Transfer list
The Transfer list, under Residents in the sidebar, is every housed household that needs a different unit, in the order the authority's plan says they come. A transfer takes a vacant unit before the waitlist does, so the list is the first place to look when a unit opens.
The entry is a fact about the household: it is kept on the household's file, and the list is every household that has one open.
The order
| Rank | Reason | Chip |
|---|---|---|
| 1 | An emergency: VAWA, or a unit that cannot be lived in | Emergency |
| 2 | A reasonable accommodation | Reasonable accommodation |
| 3 | The wrong size, either way | Under-housed, Over-housed |
| 4 | The household would rather be somewhere else | Resident asked |
Within a reason, the earlier date added comes first. The order cannot be changed by hand; to move a household up, close its line and add it again with the reason that applies.
The page
Four tiles: Waiting, Emergency (shown only when there are any), Have a vacant match today and Days waiting, median.
| Column | Shows |
|---|---|
| # | The household's position |
| Household | The head's name, the property and unit, and how many people |
| Why | The reason chip. Under it, the note, anything else the unit must be, and "Any property but this one" where that was asked. An open offer reads "Offered {unit} on {date} · waiting for an answer" or "· accepted". Refusals so far: "1 refusal · 1 left", or the count |
| Now · needs | The size they have and the size they need, and "accessible" when they need an accessible unit |
| Waiting | Days since they were added. "Today" on the day. In red for an emergency |
| Vacant match | The best vacant unit for them, with its size and vacant-since date, and "{n} more" when there are others. "None vacant" otherwise |
How a unit is matched
A vacant unit matches a line when all of these hold:
- its bedroom count is exactly the number the household needs,
- it is accessible, where the line says the household needs an accessible unit,
- it is not in the household's current property, where the line says any property but this one (every emergency says so),
- the household has not already declined it, and
- it is not the unit the household is in now.
Where several match, the one vacant longest is shown first, because it is the one costing the authority the most. Nothing else is matched on: Anything else the unit must be is shown on the line for the office to read, and floor, program and rent play no part. Housing does not hold a matched unit for the household; it stays vacant and open to the waitlist until the office offers it.
Adding a household
A household joins the list from three places, through the same dialog:
- the recertification's Household card, when it found the family over- or under-housed, with the reason and size filled in from the verdict,
- the Transfer list card on the household's own page, and
- Add a household on the list itself, which first asks Which household? and offers every housed household not already on the list.
| Field | What it is for |
|---|---|
| Why they need to move | The reason, which sets the rank |
| Bedrooms they need | Blank uses what the last recertification found they qualify for, or failing that the size they have |
| Needs an accessible unit | Matches only accessible units |
| Anything else the unit must be | Free text, such as a ground floor. Shown, not matched on |
| Note | Why, in the office's words |
Add to the list records it. A household must be in a unit and not moved out, and cannot be on the list twice.
An emergency
Choosing Emergency asks What kind of emergency:
- Domestic violence, dating violence, sexual assault or stalking (VAWA)
- The unit cannot be lived in (fire, flood, condemned)
Both rank first and are matched away from the household's own property. A VAWA emergency also opens the household's VAWA file and keeps the new unit confidential once they move. See VAWA emergency transfers.
For VAWA the dialog asks:
| Field | What it is |
|---|---|
| Documentation | HUD-5382 certification form, Other documentation (a court order, a police report, a statement from a provider) or The survivor's statement, which the authority may accept on its own (24 CFR 5.2007). The transfer is never held up for the form: 14 business days are allowed for it |
| Received on | When the documentation was received |
| Notice of occupancy rights (HUD-5380) given on | When the notice was given |
Under those, The forms, filled in for this household lets the office hand the forms over in the same sitting. See The forms.
A reasonable accommodation
Choosing Reasonable accommodation asks What they need, as tick boxes: Wheelchair accessible unit, Roll-in shower, Ground floor or elevator, Grab bars, Visual or vibrating alarms, Near transit or services and Something else; and whether the Disability-related need was Verification received, Verification requested or No verification needed (the need is obvious), with the date.
A wheelchair accessible unit turns on Needs an accessible unit, so only accessible units match. The rest is shown on the line for the office to read; nothing else is matched on. When the verification arrives after the line was added, it can be recorded on the line through the API; the dialog does not reopen.
Offers and answers
Offer opens Offer {household} a unit. The Vacant unit list holds every vacant unit, not only the matches: units of the size they need come first, then the rest, each longest vacant first, and units they have already declined are left out. Record the offer writes it on the line. One offer at a time can be waiting for an answer.
While an offer is waiting, the line's buttons are Accepted and Declined.
- Accepted records the answer. It does not move anyone; the message says "Transfer them when they move."
- Declined asks for Good cause and Why. A refusal with good cause is not counted against the household. Record the refusal writes it on the line and the household goes back to waiting.
Two refusals without good cause close the line. The record reads "Refused 2 suitable units without good cause. Tell the household in writing." Housing does not write to the household about an offer, a refusal or a closed line; the office does.
The move
Transfer opens the same dialog as Moving to another unit on the household's page: pick the unit, the move date and whether to open a turnover inspection on the old unit. When the move is recorded the line is done, and it moves to the household's transfer history with the unit they went to. The button is filled in once an offer has been accepted.
Close takes the line off for any other reason. How it ended is one of Referred to another program or authority, The household withdrew the request, No longer needed or Something else, with a Why. Referred asks Referred to and On, and the record reads "Referred to {where} on {date}". A VAWA emergency the authority cannot fill from its own stock is still its duty to help with, and this is how the file shows that it did. Close the line records it.
Adding, offering, answering, closing and the move are all written to the household's audit log.
VAWA emergency transfers
HUD requires every assisted authority to adopt an emergency transfer plan for survivors of domestic violence, dating violence, sexual assault and stalking (24 CFR 5.2005(e)), to give the notice of occupancy rights, and to keep a survivor's new location confidential (5.2007(c)). Housing applies the plan on the transfer list and keeps the file HUD asks to see.
The file
A VAWA emergency opens the VAWA file card on the household's page: the documentation held and when it was received, when the notice of rights was given, when the transfer was requested, and the forms. Correct the file changes the documentation and the dates by hand, because the form arrives after the transfer more often than before it.
The forms
HUD's forms are the authority's own templates, uploaded under Settings › Leases & signing with the purpose that says which form it is, filled from the household's file, and signed at the counter or sent, the way the lease is. Upload the year's forms again when HUD reissues them.
| Form | Signed by | Offered as |
|---|---|---|
| Certification (HUD-5382) | The survivor | Download to sign, Send for e-signature, Upload signed |
| Emergency transfer request (HUD-5383) | The survivor | The same three |
| Notice of occupancy rights (HUD-5380) | Nobody | Download to give. Downloading it records the notice as given on that day, unless a date is already on the file |
Downloading is free. A send costs one e-signature credit, goes to the household's email, and comes back onto the file on its own once signed, the way a lease does. Send for e-signature stays greyed until the office ticks that the household told them the inbox is safe for them: a survivor's email may be shared with the person they are leaving, and signing at the counter is the default for a VAWA case. A copy signed on paper is uploaded with Upload signed. A certification that arrives signed sets the documentation to HUD-5382 and the date received.
Confidentiality
Once the household moves, the unit is confidential. The transfer list, the Residents list, the rent roll, Home, the mail queue and every export show "Confidential" in place of the unit and the property, the rent roll shows "Confidential household" in place of the name, and a letter goes only to a mailing address the household has given, never to the unit. The household's page shows Confidential unit · VAWA and the Tenancy card masks the unit. Reveal the unit shows it to the person who pressed, and every reveal is written to the audit log with their name and the time, like revealing a Social Security number. Where they came from is not a secret: the old unit stays in the Tenancy card's history.
Rent, inspections and the ledger keep working on the real unit underneath.
The plan
Settings › Leases & signing › Emergency transfer plan records that the plan exists: the adopted PDF, uploaded above with the purpose Emergency transfer plan (HUD-5381, adopted), the date it was adopted, and that the notices are given at admission, at each recertification and with any notice of adverse action. See Settings.
Where else it shows
- The household's page has a Transfer list card: waiting since, the reason, the size they need and whether a unit is offered, with Open the transfer list; or Add to the transfer list when they are not on it, noting what the last recertification found.
- The rent roll flags the household with "transfer list".
- Home lists every emergency entry, and any entry waiting 30 days or more, under Needs a person. Without Finance the Waiting to transfer tile counts the whole list.