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Housing Quality Standards

Anyone performing an HQS inspection for DOH is required to be certified. In order to be certified, you must test and pass the HQS certification every two years. Click here for HQS training, test, and Lead Based Paint certification.

 

Part One: Scheduling an Annual HQS Inspection


Step One: Scheduling the Annual HQS inspection


DOH


DOH will generate and mail the 120-day HQS notification letters to the participant and send a copy to the landlord. DOH will also send a copy of the letter along with a HQS inspection schedule letter to the agency.


Agency Residential Coordinator

 

  • Fill out and send an Annual HQS inspection schedule letter: (Schedule Letter Template)
  • Mail the letter to participant at least 10 days prior to the date of the inspection.
  • Mail a copy of the letter to the landlord as well.

Step Two: Inspecting the unit

 

 

Agency Residential Coordinator

 

  • Perform the inspection.
  • Complete the inspection packet form HUD-52580 or the long HQS inspection packet HUD-52580-A. In addition, complete the DOH Carbon Monoxide Detector Checklist.
  • All information on the form should be filled out completely.
  • Failed items should be listed as a problem, not as a fix, on the HQS Inspection Failed Notice.

If Landlord 30 day fail click here.

If Landlord 24 hour fail click here.

If Participant fail click here.

If Participant fail No Show click here.


Part Two: Fail HQS Inspections

 

HQS Process Landlord 30-Day Fail


Step One: Documenting Failed Items


Agency Residential Coordinator

 

  • List only failed items on the HQS Inspection Failed Notice noting only what the problem is, not how to repair it.
  • If the landlord or onsite manager is present, provide them with a copy of the HQS Inspection Failed Notice.

 

Step Two: Processing Failed HQS 

Agency Residential Coordinator

  • Process the failed HQS in Elite.
  • Mail Notice of Fail and Abatement Letter to landlord and participant. This letter will indicate the items in fail status and give the timeframe in which items must be resolved. DOH will schedule ABATEMENT at this time. It is of the utmost importance to re-inspect in a timely manner so DOH can take ABATEMENT off prior the to check run. This will ensure that correct payments are released.
The landlord has 30 days from the date of the fail to repair items.
  • Track the status of the failed unit and the number of days it is in fail status.
  • Landlord contacts agency residential coordinator indicating that fail items have been resolved and re-inspection can be performed.

 

 

 

Step Three: Pass After Failed HQS

 

Agency Residential Coordinator

 

  • Perform physical re-inspection and/or the landlord provides appropriate documentation/receipts indicating repairs have been made. If receipts are sent by the landlord, and physical re-inspection is not done, notify the landlord that he/she must send a signed copy of the Failed HQS Memo along with the documentation/receipts indicating date and status failed item was resolved.

 

Step Four: HQS Not Repaired

DOH

 

  • If failed items are not resolved in the allowable timeframe DOH will ABATE the HAP beginning the first of the following month in which failed items were to be resolved.
*For participant caused fails, DOH will not abate HAP. If failed items are not resolved in the allowable timeframe, DOH will immediately move to terminate the participant’s housing assistance.
  • If failed items are not resolved and HAP is ABATED, DOH will send a Notice of HAP Contract Termination Letter to the landlord and participant.
  • If failed items are not resolved during the Abatement period, DOH will terminate the HAP Contract on the first of the following month.


HQS Process Landlord 24-Hour Fail

 
Step One: Documenting Failed Items


Agency Residential Coordinator

 

  • List only failed items on the HQS Inspection Failed Notice noting only what the problem is, not how to repair it.
  • If the landlord or onsite manager is present, provide them with a copy of the HQS Inspection Failed Notice.
  • Make a copy of the completed front page of the inspection packet and email/fax it along with the HQS Inspection Failed Notice to your SHHP representative the day of the inspection.

 

Step Two: Processing Failed HQS

Agency Residential Coordinator

 

  • Process the failed HQS in Elite
  • Mail the Notice of 24 hour Fail to landlord and participant. This letter will indicate the items in fail status as well as give the timeframe in which items must be resolved.
  • Track the status of the failed unit. (24 hours)

 

The landlord has 24 hours from the date/time of the fail to repair items.

 

  • Track the failed unit.
The landlord has 24 hours from the date/time of the fail to repair items.
  • The landlord contacts housing coordinator indicating that fail items have been resolved and re-inspection can be performed.


Step Three: Pass After Failed HQS


Agency Residential Coordinator

 

  • Perform physical re-inspection and/or the landlord provides appropriate documentation/receipts indicating repairs have been made. If receipts are sent by the landlord, and physical re-inspection is not done, make sure to notify the landlord that he/she must send a signed copy of the Failed HQS Memo along with the documentation/receipts indicating date and status failed item was resolved.


Step Four: HQS Not Repaired


DOH

 

  • If failed items are not resolved in the allowable timeframe DOH will terminate the HAP contract effective the 1st of the month following the 24-hour HQS fail. DOH will send the Notice of HAP Contract Termination Letter to the landlord and participant.


HQS Process - Participant Fail


Step One: Documenting Failed Items


Agency Residential Coordinator

 

  • List only failed items on the HQS Inspection Failed Notice noting only what the problem is, not how to repair it.
  • If the landlord is there or there is an onsite manager provide him/her with a copy of the HQS Inspection Failed Notice.


Step Two: Processing Failed HQS

Agency Residential Coordinator

 

  • Process the failed HQS in Elite.
  • Mail the Notice of Fail Letter to the landlord and participant. This letter will indicate the items in fail status and give the timeframe in which items must be resolved.
  • Track the failed unit. The participant has either 24 hours or 30 days from the date of the fail to repair items depending on the reason(s) for the fail.
Step Three: Pass After Failed HQS


Agency Residential Coordinator

 

  • Perform physical re-inspection of the unit after the participant indicates that fail items have been resolved


Step Four: HQS Not Repaired


Agency Residential Coordinator

 

  • Forward the file, timeline, and documentation to DOH for review.


DOH

 

  • For participant caused fails, DOH will not abate the HAP. If failed items are not resolved in the allowable timeframe, DOH will immediately move to terminate the participant’s housing assistance.
  • Mail Notice of HAP Contract Termination Letter if failed items are not resolved after 24 hours or 30 days.
  • Terminate the HAP Contract effective the first of the following month.


HQS Process Participant No Show Fail


“No Shows” by the participant are still considered an Annual HQS Inspection and should be processed as such.


Step One: Documenting the Fail for Participant No-Show

Agency Residential Coordinator

 

  • On the HQS Inspection Failed Notice, mark as a FAIL and indicate that it was a participant NO SHOW in the comments section. These should also be listed as a NO SHOW/FAIL on the front page of the Inspection Checklist. This is a participant caused fail item.
  • If the landlord or onsite manager is present, provide him/her with a copy of the HQS Inspection Failed Notice.
  • Make a copy of the completed front page of the inspection packet and email/fax, along with the HQS Inspection Failed Notice, to your SHHP representative within 3 days of the inspection.


Step Two: Processing Failed HQS

Agency Residential Coordinator

 

  • Process the failed HQS in Elite.
  • Mail the Fail Notice to landlord and participant indicating the items in fail status as well as giving the timeframe in which items must be resolved.
  • Schedule one additional HQS inspection with the participant (Repeat steps one through three).
  • Track the failed unit.


Step Three: Participant Conference


Agency Residential Coordinator

 

  • If the participant does not show for the second attempt at an HQS inspection, begin (or continue) the steps of the DOH Participant Conference/Termination Process.
  • If the participant attends the participant conference, ensure that one of the action steps is to reschedule an HQS inspection within 10 business days. If the participant does not show for this attempt, continue the participant conference process or forward the file, timeline, and documentation to DOH (depending on which step the participant is on).


DOH

 

  • For participant caused fails, DOH will not abate HAP. If failed items are not resolved in the allowable timeframe DOH will immediately move to terminate the participant’s housing assistance. DOH will send the Notice of HAP Contract Termination Letter to the landlord and participant.


Step Four: Pass After Failed HQS


Agency Residential Coordinator

 

  • Perform physical re-inspection of the unit after the participant indicates that fail items have been resolved.
  • Make a copy of the completed and updated front page of the inspection packet and fax/email to your SHHP representative within 3 days of the re-inspection.