Waiting List Management Configuration

Transcription

1 Waiting List Management Configuration 1. Terminology a. Applicant an individual that has applied for subsidized housing within your agency s jurisdiction. b. Preference a weighting system that allows the applicants to have higher priorities when they are applying for housing which will potentially change their placement on the waiting list. c. Singles Rule optional rule for giving single, non-elderly, non-displaced, nonhandicapped housing applicants lower preference than individuals or households that are elderly, displaced, or handicapped. Single applicants who do not fall into a preferred category are moved down the waiting list to a position directly under the last applicant who does fall into a preferred category by date, time and preferences. d. Ranking the applicant s placement in the housing process based on their preference weight, date and time of application, and singles rule. e. Income Targeting ability to track the amount of extremely low households that have been housed within your fiscal year based on HUD s assigned targeting percentages for your agency. f. Income Limits a HUD defined ruling on what is Extremely Low, Very Low or Low wages or other types of income) for a one, two, three, etc. member household. 2. Purpose and Effects a. Configuring the waiting lists will allow for the proper ranking of applicants and automate many of the tasks needed for managing multiple waiting lists. 3. Requirements a. Who? Intake Specialists, Housing Manager b. What? ACOP c. Dependencies? i. Waiting Lists must be converted from legacy system ii. At least default Status Groups and Statuses available iii. If auto applying application numbers, Sequence Mask must be set up 4. How To a. From Home Menu, click on Waiting List Management under Applicant List to open the configuration screen. b. On the Waiting List tab at the top of the screen, use the Accept Application check box to indicate if that particular waiting list is open for new applicants.

2 c. On the Waiting List Details tab: i. Highlight the waiting list to configure. ii. Select the developments applicants are eligible to move into if they are on this list. 1. Some agencies have site specific waiting lists, and an applicant must be on that list to move into that development. 2. Other agencies just have one main list for each subsidy type and will move applicants into whatever unit becomes vacant iii. Select the appropriate Income Limit table from the drop down menu. These income limits are published by HUD and automatically loaded into the system.

3 iv. Input a Minimum Age for applicants on this waiting list 1. Some developments are designated as senior only so the minimum age can be set to reflect this designation v. Check the box if the agency allows emancipated minors to apply for this waiting list. vi. If the agency wishes to use the system to automatically assign an application number, check the box and then select the appropriate Sequence Mask Set Up (this can be configured prior to or during this process by clicking on the Edit List hyper link).

4 vii. Check the next box if an applicant can be placed on multiple bedroom size lists. (mainly used for public housing waiting lists) viii. Check the box to Enable Income Targeting based on agency policy. ix. Check the Apply Singles rule box and select appropriate options based on agency policy. x. Offer/Voucher Information 1. For public housing waiting lists, enter the number of days a unit offer will remain open.

5 2. For Section 8/HCV waiting lists, enter initial voucher days, voucher extension days and maximum voucher days 3. Check the next box if the agency policy dictates that an applicant be repositioned on the waiting list if they reject a unit offer or their voucher expires 4. Fill in the Maximum Offers Rejected or Vouchers Expired based on agency policy. 5. Check the next box if an applicant is removed from the waiting list if they reject a certain number of unit offers or have a certain number of vouchers expire.

6 6. Select a final application status from the drop down menu for applicants who are removed based on units rejected or vouchers expired 7. Check the next box if an applicant should be removed from other waiting lists that share the same group code (group codes are assigned to each list on the upper Waiting List tab). a. This is most often used with agencies that maintain multiple public housing waiting lists b. Final Status i. Select the appropriate label for Final Status.

7 d. Preference Tab i. Preferences are typically converted from agency legacy data ii. Available preferences are shown on the left side of the screen iii. As a waiting list is selected at the top, the preferences assigned to that list appear on the right side of the screen iv. Preferences can be linked to a field in the Custom Field screen on the application by selecting the field from the drop down menu. If that field is completed, either with a check or some text, the applicant will be assigned that preference v. To create a new preference, click on the green +Create New Preference button and enter the appropriate information vi. To assign a preference to a waiting list, highlight the waiting list name at the top and simply click the arrow to move the preference from the left to the right side of the screen vii. If the agency policy is to place those applicants with the highest preference weight at the top of the list, check the box in the bottom right corner of the

8 screen viii. Preference weights default to a weight of 1, but this can be changed by highlighting the weight field and typing in the desired weight number e. Repeat the above steps for each waiting list appearing at the top of the screen f. Adding a Brand New Waiting List i. Click the +New icon at the top left side of the screen. ii. This will add a new row where the Code, Name, Group Code, Housing Program Type and Status Group are entered.

9 iii. Check the Accept Applications box if this list is open for new applications. iv. Once the waiting list has been added to the top of the screen, complete the remaining set up following the steps above.