GP: 4 Caseload Management/Serving Priorities

Effective Date: 12/12 Downloads: PDF Version    Revised Date: 07/07


To ensure the delivery of benefits to persons with the greatest need and to ensure that local agencies are maintaining caseload within their assigned amount.



When a local agency or clinic has maintained their maximum assigned caseload (103%) for a period of 3 months, the local agency should inform the State WIC Director in writing of their need for either caseload increase or proposal to restrict priorities, as soon as it realizes the need to take such action.

The State Office will provide guidance and instruction to the local agency following receipt of the request.

Waiting Lists

1. A Waiting List should be established for the lowest priorities first

  • Priority VI (postpartum women)
  • Priority V (children)
  • Priority IV (postpartum women, breastfeeding women, infants, pregnant women)
  • Priority III (children)
  • Priority II (breastfeeding women, infants)
  • Priority I (breastfeeding women, infants, pregnant women)

2. Children may be sub-prioritized by age (oldest are the lowest priority).

3. If a caseload management system is established where the local agency will eliminate certain low priorities or if there are not enough caseload slots to enroll low priorities, it is unnecessary to place these individuals on a waiting list unless they request such placement.

4. The waiting list is not limited to those individuals applying for WIC, but also former WIC participants wanting to reapply after their eligibility has expired.

5. Transfers who are within their certification period and have a valid VOC shall be put on the waiting list ahead of any other applicant regardless of the priority of their nutritional risk criteria.

6. Eligible participants should not be removed in mid-certification, unless the local agency/clinic is directed to do so by the State Office.

7. Local agencies have the option when initiating a waiting list to:

a. place all interested persons on a waiting list before they are screened for eligibility or

b. screen or partially screen all applicants to determine a priority and place only eligible persons on the waiting list.

Placement on Waiting List

Waiting Lists shall include, at a minimum, the following information for each applicant.  Additional information (priority) shall be necessary if determining eligibility before placement.

  • Applicants name
  • Address and phone number
  • Age
  • Category of applicant
  • Date and notification of placement on waiting list
  • Status as a migrant, transfer, etc.
  • Date and time of appointment for screening(income, priority) or to be enrolled, if applicable
  • Response to notification for appointment/enrollment
  • Date of enrollment

Local agencies shall explain to applicants why placement on a waiting list is necessary and what it means in terms of realistic possibilities for enrollment. The applicant should be referred to health/social services when appropriate. All applicants shall be given a copy of the “Notice of Ineligibility, Placement on Waiting List, or Disqualification” indicating placement on the waiting list.

Removal From the Waiting List

When caseload slots become available, applicants shall be recalled in the following order;

  1. Transfers
  2. All other applicants by priority

Applicants shall be contacted by telephone or mail of availability. All attempts should be documented in the comments section of the waiting list. If contacting by mail or after telephone contact, you may use the “Appointment Notification” form or a similar form to provide information to the applicant on their scheduled appointment.