New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter C - Management Manual For Housing Authorities › Part 1627 - Occupancy › Subpart 1627-1 - Tenant Selection Procedure › Section 1627-1.1 - Procedure for processing applications

Current through Register Vol. 46, No. 28, July 10, 2024
The following procedure is to be used in processing
						  applications for occupancy in State-aided projects and all projects
						  (irrespective of the source of the aid) operated by an authority which also
						  operates one or more State-aided projects. Authorities operating more than one
						  project will process applications on a central basis, unless otherwise
						  authorized by the commissioner:
(a)
						Applicant will complete one copy of Preliminary Application for Apartment
						(Exhibit A, Appendix S-4) and return it in person or by mail to the authority's
						office responsible for processing of applications. Applications will be
						consecutively numbered as received and a control card (Exhibit B, Appendix S-4)
						prepared for each application. This control card shall be filed alphabetically
						by applicant's surname. Each step in processing application shall be entered in
						appropriate place on card, thus serving as ready reference for current
						disposition of application. (A supply of preliminary application forms normally
						should be maintained by each project; however, local authority may make
						additional arrangements for distribution if situation warrants.)
(b) Preliminary application forms will be
						screened and separated into two categories--apparent eligibles and apparent
						ineligibles. Those applicants appearing to be ineligible shall be notified by
						mail (Exhibit C, Appendix S-4) and informed that they may be apprised of the
						reasons for ineligibility at a personal interview at the office of the
						authority. A duplicate copy of the letter will be attached to the preliminary
						application which will then be transferred to the ineligible file and filed
						numerically. Preliminary application forms which appear to indicate eligibility
						should be separated according to size dwelling unit required and filed
						numerically according to date of return of completed application.
(c) Further processing of apparently eligible
						applications may be deferred whenever the waiting list of eligible applicants
						for the appropriate accommodations substantially exceeds the number of
						apartments expected to be available within a reasonable time. Processing will
						be resumed when the authority determines the waiting list of eligible
						applicants for the appropriate accommodations has been sufficiently reduced to
						warrant resumption of processing. In all cases where processing of apparently
						eligible applications is deferred, applicants will be notified promptly that
						preliminary application forms indicate apparent eligibility but that further
						processing is deferred. (See Exhibit C-1, Appendix S-4, as applicable.) When
						processing is resumed, applications deferred as provided herein will be
						processed consecutively within the category of the size unit needed, according
						to their control number in accordance with subdivisions (d) to (m)
						below.
(d) Mail interview letter
						(Exhibit D, Appendix S-4) and required verification list (Exhibit E, Appendix
						S-4) to those applicants who appear eligible. At time of scheduled interview,
						tenant selection personnel will fill out Dwelling Application (Exhibit F,
						Appendix S-4) with applicant, using documents listed in Required Verification
						(Exhibit E, Appendix S-4) as proof of statements. Dwelling application will be
						given the same number assigned the preliminary application. If applicant is
						found ineligible at that time, he shall be so told and given the reason or
						reasons therefor. In addition, confirming letter (Exhibit C, Appendix S-4) will
						be mailed to applicant. (See subdivision [e] below.)
(e) After interview, all dwelling
						applications shall be classified and those found ineligible so notified by mail
						(see subdivision [d] above). A duplicate copy of the letter will be attached to
						the preliminary application forms of those found ineligible at interview or
						after classification which will then be filed in ineligible file and the
						dwelling application filed in an ineligible dwelling application
						file.
(f) Mail to employers of
						those applicants who appear to be eligible two copies of the Employers Report
						(Exhibit G, Appendix S-4); completed report will supplement dwelling
						application.
(g) In case of those
						applicants who own a business or who are self-employed, a Certificate of Income
						Received from Operation of Business (Exhibit H, Appendix S-4) will be completed
						in duplicate by applicant and will supplement dwelling application.
(h) In case of those applicants who receive
						aid from a public or private welfare agency, two copies of the Social Agency
						Report form (Exhibit I, Appendix S-4) will be mailed to contributing agency for
						completion.
(i) One completed and
						signed copy of applicable form, as referred to in subdivisions (f), (g) or (h)
						will be returned to authority's management office by person, corporation or
						agency involved; duplicate copy retained for their own file if
						desired.
(j) Data from completed
						forms will be assembled in authority's management office and transcribed to
						Dwelling Application forms (Exhibit F, Appendix S-4). The data should be
						checked carefully and reviewed for completeness and reasonableness, with
						further investigation made if indicated. Any applicant found ineligible on the
						basis of this data review will be notified and application filed as provided in
						subdivision (e) above. Those applicants found eligible for tenancy in a project
						will be put on a waiting list in the order of their application number, and
						except for admission preference cases, will be notified upon availability of
						apartment, and advised to report to the authority to sign lease (Exhibit
						J[FN*], Appendix S-4) and make rent deposits and security deposit payments in
						such order.
(k) Upon refusal by an
						applicant of the apartment offered to him, an application shall be deemed void
						and a notation of such refusal made on his progress or control card (Exhibit B,
						Appendix S-4). Before being reconsidered, the application must be reprocessed
						completely beginning at subdivision (a).
(l) Eligible applications should be reviewed
						annually by mailing an inquiry to the applicant in order to determine his
						present interest as well as any change in the information on the application.
						Failure of the applicant to respond within 15 days of this or any
						correspondence in connection with the processing of the application can be
						considered by the authority as a basis for placing the application in the
						ineligible file.
(m) Selection of
						tenants for intra-project or inter-project transfer will be made on an
						equitable basis. Request for such transfer will be on a locally developed form
						providing the following information as a minimum:
(1) tenants' name and address;
(2) age and sex of persons residing in
						apartment;
(3) date of request.
The request will be submitted to the authority's office
						  responsible for processing of applications and such request will be
						  consecutively numbered as received. The extent of over-occupancy, as compared
						  with the authority's occupancy standards, will determine the urgency of
						  transfer. Transfers will be made on the basis of the greatest degree of
						  urgency. Within the same degree of urgency, intra-project transfers will
						  precede inter-project transfers; where all conditions are equal, the lower
						  numbered request will prevail.
[FN*] [Exhibit J not filed in office of Department of
						  State.]