8000.1 REV-1

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CHAPTER 8. STATE/LOCAL REFERRAL AGENCY REPORTING REQUIREMENTS

8-1 Applicability. The following applies to Fair Housing complaints

referred to State or local agencies for processing under the HUD

Regulation [24 CFR Part 115](http://www.gpoaccess.gov/cfr/index.html) -
Recognition of Substantially

Equivalent Laws. As indicated in Chapter Three of this document,

monitoring of Title VIII complaint processing by HUD Regional

Compliance Staff shall be recorded on the HUD 930.1A. In addition,

date of closure and result of closure activity for complaints

handled by State and local agencies is also reported on the HUD

930.1A. All other information on processing of Title VIII

complaints referred to State and local agencies deemed substantially

equivalent shall be recorded on the [HUD
948](http://www.hud.gov/offices/adm/hudclips/forms/hud9a.cfm#group3),
State/Local Referral

Agency Reporting Form.

8-2 General Instructions. A separate State/Local Referral Agency

Reporting Form, HUD 948, shall be completed for each and every

Title VIII complaint referred to State and handled by a State or

Local Referral Agency. That is, for every complaint recorded on

the HUD 930.1A as closed by a State or local agency, there will be

completed a HUD 948. In general, the State/Local Referral Agency

Reporting Form contains case identification information and case

disposition information necessary for evaluation and assessment

of the State or local agency\'s administration of its fair housing

law to insure that the law is, in fact, providing substantially

equivalent rights and remedies.

8-3 Procedure for Utilizing the HUD 948. The form is printed in

color coordinated NCR paper.

After thirty (30) days, the regional staff should complete the

top portion of the form (through respondent identification)

retaining the white copy and forward the remaining forms to the

referral agency for updating. The referral agency then updates

and returns all copies to the regional office.

After sixty (60) days, the regional staff should retain the green

copy of the form and forward the yellow, pink and gold copies to

the referral agency for updating. The referral agency then updates

and returns all copies to the regional office.

After ninety (90) days, the regional staff should retain the

yellow copy and forward the pink and gold copies to the referral

agency for further updating. After updating, the referral agency

retains the gold copy for its record and returns to the regional

office the pink copy.

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8000.1 REV-1

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The white copy should have \"original copy\" printed on it, the

green, yellow and pink should have \"return to region\" and the

gold copy should be printed \"referral agency\'s copy.\"

The region shall keep one copy of the completed form in the

Title VIII case folder and will make two copies and send to

Headquarters, one copy will go to Office of Management and Field

Coordination and the other to Office of Fair Housing and Section

3 Compliance.

8-4 Instructions for Completion of HUD 948

a\. State/Local Agency Case Number. Fifteen character free-form

alpha numeric identification as provided for by the State or

local agency.

b\. Date State/Local Agency Received Complaint. Date complaint

was received from HUD by the State or local agency. Note that

this and all succeeding dates shall be calendar dates entered in

the six digit format YYMMDD indicating year, month and day. For

example, January 31, 1976 shall be entered as 760131.

c\. Date Referred. Date on which the complaint was referred to the

State or local agency for processing. This date should be

identical to the date referred on the HUD 930.1A.

d\. Referral Agency. Name or other appropriate identification of

State or local agency to whom complaint has been referred. Care

should be taken to ensure that whatever identification is used,

that it be consistently recorded on each and every complaint in

exactly the same manner. This is necessary to aggregate and

summarize all activity by a particular State or local agency.

Note also that this and all name fields are limited to 25

characters.

e\. HUD Case Number. Twelve digit file number (exclusive of the

special indicator) as recorded on the HUD 930.1A.

f\. HUD Monitor. Last name and initials of the FHEO Specialist

assigned to monitor this complaint.

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8000.1 REV-1

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g\. Date Received by HUD. Date on which the final information on

the closed case is received by the HUD-FHEO Specialist assigned

to monitor the case.

h\. Complainant\'s Name. Last name and initials of the complainant.

(Note that 25 positions of name fields will be input to the

automated complaint and compliance system).

i\. Address (Complainant\'s). Free-form item containing location of

of complainant. (This item of information is not electronically

stored in the automated system).

j\. Phone (Complainant\'s). Free-form item containing the phone

number where the complainant may be reached. (This information

item is not electronically stored in the automated system).

k\. Respondent\'s Name. Last name and initials of the respondent.

Care should be taken to consistently record the name of this

respondent each time he is recorded in the system. This is

necessary to facilitate retrieval of multiple offender

information.

l\. Address (Respondent\'s). Free-form item containing the location

of the respondent. (This item of information is not

electronically stored in the automated system).

m\. Phone (Respondent\'s). Free-form item containing the phone

number where the respondent may be reached. (This information

item is not electronically stored in the automated system).

n\. Basis. See page 14, Item j.

o\. Issue. See Page 15, Item k.

p\. Date Assigned. Date on which the complaint is assigned to

responsible individual within the agency for handling.

q\. Date Investigation Commenced. Date of initiation of

investigative activity by responsible staff person.

r\. Date Investigation was Completed. Date on which the final

investigation report is completed and transmitted to the

responsible official for a decision on probable cause.

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8000.1 REV-1

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s\. Date Conciliation was Completed. Date on which all conciliation

activities are completed.

t\. Date Case was Closed. Date on which the case is considered

closed by the State or local agency.

u\. Conciliation in Process. \"Yes\" is checked if conciliation has

begun but has not been completed during the current status check

period; otherwise check \"no\". Note that this item is for use by

the HUD monitor only and shall not be input to the automated

system.

v\. Investigation Results. Appropriate item is checked to describe

the results of investigation. Only one checked item is

permissible to indicate investigation results.

w\. Final Disposition. Appropriate item is checked to indicate

final disposition of the case. This item may be left blank

if not applicable to this complaint. Only one checked item

is permissible to indicate final disposition.

x\. Date of Status Report. Appropriate item is checked to indicate

latest status report made. All items should eventually be

checked. Note that this item is for use by the HUD monitor

only and shall not be input to the automated system.

y\. Conciliated. Appropriate item is checked to indicate whether

or not conciliation activity took place.

z\. Conciliation Results. Appropriate item is checked to indicate

outcome of conciliation efforts. Only one item may be checked.

aa. Relief Obtained. Appropriate items are checked to indicate

the type of relief and amount of any monetary compensation

obtained as a result of conciliation. Any number of multiple

entries are permissible.

bb. Does Conciliation Agreement Provide for Future Monitoring of

Respondent\'s Operation. Appropriate item is checked to indicate

whether or not monitoring is provided for in the conciliation

agreement.

cc\. Agency Investigator. Name of investigator responsible for

complaint at State or local agency. This item is not input

to the automated system.

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