The Oregon Housing and Community Services (OHCS) Physical Inspection process evaluates the condition and functionality of affordable rental housing properties funded through state and federal programs. These point-in-time inspections ensure that homes remain safe, habitable, and compliant with health and safety standards. By conducting regular physical inspections and identifying areas in need of improvement, OHCS helps protect residents, preserve public investment, and maintain the long-term physical health of Oregon’s affordable housing portfolio. Listed below are the review ratings applied during physical inspections.
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.