TRIANGLE ASSOCIATES INC.
ADMISSION, TRANSFER, AND CONTINUING
OCCUPANCY POLICY
USCO COMMUNITY HOMES
1022G Hosbrook Street
Indianapolis, IN 46203
(317) 917-1050 - TDD
Relay 1-800-743-3333
Past Revisions: 2/2001, 04/08/05, 10/21/06, 03/2008, 2/09, 9/09, 4/10, 5/10, 1/11
Revised: 3/2011
Table of Contents
PROPERTY DESCRIPTION ............................................................................................................... 1
PROGRAM ELIGIBILITY ..................................................................................................................... 1
ELIGIBLE HOUSEHOLD CHARACTERISTICS ................................................................................... 1
PROPERTY STANDARDS FOR OCCUPANCY: ................................................................................. 2
INCOME LIMITS.................................................................................................................................. 4
MINIMUM RENT .............................................................................................................................. 4
INELIGIBLE APPLICANTS .................................................................................................................. 5
ADDITIONAL SELECTION CRITERIA ................................................................................................ 5
FAIR HOUSING AND EQUAL OPPORTUNITY REQUIREMENTS ..................................................... 6
UNIT TRANSFERS .......................................................................................................................... 6
UNITS DESIGNED SPECIFICALLY FOR HANDICAPPED PERSONS: .............................................. 7
SECTION 504, FAIR HOUSING ACT AND CIVIL RIGHTS ACT ......................................................... 7
Section 504: ..................................................................................................................................... 7
Fair Housing Act: .............................................................................................................................. 8
CIVIL RIGHTS RELATED PROGRAM REQUIREMENTS ................................................................... 8
Limited English Proficiency (LEP)..................................................................................................... 8
Mitigating Circumstances ................................................................................................................. 8
THE VIOLENCE AGAINST WOMEN AND DEPARTMENT OF JUSTICE REAUTHORIZATION ACT
OF 2005 .............................................................................................................................................. 9
CITIZENSHIP REQUIREMENTS ......................................................................................................... 9
ACCEPTABLE DEPARTMENT OF HOMELAND SECURITY DOCUMENTATION ........................ 10
Reviewing and Verification of a Household’s Citizenship/Immigration Status ................................. 11
Secondary verification .................................................................................................................... 11
Notification to Applicants ................................................................................................................ 11
Mixed Households .......................................................................................................................... 12
Appealing Determinations of Ineligibility ......................................................................................... 12
Prohibition Against Delay of Assistance ......................................................................................... 12
SOCIAL SECURITY REQUIREMENTS ............................................................................................. 12
STUDENT ELIGIBILITY .................................................................................................................... 14
EXEMPTION FOR STUDENT WITH DISABILITIES ......................................................................... 14
APPLICATIONS, WAITING LIST, AND CERTIFICATION PROCEDURES ....................................... 14
REVIEWING THE APPLICATION TO DETERMINE TENTATIVE ELIGIBILITY AND UNIT SIZE
NEEDED ........................................................................................................................................ 15
RECONFIRMATION OF INTEREST AND MAINTENANCE OF THE WAITING LISTS .................. 16
INTERVIEWING THE APPLICANT ................................................................................................ 16
VERIFYING INFORMATION .......................................................................................................... 17
EIV ................................................................................................................................................. 18
DETERMINING ELIGIBILITY AND COMPUTING THE MONTHLY RENT ..................................... 19
KEEPING VERIFICATIONS CURRENT ......................................................................................... 19
NOTIFYING THE APPLICANT OF REJECTION ............................................................................ 19
NOTIFYING THE APPLICANT OF APPROVAL ............................................................................. 20
CERTIFYING THE APPROVED APPLICANT ................................................................................ 20
GENERAL APPLICATION INFORMATION .................................................................................... 21
CLOSING THE WAITING LIST ...................................................................................................... 21
REOPENING A WAITING LIST ..................................................................................................... 22
ADDITIONAL CONTINUING OCCUPANCY REQUIREMENTS......................................................... 22
USCO COMMUNITY HOMES
1022G Hosbrook Street
Indianapolis, IN 46203
(317) 917-1050 - TDD Relay 1-800-743-3333 FAX # (317)
ADMISSION, TRANSFER, AND CONTINUING OCCUPANCY POLICY
Revised: 3/2011
PROPERTY DESCRIPTION
USCO Community Homes is a 236 rental property with Section 8 assistance available to
eligible residents in 24 dwelling units. USCO Community Homes is a two building family
property with one bedroom, two bedroom, and three bedroom apartments. USCO
Community Homes is located on the Southside of Indianapolis.
PROGRAM ELIGIBILITY
To be eligible for admission, applicants must meet the eligibility requirements of the Department of
Housing and Urban Development (HUD) for the Section 8 program and the USCO Community
Homes resident selection criteria. Any preferences required by the Federal government will cause
some eligible applicants to be offered housing ahead of others.
The household may be eligible for assistance on the Section 8 program only if:
1.
2.
3.
4.
5.
6.
7.
8.
The household meets the economic criteria established for the subsidy program, and the
household's annual income does not exceed the Very Low (50%) income limit.
The owner and resident comply with HUD's unit size standards.
The applicant agrees to pay the monthly rent required for the subsidy program.
The unit will be the household's only residence.
At the time of admission, the applicant is not receiving assistance on any unit.
The applicant meets the eligibility criteria for the specific unit; Federal preference
requirements, where applicable; and USCO COMMUNITY HOMES’s uniform resident
selection criteria contained in this Policy.
The applicant household meets HUD’s Non-Citizen Rule eligibility requirements based on U.S.
citizenship or legal alien status. (If some household members are eligible and others are not,
the household may be eligible for partial assistance).
USCO Community Homes may admit a certificate/voucher holder to a unit covered by an
LMSA Section 8 only if the applicant agrees to give up the certificate/voucher. USCO
Community Homes must inform such applicants that:
(A)
They must give up their certificate/voucher.
(B)
If they move out, the subsidy remains with USCO Community Homes
(C)
If they want another certificate/voucher they would need to be placed on the waiting list
of the PHA who issues certificates/vouchers
ELIGIBLE HOUSEHOLD CHARACTERISTICS
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1.
2.
3.
Occupancy is open to qualified households of one or more persons, at least one of whom is
18 years of age or older. USCO Community Homes does not require that all household
members be related to one another.
Families with children are welcome at USCO Community Homes. Documentation is required
to establish that one or either natural or adoptive parents are in the household and/or that an
adult in the household has legal custody or guardianship at least 50% of the year for any
household member who is under age 18.
An "emancipated minor" can be admitted as an adult with adequate documentation to prove
the emancipation, e.g., court order or marriage and proof of marriage.
(Required
documentation for proof of marriage includes the minor's maiden name, where the couple was
married, and a copy of the official marriage record signed by the county clerk or clerk of
courts).
PROPERTY STANDARDS FOR OCCUPANCY:
1. A minimum of one person and a maximum of two persons per bedroom is considered to be a
reasonable standard.
Bedroom
1
2
3
Minimum
1
2
3
Maximum
2
4
6
This standard also ensures that residents are treated fairly and consistently in order to receive
adequate housing space.
Assigning Units Larger Than Required
Management will consider assigning a family to a larger unit than the standards listed above if no
eligible family in need of the larger unit is available to move into the unit within 60 days, the
property has the proper size unit for the family but it is not currently available, and the family
agrees in writing to move at its own expense when a proper size unit becomes available. A larger
unit may be assigned if a reasonable accommodation request is made for the storage of medical
equipment.
Families with Children
The Fair Housing Act prohibits properties receiving Federal assistance from discriminating on the
basis of familial status, defined by Congress as children under the age of 18, making it illegal to
discriminate against families because of the presence of children. The property will neither
exclude families with children, nor will they develop policies or procedures that have the purpose
or effect of prohibiting children. The property will not exclude eligible elderly families because of
the presence of children, or because of the anticipated presence of children.
Counting Family Members
In order to determine the size of unit that would be appropriate for a particular family, the property
will count all full-time members of the family including live-in aides and foster persons who will
reside in the unit. In addition, the property will count all anticipated persons including the following:
•
•
•
•
Children expected to be born to a pregnant woman;
Children in the process of being adopted by an adult family member;
Children whose custody is being obtained by an adult family member;
Children who are temporarily in a foster home who will return to the family;
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•
Children in joint custody arrangements who are present in the household 50% or more of
the time, but see below;
• Children who are away at school and who live at home during recesses, but see below;
• Children that are temporarily in a correctional facility/detention center who will return to the
family.
Anticipated Children Due to Adoption, Pregnancy, or Foster Child
Anticipated children that are not currently living in the unit will be taken into consideration when
determining unit size, and in some cases when determining income limits. The rules as laid out in
Chapter 3 of HUD Handbook 4350.3 REV-1 are as follows:
• Family Addition Adoption: Counts for income limits and unit size.
• Family Addition Pregnancy: Counts for income limits and unit size.
• Family Addition Foster Child: Counts for unit size.
When these anticipated children become a reality and move into the unit, an interim recertification
is required including the child as a family member if the addition is due to adoption or pregnancy
or as a household member if the addition is due to a foster child.
Joint Custody Agreements
Children in joint custody agreements whose parents both live in assisted housing, may receive a
dependent deduction in only one of the assisted units at any given time. The determination of
which parent will receive the deduction will remain with the parents. All families with single parents
will be asked on their move-in and annual/interim recertification checklists or questionnaires if
they are in a joint custody agreement, and if so, does the other parent live in assisted housing. If
there is a joint custody agreement and both parents live in assisted housing, a declaration must
be made by each parent at each certification which parent will receive the dependent deduction.
Children Who are Away at School
Management will not include as a family member a child who is away at school and who has
established residency at another address or location as evidenced by a lease agreement. The
new address or location is considered the student’s principle place of residence.
2. No additions to the household may be made after move-in unless, prior written approval is given
by management. Permitting unauthorized persons to occupy the unit violates the lease and/or the
Rules and Regulations and is grounds for termination of assistance and/or tenancy (eviction).
3. Management will not approve the addition of a person to the household if this would cause the
family to exceed the limitations for the apartment size.
4. Management will also not be able to approve the addition of any adult (18 or older) to the
household until all necessary verifications (credit report, landlord verifications, criminal
background reports, proof of relationship, verifications of income, assets, etc.) have been
received and management has been able to determine that the addition meets the property’s
criteria.
5. To approve the addition of a person under age 18, management must receive documentation to
prove that the minor is the child of one or both natural or adoptive parents living in the household
and/or proof of legal custody or guardianship. In the event of split custody, an adult living in the
household must have custody of the child 50% of the year or more.
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6. Verification required before admitting a live-in aide/attendant is less than for a regular family
member, as income and asset verification is not necessary, and the live-in attendant cannot
become a remaining member. However, criminal reports, landlord verifications, etc. are required
by management to assess the individual's ability to live in the building.
7. As of 2009, no adult or child may be added to a household without social security numbers and
documented proof of the number being provided prior to completion of any 50059.
8. Verification required before admitting a live-in aide/attendant is less, as income and asset
verification are not necessary, and the live-in attendant cannot become a remaining resident, a
criminal report, landlord verifications, etc. are required by management.
INCOME LIMITS
HUD publishes revised income limits annually to ensure that federal rental assistance is provided only
to low income families. These income limits will be available for review at the property or
management office or online at www.huduser.com.
To be admitted for occupancy, the applicant’s eligibility income must be equal to or less than the
Section 8 Very Low (50%) Income limit for the family size. The admission of over-income
applicants is not permitted.
MINIMUM RENT
The Owner must charge families a minimum monthly Total Tenant Payment (TTP) rent no less than
$25, otherwise known as “a $25 minimum Total Tenant Payment” (24 CFR 5.240). The 1998
QHWRA made the $25 TTP a permanent requirement for Section 8 tenants. All Section 8 residents
are charged a $25 minimum TTP, however, exemptions are provided for long-term hardships defined
as:





A family who has lost eligibility or is awaiting an eligibility determination for a Federal, State or
local assistance program;
A family who would be evicted as a result of the imposition of the minimum rent requirement;
A family whose income has decreased because of changed circumstances including loss of
employment;
A death in the family has occurred; and
Other circumstances determined by HUD.
QHWRA provides that an exemption may not be provided if the hardship is determined to be
temporary.
However, QHWRA also provides that the owner must allow the family ninety (90) days to
demonstrate that the hardship is of a long-term nature rather than temporary and may not evict the
family for non-payment of rent during the ninety (90) days period beginning on the date of the family’s
request for an exemption.
If the family demonstrates the long-term nature of the financial hardship, the owner must retroactively
exempt the family from the minimum TTP requirement for the 90-day period.
Owners are to notify tenants affected by the minimum rent requirements of the hardship exemptions.
Page 4 of 22
INELIGIBLE APPLICANTS
Applicants who are classified by HUD as "ineligible applicants" may be admitted only as specifically
permitted by current HUD regulations.
ADDITIONAL SELECTION CRITERIA
Applicants must also be determined acceptable according to the following criteria in order to be
approved for admission:
1.
Applicant's willingness to pay monthly rent and other charges in a timely manner, as
determined from information obtained from current and prior landlords or mortgage
companies, if any, for at least the past two (2) years; from a credit report; and from credit
references provided by the applicant or disclosed by the credit report. Applicants who have a
“Violation of the Lease” verified by a former landlord will be rejected.
2.
If verified records of timely rental payments and utility payments (that apply to the apartment)
are received from a credit report, landlord and/or utility supplier, no further documentation of
past performance in meeting financial obligations, especially rent, will be collected.
3.
An applicant who applies owing a balance consisting of uncollected rent will not be admitted
unless a payment plan has been set up prior to occupancy. Verified records of timely
payments for the payment plan will be requested.
4.
The property will run a credit check and obtain a credit report on the applicant. The purpose of
these checks is to obtain information on the applicant’s past history of bankruptcy, meeting
rental payments, future ability to make timely rent payments, and to describe whether the
applicant has ever been evicted from a rental unit. If it is determined by the landlord that the
applicant is not credit worthy, the applicant will be rejected.
Also, the property will contact the current housing provider to determine the applicant’s current
behavior and abilities for paying the rent in a timely manner.
Any filed bankruptcies must be discharged prior to occupancy.
5.
Applicant's ability and willingness to care for the dwelling unit based on landlord references
and credit report.
6.
Applicant's ability and willingness to abide by the terms of the Lease Agreement, with or
without the services of a live-in attendant, as determined from landlord references, credit
reports, statements from licensed physicians or other qualified persons, personal interviews,
and, if deemed necessary by management, by criminal background reports.
7.
A record of criminal acts against persons or property; drug-related criminal activity including
the illegal manufacture, sale, distribution, use, or possession of a controlled substance; acts of
violence against other persons; or confinement in a correctional facility following conviction for
any of the foregoing criminal activities; or serious or repeated disturbances that disturb the
livability of a residential property or community, adversely affect the health or safety of any
person, have an adverse financial effect on a residential property, interfere with the
management of a property, or interfere with the rights and quiet enjoyment of other residents
a felony charge during the fifteen years prior to application will be grounds for rejection of the
Page 5 of 22
application. Unless otherwise provided by law, proof of violation shall not require criminal
conviction but shall be by a preponderance of the evidence.
8.
Any household containing a member(s) who was evicted in the last three (3) years from
federally assisted housing for drug related criminal activity is not eligible.
9.
Any household member that is subject to a state sex offender lifetime requirement will be
rejected.
10.
Any household member for whom there is reasonable causes to believe that the member’s
behavior, from abuse or pattern of abuse of alcohol, may interfere with the health, safety, and
right to peaceful enjoyment by other residents. The screening standards must be based on
behavior, not the condition of alcoholism or alcohol abuse.
FAIR HOUSING AND EQUAL OPPORTUNITY REQUIREMENTS
USCO Community Homes will not knowingly violate any applicable Federal, State, or local fair
housing, civil rights laws, or any equal opportunity requirements in the providing of housing and
housing services. The Affirmative Fair Housing Marketing Plan is attached hereto by reference and is
available for review.
Method for Income-Targeting
FEDERAL PREFERENCES FOR SECTION 8 UNITS require that 40% of the anticipated move-ins
(calculated from prior fiscal year of project) must have incomes at or below the extremely low (30%)
income limit. The QHWRA law of 1998 established a move-in preference requiring 40% of all
admissions be at incomes at or below the extremely low-income limit in any given property fiscal year.
This number will be achieved by reviewing vacancies for a one- year period. Of that yearly vacancy
average, 40% of that number will be determined to come up with the total number of applicants who
must be housed to meet the 40% requirement.
If it becomes necessary to implement one (1) of the three (3) methods outlined in the HUD Handbook
4350.3, Method 1 will be the selected method implemented to achieve the 40% target requirement.
Method 1 – Admit only extremely low-income families until the 40% target is met. In chronological
order, Owners select eligible applicants from the waiting list whose incomes are at or below the
extremely low-income limit to fill the first 40% of expected vacancies in the property. Once the
40% target has been reached, applicants will be admitted in waiting list order.
UNIT TRANSFERS
Management will allow in-house transfers, in the following situations:
A unit transfer due to change in family size;
A unit transfer due to changes in family composition;
A unit transfer for a medical reason, including a reasonable accommodation;
A transfer from a unit due to renovation of the previous unit.
Approved unit transfers will be placed on a waiting list titled “Transfer Waiting List” and marked for the
type of transfer needed noted above.
1. Management will first assign units to existing tenants who have a demonstrated need for a
change in housing before offering units to an applicant on the Waiting List. This will be done in
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chronological order, based on the date of management’s notification of the transfer need. All
current in place tenants whose needs or family situations have changed will be transferred
before anyone on the waiting list is housed.
2. Requests for transfers that are based on the need for a reasonable accommodation will be
provided priority over other requests. Management is required to pay for the move as a
reasonable accommodation unless doing so would constitute an undue financial or
administrative burden.
3. Transfers will be provided to persons who have a verified medical or disability need in the
order received. All other transfers will be provided after requests for reasonable
accommodations and will occur in order by the date the request was received
4. Required unit transfers will take priority over resident-requested transfers and over new
applicants. (Special provisions apply to "over-housed Section 8 residents" as required by
HUD regulations). The resident’s name will be placed on the transfer waiting list and offered
the next available unit that meets their needs.
5. Unit transfers may be requested for medical reasons with a doctor statement
only. Unit transfers may also be requested by a family or management if the unit becomes
overcrowded or under-utilized due to a change in family size.
6. Present residents in good standing who request and need transfer to a different size or type
unit will be given preference over other residents and new applicants. Residents "in good
standing" are those who have demonstrated good payment records, good care of property
owned by the complex and their dwelling units, and who have abided by the terms of their
Lease Agreements and the Rules and Regulations for at least the last six months.
UNITS DESIGNED SPECIFICALLY FOR HANDICAPPED PERSONS:
While there are no units which were originally designed specifically for the handicapped, USCO
Community Homes will review and assess all requests for a reasonable modifications to any part of
his/her unit or the common areas. Requests for modification approval must be submitted in writing to
the Managing Agent and are subject to verification of the need for the modification. Every effort will
be made to accommodate modification requests to make the property accessible to the handicapped
and to make reasonable accommodation to handicapped residents and applicants.
SECTION 504, FAIR HOUSING ACT AND CIVIL RIGHTS ACT
Section 504: Section 504 of the Rehabilitation Act of 1973 (“Section 504”) prohibits discrimination
based upon disability in all programs or activities operated by recipients of federal financial
assistance. Although Section 504 often overlaps with the disability discrimination prohibitions of the
Fair Housing Act, it differs in that it also imposes broader affirmative obligations on the Owner to
make their programs as a whole, accessible to persons with disabilities. Section 504 obligations
include the following:
 Making and paying for reasonable structural modifications to units and/or common areas that
are needed by applicants and tenants with disabilities, unless these modifications would
change the fundamental nature of the project or result in undue financial and administrative
burdens;
 Operating housing that is not segregated based upon disability or type of disability, unless
authorized by federal statute or executive order;
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




Providing auxiliary aids and services necessary for effective communication with persons with
disabilities;
Performing a self-evaluation of Management’s programs and policies to ensure that they do
not discriminate based on disability; and
Developing a transition plan to ensure that structural changes are properly implemented to
meet program accessibility requirements.
Section 504 also establishes accessibility requirements for newly constructed or rehabilitated
housing, including providing a minimum percentage of accessible units.
Making reasonable accommodation for service animals as stated in Section 504.
Fair Housing Act: Fair Housing Act Amendments of 1988 (“Fair Housing Act”) prohibits
discrimination in housing on the basis of race, color, religion, sex, disability, familial status and
national origin regardless of any federal financial assistance. Fair Housing Act obligations include the
following:






Management will not refuse, either directly or indirectly, to rent or negotiate for rental of a
dwelling based on race, color, religion, sex, disability, familial status and national origin.
Management will provide applicants the opportunity to complete applications at the property
and USCO Community Homes may also send out and receive applications by mail or make
reasonable accommodations for persons with disabilities if requested.
Management will not (1) engage in activities that steer potential tenants away from or toward
particular units by words or action, (2) make housing units and related services unavailable to
any potential tenants, (3) purposely provide false information to applicants about the
availability of units that limits the living options of prospective tenants, and (4) deny or limit
services based on race, color, religion six, disability, familial status and national origin.
Management will market available units in a non-discriminatory manner.
It is unlawful to coerce, intimidate, threaten or interfere with any person’s exercise or
enjoyment of any Fair Housing right.
It is the responsibility of USCO Community Homes to market their property to those applicants
least likely to apply including marketing to the Limited English Proficiency (LEP) population in
the community.
CIVIL RIGHTS RELATED PROGRAM REQUIREMENTS
Limited English Proficiency (LEP)
Executive Order 13166 requires Federal agencies and grantees to take affirmative steps to
communicate with persons who need services or information in a language other than English.
Management has taken steps to ensure meaningful access (upon request) to the information and
services that we provide for persons with limited English proficiency, by providing interpreter
services and/or written materials translated into other languages. HUD’s required leases,
recertification notices, and the Consent for Release of Information Packet (9887 and 9887-A) and
other information are all available upon request and be found at the HUD web site:
http://www.hud.gov/offices/fheo/promotingfh/lep.cfm#Booklets.
Mitigating Circumstances
Section 504 and Fair Housing regulations state that consideration for mitigating circumstances shall
be given to all persons applying for occupancy. If an applicant feels there is a mitigating circumstance
or reasonable accommodation to be considered for determining occupancy, they should contact the
property immediately to schedule a meeting.
Page 8 of 22
THE VIOLENCE AGAINST WOMEN AND DEPARTMENT OF JUSTICE REAUTHORIZATION ACT
OF 2005
The act protections apply to families applying for or receiving rental assistance payments under the
project-based Section 8 program. The law protects victims of domestic violence, dating violence or
stalking, as well as their immediate family members generally, from being evicted or being denied
housing assistance if an incident of violence is reported and confirmed. The VAWA also provides
that an incident of actual or threatened domestic violence, dating violence or stalking does not qualify
as a serious or repeated violation of the lease nor does it constitute good cause for terminating the
assistance, tenancy, or occupancy rights of the victim. Furthermore, criminal activity directly relating
to domestic violence, dating violence or stalking is not grounds for terminating the victim’s tenancy.
USCO Community Homes may bifurcate a Lease Agreement in order to evict, remove, or terminate
the assistance of the offender while allowing the victim, who is a resident or lawful occupant, to
remain in the unit.
CITIZENSHIP REQUIREMENTS
Only United States citizens and eligible non-citizens, according to Section 214 of the Housing and
Community Development Act of 1980, may benefit from federal rental assistance.
These
requirements apply to households applying at the property, households on the waiting list and
residents.
All applicants will be required to submit evidence of citizenship or eligible immigration status at the
time of application. This includes all household members regardless of age. Please note that
financial assistance is contingent on submission and verification of citizenship or eligible immigration
status.
All applicants will be given notice of the requirement to submit evidence of citizenship or eligible
immigration status at the time of application. For citizens, the evidence consists of a signed
declaration of US citizenship or US nationality. The agent will obtain verification of the declaration by
requesting presentation of a US passport, birth certificate, Employment Authorization card,
Temporary Resident card, or other appropriate documentation, as provided by Section 214. For
noncitizens, adequate evidence consists of a signed declaration of eligible immigration status, and
one of the Section 214 documents listed below (3-12 I Figure 3-4 of HH 4350.3 REV-1).
All family members, regardless of age, must declare their citizenship or immigration status via a
Declaration Form. A separate form must be signed by each member of the family. For family
members under the age of 18, the form must be signed by an adult member of the household.
This form is a statement made by the applicant clarifying whether s/he is:
1) a citizen or national of the United States, is 2) a noncitizen with eligible immigration status as
evidenced by an immigration document, or 3) is a noncitizen and is not contending eligible
immigration status and is thus not eligible to receive federal assistance.
•
If an applicant under the age of 62 is an eligible noncitizen as an immigrant to the US, s/he
must additionally sign a Verification Consent Form and submit documentation of immigration
status. Otherwise, for noncitizens who are in this country on a visa, and are not immigrants,
there is an appropriate place on the form for them to sign stating that they do not claim to
have eligible immigration status and are not therefore eligible for assistance.
• Noncitizen immigrants who are age 62 and older are not required to be further verified
regarding their immigration status other than signing their declaration of eligible immigration
status, and providing a proof of age document.
Page 9 of 22
•
Noncitizens that are not contending eligible immigration status are eligible to live in assisted
housing as long as there is at least one eligible member in the family intending to live in the
unit. Only the eligible family members will receive assistance, which will be calculated by
using a proration method of eligible members divided by total family members.
In order to verify citizenship or eligible immigration status applicants must provide the following
documents:
 A signed declaration of citizenship
 From U. S. Citizens, presentation of a U. S. birth certificate or U. S. passport.
 From non-citizens 62 years and older a signed declaration of eligible immigration
status and proof of age.
 From non-citizens under the age of 62, a signed consent form or one of the DHSapproved documents.
Any non-citizen who is not claiming eligible immigration status must elect to sign a statement that
they acknowledge their ineligibility for assistance.
An applicant, who cannot supply the documentation within a specified time, may be granted an
extension of 30 days, after certifying the documentation is temporarily unavailable and need extra
time to collect and submit the documentation. The applicant will be informed in writing of the
approved or denied extension. Denied extensions will be sent with a written explanation.
The household’s assistance may be delayed if the household submitted its immigration information in
a timely manner, but the Department of Homeland Security (“DHS”) verification or appeals process
has not been completed.
All households must be notified in writing as soon as possible if the secondary verification process
return a negative result, and applicants may appeal Managements decision directly to the DHS. The
household must send a copy of the appeal directly to Management. The DHS should respond to the
appeal within 30 days.
Management is required to verify with the DHS the validity of Documents provided by applicants. To
do so the management will use the automated, web-based Multifamily Systematic Alien Verification
for Entitlements (SAVE) system to obtain primary and/or secondary verification.
ACCEPTABLE DEPARTMENT OF HOMELAND SECURITY DOCUMENTATION



Form 1-551, Alien Registration Receipt Card (for permanent resident aliens)
Form I-94, Arrival-Departure Record annotated with one of the following:
- Admitted as a Refugee Pursuant for Section 207;
- Section 208 or Asylum;
- Section 243(h) or Deportation stayed by Attorney General’
- Paroled Pursuant for Section 212(d) (5) of the INA
Form I-94, Arrival-Departure Record (with no annotation) accompanied by one of the
following:
- A final court decision granting asylum (but only if no appeal is taken);
- A letter from DHS asylum officer granting asylum (if application was filed
on or after October 1, 1990) or from an DHS district director granting
asylum (application filed before October 1, 1990);
- A court decision granting withholding or deportation; or
- A letter from an asylum officer granting withholding of deportation (if
Page 10 of 22





application was filed on or after October 1, 1990).
Form I-688, Temporary Resident Card annotated “Section 245” or “Section 210.”
Form I-688B, Employment Authorization Card annotated “Provision of Lay 274a.12 (11)” or
“Provision of Law 274a.12.”
A receipt issued the DHS indicating that an application for issuance of a replacement
document in one of the above-listed categories has been made and that the applicant’s
entitlement to the document has been verified.
Form I-151, Alien Registration Receipt Card.
Other acceptable evidence: If other documents are determined by the DHS to constitute
acceptable evidence of eligible immigration status, they will be announced by notice published
in the Federal Register.
Reviewing and Verification of a Household’s Citizenship/Immigration Status
Management will conduct primary verification through the (Systematic Alien Verification for
Entitlements) SAVE ASVI database - the Department of Homeland Security (DHS) automated
system.
After accessing the ASIV database, the owner/agent enters the required data fields. The system will
display one of the following messages for immigration status confirmation on the screen.







Lawful Permanent Resident
Temporary Resident
Conditional Resident
Asylee
Refugee
Cuban\Haitian Entrant
Conditional Entrant
Secondary verification
If the message “institute secondary verification” is displayed on the screen, the manual verification
process must be used.
Within 10 days of receiving an “Institute Secondary Verification” response, the owner/agent will
prepare DHS Form G-845S, Document Verification Request. The owner/agent will send DHS Form
G-845S and photocopies of the DHS documents submitted by the applicant to the DHS office serving
the property’s jurisdiction.
The DHS will return to the owner/agent a copy of DHS Form G-845S indicating the results of the
automated and manual search.
Notification to Applicants
Owner/agents will notify households in writing that they are:
 Eligible for assistance
 Eligible for partial assistance, as a mixed household
The owner/agent/agent will notify households in writing if they are found to be ineligible based upon
citizenship/immigration status.
Page 11 of 22
Mixed Households
A mixed household—a household with one or more ineligible household members and one or more
eligible household members—may receive:



Prorated assistance
Continued assistance
Appealing Determinations of Ineligibility
The owner/agent will notify the household in writing as soon as possible if the secondary verification
process returns a negative result.
The household has 30 days from receipt of the notice to choose which option to follow.
The household may appeal the owner/agent’s decision directly to the DHS. The household must
send a copy of the appeal directly to the owner/agent. The DHS should respond to the appeal within
30 days.
If the DHS decision results in a positive determination of eligibility, the owner/agent can provide the
household with housing assistance. If the DHS decision results in a negative determination of
eligibility, the household has 30 days to request a hearing with the owner/agent.
Prohibition Against Delay of Assistance
Owner/agents may not delay the household’s assistance if the household submitted its immigration
information in a timely manner but the DHS verification or appeals process has not been completed.
If a unit is available, the household has come to the top of the Waiting list, and at least one
member of the household has submitted the required documentation in a timely manner and has
been determined to be eligible, the owner/agent will offer the household a unit and provide full
assistance to those household members whose documents were received on time. Owner/agent
will continue to provide full assistance to such households until information establishing the
immigration status of any remaining non-citizen household members has been received and
verified.
SOCIAL SECURITY REQUIREMENTS
Social Security numbers are required for all household members no matter their age. All
applicants must provide social security numbers on all individuals listed on the application
and must provide acceptable documentation as evidence of the SSN prior to move in.
Management will implement the final rule which was effective on 1-31-2010, per the Code of Federal
Regulations Refinement of Income and Rent Determination Requirements in Public and Assisted
Housing Programs, regarding Social Security Numbers for all Applicants and participants except for
those individuals who do not contend eligible immigration status.
Applicants must disclose the complete and accurate social security numbers (SSN), and provide
adequate documentation of social security numbers for all family members of the applicant’s
household according to the Code of Federal Regulations effective 1-31-2010. “adequate
documentation” necessary to verify a SSN is: (i) a valid SSN card issued by the Social Security
Page 12 of 22
Administration (SSA); (ii) an original document issued by a federal or state government agency, which
contains the name of the individual and the SSN of the individual, along with other identifying
information of the individual; or (iii) such other evidence of the SSN as HUD may prescribe in
administrative instructions.
For applicants and current residents, Code of Federal Regulations effective 1-31-10, requires the
complete and accurate disclosure, *adequate documentation, and verification of social security
numbers for all family members and existing tenants except participants who are age 62 or older as
of January 31, 2010, whose initial determination of eligibility was begun before 1-31-10, must submit
to management at the next interim or regularly scheduled reexamination of family composition or
income, or other recertification, documentation of the SSN submitted.
Additions of new household member(s) of any age, who already have an assigned SSN, requires the
resident to submit the complete and accurate SSN of the new household member(s) and *adequate
documentation” of the number(s) submitted at the time of the request.
When a person under 6 years of age who has no assigned SSN is requested to be added as a new
household member to a current household, the participant must supply the required complete and
accurate SSN and *adequate documentation of the assigned number within ninety (90) days of the
addition.
If management determines that the resident’s failure to provided the required SSN and *adequate
documentation was due to circumstances that could not have been reasonably foreseen and were
outside the control of the resident, one additional extension of a 90-day period will be granted.
If the resident fails to provide a SSN and *adequate documentation of the assigned before the
expiration of the time provided, management will terminate assistance or tenancy, or both, of the
resident and resident’s household.
If a current resident or member of the resident’s household has been assigned a new SSN, the
resident must submit the complete and accurate SSN of the new number and *adequate
documentation of the number(s) submitted at the time the new SSN is issued.
If an applicant or member of the applicants household listed on the application has been assigned a
new SSN, the applicant must submit the complete and accurate SSN and *adequate documentation
of the number(s) submitted at the time the new SSN is issued.
Move Ins and household composition changes may not occur until a social security number and
proper documentation for all individuals in the household are provided.
If all non-exempt household members have not disclosed and/or provided verification of their SSNs at
the time a unit becomes available, the next eligible applicant will be offered the available unit.
The applicant must provide *adequate documentation to management within 90 days from the date
on which the applicant certified that the documentation was not available.
If management has determined that the applicant is otherwise eligible for admission into the property,
and the only outstanding verification is that of the SSN, the applicant may retain his or her place on
the waiting list for the 90-day period during which the applicant is trying to obtain documentation.
After 90 days, if the applicant has been unable to supply the required *adequate documentation, the
applicant will be determined ineligible and removed from the waiting list.
Page 13 of 22
STUDENT ELIGIBILITY
A student is not eligible for Section 8 assistance unless the student is determined independent from
his or her parents (where the income of the parents is not relevant) and can demonstrate the absence
of, or his or her independence from, parents. When a student claims his or her independence from
parents, USCO must verify the student’s independence from his or her parents by taking into
consideration all of the following criteria to be eligible for Section 8 assistance. The student must:
1. The individual must be of legal contract age under state law.
2. Review and verify previous address information to determine evidence of a separate
household for at least one year prior to application for occupancy.
3. Verify the student meet’s the U.S. Department of Education’s definition of independent
student.
4. Review prior year income tax returns to verify if a parent or guardian has claimed the student
as a dependent pursuant to IRS regulations;
5. Obtain a certification of the amount of financial assistance that will be provided by parents,
signed by individual providing the support. A certification is required if the parent(s) is not
providing support to the student.
6. Verify the amount of financial assistance the student receives under the Higher Education Act
of 1965, from private sources, or from an institution of higher education. Financial assistance
a student receives in excess of amounts received for tuition is included in annual income,
except if the student is over the age of 23 with dependent children or if the student is living
with his or her parents who are receiving section 8 assistance. (See Glossary for expanded
definition of Student Financial Assistance).
7. If an ineligible student is a member of an existing household receiving Section 8 assistance,
the assistance for the household will not be prorated but will be terminated in accordance with
the guidance provided in HUD Handbook 4350.3 REV 1 paragraph 8-6 A.
NOTE: An owner cannot evict or require an ineligible student to move from a unit as long as
the student is in compliance with the terms of the lease.
The property must also consider whether the student is either a part-time or full time student, if the
student is under the age of twenty-four (24), whether they have a dependent child, whether they are
married, the school they attend must meet the Department of Education’s definition for an institution
of higher education, veteran status, whether the student is or isn’t living with his or her parents who
are receiving Section 8 assistance, and is not individually eligible to receive Section 8 assistance and
has parents (the parents individually or jointly) who are not income eligible to receive Section 8
assistance. (See HUD Handbook 4350.3 REV 1 paragraph 3-33 for verifying parent’s eligibility).
EXEMPTION FOR STUDENT WITH DISABILITIES
Students with disabilities as defined in section 3(b)(3)(E) of the United States Housing Act of 1937,
who were receiving section 8 as of November 30, 2005 are exempt from the above section 8
restrictions.
APPLICATIONS, WAITING LIST, AND CERTIFICATION PROCEDURES
TAKING APPLICATIONS:
1.
If the waiting list is open, interested persons are encouraged to come into the office to review
the Admission, Transfer, and Continuing Occupancy Policy and to complete an application.
Managers may send out and receive applications by mail if a request is made. The date and
Page 14 of 22
time of an application received by mail will be recorded when opened during normal business
hours and reviewed by management. Managers can accommodate persons with disabilities
who, as a result of their disabilities, cannot utilize the owner’s preferred application process by
providing alternative methods of taking applications, such as by mail.
2.
All blanks on the application must be completed by the applicant.
3.
It is the responsibility of the applicant to provide complete information, as requested, in order
to verify the application (including names, current addresses, telephone numbers, account
numbers, periods of occupancy, etc.) and to provide it on a timely basis. Applicants must
keep scheduled appointments and provide any required authorizations for release and any
verification material, which is not required to be obtained, or is unavailable from third-party
sources. Incomplete information can result in cancellation or delays in the application
processing and approval.
4.
When the application is received, it is assigned a tracking number (application number), the
receipt date and time are noted on the application, and the application is logged into the
Application Master Control, and the first entry is made on the Record of Contact form.
5.
Applicants who choose to be on the waiting list for more than one type unit for which they
qualify should be aware that:
A.
Refusal of an offered unit of type applied for will cause the application to be canceled
UNLESS the applicant still has his/her one "pass" privilege and wishes to use it to
remain on the waiting list for the other unit type.
B.
Acceptance of an offered unit for move-in will cause the applicant's name to be
removed from any other type unit's waiting list.
REVIEWING THE APPLICATION TO DETERMINE TENTATIVE ELIGIBILITY AND UNIT SIZE
NEEDED
1.
2.
3.
4.
5.
6.
The application is checked to assure that it has been fully completed. If it is incomplete, the
applicant is asked to provide the missing information. Failure to complete the application in a
timely manner will result in the cancellation of the application.
The manager reviews the information provided by the applicant to see if the applicant appears
to be eligible based on the household's size, eligibility and other characteristics
If the applicant appears to be otherwise eligible, the manager proceeds to a preliminary
computation using the unverified information provided by the applicant to determine whether:
A.
the applicant's gross income is within the applicable income limit, AND
B.
the applicant appears to need at least $1.00 of assistance (subsidy).
If the information provided on the application shows the applicant to be ineligible, the manager
sends a rejection letter, attaches a copy to the rejected application, and enters the date and
time the action of the rejection was accomplished in the Application Master Control.
If the applicant still appears to be eligible, the manager enters the application information on
the appropriate unit size waiting list(s).
If a unit of the appropriate size is available or will soon be available, and if the applicant's
preference and/or position would cause this application to be one of the next to be considered,
the manager either proceeds to or schedules the application interview. Otherwise, the
manager waits to schedule the interview until the number of applicants ahead of this applicant
has been reduced, and this applicant can be expected to be considered soon for a unit.
Page 15 of 22
7.
8.
When the applicant is assigned to a waiting list, he/she is given or mailed a Letter to
Applicants which:
A.
estimates the length of the wait;
B.
advises of the necessity for promptly notifying us of changes which will affect the
application and for contacting us every six (6) months to keep the application active;
C.
gives the applicant his/her application number to use on future contacts with the office;
AND
D.
explains that eligibility determination will be made only after verification of the
application information and when a dwelling unit of the appropriate size will soon be
available. It further states "BEING PLACED ON THE WAITING LIST DOES NOT
ASSURE THAT YOU WILL BE APPROVED FOR ADMISSION."
The application is filed numerically in the Active Applications file.
RECONFIRMATION OF INTEREST AND MAINTENANCE OF THE WAITING LISTS
1.
2.
3.
Applicant reconfirmations and contacts made by management or the applicant are noted,
dated, and initialed on the Record of Contact, which is maintained on the top of each active
application. This form is also used to record changes in applicant data, efforts to contact, unit
offerings, etc. as they occur.
If the applicant fails to reconfirm continuing interest at any six-month interval, a cancellation
notice is sent advising the applicant of the reason for the cancellation and allowing a 14-day
period in which the cancelled application may be reactivated upon written request of the
applicant. The cancellation is entered on the Application Master Control and on the waiting
list(s). The date and time of the Cancellation Notice is entered as the Action Date; and the
Action entry is "Canc." A copy of the Cancellation Letter is attached to the top of the
application, and it is filed in number order in the Inactive Pending file.
If written reconfirmation is not made by the applicant within the prescribed period, the
cancellation becomes final, and the application is moved to the Inactive Applications file.
Applicants who respond after the l4-day deadline will be invited to reapply if applications are
still being accepted, but a new application number and receipt date will be assigned to the
new application.
If the cancellation becomes final, this is entered in the Application Master Control and the unit
size waiting list(s) by marking through the application number and name with a colored
highlighter which includes the date and time of the action.
INTERVIEWING THE APPLICANT
1
2.
3.
Applicants who claim a preference or management determines the applicant is eligible for a
preference are contacted ahead of non-preference applicants no matter where their
application is on the waiting list. The preference must be verified before proceeding with other
unrelated verifications.
If the applicant does not qualify for any preference, the code indicating a preference is marked
through, causing the application to be considered in chronological order along with other nonpreference applicants.
The date and time the claimed preferences were verified determines the order in which
preference applicants are contacted for further processing when the appropriate unit and
assistance are available or are expected to be available soon. If all preferences have been
verified and no preference applicants are available, the next non-preference applicant is
contacted.
Page 16 of 22
4.
5.
6.
7.
8.
9.
10.
11.
At the application interview the applicant is asked to bring to the interview certain information
and documents to expedite verification, e.g., Social Security cards, photo identification, birth
certificates or proof of birth date, marriage license, adoption papers, divorce papers, court
orders, tax records, medical receipts, bank account numbers and addresses for all
verifications to be mailed.
At the application interview, the applicant household will be given an overview of the resident
selection and certification process, the monthly rent, the Lease Agreement provisions, the
rules and regulations, and other information about the Cooperative. (See HUD Handbook
4350.3, Chapter 2, for other information to be addressed in the application interview).
The manager and applicant household confirm or update the application data and begin the
verification processing.
The manager witnesses’ documentation supplied by the applicant for which HUD does not
require third-party verification (See HUD Handbook 4350.3 for further information) and copies
or documents same for the applicant's file.
Applicants may chose not to complete the race and ethnicity form and USCO COMMUNITY
HOMES is only required to place a notation in the applicant’s file that the applicant chose not
to provide the race and ethnicity certification.
The manager prepares and reviews with the applicant household HUD’s Document Package
For Applicant’s/Tenant’s Consent To The Release of Information and all appropriate
verification forms, the applicant, family head, spouse or co-head regardless of age and all
adult members of the household must sign HUD-9887 and HUD-9887-A forms and the
verification forms, and provides a copy of each of these signed forms to the applicant
household. The forms must also be signed at move-in, initial and at each annual
recertification. The forms must be signed when new a adult member(s) joins the household.
The forms must also be signed when members of the household turn 18 years of age.
Refusing to sign the Authorization for Release of Information by any adult member will cause
the family to be ineligible for assistance. All adults are required to sign the following forms
regardless if they report income:
o Form HUD-9887, Notice and Consent for the release of Information to HUD and to a
PHA.
o Form HUD-9887-A, Applicants/Tenant’s Consent to the release of informationVerification by owners of Information Supplied by Individuals Who Apply for Housing
Assistance.
Individual Verification forms must be signed by all adult members of an applicant or tenant
family. These forms authorize management to verify certain family income, assets, and other
applicable eligibility factors.
The required consent and verification forms protect the rights and privacy of the tenants and
applicants by allowing them control over any information collected about them
If the applicant fails to keep the appointment, the application is cancelled, following
cancellation procedures noted. The applicant may reactivate in writing within the fourteen (14)
day period stated in the notice and schedule a new appointment time.
The applicant may "pass" once and retain his/her same position on the waiting list for a later
unit. This decision is noted on the Record of Contact. If the applicant passes a second time,
the application is cancelled and the applicant so notified. If the applicant is still or
subsequently interested in housing at this property, a new application will be required, and it
will be entered at the bottom of the waiting list with the new date and time the new application
is received.
VERIFYING INFORMATION
Page 17 of 22
Following the Application Interview, the manager verifies all the information needed to determine the
applicant's eligibility, compliance with USCO COMMUNITY HOMES’S resident selection criteria, and
the amount of the applicant's monthly rent and security deposit amount.
It is the policy of the property to guard the privacy of individuals conferred by the Federal Privacy Act
of 1074, and to ensure the protection of such individuals’ records maintained by the property. Some
of these records are obtained through the use of individual release of information forms signed by
each applicant or tenant or through HUD’s Enterprise Income Verification (EIV) system.
EIV
Per HUD’s requirement, management uses HUD’s Enterprise Income Verification (EIV) system. EIV
is an Internet based computer system containing employment and income information on individuals
participating in HUD’s rental assistance programs. More information about the use and safety policy
and safeguards in place to protect the privacy of personal information can be found in the properties
Privacy Policy and Security Safeguards for EIV system Policy and is available to the public upon
request.
Before an applicant is selected from the waiting list, management will run an Existing Tenant Search
report using the EIV system. If information received from the EIV system is inconsistent with
information the applicant has provided, management will contact the applicant and inform them
they cannot receive assistance at more than one assisted community. The Site Manager should
coordinate the move-out and move-in dates with the community where the applicant is currently
residing.
All adults are required to sign the following forms regardless if they report income:
o Form HUD-9887, Notice and Consent for the release of Information to HUD and to a
PHA.
o Form HUD-9887-A, Applicants/Tenant’s Consent to the release of informationVerification by owners of Information Supplied by Individuals Who Apply for Housing
Assistance.
Refusing to sign the Authorization for Release of Information by any adult member will cause the
family to be ineligible for assistance resulting in the denial of assistance.
Management uses EIV to run Income, Income Discrepancy, Deceased Tenant and New Hire reports
for current tenants. If there is a conflict between the EIV report and the tenant reported income,
management will contact the tenant. Where a discrepancy is found between EIV and tenant reported
information, management will use written third-party verification.
In accordance with EIV security requirements, only authorized personnel shall have access to EIV
information, and then only after proper training and certification of non-disclosure. HUD requires that
this information is not to be shared with anyone not authorized to have it.
Unless required by Federal or state law, neither the property or it’s agents shall disclose any personal
information contained in it’s reports to any person or agency unless the individual about whom
information is requested shall give written consent to such disclosure.
In the event there is an investigation into Fraud or other criminal activity the property will cooperate
with local, state, or Federal investigators. The property is permitted to advise any investigator, with
proper identification, whether or nor an individual is a resident, the term or residency, and any other
appropriate answers to questions related to the investigation. The property will not make any
document in a personal file available to the investigation officer unless a court order for such action is
provided.
Page 18 of 22
DETERMINING ELIGIBILITY AND COMPUTING THE MONTHLY RENT
1.
2.
If the verified information shows the applicant does not meet HUD's eligibility requirements
and/or the properties selection criteria, the manager rejects the application, following the
instructions for rejections in HUD Handbook 4350.3.
When the manager has determined that the applicant meets the requirements for approval,
based on the verified information, the manager computes the applicant's monthly rent.
KEEPING VERIFICATIONS CURRENT
Verifications are valid for one hundred twenty (120) days from the date received by the property until
the move-in date. The manager monitors the application files to assure that verifications are updated
or that new ones are obtained as needed to keep the application file current if the move-in will not
occur within (120) days.
NOTIFYING THE APPLICANT OF REJECTION
Rejection of Ineligible Applicants
A rejection of an application is a denial for all persons listed on the application. An application may be denied for
any of the following reasons:
1. The applicant is not elderly based upon program and project requirements.
2. Submission of false information on the application, or failure to cooperate in the verification process.
3. The applicant has a history of unacceptable or unsatisfactory credit or criminal history as reported by a credit
agency or other organization. Please refer to the Additional Selection Criteria section for more information.
4. Negative reference from current or previous landlord, including but not limited to late rent, NSF (nonsufficient funds) checks, lease violations, evictions, etc.
5. The household (including a Live-In Aide) size is not appropriate for the unit size. Please refer to the Unit Size
Section.
6. Failure to sign designated or required forms and/or documents upon request.
7. The applicant cannot pay the appropriate security deposit at move-in.
8. This will not be the applicant’s only residence.
9. The applicant is/will be receiving subsidy at another residence while residing at this community (“double
subsidy”).
10. The applicant has been offered a housing unit on two separate occasions and, for other than a verified
medical reason or disability, he/she has refused to take the offered unit on both occasions.
11. The applicant is not capable of fulfilling the lease agreement, with or without assistance.
12. By HUD formula, the applicant cannot show a need for the subsidy assistance, (where applicable) or the
household income exceeds the HUD limits.
13. The applicant was unable to provide proof of SSNs as required by HUD.
14. The applicant is a student at an institution of higher education and fails to meet the required criteria for
assistance.
15. Includes family members who did not declare citizenship or non-citizenship status, or sign a statement
electing not to contend non-citizenship status. However, a family is permitted to revise their application to
exclude proposed family members who do not declare citizenship or eligible non-citizenship status
Page 19 of 22
Upon rejection of the application, the applicant will be notified in writing. This written statement, which will be sent
in a timely fashion, will include the reason(s) for the rejection, and state that the applicant has the opportunity to
request a meeting with management to discuss the rejection. The applicant will be instructed to request a
meeting or appeal in writing, or an equally effective format, within fourteen (14) days of the date of the rejection
letter. Persons with disabilities have the right to request reasonable accommodations in order to be able to
participate in the meeting or appeal process.
The rejection date and time must be entered on the appropriate controls and waiting list(s). The application file,
with rejection letter on top, is filed in number order in the Inactive Pending file.
If the applicant chooses to request a meeting, the applicant's written request should be sent to the management
office within fourteen (14) days of the date of the rejection notice. The requested meeting will involve a staff
member who was not involved in the initial denial of admission or assistance. Within five (5) business days of
management’s response or meeting, management will advise the applicant, in writing, of the final decision on
eligibility.
If no written appeal of rejection is made within the specified period or if the rejection is upheld following appeal,
the application is moved to the inactive applications file. All of this material (original application, rejection letter,
applicant's request for a meeting, summary of the meeting, and the final decision) will be kept for at least four (4)
years after the last action or correspondence in a confidential file.
WHEN AN APPLICANT IS REJECTED DUE TO INFORMATION OBTAINED IN A CRIMINAL SCREENING,
management will first notify the applicant in writing of the proposed denial. The notice will include the reason for
the proposed denial and a copy of the criminal record the proposed denial is based upon. The applicant will be
permitted to dispute the accuracy and relevance of the information obtained from the screening agency. The
applicant must request an appeal or meeting within fourteen (14) days of the letter date, as outlined above. If no
request for a meeting or appeal is received from the applicant, the application will be rejected.
NOTIFYING THE APPLICANT OF APPROVAL
1.
2.
When an appropriate unit is available or will soon be available for the applicant, the manager
notifies the applicant of the approval by letter or by telephone giving the size of the unit; the
amount of the monthly rent and security deposit the applicant will be required to pay. If the
terms are acceptable, the move-in appointment is scheduled. The notice and the appointment
are noted on the Record of Contact.
If the applicant wants to wait for a later unit, this will be possible if the applicant has not
already used his/her one pass.
CERTIFYING THE APPROVED APPLICANT
1.
2.
3.
4.
If the approved applicant accepts the unit, the HUD-50059 (including the certification flap), the
Lease Agreement, and other documents are signed, the monies are collected in separate
cashier's checks or money orders and receipted, the move-in processing is completed, and
the approved applicant moves in.
The move-in is entered on the Application Master Control and on the waiting list(s) with the
move-in date and time in the Action Date column and the Action listed as "M.I." with the unit
number.
The resident file is arranged as required and is placed in unit order with the active resident
files. Entries are made on other controls and reports.
If the applicant does not accept the unit, the terms, etc., the manager cancels the application
and starts it through the inactive files, making appropriate notations and entries for a
cancellation.
Page 20 of 22
GENERAL APPLICATION INFORMATION
1.
2.
3.
4.
5.
6.
7.
The Unit Turnover Control, Application Master Control, Application Processing Control, and
waiting lists are maintained in a top-opening (no binding on the sides); legal size Acco-type
binder with dividers to separate the various controls and lists.
Entries for actions (rejections, cancellations, and move-ins) and the action dates, as well as
other information requested on the forms, are made as they occur.
Cancelled and rejected applicants' entry lines are lined through until the fourteen (14) day
appeal period has passed. If the application is not reactivated during the pending period or
following appeal made during the specified period, the cancellation or rejection action
becomes final. When the action is final, a colored highlighter is used to mark through the
application number and the applicant's name in the controls and waiting list(s).
(The
highlighter marker allows easy reading of the entered information, but it shows at a glance
that the applicant is no longer active).
Move-ins, with move in date, is lined out in highlighter as soon as they
occur.
The Unit Turnover Control records the activity on the vacancy from the time notice to vacate is
given (or eviction filed) through the move-in. The Application Processing Control tracks the
application processing. Appropriate entries should be maintained on both of these controls.
The applications are filed by application number in one of three files until the applicant has
been approved and a specific unit is assigned for move-in:
A.
Active Applications
B.
Inactive Pending
C.
Inactive Applications
When the approved applicant is assigned to a specific unit, a separate file folder is set up for
the application file.
Inactive applications with attachments must be retained for at least four years from the date
their inactive status became final. After four (4) years, USCO Community Homes will dispose
of applicant records in a manner that will prevent any unauthorized access to personal
information by shredding the records or files. All completed pages from the controls and
waiting lists must also be retained for at least four years from the date of their last entry.
CLOSING THE WAITING LIST
1.
2.
3.
If the waiting list for any unit size/type is so long that the average wait for a unit will be a year
or longer, the manager may wish to request permission to close the waiting list. The waiting
list remains open until approval to close the waiting list has been obtained IN WRITING from
Triangle.
Before making the request for permission to close any waiting list(s), the manager will need to
be sure the waiting list has been purged of any applications for which there has been no
contact within the past six months; prepare information as to the number of active applications
(preferenced/non-preferenced) on hand by unit size/type; the number of move-outs which
have occurred within the past year for that size/type unit, as well as application cancellation
and rejection data from the past year, as the Triangle will need to consider this information
before approving the closure.
If written approval is given to close the waiting list, a notice must be posted in the site office
and an advertisement must be placed in the appropriate section of the leading newspaper in
the area for at least one day to advise that the waiting list is closed and the property is no
longer accepting applications and no new applications may be taken in categories which have
been closed until such time as the waiting list is reopened.
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4.
It is the manager's responsibility to monitor the activity on applications and move-outs while
the waiting list remains closed to new applicants and to notify Triangle when the number of
applications in any closed category has decreased to less than a year's supply.
REOPENING A WAITING LIST
1.
2.
3.
Approval in writing must be obtained from Triangle confirming the date on which the waiting
list is to reopen, AND
The community contact list must be updated and community contact letters must be sent to
alert referral agencies and organizations that applications will again be accepted as of the
specified date, and a notice must be posted in the site office.
An advertisement must be placed in the appropriate "Apartment" section of a leading
newspaper in the area for at least one day to advise interested persons that applications are
again being accepted.
ADDITIONAL CONTINUING OCCUPANCY REQUIREMENTS
In addition to continuing occupancy requirements stated above, such requirements include but are
not limited to the following:
1.
2.
3.
4.
Residents must comply with recertification and other HUD requirements, the terms of the
Lease Agreement, Rules and Regulations, Pet Policy, and other agreements they have made.
(Changes may be made to the rules and regulations or to the pet policy with 30-day advance
notice to residents. HUD requirements must be followed in order to modify Lease
Agreements).
The applicant or resident file is available for review by the applicant or resident upon request
or by a third party who provides signed authorization for access from the applicant or resident.
All payments due to the property are to be made in full and in a timely manner. The property is
under no obligation to accept any less. Any requested deviation from this policy will be
considered on a case-by-case basis (taking into account the resident's circumstances and
prior payment history, etc). and can be approved only if authorized by the Regional Property
Manager. If a partial payment is accepted by the property, it will be applied to amounts owed
in the order specified in the properties collection policy.
The interior and exterior of the dwelling unit must be inspected initially and at least annually
thereafter to assure that the condition of the dwelling unit meets both the Owner’s standards,
HUD's Housing Quality Standards (HQS), and local codes. The unit must be kept clean and
in good order (maintenance and housekeeping) and free of pest infestation and other health
and safety hazards.
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