Admissions and Continued Occupancy Policy (ACOP)

ADMISSIONS AND CONTINUED OCCUPANCY POLICY 

EFFECTIVE DATE: April 18, 2023 PREVIOUS VERSIONS OBSOLETE

Part A: INTRODUCTION

Table of Contents

Part A: INTRODUCTION ......................................................................... 7

1. Purpose of the ACOP........................................................................................................ 8

2. Nondiscrimination Policy (24 CFR 5.105) ......................................................................... 8

3. Reasonable Accommodation Policy .................................................................................. 8

4. Services for Applicants and Residents with Limited English Proficiency .............................. 9

5. Privacy Policy (24 CFR 5.212) .........................................................................................10

6. Authority ........................................................................................................................10

7. Objectives ......................................................................................................................11

8. Terminology ...................................................................................................................12

Part B: DEFINITION..............................................................................13

Definition of “Family” (24 CFR 5.403) ....................................................................................14

ANNUAL INCOME............................................................................................ 17

1 Income...........................................................................................................................17

. Annual Income (24 CFR 5.609) .......................................................................................17

2 Total Tenant Payment.....................................................................................................22 . Other..............................................................................................................................22

REFERENCES FOR PUBLIC HOUSING (24 CFR 960.206)................................. 28

Part C: ADMISSIONS.............................................................................31

ADMISSIONS (24 CFR 960) ............................................................................ 32

1. Non-Discrimination.........................................................................................................32

2. Treatment of MHA Employees .........................................................................................32

3. Income Targeting (24 CFR 960.202)...............................................................................32

4. Deconcentration .............................................................................................................32

5. Outreach to Higher Income Families...............................................................................33

APPLICATION TAKING.................................................................................... 34

1. The Pre-Application versus the Application.....................................................................34

2. The Application Process..................................................................................................34

ELIGIBILITY CRITERIA(24 CFR 960.201)....................................................... 38

SCREENING .................................................................................................... 44

RECORDS MANAGEMENT AND CONFIDENTIALITY........................................... 47

1. Records Management .....................................................................................................47

2. Confidentiality ................................................................................................................47

VERIFICATION OF INCOME AND CIRCUMSTANCES (24 CFR 960.259).............. 49

DETERMINATION AND NOTIFICATION OF ELIGIBILITY(24 CFR 960.208) ........ 55

OCCUPANCY STANDARDS ............................................................................... 57

TENANT SELECTION AND ASSIGNMENT PLAN (24 CFR 960.202)....................... 59

1. Applicant Ranking...........................................................................................................59

2. Waiting List ....................................................................................................................59

3. Applicant Selection and Assignment................................................................................59

4. Special Use Dwelling Units ..............................................................................................60

5. Dwelling Unit Offers .......................................................................................................60

7. Unit Refusals ..................................................................................................................62

LEASING OF DWELLING UNITS....................................................................... 63

1. Leasing...........................................................................................................................63

2. Security Deposit .............................................................................................................64

ADMISSION OF ADDITIONAL MEMBERS TO A CURRENT HOUSEHOLD ............. 65

1. Application Procedure.....................................................................................................65

2. Eligibility Criteria............................................................................................................65

3. Application Denial...........................................................................................................65

4. Additions that do not require Approval of the Applications..................................................65

5. House Guests .................................................................................................................66

APPROVAL PROCESS FOR RESIDENTS REQUESTING PERMISSION TO OPERATE A BUSINESS IN THE UNIT............................................................................... 67

Part D: CONTINUED OCCUPANCY..........................................................68

ELIGIBILITY FOR CONTINUED OCCUPANCY.................................................... 69 INSPECTIONS................................................................................................. 72

1. Standard of Inspection ...................................................................................................72

2. Types of Inspections.......................................................................................................72

3. Notice of Inspection .......................................................................................................74

4. Emergency Inspections ..................................................................................................74

5. Mold ...............................................................................................................................75

6. Other Inspections...........................................................................................................75

REEXAMINATIONS (24 CFR 960.257) ............................................................. 76

1. Annual Reexaminations ..................................................................................................76

2. Special Reexaminations ..................................................................................................77

3. Interim Reexaminations .................................................................................................78

4. Processing Reexaminations ............................................................................................79

TERMINATION OF THE DWELLING LEASE(24 CFR 966.4)................................ 81

TRANSFER POLICY ......................................................................................... 84

1. Objectives of the Transfer Policy.....................................................................................84

2. Types of Transfers ..........................................................................................................84

3. Priorities for Transfers....................................................................................................88

4. Transfer Procedures .......................................................................................................88

5. Right of Management to Make Exceptions .......................................................................90

ABANDONMENT OF A UNIT ............................................................................. 91

COMMUNITY SERVICE AND FAMILY SELF-SUFFICIENCY ................................. 93

1. Policy Statement ............................................................................................................93

2. Definition of “economic self-sufficiency program”..........................................................93

3. Community Service Requirement....................................................................................94

4. Exemptions.....................................................................................................................94

5. Verification of Exemptions..............................................................................................96

6. Annual Determinations ...................................................................................................97

7. Noncompliance ...............................................................................................................97

8. Location of the community service or family self-sufficiency program ............................97

9. Treatment of Income Changes Resulting from Welfare Program Requirements...............99

Part E: FRAUD..................................................................................... 101 Fraud.................................................................................................................................... 102

Part F: RENT POLICY.......................................................................... 103

1. Minimum Rental Amount .............................................................................................. 104

2. Rent Collection ............................................................................................................. 104

3. Payments After the Delinquency Date ........................................................................... 105

4. Retroactive Rent Charges ............................................................................................. 105

5. Vacated Tenants with Balances..................................................................................... 105

6. Terms and Conditions of Payment of Security Deposits.................................................. 105

7. Terms and Conditions of Other Charges in Addition to Rent ........................................... 106

8. Exemption for Hardship Circumstances......................................................................... 106

9. Family Choice of Rental Payment (24 CFR 960.253)...................................................... 107

10 Switching Rent Determination Methods Because of Hardship Circumstances ................ 109

. Encouragement of Self-Sufficiency (24 CFR 960.255)................................................... 109

11 Treatment of Income Changes Resulting from Welfare Program Requirements................ 110

. Policy for Payments of any Amounts under an MHA Repayment Agreement ................... 111

APPENDIX A: GRIEVANCE PROCEDURE.......................................................... 113

Public Housing Grievance Procedure (24 CFR Part 966 Subpart B) ....................................... 114

1. Purpose ........................................................................................................................ 114

2. Governing Law.............................................................................................................. 114

3. Applicability.................................................................................................................. 114

4. Definitions.................................................................................................................... 114

5. Incorporation in Leases................................................................................................ 116

6. Informal Settlement of Grievances ............................................................................... 116

7. Formal Grievance Hearing ............................................................................................ 117

8. Selection of Hearing Officer .......................................................................................... 118

9. Scheduling of Hearings................................................................................................. 119

10. Procedures Governing Hearings ................................................................................ 120

11. Informal Hearing Procedure for Denial of Assistance on the Basis of Ineligible Immigration Status .............................................................................................................. 123

12. Decision of the Hearing Officer.................................................................................. 123

13. Notices...................................................................................................................... 124

14. Modification .............................................................................................................. 124

15. Miscellaneous............................................................................................................ 124

APPENDIX B: DECONCENTRATION POLICY .................................................... 126

1. Introduction ................................................................................................................. 127

2. Definitions.................................................................................................................... 127

3. Analysis........................................................................................................................ 128

4. Action Plan ................................................................................................................... 129

APPENDIX C: REASONABLE ACCOMMODATIONS POLICY................................ 131

Introduction ......................................................................................................................... 132

PART A: POLICY.................................................................................................................... 132

1. Policy Statement .......................................................................................................... 132

2. Purpose ........................................................................................................................ 132

3. Authority ...................................................................................................................... 133

4. Monitoring and Enforcement......................................................................................... 133

5. General Principles for Providing Reasonable Accommodations...................................... 134

6. Amendment .................................................................................................................. 135

7. Staff Training................................................................................................................ 135

PART B: PROCEDURES .......................................................................................................... 136

Procedure #1: Communication with Applicants and Residents.............................................. 136

Procedure #2: Sequence for Making Decisions ..................................................................... 136

Procedure #3: Guidelines for Determining Reasonableness .................................................. 137

ATTACHMENTS TO PROCEDURES........................................................................................... 140

Request for a Reasonable Accommodation ........................................................................... 141

Request for a Reasonable Accommodation Form .................................................................. 142

Request for Information or Verification ................................................................................ 144

Letter Denying Request for Reasonable Accommodations..................................................... 145

Letter Approving Request for a Reasonable Accommodation ................................................ 147

Request for a Meeting .......................................................................................................... 148

APPENDIX D: PET POLICY............................................................................. 149

Pet Policy (24 CFR 960 Subpart G) ....................................................................................... 150

APPENDIX E: ASSISTANCE ANIMAL POLICY................................................... 154

Assistance Animal Policy (24 CFR 960.705).......................................................................... 155

Assistance Animal Registration Form.................................................................................... 161

APPENDIX F: VICTIMS OF DOMESTIC VIOLENCE POLICY ............................... 163

I. II. III . IV . V. VI. VII. VIII . IX. Applicability.................................................................................................................. 164 Definitions.................................................................................................................... 164

Applicant and Tenant Protections ................................................................................. 165

Documentation Required .............................................................................................. 167

Remedies Available....................................................................................................... 169

Emergency Transfer Plan.............................................................................................. 170

Eligibility for Emergency Transfers ............................................................................... 170

Emergency Transfer Request Documentation ............................................................... 171

Confidentiality .............................................................................................................. 171

Emergency Transfer Timing and Availability ................................................................. 172

Safety and Security of Tenants ..................................................................................... 173

Related Forms .............................................................................................................. 174

NOTICE OF OCCUPANCY RIGHTS UNDER THE VIOLENCE AGAINST WOMEN ACT ................... 174

I. To all Tenants and Applicants ....................................................................................... 174

II. Protections for Applicants............................................................................................. 174

III. Protections for Tenants ............................................................................................. 175

IV. Removing the Abuser or Perpetrator from the Household.......................................... 175

V. Moving to Another Unit ................................................................................................. 176

VI. Documenting You Are or Have Been a Victim of Domestic Violence, Dating Violence, Sexual Assault or Stalking.................................................................................................... 177

VII. Confidentiality........................................................................................................... 178

VIII. Reasons a Tenant Eligible for Occupancy Rights under VAWA May Be Evicted or Assistance May Be Terminated ............................................................................................. 179

IX. Other Laws................................................................................................................ 179

X. Non-Compliance with The Requirements of This Notice ................................................ 180

APPENDIX G: ZERO TOLERANCE POLICY........................................................181 Goal...................................................................................................................................... 182

Guiding Principles of the Zero Tolerance Policy .................................................................... 182

Screening and Admissions Policy.......................................................................................... 183

Enforcement by Eviction ....................................................................................................... 185

Nonresident Criminal Activity ............................................................................................... 186

APPENDIX H: TRESPASS WARNING POLICY...................................................188

Trespass Warning Policy....................................................................................................... 189

APPENDIX I: SECURITY POLICY FOR CONFIDENTIAL DATA ........................... 190

Security Policy for Confidential Documents and Data............................................................ 191

APPENDIX J: SMOKE-FREE HOUSING POLICY ................................................ 195

Smoke-Free Housing Policy (81 FR 87430)........................................................................... 196 Purpose................................................................................................................................ 196 Definitions............................................................................................................................ 197

Effective Date....................................................................................................................... 198

Residents Responsibilities and Lease Violations ................................................................... 198

Enforcement ......................................................................................................................... 199

Adoption of Policy by Resident.............................................................................................. 199

Disclaimers and Representations .......................................................................................... 200

Smoking Cessation ............................................................................................................... 201

SMOKE FREE ENVIRONMENT LEASE ADDENDUM ................................................................... 204

APPENDIX K: FAMILY SELF-SUFFICIENCY PROGRAM ..................................... 205

Family Self-Sufficiency Program 24 CFR 984.101 ................................................................. 206

Purpose 24 CFR 984.101 ...................................................................................................... 206

Family Demographics 24 CFR 984.201 (d)(1)....................................................................... 206

Nondiscrimination 24 CFR 984.201 (d)(6)(ii)...................................................................... 206

18-I.A. Participant Selection 24 CFR 984.201(d)(1).............................................................. 207

Application and Selection Process 24 CFR 984.201 (d)(6)(i)............................................... 208

Re-Enrollment into the FSS Program .................................................................................... 210

18-I.B. Needs Assessment for the Program Participants 24CFR 984.201 (d)(8)................... 211

18-I.C. Case Management .................................................................................................... 211

18-I.D. Partnering Agencies................................................................................................. 212

Other Support Services......................................................................................................... 212

18-I.E. Incentives to Encourage Participants 24 CFR 984.201(d)(5) ................................... 213

18-I.F. Program Coordinating Committee 24CFR 984.202.................................................... 213

18.I.G. Contract of Participation 24 CFR 984.303................................................................. 213

18-I.H. Termination of the Contract of Participation 24CFR 984.303 (2)(h).......................... 215

18-I.I. Hearing ..................................................................................................................... 216

18-I.J. Escrow Accounts 24CFR 984.305.............................................................................. 216

Establishing Escrow Accounts............................................................................................... 217

Disbursement of FSS Account Funds..................................................................................... 217

Interim Disbursement of Escrow Funds ................................................................................ 218

Reports [24 CFR 984.401] .................................................................................................... 218

APPENDIX L: ROSS RESIDENT SUPPORT PROJECT......................................... 219

Resident Opportunity and Self Sufficiency (ROSS)Resident Support Project ......................... 220

Family Demographics ........................................................................................................... 220

Nondiscrimination ................................................................................................................ 220

Eligibility Requirements........................................................................................................ 220

Program Participation Overview ........................................................................................... 221

Orientation Process .............................................................................................................. 222

Intake and Assessment ........................................................................................................ 222

Individual Services and Training Plans for the Program Participants .................................... 223

Case Management ................................................................................................................ 225

Partnering Agencies ............................................................................................................. 226

Incentives to Encourage Participants ................................................................................... 227

Program Coordinating Committee......................................................................................... 227