Waitlist and admission
The waitlist is every application to a program, in the order the program will offer units. Staff work it on the Housing app; applicants see their own application on the applicant app.
Position
Position is computed per program and per bedroom size, by submission time. Applicants with verified preferences are placed ahead of those without. A preference counts only once staff have cleared it on the eligibility checklist, so claiming one does not move anybody up.
Statuses
| Status | Meaning |
|---|---|
| Draft | Started on the applicant app, not yet submitted |
| Submitted | On the waitlist, with a position |
| Awaiting documents | Staff or a rule have asked for documents the applicant has not supplied |
| Verifying | Staff are working the eligibility checklist |
| Eligible | Every checklist item is cleared or waived |
| Denied | A checklist item failed |
| Offered | A unit has been offered |
| Admitted | The household has been placed in a unit |
| Withdrawn | The applicant withdrew, or the office withdrew them |
Eligibility checklist
Each application carries the same checklist. Staff clear, fail or waive each item, and every decision records who made it and when.
| Item | What clears it |
|---|---|
| Identity | Identity documents match the application |
| Household composition | The members listed are the members who will live there |
| Income | Declared income is supported by the required documents |
| Citizenship or eligible status | Status documents are on file |
| Background check | The outcome came back acceptable |
| Preferences | Each claimed preference is supported |
| Decision | Recorded as | Effect |
|---|---|---|
| Clear | Cleared | The item is done |
| Fail | Failed | The application is denied |
| Waive | Waived | The item does not apply to this applicant |
Housing does not run background checks. A third party runs them, and only the outcome is recorded here. The report itself never enters Housing.
Revealing personal details
Legal name, date of birth and SSN are hidden on every screen. Seeing one takes a deliberate click, reveals one field of one applicant, and is written to an audit log along with who looked and when. The audit log cannot be edited.
A denial deletes the held identity values. The record then shows that they were held and released, which is different from never having been given them.
Admitting to a unit
Admitting turns an eligible application into a household with a rent and a CivicPort account. Staff pick:
- A linked property.
- A vacant unit in it.
- A move-in date.
- The rent.
Housing then creates the household record and sends a CivicPort onboarding invite from the linked community, using the staff member's own CivicPort session. That is why the property has to be linked by someone who administers both sides. The resident accepts the invite, creates their CivicPort account, and lands on the community's move-in checklist.
| Crosses to CivicPort | Stays in Housing |
|---|---|
| Email address | Income |
| Unit | SSNs and dates of birth |
| Move-in date | The eligibility file |
| Household member names | Uploaded documents |
| Application reference | Background check outcome |
The application shows the invite's progress:
| Invite status | Meaning |
|---|---|
| Sent | The invitation email went out |
| Opened | The resident followed the link |
| Claimed | The resident created their CivicPort account |