Chapter 1: Administration
Exhibit 1-K: Rights & Responsibilities - Spanish - Updated so that translated version is the same as the English version of Exhibit 1-K. ***No change in policy.****
Chapter 4: Local Agency Staffing
Section 4.6 CPA Performance Evaluation (PDF: 34.86Kb/3 pages) - The CPA performance evaluation policy has been revised in response to the 2005 Federal Management Evaluation of the MN State WIC Program. Local agencies will be asked to report their procedures for CPA Performance Evaluation in the FY 2007-2008 Nutrition Education Plan. (The Nutrition Education Plan will be available on August 1st on the Minnesota WIC web site. See accompanying fax about the FY 2007-2008 Nutrition Education Plan.) Starting in October 2007, state staff will monitor each agency's implementation of the CPA performance evaluation procedures during management evaluations. This allows agencies some time to develop performance evaluation protocols/procedures, as needed, and to fully implement those protocols/procedures.
Exhibit 4-G: Minnesota WIC Program Suggested Monitoring Plan (PDF: 22.42KB/1 page) - Updated to correspond to Section 4.6 revisions
Chapter 5: Certification Procedures
Exhibit 5-A: WIC Income Guidelines (PDF: 42.48KB/1 page) - Updated to reflect the new income guidelines effective July 1, 2006. ***No change in policy.***
Exhibit 5-Q1: Infant Nutrition Questionnaire (0-4 months) - This form has not been changed. Now available in English and Spanish on the MOM web site. ***No change in policy.***
Exhibit 5-Q2: Infant Nutrition Questionnaire (5-11 months) - This form has not been changed. Now available in English and Spanish on the MOM web site. ***No change in policy.***
Exhibit 5-R: Child Nutrition Questionnaire) - This form has not been changed. Now available in English and Spanish on the MOM web site. ***No change in policy.***
Exhibit 5-S: Woman Nutrition Questionnaire (0-4 months) - This form has not been changed. Now available in English and Spanish on the MOM web site. ***No change in policy.***
May 2006 MOM Changes
Chapter 1: Administration
Section 1.6 Public Notification and Outreach (PDF: 32.88KB/2 pages) - Updated to clarify state and local agency responsibilities.
Section 1.10 Civil Rights (PDF: 36.92KB/4 pages) - Address and phone numbers in the nondiscrimination statement have changed.
Exhibit 1A: SNP/WIC Program Organizational Chart (PDF: 23.66KB/1 page) - Updated Chart
Exhibit 1-K: Rights and Responsibilities - Updated Use of Information paragraph to reflect Minnesota requirements; additional information added from former Exhibits 5-DD and 5-EE.
Chapter 2: Financial Management
Exhibit 2-G: CHIP Equipment Inventory Log ***DELETED*** replaced by Section 9.4 (PDF: 44.78KB/2 pages).
Exhibit 2-H: Claim Form for Breastpump Purchase Reimbursements (PDF: 60.37KB/1 page) - Format change. ***No change in policy.***
Chapter 3: Caseload Management
Exhibit 3-A: Sample Letter of Ineligibility ***DELETED*** replaced with Exhibit 5-GG. No change in policy.
Chapter 4: Local Agency Staffing
Exhibit 4-H: Checklist for Certification Observation (PDF: 149.66KB/4 pages) - Updated form reflects changes in certification procedures and CHIP system. ***No change in policy.***
Exhibit 4-J: Chart Audit Form (PDF: 103.80KB/3 pages) - Updated form reflects changes in certification procedures and CHIP system. ***No change in policy.***
Chapter 5: Certification Procedures
Section 5.1 Introduction (PDF: 14.35KB/1 page)
Section 5.2 Certification Procedures (PDF: 87.09KB/16 pages) - Revised to clarify procedures related to certification.
Section 5.3: Nutritional Risk Assessment (PDF: 157.77KB/17 pages) - Change in section heading.
Section 5.4 Ineligibility (PDF: 27.43KB/1 page) - Revised to clarify and simplify procedures
Section 5.5 Procedures for Program Benefits ***DELETED*** Information incorporated into Section 5.2 (PDF: 109.94KB/17 pages)
Section 5.7 Referrals (PDF: 33.44KB/2 pages) - Revised to clarify referral requirements
Exhibit 5-L: Pregnant Women Health History - Updated form. Corrected risk code suggestions on left side of the form. ***No change in policy.***
Exhibit 5-M: Postpartum Women Health History - Updated form. Corrected risk code suggestions on left side of the form. ***No change in policy.***
Exhibit 5-N: Postpartum after Miscarriage Health History - New health history that may be used to certify postpartum women after a miscarriage. This exhibit displaces the Child Health History, which is now Exhibit 5-O. ***No change in policy.***
Exhibit 5-O: Child Health History - Corrected risk codes suggestion on left side of the form. This exhibit replaces the former Exhibit 5-O "Health History Checklist". which has been deleted. ***No change in policy.***
Exhibit 5-P: Recommended Childhood Immunization Schedule (PDF: 257.65KB/2 pages) - Updated schedule. *** No change in policy.***
Exhibit 5-Q: Dietary Assessment for Women and Children ***DELETED***. Information is available in a separate manual. ***No change in policy.***
Exhibit 5-R: Child Nutrition Questionnaire - This form has not been changed. Now available in English and Spanish on the MOM web site. ***No change in policy.***
Exhibit 5-T: Minnesota WIC Risk Criteria (PDF: 292.08KB/27 pages) - Incorporates changes made to risk codes 103, 121, 131, 141, 142, 151, 152 and 337. Most significant change is that the assessment of risk codes 121 and 152 now must be based on adjusted gestational age.
Exhibit 5-Y: Request for Medical Follow-up - Format change. Added participant information section. No change to policy.
Exhibit 5-DD: Waiver Form ***DELETED*** Now part of Exhibit 1-K
Exhibit 5-EE: Demonstration of Eligibility for Medical Assistance ***DELETED*** Information added to revised Exhibit 1-K and Exhibit 5-A (PDF: 46.28KB/1 page)
Exhibit 5-GG: Sample Letter of Ineligibility - Revised to reflect changes in the Ineligibility policy, Section 5.4 (PDF: 27.43KB/1 page). Address and phone numbers have changed in the nondiscrimination statement.
Exhibit 5-HH: Calculating Gestation -Adjusted Age (PDF: 26.59KB/1 page) - New exhibit; corresponds to Exhibit 5-T (PDF: 292.08KB/27 pages). Describes how to calculate adjusted gestational age, to be used in assigning risk codes 121 and 152.
Exhibit 5-II: Minnesota WIC Program Certification Form (PDF: 89.34KB/2 pages) - Replaces Exhibit 8-I. Revised to be more consistent with data collection in CHIP. ***No change in policy. ***
Chapter 6 - Nutrition Education
This chapter was reformatted, and in some instances, separate distinct policies were created to be more clear and easy to navigate.
Section 6.1 Introduction - Revised to more succinctly describe the importance of education as a benefit of WIC. Includes physical activity in the definition of nutrition education. (PDF: 23.47KB/ 1 page)
Section 6.2 General Nutrition Education - Describes Local Agency's responsibilities for meeting federal requirements to provide nutrition education. (PDF: 36.05KB/3 pages)
Section 6.3 Initial Education - Updated policy. (PDF: 31.10KB/2 pages)
Section 6.4 Drug and Harmful Substance Abuse Education - Previously part of the Initial Education section. Now a separate policy. (PDF: 25.97KB/1 page)
Section 6.5 Breastfeeding Education for Pregnant Women - Previously part of the Initial Education section. Now a separate policy. (PDF: 34.41KB/2 pages)
Section 6.6 High Risk Individual Nutrition Care Plans - Previously part of the Initial Education section. Now a separate policy. (PDF: 56.82KB/4 pages)
Section 6.7 Additional Education - Previously Section 6.4. Updated policy; suggests multiple means of providing additional education. (PDF: 56.71KB/5 pages)
Section 6.8: Nutrition Education Documentation - Previously Section 6.6. Updated policy to reflect documentation features in CHIP. (PDF: 35.66KB/3 pages)
Section 6.9 Nutrition Education Materials (PDF: 28.08KB/2 pages) Previously Section 6.8. Updated policy to reflect use of new evaluation forms (Exhibit 6-D [PDF: 562.73KB/26 pages]).
Section 6.10 Local Agency Nutrition Education Plans - Previously Section 6.9. Updated policy clarifies procedures for completing and submitting plans. (PDF: 16.52KB/1 page)
Section 6.11 Breastpump Education and Procedures - Previously Section 6.10. Section renumbered, minor changes in text. No change in policy. (PDF: 47.30KB/5 pages)
Former Section 6.11: Nutrition Education with Multi-Monthly Voucher Issuance ***DELETED*** Information incorporated into other policies.
Section 6.12 Peer Breastfeeding Support - New policy on peer breastfeeding support, consistent with FNS requirements. (PDF: 63.18KB/5 pages)
Exhibit 6-A: Minnesota WIC Program High Risk and Medical Referral Criteria - Revised to reflect changes in criteria for risk code 103; minor formatting changes made. No change in policy. (PDF: 241.91KB/11 pages)
Exhibit 6-C: Nutrition Education Materials ***DELETED*** No longer needed. No change in policy.
Exhibit 6-D: Guides and Forms for Evaluation Nutrition Education Materials - These guides and forms replace the previous Nutrition Education Materials Evaluation Form. (PDF: 562.73KB/16 pages)
Exhibit 6-F: Guidance for Implementing Individual Nutrition Care Plans ***DELETED*** Information is now included in Section 6.6 (PDF: 56.82KB/4 pages)
Exhibit 6-H: Guidance for Ordering Breastpumps - Guidance was updated to reflect changes in MMCAP, phone numbers and contacts. ***No change in policy.***. (PDF: 29.94KB/1 page)
Exhibit 6-I: PSS WIC Breastpump Order Guide ***DELETED*** Request breastpump pricing information from state Breastfeeding Coordinator.
Exhibit 6-J: Guidelines for Peer Breastfeeding Peer Counselors to Yield to a Lactation Expert or Health Care Provider - NEW. (PDF: 48.45KB/2 pages)
Exhibit 6-K: Confidentiality Checklist and Agreement - NEW. (PDF: 25.50KB/1 page)
Exhibit 6-L: Sample Job Description for WIC Staff Who Manage the Peer Support Program - NEW.
Exhibit 6-M: Sample Peer Documentation Form - NEW.
Exhibit 6-N: Sample Peer Counselor Weekly Activity Report - NEW.
Chapter 7: Food Prescription
Exhibit 7-J: WIC Formula Summary - New formulas added. (PDF: 24.35KB/1 page)
Exhibit 7-Q: Sample Formula Inventory Form - Added ProSobee LIPIL to the Inventory Form. ***No change in policy.***
Chapter 8 - Vouchers
This chapter was renamed, updated and reformatted to enhance its usefulness to local staff.
Section 8.1 Introduction (PDF: 12.79KB/1 page)
Section 8.2 Types of Vouchers and their Use - New section added to explain and clarify different types of vouchers. (PDF: 31.34KB/2 pages)
Section 8.3 Voucher Issuance, Pick Up Days (PDF: 29.86KB/2 pages)- New section added to explain and refine procedures for issuing vouchers.
Section 8.4 Mailing and Delivering Vouchers (PDF: 47.57KB/3 pages)- Updated.
Section 8.5 Voucher Ordering, Inventory and Security (PDF: 32.94KB/2 pages) - New section covering changes and clarifying how to order, maintain inventory and security of vouchers.
Section 8.6 Lost or Stolen Vouchers Reported by a Participant (PDF: 30.47KB/2 pages) - Revised to clarify procedures related to participant loss.
Section 8.7 Voucher Stock Lost/Stolen from a Local Agency (PDF: 26.94KB/1 page)- Revised to clarify procedures related to local agency loss.
Section 8.8 Voiding Unused Vouchers (PDF: 23.76KB/1 page) - New section added to address appropriate handling of unused or unusable vouchers/voucher stock.
Section 8.9 Voucher Issuance Reports (PDF: 30.32KB/2 pages) - Updated to include new and revised reports.
Exhibit 8-A: Dot Matrix Vouchers ***DELETED***
Exhibit 8-F: Replacement of Lost/Stolen Vouchers Statement (PDF: 13.81KB/1 page)- Revised to reflect changes in Lost/Stolen Vouchers policy.
Exhibit 8-H: Physical Count of Voucher Stock ***DELETED*** Inventory details added to Exhibit 8-J (PDF: 14.16KB/1 page)
Exhibit 8-I: Minnesota WIC Program Certification Form ***DELETED*** Replaced by Exhibit 5-II (PDF: 89.34KB/2 pages)
Exhibit 8-J: Voucher Consignment File Listing (PDF: 14.16KB/1 page)- Report has been revised so that it can be used for inventory.
Exhibit 8-K: Request for Supplies from Covansys ***DELETED*** Replaced with Exhibit 9-A (PDF: 15.03KB/1 page)
Chapter 9: Information System Operations - New Chapter.
Section 9.1 Introduction (PDF: 22.74KB/1 page)
Section 9.2 WIC Information System - SECTION IS PENDING.
Section 9.3: Data Integrity - New policy to ensure accurate participant data in the WIC information system. (PDF: 25.13KB/1 page)
Section 9.4 Security of WIC Data and Equipment - New policy to ensure the security of WIC data and computer equipment. (PDF: 14.52KB/2 pages)
Section 9.5 Equipment Inventory - WIC Information System - New policy to maintain an accurate inventory of specific major equipment needed for operation of the WIC information system. (PDF: 40.42KB/2 pages)
Section 9.6 Use of MN WIC Information System on Local Network - SECTION IS PENDING.
Exhibit 9-A: Request for Supplies from Covansys (electronic form) - Formerly Exhibit 8-K.
