Chapter II: Waiting List Management


Section E: Waiting List Placement Procedures

Once it has been determined that an application meets eligibility criteria, the HA will place the applicant on the waiting list using one of the following methods:

1. First Come, First Served Placement Method

(Used with open waiting list periods of one week or more)

When the application is received, the date and time of application receipt must be entered in the MSHDA Use box on the application. Date/time stamps may be used. The application is entered into Elite using the date and time the application was received.

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2. Random Sort/Lottery Placement Method

(Used with open waiting list periods of less than one week)

  • After all applications are received during the time the waiting list is opened, MSHDA will assign positions on the waiting list to new applicants using an Elite generated random sort. When the random sort is performed, it shall replace date and time of application for the purpose of structuring the order in which applications are considered.
  • The HA requests the MSHDA Elite Tech to allow access to Elite to enter applications. The HA enters all applications using the same date and time. It is recommended you use the deadline date and 12:00 pm. For example, you would use June 17 and 12:00 pm for all applications. After all applications are entered into Elite, the HA notifies the MSHDA Elite Tech to perform a random sort. The Elite system performs the random sort and MSHDA Elite Tech closes access to the county waiting list. After the sort, all applicants will be given a position number. In the MSHDA use box place the actual date received and time received for random sorts only. Place sequence date and time in MSHDA use box.
  • In situations where large numbers of applications are received, MSHDA will determine the total number to be placed on the waiting list; i.e. 8,000 applications may be received but MSHDA may decide to place only 5,000 on the waiting list (lottery placement). All 8,000 applications are entered into Elite and a random sort by Elite is performed. All applications numbered 5,001 and above after the random sort will be denied placement on the waiting list and those applicants will receive a MSHDA 1634b denying placement on the waiting list.
  • The number of accepted applications must be stated in the waiting list announcement.
  • If name is already on waiting list when a random sort is conducted, HA should contact an Elite administrator to ensure proper sort procedures are followed.
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3. Determining Residency at Time of Application
  • The applicant (head, spouse, or co-head of household ) must either reside in, be working in, or hired to work in the County of application to be eligible for the residency preference. Residency preference must be verified at the time of application and match the application address. The residency preference applies to the entire county and must be granted to all households who, at the time of application and again at the time the application is pulled, verify they reside in the county of application, or the applicant (head, spouse, or co-head) works or has been hired to work in the county of application.
  • If an applicant is homeless and is staying in a Shelter located in a different county because there is no Shelter located in the county of application, the original county of residence can be used for residency preference if an original letter from lead agency, shelter, or service provider on agency stationery is provided. The letter must state the applicant is homeless in the county of application. For example, a Roscommon County resident is temporarily receiving shelter in a homeless shelter located in Otsego County (nearest shelter and no shelter is located in Roscommon County). The applicant would be able to receive a residency preference in Roscommon County if the applicant provides a letter on the Otsego County shelter stationery stating that the individual is temporarily being housed in Otsego County and is a resident of Roscommon County. The proof of residency verification must be submitted with the case material when the case is finalized.
  • Examples of proof of residency would include the following: a copy of a lease with the applicant’s name on it, driver’s license, state ID card, Medicaid card with address, utility bill with applicant’s name on it, a Social Security printout, voter’s registration card, or other proof of residence address. Proof of employment in a county would be a completed Verification of Earnings (MSHDA-49), a letter from the employer stating the applicant (head, spouse, or co-head) is employed (or will be including a start date) in that county, or a paycheck stub with the employer’s address showing the business is located in that county.

    Note: Return envelopes/county postmarks/notarized statements are NOT considered adequate proof of residency.

  • If the applicant verifies residency in a county and then moves to another residence in the same county, the applicant does not need to verify residency again. The applicant must notify the HA of the move/address change.
  • If the residency verification for the application address is incomplete, the HA must notify the applicant of the deficiency and their placement on the non-resident waiting list via a MSHDA 1634a. If residency verification for the application address is provided within the 14-day deadline provided on the 1634a, the applicant will be considered a resident as of the date of application. The HA will transfer the applicant to resident status on Elite and notify the applicant via a new MSHDA 1634a.
  • If the applicant did not provide the proof of residency within the 14-day deadline, they remain as a non-resident status. If the residency verification is later received after the deadline on the 1634a, the HA shall classify the applicant as a resident as of the date the verification was actually received whether the waiting list is open or closed.
  • The HA does this by changing the sequence date and time and residency status in Elite. The HA must document this on a 1634a to be sent to the tenant. A note must be made on the application use box that the residency date is being changed due to the date of proof of residency. The new sequence date and time must be placed on the application with HA initials.
  • When the proof of residency is verified after the 14-day deadline due to an applicant’s disability and approved reasonable accommodation, the applicant’s status as a resident will be effective the date of application. See Chapter XVII Reasonable Accommodation.

    For example, a family who lives in Wayne County applies to an open Ionia County waiting list. The family is placed on the Ionia County waiting list as a non-resident. The applicant will always remain classified as a non-resident. If the Wayne County applicant later notifies the HA of a move to Ionia County, the applicant would be classified as resident status on the Ionia County waiting list effective the date the verification of the move to Ionia County is received.

Note: When changes are needed to a closed waiting list, notify Elite troubleshooter for assistance.

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