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Screening Guidelines

Click on the questions below to find your answer!

What is the procedure for checking availability, viewing and applying for a home for rent?

1. All advertising is posted from either on-line sources or from our For Rent signs.
2. On-line information is typically “propagated” from our website through a variety of external websites (such as Zillow and Trulia, Hotpads, etc).
3. We make every effort to keep our information up-to-date, however:

    1. Because it is a “fluid” process, some websites may take 24 hours or longer to update their data,
    2. Therefore, it is not uncommon for units to appear available even if they have a prior application pending or approved.

4. Our rental criteria is found on line at our website in the Tenant Information link.
5. Appointments may be scheduled by phone at 503-595-4743.
6. Appointments are made at the convenience of our showing agent and the current tenant (if unit is occupied).
7. All prospects must view the property before submitting an application, we will not accept “place holder” applications.
8. Applications are completed on our website and require $55 non-refundable fee to be submitted.
9. We may use a third party vendor to conduct some of the screening, which includes verification of income, credit and criminal background checks as well as rental history.
10. All completed applications are processed in the order of their receipt, as follows:

    1. Completed Application = all parties over 18 must have each submitted an application;
    2. Process = approval, denial or conditional approval based on our rental criteria.
    3. NOTE: Applications can take several days to process depending on references response times. A good idea is to let prior landlords know that they will be contacted and to input landlord emails or fax numbers in the application.

      1. We determine, based on the application, whether the applicant meets our screening guidelines.
      2. We verify income and resources.
      3. We check with current and previous landlords.
      4. We obtain a credit report, criminal records report and public records report
  • Applications returned with a Conditional Approval generally require either proof of income and/or additional security deposit in order to be accepted.
  • Applications are processed in order of receipt with priority going to the ‘first position” and so on. Back-up applications are encouraged.
  • A unit is not considered “reserved” simply with a completed, approved application.
  • A unit is reserved only when receive the signed “Deposit to Hold” along with a cashier’s check or money order for the stated amount.
  • Upon approval, we can generally hold the unit for no more than 10 days once we receive the deposit accompanied with the signed “Deposit to Hold” agreement (within 24 hours of approval).
  • Without a signed Deposit to Hold agreement and funds received within 24 hours, properties are considered
  • “pending/available” and may be subject to a denial, allowing a back-up application to proceed, or renewed marketing efforts to be initiated.

  • When we have an accepted application and signed agreements, we remove the unit from our website and our For Rents signs are removed typically within 24 hours.

What are the screening criteria?

1. All persons over 18 years of age are required to complete an application.
2. Positive identification from a picture ID is required.
3. Applications must be submitted on-line.
4. Invalid or no Social Security number will result in a denial.
5. Current rental reference with phone number required – NOTE: Applications can take several days to process depending on references response times. A good idea is to let prior landlords know that they will be contacted and to input landlord email or fax number in the application.
6. A reference from current and immediately previous landlords or, satisfactory explanation of why those references are unattainable is required. (Non-3rd party – family members or roommates – are not considered references.)
7. If applicant’s housing during the last five years included home ownership, proof of ownership must be provided.
8. Each applicant must qualify individually, and the denial of one applicant will result in the denial of the entire application.
9. Applicants must be able to enter into a binding contract. We do not accept co-signors.
10. Incomplete, inaccurate, or falsified information is grounds for denial of the application or subsequent termination of tenancy upon determination of such falsified information.
11. Current drug users will be denied.
12. Previous conviction for the illegal manufacture or distribution of a controlled substance will result in denial.
13. Any individual who is a direct threat to the health and safety of an individual, the complex, or the property of others will be denied.
14. Insufficient credit and/or rental requirements will require an additional security deposit.
15. If there are grounds for an “additional security deposit”, it shall be equal to 50% more than the stated deposit amount, over and above any other security deposit.
16. If the unit allows for a pet, there will be a $500.00 additional deposit per approved pet.
17. The total security deposit will be that of the least qualified applicant.
18. If former residence was with a relative, an increased deposit may be required.
19. Four years of eviction-free rental history is required.
20. The demeanor of the applicant during the showing and screening will be considered.
21. Applications that far exceed minimum standards in individual categories but fail to meet minimum standards in another shall be reviewed and possibly reconsidered if extenuating and explainable circumstances warrant.

Income Requirements
1. Gross monthly household income must equal two and one-half times the stated monthly rent.
2. If monthly income is not at least two and one-half times the monthly rent, an additional security deposit will be required.
3. A current paycheck stub from employer is required. Verifiable income or liquid assets equal to two and one-half times the total annual rent will be required for the unemployed applicants. (Verifiable income may mean, but is not limited to: bank accounts, spousal support/child support, trust accounts, social security, unemployment, welfare.) Self-employed applicants will be required to show proof of income through copies of the previous tax return or letter from a Certified Public Accountant.
4. Current verifiable employment of at least 3 months is required. If not, an additional security deposit will apply.
5. Application will be denied if the legal source of income cannot be verified.

Rental Requirements
1. 1 year of verifiable rental history or mortgage history from a current third party landlord sis required. (Rental references ending 12 months prior to the date of application will not be considered current.)
2. Less than one year of verifiable rental history from a third party landlord will result in an additional deposit.
3. Home ownership is verified through the county tax assessor.
4. Rental history demonstrating residency, but not third party rental history, will require an additional security deposit when tenancy can be verified with parents, relatives, student housing, or military housing.
5. If a landlord gives a negative reference or refuses to give a reference, the application will be denied.
6. Three (3) or more 72-hour notices within a period of one year will result in denial.
7. Three (3) or more NSF checks within a period of one year will result in denial.
8. Rental history demonstrating noise or other documented complaints will result in a denial when the landlord.
9. Rental history reflecting less than $500.00 damage/rent owing will required an additional security deposit, (when debt is settled). Rental history reflecting more than $500.00 damage/rent owing will be denied.
10. Rental history demonstrating documented noise or other disturbance complaints will require an additional security deposit, when the former manager would re-rent.

Credit Requirements
A credit history showing no negative reports is required. A negative report is considered any non-medical items 60 days past due or greater, collections, repossessions, liens, judgments or garnishments. Negative credit will result in additional requirements with the following guidelines:
1. A credit file report containing a discharged bankruptcy will require an additional security deposit.
2. 1-8 items of 60 days past due or greater, collections, repossessions, liens, judgments, or garnishments will require an additional security deposit.
3. 9 or more items will result in denial of the application.
4. FICO credit score of 585 or above are required.
5. Credit reports returned with N/A from a credit reporting agency will be considered as Negative Credit, and an additional security deposit will be required.
6. Aggregate of collections shall not exceed a total of the equivalent of one month’s rent (medical collections will be considered and weighed separately).
7. No collections attributed to past rental history allowed (i.e., unpaid rent, utility bills, damages, or court costs – paid, unpaid, or satisfied).
8. Good credit will be required. Outstanding bad debt (i.e., slow pay, collections, bankruptcies, repossessions, liens, judgments, and wage garnishment programs being reported by the credit bureau which is more than $300.00 but less than $10,000.00 will require an additional security deposit. Outstanding bad debt (i.e., see above) being reported on the credit bureau which is more than $10,000.00 will result in denial. A combination of seven (7) or more collections and/or profit and loss write offs being reported on the credit bureau will result in denial. Filed Bankruptcies must be discharged. If not discharged, application will result in denial. An additional security deposit will be required for all applicants who have filed a bankruptcy within the last two (2) years.

Criminal Conviction Criteria
Upon receipt of the Rental Application and screening fee, we will conduct a search of public records to determine whether applicant or any proposed resident or occupant has a “Conviction” (which means: charges pending as of the date of the application; a conviction; a guilty plea; or no contest plea), for any of the following crimes as provided in ORS 90.303(3); drug-related crime; person crime; sex offense; crime involving financial fraud, including identity theft and forgery; or any other crime if the conduct for which applicant was convicted or is charged is of a nature that would adversely affect property of the landlord or a tenant or the health, safety or right of peaceful enjoyment of the premises of residents, the landlord or the landlord’s agent.

We will not consider a previous arrest that did not result in a Conviction or expunged records.

If applicant, or any proposed occupant, has a Conviction in their past which would disqualify them under these criminal conviction criteria, and desires to submit additional information to us along with the application so we can engage in an individualized assessment (described below) upon receipt of the results of the public records search and prior to a denial, applicant should do so. Otherwise, applicant may request the review process after denial as set forth below, however, see item (c) under “Criminal Conviction Review Process” below regarding holding the unit.

A single Conviction for any of the following, subject to the results of any review process, shall be grounds for denial of the Rental Application.

    a) Felonies involving: murder, manslaughter, arson, rape, kidnapping, child sex crimes, or manufacturing or distribution of a controlled substance.

    b) Felonies not listed above involving: drug-related crime; person crime; sex offense; crime involving financial fraud, including identity theft and forgery; or any other crime if the conduct for which applicant was convicted or is charged is of a nature that would adversely affect property of the landlord or a tenant or the health, safety or right of peaceful enjoyment of the premises of the residents, the landlord or the landlord’s agent, where the date of disposition has occurred in the last 7 years.

    c) Misdemeanors involving: drug related crimes, person crimes, sex offences, domestic violence, violation of a restraining order, stalking, weapons, criminal impersonation, possession of burglary tools, financial fraud crimes, where the date of disposition has occurred in the last 5 years.

    d) Misdemeanors not listed above involving: theft, criminal trespass, criminal mischief, property crimes or any other crime if the conduct for which applicant was convicted or is charged is of a nature that would adversely affect property of the landlord or a tenant or the health, safety or right of peaceful enjoyment of the premises of the residents, the landlord or the landlord’s agent, where the date of disposition has occurred in the last 3 years.

    e) Conviction of any crime that requires lifetime registration as a sex offender will result in denial.

Criminal Conviction Review Process

We will engage in an individualized assessment of the applicant’s, or other proposed occupant’s, Convictions if applicant has satisfied all other criteria (the denial was based solely on one or more Convictions) and;

    (1) Applicant has submitted supporting documentation prior to the public records search; or
    (2) Applicant is denied based on failure to satisfy these criminal criteria and has submitted a written request along with supporting documentation. Supporting documentation may include:

      i) Letter from parole or probation office;
      ii) Letter from caseworker, therapist, counselor, etc.;
      iii) Certifications of treatments/rehab programs;
      iv) Letter from employer, teacher, etc.
      v) Certification of trainings completed;
      vi) Proof of employment; and
      vii) Statement of the applicant.

We will:

    (a) Consider relevant individualized evidence of mitigating factors, which may include: the facts or circumstances surrounding the criminal conduct; the age of the convicted person at the time of the conduct; time since the criminal conduct; time since release from incarceration or completion of parole; evidence that the individual has maintained a good tenant history before and/or after the conviction or conduct; and evidence of rehabilitation efforts. We may request additional information and may consider whether there have been multiple Convictions as part of this process.
    (b) Notify applicant of the results of our review within a reasonable time after receipt of all required information.

    (c) Hold the unit for which the application was received for a reasonable time under all the circumstances to complete the review unless prior to receipt of applicant’s written request (if made after denial) the unit was committed to another applicant.

RENT WELL GRADUATES
If applicant fails to meet any criteria related to credit, evictions and/or rental history, and applicant has received a certificate indicating satisfactory completion of a tenant training program such as “Rent Well,” we will consider whether the course content, instructor comments and any other information supplied by applicant is sufficient to demonstrate that applicant will successfully live in the complex in compliance with the Rental Agreement. Based on this information, we may waive strict compliance with the credit, eviction and/or rental history screening criteria for this applicant.