Housing Voucher Programs - Policy and Procedures Manual

Chapter II Sections

1. Opening A Waiting List
   1. Determination to Open a List
   2. Request for Advertising (MSHDA 141)
   3. Approval/Denial of Opening a Waiting List
   4. Public Announcement
2. Outreach
3. Application Distribution Procedures
4. Application Review Procedures
5. Waiting List Placement Procedures
6. Notice of Application Acceptance Procedures
7. Waiting Lists for Special Programs
8. Enter Data in Elite
9. Printing the Waiting List
10. Ranking Applications
11. Changes While on the Waiting List
12. Waiting List Pulls
13. Removing Applicant Names from Waiting List
14. Purging/Updating Waiting List
15. Closing an Open Waiting List
16. Cross Listing Notice for MRP/SRO
17. Application Maintenance
18. File Retention
19. Portability
20. Special Admissions
21. Applicable Forms List

Chapter II: Waiting List Management

Effective: December 2009

Introduction

MSHDA has established an application and selection process to ensure that anyone who expresses an interest in receiving help to pay their rent are given an equal opportunity to apply for Housing Choice Voucher (HCV) rental assistance, in a way that treats applicants fairly and consistently, and provides an effective method for determining eligibility. Outreach and maintaining an up-to-date and well-managed waiting list ensure needy applicants receive assistance as quickly as possible and helps MSHDA attain/sustain a high leasing rate.

Section A: Opening A Waiting List

1. Determination to Open a List

When determining whether a waiting list should be opened, consider the number of applicants on the list. If all the applicants on the waiting list will be notified of the availability of rental assistance within the next 12 months, the list should be opened and applications accepted.

2. Request for Advertising

To open a waiting list, the Request for Advertising – Waiting Lists (MSHDA 141) must be completed in its entirety and submitted to the appropriate RS (along with a sample advertisement) for approval at least 60 days in advance of the projected open date. If the waiting list will be open for an indefinite period of time, check the “Indefinite” box, Item 3d. If the waiting list will open for a specified time period, enter the waiting list closure date.

3. Approval/Denial of Opening a Waiting List

• After reviewing the completed MSHDA 141, the RS approves or denies the request to open the waiting list. If denied, the RS returns the MSHDA 141 to the HA with an explanation. If approved, the RS forwards the MSHDA 141 to the Administrative Assistant to the division Director who initiates the advertising process with the contracted agency identified by MSHDA’s Office of Communications. Before the ad is placed, the Assistant to the Director sends the advertising proof to the RS and HA for final review and approval.
• HA’s may, with RS approval, place additional advertisements at their own expense.

4. Public Announcement

• When a waiting list is opened, the opening must be publicly announced in a newspaper of general circulation, as well as through the appropriate service agencies and media most likely to reach low income and minority groups in the county. Other special outreach efforts must be considered to advise target populations such as a notice on the MSHDA website, public service announcements, posted notices in county buildings, utility bill inserts, DHS inserts, etc. All proposed public announcements must be reviewed and approved by the assigned Resource Specialist (RS).
• The first come, first served method is utilized for all open waiting list periods of one week or more. In a smaller non-metropolitan county, the waiting list is usually opened for an indefinite period of time. The public announcement would identify that applications are being accepted.
• The lottery (random table list) method is utilized for all open waiting list periods of less than one week. In a large metropolitan county, the published announcement(s) should include both the beginning and ending dates that applications will be accepted.