skip to content

Administrative Policy on Submitting Organization Rosters

Scope

This policy applies to navigators and certified application counselors.

Terms and Definitions

Supervisor: A certified navigator that acts primarily in a supervisory capacity and does not regularly directly assist consumers with completing an application.

Support staff: A certified navigator that provides support (such as pre-screening, setting up appointments, assisting with follow-up) and does not regularly directly assist consumers with completing an application.

Agency Administrator: Individual identified as by the organization in their contract application as being responsible for the administration of organizational data, including location address changes, activating or inactivating individual assisters using the agency’s roster, coordination and communication regarding assister certification status, ensuring individual assister data is current and accurate.

Roster: Fillable Excel file that includes the names and required contact information for all employees, agents and volunteers of an organization who require certification to perform the services outlined in the organization’s contract.

ARC: Assister Resource Center

Assister Directory: Online listing of certified navigators available to help consumers with the application and enrollment process.

Policy Details

Navigator and CAC organizations are required to provide to MNsure a roster of all employees, agents and volunteers who require certification to perform the services outlined in their contract with MNsure.

Organizations are under a continuing obligation to inform MNsure if there is a change in a certified individual’s contact information or directory status, and when each certified individual is terminated, separates, or otherwise ceases to perform contracted services.

Navigator organizations must use the “Navigator Roster” template for submitting rosters. Certified application counselor (CAC) organizations must use the “CAC Roster” template for submitting rosters.

Procedure for Submitting a Navigator Roster

A “Navigator Roster” template in the form of an Excel file is available under Essential Tools on Navigator One Stop. Once the navigator organization has created an initial roster, they are advised to keep the Excel file to simplify the process of providing future updates. Organizations can request their most recent roster file by contacting the ARC.

To submit a completed roster, navigator organizations must follow these steps:

  1. Open the Navigator Roster template (Excel), perform a “save as” and name the file using this format: “Organization name_Roster_mmddyy.xls”.
  2. Fill in all of the fields are required for each navigator already certified or seeking certification.
    1. Rosters must be submitted by the organizations’ Agency Administrator. If the Agency Administrator has changed, the organization’s authorized representative or the individual with signature authority must notify the ARC of the current Agency Administrator.
    2. Current status information for each navigator must be selected.
      1. Continuing – A previously reported navigator that has no change to their status or information.
      2. New – A staff member that needs to begin the certification process to become a navigator. In your next roster update, this individual’s status should change from New to a different status.
      3. Remove – A navigator that you are permanently removing from your roster. In the next roster update, you can delete this individual from your roster.
      4. Update - A continuing navigator that has a change to their contact information, such as a name change, updated phone number, or change to their directory information. Please include in the text body of the email to the ARC which navigators require an update.
      5. Inactive – A navigator that is temporarily inactive. While inactive, the individual is not authorized to assist consumers and cannot access ARC services.
      6. Reactivate – A navigator that was previously listed as inactive and should now be reactivated. The individual may need to complete any required training prior to being reactivated.
    3. In the “Certification Information” fields, enter business contact information for each navigator. This contact information will not be displayed to the public. It should be direct contact information for the navigator, such as a direct phone number and email address. The email address will be used for MNsure communications with the individual, including training, certification and the e-newsletter. A unique email address is required for creating an assister portal account. Organizations should not provide MNsure with an individual’s home address or personal phone numbers.
    4. In the “Assister Portal Access” field:
      1. “Yes” indicates that the navigator is approved by the organization to have an assister portal account. The navigator must complete additional requirements before assister portal account will be created (refer to the Assister Portal Access policy and procedure).
      2. “No” indicates that the organization does not want this navigator to have an assister portal account. MNsure will not create an assister portal account for these individuals.
    5. In the “Public Directory/Assister Portal Information” fields, enter contact information for the navigator that will be displayed to the public through MNsure’s Assister Directory and to a consumer using the assister portal (if applicable). For these public fields, it is acceptable to use a central phone number and/or email address for the navigator, rather than direct contact information.
    6. The “List on Directory” field defaults to “Yes.” To ensure that consumers are able to connect with application and enrollment assistance in their community, certified navigators are required to be listed on the MNsure Assister Directory. Organizations may request that certain individual not be listed (refer to the MNsure Assister Directory policy).
      1. Yes (default option)
      2. No – Supervisor
      3. No – Support staff
      4. No – County, Tribe
  3. Save the roster for your records and email the completed roster to navigators@mnsure.org.

Procedure for Submitting a CAC Roster

A “CAC Roster” template in the form of an Excel file is available under Essential Tools on Navigator One Stop. Once the CAC organization has created an initial roster, they are advised to keep the Excel file to simplify the process of providing future updates. Organizations can request their most recent roster file by contacting the ARC.

To submit a completed roster, CAC organizations must follow these steps:

  1. Open the CAC Roster template (Excel), perform a “save as” and name the file using this format: “Organization name_Roster_mmddyy.xls”.
  2. Fill in all of the fields are required for each CAC already certified or seeking certification.
    1. Rosters must be submitted by the organizations’ Agency Administrator. If the Agency Administrator has changed, the organization’s authorized representative or the individual with signature authority must notify the ARC of the current Agency Administrator.
    2. Current status information for each CAC must be selected.
      1. Continuing – A previously reported CAC that has no change to their status or information.
      2. New – A staff member that needs to begin the certification process to become a CAC. In your next roster update, this individual’s status should change from New to a different status.
      3. Remove – A CAC that you are permanently removing from your roster. In the next roster update, you can delete this individual from your roster.
      4. Update - A continuing CAC that has a change to their contact information, such as a name change, updated phone number, or change to their directory information. Please include in the text body of the email to the ARC which CACs require an update.
      5. Inactive – A CAC that is temporarily inactive. While inactive, the individual is not authorized to assist consumers and cannot access ARC services.
      6. Reactivate – A CAC that was previously listed as inactive and should now be reactivated. The individual may need to complete any required training prior to being reactivated.
    3. In the “Certification Information” fields, enter business contact information for each CAC. This contact information will not be displayed to the public. It should be direct contact information for the CAC, such as a direct phone number and email address. The email address will be used for MNsure communications with the individual, including training, certification and the e-newsletter. A unique email address is required for creating an assister portal account. Organizations should not provide MNsure with an individual’s home address or personal phone numbers.
    4. In the “Assister Portal Access” field:
      1. “Yes” indicates that the CAC is approved by the organization to have an assister portal account. The CAC must complete additional requirements before assister portal account will be created (refer to the Assister Portal Access policy and procedure).
      2. “No” indicates that the organization does not want this CAC to have an assister portal account. MNsure will not create an assister portal account for these individuals.
    5. It is only necessary to complete the “Assister Portal Information” fields if you have selected “Yes” in the “Assister Portal Access” field. If the CAC will have access to the assister portal, enter contact information for the CAC that will be displayed to a consumer who authorizes an assister to act on their behalf. For these public fields, it is acceptable to use a central phone number and/or email address for the CAC, rather than direct contact information.
  3. Save the roster for your records and email the completed roster to navigators@mnsure.org.

References and Related Documents

back to top