The Inspections Division of the Leased Housing Department of the Raleigh Housing Authority (RHA) currently consists of an Inspections Supervisor, two (2) Lead Housing Inspectors and three (3) Housing Inspectors. This Division provides Housing Choice Voucher (HCV)/Section 8 owners, their representatives, program participants/tenants and RHA staff with guidance in enforcing Housing Quality Standards (HQS) and accountability. The following inspection types are performed by this Division:

The Inspections Division hours of operation are Monday – Friday, 8:30 am – 5:00 pm.

The Housing Choice Voucher (HCV)/Section 8 Inspections policy shall be in compliance with the Department of Housing and Urban Development’s (HUD) Housing Inspection Manual, HUD Handbook 7420.07, state and local building/electrical/fire codes, and the Raleigh Housing Authority’s Administrative Plan. This policy provides the HCV owners, their representatives, HCV participants and Raleigh Housing Authority’s (RHA) staff with guidance in enforcing Housing Quality Standards (HQS) and accountability.

The policy has been modified and streamlined in the best interest of the HCV program owners, their representatives, participants and RHA Leased Housing Inspections Division. It requires an understanding of the Housing Assistance Program contract specifications, knowledge of individual party responsibilities and a willingness to abide by the HUD and RHA guidelines as set forth. The owner or the owner’s representative is expected to have the unit specified for participation in the HCV program ready for the first scheduled inspection in accordance with the RHA’s policy and HUD HQS requirements. A copy of the HUD HQS Inspection Report is located on this site underInspections Forms for use as a guide. Additional RHA inspection criteria are also available on this site under Additional Inspection Items.

The elements of a successful inspection process are submission of correct information on unit to be inspected, units ready for inspection, rapid response by Raleigh Housing Authority Inspections Division, the presence of the owner or their representative or HCV participant or their representative to allow access into the unit. Landlords are encouraged to read all documents sent from the Inspections Division as they contain valuable information on the inspection process.

This policy is designed to provide information and incentive to owners and their representatives to have their units ready for inspection to avoid loss of HAP payment due to abatement of rent due to the unit not passing inspection. Any concerns or grievances regarding an inspection or results must be submitted in writing including a valid telephone number to Raleigh Housing Authority, ATTN: Inspections Supervisor, 900 Haynes Street, Raleigh NC 27604. Your concern will be addressed by telephone or in writing within 10 to 15 business days after receipt or your correspondence, barring any unforeseen events.

INITIAL / NEW INSPECTIONS:

1. Scheduled only after paperwork is processed through the Relocation Team and received in the Inspections Division and at the earliest available inspection date and time. An indication that documentation has reached the Inspections Division is the receipt of an Estimate Letter containing the estimated portions of rental payment by the tenant and RHA.
2. No inspection will be scheduled by telephone to avoid miscommunication nor will Raleigh Housing Authority assume responsible for mail delivery delays. Please do not instruct the tenant (TNT) to contact the Inspections Division for inspection status. If the tenant calls they will be re-directed to contact the landlord (LL) if they are in receipt of their Estimate Letter.
3. Scheduled by letter to landlord only including the date and time of the inspection as well as information on the inspection process. All inspectors make one courtesy call on the day of the inspection to the LL at the number provided for contact on the Request for Tenancy Approval. Please remember that the official notification of the appointment is the written correspondence containing the inspection date and time.
4. The telephone calls are a courtesy to confirm the appointment date and convey an approximate time of arrival; therefore if the call is missed the responsibility of the LL remains to be present at the unit for the inspection. Inspectors do not wait for the arrival of the landlord or representative to the property; nor are they required to wait while repairs identified during the inspection are corrected.
5. Inspections that are cancelled by the landlord or where the unit is inaccessible will be automatically rescheduled once between the 31st and 35th business day after the cancelled or missed inspection date. Please note that a cancelled or missed inspection is still considered a scheduled inspection.
6. If the missed or cancelled inspection is solely RHA’s fault, (i.e. inspector out sick on date of scheduled inspection) the next inspection will be rescheduled at next earliest time available, no exceptions.
7. Landlord or LL’s representative must be present for the inspection (TNT is not the LL’s representative). Inspector will not enter a unit alone for personal and property security reasons.
8. If the 1st inspection does not pass, the LL will be notified by letter of re-inspection date and time, including a list of failed items. A final inspection is automatically rescheduled between the 31st and 35th business day after the failed inspection.
9. If the unit does not pass the 2nd scheduled inspection, it will not be recommended for participation in the Section 8 program. This does not mean that the unit is banned from the Section 8 program. The unit can be resubmitted for participation if selected by a different Section 8 participant and if the noted repairs are completed.
10. RHA is not responsible for any rents owed to the LL until the unit has passed HQS inspection and a HAP contract is signed, whichever is latest. Payment will be for the amount of assistance indicated on the HAP contract.

BASIC INFORMATION FOR NEW LANDLORDS:

1. All utilities (electric, gas, etc.) must be on in the unit at the time of the scheduled inspection. Tenants should not have utilities on in their name at the unit until after the unit has passed inspection, unless they are currently living in the unit.
2. The unit scheduled for inspection must be empty or occupied by the tenant for whom the inspection is being performed. Landlord may not be living in the unit or have personal property in the unit at the time of the scheduled inspection.
3. All necessary repairs should be completed prior to the first scheduled inspection date. Inspectors are not required to wait for repairs to be completed on the day of the scheduled inspection, no matter how small the repair. For guidance on what will be inspected visit the Inspections FORMS, HUD HQS Inspection Form and Additional Fail Items.
4. Both the interior and exterior portions of the unit are included in the inspection. This includes the yard and any buildings located on the property.
5. The failure of one item in or on the property will fail the entire unit.
6. Double keyed dead bolt locks on exterior doors are not allowed; the locking mechanism to the inside of the house must have a thumb bolt. (BOCA National Fire Prevention Code § Section F-608.0 - Egress Doors F-608-1, F-608.2)
7. The landlord may not utilize any portion of the property being rented for personal storage or storage of any kind.
8. Swimming pools and Jacuzzi hot tubs are prohibited.
9. All interior and exterior debris, including tree branches and old appliances, should be removed prior to the first scheduled inspection.
10. All pets must be confined during the inspection or the inspector may refuse to complete the inspection with penalty to the TNT and LL.
11. Once a unit passes inspection, a Passed Inspection letter will be mailed by the HAP Contract Processing team. The LL should submit all requested documentation to the HAP Contract Processing Team as quickly as possible to avoid delays in the processing of HAP payments.
12. No form of verbal or nonverbal threats communicated to a Housing Inspector by the TNT or LL will not be tolerated and may result in the loss of opportunity to participate in the Section 8 program.
13. Landlords renting property within the city limits of the City of Raleigh are also subject to the policies and procedures. For more information visit www.raleighnc.gov.

ANNUAL INSPECTIONS:

1. Scheduled by computer annually except for the 1st annual inspection which is scheduled after the first 9 months. The first annual inspection is scheduled 90 days prior to the tenant’s re-certification date. Both the TNT and LL share the responsibility to prepare for and be present at the unit for annual HQS inspections.
2. Scheduled by letter and mailed to both the LL and TNT - with the date and time of inspection. This is considered the first scheduled inspection. The LL and TNT are encouraged to read the schedule letter each year as information contained is subject to change.
3. The TNT must coordinate missed or cancelled inspection requests with the landlord. Tenants should not call the Inspections Division to cancel an inspection as only the landlord can cancel the inspection unless it is cancelled at the door of the unit by the TNT or a representative of either party.
4. If the 1st or 2nd inspection is missed or cancelled it will be automatically rescheduled between the 31st and 35th business day after the previously scheduled inspection date. Two missed inspections will cause the tenant to be in jeopardy of termination of their housing voucher. A missed or cancelled inspection also starts the Abatement Timetable for the stopping of HAP payment to the LL.
5. The TNT, LL or a representative 18 years of age or older, must be present for the inspection. All representatives must have a valid form of ID to show proof of age. Inspectors will not enter a unit where ID is not provided and the age of the representative can not be verified. The inspection result will be NOT AT HOME and will count as a scheduled inspection against the TNT and LL.
6. If the 1st or 2nd inspection does not pass both the LL and TNT will be notified by letter of re-inspection date and time, as well as receive failed items list, if applicable. The next inspection will be between the 31st and 35th business day after the failed inspection.
7. If a 3rd inspection is required for the unit to pass inspection, the LL’s HAP payment will be abated / stopped effective the first day of the month the 3rd inspection is scheduled. If the 3rd inspection passes the HAP payment will be released from the date that the unit passed inspection going forward. No back payment will be released and the TNT is not responsible for any portion of the payment usually paid by the Raleigh Housing Authority per the HAP contract.
8. If the 3rd inspection does not pass, a letter will be mailed to both the TNT and LL scheduling the TNT to attend a relocation briefing. No additional inspections will be conducted and no further HAP payment will be released.
9. All grievances from both the TNT and LL must be submitted in writing to: Raleigh Housing Authority, ATTN: Inspections Division, 900 Haynes Street, Raleigh NC 27604. A response will be provided in writing or by telephone within 10 business days of receipt of the correspondence.

REMINDERS FOR CURRENT LANDLORD

1. All utilities (electric, gas, etc.) must be on in the unit at the time of the scheduled inspection. Tenants should have utilities on in their unit.
2. All necessary repairs should be completed prior to the first scheduled inspection date. Inspectors are instructed not to wait for repairs to be completed on the day of the scheduled inspection, no matter how small the repair. For guidance on what will be inspected visit the Inspections FORMS, HUD HQS Inspection Form and Additional Fail Items on this website.
3. Double keyed dead bolt locks on exterior doors are not allowed; the locking mechanism to the inside of the house must have a thumb bolt. (BOCA National Fire Prevention Code § Section F-608.0 - Egress Doors F-608-1, F-608.2)
4. The landlord may not utilize any portion of the property being rented for personal storage or storage of any kind.
5. Swimming pools and Jacuzzi hot tubs are prohibited.
6. The failure of one item in or on the property will fail the entire unit.
7. All interior and exterior debris including tree branches, tall grass, trash and old appliances should be removed prior to the inspection.
8. All pets must be confined during the inspection or the inspector may refuse to complete the inspection with penalty to the TNT and LL.
9. Any form of verbal or nonverbal threats communicated to a Housing Inspector by the TNT or LL will not be tolerated. The inspection will be stopped and the result will be Inconclusive or Fail and the LL or TNT could lose the opportunity to participate in the Section 8 program.
10. Landlords renting property within the City of Raleigh are also subject to the policies and procedures. For more information visit www.raleighnc.gov.

TENANT COMPLAINT INSPECTIONS

1. Scheduled when the Inspections Division is notified in writing by the TNT of a problem(s) that the LL will not or cannot address. The TNT is required to provide the Inspections Division a copy of the letter mailed to the landlord notifying him/her of repairs needed.
2. Scheduled by letter with date and time of inspection and mailed to the LL and TNT within 7 to 15 business days from the date written notification is received in the Inspections Division.
3. The inspection will consist of the items identified in the TNT’s complaint, unless other items are easily visible or identified by TNT at the time of inspection.
4. The TNT, LL or a representative 18 years or older, must be present for inspection. All representatives must have a valid form of ID showing proof of age. Inspectors will not enter a unit where ID is not provided and the age of the representative can not be verified. The inspection result will be NOT AT HOME.
5. If there is no one present for the first scheduled inspection no additional inspections will be scheduled without the TNT re-submitting another complaint.
6. If the 1st or 2nd inspection does not pass, both the LL and TNT will be notified by letter of re-inspection date and time, as well as receive a failed items list, if applicable. The next inspection is automatically scheduled between the 31st and 35th business day after the failed inspection.
7. If a 3rd inspection is required for the unit to pass inspection the LL’s HAP payment will be abated / stopped effective the first day of the month the 3rd inspection is scheduled. If the 3rd inspection passes the HAP payment will be released from the date that the unit passed inspection going forward. No back payment will be released and the TNT is not responsible for any portion of the payment usually paid by the Raleigh Housing Authority per the HAP contract.
8. If the 3rd inspection does not pass, a letter will be mailed to both the TNT and LL scheduling the TNT to attend a relocation briefing. No additional inspections will be conducted and no further HAP payment will be released.
9. All grievances from both the TNT and LL must be submitted in writing to: Raleigh Housing Authority, ATTN: Inspections Division, 900 Haynes Street, Raleigh NC 27604. A response will be provided in writing or by telephone within 10 business days of receipt of the correspondence.

SPECIAL INSPECTIONS

1. Scheduled when RHA is notified by TNT, City Officials, or concerned citizens of problem(s) that the LL will not or cannot address and these problems are considered life threatening or could have an immediate adverse impact on the well being of the TNT or a family member.
2. Scheduled by phone within 24 hours of receipt of notification.
3. The inspection consists of items identified in TNT’s complaint, unless other items are easily visible or identified by TNT at the time of inspection.
4. If 1st inspection does not pass and the failed item(s) is determined to be life threatening, the LL has 24 hours to correct the failed item.
5. If problem is major and is not or cannot be corrected within 24 hours, it is the LL responsibility to provide suitable housing accommodations for TNT through the remainder of the month for which payment was received.
6. The LL must also notify RHA in writing of their intentions, whether it is to release the TNT from their lease to find another unit or stating the amount of time it will take before the unit is ready for its final follow-up inspection.
7. If inspection reveals that the unit is not habitable or that the failed item is life threatening, the LL’s HAP payment stops immediately and is not released until unit passes inspection, no exceptions. No back payment will be released and the TNT is not responsible for any portion of the payment usually paid by the Raleigh Housing Authority per the HAP contract.

QUALITY CONTROL INSPECTION

1. Performed on ALL units that pass inspection. No unit is exempt.
2. The inspection is performed within a three month period of the last passed inspection.
3. The inspection selection is conducted randomly by ZIP code.
4. Scheduled by letter to both the LL and TNT with date and time of inspection. Both the TNT and LL share the responsibility to prepare for and be present for the inspection.
5. TNT, LL or a representative 18 years of age or older, must be present for inspection. All representatives must have a valid form of ID to show proof of age. Inspectors will not enter a unit where ID is not provided and the age of the representative can not be verified. The inspection result will be NOT AT HOME.
6. If the 1st or 2nd inspection does not pass, both the LL and TNT will be notified by letter of re-inspection date and time, as well as receive a failed items list, if applicable. The next inspection is automatically scheduled between the 31st and 35th business day after the failed inspection.
7. If a 3rd inspection is required for the unit to pass inspection the LL’s HAP payment will be abated/ stopped effective the first day of the month the 3rd inspection is scheduled. If the 3rd inspection passes the HAP payment will be released from the date that the unit passed inspection going forward. No back payment will be released and the TNT is not responsible for any portion of the payment usually paid by the Raleigh Housing Authority per the HAP contract.

UNITS BUILT BEFORE 1978 (Pre-1978 units):

1. If a unit built prior to 1978 does not pass inspection due to chipping, peeling and/or chalking paint identified on the inside and/or outside of the unit and a child under the age of six (6) or a pregnant female is or will be occupying the unit, the following actions must be completed prior to any additional inspections occurring.

1. A risk assessment is required by a certified risk assessment company. A current listing of North Carolina State certified risk assessor can be accessed by visiting www.epi.state.nc.us/epi/lead/lhmp.html.
2. The LL is responsible for the cost of the risk assessment, any subsequent repairs and if necessary a clearance test.
3. The risk assessment must be performed on the entire unit in accordance with HUD, EPA and RHA guidelines and inclusive of XRF and soil testing. The risk assessment results must be completed and returned to the Inspections Division within 15 business days from the date of the notification letter.
4. The risk assessment must include all required laboratory tests as per HUD guidelines and be performed on the entire unit.
5. RHA will not consider risk assessments performed prior to the current year.
6. All noted repairs must be corrected and another inspection must be conducted, scheduled and pass in order for the HAP payment to continue. Initial inspections must pass or the unit will not be recommended for Section 8 program.
7. If the results from the risk assessment are positive, all repairs must be completed by a NC State certified contractor in Lead Based Paint remediation and a clearance test must be completed within 30 business days of the date the letter notifying the LL of the positive risk assessment results.
8. A copy of the contractor’s certification and the clearance test must be received by Inspections Division within the same 30 business days or the TNT will be processed to relocate.
9. Non-compliance with this RHA policy will cause the HAP payment to LLs to stop for units already under the program. New units will not be recommended for participation in the Section 8 program until a risk assessment is completed and result negative for Lead Based Paint hazards. In both cases, the TNT will be advised to look for another unit, no exceptions.
10. If the results of the risk assessment are negative, careful remediation as outlined in the EPA Lead Based Paint Brochure must be completed.

PAYMENT SCHEDULES:

Monthly HAP Payments:

1. Manual checks are mailed the 1st business day of the month.
2. Direct Deposit (DD) is released on the 2nd business day of the month.
3. Manual checks are generally issued twice a month and mailed on Fridays, so that they are in the mail Monday.
4. DD is released to be "fair" and have payments to "LL on same day."

Mid-Month HAP PAYments:

1. Manual checks are mailed on the Friday before the 20th of the month.
2. Direct Deposit is released on the Monday before the 20th of the month.

Initial HAP Payments:

1. When the unit passes inspection the documents are returned to the HAP Contract Processing Department for initiation of the HAP Contract.
2. This process could take up to 60 days from the date of the passed inspection or signed HAP contract whichever is latest before the 1st HAP payment is released.

NOTE: If the day a payment is to be released falls on a Holiday, the payments will be released the next business day.

RENTAL INCREASE INFORMATION:

1. A request for a rental increase should be submitted no more than 90 days and no less than 60 days prior to the TNT's recertification date. When notice of the first scheduled annual inspection is received, the landlord has until the first day of the month following the inspection to submit their rental increase request.
2. The tenant is not required nor allowed to pay any unauthorized increase or amount to the LL per the HAP contract. Once increase is approved, the tenant and LL will receive a rent notification letter from the Housing Specialist reflecting the effective date of approved increase.
3. All requests must be submitted to the Inspections Division on the Rental Increase Request Form. All incomplete forms will be processed and denied counting as the one allowed request per year.
4. LLs are allowed to submit only one rental increase request per year, per TNT. If the request is denied there is no need to resubmit the request with the corrected information as the request will not be reconsidered.
5. If a unit does not pass the first scheduled inspection, the request for rental increase will be denied for breach of HAP contract.