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Oregon Housing and Community Services

Management Agent Approval

Oregon Housing and Community Services (OHCS) reserves the right to review, establish the qualifications of, and approve the proposed management agents (agent) for any affordable housing property funded with state resources. The Management Agent Approval process provides the opportunity for an agent to demonstrate their qualifications, knowledge of the property, and ability to maintain program compliance.

Please note: OHCS does not provide blanket approval of any management agent. Management agents must be approved for each individual property they intend to manage.

Eligibility

In order to be eligible to manage an OHCS-funded property, management agent entities are required to meet the following criteria:

  • Property management company must be able to legally conduct business in Oregon by being registered with the Oregon Secretary of State.
  • Maintain an active Oregon Real Estate License in good standing. Licensed individual must have their Oregon Real Estate Agency (OREA) license affiliated with the property management company. Exemptions may apply per ORS Ch 696, and if requesting an exemption, you must identify which circumstance is applicable.
  • Have the relevant funding program education/experience for the property they are proposing to manage, or be willing to contract with a qualified third party compliance firm.
  • Engage annually in continuing Fair Housing training for staff.

Documentation that may be required

The required elements of a Management Agent Packet (MAP) may vary from project to project, depending on unique project characteristics. The most commonly required elements are as follows:

  • Completed OHCS Management Agent Packet(new version coming for Spring 2026)
  • Property-Specific Management and Maintenance Plan
    • A management plan is a property-specific document outlining your (as the proposed management agent) acknowledgement of the owner's goals for the property and the detailed proposal of your methods to achieve these goals (property maintenance, tenant satisfaction, financial stability, leasing, staffing, accounting practices, marketing, etc.) at the specific property. This is not the same as a management agreement.
  • Executed Property Management Agreement (if third-party management)
    • Contractual agreement outlining the roles and responsibilities of the property ownership and that of the management company and the terms and conditions of the business agreement.
  • Property Specific Tenant Selection Plan
    • Applicant/tenant-facing document that details information regarding a property's eligibility requirements, waitlist and application process, etc. and meets both agency and funding program requirements.
  • Property-Specific Lease and all Addenda
    • The lease agreement(s) and all applicable addenda that a property will be utilizing. Addenda should also include Violence Against Womens Act (VAWA) forms, grievance policies, and any specific addenda required by the property's applicable funding programs.
  • Affirmative Fair Housing Marketing Plan
    • An intentional marketing strategy designed to attract renters of various demographic groups, resulting in a tenant population that is more diverse and inclusive, furthering the efforts of the Fair Housing Act. The intent is to thoughtfully and directly market these available housing opportunities to those individuals, groups, and communities that are under-served and underrepresented, and therefore the least likely to apply for tenancy at a particular housing project, ensuring that all protected classes have access to safe and affordable housing. Submission contains a completed HUD 935.2A form, copies of all census bureau data used, documentation of Fair Housing training for immediate site staff, and samples of proposed marketing materials.
  • The ownership's formal Resident Services Plan narrative, and, if applicable, any supporting memorandum of understandings (MOUs) or service agreements.
  • Itemized Unit Detail of all project units (Building, unit, number of bedrooms, and square footage).
  • Copy of OREA License documentation from the OREA Online License Lookup.
  • Documentation of Oregon Secretary of State business registration
  • Completed OHCS Property Contact Information form. For copies of this document, please send a request to MAP.Review@hcs.oregon.gov.

Other documents may be required. During this process, we will provide direction regarding which documentation is appropriate to submit for your project.

Packets and their elements are to be completed and compiled by the proposed management agent, reviewed and authorized by the project ownership, and then submitted to OHCS for thorough review, as outlined below. Packets may be submitted by either the Owner or the proposed management agent.

Resource and guidance documentation may be available on select MAP element items. Please inquire with MAP.Review@hcs.oregon.gov.

Management approval process for OHCS pipeline projects

This applies to new construction projects or pre-existing properties that are going through an OHCS-funded acquisition and/or rehab.

New construction

Step 1: Request for Pre-Approval of Management via online submission form. Once submitted, documentation will be reviewed, and if satisfactory, a letter of pre-approval will be issued.

Step 2: A Management Agent Packet (MAP) with supplemental documentation must be submitted once the property reaches 50% construction completion, but no later than 75% construction completion, to allow for adequate review and processing. Failure to provide the MAP in the timeline required will result in withholding of your final disbursement until the MAP approval requirement is met.

Once submitted, documentation will be reviewed, and if satisfactory, a letter of management approval will be issued.

Acquisition and/or Rehab: (For properties that are not already monitored by OHCS)

Step 1: A Management Agent Packet (MAP) must be submitted 30 days prior to finance closing.

Once submitted, documentation will be reviewed, and if satisfactory, a letter of Management Approval will be issued.

Please note: For existing OHCS portfolio properties receiving new funding, a MAP submission is typically not needed, however, certain MAP-related documentation may be required to be updated for our compliance files. Please contact MAP.Review@hcs.oregon.gov for more information.

Changes of management (Existing OHCS portfolio properties)

All expected changes of management should be reported prior to the transition whenever possible, however must be reported no later than 30 days after the date of transition. Changes of Management are subject to a $300 review fee, which will be invoiced during the review process.To notify OHCS of a Management Change (impending or recent), please submit an online Notification of Management Change along with:

We will respond via email within five business days and provide information regarding next steps in this process that will be specific to your property. Please ensure that your inbox is set to accept incoming emails from MAP.Review@hcs.oregon.gov due to the important and time sensitive nature of these communications.

Transfers of ownership (Existing OHCS portfolio properties)

Unless accompanied by a change in Management Agent, transfers of ownership typically do not require a MAP submission, however, certain MAP-related documentation may be required to be updated for our compliance files. Please contact MAP.Review@hcs.oregon.gov for more information.


For questions, email MAP.Review@hcs.oregon.gov.