Louisiana Secretary of State
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THE APPLICATION ASSISTANT

Role and Responsibilities of the Application Assistant

An application assistant is an abuse and/or sexual assault advocate who works in an agency designated by the Louisiana Secretary of State's office and has been trained and certified by the ACP to assist clients in the ACP application process. A designated agency is a state, local or nonprofit agency that provides counseling, shelter or other services to victims of abuse, sexual assault or stalking.

An application assistant plays a vital role in the success of the ACP by providing information that the program exists. Application assistants inform their clients of the ACP and assist them in applying to be participants.

An application assistant is not deemed to be an employee or an agent of the Louisiana Secretary of State's Office. The application assistant will not hold herself/himself out as, nor claim to be, an officer or employee of the Louisiana Secretary of State's office and will not make any claim, demand or application to or for any right or privilege applicable to an officer or employee of the Secretary of State’s Office or the State of Louisiana.

An application assistant agrees not to discriminate against any client or potential program participant because of race, creed, color, national origin, gender, age, or mental, physical or sensory disability.

The responsibilities of ACP Application Assistants include:

  • Working with clients to determine whether the ACP should be a part of their safety plan.
  • Explaining ACP services and statutory guidelines to clients.
  • Assisting clients with the ACP application and forwarding the applications to the ACP in a timely manner.
  • Providing the ACP with all documentation relating to the ACP applicants and co-applicants.
  • Assisting the ACP to obtain information on applicants referred to the ACP.
  • Adhering to the terms and conditions of the ACP Application Assistant Agreement.
  • Providing the ACP with information and data that will help the ACP direct the future of the program.
  • Notifying the ACP of any change in their contact information or when they no longer wish to serve as an Application Assistant.

Certification

Advocates must attend a training session administered by the ACP. Training sessions are offered on an as-needed basis and are held at different locations throughout Louisiana. Notifications of these training sessions are sent to all designated agencies by mail and are free of charge. The training provides a comprehensive overview of the ACP and supplies advocates with all the materials they will require in order to assist a victim with the ACP application. During training, the advocate completes an ACP Application Assistant Agreement and Contact Information Form and is provided with a Welcome Packet and ACP Application Forms. After training, a certificate and a copy of the Application Assistant Agreement are sent to the advocate and the advocate is registered as a certified Application Assistant.

Certification is valid for two years and may be renewed by completing another Application Assistant Agreement and updating a Contact Information Form.

Application Assistant Agreement

The Application Assistant Agreement represents the agreement between the Address Confidentiality Program (ACP) and the Application Assistant and sets the terms, conditions and requirements for both parties. Advocates must sign the agreement indicating that they will abide by the contract and the Louisiana Secretary of State’s representative signs the document as well. The ACP retains the original copy and a copy is sent to the Application Assistant.

Contact Information Form

Application Assistants must also complete a Contact Information Form indicating when and where they attended ACP training and their agency contact information.

Welcome Packet

  • Program Participant Guide
  • Application Assistant Guide (quick reference)
  • Program Brochure
  • National ACP Listings

ACP Application Forms

  • ACP Application Packets:
    Application, Checklist, Authorization Card, ACP-addressed envelope,
    ACP Supplemental Applications

Application Assistants are encouraged to have ACP application forms available at all times and additional forms can be requested by contacting the ACP. Application Assistants working in the same agency can share ACP application forms.

Termination

  • The Louisiana Secretary of State may cancel an Application Assistant's certification for any one of the following reasons:
  • The Application Assistant requests the ACP cancel his/her participation.
  • The Application Assistant is no longer an employee of a designated agency.
  • The Application Assistant does not renew his/her Application Assistant agreement.
  • The Application Assistant fails to fulfill his/her obligations in a timely and proper manner.
  • The ACP determines that the Application Assistant breached confidentiality rules and/or the terms of the Application Assistant Agreement.

The ACP will send a notice of cancellation to the Application Assistant and request that all ACP materials be returned to the ACP or transferred to another Application Assistant in his/her agency.
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