Housing Voucher Programs - Policy and Procedures Manual

Chapter II Sections

1. Opening A Waiting List
2. Outreach
   1. Announcing Opening of a Waiting List
   2. Informational Meeting
   3. Placement on the MSHDA Website
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

Section B: Outreach

Outreach for applicants must be conducted for an open waiting list any time all the applicants on the waiting list will be notified of the availability of rental assistance within the next 12 months.

1. Announcing Opening of a Waiting List

• At a minimum, the HA should notify the following agencies of the intention to open the waiting list by using a letter or via a presentation at a local Continuum of Care (CoC) meeting:
  1. The County Department of Mental Health;
  2. The County Department of Human Services;
  3. The County Office or Commission on Aging;
  4. The County Department of Public Health; and
  5. Agencies dealing with Elderly and Disabled populations.
• The above-identified State-affiliated agencies may invite other associated groups and may forward MSHDA application materials.
• The RS should notify MSHDA staff, other HA’s, MRP/SRO Developments if appropriate, and other local PHA’s in the area where the waiting list will be opening and the dates that applications will be accepted.

2. Informational Meeting

• At least one month prior to opening a closed waiting list, an informational session must be held at a monthly local CoC meeting to provide additional information on the application completion requirements. The intent of this session is to instruct outside agency representatives on the application requirements so they can assist their clients in properly completing the MSHDA 322 and obtaining the appropriate verification documents. The informational meeting must be scheduled at least 30 days in advance of the advertisement each time a closed list is opened. After the meeting, HA may provide additional applications, brochures, posters, etc. to any agency upon request.
• In general, the information shared at the CoC meeting must include:
  1. how to complete a MSHDA 322 and related verification documents,
  2. a brief explanation of the outreach plan,
  3. procedures for registering complaints (i.e. contacting the assigned RS to discuss); and,
  4. distribution of copies of the MSHDA 322.
• A copy of the minutes from the CoC meeting must be kept by the HA and a copy provided to the MSHDA RS to show attendance.
• At least seven days prior to closing an indefinitely opened waiting list, notify members of the CoC either by letter or during a CoC meeting of the official closing date.
• Applications completed by staff members from any of the above-identified agencies or their designated representatives are accepted on behalf of eligible applicants provided the applicant has signed the document. Space is provided on the MSHDA 322 to identify the staff person and agency assisting the applicant. If the MSHDA 322 is incomplete, notify both the applicant and the identified staff person of any deficiencies via the MSHDA 1634a (use the blank line at the bottom of the form to note the deficiency).
• When the applicant has a designated representative and a MSHDA 322 requires updating or when their name is pulled from the waiting list, notify both the applicant and the designated representative (if any).

3. Placement on the MSHDA Website

The RS is responsible for notifying the Office of Existing Housing web coordinator of the dates of the waiting list opening for announcement on the MSHDA official website.