Participant Conference and Termination Process

The process that DOH has created offers the participant several opportunities to become and remain compliant with program rules before termination may be considered. If implemented fully, the process allows for concerns to be addressed with case managers or other service providers that might assist the participant in modifying behaviors. If the process results in termination, ample time has been given to document thoroughly the participant’s opportunities to correct problems, steps taken to warn the participant and address concerns, and finally to build a preponderance of evidence that can be used in a hearing.

Part One: Participant Conference #1

Step One: Scheduling and Preparing for the Conference

1. Start Participant Conference/ Termination Checklist to document the steps and begin timeline in Elite Notes Section.
2. Schedule conference at least 10 business days in the future.
3. Mail Participant Conference Letter- Agency to the participant. (Certified and Standard mail)
4. Gather relevant documentation and prepare a timeline. (Note: timeline can be prepared ongoing using the notes section of the Elite system)

Step Two: Conduct Participant Conference

1. Introductions
   1. Introduce everyone in the room – full name and position or role.
2. Purpose of the meeting.
   1. State the program violation(s) to be discussed.
   2. Emphasize the seriousness of the issue(s).
   3. Be clear as to the consequences (loss of housing assistance) if participant continues to violate the policy under discussion and/or other program policies.
3. Documentation
   1. Provide copies of documentation to participant.
   2. Indicate the source of the documentation.
   3. Provide the tenant with a timeline, if appropriate.
   4. Documentation may include past Statements of Understanding or other documents that indicate the participant has been informed of program policies.
   5. Clarify the program policy that the participant appears to have violated.
   6. Provide copies of the applicable sections of DOH’s Administrative Plan
4. Participant’s side of the story
   1. Allow the participant to present his/her explanation of the issue.
   2. Allow the participant to submit documentation. Make copies, if necessary.
   3. If participant says he/she has appropriate documentation but did not bring it to the conference, decide on a reasonable time frame to bring it in (no more than 2 weeks) and set a deadline (an actual date).
5. Discussion of the issue
   1. Discuss the violation, program policies, and participant’s rebuttals.
   2. If appropriate, suggest other ways that the participant might handle a similar situation in the future in order to avoid further program violations.
6. Documentation of the conference
   1. Complete the Acknowledgement of Participant Conference.
   2. List all program violations discussed.
   3. List the actions that the participant will take to resolve the situation and avoid further problems. Be specific! Make sure to include information provided by the tenant.
   4. List any documents that the participant has agreed to provide and write down the agreed upon deadline (an actual date).
   5. Have the participant sign and date the Acknowledgement of Participant Conference. Coordinator signs also.
   6. Explain the conference termination process and have the participant initial the Participant Conference/Termination Checklist.
   7. Have the participant sign a new Statement of Understanding. Highlight those issues that have been discussed.
   8. Give the participant copies of the Acknowledgement of Participant Conference and the Statement of Understanding, file, and email/fax copies of all documentation to your DOH representative.

Part Two: Participant Conference #2

If infractions continue or if the participant does not show up:

Step One: Scheduling and Preparing for the Conference

1. Continue Participant Conference/ Termination Checklist to document the steps and update timeline in Elite Notes Section.
2. Schedule conference at least 10 business days in the future.
3. Mail Participant Conference-Letter Agency to the participant. (Certified and Standard Mail)
4. Gather additional relevant documentation and update the timeline. (Note: timeline can be prepared ongoing using the notes section of the Elite system)

Step Two: Conduct Participant Conference

• Follow the steps above in Participant Conference #1

Part Three: Final Participant Conference

If infractions continue or if the participant does not show up:

Step One: Scheduling and Preparing for the Conference

1. Continue Participant Conference/ Termination Checklist to document the steps and update timeline in Elite Notes Section.
2. Schedule conference at least 10 business days in the future.
3. Mail Participant Conference-Letter Agency to the participant. (Certified and Standard Mail)
4. Gather additional relevant documentation and update the timeline. (Note: timeline can be prepared ongoing using the notes section of the Elite system)

Step Two: Conduct Participant Conference

• Follow the steps above in Participant Conference #1

Part Four: Termination of Assistance

Step One: Making a final referral to DOH

If infractions continue or if the participant does not show up:

• Complete Participant Conference/ Termination Checklist to document the steps and timeline in Elite notes section.
• Contact and provide documentation to DOH representative and ask to review for termination of assistance.

DOH will:

• DOH will review file to ensure steps have been followed and termination is warranted.
• DOH will mail Termination letter to participant and HAP Contract Termination letter to landlord.
• DOH will terminate housing assistance in Elite system.

Participant Conference Tips

• Participant Conferences are not a bad thing. Look at the process as an opportunity – for you and for the participant (useful tool to: clarify expectations and details of infractions, secure compliance, offer additional support, etc.).
• Work with your DOH representative to prepare if you have questions or concerns.
• DOH will review and attach documentation at each step. This will allow for DOH to ask for additional follow up when necessary.
• Invite the participant’s supportive service providers to attend (case manager, etc.).
• Letters to participants need to have specific deadlines in them (count out 10 business days and insert the actual specific due date for response).
• Track due dates and follow up right away (go to next step in the process).
• Follow up all phone calls with letters that contain deadlines.
• Keep all documentation in the file - in order.
• Remember that all adult household members must attend each participant conference. If not all adult household members show up, you can consider the conference as a no show and reschedule.