TE 01 On-Site Assessment Guidelines.pdf

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Federal Emergency Management Agency Housing Assessment Services

ON-SITE ASSESSMENT GUIDELINES

DR-XXXX-XX

Government Task Monitors - Assessment Services Coordinator - Incident Type - Incident Period - Presidential Declared Date - Governors Declaration of State of Emergency -

SUPPORT TO APPLICANTS

Limited English Proficiency (LEP) - The assessor must accommodate applicants who have limited ability to communicate in English. The primary strategy is to determine if there is anyone in the home 16 years of age or older who can assist as a translator. A secondary strategy is to ask the applicant if they have a friend or another person 16 years of age or older who can be present during the assessment and provide translation assistance. If neither of these two options are possible, alternative methods may include language translation call services, using an interpreter, or returning the assessment for reassignment to a compatible speaking assessor.

Contacting the Applicant - The assessor will establish an appointment for the assessment with the applicant, co-applicant, or authorized 3rd party via phone call or text on each attempt. Email is not authorized.

Other Forms of Communication - The assessor is required to accommodate any special need an applicant has in order to communicate during the assessment process. Accommodations may include sign language interpreters, assistive technology including computers or recordings, note takers, or communication boards provided by the applicant.

Immediate Needs - If the assessor encounters an applicant with an immediate need impacting their safety or welfare, it will be reported to the Field Supervisor for referral to FEMA.

Standard of Conduct / Conflict of Interest - Assessors, employed by or under contract to FEMA to perform Individual Assistance assessments, shall not be part of any trade or financial transactions involving the purchase or sale of any real or personal property belonging to an applicant or household member who is assigned for assessment or being assessed by the designated assessor. The assessor shall not conduct an assessment on a family member, friends, or business associate's home where a conflict of interest may arise. When there is a conflict of interest with the applicant the assessor will return the assessment for reassignment to another assessor.

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Video / Digital Document Verification - Video and digital documents may be used for verification when hard copies are unavailable. This includes photo ID, occupancy, ownership, and insurance documentation.

Photo Identification - The assessor will ask to view a government issued photo identification of the applicant, co-applicant, or authorized 3rd party.

Applicant Information - The assessor is required to verify the applicant’s name, damaged home address, county, current mailing address, lot, or apartment number if applicable, and phone numbers. The assessor will make any updates to the applicant’s information.

Designated Area - The assessor is required to verify the applicant resides in a designated area. If the area is undesignated, the assessment will be returned as complete. The applicant will be advised to contact their local emergency management agency in case the area is designated at a later date.

Primary Residence - The assessor is required to ask every applicant if the home is their primary residence where they reside more than six months a year.

• If the applicant states that the home is not their primary residence the assessor is required to ask if they have another home in the designated area that was damaged. If so, the assessor will correct the address and perform a complete assessment at the applicant’s primary residence.

• If the applicant states the home is not their primary residence and does not have a home in the designated area, the assessor will return the assessment with occupancy status Not Primary Residence (NPR). Examples of NPRs include rental property, a secondary home, or commercial property. The assessor is still required to ask the applicant about unmet needs and transportation.

Incident Period - The assessor is required to confirm with the applicant that disaster damage occurred during the incident period.

Household Composition - The count of household members who resided in the home at the time of the event. The household composition includes joint-custody children and college students away from the home and expected to return on session breaks. Household Composition does not include boarders / roommates, or live-in landlords who have a commercial relationship with the applicant.

Occupants - The assessor is required to confirm occupant information, including names, ages, and relationship status of all people who lived in the home at the time of the event.

Bedrooms Occupied - The assessor is required to confirm the number of bedrooms occupied at the time of the event. The number of bedrooms occupied will identify only those rooms occupied by the applicant and the members of the household. The number of bedrooms occupied includes joint-custody children and college students away from the home and expected to return on session breaks. The count does not include boarders or live-in landlords.

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OCCUPANCY AND OWNERSHIP VERIFICATION

For the majority of CONUS located homes, FEMA will have verified occupancy and, when applicable, ownership prior to the assessment being issued. When not confirmed by FEMA, assessors are required to verify through documentation as indicated in the chart below, confirming the applicant lived in and/or owned the home at the time of the disaster.

Occupancy -

• Web-based verifications may be used to verify occupancy. A comment is required with the utility or Phone Company’s URL.

• Verbal verification from a landlord or utility company is a last resort if the applicant is unable to verify occupancy. A comment is required with the landlord or utility company name and phone number when occupancy is verified verbally.

• When all means to verify occupancy have been exhausted, the assessor will record occupancy as “Not Verified” and perform a complete assessment. A comment is required when recording occupancy as “Not Verified”.

• The assessor is not required to prove “Intent to Occupy”. For example, if the applicant lived elsewhere at the time of the disaster while the home was under construction or if the home was recently purchased, the assessor will complete the assessment and record occupancy as “Not Verified”. A comment is required about the impending occupancy.

• Acceptable documentation to verify occupancy is listed in the below table:

Documentation to Verify Occupancy

Document and Descriptions

Acceptable Document Dates Required Elements

ACE

Primary

Residence Verification

Selection

Utility Bills:

Electric, gas, oil, trash, or water/sewer that reflect the name of the applicant or co-applicant and the disaster-damaged residence address.

Utility bills must be dated within one year prior to the beginning of the disaster incident period or show service dates within the incident period.

• Applicant’s or co-applicant’s name

• Damaged dwelling address

Utility Bill

Other Bills:

Bank or credit card bill, phone bill, cable/satellite bill, medical provider’s bill, etc., that reflect the name of the applicant or co-applicant and the

Bills or invoices must be dated within one year prior to the beginning of the disaster incident period or show service dates within the incident period.

• Applicant and/or co-applicant name

• Damaged dwelling address

Merchant’s Statement

August 2, 2024 4 | P a g e disaster- damaged residence address Employer’s Documents:

Pay stubs or similar documents received before the disaster or a letter or other written statement from an employer prepared after the disaster, that reflects the name of the applicant or co-applicant and the disaster-damaged residence address.

Employer’s documents must be dated within one year prior to the beginning of the disaster incident period or within the period of assistance.

• Applicant’s or co-applicant’s name

• Damaged dwelling address

• For letters dated within the period of assistance:

o Clearly states applicant or co-applicant lived at address at the time of the disaster.

o Verifying individual or organization’s name and telephone number.

Employer’s Statement

Lease/Housing Agreement:

Copy of a written lease, housing agreement, or a letter or other written statement from the landlord that includes:

• The name of the applicant or co-applicant

• The landlord’s contact information

• The basic terms of tenancy including:

o Location of the pre- disaster unit, o Duration of the lease confirming that the applicant lived there at the time of the disaster o Signatures from both the applicant or co-applicant and the landlord

Documents must be current/effective during the disaster incident period but may be dated within the period of assistance.

• Applicant’s or co-applicant’s name

• Landlord’s contact information

• Basic terms of tenancy including:

o The location of the pre-disaster unit, o Duration of the lease confirming that the applicant lived there at the time of the disaster, o Signatures from both the applicant or co-applicant and the landlord.

Landlord

Rent Receipts:

Copy of a rent receipt or bank statement (with

Rent receipts must be dated within one year prior to the beginning

• Applicant’s or co-applicant’s name

Landlord

August 2, 2024 5 | P a g e image of the cancelled rent check) that reflects the name of the applicant or co-applicant, the landlord’s contact information, and the address of the pre-disaster housing unit.

of the disaster incident period or within the period of assistance.

• Damaged dwelling address

Public Official’s Documents:

Documentation received before the disaster from a public official (e.g., Police Chief, Mayor, Postmaster, state, local, tribal, or territorial government official) that includes the name of the applicant or co-applicant and the disaster-damaged residence address or a letter or other written statement prepared after the disaster that includes the name of the applicant or co-applicant, the disaster-damaged residence address, and that the applicant or co-applicant occupied the disaster-damaged dwelling at the time of the disaster.

Public official’s document must be dated within one year prior to the beginning of the disaster incident period or within the period of assistance.

• Applicant’s or co-applicant’s name

• Damaged dwelling address

• For letters dated within the period of assistance:

o Clearly states applicant or co-applicant lived at address at the time of the disaster.

o Public official’s name and telephone number

Landlord

For ACE-required comment, record “Residency verified by Landlord = [insert public official name and phone #].

E.g., = “Mayor Joe Brown xxx-xxx-xxxx”

Identification Cards:

Driver’s license, state-issued ID card, or voter registration card that reflects the name of the applicant or co-applicant and the disaster-damaged residence address.

Identification documents must be issued and dated prior to the incident start date and current (not expired) at the time of the disaster.

• Applicant’s or co-applicant’s name

• Damaged dwelling address

Driver’s License or

Voter Registration, as applicable.

Social Service Organization Documents:

Documentation received before the disaster from a

The social service organization documents must be dated within one year prior to the beginning

• Applicant’s or co-applicant’s name

• Damaged dwelling address

August 2, 2024 6 | P a g e social service organization that provided pre-disaster services to the applicant (e.g., Center for Independent Living, Meals on Wheels, the National Urban League, etc.) and includes the name of the applicant or co- applicant and the disaster- damaged residence address or a letter or other written statement from the organization prepared after the disaster verifying that the applicant or co-applicant occupied the disaster-damaged dwelling address at the time of the disaster.

of the disaster incident period or within the period of assistance.

• For letters dated within the period of assistance:

o Clearly states applicant or co-applicant lived at address at the time of the disaster.

o Verifying individual or organization’s name and telephone number.

Local School Documents:

Documentation received from the school or school district before the disaster that include the child’s disaster-damaged residence and the name of the applicant or co-applicant, or a letter or other written statement from the school or school district prepared after the disaster verifying the child’s residence at the time of the disaster and includes, in the case of a dependent, the name of the applicant or co-applicant.

The local school district documents must be dated within one year prior to the beginning of the disaster incident period or within the period of assistance.

• Applicant’s or co-applicant’s name

• Damaged dwelling address

• For letters dated within the period of assistance:

o Clearly states applicant or co-applicant lived at address at the time of the disaster.

o Verifying individual or organization’s name and telephone number.

Merchant’s Statement

Federal or State Benefit Documents:

The federal or state agency benefits documents must be

• Applicant’s or co-applicant’s name

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Documents received before the disaster from a federal or state agency that provided benefits to the applicant (e.g., Supplemental Nutrition Assistance Program (SNAP)) and includes the name of the applicant or co-applicant and the disaster-damaged residence address or a letter or other written statement from the organization prepared after the disaster verifying that the applicant or co-applicant occupied the disaster-damaged dwelling address at the time of the disaster.

dated within one year prior to the beginning of the disaster incident period or within the period of assistance.

• Damaged dwelling address

• For letters dated within the period of assistance:

o Clearly states applicant or co-applicant lived at address at the time of the disaster o Verifying individual or organization’s name and telephone number

Motor Vehicle Registration:

Copy of a motor vehicle registration which shows that the vehicle was registered to the applicant or co-applicant at the disaster-damaged residence address.

The motor vehicle registration must be issued within one year prior to the beginning of the disaster incident period or within the period of assistance.

• Applicant’s or co-applicant’s name

• Damaged dwelling address

Merchant’s Statement

Mobile Home Park Documents:

In the case of mobile homes or travel trailers located in a mobile home park, the applicant or co-applicant may submit a letter or other written statement from the park owner or manager, which states that the applicant or co- applicant occupied the disaster- damaged dwelling at the time of the disaster. The letter or

The mobile home park owner’s or manager’s documents must be dated current/effective during the disaster incident period but may be dated within the period of assistance.

• Applicant’s or co-applicant’s name

• Clear statement that applicant or co-applicant lived at the damaged dwelling address at the time of the disaster.

• Park Owner or Manager’s name and telephone number

Landlord

August 2, 2024 8 | P a g e written statement must include the name and telephone number of the individual providing verification.

Ownership -

• Web-based verifications from official tax office websites may be used to verify ownership. A comment is required with the URL.

• Ownership status can only be changed from owner to renter if the applicant states they are a renter. A comment is required.

• The assessor is to change the applicant from a renter to an owner if the applicant registered as a renter but claims they are an owner at the time of the assessment. A comment is required.

• Verbal verification from the tax office may be used as a last resort if the applicant is unable to verify ownership. There is a required comment with the name and phone number of the person at the tax office and whether or not ownership could be verified.

• If the applicant claims they are the owner and all means to verify ownership have been exhausted, the assessor will select “not verified” for ownership and perform a complete assessment. A comment is required on all attempts to verify ownership.

• Acceptable documentation to verify ownership is listed in the below table:

Documentation to Verify Ownership

Document and Descriptions

Acceptable Document Dates Required Elements

ACE Home Ownership Verification

Selection

Deed or Official Record:

Original deed or deed of trust to the property.

Deed must be current/effective during the disaster incident period.

• Applicant’s or co-applicant’s name.

• Damaged dwelling address

Official’s Record

Mortgage Documentation:

Mortgage statement or escrow analysis.

Mortgage statements or escrow documents must be dated within one year prior to the beginning of the disaster incident period.

• Applicant and/or co-applicant name

• Damaged dwelling address

Mortgage Payment

Book

Structural or real property insurance document, bill, or payment record.

Documents must be dated within one year prior to the beginning of the disaster incident period.

• Applicant’s or co-applicant’s name

• Damaged dwelling address

Structural Insurance

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Property tax receipts or property tax bill.

Documents must be current/effective during the disaster incident period.

• Applicant’s or co-applicant’s name

• Damaged dwelling address

Tax Bill

Manufactured home certificate of title.

Documents must be current/effective during the disaster incident period.

• Applicant’s or co-applicant’s name

• Damaged dwelling address

Title Number

Quitclaim Deed Documents must be current/effective during the disaster incident period.

• Applicant’s or co-applicant’s name

• Damaged dwelling address

Official’s Record

Bill of Sale or Bond for Title

Documents must be current/effective during the disaster incident period.

• Applicant’s or co-applicant’s name

• Damaged dwelling address

Official’s Record

Public Official’s Letter:

Public official’s (i.e., state, local, tribal, or territorial government official) letter or other written statement that includes the name of the applicant or co-applicant, the disaster-damaged residence address, that the applicant or co-applicant owned the disaster-damaged dwelling at the time of the disaster.

Public official’s document must be dated within the period of assistance.

• Applicant’s or co-applicant’s name

• Clearly states applicant or co-applicant owned the damaged dwelling at the time of the disaster.

• Official’s name and telephone number

Official’s Record

Insurance Coverage - The assessor is required to ask every applicant if they have insurance. All additional insurance types will be added if not already listed on the registration.

HOME INFORMATION

Residence Type - Standard residence types include single family/duplex, mobile home, travel trailer, apartment, condo, townhouse, boat, and “other”. Additional less commonly used residence types include college dormitories, assisted living facilities, military housing, and correctional facilities.

Residence Size - The residence size is identified as the total square footage of the home including the basement if one exists. Garages, porches, unoccupied outbuildings, Florida rooms, crawlspaces and enclosed areas separated from the main living area by a locking exterior door are not included.

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If a renter occupies any portion of the owner’s home, the size of residence in the owner’s assessment will include the renter’s occupied area. If the renter’s occupied area is separate and totally self-contained, it will be considered an apartment and will not be included in the size of the owner’s residence.

Water level - The high-water mark is recorded on the highest floor where it was located.

Foundation - Foundation types include basement, crawlspace, slab, and “other”.

CAUSE OF DAMAGE (COD)

Flood - A general and temporary condition of partial or complete inundation of normally dry land areas from overflow of inland or tidal waters or from the unusual and rapid accumulation or runoff of surface waters from any source. Record Flood when landslide, mudflow, or seepage is triggered by inundation or runoff. Note: Wind-driven rain, seepage and sewer backup do not fit the definition of “Flood."

Sewer Backup - Waste water entering the home through a drain line.

Flood vs. Sewer Backup

• It is possible to have both Flood and Sewer Backup in the same home. If flood water enters the basement the COD for the resulting basement damage is Flood. If wastewater comes up through a drain on an upper floor, the COD for any resulting damage is Sewer Backup.

• If flood water enters the home and wastewater comes up through a drain and the two waters mix, the COD is Flood.

Seepage - Water entered the home from below ground sources. There is no accumulation of water such as runoff or surface water from any source surrounding the home.

Undeclared incident type of Fire - The assessor is required to confirm the fire was disaster caused by viewing the fire report or speaking to the Fire Marshall /Official. There is a required comment with the fire department contact name, phone number, incident report and date of the fire.

• When the fire report is not available, or if the report states the fire was not disaster caused, the assessor will not record any damage from fire.

• The comment must include the contact information of the person they spoke to.

PRE-EXISTING STRUCTURAL / REAL PROPERTY DAMAGES

When a structural component is damaged by the event, any pre-existing damage/conditions affecting the function of that component shall also be considered.

• Structural components and mechanical/access items with pre-existing conditions can be recorded if they were further damaged by the disaster. The amount of damage recorded will be the combined total of the pre-existing damage and disaster- caused damage to the same component(s). There is no limitation on how far back pre-existing damages

August 2, 2024 11 | P a g e occurred, and it does not matter what caused the pre-existing damages. If there are no damages to the applicant’s home due to current disaster and the only damage is pre-existing, none of the structural damage will be recorded.

REAL PROPERTY / STRUCTURAL DAMAGE FOR RENTERS

If a renter’s home is uninhabitable at the time of the assessment the assessor will select a broad category of damage: moderate damage, major damage, or destroyed. When there is no damage impacting habitability, the assessor will select No Damage/Minor Damage. If there were damages impacting habitability that have since been repaired the assessor will select Repairs Made.

REAL PROPERTY / STRUCTURAL DAMAGE FOR OWNERS

The assessor is required to assess all structural damage to the entire home, access, and supporting systems, such as wells and septic, as it existed immediately following the disaster.

Condominiums / Cooperatives - A condominium or cooperative is a unit owned by an applicant that is typically within a multi-unit structure such as an apartment building or town house complex.

• The assessor is required to consider exterior damages for condominiums and cooperatives affecting the home’s overall habitability, such as the roof directly above the affected unit and associated exterior walls, windows, and door damages to that unit. Damages to HVACs, well and septic systems, in addition to road and bridge damage are not to be recorded on the initial assessment; and should only be considered on appeal assessment.

Garages and outbuildings - Damage to garages and outbuildings/sheds will not be addressed unless it affects the habitability of the home.

• Damage to an attached garage is only considered when it affects the integrity of the home. Damaged roof framing, electrical, and plumbing components should be considered, whereas damaged drywall and insulation should only be addressed in adjoining living area walls and ceilings.

• Damage to an unattached garage or outbuilding is only considered if the building contains necessary and functional appliances or mechanical units such as water heater, furnace, main electrical panel, washer, and dryer.

Basements - A basement is an enclosed area of the home with its floor below grade (below ground level) on all sides. When the cause of damage is flood, sewer backup, or ground saturation/seepage, the assessor must determine whether the basement is essential or non-essential.

• An essential basement is one in which there is either a bedroom in the basement with no vacant bedrooms located on any floor above the basement or the sole kitchen, living room or bathroom is located in the basement.

• Below ground level condominiums and garden apartments should be built with a slab foundation and all rooms on the first floor.

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Income Producing Property - The assessor will not consider damage to segregated areas of the home used to generate income for an applicant. These areas of the home are normally self-contained or separated by a locking entrance. Damage affecting the integrity of the applicant’s portion of the home will still be recorded. The assessor will not address a furnace or water heater that is used solely to support the tenant-occupied unit.

Not Owned by Applicant - In some cases, an applicant owns their home but does not own the land. The assessor will only record damage to a road or bridge, septic system, or well that is the responsibility of the applicant. A comment is required explaining the item is owned by another party.

REAL PROPERTY SPECIAL CONSIDERATIONS

Heating - The assessor will consider all damaged heat sources for the home regardless of sole or primary source.

Mold Remediation - Owner’s Only – The assessor will address the Mold Remediation line item on owner’s assessments when there is visible mold in the interior of the home and/or crawlspace at the time of the assessment, or if measures have already been taken to clean and remove the mold.

Roads and Bridges - Damage to a privately owned road or bridge is only considered when it is the sole access route and is rendered impassable. The assessor will only address damage to the extent needed to provide drivable access.

Boats - The assessor will address damage to restore the boat to a habitable state, not necessarily to return the boat to seaworthiness. There is a required comment with the Harbor Master or local official’s name and phone number confirming the boat sank due to the disaster.

Destroyed - The assessor will record the home as destroyed when requiring the replacement of the majority of two or more major structural components such as the collapsing of foundation walls, exterior walls or roof assembly; or only the foundation remains after complete removal of the above grade structure; or flood waters reach the roof inundating the majority of the structure’s living area; or the home is in imminent threat of collapse because of disaster-caused damages. In addition to these factors, mobile homes and or travel trailers are considered destroyed when the frame is visibly bent or twisted and releveling is not possible.

• The assessor will record damaged components outside of the footprint of the destroyed home. These items include:

o Wells.

o Septic systems.

o Roads and/or bridges o Retaining walls.

o Debris or trees affecting access.

o Accessibility items for people with disabilities.

o Travel trailer foundation line items will be addressed.

August 2, 2024 13 | P a g e o A condemnation notice does not necessarily indicate the home is destroyed per FEMA standards.

PERSONAL PROPERTY

The assessor will record personal property as it existed immediately following the event. If the personal property was removed prior to the assessment, the assessor will question the applicant and use the supporting damage or recent repairs to substantiate the applicant’s claim. When the assessor is unable to see the damaged item, but evidence supports the claim the disaster caused the loss, the assessor will record the appropriate level of damage. If the assessor is unable to see the damaged room furnishings or appliance and the evidence does not support the claim, the assessor will record the item as not affected.

• Living rooms, bedrooms, bathrooms, and kitchens are recorded as they are furnished along with the level of damage.

• Any room furnished as a bedroom will be recorded as a bedroom regardless of whether it was occupied or unoccupied. Items typically included in a furnished bedroom are a bed, dresser, nightstand, lamp, and bedding. If a room does not contain bedroom furnishings the assessor will use another designation such as an office room or utility room.

• Any room furnished with standard living room furnishings will be recorded as a living room. Items included in a furnished living room are a couch, chair, coffee table, lamps.

Living rooms may also be called dens, family rooms, rec rooms, etc. It is entirely acceptable to have multiple living rooms in the home if there are multiple rooms furnished as living rooms.

• The bathroom furnishings include personal hygiene items, linens, shower curtain and rod.

• The kitchen furnishings include pots and pans, dishes, silverware, and small appliances.

• Furnishings minimally affected by the disaster are expected to be cleaned by an applicant.

The assessor will record these items as Not Affected. Furnishings requiring more extensive or professional cleaning will be recorded as damaged.

• If an applicant is a Renter, any landlord supplied appliances and furnishings will be recorded as “Landlord Owned”. If the applicant owns the same appliance supplied by the landlord and has access to the landlord supplied appliance the assessor will not record the applicant’s appliance.

• The assessor will only record infant/child personal property when there is a need in the household.

• The assessor will not record stored personal property during an initial assessment.

PERSONAL PROPERTY SPECIAL CONSIDERATIONS

Applicants Residing in the Same Home

• Owner’s Assessment: The assessor will record rooms solely occupied by the renter as “Boarder Occupied”. The assessor will not record personal property or transportation owned by the renter.

• Renter’s Assessment: The assessor will record all rooms occupied by the renter as they are furnished and the personal property that they own. Rooms solely occupied by the owner and the owner’s personal property will have the damage level of “Landlord Owned”.

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• Multiple Renters’ Assessment: When two or more renters share the same home, the assessor will record all rooms claimed by the applicant. Rooms solely occupied by the other renter will be recorded per their function with the damage level “Landlord Owned”.

• Household Member’s Assessment: Applicants who do not have a commercial relationship with the head of household (Owner or Renter) and apply separately will be assessed as a renter.

UNMET NEEDS / LOSSES AND EXPENSES - The assessor is required to ask about disaster caused Medical, Dental, and Funeral unmet needs.

Moving and Storage - The assessor will only record when the applicant states there is a post disaster need.

Clothing - The assessor will only record when destroyed, physically gone, or when exposed to contaminants such as chemicals or sewer backup. FEMA expects applicants to clean clothing soaked by wind driven rain, seepage, or flood waters. Stored clothing will not be recorded.

Transportation / Vehicle - The assessor will confirm if there was damage to any vehicles with disability related accessibility features. The assessor will confirm if all household vehicles were made un-drivable due to the disaster. If so, the assessor will confirm if any vehicles have comprehensive insurance. The assessor will record all vehicles for the household if it is determined the applicant does not have a drivable vehicle and does not have comprehensive insurance coverage for their damaged/un-drivable vehicle.

Essential Tools - Essential tools will only be recorded if the applicant is financially responsible for the items (not supplied by the employer or school) and the items are required to maintain employment or school enrollment. Schoolbooks/supplies, computers, and uniforms are eligible if required for school enrollment. Occupational tools, computers, and uniforms/specialized protective clothing are eligible if required for employment or self-employment.

Miscellaneous Purchases - Items owned prior to the event will be recorded in the Personal Property section. Items purchased or rented in response to the event will be recorded in the Eligible Purchase section. The eligibility timeframe for miscellaneous purchases starts with the first day of the incident and extends for 30 days. The generator eligibility timeframe is an exception.

Generators as Miscellaneous Purchases - The assessor is required to record generators purchased in response to the disaster only if the applicant states they purchased the generator to power medically- required equipment. The generator should only be recorded if the item was purchased before the power was restored. The eligibility dates for generators as miscellaneous purchases start with the Governors Declaration of a State of Emergency and continue through the end of the incident period or the date power was restored to the home, whichever occurs first.

CSA Minimal Damage - Use the CSA Eligible Purchase selection for owners and renters when the habitability is not impacted, and the home incurred minimal damage. If all renter repairs have been made, do not record CSA.

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HOME INFORMATION

Essential Utilities Out - The assessor is required to verify and record the status of essential public utilities including electricity, gas, water, and sewer provided by municipalities, subdivisions, or mobile home parks. This determination reflects the status of utilities at the time of assessment. If essential utilities were out but have been restored prior to the assessment, the correct designation is “No”. If the only concern is the public utility outage, Habitability Repairs Required will be “No”. This status is not used for utility systems owned by the applicant such as a well or septic system.

Current Location - The assessor is required to confirm the applicant’s current location.

Habitability Compromised - A habitable home provides for a safe and sanitary living or functioning condition. Habitability will be based on the home’s condition immediately following the incident for Owners, and at the time of assessment for Renters. FEMA has determined that it is reasonable to expect applicants or their landlords to make some repairs of a minor nature without federal assistance.

Habitability Special Conditions

Forced To Relocate (FTR) - This special condition can be used for both owners and renters when there are no damages affecting the habitability within the home, but there is external damage affecting the habitability for which the applicant is not responsible. When confirmed, the habitability determination will be “Yes”. For Renters, assessors will include the building management or landlord name and phone number. Government mandated /voluntary evacuations and non-disaster caused evictions are not considered Forced to Relocate situations. When selected, the FTR Special Condition will auto-populate a required comment and a habitability determination of “Yes”.

Immediate Threat or Tagged Home - This special condition can be used when disaster caused conditions on or around the home may not be recordable and are highly likely to impact the home or residents in the very near future.

• An immediate threat is considered an impending threat within days/week, not a potential threat that may occur over time. Some examples include, but not limited to, a mudslide in progress, power line across the front porch, tree dangerously leaning over home, etc.

• A tagged home is a home considered by local officials as unsafe to enter or occupy due to its current conditions. The assessor will record all disaster-caused structural and personal property items that can be verified for a Tagged Home.

When selected, the Immediate Threat or Tagged Home Special Condition will auto-populate a required comment and a habitability determination of “Yes”.

OTHER ASSESSMENT TYPES

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Inaccessible - The Inaccessible status will be selected when the assessor determines there is no access to the damaged home using traditional or alternate routes. This determination reflects the access status at the time of assessment. Common causes of inaccessibility are standing water, road closures, or damage to public roads or bridges. The Inaccessible status is not used for private road or bridge damage that is the applicant’s responsibility to repair.

No Contact - The assessor must make at least three (3) contact attempts, over a 3-day period, using all available means of communication, on different days, at different times of day. A comment is required with the dates and times of each contact attempt.

Withdrawn - The Withdrawn assessment status is used when any of the following scenarios are encountered:

• The applicant changed their mind and does not want to pursue the FEMA program and voluntarily withdraws.

• Assessor made contact with the applicant, co-applicant, or an authorized 3rd party, an appointment was not scheduled, and the assessor is unable to make further contact; OR the applicant missed the first scheduled appointment, and the assessor is unable to make further contact.

• The applicant requests a complete name change.

• The applicant is unable to meet in a timely manner and/or requires a 3rd party representative.

• The applicant is uncooperative.

• There is reasonable suspicion of ID theft.

Missed 2 Appointments - When an applicant has missed two scheduled appointments, the assessor will return the assessment as Missed 2 appointments. A comment is required with the dates and times of the missed appointments.

Incomplete Assessments - When unable to perform a complete assessment due to unsafe interior conditions, such as standing water in the basement or blocked common access routes in condos, the assessor will select the Incomplete Assessment condition and comment.

• Real and personal property damage that can be confirmed will be recorded.

If the cause of damage is Flood, the water level on the exterior of the home may be used to justify interior real property damage.

Appeal Assessments - For all appeal assessments, the assessor will perform a complete assessment and adjust as necessary. The assessor is required to comment on the specific appealed items.

• Condominium/Cooperative Appeals - Applicants are required to submit condominium/cooperative association by-laws on appeal. Specific instructions for the assessor will be included in the appeal request comment for condominium/cooperative.