New Client Registration

Our goal is to serve all of the Clients that come through the door! We have a system in place that permits us to serve nearly everyone we see at the front desk. You are encouraged to follow these procedures so that we may all be consistent, and in one accord.

Step One: Greet the new Client!    

Step Two: Verify Zip Code

Ask for verification of Zip Code. This is key! If the Client is NOT in the areas that we serve, everything that follows is genuinely pointless. We are only permitted to register Clients in eight Zip codes (posted in the front office).

Zip Codes served:

Note that 95112 is close by -- about a block to the east, but it is not in the area served by SMUM.  Click here for map of SMUM service area.

Step Three: Check ID

Once the Zip code is verified, check ID for Date of Birth (DOB). This information helps to locate our Clients in the database accurately and quickly. This info also prevents us from registering the same Client with multiple SMUM numbers.

If the person registering does not have ID, he or she should be given instructions on how to Obtain an ID.  The individual is encouraged to obtain the ID and then return to complete the Client Registratino.

Policy:

ID/Date of Birth and Zip code check for all done every January and June or if it has been more than 6 months since the previous ID check.

Revisamos el ID/Fecha de Nacimiento y Codigo postal para todos en enero y junio.

Step Four: Check the database

Check the Client’s DOB and Family name in our database. If the Client does not have a registration number, continue to step five. If you locate the Client in the database, give them a SMUM card with their number written on it.

Step Five: Previous registration incomplete

If you locate a a previously submitted registration form for the  Client in the binder for New Clients with incomplete forms, the Client must bring in verification of personal information in order to be served. Do not provide food to Clients in the Incomplete binder.

Step Six: Registration Sheet

Give the Client a registration sheet and instruct them to fill out all the information and sign the sheet. The Client may do this in the waiting area so that other Clients may be served.

Registration Sheet - English/Español (PDF)

Step Seven: Review

Upon completion of the form, review the information and check off all of the verified items in the box provided (please do not use the old sheets without the check off box).

(a) Make sure that the Clients have included name, Birth date and Zip code. These three parts of information are essential. We will not register Clients without this information.  However, we may serve Clients an emergency box without this information only under exceptional circumstances.

(b) We must have a photo ID with birth date for the spouse.  The client may bring in a photocopy of the ID.

(c) Parents, grandsons/daughters, nieces, nephews, friends, etc. may not be included in the family registration.  Guardians must show proof of guardianship.  Parents living with a client must register separately.

(d) Children over the age of 18 may may not be included in the family registration.  Children over 18 living at home must register separately, if they meet eligibility requirements.

(e) Check the income and compare it to the chart on the USDA registration form.  If the client makes more income than indicated on the chart, they are not eligible for food distribution services.

(f) If the client's rent is higher than their income, ask them how they pay their rent.  Sometimes this indicates that they have additional sources of income.

Step Eight: Information is complete

If all the required information is complete, place your initials in the space provided and place the sheet in the NEW CLIENT binder for COMPLETED forms.

Issue a SMUM card to the client, as well as a copy of the registration policy to remind them that they must present documentation from time-to-time.

You may serve the Client the appropriate amount of USDA food (determined by family size).

Step Nine: Incomplete information

If the Clients lacks information on the registration sheet other than, Zip code, Last name and DOB (Self, Spouse, Children), you may register/serve the Client. Remind them that upon their next visit they will NOT be served food without verification of the remaining information. Place the registration for in the NEW CLIENT binder for INCOMPLETE forms.

You may serve the Client the appropriate amount of USDA food (determined by family size).

Give the client a copy of the registration policy reminding them of the information they need to provide.

For any additional questions or comments, suggestions and other please contact the director. Thank you. May God bless you.