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of our currently scheduled classes
Ross Business Development (RBD) is dedicated
to providing a training experience that is engaging, entertaining,
fact-filled and current with changing government and industry
regulations and guidelines. Each class listed below includes a
comprehensive workbook that serves as a class facilitation and
reference guide.
Our instructor-led training service includes all the features you
should expect from a professional training organization. Materials
are comprehensive and an associated power point presentation
assists with delivery flow. Name cards and completion certificates
are included for each student. Of course, all hardware, including
and overhead projector, is provided by RBD.
Classes can be customized to meet the needs of each of our
customers. Class materials are designed to be used as a reference
after the property managers return to their sites and we provide
continued email support to all of our students. Management
companies also have the option of signing up for the RBD HUDBlast
which provides up to date information about the project based
multi-family housing market.
Custom class curriculum can be developed based on your firm’s
individual needs. References are available upon request.
TRACS Classes
TRACS FAQs
(1/2 day or 1.5 hours)
RBD will provide you with an introduction to the TRACS process and
review how information is received, checked and processed. The
training includes a review of the most common questions asked
about the TRACS system.
This class was designed to help solve the mystery of TRACS
including why transactions disappear and what to do to ensure that
TRACS data is recorded properly.
TRACS Today
(Full Day)
Our trainer starts the day with an introduction to the TRACS
process. Once you understand the basics, we will explain the
secret to ensuring that the information in TRACS corresponds with
the information in your site software. We’ll explain how to make
the submission process work regardless of whether you are
reporting to a Contract Administrator or reporting directly to
HUD.
The TRACS Submission & Verification Cycle
Errors
HUD’s Secure Systems (EIV, TRACS)
The class includes interactive group exercises that help students
understand how submission works, what the errors mean, and how to
respond to errors. We wrap up the day with an overview of HUD’s
Secure System including an introduction to the information
available for site staff, regional and home office staff and
Contract Administrators.
Auditing Your Voucher
(1/2 day or 1.5 hours)
90% Optimum Tenant Compliance is just the beginning. To reach this
number, you must have active certifications, in TRACS, for at
least 85% of the residents on your voucher. However, CAs and field
audits go deeper. They include a line-by-line comparison of the
voucher information to the data in the TRACS Certification Query.
In this session, learn how to extract your property data from
TRACS and perform the monthly audit. This is a hands-on session
that’s a real eye opener!!
TRACS Best Practices
(1/2 day or 1.5 hours)
The key to avoiding TRACS errors is to follow a sound and
consistent process for completing all of your certifications for
each of your households in a timely fashion. In this half-day
workshop, we will review a TRACS Submission Check List that
includes tips about every day processing.
HUD’s Online Systems
(1/2 Day or 1.5 hour session)
As HUD migrates toward a true Internet-based solution, staff at
all levels of affordable housing will be relying on HUD’s Secure
Systems to provide them with answers to questions ranging from
“What is the status of my Voucher?” to “How can I get information
about a dual-tenancy conflict?”
HUD’s Online Systems is a step-by-step introduction to HUD’s
Secure System. We will provide you with instructions and
checklists to help you obtain access for company employees and
outside accounting and auditing service providers. In addition, we
will review the information available and discuss the best ways to
incorporate use of these reports to improve error resolution and
increase property compliance.
Enterprise Income Verification System (EIV)
(1.5 Hours)
Owner/Agents (OAs) had been using the Tenant Assessment Subsystem
(TASS) to verify tenant Social Security (SS) and Supplemental
Security Income (SSI) benefit payments provided by the Social
Security Administration (SSA). In order to improve this
verification process, HUD implemented an improved verification
system called the Enterprise Income Verification System EIV.
In this session, we will provide you with instructions to help you
obtain access for company employees. In addition, we will review
the information available and discuss the best ways to incorporate
use of these reports to improve error resolution and increase
property compliance.
HUD Occupancy
Classes
Advanced HUD Occupancy Update
(1 Day)
This advanced class for industry professionals provides
information about changes, announcement and updates that affect
the day-to-day operations of project-based HUD properties. During
this one day class, we will discuss:
Key Change 2 Edits
Changes to the MOR process including ways to avoid common
findings
Violence Against Women Act (VAWA)
Limited English Proficiency (LEP)
HUD Clarification
We will provide you with the information you need to stay abreast
of changing regulatory requirements. In addition, you will also
receive sample forms necessary to document these changes
appropriately.
Change 2 – A Review of Edits to the 4350.3,
Revision 1, Change 2
(1 Day or ½ Day)
The changes to the Handbook were significant. While some edits
were expected (student rule, LEP, Special Claims), others were not
expected and some of these changes have significant impact on
policy and procedure (changes to the lease, changes to the asset
calculation, new unit transfer requirements and much more). RBD
has reviewed each change and the impact on property management
professionals, software vendors, contract administrators and HUD.
In order to reduce your research time, RBD has developed a class
to provide you with information about each change. This is an
opportunity to learn about the changes and participate in
discussion with your peers about implementation strategy.
In addition, we will spend the last hour of the day reviewing EIV,
HUD’s Enterprise Income Verification System. This system allows
owner/agents to verify Social Security and employment income for
residents. Use of EIV is not mandatory now, but HUD has proposed
making access to this system a requirement.
Learn how to access and use EIV to:
Verify income,
Address discrepancies,
Discover unreported income and
Avoid dual subsidy issues.
Elements of Earned and Adjusted Income
(1/2 day or 1.5 hours)
In Chapter 5 of the 4350.3, HUD has provided in-depth explanation
about how to establish a household’s earned and adjusted income.
Join us for a review of the elements of income and in this
hands-on session designed to help managers understand typical and
non typical situations.
Enterprise Income Verification System (EIV)
(1.5 Hours)
Owner/Agents (OAs) had been using the Tenant Assessment Subsystem
(TASS) to verify tenant Social Security (SS) and Supplemental
Security Income (SSI) benefit payments provided by the Social
Security Administration (SSA). In order to improve this
verification process, HUD implemented an improved verification
system called the Enterprise Income Verification System EIV. EIV
allows owner/agents to verify Social Security and employment
income for residents. Use of EIV is not mandatory now, but HUD has
proposed making access to this system a requirement.
In this session, we will provide you with instructions to help you
obtain access to EIV. In addition, we will review the information
available and discuss the best ways to incorporate use of these
reports to improve error resolution and increase property
compliance. Learn how to access and use EIV to:
Verify income,
Address discrepancies,
Discover unreported income and
Avoid dual subsidy issues.
HUD Policy Update
(1.5 Hours)
A lot has happened in the last year! Join us for a review of
changes that affect your policies and procedures. Information
discussed includes:
Limited English Proficiency
Violence Against Women Act
New Forms
EIV Changes
TRACS Changes
Income Calculation & Eligibility
Verification
(1 Day)
The Rental Housing Integrity Improvement Program (RHIIP) has
determined that the most frequent errors encountered in reviews of
annual and adjusted income determinations in tenant files fall
into three categories:
1) Applicants and tenants failing to fully disclose income
information
2) Errors in identifying required income exclusions
3) Incorrect calculations of deductions
In this class we will review the requirements, procedures and
methods behind determining annual and adjusted income; income
verification and calculating tenant rent.
Like the handbook, this session will be organized as follows
Determining Annual Income: Discusses the requirements regarding
annual income and the procedure for calculating a
family’s annual income when determining eligibility. This section
also includes guidance on determining income from assets.
Determining Adjusted Income: Describes the procedures and
requirements for determining adjusted income based on allowable
deductions.
Verification: Presents the requirements for verifying
information provided by applicants and tenants related to their
eligibility.
Income & Eligibility Verification and
Resident Selection Review Combo Class
(1 Day)
The Rental Housing Integrity Improvement Program (RHIIP) has
determined that the most frequent errors encountered in reviews of
annual and adjusted income determinations in tenant files fall
into three categories:
1. Applicants and tenants failing to fully disclose income
information
2. Errors in identifying required income exclusions
3. Incorrect calculations of deductions resulting from failure to
obtain accurate third-party verification
We will cover income determination and eligibility verification
procedures:
Annual Income
Income from Assets
Adjusted Income
Verification Requirements
Compliance with the new Tenant Selection Plan requirements is
critical to getting a superior score during the Management Review.
Owners must create and make available a comprehensive Tenant
Selection Plan. Some of the important aspects of the Tenant
Selection Plan include:
Eligibility
Occupancy
Taking Applications
Screening
Wait List Management
Resident Selection Plan Development & Wait
List Management
(1 Day, ½ Day & 1.5 Hour Sessions)
In this comprehensive policy and procedure class, we discuss HUD’s
Tenant Selection requirements and the best approach for
incorporating these requirements into your policy guidelines. But
we don’t stop there! Changing your written plan is one
thing…implementing these new guidelines at your properties is just
as important.
First, we provide an overview of Fair Housing requirements
specifically targeting concerns of HUD property managers. Then we
will review the requirements for developing The Tenant Selection
Plan. The new 4350.3 Handbook mandates that all property managers
create and make available a Tenant Selection Plan. During this
session, we will review the required and recommended contents of
the HUD tenant selection plan. This class gives property
management professionals an opportunity to ask questions about all
aspects of tenant selection including the applicant interviews,
screening requirements and notification procedures.
An interactive overview of the waiting list management process
gives property management professionals an opportunity to learn
how to handle various waiting list scenarios including placing
disabled applicants, administering right to refusal policies and
documenting actions on the waiting list.
Waiting List Management
(1.5 Hours)
Electronic wait lists, manual wait lists, opening and closing wait
lists, preferences, the 40/30 rule…there’s a lot to think about
when you write policy for managing the wait list. Join us for a
session about establishing a wait list, and maintaining it in
compliance with HUD directives.
Fair Housing
Classes
Fair Housing Today
(1 Day, ½ Day or 1.5 Hour Sessions)
Fair Housing Today
examines the basics needed by all property management
professionals while also discussing emerging trends such as
limited English proficiency LEP, tenant-on-tenant harassment, and
gay, lesbian, bisexual and transsexual harassment and
discrimination.
In addition, we
will discuss the requirements of the Affirmative Fair Housing
Marketing Plan, which is designed to promote equal housing choice
for all prospective residents.
Topics include:
Discrimination
Fair Housing
Laws
Fair Housing and
the Disabled
Considerations
for Maintenance Staff
Fair Housing &
HUD Properties
LEP
VAWA
Whether you’re a
seasoned professional or new to the property management industry,
this is a “must see” seminar.
Developing
Updating and Monitoring Your Affirmative Fair Housing Marketing
Plan (1.5 Hours)
Owners must comply
with the requirements of their HUD-approved Affirmative Fair
Housing Marketing Plan, which is designed to promote equal housing
choice for all prospective tenants regardless of race, color,
religion, sex, disability, familial status, or national origin.
The purpose of the plan is to ensure that eligible families of
similar income levels will have a similar range of housing
opportunities.
The plan outlines
marketing strategies the owner must use, including special efforts
to attract persons who are least likely to apply because of such
factors as the racial and ethnic composition of the neighborhood
in which the property is located. Marketing should also seek to
reach potential applicants outside the immediate neighborhood if
marketing only within the neighborhood would create a disparate
impact against certain classes (e.g., if the entire neighborhood
includes no minorities).
Marketing Your Affordable
Property
(1/2 Day or 1.5 Hours)
For years,
the terms “affordable property” and “marketing” have been mutually
exclusive. As Bob Dylan once sang…”The Times They Are A Changing!”
In this half-day seminar, we will take a real-world look at
marketing strategies aimed at 100% occupancy while keeping a
watchful eye on federal and state regulations governing
acquisition of new tenants. From traditional advertising, to the
Internet, to tenant selection…we will cover many of the
tried-and-true methods for marketing your property along with a
discussion on emerging technologies and how to get the most out of
your marketing budget.
Management and
Occupancy Review (MOR) Classes
Avoiding MOR Findings
(1/2 Day or 1.5 Hours)
During this session we will explain, in
detail, the most common MOR findings. Instruction will include
information about how to identify compliance issues and resolve
problems before the MOR is scheduled. We will also discuss
changes driven by the release of the 4350.3 Revision 1, Change 2
including:
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New rejection/termination letter
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New policy to reject or terminate because of
criminal record
§
Required changes to the resident selection plan
§
Much more
Management &
Occupancy Review (MOR) – Preparing to Achieve the Best Score
Possible
(1 Day, ½ Day)
Owner/agents of HUD properties are subject to
an annual Management & Occupancy Review. This review is part of
the Rental Housing Integrity Improvement Project’s (RHIIP) efforts
to ensure compliance and reduce errors. We know that property
compliance is your focus every day. Join us to get tips about
putting your processes in the best possible light during the
management review. Don’t let the process drive you crazy!
Learn how to improve your overall score,
how to make the process as quick and painless as possible and how
to avoid common findings. We will also talk about what Reviewers
will be looking for as a result of the Change 2 Handbook edits.
This is much more than a lecture. We will provide you
with:
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Tips about referencing various HUD manuals and web
sites
§
Sample checklists
§
Best practice tips
Preparing for the Management Review – The Site Review
(1.5 Hours)
If you are prepared, then you are able to be
confident. Join us to learn the tricks to preparing for the
Management & Occupancy Review. This session provides you with
tips for putting together MOR binders. A review of useful
checklists and sample forms is included. Also, we will discuss
some of the more common findings and how to avoid them.
Preparing for the Management Review – The Resident File Audit
(1.5 Hours)
Are your files organized? Do you incorporate
standard file checklists? Are you using Post-it notes in your
resident files? Do your files tell your resident’s story from
application to today? In this session, you will learn how to
prepare resident files so that reviewers can monitor compliance
quickly and efficiently.
§
Avoid findings related to missing documents
§
Make sure you are using the latest version of
required documents and
§
Make sure that you have incorporated all of the
required forms
Quotes from Our Customers
“Best seminar I ever attended.” I wish I sent more of my
staff!”
“Mary was excellent - she definitely knows her stuff. I was
very impressed”
“Everything was very informative. I am glad I attended”
“I learned more in these two days of training than I have
ever learned in any other seminar and I’ve been a HUD property
manager for twelve years!”
“The lights really came on “high beam” in this class!”
“Wow”
Pricing for
Property Management Firms
A One Day Session $3500 per day ($175 each
additional student)
A ½ Day Session $2500 per ½ day ($125 each additional student)
Fee structure allows for up to 20 students. An additional
student charge is assessed for each student over 20. The
customer is responsible for all applicable travel, production, and
shipping expenses.
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