The Trainer

Handling Vacated Units, Protecting Resident Information

In this month's feature, we discussed how to determine whether a resident has abandoned a unit and how to deal with situations involving extended absences or abandonment. It is important to make sure any “house rules” you develop for a property are consistent with HUD requirements and do not infringe on resident's rights.

Similarly, in our article on protecting resident information, we stress the importance of complying with HUD's privacy principles on confidentiality. We gave you some tips for making sure you take every precaution to safeguard such information, including:

Be extra attentive when accessing resident files. If you have a paper file open on your desk or an electronic file open on your computer screen and someone comes into your office, close the file promptly.

Secure all resident information. For example, keep paper files in a locked cabinet in a secure office or area.

Don't discuss resident matters with other people. “Other people” include office employees without a need to know, friends, and even family.

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

If an owner decides to establish house rules on extended absence and abandonment, they do not have to be consistent with state law. True or false?

1. True.

2. False.

QUESTION #2

Fill in the blank: Owners may establish a house rule defining extended absence as the tenant being absent from the unit for longer than 60 continuous days, or for longer than _______ days for medical reasons.

1. 100

2. 150

3. 180

QUESTION #3

Abandonment of a unit typically does not necessitate eviction. True or false?

1. True.

2. False.

QUESTION #4

When personal items are left behind in an abandoned unit, a good course of action would be to:

1. Dispose of the items as expeditiously as possible.

2. Store such items for 30 days and then sell or dispose of the items.

3. Keep the items in a secure locker for as long as you own the property.

QUESTION #5

The “never divulge” rule about residents and households does not apply to applicants. True or false?

1. True.

2. False.

QUESTION #6

If you have a paper file regarding a resident open on your desk and someone comes into your office, you should:

1. Do nothing special.

2. Ask the person to leave the office immediately.

3. Close the file promptly.

QUESTION #7

It's bad policy to keep resident information on a laptop. True or false?

1. True.

2. False.

QUESTION #8

Which of the following are not included in HUD's Privacy Principles?

1. No information will be collected or used that is not necessary and relevant for the administration of HUD's program.

2. Personally identifiable information will be used only for the purpose for which it was collected, unless specifically authorized or mandated by law.

3. Unauthorized access to individual information constitutes a serious breach of confidentiality of information and will not be tolerated.

4. Information about individuals collected from third parties should be collected and used against individuals whenever possible.