241.004 Administrative Agency Requirements for Community Input

Policy Number  241.004
Effective Date  June 5, 2006
Revision Date  December 20, 2023
Subject Matter Expert Planning Group Manager
Approval Authority  HIV/STD Section Director
Signed by  D’Andra Luna

1.0 Purpose

This policy establishes the roles and responsibilities required of an administrative agency under contract with the Texas Department of State Health Services (DSHS) HIV/STD Section (Section) to assure community input into the development of a comprehensive HIV services plan for the delivery of HIV medical and support services and the sound implementation of that plan.

2.0 Definitions

Administrative Agency (AA) – Community-based organizations, governmental entities, and other organizations located within Texas and specifically deemed eligible in the state’s request for proposals (RFP). AAs ensure a comprehensive continuum of care exists in their funded areas. They accomplish this through the management, distribution, and oversight of federal and state funds and under contractual agreement with DSHS. AAs disburse funds from DSHS through a subcontractor system to provide comprehensive services to HIV-positive individuals and those affected within the service planning area.

HIV Administrative Service Area (HASA) – Texas is divided into six HASAs, with each HASA containing one or more HIV Service Delivery Areas. An administrative agency is responsible for providing administrative and planning services for the entire HASA it covers.

HIV Service Delivery Area (HSDA) – Geographic service area set by DSHS for the purposes of allocating federal and state funds for HIV core medical and support services.

3.0 Authority

Ryan White CARE Act, 42 U.S.C. §300ff; Texas Health and Safety Code, §§85.031-85.044; Uniform Grant Management Standards, Chapter III, State Uniform Administrative Requirements for Grants and Cooperative Agreements; General Provisions for Texas Department of State Health Services Grant Contracts; Financial Administrative Procedures Manual for DSHS Contractors.

4.0 Responsibilities

The Section coordinates federal and state funds for HIV client services through selected AAs in HASAs within Texas. 

The AAs provide administrative oversight, including planning activities, as required in Section Policy 241.001, Administrative Agency Roles and Responsibilities.

5.0 Policy

The AA obtains community input into the development of the comprehensive HIV services delivery plan, the setting of service category priorities, and the allocation of funding to those categories. The AA tailors the process used to gather input to the capacities of the community and meets the following requirements:

  • The AA includes people with HIV when gathering input. The AA also includes other stakeholders, including affected parties, HIV service providers, representatives from planning groups, members of the Texas statewide integrated community engagement body, and other allied providers, where appropriate.
  • The AA gathers input through multiple avenues, which it identifies and designs with stakeholders in mind. Examples of mechanisms for stakeholder input include issue-oriented ad-hoc workgroups, town hall meetings, advisory bodies, and opportunities to submit written comments.
  • The AA uses communications technology, such as conference calls or video conferences, to reduce the cost of soliciting feedback.
  • The AA does not conduct input processes which replicate information from existing data sources or the activities of other advisory or planning bodies, such as Ryan White Part A Planning Councils.
  • The AA conducts annual public hearings on the plan, including setting service priorities and allocations. If the AA’s area of responsibility includes more than one HIV Service Delivery Area, the AA holds multiple hearings across the planning area to facilitate local participation.

6.0 Associated Policies

Policy Number Policy Title
241.001 Administrative Agency Roles and Responsibilities


7.0 Revision History

Date Action Section
12/20/2023 Reviewed policy, updated authority section and list of stakeholders. Changed format and grammar to be consistent with other Section policies. All
6/5/2006 Policy created -