APPLYING FOR ASSISTANCE [HCV GB,

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1 Overview Eligibility and Admissin Plicies This part describes the PHA plicies fr making applicatins available, accepting applicatins making preliminary determinatins f eligibility, and the placement f applicants n the waiting list. This part als describes the PHA s bligatin t ensure the accessibility f the applicatin prcess t elderly persns, peple with disabilities, and peple with limited English prficiency (LEP). APPLYING FOR ASSISTANCE [HCV GB, pp ] Any family that wishes t receive HCV assistance must apply fr admissin t the prgram. HUD permits the PHA t determine the frmat and cntent f HCV applicatins, as well hw such applicatins will be made available t interested families and hw the PHA will accept applicatins. The PHA must include Frm HUD 92006, Supplement t Applicatin fr Federally Assisted Husing, as part f the PHA s applicatin. The initial applicatin fr assistance is referred t as a pre-applicatin. Families wh wish t apply fr the PHA s HCV prgram must cmplete either an electrnic r written pre-applicatin frm when the pre-applicatin-taking prcess is pen. Applicatins will be made available in an accessible frmat upn request fr a persn with a disability. The frmat that the PHA has established fr accepting applicatins at the time f the waiting list pening will determine where applicatins will be made available and submitted. If preapplicatins are t be accepted n-line, the applicant will submit a pre-applicatin thrugh the PHA-established, n-line prtal as directed in the public ntice annuncing the pening f the HCV waiting list. If the applicant des nt have access t a cmputer, the PHA will have a designated cmputer in-huse which an applicant may use t submit a pre-applicatin. If the PHA establishes a written frmat fr pre-applicatins, cmpleted applicatins must be returned t the PHA by mail r submitted in persn during nrmal business hurs. ACCESSIBILITY OF THE APPLICATION PROCESS Elderly and Disabled Ppulatins [24 CFR 8 and HCV GB, pp ] The PHA must take steps t ensure that the applicatin prcess is accessible t thse peple wh might have difficulty cmplying with the nrmal, standard PHA applicatin prcess. This culd include peple with disabilities, certain elderly individuals, as well as persns with limited English prficiency (LEP). The PHA must prvide reasnable accmmdatin t the needs f individuals with disabilities. The applicatin-taking facility and the applicatin prcess must be fully accessible, r the PHA must prvide an alternate apprach that prvides full access t the applicatin prcess. Prvides a full discussin f the PHA s plicies related t prviding reasnable accmmdatins fr peple with disabilities. Limited English Prficiency PHAs are required t take reasnable steps t ensure equal access t their prgrams and activities by persns with limited English prficiency [24 CFR 1]. A full discussin n the PHA s plicies related t ensuring access t peple with limited English prficiency (LEP) is available. PLACEMENT ON THE WAITING LIST The PHA must review each cmplete applicatin received and make a preliminary assessment f the family s eligibility. The PHA must accept applicatins frm families fr whm the list is pen unless there is gd cause fr nt accepting the applicatin (such as denial f assistance) fr the grunds stated in the regulatins [24 CFR (b)(2)]. Where the family is determined t be ineligible, the PHA must ntify the family in writing [24 CFR (f)]. Where the family is nt determined t be ineligible, the family will be placed n a waiting list f applicants. 1 f 17

2 Eligibility and Admissin Plicies N applicant has a right r entitlement t be listed n the waiting list, r t any particular psitin n the waiting list [24 CFR (c)]. Ineligible fr Placement n the Waiting List Incmplete r applicatins with errrs will nt be accepted, and where pssible, the applicatin will be returned in persn, by , mail, r web prtal site. Where apprpriate, applicants will be allwed t resubmit applicatin. One applicatin per family will be accepted. Duplicate applicatins will be denied. Eligible fr Placement n the Waiting List All eligible pre-applicants will receive a receipt at the time f applicatin verifying that they have successfully submitted a pre-applicatin t the HCV waiting list. N determinatin f eligibility is made at the time f receipt f the applicatin. Placement n the waiting list des nt indicate that the family is, in fact, eligible fr assistance. A final determinatin f eligibility will be made when the family is selected frm the waiting list. Applicants wh submit a cmpleted pre-applicatin during the pen perid will be placed n the waiting list based n a randmly-assigned prcess. MANAGING THE WAITING LIST OVERVIEW The PHA must have plicies regarding varius aspects f rganizing and managing the waiting list f applicant families. This includes pening the list t new applicants, clsing the list t new applicants, ntifying the public f waiting list penings and clsings, updating waiting list infrmatin, purging the list f families that are n lnger interested in r eligible fr assistance, as well as cnducting utreach t ensure a sufficient number f applicants. In additin, HUD impses requirements n hw a PHA may structure its waiting list and hw families must be treated if they apply fr assistance frm a PHA that administers mre than ne assisted-husing prgram. ORGANIZATION OF THE WAITING LIST [24 CFR and 205] The PHA s HCV waiting list must be rganized in such a manner t allw the PHA t accurately identify and select families fr assistance in the prper rder, accrding t the admissins plicies described in this plan. The waiting list must cntain the fllwing infrmatin fr each applicant listed: Applicant name; Family unit size; Date and time f applicatin; Qualificatin fr any lcal preference; Racial r ethnic designatin f the head f husehld, if supplied. 2 f 17

3 Eligibility and Admissin Plicies HUD requires the PHA t maintain a single waiting list fr the HCV prgram unless it serves mre than ne cunty r municipality. Such PHAs are permitted, but nt required, t maintain a separate waiting list fr each cunty r municipality served. The PHA will maintain a single waiting list fr the HCV prgram. HUD directs that a family that applies fr assistance frm the HCV prgram must be ffered the pprtunity t be placed n the waiting list fr any public husing, prject-based vucher r mderate rehabilitatin prgram the PHA perates if 1) the ther prgrams waiting lists are pen, and 2) the family is qualified fr the ther prgrams. HUD permits but des nt require, that PHAs maintain a single merged waiting list fr their public husing, Sectin 8, and ther subsidized husing prgrams. A family s decisin t apply fr, receive r refuse ther husing assistance must nt affect the family s placement n the HCV waiting list r any preferences fr which the family may qualify. The PHA will nt merge the HCV waiting list with the waiting list fr any ther prgram the PHA perates. OPENING AND CLOSING THE WAITING LIST [24 CFR ] Clsing the Waiting List A PHA is permitted t clse the waiting list if it has an adequate pl f families t use its available HCV assistance. Alternatively, the PHA may elect t cntinue t accept applicatins nly frm certain categries f families that meet particular preferences r funding criteria. The PHA will clse the waiting list when the estimated waiting perid fr husing assistance fr applicants n the list exceeds 24 mnths fr the mst-current applicants. Where the PHA has particular preferences r funding criteria that require a specific categry f family, the PHA may elect t cntinue t accept applicatins frm these applicants while clsing the waiting list t thers. Repening the Waiting List If the waiting list has been clsed, it cannt be repened until the PHA publishes a ntice in lcal newspapers f general circulatin, minrity media, and ther suitable media utlets. The ntice must cmply with HUD fair husing requirements and must specify wh may apply, and where and when applicatins will be received. The PHA will annunce the repening f the waiting list at least ten business days befre the date applicatins will first be accepted. The ntice will prvide ptential applicants with the infrmatin that includes the PHA address and telephne number, hw t submit an applicatin, infrmatin n eligibility requirements, hw and when applicatins may be submitted, and when they will be ntified f their placement n the waiting list. The ntice will als include the date and time the applicatin prcess will clse. If the list is nly being repened fr certain categries f families, this infrmatin will be cntained in the ntice. The PHA will give public ntice by publishing the relevant infrmatin in suitable media utlets including, but nt limited t: The Olympian. The PHA will als prvide public ntice t public and private agencies that serve the lw-incme ppulatin. 3 f 17

4 Placement f Applicatins Eligibility and Admissin Plicies When the HCV waiting list is pen, pre-applicatins will be accepted during the pen perid f n less than tw weeks as if all applicatins were received at the same date and time. After the waiting list has clsed, pre-applicants will be pulled randmly thrugh a lttery prcess. The number f randmly pulled applicatins will be adequate t cver prjected turnver and new allcatins ver the next 24 mnths. The assignment n the waiting list will be based n the rder pre-applicants are randmly pulled frm all eligible applicatins. Pre-applicants will be ntified via mail r f their placement n the waiting list. The ntice will include infrmatin stating that, based n PHA experience, the applicant is likely t be pulled fr eligibility determinatin within the next 24 mnths. All eligible applicants will receive a receipt verifying that they have successfully submitted a preapplicatin t the HCV waiting list. The ntice will infrm the applicant that placement n the waiting list will be dne by randm selectin. The ntice will als state that selected applicants will be ntified within ten days f waiting list clsure by mail r by that their applicatin was placed n the HCV waiting list. The ntice sent t pre-applicants wh were nt pulled during the randm selectin will include infrmatin regarding an pprtunity t reapply when the waiting list pens again in apprximately tw year. The purpse f the pre-applicatin is t permit the PHA t preliminarily assess family eligibility r ineligibility fr the lttery selectin prcess. Duplicate applicatins will nt be accepted. FAMILY OUTREACH [HCV GB, pp. 4-2 t 4-4] The PHA must cnduct utreach as necessary t ensure that the PHA has a sufficient number f applicants n the waiting list t use the HCV resurces it has been alltted. Because HUD requires the PHA t admit a specified percentage f extremely lw-incme families t the prgram, the PHA may need t cnduct special utreach t ensure that an adequate number f such families apply fr assistance [HCV GB, p t 4-21]. PHA utreach effrts must cmply with fair husing requirements. This includes: Analyzing the husing market area and the ppulatins currently being served t identify underserved ppulatins Ensuring that utreach effrts are targeted t media utlets that reach eligible ppulatins that are underrepresented in the prgram Aviding utreach effrts that prefer r exclude peple wh are members f a prtected class PHA utreach effrts must be designed t infrm qualified families abut the availability f assistance under the prgram. These effrts may include, as needed, any f the fllwing activities: Submitting press releases t lcal newspapers, including minrity newspapers Develping infrmatinal materials and flyers t distribute t ther agencies Prviding applicatin frms t ther public and private agencies that serve the lw- incme ppulatin Develping partnerships with ther rganizatins that serve similar ppulatins, including agencies that prvide services fr persns with disabilities 4 f 17

5 Eligibility and Admissin Plicies The PHA will mnitr the characteristics f the ppulatin being served and the characteristics f the ppulatin as a whle in the PHA s jurisdictin. Targeted utreach effrts will be undertaken if a cmparisn suggests that certain ppulatins are being underserved. REPORTING CHANGES IN FAMILY CIRCUMSTANCES While the family is n the waiting list, the family must immediately infrm the PHA f changes in cntact infrmatin, including current residence, mailing address, and phne number. The changes must be submitted in writing. UPDATING THE WAITING LIST [24 CFR ] HUD requires the PHA t establish plicies t use when remving applicant names frm the waiting list. Purging the Waiting List The decisin t withdraw an applicant family that includes a persn with disabilities frm the waiting list is subject t reasnable accmmdatin. If the applicant did nt respnd t a PHA request fr infrmatin r updates, and the PHA determines that the family did nt respnd because f the family member s disability, the PHA must reinstate the applicant family t their frmer psitin n the waiting list [24 CFR (c)(2)]. If an applicant fails t respnd t a mailing frm the PHA within ten (10) days, they will be remved frm the waiting list. An extensin will be cnsidered an accmmdatin if requested by a persn with a disability. If a letter is returned by the Pst Office withut a frwarding address, the applicant will be remved withut further ntice, and the envelpe and letter will be maintained in the file. If a letter is returned with a frwarding address, the applicatin will be canceled fr failure t ntify the PHA f change f address as required. If an applicant is remved frm the waiting list fr failure t respnd, they will nt be entitled t reinstatement unless they cntact the PHA within 30 days f the date f remval. Remval frm the Waiting List All applicatins will remain in the "active" file unless: If at any time an applicant family is n the waiting list, the PHA determines that the family is nt eligible fr assistance the family will be remved frm the waiting list. If a family is remved frm the waiting list because the PHA has determined the family is nt eligible fr assistance, a ntice will be sent t the family s address f recrd. The ntice will state the reasns the family was remved frm the waiting list and will infrm the family hw t request an infrmal review regarding the PHA s decisin [24 CFR (f)]. The applicatin is withdrawn at the applicant's request. The applicant declines the ffer f assistance under the vucher prgram unless the reasn is fr gd cause and it is apprved by the Rental Assistance Prgram Manager r designee. Examples f gd cause related t an applicant s willingness t accept an ffer f assistance, but are unable t cntinue with the applicatin prcess at the time f the ffer include: Health prfessinal verifies temprary hspitalizatin r recvery frm illness f the principal husehld member, ther husehld members (each as listed n final applicatin) r live-in aide necessary t the care f the principal husehld member; 5 f 17

6 Eligibility and Admissin Plicies The family head, spuse r sle member is serving n an impaneled jury. Applicant in a lease and unable t accept the ffer f husing assistance withut breaking lease. Applicant must submit verificatin f lease. Upn receipt f verificatin f lease, applicant s applicatin will be placed inactive. Applicant will have the respnsibility f cntacting HATC when lease term is ended t be cnsidered fr the next eligible vucher. Applicant must cntact the HATC within 12 mnths f being placed inactive due t being in a lease. N further utreach will be made t applicant. Applicants will be allwed t deny pprtunity fr husing due t lease requirements nly ne time. It is the respnsibility f each applicant t infrm the PHA f any change f status, address, telephne number, etc. Unless therwise stated, an applicatin will be filed inactive in any f the abve events. Re-applicatin will be necessary if the family wishes t be again cnsidered fr husing assistance. PHA s decisin t withdraw frm the waiting list the name f an applicant family that includes a persn with disabilities is subject t reasnable accmmdatin (24 CFR part 8). If the applicant did nt respnd t the PHA's request fr infrmatin r updates because f the family member's disability, the PHA will reinstate the applicant in the family's riginal psitin n the waiting list within 12 mnths frm date f terminatin. SELECTION FOR HCV ASSISTANCE OVERVIEW As vuchers becme available, families n the waiting list must be selected fr assistance in accrdance with the plicies described in this part. The rder in which families are selected frm the waiting list depends n the selectin methd chsen by the PHA and is impacted in part by any selectin preferences fr which the family qualifies. The availability f targeted funding als may affect the rder in which families are selected frm the waiting list. The PHA must maintain a clear recrd f all infrmatin required t verify that the family is selected frm the waiting list accrding t the PHA s selectin plicies [24 CFR (b) and (e)]. SELECTION AND HCV FUNDING SOURCES Special Admissins [24 CFR ] HUD may award funding fr specifically designated families living in specified types f units (e.g., a family that is displaced by demlitin f public husing; a nn-purchasing family residing in a HOPE 1 r 2 prjects). In these cases, the PHA may admit such families whether r nt they are n the waiting list, and, if they are n the waiting list, withut cnsidering the family s psitin n the waiting list. These families are cnsidered nn-waiting list selectins. The PHA must maintain recrds shwing that such families were admitted with special prgram funding. Targeted Funding [24 CFR (e)] HUD may award a PHA funding fr a specified categry f families n the waiting list. The PHA must use this funding nly t assist the families within the specified categry. T assist families within a targeted funding categry, the PHA may skip families that d nt qualify within the targeted funding categry. Within this categry f families, the rder in which such families are assisted is determined accrding t the plicies prvided in Sectin 4-III.C. 6 f 17

7 The PHA administers the fllwing types f targeted funding: Regular HCV Funding Nn-Elderly Disabled: frm the waiting list Five Year Mainstream: frm the waiting list Prject Access: by referral Family Unificatin: frm the waiting list and by referral Eligibility and Admissin Plicies VASH - HUD-VA Supprtive Husing Prgram frm the waiting list and by referral Regular HCV funding may be used t assist any eligible family n the waiting list. Families are selected frm the waiting list accrding t the plicies selectin plicies. SELECTION METHOD PHAs must describe the methd fr selecting applicant families frm the waiting list, including the system f admissin preferences that the PHA will use [24 CFR (d)]. Lcal Preferences [24 CFR ; HCV p. 4-16] PHAs are permitted t establish lcal preferences and t give pririty t serving families that meet thse criteria. HUD specifically authrizes and places restrictins n certain types f lcal preferences. HUD als permits the PHA t establish ther lcal preferences, at its discretin. Any lcal preferences established must be cnsistent with the PHA plan and the cnslidated plan, and must be based n lcal husing needs and pririties that can be dcumented by generally accepted data surces. All types f husehlds are eligible fr the Husing Chice Vucher prgram as lng as the family meets incme requirements. The fllwing types f husehlds will receive preference ver ther qualified husehlds: The PHA will ffer a preference t any family that has been terminated frm its HCV prgram due t insufficient prgram funding. Residency Preference Husehlds that live (at the time f pre-applicatin r eligibility) r wrk within Thurstn Cunty and are able t prvide apprpriate dcumentatin/verificatin f hme r wrk address will be given first preference. The use f the residency preference will nt have the purpse r effect f delaying r denying admissin t the prgram based n the race, clr, ethnic rigin, gender, religin, disability, r age f any member f an applicant family. Husehlds that meet the residency preference will be served with pririty given t the fllwing husehlds: Elderly Disabled Near Elderly: 50 and ver Families with minr r disabled adult children and single pregnant wmen Single individuals r cuples wh are victims f DV r hate crimes Single individuals r cuples wh are victims f a declared natural disaster Families wh are hmeless 7 f 17

8 Eligibility and Admissin Plicies If there are n husehlds remaining n the waiting list wh meet ne f the abve pririties, husehlds wh meet the residency preference will be served first ver ther husehld wh d nt meet the residency preference but may meet ne f the abve pririties. Applicants wh d nt meet the residency preference and ne f the designated pririties may remain n the waiting list until they meet the residency preference and ne f the designated pririties r the waiting list has been exhausted f these husehlds. The fllwing husehlds wh meet the residency preference and a pririty will be placed n the waiting list even when the waiting list is clsed and will be given tp pririty ver thse applicants already n the waiting list: A family that has been granted a temprary suspensin f assistance t accmmdate a disability. Persns eligible fr Prject Access a nn-elderly persn with a disability exiting a Nursing Hme r a medical facility- these are King Cunty HA administered vuchers and d nt cme ut f ur pl (Up t 15 vuchers). Husehlds referred by the Divisin f Children and Family Services wh qualify fr the Family Unificatin Prgram (up t 73 vuchers). The Family Unificatin Prgram (FUP) has been vital t the slutin f transitining children in fster care back t their families where husing is the barrier t their return and assisting yuth aging ut f fster care in btaining and keeping stable husing. T keep this asset available t the cmmunity after the FUP is fully leased, the Husing Authrity f Thurstn Cunty will transitin up t tw (2) FUP participants a mnth t a general Husing Chice Vucher (HCV). The FUP vuchers released will be made available t the Divisin f Children and Family Services fr new referrals. T be transitined t a general HCV, the FUP family must have cmpleted at least ne year f tenancy under the FUP. In the cases f yuth aging ut f fster care, the yuth must have cmpleted 18 mnths under FUP prgram and be determined by the FUP assigned Husing Prgram Specialist t be unlikely t sustain self-sufficient husing withut cntinue HCV rental assistance supprt. Husehlds referred by the VA (American Lake) wh qualifies fr the VA Supprtive Husing (VASH) Prgram (up t 73 vuchers). Hmeless families with children wh are residing in a shrt r lng-term hmeless supprtive husing prgram and are receiving case-managed supprtive services-by referral The PHA will give a preference fr a tenant-based vucher ver ther prject-based t tenantbased vucher requests t participants residing in prject-based vucher-assisted prperties Pear Blssm Place and Pear Street Apartments. This preference is being ffered as part f the Cntinuum f Care t end hmelessness fr families with children and children aging ut f fster care. Pear Blssm Place with seven units is the nly permanent husing with intensive case management fr hmeless families with children in Thurstn Cunty. Pear Street Apartments with six units is the nly permanent husing with intensive case management fr yuth aging ut f fster care in Thurstn Cunty. Persns with HIV-AIDS up t 8 slts-by referral. Persns wh face displacement by a HOME-funded prject where the issuance f a vucher wuld ffset the relcatin csts t the prject. The PHA will accept referrals fr families with an hnrably discharged Veteran family member where the family qualifies as an extremely lw-incme family r demnstrates and verifies a husing need as defined under Incme Targeting Requirements in the HCV Administrative Plan. This preference is limited t a maximum f 15 vuchers at any given time, per calendar year and is dependent n availability f vuchers.- Eligible husehlds are referred by: Thurstn Cunty Public Health & Scial Services Department Washingtn State Department f Veterans Affairs United State Department f Veterans Affairs. Or ther applicable agencies. 8 f 17

9 Eligibility and Admissin Plicies Frmerly hmeless families wh are residing in a shrt r lng-term hmeless husing prgram wh are determined t need lng-term rental assistance. By referral frm agencies participating in Thurstn Cunty s Crdinated Entry system r ther hmeless intake system as apprved by the Directr f Rental Assistance Prgrams. Incme Targeting Requirement [24 CFR (b) (2)] HUD requires that extremely lw-incme (ELI) families make up at least 75 percent f the families admitted t the HCV prgram during the PHA s fiscal year. ELI families are thse with annual incmes at r belw the federal pverty level r 30 percent f the area median incme, whichever is higher. T ensure that this requirement is met, a PHA may skip nn-eli families n the waiting list in rder t select an ELI family. Lw-incme families admitted t the prgram that are cntinuusly assisted under the 1937 Husing Act [24 CFR 982.4(b)], as well as lw-incme r mderate-incme families admitted t the prgram that are displaced as a result f the prepayment f the mrtgage r vluntary terminatin f an insurance cntract n eligible lw-incme husing, are nt cunted fr incme targeting purpses [24 CFR (b) (2) (v)]. The PHA will mnitr prgress in meeting the incme-targeting requirement thrughut the fiscal year. Extremely lw-incme families will be selected ahead f ther eligible families n an as-needed basis t ensure the incme-targeting requirement is met. Families wh d nt meet the qualificatin as ELI must demnstrate a need fr assistance. Need may be defined and verified in at least ne f the fllwing categries: Be a displaced persn(s): Individuals r families displaced by gvernment actin r whse dwelling has been extensively damaged r destryed because f a disaster declared r therwise frmally recgnized under Federal disaster relief laws. Be a tenant in the Mderate Rehabilitatin Prgram r ther subsidized unit wh are required t mve, and wh cmply with the terms f their lease and wh cannt be placed in anther unit. Be a tenant wh is rent-burdened fr at least 90 days. (Families wh are paying mre than 40% f their adjusted mnthly incme fr rent and utilities. In determining the rent burden, the grss incme will be adjusted by the deductins used t determine benefit calculatins fr prgram participants and shall als be adjusted by alimny r child supprt, repayment f schl lans, and 15% f grss wages fr emplyed persns.) Be an eligible husehld that is living in substandard husing, including vercrwded (mre than tw persns per bedrm), wh are dubled up with ther families fr financial reasns, r wh are hmeless. Be an eligible husehld that is current in rent but wh are being asked t vacate their current dwelling because the husing unit is being sld r because f a change f use r extensive rehabilitatin r demlitin by private actin. Be an eligible husehld wh is a victim f dmestic abuse r a hate crime in the current unit and needs t mve away frm the vilence. A persn meeting this criterin can als be a single persn yunger than 50 wh is nt disabled. Be an eligible husehld that is living in subsidized husing where at least ne member has a medical need t mve t alternate husing r is vercrwded and there is n suitable unit available. Be an eligible husehld that is living in subsidized husing wh can demnstrate a need t mve t be clser t a family member wh requires the daily assistance f the applicant. 9 f 17

10 Eligibility and Admissin Plicies Be an eligible husehld that has a disabled member, and the current rental unit des nt accmmdate their needs. Order f Selectin The PHA system f preferences may select families based n lcal preferences accrding t the date and time f applicatin, r by a randm selectin prcess (lttery) [24 CFR (c)]. If a PHA des nt have enugh funding t assist the family at the tp f the waiting list, it is nt permitted t skip dwn the waiting list t a family that it can affrd t subsidize when there are nt sufficient funds t subsidize the family at the tp f the waiting list [24 CFR (d) and (e)]. Families will be selected frm the waiting list based n the targeted funding r selectin preference(s) fr which they qualify, and in accrdance with the PHA s hierarchy f preferences, if applicable. Within each targeted funding r preference categry, families will be selected based n a families ranking n the HCV waiting list. Ranking f pre-applicatins will be determined by randm lttery pull. The randm lttery pull will ccur at the end f each waiting list pening. Pre-applicants will be assigned a permanent ranking number. The pre-applicants will be pulled frm the waiting list based n the applicants ranking number. The lwest ranking number will be the next pre-applicant pulled. Dcumentatin will be maintained by the PHA as t whether families n the list qualify fr and are interested in targeted funding. If a higher placed family n the waiting list is nt qualified r nt interested in targeted funding, there will be a ntatin maintained s that the PHA des nt have t ask higher-placed families each time targeted selectins are made. NOTIFICATION OF SELECTION When a family has been selected frm the waiting list, the PHA must ntify the family [24 CFR (a)]. The PHA will ntify the family by first-class mail when it is selected frm the waiting list. The ntice will infrm the family f the fllwing: Deadline fr the receipt f the full applicatin and ntice f terminatin if the paperwrk is nt received by the deadline. Dcuments that must be prvided t dcument the legal identity f husehld members, including infrmatin abut what cnstitutes acceptable dcumentatin, incme verificatin, picture identificatin, scial security cards and ther verificatins needed t determine eligibility. If a ntificatin letter is returned t the PHA with n frwarding address, the family will be remved frm the waiting list. N further ntice is sent. If the family fails t return the requested paperwrk in the time alltted, a ntice f denial will be sent t the family s address f recrd. If the paperwrk is returned and a review indicates that the applicant is nt eligible, a ntice f denial is sent t the family, which includes the reasn fr the denial and the right t a review f the determinatin. If the paperwrk is returned and a review indicates that the applicant appears t be eligible, a letter is sent fr an interview. The letter will include: Date, time, and lcatin f the scheduled applicatin interview, including any prcedures fr rescheduling the interview Wh is required t attend the interview 10 f 17

11 Eligibility and Admissin Plicies Other dcuments and infrmatin that shuld be brught t the interview. THE APPLICATION INTERVIEW HUD recmmends that the PHA btain the infrmatin and dcumentatin needed t make an eligibility determinatin thugh a face-t-face interview with a PHA representative [HCV GB, pg. 4-16]. Being invited t attend an interview des nt cnstitute admissin t the prgram. Assistance cannt be prvided t the family until all SSN dcumentatin requirements are met. Hwever, if the PHA determines that an applicant family is therwise eligible t participate in the prgram, the family may retain its place n the waiting list fr a perid f time determined by the PHA [Ntice PIH ]. All applicants and applicant husehld members must disclse SSN at time f applicatin but d nt have t verify SSN until pulled frm the waiting list. Nte: These requirements d nt apply t nncitizens wh d nt cntend eligible immigratin status. Reasnable accmmdatin must be made fr persns with disabilities wh are unable t attend an interview due t their disability. Families selected frm the waiting list are required t participate in an eligibility interview. The head f husehld and the spuse/c-head will be strngly encuraged t attend the interview tgether. Hwever, either the head f husehld r the spuse/chead may attend the interview n behalf f the family. Verificatin f infrmatin pertaining t adult members f the husehld nt present at the interview will nt begin until signed release frms are returned t the PHA. The head f husehld r spuse/c-head must prvide acceptable dcumentatin f legal identity. If the family representative des nt prvide the required dcumentatin, at the time f the interview, he r she will be required t prvide it within ten business days. All applicants and husehld members must disclse their scial security numbers at the time f applicatin. Pending dcumentatin f husehld scial security numbers, the PHA will allw the family t retain its place n the waiting list until the applicant is pulled fr eligibility review. Applicant must supply dcumentatin f SSNs befre scheduling f eligibility interview. If all husehld members have nt prvided dcumentatin f their SSNs at the time the PHA is ready t schedule eligibility interviews, the PHA will mve t the next eligible applicant family n the waiting list. The family must prvide the infrmatin necessary t establish the family s eligibility and determine the apprpriate level f assistance, as well as cmpleting required frms, prviding required signatures, and submitting required dcumentatin. If any materials are missing, the PHA will prvide the family with a written list f items that must be submitted. Any required dcuments r infrmatin that the family is unable t prvide at the interview must be prvided within ten business days f the interview. If the family is unable t btain the infrmatin r materials within the required time frame, the family may request an extensin. If the required dcuments and infrmatin are nt prvided within the required time frame (plus any extensins), the family will be sent a ntice f denial. An advcate, interpreter, r ther assistant may assist the family with the applicatin and the interview prcess. Interviews will be cnducted in English. Fr limited English prficient (LEP) applicants, the PHA will prvide interpretive services in accrdance with the PHA s LEP plan. If the family is unable t attend a scheduled interview, the family shuld cntact the PHA in advance f the interview t schedule a new appintment. In all circumstances, if a family des 11 f 17

12 Eligibility and Admissin Plicies nt attend a scheduled interview, the PHA will send anther ntificatin letter with a new interview appintment time. Applicants wh fail t attend tw scheduled interviews withut PHA apprval will be denied assistance based n the family s failure t supply infrmatin needed t determine eligibility. Reasnable accmmdatin must be made fr persn with disabilities wh are unable t attend an interview due t their disability. Assistance cannt be prvided t the family until all SSN dcumentatin requirements are met. Hwever, if the PHA determines that an applicant family is therwise eligible t participate in the prgram, the family may retain its place n the waiting list until the list is purged (Ntice PIH ). COMPLETING THE APPLICATION PROCESS The PHA must verify all infrmatin prvided by the family. Based n verified infrmatin, the PHA must make a final determinatin f eligibility and must cnfirm that the family qualified fr any special admissin, targeted funding admissin, r selectin preference that affected the rder in which the family was selected frm the waiting list. If the PHA determines that the family is ineligible, the PHA will send written ntificatin f the ineligibility determinatin within ten business days f the determinatin. The ntice will specify the reasns fr ineligibility and will infrm the family f its right t request an infrmal review. If a family fails t qualify fr any criteria that affected the rder in which it was selected frm the waiting list (e.g., targeted funding, extremely lw-incme), the family will be returned t its riginal psitin n the waiting list. The PHA will ntify the family in writing that it has been returned t the waiting list, and will specify the reasns fr it. SELECTION OF PBV PROGRAM PARTICIPANTS [24 CFR (c)] The PHA may establish a separate waiting list fr PBV units, r it may use the same waiting list fr bth tenant-based and PBV assistance. The PHA may als merge the PBV waiting list with a waiting list fr ther assisted husing prgrams ffered by the PHA. If the PHA chses t ffer a separate waiting list fr PBV assistance, the PHA must ffer t place applicants wh are listed n the tenant-based waiting list n the waiting list fr PBV assistance. If a PHA decides t establish a separate PBV waiting list, the PHA may use a single waiting list fr the PHA s whle PBV prgram, r it may establish separate waiting lists fr PBV units in particular prjects, buildings, r sets f such units. In ur case, the PHA will have prject-specific established waiting lists. Applicants t the PHA s tenant-based waiting list are given a referral guide t all the prject-based prgrams and are encuraged t place their names n all the prject waiting lists fr which they wuld qualify. The fllwing prjects cllect applicatins and c-maintain waiting lists with the PHA. B and B Apartments Pear Street Apartments Drexel Huse, Phase I and II Evergreen Vista, Phases I and II Quixte Village Hmes First 12 f 17

13 Krislen Apartments Pear Blssm Place Tumwater Cve The Gardens Billy Frank Jr. Place Eligibility and Admissin Plicies Once PBV prject manager apprves an applicant fr tenancy, paperwrk is sent t the Husing Authrity fr vucher prgram eligibility and the prcess tward tenancy begins. The Husing Authrity will c-manage the waiting lists with each PBV prject. SELECTION FROM THE WAITING LIST [24 CFR (c)] Applicants wh will ccupy units with PBV assistance must be selected frm the PHA s waiting list. The PHA may establish selectin criteria r preferences fr ccupancy f particular PBV units. The PHA may place families referred by the PBV wner n its PBV waiting list. Incme Targeting [24 CFR (c) (6)] At least 75 percent f the families admitted t the PHA s tenant-based and prject-based vucher prgrams during the PHA fiscal year frm the waiting list must be extremely lw-incme families. The incme-targeting requirement applies t the ttal f admissins t bth prgrams. Units with Accessibility Features [24 CFR (c) (7)] When selecting families t ccupy PBV units that have special accessibility features fr persns with disabilities, the PHA must first refer families wh require such features t the wner. Preferences [24 CFR (d)] The PHA may use the same selectin preferences that are used fr the tenant-based vucher prgram, establish selectin criteria r preferences fr the PBV prgram as a whle, r ccupancy f particular PBV develpments r units. The PHA must prvide an abslute selectin preference fr eligible in-place families. The PHA may establish a selectin preference fr families wh qualify fr vluntary services, including disability-specific services, ffered in cnjunctin with assisted units, prvided that preference is cnsistent with the PHA plan. The PHA may nt, hwever, grant a preference t a persn with a specific disability [FR Ntice 1/18/17]. In advertising such a prject, the wner may advertise the prject as ffering services fr a particular type f disability; hwever, the prject must be pen t all therwise eligible disabled persns wh may benefit frm services prvided in the prject. In these prjects, disabled residents may nt be required t accept the particular services ffered as a cnditin f ccupancy. 13 f 17

14 Eligibility and Admissin Plicies If the PHA has prjects with excepted units fr elderly families r supprtive services, the PHA must give preference t such families when referring families t these units [24 CFR (b); FR Ntice 1/18/17]. The PHA will prvide a selectin preference when required by the regulatin (e.g., eligible inplace families, elderly families, r units with supprtive services r mbility-impaired persns fr accessible units). The fllwing additinal preferences have been established fr the fllwing prjects, buildings, r sets f units: Evergreen Vista Apartments II and I Serving lw-incme families wh qualify fr ne, tw, and three bedrm apartments Set-aside units serving families wh are hmeless, r hw have member with a disability, r wh are victims f dmestic vilence Krislen Apartments Serving individuals 62 and ver r persns with develpmental disabilities Hmesfirst Serving lw-incme individuals and families wh are eligible fr ne, tw, three, fur, and five bedrm units Serving individuals with develpmental disabilities wh need intensive in-hme supprtive services Pear Blssm Place Serving hmeless families with children wh may benefit frm case managed services. Accessed thrugh Thurstn Cunty s Crdinated Entry System Pear Street Apartments Serving hmeless adults aging ut f the fster care prgram wh may benefit frm case managed services Accessed thrugh Thurstn Cunty s Crdinated Entry System Drexel Huse Apartments Serving single individuals wh are hmeless at the time f applicatin and wh may benefit frm case managed services Accessed thrugh Thurstn Cunty s Crdinated Entry System Drexel Huse Veteran s Husing Serving single individuals wh are chrnically hmeless at the time f applicatin and wh may benefit frm case managed services Pririty fr hnrably discharged veterans Accessed thrugh Thurstn Cunty s Crdinated Entry System Quixte Village Serving single individuals wh are chrnically hmeless at the time f applicatin and wh may benefit frm case managed services Accessed thrugh Thurstn Cunty s Crdinated Entry System Billy Frank Jr. Place Studi, ne, and tw bedrm units fr hmeless individuals and families wh may benefit fr case managed services. Access by referral thrugh any Thurstn Cunty Crdinated Entry prvider. Pririty preference fr veteran husehlds. Accessed thrugh Thurstn Cunty s Crdinated Entry System Tumwater Cve Serving persns with mental illness/disabilities wh may benefit frm case managed services By referral frm Behaviral Health Resurces B and B Apartments Serving individuals with mental illness/disabilities wh may benefit frm case management services By referral frm Behaviral Health Resurces 14 f 17

15 Eligibility and Admissin Plicies Tumwater Gardens Serving hmeless individuals with mental illness/disabilities wh may benefit frm case management services By referral frm Behaviral Health Resurces OFFER OF PBV ASSISTANCE Refusal f Offer [24 CFR (e) (3)] The PHA is prhibited frm taking any f the fllwing actins against a family wh has applied fr, received, r refused an ffer f PBV assistance: Refuse t list the applicant n the waiting list fr tenant-based vucher assistance; Deny any admissin preference fr which the applicant qualifies; Change the applicant s place n the waiting list based n preference, date, and time f applicatin, r ther factrs affecting selectin under the PHA s selectin plicy; Remve the applicant frm the tenant-based vucher waiting list. Disapprval by Landlrd [24 CFR (e) (2)] If a PBV wner rejects a family fr admissin t the wner s units, such rejectin may nt affect the family s psitin n the tenant-based vucher waiting list. Acceptance f Offer [24 CFR ] Family Briefing When a family accepts an ffer fr PBV assistance, the PHA must give the family an ral briefing. The briefing must include infrmatin n hw the prgram wrks and the respnsibilities f the family and wner. In additin t the ral briefing, the PHA must prvide a briefing packet that explains hw the PHA determines the ttal tenant payment fr a family, the family bligatins under the prgram, and applicable fair husing infrmatin. Persns with Disabilities If an applicant family s head r spuse is disabled, the PHA must assure effective cmmunicatin, in accrdance with 24 CFR 8.6, in cnducting the ral briefing and in prviding the written infrmatin packet. This may include making alternative frmats available (see Chapter 2). In additin, the PHA must have a mechanism fr referring a family that includes a member with a mbility impairment t an apprpriate accessible PBV unit. Persns with Limited English Prficiency The PHA shuld take reasnable steps t assure meaningful access by persns with limited English prficiency in accrdance with Title VI f the Civil Rights Act f 1964 and Executive Order (see Chapter 2). OWNER SELECTION OF TENANTS The wner is respnsible fr develping written tenant selectin prcedures that are cnsistent with the purpse f imprving husing pprtunities fr very-lw-incme families and reasnably related t prgram eligibility and an applicant s ability t fulfill their bligatins under the lease. An wner must prmptly ntify in writing any rejected applicant f the grunds fr any rejectin [24 CFR (b)]. 15 f 17

16 Leasing [24 CFR (a)] Eligibility and Admissin Plicies During the term f the HAP cntract, the wner must lease cntract units t eligible families that are selected and referred by the PHA frm the PHA s waiting list. The cntract unit leased t the family must be the apprpriate size unit fr the size f the family, based n the PHA s subsidy standards. Filling Vacancies [24 CFR (a)] The wner must prmptly ntify the PHA f any vacancy r expected vacancy in a cntract unit. After receiving such ntice, the PHA must make every reasnable effrt t prmptly refer a sufficient number f families fr the wner t fill such vacancies. The PHA and the wner must make reasnable effrts t minimize the likelihd and length f any vacancy. The wner must g t the prject waiting list when vacancies ccur. Within five business days f being accepted fr tenancy, the Prject manager/wner will fax infrmatin n the prspective tenant t the PHA and the PHA staff will send eligibility paperwrk and an appintment letter t the prspective tenant. All effrts n prject and PHA staff will be made t reduce the vacancy n a unit that is ready t rent. The PHA will cntinue t refer ptential applicants t the Prjects t get n the varius waiting lists. Reductin in HAP Cntract Units Due t Vacancies [24 CFR (b)] If any cntract units have been vacant fr 120 r mre days since wner ntice f the vacancy, the PHA may give ntice t the wner amending the HAP cntract t reduce the number f cntract units by subtracting the number f cntract units (accrding t the bedrm size) that have been vacant fr this perid. If any cntract units have been vacant fr 120 days, (withut a mutual agreement between the wner and the PHA), the PHA will give ntice t the wner that the HAP cntract will be amended t reduce the number f cntract units that have been vacant fr this perid. The PHA will prvide the ntice t the wner within ten business days f the 120 th day f the vacancy. The amendment t the HAP cntract will be effective the 1 st day f the mnth fllwing the date f the PHA s ntice. TENANT SCREENING [24 CFR ] PHA Respnsibility The PHA is nt respnsible r liable t the wner r any ther persn fr the family s behavir r suitability fr tenancy. Hwever, the PHA may pt t screen applicants fr family behavir r suitability fr tenancy and may deny applicants based n such screening. The PHA will nt cnduct screening t determine a PBV applicant family s suitability fr tenancy. The PHA must prvide the wner with an applicant family s current and prir address (as shwn in PHA recrds) and the name and address (if knwn by the PHA) f the family s current landlrd and any previus landlrds. 16 f 17

17 Eligibility and Admissin Plicies In additin, the PHA may ffer the wner ther infrmatin the PHA may have abut a family, including infrmatin abut the tenancy histry f family members r abut drug trafficking and criminal activity by family members. The PHA must prvide applicant families a descriptin f the PHA plicy n prviding infrmatin t wners, and the PHA must give the same types f infrmatin t all wners. This PHA will infrm wners f their respnsibility t screen prspective tenants and will prvide wners with the required knwn name and address infrmatin, at the time f the turnver HQS inspectin r befre. The PHA will nt prvide any additinal infrmatin t the wner, such as tenancy histry, criminal histry, etc. Owner Respnsibility The wner is respnsible fr screening and selectin f the family t ccupy the wner s unit. When screening families, the wner may cnsider a family s backgrund cncerning the fllwing factrs: Payment f rent and utility bills; Caring fr a unit and premises; Respecting the rights f ther residents t the peaceful enjyment f their husing; Drug-related criminal activity r ther criminal activity that is a threat t the health, safety, r prperty f thers; and Cmpliance with ther essential cnditins f tenancy. 17 f 17