The Trainer

January 25, 2011

INSPECTING UNITS; ASKING PROSPECTS FOR PHOTO IDS

In this month's feature, we discussed the best practices for scheduling and following up on unit inspections. We pointed out how HUD's model lease allows site owners to have access to residents' units to make reasonable repairs and periodic inspections. We noted, however, that owners and managers must give advance notice of their intent to enter a unit and that they can do so only at reasonable hours and with resident consent.

INSPECTING UNITS; ASKING PROSPECTS FOR PHOTO IDS

In this month's feature, we discussed the best practices for scheduling and following up on unit inspections. We pointed out how HUD's model lease allows site owners to have access to residents' units to make reasonable repairs and periodic inspections. We noted, however, that owners and managers must give advance notice of their intent to enter a unit and that they can do so only at reasonable hours and with resident consent. Clearly, inspections help you discover unsafe or unsanitary conditions and unreported maintenance problems. With early detection, you can prevent these conditions from developing into more serious problems, including insect or rodent infestation, flooding, and major repairs.

In our article on photo IDs, we discussed the issues of balancing security concerns with fair housing issues. In general, before giving a tour of a vacant unit, your leasing staff should request photo identification from every prospect, not just the ones who may appear suspicious. Post your policy regarding unit tours in your leasing office and on materials you give to prospects.

 

TRAINER'S QUIZ

INSTRUCTIONS: Each of the questions below has only one correct answer. On a separate sheet of paper, write down the number of each question, followed by the answer you have chosen—for example, (1) b, (2) a, and so on. The correct answers (with explanations) follow the quiz. Good luck!

QUESTION #1

Neither the HUD lease nor the Handbook provides specifics on how you should notify residents of inspections. True or false?

  1. True.

  2. False.

QUESTION #2

Sometimes housekeeping issues are signs of a bigger problem, such as:

  1. The resident is about to file for bankruptcy.

  2. The resident is racist.

  3. The resident is incapable of living on his or her own.

QUESTION #3

In general, if an inspection reveals that the unit is being kept in an unsafe or unsanitary condition, it is a violation of the lease. True or false?

  1. True.

  2. False.

QUESTION #4

If, during an inspection, you discover an unreported maintenance problem, you should:

  1. Wait two weeks to see if the problem is resolved.

  2. Send the resident a letter detailing the problem and a time frame for resolving it.

  3. Contact the police immediately.

QUESTION #5

When asking a prospect for a photo ID, you should not insist that it be a driver's license, because:

  1. You cannot rely on the Department of Motor Vehicles these days.

  2. Not everyone drives.

  3. The resident will think you are overbearing.

QUESTION #6

Copying photo IDs to keep on file won't raise fair housing issues. True or false?

  1. True.

  2. False.

QUESTION #7

You should consider setting a policy of not giving unit tours after hours because of concerns about:

  1. Security.

  2. Night vision.

  3. Overtime pay for leasing staff.

QUESTION #8

It's a good idea to post your photo ID and tour policy for everyone to see because:

  1. A full bulletin board makes you look more compliant.

  2. If someone walks in after hours, your staff can point to the posted policy.

  3. If you took the trouble to develop the policy, you're obligated to post it.

Click To Show/Hide The Quiz Answers

 

ANSWERS & EXPLANATIONS

 

QUESTION #1

Correct answer: a

Although neither the HUD lease nor the Handbook specifies how to notify residents of inspections, among the best practices are posting letters for residents in conspicuous places, such as near mailboxes; sending residents individual letters; and including inspection information on residents' recertification reminder notices.

QUESTION #2

Correct answer: c

If the housekeeping issues are serious, you should assess whether the resident is capable of correcting the deficiency. An assessment should be done, for example, to determine if the resident should be receiving more assistance or should be relocated to a nursing home.

QUESTION #3

Correct answer: a

Your lease most likely has language that requires residents to maintain their units in a safe and sanitary manner. So a violation of this requirement is a breach of the lease and is potential grounds for eviction if the problem is not resolved. You should advise the resident of the situation in a formal letter that demonstrates you are serious about your expectation that the resident will address the problem.

QUESTION #4

Correct answer: b

If, during an inspection, your staff discovers an unreported maintenance problem, you should send a letter detailing the problem and reminding the resident to promptly report future problems. Common maintenance problems that go unreported include leaking faucets, running toilets, broken locks, broken windows, broken light fixtures, broken kitchen appliances, and peeling paint.

QUESTION #5

Correct answer: b

You shouldn't insist that the identification be in the form of a driver's license because not everyone drives. However, these days, everyone has some form of photo ID, including employment authorization cards, temporary resident cards, or passports.

QUESTION #6

Correct answer: b

You want to avoid the appearance that you are communicating, even in a subtle way, the prospect's race or national origin to the manager who accepts or rejects housing applicants. Federally funded housing documents require information about race, but you want to avoid the appearance of unfair practices in the early stages of application.

QUESTION #7

Correct answer: a

Consider a policy of not giving unit tours after hours because your staff may be legitimately concerned about taking a prospect to a vacant unit after business hours, when other employees have left the site. Remember, this is not an irrational fear, as there have been attacks on site leasing staff after normal business hours.

QUESTION #8

Correct answer: b

If someone walks in after hours and asks to see a unit, your staff can point to the posted policy. With all prospects, be welcoming and don't make assumptions. Again, consistency is the key to avoiding discrimination claims.

See The Lesson For This Quiz

How to Make the Most of Unit Inspections
Should You Ask Prospects for Photo IDs?

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