Protocol for Responding to Requests for Letters of Support

Management & Research Services Section

Protocol for Responding to Requests for Letters of Support

Release Date

11/06/2024

Section Heading

Purpose

To convert existing policy to new writing style only – No concept changes

Policy

This Administrative Directive provides the guidelines for responding to researchers and organizations seeking the support of the Department of Public Social Services (DPSS) in their efforts to obtain grants and/or approval of projects involving welfare programs. DPSS may respond to requests with Letters of Support, Letters of Acknowledgement, or Letters to Decline Support, as appropriate.

Please Note: Letters of Support are not part of the Legislative activities performed by Intergovernmental & Interagency Relations Division.

Background

Periodically, DPSS receives requests from various researchers and organizations seeking support for their efforts to obtain grants and/or approval of projects involving public assistance programs. For example, a researcher completing an application for a grant to study CalWORKs’ time limits may request DPSS to provide a “Letter of Support” to give credibility to its grant request. The Department will respond to these requests with a Letter of Support, Acknowledgement, or Decline of Support.

Upon receipt of a request for a Letter of Support, the staff designated by the Bureau Director to prepare a response will:

Compile and evaluate the information received;
Complete the “Request for a Letter of Support Fact Sheet” (Attachment I);
Draft a reply to the requestor for the Bureau Director’s or Department Director’s approval and signature;
Clear the draft with County Counsel, as needed;
Submit the response letter, the completed “Request for a Letter of Support Fact Sheet”; and a copy of the request for Letter of Support to the Bureau Director or Department Director for review, approval and signature; and
Forward the reply to the requesting researcher/organization.

Determining the type of letter to issue

In determining the kind of letter to issue, the Bureau responsible for responding will have to consider the researcher’s/organization’s purpose for seeking our support.

If the researcher or organization is seeking our support to obtain grant/funding for a project involving welfare program(s), the Department policy is to respond with a Letter of Support or a Letter to Decline Support. If the reason for seeking our support is other than to obtain funding for projects involving welfare programs, the Department will issue a Letter of Acknowledgement. The "Letters of Support Flowchart" (Attachment III) is provided as a guide.

Definitions

Terms and Descriptions

Letter of Support

A Letter of Support is offered to those who request documents that the intent of the letter is to accompany an application for funding a project/research. A Letter of Support is not a letter of commitment to participate in the project, but rather, an indication of interest in the project. If the project eventually receives the grant/funding, the researcher/organization must still follow the Department protocol for requesting DPSS participation in the project.

Letter to Decline Support

In some instances, the Department may decline a request for a Letter of Support. For example, a Letter of Support would not be provided if it would result in a conflict of interest, or the project would not benefit DPSS or public assistance participants. In this case, the reply to the requestor should state the Department’s position and reason(s) for the position taken.

Letter of Acknowledgement

The Department will offer a Letter of Acknowledgement to
requestors who are not seeking to obtain a grant. A Letter of Acknowledgement is a document that details a history of working with an agency or researcher, but does not contain language that endorses a particular project allowing the Department to maintain a neutral stance. If requested, a Letter of Acknowledgement will not be denied.

Requirements

Information to be included by the Requestor in the Request for a Letter of Support:

The requestor has to provide DPSS with a formal written request for a Letter of Support that includes the following information:

Description of the project
Background of the project
Goal(s) of the project
Public assistance population, i.e., CalWORKs, General Relief, etc.
Need/type of DPSS participants’ involvement
Funding source(s)

Information to be included by the Respondent in the Letter of Support

A Letter of Support should be factual and include at least the following information:

A statement summarizing the project
DPSS’ awareness of the work
DPSS’ interest in the project
Benefit(s) to DPSS
Benefit(s) to DPSS participants
A statement to declare support of the project without a commitment to participate

Information to be included by the Respondent in the Letter of Acknowledgement

A Letter of Acknowledgement should be factual and include at least the following information:

A statement summarizing the project
DPSS’ awareness of the work
A statement to declare acknowledgement that the Department has contracted or worked with the organization in the past, if applicable
Number of years DPSS has contracted or worked with the organization, if applicable

Verification Docs

N/A

Attachments

N/A

DPSS ePolicy

NAVIGATION