N.Y. Comp. Codes R. & Regs. Tit. 9 §§ 1627-1.1

Current through Register Vol. 46, No. 45, November 2, 2024

Section 1627-1.1 - Procedure for processing applications

The following procedure is to be used in processing applications for occupancy in State-aided projects and all projects (irrespective of the source of the aid) operated by an authority which also operates one or more State-aided projects. Authorities operating more than one project will process applications on a central basis, unless otherwise authorized by the commissioner:

(a) Applicant will complete one copy of Preliminary Application for Apartment (Exhibit A, Appendix S-4) and return it in person or by mail to the authority's office responsible for processing of applications. Applications will be consecutively numbered as received and a control card (Exhibit B, Appendix S-4) prepared for each application. This control card shall be filed alphabetically by applicant's surname. Each step in processing application shall be entered in appropriate place on card, thus serving as ready reference for current disposition of application. (A supply of preliminary application forms normally should be maintained by each project; however, local authority may make additional arrangements for distribution if situation warrants.)

(b) Preliminary application forms will be screened and separated into two categories--apparent eligibles and apparent ineligibles. Those applicants appearing to be ineligible shall be notified by mail (Exhibit C, Appendix S-4) and informed that they may be apprised of the reasons for ineligibility at a personal interview at the office of the authority. A duplicate copy of the letter will be attached to the preliminary application which will then be transferred to the ineligible file and filed numerically. Preliminary application forms which appear to indicate eligibility should be separated according to size dwelling unit required and filed numerically according to date of return of completed application.

(c) Further processing of apparently eligible applications may be deferred whenever the waiting list of eligible applicants for the appropriate accommodations substantially exceeds the number of apartments expected to be available within a reasonable time. Processing will be resumed when the authority determines the waiting list of eligible applicants for the appropriate accommodations has been sufficiently reduced to warrant resumption of processing. In all cases where processing of apparently eligible applications is deferred, applicants will be notified promptly that preliminary application forms indicate apparent eligibility but that further processing is deferred. (See Exhibit C-1, Appendix S-4, as applicable.) When processing is resumed, applications deferred as provided herein will be processed consecutively within the category of the size unit needed, according to their control number in accordance with subdivisions (d) to (m) below.

(d) Mail interview letter (Exhibit D, Appendix S-4) and required verification list (Exhibit E, Appendix S-4) to those applicants who appear eligible. At time of scheduled interview, tenant selection personnel will fill out Dwelling Application (Exhibit F, Appendix S-4) with applicant, using documents listed in Required Verification (Exhibit E, Appendix S-4) as proof of statements. Dwelling application will be given the same number assigned the preliminary application. If applicant is found ineligible at that time, he shall be so told and given the reason or reasons therefor. In addition, confirming letter (Exhibit C, Appendix S-4) will be mailed to applicant. (See subdivision [e] below.)

(e) After interview, all dwelling applications shall be classified and those found ineligible so notified by mail (see subdivision [d] above). A duplicate copy of the letter will be attached to the preliminary application forms of those found ineligible at interview or after classification which will then be filed in ineligible file and the dwelling application filed in an ineligible dwelling application file.

(f) Mail to employers of those applicants who appear to be eligible two copies of the Employers Report (Exhibit G, Appendix S-4); completed report will supplement dwelling application.

(g) In case of those applicants who own a business or who are self-employed, a Certificate of Income Received from Operation of Business (Exhibit H, Appendix S-4) will be completed in duplicate by applicant and will supplement dwelling application.

(h) In case of those applicants who receive aid from a public or private welfare agency, two copies of the Social Agency Report form (Exhibit I, Appendix S-4) will be mailed to contributing agency for completion.

(i) One completed and signed copy of applicable form, as referred to in subdivisions (f), (g) or (h) will be returned to authority's management office by person, corporation or agency involved; duplicate copy retained for their own file if desired.

(j) Data from completed forms will be assembled in authority's management office and transcribed to Dwelling Application forms (Exhibit F, Appendix S-4). The data should be checked carefully and reviewed for completeness and reasonableness, with further investigation made if indicated. Any applicant found ineligible on the basis of this data review will be notified and application filed as provided in subdivision (e) above. Those applicants found eligible for tenancy in a project will be put on a waiting list in the order of their application number, and except for admission preference cases, will be notified upon availability of apartment, and advised to report to the authority to sign lease (Exhibit J[FN*], Appendix S-4) and make rent deposits and security deposit payments in such order.

(k) Upon refusal by an applicant of the apartment offered to him, an application shall be deemed void and a notation of such refusal made on his progress or control card (Exhibit B, Appendix S-4). Before being reconsidered, the application must be reprocessed completely beginning at subdivision (a).

(l) Eligible applications should be reviewed annually by mailing an inquiry to the applicant in order to determine his present interest as well as any change in the information on the application. Failure of the applicant to respond within 15 days of this or any correspondence in connection with the processing of the application can be considered by the authority as a basis for placing the application in the ineligible file.

(m) Selection of tenants for intra-project or inter-project transfer will be made on an equitable basis. Request for such transfer will be on a locally developed form providing the following information as a minimum:

(1) tenants' name and address;

(2) age and sex of persons residing in apartment;

(3) date of request.

The request will be submitted to the authority's office responsible for processing of applications and such request will be consecutively numbered as received. The extent of over-occupancy, as compared with the authority's occupancy standards, will determine the urgency of transfer. Transfers will be made on the basis of the greatest degree of urgency. Within the same degree of urgency, intra-project transfers will precede inter-project transfers; where all conditions are equal, the lower numbered request will prevail.

[FN*] [Exhibit J not filed in office of Department of State.]

N.Y. Comp. Codes R. & Regs. Tit. 9 §§ 1627-1.1