In
most cases, HUD projects are required to maintain waiting lists. A waiting list
is a formal record of applicants for housing assistance that identifies the
applicant’s name, date and time of application, selection preferences
claimed, income category, and the need for an accessible unit. The waiting list
may be kept in either a bound journal or a computer program. While many of the
HUD waiting list rules apply to both the manual and electronic waiting lists,
some are unique to the electronic lists.
There
are two main issues to consider when setting up an electronic waiting list:
- How
to maintain the list - you can use a spreadsheet or specially designed
software. If special software will be used, there are some highly recommended
features:
- Tracking
History: all changes made
to the waiting list are tracked;
- Handbook
Rules are Built Into the System:
this alerts the user when a change is being made to the list that violates HUD
rules;
- List
Filtering: allows the list
to be sorted by various categories including unit size, applicant age, and
income categories;
- Integration: allows applicant information
to be keyed into the system only once;
- Reports: e.g., comparing information
like precertified applicants and yearly turnover;
- Usability; and
- User
Control: limits password
access to selected staff users.
- How
to convert a manual to an electronic waiting list - ensure that no applicant
names are lost or misspelled and the list’s order is not changed. Once the
manual list is transcribed to the electronic lists, the manual list should be
retained for at least 36 months.
Primary HUD rules
include:
- Include
required information:
- Name
of head of household;
- Date
and time application was submitted;
- Applicant’s
preference status;
- Applicant’s
annual income level for income targeting purposes (e.g., ELI, VLI, or LI);
- Whether
the applicant needs an accessible unit, including the need for accessible
features; and
- Unit
size needed.
Note
that the applicant’s race/ethnicity/gender/family size should not be
included on the waiting list. Include applicant phone number, address, email,
and date of contact on the list.
- Explain
all changes - this includes why applicants were selected, withdrawn, rejected,
or had family status changed. Any list should include a comment section.
- Document
all changes - the following methods for documenting changes should be used:
- Use
a "data backup function" that records the time and date that changes are made
to the list;
- Print
a record of the list at least monthly to show each applicant’s place on and
selection from the list. A copy should be made each time an applicant is added
to or selected from the list. The copy should include the time and date of the
printing. Keep a copy in the applicant file and central waiting list file. If
there has been no change to the list, keep a copy in the waiting list file
only.
- Re-sort
and print the list after making changes in an applicant’s status, such as
changes in family composition and unit size.
- Both
before and after an applicant is removed from the list the list should be
printed and preserved.
- If
the list is printed monthly to document the changes, you should also file a
copy of the monthly rejection letters with the printouts.
- Implement
safeguards - the following safeguards
are not required, but are recommended:
- Limit
password access to only staff members who maintain the waiting list;
- The
system should track the time and date each change is made to the list and
should identify the staff member who made the change;
- Store
hard copies in a secure location;
- Backup
the list every time it is modified;
- Store
back-ups both on and off site; and
- Take
steps to avoid staff manipulation.
- Print out the list periodically
and compare it to the previous printout to detect any inappropriate changes.
This should be done at least every few months.
An electronic waiting list is a convenient, comprehensive, and safe way to maintain a project’s waiting list. As long as the procedures and recommendations noted above are adhered to, the use of an electronic waiting list is often preferable to manual waiting lists. Projects that still use manual waiting lists should give consideration to converting to an electronic system, which, in the long-run, will make life easier for onsite staff.
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