Appendix J.4 Template for document reminder email for the survey

J.4 Template for document reminder email for the survey

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OMB Control No: 0584-XXXX

Expiration date: XX/XX/20XX

To: SNAP State administrator

Subject: Reminder! Please provide documents for the SNAP COVID-19 Survey

Dear [SNAP State administrator FN LN],

Thank you for completing the SNAP COVID-19 Survey!

You indicated in the survey that you could provide us with additional documentation about COVID-19 related policies and operations in your State. As a reminder, these should be documents that are readily available for your State to share. For example, if you need to coordinate with different departments to receive the documentation then you do not have to send them. If there are a lot of potential documents that could be sent, you may choose the most relevant ones.

Based upon this, we would like you to provide the following documents:

• Supplementary materials for implementing policies related to operating SNAP during the public health emergency For example, an FAQ document for staff.

  • [If blank: We do not have this on file/We have this document on file: [FILL NAME]/ IF NA: Not applicable for this State]

  • Section respondent: [FIRST NAME] [LAST NAME]

  • Method for sending document(s): [Email/Secure File Transfer Site]

• State guidance, policy, or informational documents related to COVID-19 policies and/or operations that have been continued, revised, or dropped.

  • [If blank: We do not have this on file./We have this document on file: [FILL NAME]/ IF NA: Not applicable for this State]

  • Section respondent: [FIRST NAME] [LAST NAME]

  • Method for sending document(s): [Email/Secure File Transfer Site]

• Informational documents that describe staffing changes made during or as a result of the public health emergency (e.g., information about office closures, telework, remote or hybrid working policies, etc.)

  • [If blank: We do not have this on file./We have this document on file: [FILL NAME]/ IF NA: Not applicable for this State]

  • Section respondent: [FIRST NAME] [LAST NAME]

  • Method for sending document(s): [Email/Secure File Transfer Site]

• Training materials for frontline staff related to providing SNAP services during the public health emergency. These materials may include any documents related to training sessions.

  • [If blank: We do not have this on file./We have this document on file: [FILL NAME]/ IF NA: Not applicable for this State]

  • Section respondent: [FIRST NAME] [LAST NAME]

  • Method for sending document(s): [Email/Secure File Transfer Site]

• Procedural instructions and/or manuals related to operating during the public health emergency

  • [If blank: We do not have this on file./We have this document on file: [FILL NAME]/ IF NA: Not applicable for this State]

  • Section respondent: [FIRST NAME] [LAST NAME]

  • Method for sending document(s): [Email/Secure File Transfer Site]

Please [email/upload] your documents as soon as possible. [IF NEED SECURE FILE TRANSFER SITE: To upload your documents please [INSERT INSTRUCTIONS]. If your State does not have some of these documents, then please let us know and we will update our records. If you need to use your State’s approved file transfer site, please let us know and we can coordinate with you on accessing these documents.]

If you have any questions or are having trouble sharing the documents, please call us at 1-800-XXX-XXXX or email us at [emailinbox]@mathematica-mpr.com. Thank you for your time and participation in this important study!

Sincerely,

Elizabeth Brown

Project director, SNAP COVID-19 study

Public Burden Statement

This information is being collected to assist the Food and Nutrition Service in examining how State SNAP agencies shifted operations since the onset of the COVID-19 pandemic. This is a voluntary data collection and FNS will use the information to describe how State agencies shifted operations during and after the public health emergency and identify best practices and lessons learned. This collection does not request any personally identifiable information under the Privacy Act of 1974. According to the Paperwork Reduction Act of 1995, an agency may not conduct or sponsor, and a person is not required to respond to, a collection of information unless it displays a valid OMB control number. The valid OMB control number for this information collection is 0584-XXXX and Expiration Date XX-XX-20XX. The time required to complete this information collection is estimated to take 0.0333 hours per response. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to: U.S. Department of Agriculture, Food and Nutrition Service, Office of Policy Support, 1320 Braddock Place, 5th Floor, Alexandria, VA 22306 ATTN: PRA (0584-XXXX).