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Oregon Housing and Community Services

Regulatory Inspections Ratings

Property Maintenance: Maintenance Operations

Meets OHCS Standards

  • Management has preventative maintenance practices in use to avoid a pattern of deferred maintenance.
  • Unit turnover practices are in place to ensure units are prepared for occupancy within 14-21 days.
  • Units are occupied within 30 days.
  • No units required unplanned substantial rehab at turn-over, indicating regular unit inspection procedures.
  • No units were taken offline due to deferred maintenance.

Does Not Meet OHCS Standards

  • Management does not have preventative maintenance practices in use to avoid a pattern of deferred maintenance.
  • Unit turnover practices are not in place to ensure units are prepared for occupancy within 30 days.
  • Units are not occupied within 30 days.
  • Units required unplanned substantial rehab at turnover or inspection procedures not followed.
  • Units were taken offline due to deferred maintenance.

Inspection Preparation & Material: Maintenance Operations

Meets OHCS Standards

  • All documentation requested in preparation for the review was received by the due date.
  • All requested documentation was provided, complete, and accurate.
  • All tenants were given propery notice of the inspection.

Does Not Meet OHCS Standards

  • All documentation requested by OHCS in preparation for the review was not received by the due date.
  • Multiple requests or reminders were made to obtain the documentation.
  • Documentation received was incomplete or inaccurate.
  • All tenants were not properly notified of the inspection.

Inspection: Maintenance Operations

Meets OHCS Standards

  • Respond to inspection report in a timely manner.
  • Maintenance practices are more proactive than reactive and all repairs meet industry standards.
  • Affirmative Fair Housing Marketing Plan (AFHMP) and Administrative Notebook are both properly posted and maintained at the property.
  • All previous IRS Form 8823s have been resolved.
  • All findings that require a delay, have been pre-approved and a completion date has been submitted.
  • All documentation requested for findings was submitted and accurate.
  • Exigent Health and Safety (EH&S) was completed and submitted by the due date.

Does Not Meet OHCS Standards

  • Did not respond to inspection report by the due date.
  • Not correcting all findings per the inspection report.
  • AFHMP and Administrative Notebook are not properly posted or maintained at the property.
  • Previous IRS Form 8823s have not been resolved.

Inspection Response: Maintenance Operations

Meets OHCS Standards

  • The inspection response was received by the due date.
  • An extension was requested prior to the due date and the response was received by the extended due date.
  • All findings that require a delay, have been preapproved by OHCS and a completion date has been submitted.
  • All documentation requested for findings was submitted and accurate.
  • EH&S was completed and submitted by the due date.

Does Not Meet OHCS Standards

  • The inspection response was not received by the due date.
  • An extension was not requested by the due date, or the response was not received by the extended due date.
  • All findings that require a delay, have not been preapproved by OHCS or a completion date has not been submitted.
  • All documentation submitted was not complete or accurate.
  • All documentation requested for findings was not submitted or accurate.
  • Multiple requests were made to obtain complete or accurate information.
  • EH&S was not completed or submitted by the due date.

Communication: Maintenance Operations

Meets OHCS Standards

  • Management responds to requests for information or documentation by the due date.
  • Requested information or documentation is accurate, complete, and received by the due date.
  • Extension was requested prior to due date; information or documentation was received by the extended due date.

Does Not Meet OHCS Standards

  • Management did not respond to requests for information or documentation by the due date.
  • Requested information or documentation was not accurate, complete, or received by the due date.
  • Extension was not requested prior to due date; information or documentation was not received by the extended due date.

Fair Housing/Equal Opportunity (FHEO): Maintenance Operations

Meets OHCS Standards

  • Management demonstrated FHEO knowledge and practices meet industry standards.

Does Not Meet OHCS Standards

  • Management neglected to demonstrate FHEO knowledge and practices that meet industry standards.

Physical Inspection: Units

Meets OHCS Standards

  • The condition of the units meets industry standards and findings do not demonstrate a pattern of systemic issues/problems or lack of management oversight.
  • No repeat findings from previous report(s).
  • All observed unit EH&S findings have been resolved within the required 24-hour due date.
  • Inspected units have findings that have been corrected by required due date.
  • Unit maintenance practices appear to be more proactive than reactive and all repairs made meet industry standards.

Does Not Meet OHCS Standards

  • The condition of the units do NOT meet industry standards and/or EH& S findings/problems demonstrates a pattern of systemic issues/problems or lack of management oversight.
  • Findings/deficiencies demonstrate deferred maintenance issues; possible lack of management oversight and/or lack of response to maintenance requests.
  • Pattern of repeat findings from previous report(s).
  • >50% of the units inspected have two or more findings.
  • Reported unit EH& S findings have not been resolved.
  • Overall impressions indicate units are not taken care of or have been neglected.
  • Unit maintenance practices do not meet industry standards.

Physical Inspection: Interior/Exterior

Meets OHCS Standards

  • The condition of the property meets industry standards and findings do not demonstrate a pattern of systemic issues/problems or lack of management oversight.
  • No repeat findings from previous report(s).
  • All observed property EH&S findings have been resolved within the required 24-hour due date.
  • Inspected interiors/exteriors have findings that have been corrected by required due date.
  • Property is maintained with minimal deficiencies observed.
  • Interior/exterior maintenance practices appear to be more proactive than reactive and all repairs made meet industry standards.
  • All common areas are available for use by residents and used for the intended purposes.

Does Not Meet OHCS Standards

  • The condition of the interior/exterior does NOT meet industry standards and/or EH&S findings/problems demonstrates a pattern of systemic issues/problems or lack of management oversight.
  • Findings/deficiencies demonstrate deferred maintenance issues; possible lack of management oversight and/or lack of response to maintenance requests.
  • Pattern of repeat findings from previous report(s).
  • >50% of inspected interiors/exteriors have two or more findings.
  • Reported interior/exterior EH&S findings have not been resolved.
  • Overall impressions indicate interiors/exteriors are not taken care of or have been neglected.
  • Interior/exterior maintenance practices appear do not meet industry standards.
  • Common areas are not available to residents, taken offline or not used for the intended purposes.

Questions? Email arh.portfolio@hcs.oregon.gov.

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