8000.1 REV-1

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CHAPTER 2. SUBMISSION REQUIREMENTS AND GENERAL INSTRUCTIONS

2-1 REPORT SUBMISSION REQUIREMENTS. Each Fair Housing and Equal

Opportunity Office shall submit to the Headquarters Fair Housing

and Equal Opportunity Office of Management and Field Coordination

by the 10th day of each month two (2) copies of the logs described

herein. These logs as submitted will be input to the automated

Complaint and Compliance Review System (CCRS). All logs shall be

maintained on a current basis so that the exact status of each

complaint and compliance review is indicated. Accordingly,

preparation of the monthly submissions should require little special

effort if entries are recorded on the logs as each of these actions

occurs.

2-2 GENERAL INSTRUCTIONS. Detail instructions for the completion of

each individual log are contained in this handbook as follows;

Chapter Authority Form Number

3 Title VIII 930.1A

EO 11063 930.1B

AFHM Regulations

4 Title VI 930.2

Section 109

5 Equal Employment Opportunity 930.3

Contract Clause

6 Section 3 930.4

7 Section 504 (temporary manual 930.5

system - see chapter 7 for

general instructions)

8 State/Local Referral 948

Agency Activity

The following general instructions are applicable to the 930.1A,

930.1B, 930.2, 930.3, and 930.4.

When a complaint is received or a compliance review is opened, the

following descriptive items shall be recorded on the logs as

applicable: file number, date received or opened, complainant and

respondent identification, State and County, issue, program, basis,

date of violation, EO Specialist assigned, and specifically for

compliance reviews the determination code, date of last review, and

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8000.1 REV-1

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file number of initiating complaint. Then, as each milestone action

is completed the date of completion shall be entered in the

appropriate column.

Finally, when a complaint or compliance review is closed, the date

of closure and appropriate closing code shall also be entered on

the log. Note that under this system there is no separate closing

log and, therefore, no need to transfer closure information to

another document.

All entries will be keyed from the original source documents to

convert the information into machine readable form. Consequently,

it is necessary to identify precisely what information should be

keyed in a given month\'s submission. To properly identify this

information the following procedures shall be followed.

a\. Additions. When a complaint or compliance review is recorded

for the first time, enter \"A\" in the left margin in red.

This will cause all entries pertaining to the complaint or

compliance review to be entered into the system.

b\. Changes. To identify completed milestone actions, the entry

of any other new data, or changes to date previously submitted,

\(1\) enter \"C\" in the left margin in red; (2) circle in red the

file number of the complaint or compliance review; and (3)

circle in red all new and/or changed items. This procedure

also applies to the deletion of items with the exception of

the file number. If it becomes necessary to change the file

numbers this procedure may not be used. Instead, to effect a

file number change, the old case must be deleted and the new

case entered as an addition.

c\. Deletions. To delete a complaint or compliance review from

the system enter \"D\" in the left margin in red and circle in

red the file number of complaint or compliance review.

In submitting each month the two (2) required copies of the logs

it is necessary to submit one (1) copy with all annotations in

red. The second copy may be a zerox copy. The first copy with

the red annotations will be the copy used to convert the data into

machine readable form.

The above instructions do not apply to the [HUD
948](http://www.hud.gov/offices/adm/hudclips/forms/hud9a.cfm#group3),
the State/

Local Referral Agency Reporting Form. As indicated in more

detail in Chapter 8, the 948 is the vehicle on which a referral

agency records complete information concerning its processing

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8000.1 REV-1

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of a Title VIII complaint. After referral agency processing of

a complaint is completed and the case is recorded as closed on

the 930.1A, the completed 948 form is to be submitted to

Headquarters in duplicate. Because this form is submitted after a

complaint is closed, there should be no need to change entries

previously recorded.

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