Download Using the Waiting List

Customizing CornerStone’s Waiting List ..................................................................... 2
Preferences ............................................................................................................. 2
Waiting Lists ............................................................................................................ 3
Waiting List Options ................................................................................................ 4
Using the Waiting List ................................................................................................. 5
Adding Applicants ................................................................................................... 5
Maintaining Applicant Information ........................................................................... 6
Adding Applicant Notes ........................................................................................... 8
Recording Applicant Verifications ............................................................................ 9
Processing Trial Certifications for Applicants ........................................................ 10
Making an Offer to an Applicant ............................................................................ 10
Entering Offer Responses ..................................................................................... 11
Viewing Waiting Lists ............................................................................................ 11
Printing Waiting Lists ............................................................................................. 11
Moving in an Applicant from the Waiting List ......................................................... 12
Printing Blank Applications .................................................................................... 13
Sending Applicant Purge Letters ........................................................................... 13
Purge Letter Responses ........................................................................................ 14
Purging Applicants ................................................................................................ 14
Removing an Applicant from a Waiting List ........................................................... 15
Archiving Inactive Applicants ................................................................................. 15
Changing Inactive Applicants to Active.................................................................. 16
Closing and Opening Waiting Lists........................................................................ 16
Undoing Applicant Refusals .................................................................................. 16
Waiting List Reports .................................................................................................. 16
WL01 – Waiting List .............................................................................................. 16
WL02 – Waiting List Applicants ............................................................................. 17
WL03 – Inactive Applicants ................................................................................... 17
WL04 – Waiting List Households .......................................................................... 17
WL05 – Rejected Applicants ................................................................................. 17
WL06 – Waiting List Demographics Report ........................................................... 17
WL07 – Applicant History Report .......................................................................... 17
WL08 – Waiting List Types.................................................................................... 17
Note: When you update your current version of CornerStone to the new version, all existing
current households will be displayed in the Traffic module as Inactive Applicants. If any of
these households needs to be placed on a waiting list (i.e., if they are still on a waiting list while
waiting for a unit transfer), you can make them active by choosing the Change Inactive
Applicants to Active option from the Utilities drop-down. See page 18 of this document for
more information.
Customizing CornerStone’s Waiting List
Before using CornerStone’s Waiting List, it is necessary to modify the customization options in
order to correctly calculate applicants’ positions on varying waiting lists.
Preferences
The WL Preferences screen is used to add all types of preferences: Statutory, Regulatory, State
and Local, and Owner Adopted. Preferences added here can be associated with specific waiting
lists as well as to waiting list applicants and will be used to determine an applicant’s position on
the waiting list. To find out which preferences apply to you, please refer to your tenant selection
plan.
To add waiting list preferences:
1. From the Tools drop-down menu, select Customization Options | Traffic Customization. The
WL Preferences Screen will be selected by default.
2. Click the Add button at the top of the screen.
3. In the Type column, choose the type of WL Preference from the drop-down list.
4. In the Name field, type a name for the preference.
5. In the Description field, type a description for the preference.
6. Click the Save button at the top of the screen.
Waiting Lists
The Waiting List Screen allows you to maintain multiple waiting lists for each property. Based on
each applicant’s information, he will be added to the applicable waiting lists for a property.
To add a waiting list:
1. From the Tools drop-down menu, select Customization Options | Traffic Customization |
Waiting List.
2. Choose the property from the drop-down list.
3. Click the Add button.
4. In the Code/Description column, type a description for this waiting list.
5. In the Contract column, choose the applicable contract for this waiting list from the dropdown list. Contracts in this drop-down list are available based on the contracts added for this
property. If the desired contract does not appear, see the help topic Entering Subsidy
Information.
6. In the Floor Plan column, choose the floor plan for this waiting list from the drop-down list. If
the desired floor plan does not appear, see the help topic Maintaining Floor Plan Information.
7. In the Available Type column, choose the applicable type from the drop-down list (i.e., Elderly
(if this waiting list is only for elderly applicants, Accessible if this waiting list is only for
applicants needing accessible units, or unrestricted if any applicant can be placed on this
waiting list).
8. Click the Save button.
Waiting List Options
The Waiting List Options Screen allows you to specify custom information that will determine
which applicants get placed on which waiting lists.
To Set Up Waiting List Options:
1. From the Tools drop-down menu choose Customization Options | Traffic Customization.
2. Click the Options icon.
3. Select the desired property from the Property drop-down list.
4. Complete each of the remaining fields on this screen. For assistance with any of the fields
on this screen, press [F1] with your cursor in the field in question.
5. Click the Save button.
Using the Waiting List
The first step in using CornerStone’s Waiting List is to add your applicants.
Adding Applicants
1. Click the Traffic icon. The Prospect/Applicant Household form will be selected by default.
2. From the Household Status drop-down list, choose the Applicant.
3. Click the Add button and enter information for the fields on this screen.
4. Click the Add Member button to add detailed information for the head of household. Note
that this screen is divided into two tabs: Members and HUD. After completing the fields on
the Members tab, click the HUD tab to complete information necessary for HUD compliance.
5. Click the Save button to save the head of household information.
6. Click the Close button to close the member detail form.
7. For each additional household member, click the Add Member button to add detail
information.
8. Once information has been added for all household members, click the Save button to save
the household.
Maintaining Applicant Information
Once your applicants are added, use the Applicants Screen to enter specific information for each
applicant, which will determine which waiting lists the applicant is eligible for. The information on
the Applicants Screen must be completed in order to accurately place applicants on waiting lists.
To enter/edit applicant information:
1. Click the Traffic icon.
2. Add the applicant in the Prospects/Applicants Screen.
3. Click the Applicants icon.
4. From the Name of Applicant drop-down list, choose the desired applicant.
5. The Last Applicant Update field will prefill with the last time the applicant updated his
application. This date is based on the applicant responding to a letter requiring an update to
his application.
6. In the Properties section, place a checkmark next to each property that the applicant would
like to apply for residency.
7. In the Preferences section, place a checkmark next to each preference that applies to the
applicant.
8. Beneath the Properties section, check the applicable checkboxes if the applicant household
is disabled or needs an accessible unit. The Elderly Household checkbox will automatically
be checked if any member of the household is over 62.
9. From the Unit Transfer Options drop-down list, choose the applicable option. This field
defaults to Not a UT. If this household is already living in the property and has requested a
unit transfer, choose Required UT if the unit transfer is required due to unit size or
accessibility needs. Choose Non-Required UT otherwise.
10. In the Min and Max fields, indicate the smallest unit the household could move into and the
largest unit the household is eligible for.
11. Click the Assets, Incomes, and/or Expenses buttons if applicable to enter financial
information for the household.
12. In the Pending Family Members section, indicate the number of children the applicant
household expects to be adopting, the total number of pregnancies in the household, and the
number of foster children expected for the household (who are not already living in the
household).
13. In the Non Citizen Rule section, the total number of Eligible citizens, the total number of
members whose status is pending verification, and the total number of Ineligible citizens is
displayed in this area. These fields prefill based on the Eligibility Codes entered for each
household member on the Prospects/Applicants screen.
14. Click the Save icon to save the information entered on this screen.
Adding Applicant Notes
CornerStone’s Traffic module allows you to keep an extensive history of notes for each applicant
household.
To add applicant notes:
1. Click the Traffic icon.
2. Click the Applicants. icon
3. From the Name of Applicant drop-down list, choose the desired applicant.
4. Click the Applicant Notes button at the bottom of the screen.
5. Click the small add button at the top of the Notes screen.
6. The date of the note will automatically prefill to the day you are entering the note, but this
date can be changed if necessary.
7. Choose the Type of note from the drop-down list.
8. In the Note column, type the text for the note.
9. Click the OK button.
Recording Applicant Verifications
CornerStone’s Traffic module allows you to record applicant verification information required by
HUD.
To record applicant verifications:
1.
Click the Traffic icon.
2.
Click the Applicants icon.
3.
From the Name of Applicant drop-down
list, choose the desired applicant.
4.
Click the Applicant Verification button
at the bottom of the screen.
5.
For each item to be verified, click the
Verified checkbox and indicate the date
the item was verified or check the NA
checkbox to indicate that it is not
applicable for the selected household.
If all items necessary have been
verified, you can click the checkbox at
the bottom of the screen to indicate
that all items have been verified. Note
that if the date of the verification is
more than 90 days old, the item name
will be displayed in red, indicating that
the item should be verified again prior
to moving in the household.
6.
Click the OK button.
Processing Trial Certifications for Applicants
After adding applicants to CornerStone’s Traffic module, you can process a trial certification from
the Applicants screen.
To process a trial certification for an applicant:
1.
Click the Traffic icon.
2.
Click the Applicants icon.
3.
From the Name of Applicant drop-down list, choose the desired applicant.
4.
Click the Process Trial Certification button at the bottom of the screen. This will display the
Certification Action form.
5.
On the Certification Action form, choose the Property, Unit Number, Certification Type,
Effective Date, Voucher Date, and Subsidy Type.
6.
Click the OK button. This will open the 50059.
7.
Complete each of the applicable fields on the 50059 and click the Save button to save the
trial certification.
Making an Offer to an Applicant
Once a unit becomes available, you can use CornerStone’s Waiting List screen to determine who
should be offered the unit and click the Make Offer button to record the offer and send the applicant
a letter.
To make an offer to an applicant on a waiting list:
1.
Click the Traffic icon.
2.
Click the Waiting List icon.
3.
Click once on the desired applicant.
4.
Click the Make Offer button at the bottom of the screen. Note: If you make an offer to an
applicant who is not at the top of the list, a screen will be displayed prompting you to choose
a reason that you did not make offers to applicants who are higher on the list. If this screen
is displayed, choose the reason that each applicant was skipped (from the drop-down list)
and click OK to continue.
5.
Complete each of the fields on the Make Offer screen. For assistance with any of these
fields, press [F1] with your cursor in the field in question.
Entering Offer Responses
Once you have made an offer to an applicant, when the applicant responds to the offer, you can
enter the offer response (i.e., accepted or refused).
To enter an offer response for an applicant:
1.
Click the Traffic icon.
2.
Click the Applicants icon.
3.
From the Name of Applicant drop-down list, choose the desired applicant.
4.
Click the Enter Offer Response button at the bottom of the screen.
5.
In the Response column, choose Accepted or Refused from the drop-down list.
6.
In the Response Date column, enter the date of the response.
7.
Click OK. If the applicant accepted the offer, you will be prompted to begin the move-in
process. Click Yes to move the applicant in or No to process the move in another time.
Viewing Waiting Lists
To view a waiting list:
1. Click the Traffic icon.
2. Click the Waiting List icon.
3. From the Waiting Lists drop-down list, choose the desired waiting list. Applicants on the
selected waiting list will be displayed in the table on this screen. The columns in the table
display the applicants’ position, the date of the application, the applicant name, the applicants’
income level, the minimum and maximum unit size, the applicants’ score (based on
preferences assigned to the household), the last date the household’s application was
updated, if the household has accessibility needs, and the number of offers made to the
household.
Printing Waiting Lists
To print a list of applicants on a waiting list:
1. Click the Traffic icon.
2. Click the Waiting List icon.
3. From the Waiting Lists drop-down list, choose the desired waiting list.
Click the Print List of Applicants on Waiting List button at the bottom of the screen.
Moving in an Applicant from the Waiting List
1. Click the Household icon.
2. Click the Move In button.
3. Click the Move In Applicant button.
4. From the Property drop-down list, choose the destination property for the household.
5. From the Subsidy drop-down list, choose the desired contract.
6. Click the Next button.
7. From the first field on this screen, choose the desired waiting list. By default, all applicants
on the selected waiting list will be displayed. You can click the corresponding buttons at the
bottom of the screen to display only applicants with accessibility needs or only applicants
with preferences.
8. Click once on the desired applicant and click the Next button. Note: If you choose to move
in an applicant who is not at the top of the list, you will have to enter a reason why each
applicant in a higher position on the list was not selected for the move in.
9. In the Move-In Date field, type the date of the move in.
10. Choose the Unit the applicant is moving into.
11. Click the HUD Certification button. This will open the Certification Action form. Verify that
all of the fields on this form are completed and correct and click the OK button.
12. Click the Next button to open the 50059. Complete all required fields on the 50059, click
Save to save the 50059 and mark it as completed, click Print the print the 50059, and click
Close to close it. You will be returned to the Move-In Wizard. Click Next to continue with
the move in.
13. This screen displays the lease information for the applicant. Verify the information, choose
the Late Fee Profile, and click Next.
14. This screen prompts you to enter any additional security deposits for the new household. If
applicable, enter any security deposits required for this household and click Next.
15. This screen prompts you to enter any additional recurring charges for the household. Notice
that the tenant rent and subsidy amounts are displayed in the table at the top of this screen
and that each recurring charge appears in the Prorated Charge Details table at the bottom
of the screen. If applicable, enter any additional recurring charges (i.e., covered parking,
cable, etc.) and click Next.
16. This screen prompts you to enter a payment for the new household. If applicable, complete
the fields on the upper portion of this screen to add a payment.
17. Apply the payment to the various charges in the table at the bottom of this form by rightclicking in the Apply Amt column for each charge that this payment should be applied toward
and selecting the desired option. If you choose the Max to All option and the amount of the
payment is less than the sum of the charges, the payment will be applied to the charges with
the highest priority first.
18. Click Finish to process the move in.
19. A message will be displayed asking if you would like the household to remain active in the
Waiting List system. If this household is waiting for a different unit click Yes, otherwise click
No.
Printing Blank Applications
CornerStone’s Traffic module allows you to print blank waiting list applications.
To print a blank application:
1.
Click the Traffic icon.
2.
Click the Applicants icon.
3.
Click the Print Blank Application button at the bottom of the screen.
Sending Applicant Purge Letters
The Send Purge Letters option allows you to send letters to those applicants who need to update
their applications. The letter will serve as a reminder to the applicants that they need to update their
applications in order to remain on the waiting list. If the applicants do not update their applications
in the specified number of days (specified in the Days to Automatic Update field in Tools |
Customization Options | Traffic Customization | Options), they can be made inactive applicants by
running the Purge Non-Respondents utility.
To send purge letters:
1.
Click the Traffic icon.
2.
From the Utilities drop-down menu, choose Send Purge Letters.
3.
From the drop-down list, select the property for which you would like to send the letters.
4.
In the Letter Date field, enter the date that you will send the letters.
5.
Click OK.
6.
A Print Reports dialogue box will be displayed on your screen. Either click the Preview
checkbox and click Print to print the letter to your screen, or click the Print button to print the
letters to your printer. Note: If no letters are generated, that means that there are no active
applicants who have not updated their applications in the time specified. To verify this, click
the Applicants icon and under the Applicant Status, verify that you have Active Applicants.
You may want to also check the Last Applicant Update field for your active applicants to
confirm that they have not updated their applications in the date specified.
7.
Once the purge letters are printed, CornerStone records the date the letters are sent. After
the letters are sent, you can run the Purge Letter Responses utility to enter a response date
for the applicants who respond to this letter. If applicants do not respond to this letter by the
time specified in your customization options, they will be made inactive (removed from the
waiting lists) when you run the Purge Non-Respondents utility.
Purge Letter Responses
The Purge Letter Responses utility allows you to enter the date that applicants respond to a request
to update their applications.
If applicants respond to this request and update their applications, you should enter the date they
update their applications using this utility. Otherwise, when you run the Purge Non-Respondents
utility, applicants will be made inactive and removed from the waiting list(s) if they have not
responded to the request to update their applications in the number of days specified in the Days to
Automatic Inactive field (Tools | Customization Options | Traffic Customization | Options).
To enter purge letter responses:
1.
Click the Traffic icon.
2.
From the Utilities drop-down menu, choose Purge Letter Responses.
3.
All applicants who have been sent a letter requesting that they update their applications – a
purge letter - (but have not yet done so) will be displayed in a list.
4.
In the Response Date column, enter the date that each applicant responded (updated his/her
application) and click OK. Do not enter a response date for applicants who have not updated
their applications.
Purging Applicants
The Purge Non-Respondents utility allows you to make applicants inactive if they did not update
their applications in the number of days specified in the Days to Automatic Inactive field (Tools |
Customization Options | Traffic Customization | Options).
To run the purge non-respondents utility:
1.
Click the Traffic icon.
2.
From the Utilities drop-down menu, choose Purge Non-Respondents.
3.
A list of applicants who were sent a letter requesting that they update their applications
(through the Send Purge Letter utility) but did not respond within the Days to Automatic
Inactive field will be displayed.
4.
Click OK to make the applicants inactive.
5.
You will be prompted to print a letter to the applicants informing them that they will be made
inactive and removed from the waiting list(s). Either click the Preview checkbox and click
Print to print the letters to your screen, or click the Print button to print the letters to your
printer.
Removing an Applicant from a Waiting List
Applicants can be removed from CornerStone’s waiting lists for a variety of reasons, such as
rejection or if they ask to be removed.
To remove an applicant from the waiting list(s):
1.
Click the Traffic icon.
2.
Click the Applicants icon.
3.
From the Name of Applicant drop-down list, choose the desired applicant.
4.
Click the Remove Applicant button at the bottom of the screen.
5.
From the drop-down list, choose the reason for removal, or, if the applicant is being rejected,
check the Reject Applicant checkbox, and choose the reason for rejection from the dropdown list.
Archiving Inactive Applicants
The Archive Inactive Applicants utility will permanently remove inactive applicants from
CornerStone. This option should not be executed unless your inactive applicants list is so extensive
that it is impeding CornerStone’s performance. Once inactive applicants are archived, they cannot
be restored.
To archive inactive applicants:
1.
Click the Traffic icon.
2.
From the Utilities drop-down menu, choose Archive Inactive Applicants.
3.
You will be prompted to perform a backup before proceeding. If you have already completed
a backup, click Yes to continue, otherwise, click No.
4.
If you click Yes to continue, a list of inactive applicants will be displayed. Click the checkbox
next to each inactive applicant to be removed, or click Select All to select all inactive
applicants.
5.
Once you have selected the inactive applicants to be removed, click OK to continue.
6.
Click the Yes button to confirm your intention of archiving the inactive applicants.
Changing Inactive Applicants to Active
The Change Inactive Applicants to Active utility will allow you to make Inactive Applicants Active in
the event that you made them inactive by mistake.
To change an inactive applicant to active:
1.
Click the Traffic icon.
2.
From the Utilities drop-down menu, choose Change Inactive Applicants to Active.
3.
From the Select an Inactive Applicant drop-down list, choose the Inactive Applicant that you
would like to make active.
4.
In the Date of Change field, enter the date that the Inactive Applicant should be changed
back to Active.
5.
In the Reason drop-down list, choose the reason that this inactive applicant should be made
active. If the reason does not appear in the list, it can be added to the "Reason Inactive
Applicant Made Active" lookup code category. For more information, see the "Maintaining
Lookup Codes" help topic.
6.
Click the OK button. The inactive applicant will now appear in the active applicants list and
be placed on the applicable waiting lists.
7.
Click the Applicants icon and modify the fields on this screen as necessary. Note that
applicants will not be placed on the waiting lists they are eligible for unless the fields on the
Applicants screen are completed correctly.
Closing and Opening Waiting Lists
Based on your tenant selection plan, you may be able to close a waiting list if the list of applicants
becomes too large.
To close or reopen a waiting list:
1.
Click the Traffic icon.
2.
From the Utilities drop-down menu, choose Close/Reopen Waiting Lists.
3.
Select the property from the drop-down list.
4.
Select the waiting list from the drop-down list.
5.
In the Date of Change field, enter the date the waiting list should be closed or reopened.
6.
From the Status drop-down list, choose Open or Closed.
7.
Click OK.
Undoing Applicant Refusals
If you inadvertently enter an offer refusal for an applicant, you can undo the refusal.
To undo an offer refusal:
1.
Click the Traffic icon.
2.
From the Utilities drop-down menu, choose Undo Refusal.
3.
Select the property from the drop-down list.
4.
The applicant from the drop-down list. A list of refusals for the selected applicant will be
displayed.
5.
Click the checkbox in the Selected column next to the refusal you would like to undo and
click OK.
Waiting List Reports
WL01 – Waiting List
This report displays the applicant name, date/time of application, the last date the application was
updated, the bedroom size needed, if the household needs an accessible unit, the income level of
the household, the preference score of the household, a list of preferences assigned to the
household, and the applicant’s position on the waiting list.
WL02 – Waiting List Applicants
This report displays the waiting list applicant names, their social security numbers, their phone
numbers, the minimum and maximum unit size needed, the application date and time, and the last
date the application was updated.
WL03 – Inactive Applicants
This report displays the names of the inactive applicants, their social security numbers, their phone
numbers, the minimum and maximum unit size needed, the application date and time, and the last
date the application was updated.
WL04 – Waiting List Households
This report displays all member names for applicant households, their member numbers, sex, date
of birth, social security numbers, and relationship.
WL05 – Rejected Applicants
This report displays the rejected applicant’s name, social security number, phone number, date of
rejection, and reason for rejection.
WL06 – Waiting List Demographics Report
This report displays the total number of applicants, the number of couples and singles, the average
and median age of the head of household and all members, the breakdown by age group, racial
data per civil rights compliance review, number of households with special needs, average annual
income, median annual income, average total medical expenses, median total medical expenses,
and a zip code breakdown.
WL07 – Applicant History Report
This report displays the notes for each applicant. For each note, the date of the note, the type of
note, and the text of the note is displayed.
WL08 – Waiting List Types
This report displays the waiting list descriptions, the subsidy/contract number, the floor plan, and the
available type (i.e., unrestricted, elderly, or accessible).
If you have any questions, call us at 1-800-944-5572.
Effective, Responsive, Compliant
4008-C Vista Road Suite 250
Pasadena, Texas 77504
Phone (800) 944-5572 Fax (713) 944-2554