# Presentation: 405305

## The Housing Authority

**The Housing Authority**
**of the City of Austin**
**(Special Training: REAC Inspections)**
**November 15-16, 2007**

## Training Agenda

_**THURSDAY, NOVEMBER 15**__**TH**_**:**

**8:30 am – Welcome / Go over this thing**

**8:35 am – Protocol**** **

**10:15 am – BREAK (15 Minutes)**

**10:30 am – Protocol (Oh no, not more of it!)**

**12:00 pm – LUNCH (1 Hour)**

**  ****1:00 pm – “Inspection Day” Video**

**1:30 pm – Deficiencies, Definitions and**
**                  ****the Software, oh my!**

## Training Agenda (Continued)

_**THURSDAY, NOVEMBER 15**__**TH**_**:**

**2:30 pm – BREAK (15 Minutes)**

**2:45 am – Deficiencies, Definitions ...**

**5:00 pm – End for the Day**

## Training Agenda (Continued)

**8:30 am – Deficiencies, Definitions ...**

**9:30 am – HQS vs. UPCS, Scoring, Appeals, etc.**

**10:00 am – BREAK (15 Minutes)**

**10:15 am – HQS vs. UPCS, Scoring, **
**                   ****Appeals, etc.  (Continued)**

**12:00 pm – End of Session**

**Training Agenda ****(Continued)**

## Ground Rules

_**RULE NUMBER 1**_**:**

**“****Don’t shoot the messenger!”  (Me.)**

_**RULE NUMBER 2**_**:**

**Ask questions!  Remember, there are no dumb questions, just dumb answers.  (Which I’ll try my best not to give.)**

**When in doubt, refer to RULE NUMBER 1 above.**

_**RULE NUMBER 3**_**:**

## Questions to be Answered

**Questions to be Answered**

**- Where should I focus my resources?**

**- What is my role during the inspection?**

## Questions to be Answered (Continued)

**- How will certain things, like smoke detectors, be checked?  (Will the inspector use canned smoke or just push the button?)**

**- What kind of questions should I ask the inspector before he leaves my site so that I can better understand what went wrong?**

## Questions to be Answered (Continued)

**- How do I educate my residents during their annual inspections in order to prevent findings during the REAC inspection?**

**- Is there a checklist of standards I can use *****before***** the inspection to help me make sure everything is up to par?**

**- How do I appeal a finding, and what kinds of documentation do I need to back up my appeal?**

## PROTOCOL

**PROTOCOL**

## 	The Real Estate Assessment Center's (REAC) mission is to ...

... provide and promote the effective use of accurate, timely and reliable information assessing the condition of HUD's portfolio; 
... to provide information to help ensure that HUD subsidized housing remains decent, safe and sanitary; 
... and to restore the public trust by identifying fraud, abuse and the wasting of HUD resources.

- ... provide and promote the effective use of accurate, timely and reliable information assessing the condition of HUD's portfolio;
- ... to provide information to help ensure that HUD subsidized housing remains decent, safe and sanitary;
- ... and to restore the public trust by identifying fraud, abuse and the wasting of HUD resources.

**PIH/REAC’s Mission**

## 	The Uniform Physical Condition Standards (UPCS) are the foundation of HUD/PIH-REAC’s Physical Inspection Program.

Creates the structure of the physical inspection.
(Identifies five inspectable areas and health and safety hazards.)

Establishes standardized definitions for inspectable items, the basis for electronic inspections via UPCS software.
(Inspection data is validated, producing a score which indicates
     the physical condition of a property.)

Provides a uniform, objective protocol for training inspectors performing inspections of all property types.

- Creates the structure of the physical inspection.
- (Identifies five inspectable areas and health and safety hazards.)
- Establishes standardized definitions for inspectable items, the basis for electronic inspections via UPCS software.
- (Inspection data is validated, producing a score which indicates
-      the physical condition of a property.)
- Provides a uniform, objective protocol for training inspectors performing inspections of all property types.

**UPCS**

## PHYSICAL INSPECTION STRUCTURE

**Site**

**PHYSICAL INSPECTION STRUCTURE**

**Building**

## PHYSICAL INSPECTION STRUCTURE

- Fencing and Gates
- Grounds
- Mailboxes/Project
-      Signs
- Market Appeal
- Parking Lots/
-    Driveways/Roads
- Etc.

**BUILDING**
_**EXTERIOR**_
- Doors
- Fire Escapes
- Foundations
- Lighting
- Roofs
- Walls
- Etc.

**BUILDING**
_**SYSTEMS**_
- Domestic Water
- Electrical System
- Elevators
- Emergency
-      Power
- Fire Protection
- HVAC
- Etc.

_**COMMON AREAS**_
- Basement/
-    Garage/Carport
- Community Room
- Day Care
- Halls/Corridors/
-    Stairs
- Etc.

_**UNIT**_
- Bathroom
- Call-for-Aid
- Ceiling
- Doors
- Electrical System
- Floors
- Hot Water Heater
- Kitchen
- Etc.

_**HEALTH & SAFETY**_
- Air Quality		Elevator		     Emergency/Fire Exits Flammable Materials	Electrical Hazards	     Etc.

**PHYSICAL INSPECTION STRUCTURE**

## UPCS SOFTWARE CONFIGURATION

- Item

- Inspectable
- Area

- Observed
- Deficiency (OD)

- No Observed
-  Deficiency (NOD)

- Not Applicable
- (NA)

***- or -***

***- or -***

**UPCS SOFTWARE CONFIGURATION**

## PASS

- Physical Assessment
- Subsystem
**- Scoring**
**- Checklist**
**- Inspection Review**
**- Time Stamp Analysis**
**- Reporting**

**The**
**INTERNET**

**PASS SUBSYSTEM COMPONENTS**

**Notes:**
Added Time Stamp Analysis to PASS box.

## Physical 

**Assessment**
**Score**

**SCORING**

## Standard set of rules and procedures followed on all inspections as established in the UPCS.
Includes three phases:
Pre-Inspection
Inspection
Post Inspection
Each phase is completed in the above order

- Includes three phases:
- Pre-Inspection
- Inspection
- Post Inspection
- Each phase is completed in the above order

**PHYSICAL INSPECTION PROTOCOL**

## Perform objective, factual physical assessments.

Conduct inspections according to the HUD/PIH-REAC Physical Inspection Protocol.

Ensure success by complying with the UPCS.

- Conduct inspections according to the HUD/PIH-REAC Physical Inspection Protocol.
- Ensure success by complying with the UPCS.

**INSPECTOR’S ROLE**

## Maintain professional conduct and demeanor at all times during the inspection and interaction with the inspection participants.
Display the HUD-issued photo id during the inspection.
Dress appropriately.
Be courteous and professional.
Be aware of cultural differences.
Defer resident questions concerning 	     maintenance to the property
   representative.
Do not make promises about inspection results.

- Display the HUD-issued photo id during the inspection.
- Dress appropriately.
- Be courteous and professional.
- Be aware of cultural differences.
- Defer resident questions concerning 	     maintenance to the property
-    representative.
- Do not make promises about inspection results.

**CODE OF CONDUCT**

## Conflicts of interest – be aware!
Do not offer an opinion as to the quality of the site, building or unit.
Do not bring a firearm or other weapons onto a property.
Do not invade a resident’s privacy by attempting to open a closed door within a unit (bedroom, bathroom, etc.)
	without the permission of the resident or the property representative.

- Do not offer an opinion as to the quality of the site, building or unit.
- Do not bring a firearm or other weapons onto a property.
- Do not invade a resident’s privacy by attempting to open a closed door within a unit (bedroom, bathroom, etc.)
- 	without the permission of the resident or the property representative.

**CODE OF CONDUCT ****(Continued)**

## Do not disclose any information to a third party about the inspection results.  Defer to the property owner/representative.
Do not utilize local HUD offices, MF or PHA offices to conduct personal business (phone calls, inspection uploads, etc.)

- Do not utilize local HUD offices, MF or PHA offices to conduct personal business (phone calls, inspection uploads, etc.)

**CODE OF CONDUCT ****(Continued)**

## HUD Physical Inspections are:
Objective
Consistent
Comprehensive
Evaluations of HUD-supported properties
A step to help HUD prioritize and direct its resources
A method to ensure that we all work together to provide housing that is decent, safe, sanitary and in good repair

- Objective
- Consistent
- Comprehensive
- Evaluations of HUD-supported properties
- A step to help HUD prioritize and direct its resources
- A method to ensure that we all work together to provide housing that is **decent, safe, sanitary and in good repair**

**SUMMARY**

## PHYSICAL INSPECTION PROTOCOL

**PHYSICAL INSPECTION PROTOCOL**

**Notes:**
Step 14 revise by deleting one of the two boxes and change to circle or oval.

## PRE-INSPECTION

**PHYSICAL INSPECTION PROTOCOL**

**Notes:**
No change

## HUD awards RAP inspections to winning bidder.
Contractor/servicing mortgagee assigns inspection and notifies an inspector.
Property profile information is available for downloading from the REAC Web site.

- Contractor/servicing mortgagee assigns inspection and notifies an inspector.
- Property profile information is available for downloading from the REAC Web site.

**STEP 1:**** Receive Inspection Assignment**

**PRE-INSPECTION PHASE**

## Inspector downloads Property Profile from the REAC Web site directly to the UPCS software on their DCD.

Downloaded information automatically populates appropriate fields in the UPCS software.

Property Profile contains the following information, and MUST BE VERIFIED while on site!
Inspection number.
Property information: name, street address (no P.O. Box), and telephone number of the property, and number of buildings and units.
Participant information: participant’s name, role, and organization name, address, telephone number.
Building information: building name,
   street address (no P.O. Box), type,
   construction year, number of units.

- Inspector downloads Property Profile from the REAC Web site directly to the UPCS software on their DCD.
- Downloaded information automatically populates appropriate fields in the UPCS software.
- Property Profile contains the following information, and **MUST** **BE VERIFIED **while on site!
- Inspection number.
- Property information: name, street address (no P.O. Box), and telephone number of the property, and number of buildings and units.
- Participant information: participant’s name, role, and organization name, address, telephone number.
- Building information: building name,
-    street address (no P.O. Box), type,
-    construction year, number of units.

**STEP 2:**** Download Property Profile**

**Notes:**
No change

## Inspector contacts the authorized property representative (owner, management company or PHA) to:
Explain the purpose of the inspection
To objectively assess the physical condition of the property, not to create a laundry list of maintenance items
Negotiate mutually agreeable time for physical assessment

- Explain the purpose of the inspection
- To objectively assess the physical condition of the property, not to create a laundry list of maintenance items
- Negotiate **mutually** **agreeable** time for physical assessment

- Inspector should notify the TAC if the property owner refuses to permit an inspection.
- All inspections must occur in presence of the property representative.

**PRE-INSPECTION PHASE**

**STEP 3:**** Confirm Inspection [Arrange Date**
**               ****and Time]**

**Notes:**
Switched help desk with TAC

## Inspector sends an Inspection Notification Letter

- Informs property representative to:
- Notify **all** residents of upcoming inspection
- Have available for the inspector on
-    day of inspection ...
- Copy of document notifying residents
- Total number of buildings and units
- Address or unique building identifier for each building
- Applicable certificates (e.g., elevators, boilers, etc.)
- Occupancy rate
- Rent roll
- Site map or plot of property (if available)
- Area measures for parking lots/driveways/roads and walkways/steps

**PRE-INSPECTION PHASE**

**STEP 3:**** Confirm Inspection [Arrange Date**
**               ****and Time]****  (Continued)**

**Notes:**
No change in content 

## Inspections are to be performed during normal business hours, which vary from agency to agency. 

The inspector is responsible for updating the REAC Inspection Schedule for any and all changes and also for notifying any affected parties.

PIH-REAC Quality Assurance (QA)
   inspections are based on the REAC
   Inspection Schedule
Servicing mortgagee provides REAC
   with individual inspector schedules
PIH-REAC must be aware of all schedule changes

- The inspector is responsible for updating the REAC Inspection Schedule for any and all changes and also for notifying any affected parties.
- PIH-REAC Quality Assurance (QA)
-    inspections are based on the REAC
-    Inspection Schedule
- Servicing mortgagee provides REAC
-    with individual inspector schedules
- PIH-REAC must be aware of all schedule changes

**PRE-INSPECTION PHASE**

**STEP 4:**** Update Inspection Schedule**

## INSPECTION

**PHYSICAL INSPECTION PROTOCOL**

**Notes:**
No change

## Inspector must follow REAC rules for travel:
Inspector must be physically present and on time to conduct the inspection.
If the inspection cannot be performed or completed on the scheduled day, the inspector must call the TAC immediately.
If the weather prevents the inspector from 
	arriving at the property, they must request 
	approval from the TAC to declare the
   inspection “unsuccessful”.

- Inspector must follow REAC rules for travel:
- Inspector must be physically present and on time to conduct the inspection.
- If the inspection cannot be performed or completed on the scheduled day, the inspector must call the TAC immediately.
- If the weather prevents the inspector from
- 	arriving at the property, they must request
- 	approval from the TAC to declare the
-    inspection “unsuccessful”.

**INSPECTION PHASE**

**STEP 5:**** Travel to Property**

**Notes:**
No change

## Property representative may postpone an inspection due to inclement weather.
Inspector must report immediately to REAC’s Physical Inspections Technical Assistance Center (TAC).
Inspector receives log number from the TAC to upload with the inspection confirming cancellation.

- Inspector must report immediately to REAC’s Physical Inspections Technical Assistance Center (TAC).
- Inspector receives log number from the TAC to upload with the inspection confirming cancellation.

- Inspectors should **not** inspect a property if a “Severe Weather Advisory” in in effect.
- Includes, but is not limited to, hurricanes, tornadoes, thunderstorms, hail or any other adverse weather condition that would likely endanger the safety of the participants (includes any snowstorm for which such an advisory has been issued).

**INCLEMENT WEATHER POLICY**

**Notes:**
Check validity of 2nd bullet

## In the absence of a severe weather advisory, inspectors should attempt to inspect all properties regardless of snow.
Any inspectable item not visible due to snow is recorded as NOD (No Observed Deficiency).
Provide comment indicating items were hidden by snow.

- Any inspectable item not visible due to snow is recorded as **NOD (No Observed Deficiency).**
- Provide comment indicating items were hidden by snow.

**SNOW POLICY**

**Notes:**
No change

## Inspector identifies himself as an inspector of
	HUD properties, not an employee of HUD.
Inspector verifies that residents were given 
	written notification of inspection.
Inspector must notify the TAC, if residents were NOT notified and TAC will advise if inspector is to continue.
Inspector discusses inspection purpose with
	property representative.
To objectively record the physical condition of the
	property, NOT to instruct property representative 
	on maintenance and repair.
Inspector explains sampling process
Generates random sample of units to inspect.
Reduces length of inspection.

- 	HUD properties, not an employee of HUD.
- Inspector verifies that residents were given
- 	written notification of inspection.
- Inspector must notify the TAC, if residents were **NOT** notified and TAC will advise if inspector is to continue.
- Inspector discusses inspection purpose with
- 	property representative.
- To objectively record the physical condition of the
- 	property, **NOT** to instruct property representative
- 	on maintenance and repair.
- Inspector explains sampling process
- Generates random sample of units to inspect.
- Reduces length of inspection.

**INSPECTION PHASE**

**STEP 6:**** Meet with Property Representative**

**Notes:**
Added: if TAC advises (1st bullet)

## Inspector explains how Life-Threatening Health and Safety Hazards will be handled.

Inspector ...
Displays the HUD-issued photo id at all times.
Verifies rent roll (or other all-inclusive documents) to confirm proper building/unit count.
Verifies, if applicable, list of units relative to 504/FHA/ADA.
Verifies occupancy rate and records as percentage in DCD (for MF properties only).
Obtains area measures.

Inspector is always accompanied by
   the property representative while on
   the property.

- Inspector ...
- Displays the HUD-issued photo id at all times.
- Verifies rent roll (or other all-inclusive documents) to confirm proper building/unit count.
- Verifies, if applicable, list of units relative to 504/FHA/ADA.
- Verifies occupancy rate and records as percentage in DCD (for MF properties only).
- Obtains area measures.
- Inspector is always accompanied by
-    the property representative while on
-    the property.

**INSPECTION PHASE**

**STEP 6:**** Meet with Property Representative**
**               ****(Continued)**

**Notes:**
No change

## The Property Profile ...
Includes information on the property, participant, certificates and area measures.
Must be updated before the inspection begins.
Is used to generate statistically accurate building and unit inspection samples.
Incorrect sampling will invalidate the inspection which may require a re-inspection (at no additional cost to the Government)

- Includes information on the **property**, **participant**, **certificates** and **area measures.**
- Must be updated _before_ the inspection begins.
- Is used to generate statistically accurate building and unit inspection samples.
- Incorrect sampling will invalidate the inspection which may require a re-inspection (at no additional cost to the Government)

**INSPECTION PHASE**

**STEP 7:**** Verify/Update Property Profile**
**               ****Information**

**Notes:**
No change

## Inspector verifies/updates property information prior to conducting the inspection, including:
Property name, address and telephone number.
Scattered site information.
Total number of buildings and units.
A building is defined as any structure that has a contiguous roofline, a permanent foundation, is enclosed on all sides, and at least one utility servicing it, such as electric, gas, water or sewer.

- Property name, address and telephone number.
- Scattered site information.
- Total number of buildings and units.
*A building is defined as any structure that has a contiguous roofline, a permanent foundation, is enclosed on all sides, and at least one utility servicing it, such as electric, gas, water or sewer.*

**INSPECTION PHASE**

**STEP 7a:**** Verify/Update Property Information**

**Notes:**
No change

## Inspector verifies/updates participant information.
Participant name.
Participant role (e.g., site manager, owner, etc.)
Participant organization name.
Participant address and telephone number.
Participant e-mail address.
Participants may be individuals or organizations.
There should be at least 3 participants listed.
For PHA: must include Executive Director.
For MF: must include Owner and the Management Agent.

- Participant name.
- Participant role (e.g., site manager, owner, etc.)
- Participant organization name.
- Participant address and telephone number.
- Participant e-mail address.
- Participants may be individuals or organizations.
- There should be at least 3 participants listed.
- For PHA: must include Executive Director.
- For MF: must include Owner and the Management Agent.

**INSPECTION PHASE**

**STEP 7b:**** Verify/Update Participant**
**                 ****Information**

**Notes:**
No change

## Inspectors should verify the existence of applicable                  certificates.
Check expiration date to ensure it is current.
Record results in UPCS software.
Inspectors should verify the existence of a Lead-Based Paint Disclosure Form and a Lead-Based Paint Inspection Report for buildings constructed built prior to 1978.

- Check expiration date to ensure it is current.
- Record results in UPCS software.
- Inspectors should verify the existence of a **Lead-Based Paint Disclosure Form** and a **Lead-Based Paint Inspection Report** for buildings constructed built prior to 1978.

**INSPECTION PHASE**

**STEP 7c:**** Verify Certificates**

**Notes:**
No change

## Inspectors should try to obtain Area Measures.
Refers to proportionality.
Proportionality is used to determine the percentage (square footage) of the defective area.
Proportionality only applies to:
Parking lots, driveways and roads.
Walkways and steps.
The rating level of the defect is based on the percentage of the defect.

- Refers to **proportionality.**
- Proportionality is used to determine the percentage (square footage) of the defective area.
- Proportionality only applies to:
*Parking lots, driveways and roads.*
*Walkways and steps.*
- The rating level of the defect is based on the percentage of the defect.

**INSPECTION PHASE**

**STEP 7d:**** Obtain Area Measures**

**Notes:**
No change

## Inspectors must validate building information
Building name and address
Building type
Building construction year (original year built – not      rehabilitation date)
Total number of units

Failure to validate building information may                     result in an inaccurate count of buildings and units
Building and unit counts are used to generate                           the inspection sample

Inspectors must also determine if a building is uninspectable
Important to record uninspectable buildings before generating the sample

- Building name and address
- Building type
**Building construction year (original year built – not      rehabilitation date)**
- Total number of units
- Failure to validate building information may                     result in an inaccurate count of buildings and units
- Building and unit counts are used to generate                           the inspection sample
- Inspectors must also determine if a building is uninspectable
- Important to record uninspectable buildings **before** generating the sample

**INSPECTION PHASE**

**STEP 8:**** Visually Verify/Update Building**
**               ****Information**

**Notes:**
No change

## Common Building – A detached non-residential structure.
Duplex – A detached residential structure consisting of two units.
Low-Rise/Garden Apartments – A multi-unit residential structure consisting of two and one-half or less floors with a common hall entrance.
Mid/High-Rise Apartments – A multi-unit residential structure consisting of three or more floors with or without elevators.
Row/Town House – A single unit residential structure that is connected to a similar structure by a common sidewall with individual exterior unit entrance.
Single Family House – A detached residential structure consisting of one unit.

**Duplex** – A detached residential structure consisting of two units.
**Low-Rise/Garden Apartments** – A multi-unit residential structure consisting of two and one-half or less floors with a common hall entrance.
**Mid/High-Rise Apartments** – A multi-unit residential structure consisting of three or more floors with or without elevators.
**Row/Town House** – A single unit residential structure that is connected to a similar structure by a common sidewall with individual exterior unit entrance.
**Single Family House** – A detached residential structure consisting of one unit.

**BUILDING TYPE DEFINITIONS**

**Notes:**
No change

## For nursing homes, group homes, and assisted living facilities, any room with a bed, or beds, is considered a “client room”.
Client rooms are to be inspected and listed as dwelling units.
Inspectors should change the number of units in the DCD to reflect client rooms.

All other areas of the facilities, including kitchens, dining areas, community areas, etc., are to be inspected as common areas.

- Client rooms are to be inspected and listed as **dwelling units.**
*Inspectors should change the number of units in the DCD to reflect client rooms.*
- All other areas of the facilities, including kitchens, dining areas, community areas, etc., are to be inspected as common areas.

**CLIENT ROOM POLICY**

**Notes:**
No change

## Inspector generates sample using the sampling function of UPCS software
Mathematical and statistical equations
Statistically valid random sample
Displayed as sequence of unit numbers
Designed to produce a sample that accurately reflects what would have been recorded if all buildings/units were inspected

- Mathematical and statistical equations
- Statistically valid random sample
- Displayed as sequence of unit numbers
- Designed to produce a sample that accurately reflects what would have been recorded if all buildings/units were inspected

**INSPECTION PHASE**

**STEP 9:**** Generate Sample**

**Notes:**
No change

## Variations to protocol produce inaccurate samples and may invalidate inspections
Inspector must follow protocol steps
Verify/update all property information before generating sample
Generate only one sample for each inspection in UPCS software

- Inspector must follow protocol steps
- Verify/update all property information before generating sample
- Generate only one sample for each inspection in UPCS software

**INSPECTION PHASE**

**STEP 9:**** Generate Sample**** (Continued)**

**Notes:**
No change

## Verify all property and building information prior to generating the sample.
Use the all-inclusive list of units to determine sample units.
Select units in the order they are displayed.
Select alternate units in the order they are displayed.

- Use the all-inclusive list of units to determine sample units.
- Select units in the order they are displayed.
- Select alternate units in the order they are displayed.

**SAMPLING “DO’s” AND “DON’Ts”**

- Allow property owners to alter sample units.
- Provide property owners with a list of samples prior to inspection.
- Deviate from inspection protocol.

**Notes:**
No change

## UPCS software displays “Yes” in the “In Sample” field for each building included in the sample.
UPCS software displays sequence of unit numbers in the “Sample Units” text field.
Each number represents a unit in the selected building.
The order of the numbers represents the relative position of each unit on a complete list of units.
For example: The number 4 represents the fourth unit on the list.
Inspector adds sample units by using an ALL-INCLUSIVE list of units.
The list may be the rent roll if it includes vacant as well as occupied units.

- UPCS software displays sequence of unit numbers in the “Sample Units” text field.
- Each number represents a unit in the selected building.
- The order of the numbers represents the relative position of each unit on a complete list of units.
- For example: The number **4** represents the **fourth unit** on the list.
- Inspector adds sample units by using an **ALL-INCLUSIVE** list of units.
- The list may be the rent roll if it includes vacant as well as occupied units.

**INSPECTION PHASE**

**STEP 10a-b:**** Identify Sample Buildings and**
**                      ****Enter Generated Sample Units **

**Notes:**
No change

## Direct specific resident complaints to the property representative.
Remind residents of the purpose of the inspection.
To record the physical condition of the unit, not evaluate housekeeping
Observe and inspect all five inspectable areas:
Site		
Building Exterior
Building Systems
Common Areas
Units

- Remind residents of the purpose of the inspection.
- To record the physical condition of the unit, not evaluate housekeeping
- Observe and inspect all five inspectable areas:
- Site
- Building Exterior
- Building Systems
- Common Areas
- Units

**INSPECTION GUIDELINES**

**Notes:**
No change

## 

Call out all observed deficiencies and the severity level to the property representative as you perform the inspection.
Be alert to any Health & Safety hazards that may exist in an inspectable item.
Record items inside the development/property.
Any physical structures under the control of the housing provider (e.g., city streets and sidewalks) must be inspected.

- Call out all observed deficiencies and the severity level to the property representative as you perform the inspection.
- Be alert to any Health & Safety hazards that may exist in an inspectable item.
- Record items inside the development/property.
- Any physical structures under the control of the housing provider (e.g., city streets and sidewalks) must be inspected.

**INSPECTION GUIDELINES ****(Continued)**

**Notes:**
No change

## Inspectors must rate and record observed Health and Safety deficiencies

Health and Safety items include:
Air Quality			
Electrical Hazards		
Elevator			
Emergency/Fire Exits	

Certain Level 3 deficiencies automatically generate Health and Safety hazards

- Health and Safety items include:
- Air Quality
- Electrical Hazards
- Elevator
- Emergency/Fire Exits
- Certain **Level 3** deficiencies automatically generate Health and Safety hazards

-  Flammable Materials
-  Garbage and Debris
-  Hazards
-  Infestation

**HEALTH AND SAFETY HAZARDS**

**Notes:**
No change

## Be observant of the life-threatening health and safety hazards listed on the Notification of Exigent and Fire Safety Hazards Observed form:
		A. Propane, natural, or methane gas
		B. Exposed wires or open electrical panels
		C. Water leaks on or near electrical equipment
		D. Blocked or unusable emergency or fire exits
		E. Blocked fire escapes or ladders
		F. Missing or misaligned chimney for gas-fired water heater/HVAC    
		G. Window security bars preventing exit
		H. Expired fire extinguishers
		 I.   Inoperative/missing smoke detectors

- 		A. Propane, natural, or methane gas
- 		B. Exposed wires or open electrical panels
- 		C. Water leaks on or near electrical equipment
- 		D. Blocked or unusable emergency or fire exits
- 		E. Blocked fire escapes or ladders
- 		F. Missing or misaligned chimney for gas-fired water heater/HVAC
- 		G. Window security bars preventing exit
- 		H. Expired fire extinguishers
- 		 I.   Inoperative/missing smoke detectors

**LIFE-THREATENING HEALTH**
**AND SAFETY HAZARDS**

**Notes:**
No change

## All observed life-threatening health and safety hazards ...
MUST be recorded in the DCD.
MUST be recorded on the Notification of 
   Exigent and Fire Safety Hazards Observed form.
Include hazards found in buildings not in the sample.

Inspector notifies property representative 		  of all hazards immediately.

- MUST be recorded in the DCD.
- MUST be recorded on the *Notification of *
*   **Exigent and Fire Safety Hazards Observed* form.
- Include hazards found in buildings not in the sample.
- Inspector notifies property representative 		  of all hazards immediately.

**LIFE-THREATENING HEALTH**
**AND SAFETY HAZARDS ****(Continued)**

**Notes:**
No change

## Site is defined as the area surrounding the building(s) of a property
Example: Fencing and Gates, Grounds, Mailboxes/Project Signs.

Only one site per property.

Site may be inspected at any time during the inspection.

**Site** is defined as the area surrounding the building(s) of a property
- _Example_: Fencing and Gates, Grounds, Mailboxes/Project Signs.
- Only one site per property.
- Site may be inspected at any time during the inspection.

**INSPECTION PHASE**

**STEP 11a:**** Inspect Site**

**Notes:**
No change

## It is encouraged to complete all inspectable areas of a building, before inspecting another building.

The inspector must record the physical condition of three areas for each sample building:
Building Exteriors - outside building surfaces (e.g., fire escapes, lighting)
Building Systems - civil systems that
   support the building (e.g., domestic water,
   HVAC)
Common Areas - areas within each
   building that are usable by more than
   one resident or by the property
   administration.

- The inspector must record the physical condition of three areas for each sample building:
- Building Exteriors - outside building surfaces (e.g., fire escapes, lighting)
- Building Systems - civil systems that
-    support the building (e.g., domestic water,
-    HVAC)
- Common Areas - areas within each
-    building that are usable by more than
-    one resident or by the property
-    administration.

**INSPECTION PHASE**

**STEP 11b-d:**** Inspect Building: Exterior, ****                      Systems and Common Areas**

**Notes:**
No change

## Inspector physically verifies that all
   buildings declared uninspectable meet
   REAC standards for that classification.

If a sample building is discovered to
   be uninspectable during the inspection:
Inspector indicates uninspectable reason
   in the UPCS software.
Inspector selects the next available alternate building.
Alternate building may be inspected at any time during the inspection.
Alternate buildings must be selected in the order they are displayed in the UPCS software.

-    buildings declared uninspectable meet
-    REAC standards for that classification.
- If a sample building is discovered to
-    be uninspectable during the inspection:
- Inspector indicates uninspectable reason
-    in the UPCS software.
- Inspector selects the next available alternate building.
*Alternate building may be inspected at any time during the inspection.*
*Alternate buildings must be selected in the order they are displayed in the UPCS software.*

**INSPECTION PHASE**

**STEP 11b-d:**** Inspect Building: Exterior, ****             Systems and Common Areas ****(Continued)**

**Notes:**
No change

## Per Code of Conduct, with respect to resident privacy, an inspector should not open closed doors within a unit. After property personnel provides access, inspector may open/close to test functionality of the door(s).

If a sample unit is declared uninspectable during the inspection:
Inspector indicates uninspectable reason using the UPCS software.
Inspector selects the next available alternate unit
Alternate units must be selected in the order they are displayed in the UPCS software.
Alternate unit may be inspected at any time during the inspection.

- If a sample unit is declared uninspectable during the inspection:
- Inspector indicates uninspectable reason using the UPCS software.
- Inspector selects the next available alternate unit
*Alternate units must be selected in the order they are displayed in the UPCS software.*
*Alternate unit may be inspected at any time during the inspection.*

**INSPECTION PHASE**

**STEP 11e:**** Inspect Units**

**Notes:**
No change

## Alternate units are inspected when a sample unit is considered uninspectable.
UPCS software automatically generates alternate units.
Selection Guidelines for Alternate Units: 
Alternate units must be selected in the order they are displayed.
Example: If the alternates for a sample are 5 and 3, 5 must be used as an alternate before 3.
If no alternate units exist in the sample building then select an alternate unit of the same building type.
If no alternate units exist for same building type then select an alternate unit in the next building type group.
If no other alternate units remain then call TAC for assistance.

- UPCS software automatically generates alternate units.
- Selection Guidelines for Alternate Units:
- Alternate units must be selected in the order they are displayed.
_*Example*_*: If the alternates for a sample are 5 and 3, 5 must be used as an alternate ****before**** 3.*
- If no alternate units exist in the sample building then select an alternate unit of the same building type.
- If no alternate units exist for same building type then select an alternate unit in the next building type group.
- If no other alternate units remain then call TAC for assistance.

**INSPECTION PHASE**

**STEP 11e:**** Inspect Units**** (Continued)**

**Notes:**
Deleted help desk

## Multifamily housing properties:
Vacant units are included in the random sample.
Only inspect vacant units at properties with 15% or more total vacant units (85% or less occupancy rate).
At properties with less than a 15% vacancy rate, inspectors should not inspect vacant units, but replace them with alternates from the sample.

- Vacant units are included in the random sample.
- Only inspect vacant units at properties with **15% or more** total vacant units (85% or less occupancy rate).
- At properties with **less than a 15% vacancy rate**, inspectors should not inspect vacant units, but replace them with alternates from the sample.

**VACANT UNITS POLICY**

**Public housing properties**:
- Vacant units are included in the random sample.
- Vacant units should **not** be inspected.

**Notes:**
No change

## Client rooms in nursing homes, group homes and assisted living facilities are inspected as dwelling units but do not always have assigned numbers.
To inspect these rooms, start room count at the lowest level, move to the right, and then up through the building to select rooms as they are listed in the sample.

Mixed-use facilities contain both client rooms and residential (apartment-style) dwelling units - the total number of units used to generate the sample will include both.

- To inspect these rooms, start room count at the lowest level, move to the right, and then up through the building to select rooms as they are listed in the sample.
- Mixed-use facilities contain both client rooms and residential (apartment-style) dwelling units - the total number of units used to generate the sample will include both.

**INSPECTING CLIENT ROOMS**

**Notes:**
No change

## Inspector uses “Check/Prepare/Import” function of UPCS software to automatically review inspection completion.
UPCS software verifies thoroughness and identifies any missing items.
Use function before leaving site.

Only completed inspections are accepted by the DCD for uploading to REAC.

- UPCS software verifies thoroughness and identifies any missing items.
- Use function before leaving site.
- Only completed inspections are accepted by the DCD for uploading to REAC.

**INSPECTION PHASE**

**STEP 12:**** Confirm/Verify Inspection Data**

**Notes:**
No change

## Life-threatening hazards are documented on the Notification of Exigent and Fire Safety Hazards Observed form.

Property representative signs the form.
If representative refuses to sign, note the refusal on the form.

A copy of the form, signed by the inspector, must be left with property representative.

- Property representative signs the form.
- If representative refuses to sign, note the refusal on the form.
- A copy of the form, signed by the inspector, must be left with property representative.

**INSPECTION PHASE**

**STEP 13:**** Complete Notification of Exigent**
**          ****and Fire Safety Hazards Observed Form**

**Notes:**
No change

## 
For Public Housing properties, life-threatening deficiencies must be corrected and/or abated within 24 hours and reported to the HUD field office within 3 business days.

- For **Public Housing** properties, life-threatening deficiencies must be corrected and/or abated within **24 hours** and reported to the HUD field office within **3 business days****.**

**CORRECTING LIFE-THREATENING**
**DEFICIENCIES**

- For **Multifamily Housing** properties, life-threatening deficiencies must be mitigated *immediately** *and reported to the HUD field office within **3 business days****.**

**Notes:**
Check validity of both statements

## PHYSICAL INSPECTION PROTOCOL

**PHYSICAL INSPECTION PROTOCOL**

**POST INSPECTION**

**Notes:**
Removed obsolete step

## Receipt # received by inspector when upload is complete.
Completed inspections must be uploaded to the REAC Web site within 24 hours.

Technical problems with uploading should be referred to the TAC immediately.

Inspections should be deleted from the DCD only after the inspections are accepted by REAC.

- Completed inspections must be uploaded to the REAC Web site within **24 hours.**
- Technical problems with uploading should be referred to the TAC immediately.
- Inspections should be deleted from the DCD **only** after the inspections are accepted by REAC.

**POST INSPECTION PHASE**

**STEP 14:**** Upload Completed Inspection Data**

**Notes:**
Deleted help desk and changed step #

## Occur when inspectors do not follow the standard inspection procedures as defined by the Physical Inspection Protocol.

Negatively affect the accuracy and validity of physical assessments.

Types of variances:

- Negatively affect the accuracy and validity of physical assessments.
- Types of variances:

**VARIANCES**

**Notes:**
No change

## SUBJECTIVITY
When inspectors make personal judgments about the condition of a property or allow their personal biases to affect how they inspect
NEGLIGENCE
When inspectors purposely try to avoid following the Physical Inspection Protocol in order to reduce the time or effort required to inspect a property
GAMING
When inspectors perform illicit activities in an attempt to cheat the system

- When inspectors make personal judgments about the condition of a property or allow their personal biases to affect how they inspect
**NEGLIGENCE**
- When inspectors purposely try to avoid following the Physical Inspection Protocol in order to reduce the time or effort required to inspect a property
**GAMING**
- When inspectors perform illicit activities in an attempt to cheat the system

**TYPES OF VARIANCES**

**Notes:**
NO CHANGE

## Inspection protocol is designed to:
Standardize the inspection process
Provide HUD with consistent, objective
   and factual inspection data

Inspection protocol is divided into three
   main phases:
Pre-Inspection
Inspection
Post Inspection

Adherence to the protocol is critical for:
Accurate physical assessments
Maintenance of decent, safe, and sanitary housing in good repair

- Standardize the inspection process
- Provide HUD with consistent, objective
-    and factual inspection data
- Inspection protocol is divided into three
-    main phases:
- Pre-Inspection
- Inspection
- Post Inspection
- Adherence to the protocol is critical for:
- Accurate physical assessments
- Maintenance of decent, safe, and sanitary housing in good repair

**SUMMARY**

**Notes:**
No change

## DEFICIENCIES, DEFINITIONS AND

**DEFICIENCIES, DEFINITIONS AND**
**THE SOFTWARE, OH MY!**

## DCD 2.3 INSPECTABLE DEFECTS

**DCD 2.3 INSPECTABLE DEFECTS**

- * Time to check out some pictures! *

## HQS VS. UPCS, SCORING,

**HQS VS. UPCS, SCORING,**
**APPEALS, ETC.**

## The Process

_**OLD**_**:** (HQS)

- Regulatory requirement that housing providers must
- inspect their units/properties to a HUD defined standard.

_**NEW**_**:** (UPCS)

-  Paper based
-  Pass/Fail
-  Subjective
-  Inconsistent

-  Electronic
-  Point Deductions
-  Objective
-  More Consistent

## The Standard

_**MEASUREMENT**_

**1978 - 1998**
**Housing Quality Standards (HQS)**

**1998 - Future**
**Uniform Physical Condition Standards (UPCS)**

**The Standard**

## HQS vs. UPCS

**HQS vs. UPCS**

## LEVEL 3

**Dwelling Units**

**Holes/Missing Tiles/Panels**

**LEVEL 3**

- Building

- Dwelling
- Units

- Living Room

- Ceiling

## Slide 75

## Slide 76

## Slide 77

## Item: Ceiling Condition

-  Uses “subjective” measurements such as “serious”, “large”, “significant” and “severe” without specifying a quantifiable amount.  (Makes consistent ratings more difficult to obtain amongst different inspectors.)
-  If just one item is marked “Fail”, then the entire unit fails the inspection.
_**UPCS**_**:**
-  Uses “objective” measurements such as “larger than 8-1/2 x 11” or “more than 3 tiles”.  (Makes consistent ratings more obtainable amongst different inspectors.)
- If an item receives a “Level 3” rating, then the score for that unit will be reduced from its potential maximum points.

**Item: ****Ceiling Condition**

## Item: Ceiling Condition

**HQS**** Guidance ****(paper)**

**UPCS**** Guidance ****(electronic)**

- *_Covered under either_:
- “Bulging/Buckling”, “Peeling/Needs Paint” or “Water Stains/Water Damage/Mold/Mildew”.

## LEVEL 3

**Building Systems**

**LEVEL 3**

- Building

- Building
- Systems

- Domestic
- Water

**Misaligned Chimney/Ventilation System**

## Item: Hot Water Heater

-  If just one item is marked “Fail”, then the entire unit fails the inspection.
_**UPCS**_**:**
-  If an item receives a “Level 3” rating, then the score for that building will be reduced from its potential maximum points.

**Item: ****Hot Water Heater**

## Item: Hot Water Heater

**Item: ****Hot Water Heater**

**HQS**** Guidance ****(paper)**

**UPCS**** Guidance ****(electronic)**

- *_Covered under_:
- “Missing Pressure Relief Valve”.

## LEVEL 3

**Dwelling Units**

**LEVEL 3**

- Building

- Dwelling
- Units

- Smoke
- Detector

**Missing/Inoperable**

## Item: Smoke Detectors

-  If this item is marked “Fail”, then the entire unit fails the inspection.
_**UPCS**_**:**
-  If this item receives a “Level 3” rating, an “Exigent Health & Safety” notation is made but no points are deducted from the overall score.

**Item: ****Smoke Detectors**

## Item: Smoke Detectors

**Item: ****Smoke Detectors**

**HQS**** Guidance ****(paper)**

**UPCS**** Guidance ****(electronic)**

## Top 20 Deficiencies

-  1.  **HVAC** – the water heater Pressure Relief Valve discharge tube extends to within 18 inches of the floor;
-  2.  **Misaligned Chimney**** **– the vent stack on gas operated water heaters or furnaces are properly aligned;
-  3.  **Missing HVAC Covers** – there are covers on all baseboard heaters;
-  4.  **Access to the Electrical Panel** – access to electrical panels is not blocked by furniture or other items;
-  5.  **Missing Covers** – electrical panels have interior covers (aside from the panel lid box itself) to prevent exposure from the wire connections;
-  6.  **Open Breaker Ports** – Open breaker ports are covered;
-  7.  **Doors Damaged Seals** – the factory-installed seals on Exterior Doors, such as building or unit doors, are in place and undamaged;
-  8.  **Doors Damaged Hardware** – Exterior door hardware locks or latches properly and Fire Doors function as designed;
-  9.  **Security Doors** – security doors do not have dual-side key locks;
- 10. **Kitchen** – Damaged Stoves/Ovens – stove burners are working;

## Top 20 Deficiencies (Continued)

- 11.  **Plumbing**** **– pipes and faucets are not leaking, and areas around any leaks are cleaned up and repaired;
- 12.  **Damaged Sinks/Showers**** **– any hardware problems are repaired, diverters are working, drains have stoppers, Hot or Cold water handles are in place and working;
- 13.  **Clothes Dryers**** **- are properly vented to the outside from units or laundry rooms;
- 14.  **Storm Water Sewers**** **- are not clogged with trash or leaves;
- 15.  **Sanitary Sewer Damaged Covers**** **–caps located in the grass on the exterior of the building that have been damaged by a lawn mower are cleaned out. Replace and mark the areas to prevent further damage;
- 16.  **Trash Chutes**** **– hardware is in place and the chute door closes properly;
- 17.  **Trash Receptacles**** **- are not overflowing and are adequate in size for the property;
- 18. **Auxiliary Lighting**** **– the back up lighting works even when the test light does not work;
- 19. **Leaking Domestic Water**** **– there are no leaks in the domestic water supply, including the hose bibs located on the exterior of the building;
- 20.  **Switchplate Covers**** **– are not cracked or broken.

## Questions to be Answered

**Questions to be Answered**

**- Where should I focus my resources?**

**- What is my role during the inspection?**

**A: Pray.**

**A: You have resources?!?**

**A: Refer to the first question above.**

## The Goal

- Assign a *score* to the overall *property*
*condition* based on the *data** *collected by the
- inspector
**Measure physical condition**
**Objective & consistent**
**Accommodates all property types & configurations**

**Notes:**
Numerical Score: 100 point scale
Property types:  High-rise to single-family homes
Property Condition Criteria: 
Decent, Safe, Sanitary
Good Repair
Data Collected:
5 Property Areas with 50 Unique Items
3 Severity Types + Health & Safety
Objective, consistent

## The inspector records the existence and the severity
of deficiencies according to preset criteria

- of deficiencies according to preset criteria

**Scoring is Based on ****Objective Data**

## Relative importance (“weights”) were assignedto each physical area, item, and deficiency in the inspection protocol

HUD applies the weightsto the inspection data to compute the score
The score is based on a 100 point scale

- HUD applies the weightsto the inspection data to compute the score
- The score is based on a 100 point scale

**The Scoring Approach**

## The weights were assigned as part of a
consensus process:
- Industry stakeholder input
Public Housing Authorities
Multifamily Housing (Owners / Agents)
Trade groups
PHA industry groups

- HUD information
- Trade professionals’ experience

- consensus process:
- - Industry stakeholder input
- Public Housing Authorities
- Multifamily Housing (Owners / Agents)
- Trade groups
- PHA industry groups
- - HUD information
- - Trade professionals’ experience

**Scoring Protocol**

## Areas&Items

- Fencing and Retaining Walls
- Grounds
- Lighting
- Mailboxes/Project Signs
- Market Appeal
- Parking Lots/Driveways/Roads
- Play Areas and Equipment
- Refuse Disposal
- Storm Drainage
- Walkways/Steps

- Doors
- Fire Escapes
- Foundations
- Lighting
- Roofs
- Walls
- Windows

- Domestic Water
- Electrical System
- Elevators
- Emergency Power
- Exhaust System
- Fire Protection
- HVAC
- Sanitary System

- Basement/Garage/Carport
- Office
- Closet/Utility/Mechanical
- Other Community Spaces
- Community Room
- Patio/Porch/Balcony
- Day Care
- Pools and Related Structures
- Halls/Corridors/Stairs
- Restrooms/Pool Structures
- Kitchen
- Storage
- Laundry Room
- Trash Collection Areas
- Lobby

- Bathroom
- Call-for-Aid
- Ceiling
- Doors
- Electrical System
- Floors
- Hot Water Heater
- HVAC System
- Kitchen
- Lighting
- Outlets/Switches
- Patio/Porch/Balcony
- Smoke Detector
- Stairs
- Walls
- Windows

- Areas&Items

- 15%

- 15%

- 20%

- 35%

- 15%

## Scoring Dynamics

**15%**

**15%**

**20%**

**35%**

**15%**

**100%**

**Scoring Dynamics**

## No Two PropertiesAre Alike

- (For example, if there are no Common Areas on a property,
-   the other inspection areas become more important)

**No Two Properties****Are Alike**

## Area Points x Item Weight x Criticality x Severity

**Area Points**** ****x ****Item Weight ****x**** ****Criticality**** ****x**** Severity**

- _Ranges are_:
**Area Points**
- 	Site        = 15	Bldg Systems    = 20	Dwelling Units = 35
- 	Bldg Ext = 15	Common Areas = 15
**Item Weight**  (Examples)
- 	Smoke Detector   = 0		Missing Toilet            = 10
- 	Damaged Ceiling = 4.5		Misalinged Chimney = 15.5
**Criticality**
- 	(5) Critical	    = 5.0	  (2) Contributes	            = 1.25
- 	(4) Very Important = 3.0	  (1) Slight Contribution = 0.5
- 	(3) Important	    = 2.25
**Severity**
- 	(3) Most Severe  = 1.0
- 	(2) Severe           = 0.50
- 	(1) Least Severe = 0.25

**Scoring Methodology**

## Scoring Methodology (Continued)

**Scoring Methodology ****(Continued)**

## Scoring Methodology (Continued)

**Scoring Methodology ****(Continued)**

## Scoring

- Ceiling - Holes/Missing . . . - Level 3

**Scoring**

- *Assuming 250 Units  (24 Sample Units)

## * EH&S TICKET ITEM! *

- Misaligned Ventilation System - Level 3

**Scoring**

- *Assuming 5 Buildings

## * EH&S TICKET ITEM! *

- Missing/Inoperable - Level 3

**Scoring**

- (Item Weight x Criticality x Severity)
- 0 x 5.0 x 1.0 = 0  _no_ point deduction

- (Area Points x Item Weight x Criticality x Severity / # Units)
- 35 x 0 x 5.0 x 1.0 = 0 / 10 = _no_ point deduction

- *Assuming 15 Units  (10 Sample Units)

**Notes:**
40% of the inspected properties have inoperable smoke detectors

90%+ of the time the residents have disabled the detectors 

this is a national problem that we must solve together

## Questions to be Answered

**A: Push the button.  (No cigarettes please.)**

**A: Don’t let them leave!  (Lock them up.)**

**- How will certain things, like smoke detectors, be checked?  (Will the inspector use canned smoke or just push the button?)**

**- What kind of questions should I ask the inspector before he leaves my site so that I can better understand what went wrong?**

## Technical Reviews

**What qualifies for a Technical Review?**
**- Building Data Errors**
**- Unit Count Errors**
**- Non-Existent Deficiency Errors**

**You can appeal a physical score if you believe the inspection was not conducted in accordance with the Public and Indian Housing Real Estate Assessment Center (PIH-REAC) Uniform Physical Condition Standards (UPCS) inspection protocol or feel that certain inspection data may have been recorded in error that, if corrected, will result in an improvement in the property's overall score **

**What does ****NOT**** qualify for a Technical Review?**
**- Disagreements over the severity of a defect**
**- Deficiencies that were repaired or corrected**

## * OBJECTIVELY VERIFIABLE! *

**Timeline for submittal:**
**- Public Housing = ****15 days**
**- Multifamily Housing = ****30 days**

**What to include:**
**- All property identification information**
**- All deficiency location information**

**How to document:**
**- Written Material**
**- Photographs**
**- Video**

## Technical Reviews (Continued)

**Where to send your request:**
**	****Attn: PASS Technical Reviews**
**	****HUD/PIH/REAC**
**	****550 12****th**** Street SW, Suite 100**
**	****Washington, DC  20410**

**What can happen:**
**- Request Denied**
**- New Inspection Scheduled**
**- Correct the Inspection Report**
**  ****(Adjust score)**

## Database Adjustments

**- Local conditions and exceptions**
**- Ownership issues**
**- Adverse conditions beyond the owner’s control**
**- Modernization work in progress**

**You can appeal a physical score if you believe the inspection was not conducted in accordance with ... blah ... blah ... blah ...  (Same as the previous one.)**

**What does ****NOT**** qualify for a Database Adjustment?**
**- Deficiencies that were repaired or corrected**
**- Deficiencies caused by residents**
**- Items covered by the Technical Review process**

**Database Adjustments**

## * OBJECTIVELY VERIFIABLE! *

**- Public Housing = ****15 days**
**- Multifamily Housing = ****45 days**

**What to include:**
**- All property identification information**
**- All deficiency location information**

**How to document:**
**- Written Material**
**- Photographs**
**- Video**

**Database Adjustments**** (Continued)**

## Database Adjustments (Continued)

**	****Attn: PASS Database Adjustments**
**	****HUD/PIH/REAC**
**	****550 12****th**** Street SW, Suite 100**
**	****Washington, DC  20410**

**What can happen:**
**- Request Denied**
**- New Inspection Scheduled**
**- Correct the Inspection Report**
**  ****(Adjust score)**

**Database Adjustments**** (Continued)**

## “In The Works”

-  **DCD 4.0**
-   (a.k.a. RAPID 1.0)

## Prototype Look and Feel

**Prototype Look and Feel**

## Prototype Look and Feel

**Inspection Profile**

**Prototype Look and Feel**

## Prototype Look and Feel

**Property Profile**

**Prototype Look and Feel**

## Prototype Look and Feel

**Prototype Look and Feel**

## Prototype Look and Feel

**Archive / Restore Inspections**

**Prototype Look and Feel**

## Prototype Look and Feel

**Inspect Common Areas**

**Prototype Look and Feel**

- .

- .

- .

- .

- .

- .

- .

- .

## Prototype Look and Feel

**Prototype Look and Feel**

- .

- .

- .

- .

- .

- .

- .

- .

- .

- .

- .

## Questions to be Answered (Continued)

**- How do I educate my residents during their annual inspections in order to prevent findings during the REAC inspection?**

**- Is there a checklist of standards I can use *****before***** the inspection to help me make sure everything is up to par?**

**- How do I appeal a finding, and what kinds of documentation do I need to back up my appeal?**

**A: Ha, ha ha.  That’s a good one!**
**     ****(Ever hear of “War and Peace”?)**

**A: It’s easier to just have them move out.**

**A: The “Top 20” list is a good place to start.**

## http://www.hud.gov/offices/reac/

**products/pass/pass_trng.cfm**

## Slide 119

## www.hud.gov/reac

**1-888-245-4860**

- reac@hud.gov

**For More Information**

## Any Questions?

**Any Questions?**

**Email:  ** james.arcara@hud.gov
**Phone:** (202) 475-8567