Jayhawk Area Agency on Aging - OAA and SCA Unserved / Underserved Demand Tracking and Reporting Policy
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(Agency-Wide Program Policy)
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Purpose
The Jayhawk Area Agency on Aging (JAAA) is required to identify, track, and report unmet
demand for services funded under the Older Americans Act (OAA) and the Kansas Senior
Care Act (SCA) in accordance with federal and state requirements.
For reporting purposes, unmet demand may be referred to as a “wait list.” In practice, this
tracking reflects individuals or communities that are unserved or underserved due to
funding, capacity, or program limitations and does not represent a guaranteed queue or
entitlement to services.
This policy establishes a consistent, agency-wide framework for identifying, documenting,
and reporting unmet service demand while allowing for program-specific application as
outlined in the appendices to this policy.
Definitions
Unserved
An individual or population with an identified need for an eligible service who is not
receiving that service under any funding source at the time of reporting.
Underserved
An individual or population receiving some level of service, but at a level insufficient to
meet assessed need due to funding, service limits, or program constraints.
Wait List
For OAA and SCA reporting purposes, a “wait list” reflects documented unserved or
underserved demand and is used for planning, reporting, and advocacy. Placement on a
wait list does not guarantee future service availability.
General Principles
Unserved and underserved tracking is a planning and reporting function, not a promise or guarantee of service.
Tracking methodologies may vary by program based on service design, funding structure, and KDADS guidance.
Responsibility for tracking may rest with JAAA or with service providers, depending on the program.
All tracking must be accurate, supportable, and consistent with KDADS reporting requirements.
Responsibility for Tracking and Reporting
JAAA is responsible for ensuring that unserved and underserved demand is accurately
identified, documented, and reported to KDADS.
Program-specific responsibility for tracking (JAAA vs. providers), data sources, and
reporting methods are detailed in the applicable appendix to this policy.
Use of Unserved / Underserved Data
Unserved and underserved demand data may be used by JAAA for:
• KDADS and federal reporting
• Area Plan development and updates
• Program planning and service expansion analysis
• Funding advocacy and justification of unmet need
Documentation and Review
Documentation supporting reported unserved and underserved demand shall be
maintained in accordance with JAAA and KDADS record retention requirements and made
available for review upon request.
This policy and its appendices shall be reviewed periodically and updated as necessary to
remain consistent with applicable laws, regulations, and program guidance.
Appendix A — Congregate Meals (OAA Title III-C1)
Jayhawk Area Agency on Aging, Inc.
OAA Title III-C1 Congregate Meals
Waitlist / Unserved Demand Policy
1. Purpose
The purpose of this policy is to establish a consistent and compliant process for
identifying, documenting, and reporting unserved or underserved demand for OAA Title III-C1 Congregate Meals services, in accordance with the Older Americans Act (OAA) and
Kansas Department for Aging and Disability Services (KDADS) requirements.
This policy ensures that Jayhawk Area Agency on Aging, Inc. (JAAA) accurately reports
unmet need for Congregate Meals services while clearly distinguishing Congregate Meals
waitlist reporting from Home Delivered Meals (Title III-C2) waitlist practices.
This appendix is adopted pursuant to the Jayhawk Area Agency on Aging Unserved /
Underserved Demand Tracking and Reporting Policy and provides program-specific
guidance for OAA Title III-C1 Congregate Meals.
2. Definition of Congregate Meals “Waitlist”
For OAA Title III-C1 purposes, a waitlist does not represent a queue of individuals awaiting
authorized services. Instead, the Congregate Meals waitlist reflects documented unserved
or underserved demand, including OAA-eligible individuals or communities that are unable
to access Congregate Meals services due to systemic barriers.
This waitlist is used for planning, reporting, and advocacy purposes and does not
guarantee future service availability.
3. What Constitutes Unserved or Underserved Demand
The following situations may be counted as Congregate Meals waitlist or unserved
demand:
OAA-eligible individuals who are unable to attend an operating congregate meal site due to transportation barriers;
Geographic areas or communities where congregate meal sites are not currently operating due to funding limitations;
Congregate meal sites that are temporarily or permanently closed, resulting in unmet demand;
Communities where a need for Congregate Meals has been identified but services cannot be initiated due to insufficient funding, staffing, or facility availability.
4. What Does Not Constitute a Congregate Meals Waitlist
The following situations shall not be counted as Congregate Meals waitlist or unserved
demand:
Individuals who choose not to attend an operating congregate meal site;
Individuals who are ineligible for OAA services;
Individuals awaiting completion of a Uniform Program Registration (UPR) at an
operating site;
Individuals who receive Congregate Meals services on a limited or reduced schedule due to personal preference.
5. Individual Eligibility and Registration
Placement on a Congregate Meals waitlist does not require completion of a Uniform
Program Registration (UPR), as no services are being authorized or delivered.
UPRs are completed only when an individual begins receiving Congregate Meals services at
an operating site, in accordance with KDADS Field Service Manual requirements.
6. Data Collection and Reporting
Congregate Meals providers shall:
Maintain documentation supporting the identification of unserved or underserved demand (e.g., community requests, transportation barriers, site closures);
Report aggregate monthly waitlist/unserved demand numbers to JAAA;
Submit waitlist data by the end of the last business day of each month for inclusion in KDADS reporting.
Reported data shall reflect counts of unmet demand, not individual authorizations or
service commitments.
7. Use of Waitlist / Unserved Demand Data
Congregate Meals waitlist data may be used by JAAA for:
KDADS and federal reporting;
Area Plan development and updates;
Program planning and service expansion analysis;
Funding advocacy and justification of unmet need.
8. Coordination and Review
JAAA reserves the right to:
Review provider documentation related to reported unserved demand;
Request clarification or supporting information;
Provide technical assistance to ensure consistent and accurate reporting.
9. Policy Review
This policy shall be reviewed periodically and updated as necessary to remain consistent
with KDADS Field Service Manual requirements, OAA regulations, and JAAA program
practices
Appendix B — CHAMPSS (OAA Title III-C1)
Jayhawk Area Agency on Aging, Inc.
OAA Title III-C1 CHAMPSS Program
Waitlist / Unserved Demand Policy
1. Purpose
The purpose of this policy is to establish a consistent and compliant process for
identifying, documenting, and reporting unserved or underserved demand for OAA Title III-C1 CHAMPSS Program services, in accordance with the Older Americans Act (OAA) and Kansas Department for Aging and Disability Services (KDADS) requirements.
This policy ensures that Jayhawk Area Agency on Aging, Inc. (JAAA) accurately reports
unmet need for CHAMPSS services.
This appendix is adopted pursuant to the Jayhawk Area Agency on Aging Unserved /
Underserved Demand Tracking and Reporting Policy and provides program-specific
guidance for the OAA Title III-C1 CHAMPSS Program.
2. Definition of CHAMPSS “Waitlist”
For OAA Title III-C1 CHAMPSS purposes, a waitlist represents eligible individuals who have
requested participation in the CHAMPSS Program but are unable to be enrolled due to
funding, capacity, or program limitations.
This waitlist is used for planning, reporting, and advocacy purposes and does not
guarantee future service availability.
3. What Constitutes Unserved or Underserved Demand
The following situations may be counted as CHAMPSS waitlist or unserved demand:
OAA-eligible individuals who meet CHAMPSS eligibility requirements but cannot be enrolled due to funding limitations;
Individuals who request CHAMPSS participation but cannot be served due to program capacity limits;
Temporary suspension or limitation of CHAMPSS enrollment due to administrative, staffing, or vendor availability constraints;
Individuals who are eligible for CHAMPSS but receive limited participation due to program or funding limitations.
4. What Does Not Constitute a CHAMPSS Waitlist
The following situations shall not be counted as CHAMPSS waitlist or unserved demand:
Individuals who are ineligible for OAA services;
Individuals who choose not to participate in CHAMPSS after eligibility determination;
Individuals awaiting completion of intake steps who have not requested CHAMPSS participation;
Individuals removed from the waitlist due to inability to contact after reasonable outreach attempts.
5. Individual Eligibility and Registration
Eligibility for placement on the CHAMPSS waitlist is limited to individuals who are 60 years
of age or older and who reside within Shawnee, Jefferson, or Douglas Counties, Kansas.
Placement on a CHAMPSS waitlist does not require completion of a Uniform Program
Registration (UPR), as no services are being authorized or delivered.
UPRs are completed only when an individual begins receiving CHAMPSS services, in
accordance with KDADS Field Service Manual requirements.
6. Data Collection and Reporting
Jayhawk Area Agency on Aging, Inc. shall:
Maintain documentation supporting the identification of unserved or underserved demand (e.g., waitlist requests, enrollment limitations);
Maintain a centralized CHAMPSS waitlist using standardized intake procedures;
Report aggregate monthly waitlist/unserved demand numbers for inclusion in KDADS reporting.
Reported data shall reflect counts of unmet demand, not individual authorizations or
service commitments.
7. Use of Waitlist / Unserved Demand Data
CHAMPSS waitlist data may be used by JAAA for:
KDADS and federal reporting;
Area Plan development and updates;
Program planning and service expansion analysis;
Funding advocacy and justification of unmet need.
8. Coordination and Review
JAAA reserves the right to:
Review documentation related to reported waitlist or unserved demand;
Request clarification or supporting information;
Provide technical assistance to ensure consistent and accurate reporting.
9. Policy Review
This policy shall be reviewed periodically and updated as necessary to remain consistent
with KDADS Field Service Manual requirements, OAA regulations, and JAAA program
practices.
Appendix C — Home Delivered Meals (OAA Title III-C2)
Jayhawk Area Agency on Aging (JAAA)
Older Americans Act (OAA) Home Delivered Meals
Unserved / Underserved Demand Tracking Policy and Procedure
(HDM Wait List Reporting)
Purpose
The Jayhawk Area Agency on Aging (JAAA) is required to track and report Home Delivered
Meal (HDM) wait lists to the Kansas Department for Aging and Disability Services (KDADS).
This process ensures that JAAA can identify both unserved and underserved individuals in
need of meal services and accurately assess service delivery and funding needs across the
region.
This appendix is adopted pursuant to the Jayhawk Area Agency on Aging Unserved /
Underserved Demand Tracking and Reporting Policy and provides program-specific
guidance for OAA Title III-C2 Home Delivered Meals.
Definitions
Unserved:
Individuals who need a Home Delivered Meal but are not currently receiving any meal
under any funding source, including OAA, local government funds, donations, or self-pay.
Underserved:
Individuals who are receiving some meal service, but that service does not fully meet their
nutritional needs. This includes:
Individuals who need more meals than can be provided under the OAA HDM contract (e.g., receiving 5 meals per week but require 7, or need 2 meals per day).
Individuals receiving a meal funded through another source, such as private pay, city or county funding, community donations, or other non-OAA programs (excluding PACE or HCBS Medicaid paid meals).
Reporting Requirements
Each Home Delivered Meal provider must submit the wait list information to JAAA by the last business day of each month.
JAAA will compile and report totals to KDADS by the 3rd of each month.
Reports must be submitted via email to: reporting@jhawkaaa.org
Reports should be submitted in the format provided by JAAA (Excel or PDF).
Reporting Format
Service | Numbers of Persons UNSERVED (definition above) | Numbers of Persons UNDERSERVED (definition above) | Comments regarding service delivery problems or funding problems |
HMEL OAAC32 |
Documentation
Providers must maintain documentation supporting reported numbers, including:
Intake assessments and eligibility forms
Service delivery records
Communication logs for individuals on the wait list
This documentation should be retained in accordance with JAAA and KDADS recordkeeping
requirements and made available for review upon request.
Wait List Management Procedures
Eligibility Review: Confirm that each individual on the wait list meets OAA eligibility criteria for Home Delivered Meals.
Prioritization: Identify if the individual qualifies under priority categories (e.g., low-income, isolated, or frail).
Follow-Up: Providers should contact individuals on the wait list bi-annually based on when customer was placed on the wait list to confirm continued need and interest in service.
Resolution: Once service becomes available, update the wait list to reflect the individual’s start date and remove them from the unserved or underserved count.
Contact for Questions
For questions regarding this policy, reporting requirements, or data submission, contact:
Jayhawk Area Agency on Aging (JAAA) reporting@jhawkaaa.org.
Notes
Ensure consistent use of the unserved and underserved definitions across all providers.
Clearly document changes in service status (unserved → served → underserved) to maintain data accuracy.
Providers are encouraged to communicate any ongoing service delivery or funding barriers in the “Comments” section of their report.
Appendix D — In-Home Services (OAA III-B, III-E, and SCA)
Jayhawk Area Agency on Aging (JAAA)
Older Americans Act (OAA) and Senior Care Act (SCA)
In-Home Services Unserved / Underserved Demand Tracking Policy
(Wait List Reporting)
Purpose
The Jayhawk Area Agency on Aging (JAAA) is responsible for identifying, tracking, and
reporting unmet demand for OAA- and Senior Care Act–funded in-home services to the
Kansas Department for Aging and Disability Services (KDADS).
For reporting purposes, KDADS may refer to this unmet demand as a “wait list.” In practice,
this tracking reflects individuals who are unserved or underserved due to funding,
capacity, or program limitations and does not represent a guaranteed queue for services.
This process ensures that JAAA can accurately assess unmet service needs, comply with
state and federal reporting requirements, and support program planning and funding
decisions.
This appendix is adopted pursuant to the Jayhawk Area Agency on Aging Unserved /
Underserved Demand Tracking and Reporting Policy and provides program-specific
guidance for OAA Titles III-B and III-E and Senior Care Act in-home services.
Services Covered by This Policy
This policy applies to the following OAA and SCA in-home services administered by JAAA:
Attendant Care (OAA Title III-B, III-E, and SCA)
Homemaker Services (OAA Title III-B, III-E, and SCA)
Personal Emergency Response Systems (PERS) (SCA)
Respite Care (OAA Title III-E)
One-Time Purchases (SCA)
Definitions
Unserved
Individuals who need an eligible in-home service but are not currently receiving that
service under any funding source, including OAA, SCA, local funds, donations, private
pay, or other non-Medicaid programs.
Underserved
Individuals who are receiving some level of in-home service, but that service does not fully
meet the assessed need due to funding, service limits, or program constraints. This
includes, but is not limited to:
Individuals authorized for fewer hours or units than assessed as necessary;
Individuals receiving services funded through alternative non-OAA or non-SCA sources due to exhaustion of OAA or SCA funds;
Individuals receiving temporary or partial services when ongoing or expanded services are needed.
Definition of In-Home Services “Wait List”
For OAA and SCA in-home services, a wait list reflects documented unserved or
underserved individuals whose service needs cannot be fully met at the time of reporting
due to funding or program capacity limitations.
This reporting does not guarantee service availability and is used solely for required KDADS
and federal reporting, planning, and advocacy purposes.
Responsibility for Wait List Tracking
Jayhawk Area Agency on Aging (JAAA) is solely responsible for:
Identifying individuals who are unserved or underserved for OAA and SCA in-home services;
Maintaining records and documentation related to unmet service demand;
Compiling and reporting aggregate unserved and underserved data to KDADS.
In-home service providers are not responsible for maintaining, tracking, or reporting wait
list or unserved/underserved data under this policy.
Data Collection and Reporting
JAAA shall:
Maintain internal records documenting unserved and underserved demand for covered in-home services;
Compile aggregate unserved and underserved counts in accordance with KDADS reporting requirements;
Submit required reports to KDADS within established reporting timelines.
Reported data shall reflect unmet service demand and shall not be construed as individual
service authorizations or commitments.
Documentation
JAAA shall maintain documentation supporting reported unserved and underserved
counts, including but not limited to:
Intake assessments and eligibility documentation;
Care plans and service authorization records;
Internal wait list or tracking records;
Communication logs related to service requests, funding limitations, or service changes.
Documentation shall be retained in accordance with JAAA and KDADS recordkeeping
requirements and made available for review upon request.
Unserved / Underserved Management Procedures
Eligibility Review
JAAA shall confirm that individuals included in unserved or underserved counts meet eligibility requirements for the applicable OAA or SCA in-home service.
Prioritization
JAAA shall identify priority populations consistent with OAA and SCA requirements, including individuals with the greatest economic or social need.
Follow-Up
JAAA shall conduct periodic follow-up with individuals identified as unserved or underserved to confirm continued need and interest, consistent with internal procedures.
Resolution
When services become available or service levels increase to meet assessed need, JAAA shall update records and remove individuals from unserved or underserved counts as appropriate.
Clarification on Funding Exhaustion and Mixed Funding
Individuals who continue to receive services funded through non-OAA or non-SCA sources due to exhaustion of OAA or SCA funds shall be reported as underserved, not served, for reporting purposes.
Individuals who receive no in-home services under any funding source shall be reported as unserved.
This clarification ensures consistent reporting and accurate documentation of unmet
service needs.
Notes
Unserved and underserved tracking is a reporting and planning function, not a promise or guarantee of service.
Changes in service status (unserved → underserved → served) must be clearly documented to maintain data accuracy.
This policy does not alter provider service obligations under existing contracts.
Appendix E — Disease Prevention and Health Promotion Services (OAA Title III-D)
Jayhawk Area Agency on Aging (JAAA)
OAA Title III-D Disease Prevention/Health Promotion
Unserved / Underserved Demand Tracking Policy
(Wait List Reporting)
Program Overview
This appendix is adopted pursuant to the Jayhawk Area Agency on Aging Unserved /
Underserved Demand Tracking and Reporting Policy and provides program-specific
guidance for OAA Title III-D Disease Prevention and Health Promotion services.
OAA Title III-D Disease Prevention and Health Promotion services support evidence-based
and evidence-informed programs designed to promote healthy behaviors, prevent chronic
disease, and improve health outcomes for older adults.
Services may include, but are not limited to, health education, physical activity programs,
chronic disease self-management, falls prevention, and other approved health promotion
activities.
Definition of Unserved or Underserved Demand
For OAA Title III-D purposes, unserved or underserved demand reflects eligible individuals
or populations who are unable to participate in available disease prevention and health
promotion activities due to funding, capacity, geographic, scheduling, or program
limitations.
Because Title III-D services are typically group-based, time-limited, or event-based,
unserved or underserved demand may be identified at either the individual or community
level.
What Constitutes Unserved or Underserved Demand
The following situations may be counted as Title III-D unserved or underserved demand:
Communities or geographic areas where approved Title III-D programs are not available due to funding or capacity limitations;
Eligible individuals who are unable to enroll in a scheduled Title III-D program due to class size limits or enrollment caps;
Individuals who are unable to participate due to transportation barriers when alternative delivery options are unavailable;
Identified demand for evidence-based or evidence-informed programs that cannot be initiated or expanded due to funding, staffing, or contractor availability constraints.
What Does Not Constitute Unserved or Underserved Demand
The following situations shall not be counted as Title III-D unserved or underserved
demand:
Individuals who choose not to participate in available Title III-D programs;
Individuals who are ineligible for OAA services;
Individuals who decline participation due to personal preference or scheduling conflicts when alternative opportunities are available.
Responsibility for Tracking
Jayhawk Area Agency on Aging (JAAA) is responsible for identifying, documenting, and
tracking unserved or underserved demand for OAA Title III-D services.
Title III-D service providers are not responsible for maintaining or reporting wait list or
unserved/underserved data unless otherwise directed by JAAA for specific program
evaluation purposes.
Data Use and Reporting
Unserved or underserved demand data for Title III-D services may be used by JAAA for:
KDADS and federal reporting, as applicable;
Area Plan development and updates;
Program planning and identification of service gaps;
Funding advocacy and justification of unmet health promotion needs.
Due to the nature of Title III-D services, reported data may be descriptive or aggregate
rather than individual-level counts.
Documentation and Review
JAAA shall maintain documentation supporting identified unserved or underserved
demand, which may include community requests, enrollment data, program capacity
limitations, or planning assessments.
This appendix shall be reviewed periodically and updated as necessary to remain
consistent with OAA requirements, KDADS guidance, and JAAA program practices
Well thought out policy. Captures reasoning and appropriate tracking well. Good Job!