Chapter III: Selecting Names / Voucher Issuance


Section G: Briefings

1. Preparation for the Briefing Session
  • After an eligibility determination has been made, the Housing Agents (HAs) must conduct a briefing session with the applicant to issue the Housing Choice Voucher (HCV) and explain MSHDA and tenant responsibilities.
  • The HA conducting the briefing session can choose to conduct the face-to-face briefing session to an individual or a group. A meeting place should be arranged taking into consideration the recipients of the HCVs and whether those persons will need reasonable accommodations.
  • An invitation to the briefing session can be by telephone or mail. Sufficient notice should be given to the applicant in advance of the meeting to allow their attendance and participation. The notifying letter must include the following information:
    1. An explanation of topics to be discussed.
    2. The location and time of the session.
    3. The procedures individuals must follow to notify the HA that they are unable to attend.
    4. How to request reasonable accommodation.
    5. The consequences of non-attendance at the meeting.
  • Reasonable Accommodations will be made for persons with a disability who require an advocate or accessible offices. A designee will be allowed to participate in the interview process, but only with permission of the person with the disability.
  • The briefing session provides an opportunity to discuss the applicant's circumstances in greater detail, to clarify information which has been provided by the applicant, and to ensure that the information is complete. The session is also used as a vehicle to meet the informational needs of the family by providing information about the application and verification process, as well as to advise the family of other services or programs that may be available.
  • The head of household is required to attend the briefing session.
  • Missed Meetings: If an applicant fails to appear for their briefing session without prior approval of the HA, their application will be denied unless they request to be rescheduled prior to the end of the 14-day Informal Review period. Acceptable reasons for missing appointments are verified medical or family emergencies. If a meeting is missed, a denial letter is sent and an Informal Review offered.
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2. Voucher Briefing Packet (MSHDA 145) Explained

All briefing sessions for new applicants must take place in person and issuance of the MSHDA 145 to each voucher recipient is mandatory. The voucher must be physically issued to the applicant as part of the briefing session. The HA must complete, sign, and date the briefing packet cover sheet. The applicant must also sign, acknowledging receipt of the packet. Retain the original for the applicant file.

Reminder: The voucher issuance, applicant signature, and HA signature dates must match the briefing packet dates.

The packet must contain the following items as listed on the front of the packet.

Note: Items 1-8 are already included; items 9-18 must be added.

  1. Reasonable Rent Test (MSHDA 37). For applicant to use to assist the HA in gathering rent comparables.
  2. Housing Discrimination Complaint (HUD 903). Discuss the availability of the complaint form in the event the applicant encounters discriminatory practices while searching for housing.
  3. Informal Review Flow Chart (MSHDA 43). Information provided per HUD.
  4. Informal Hearing Flow Chart (MSHDA 44). Information provided per HUD.
  5. Prohibited Lease Provisions (MSHDA 45). Information provided per HUD.
  6. Family Self-Sufficiency Application Cover Letter (FSS 322a). Information provided regarding the FSS Program.
  7. FSS Application (FSS 322). Discuss in detail.
  8. Voucher Information (MSHDA 146). Complete boxes A-G prior to the briefing session. Discuss all items on the information sheet in detail during this session, paying particular attention to assistance and rent portion information.
  9. Guidelines for Tenants (MSHDA 8). Discuss in detail.
  10. Owner/Landlord Information Packet (MSHDA 57). Discuss in its entirety. During the briefing session the applicant must complete parts G and H of the Rental Unit Information (MSHDA 51b). The HA must retain a copy (with parts G and H completed). Advise the applicant to return the MSHDA 51b when an eligible unit has been located so an inspection can be scheduled. Be sure to include/stamp the “return to” information at the bottom of the form prior to issuing the document at the briefing session. The applicant must be instructed to give the MSHDA 57 packet to potential landlords. The packet includes the Tenancy Addendum (HUD 52641-A). The applicant must advise the landlord that this addendum must be attached to their lease.
  11. Guidelines for Landlords (MSHDA 9). Discuss and advise applicant to share the brochure with prospective landlords.
  12. A Good Place to Live (HUD 593). Discuss in detail. Advise applicant of the smoke detector requirements (one detector on each level) for all units and emphasize defective paint requirements.
  13. Protect Your Family From Lead in Your Home (EPA 747-K-99-001). Refer to the HQS Manual (Section III, page 13) for the further information regarding this brochure.
  14. Participating Landlord Listing. To assist applicant in locating a unit, provide the landlords list and available MSHDA listings.
  15. Expanding Housing Opportunities Information. This information is provided for designated counties only.
  16. Voucher (HUD 52646). Complete the information at the top of the voucher prior to the briefing session: 1) Eligibility Size (not unit size); 2) Issue Date (briefing date); 3) Expiration Date (60 days from the briefing date); 5) Family Name; 7) MSHDA; 8) Name and Title of the HA. The applicant and HA must sign and date the voucher (6 and 9) during the briefing. The applicant must receive a copy of the voucher and a copy must be retained for the applicant file. Review all content of the voucher (i.e. family obligations).
  17. Utility Schedule (MSHDA 1793 (a-g). Attach the appropriate utility schedule for the applicable region. This is provided for applicant information regarding estimated utility costs. Refer to Appendix for more information.
  18. Fair Housing – It’s Your Right (HUD 1686). Information provided regarding applicant rights with respect to potential discrimination.
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3. Other topics to discuss during briefing

Voucher Information Form (MSHDA 146) must be discussed in detail including an explanation of:

  1. Unit eligibility Size
  2. Payment Standards (PS)*
  3. Income Calculation
  4. Maximum Subsidy – how applied
  5. Explain Gross Rent versus Maximum Subsidy
  6. 40% Affordability Cap
  7. Initial Contract Requirements
  8. Maximum Gross Rent
  9. Portability
  10. Security Deposit -MSHDA does not pay – 1 ½ months limit.

    *Reminder: The PS is based on the lesser of the unit size or the issuance size.

HQS Inspections

  1. Do not pay landlord until unit passes
  2. Rental Unit Information form (51b)
  3. One inspection at a time
  4. Notify when inspection is scheduled
  5. What the inspection covers
  6. Lead based paint issues
  7. Deficiencies Notice (MSHDA 105) date ASAP
  8. Range/microwave and refrigerator requirements

Voucher (HUD 52646)

  1. MSHDA 146
  2. Eligibility Size – how determined
  3. Family Composition
  4. Only residence; no double subsidy
  5. Family Obligations
  6. Voucher Expiration

Lease and Contract

  1. Landlord lease in effect
  2. Review prohibited provisions
  3. Explain that owner cannot live in unit
  4. Cannot rent from relatives

Informal Hearing/Reviews

  1. Explain deadlines to request
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(Effective December 1, 2003)