Every change to the waiting list must be annotated so an independent reviewer can trace it, a manual list must never be rewritten, and a removal must be documented with its time and date

mfh.waiting_list.auditable_record_of_every_change · v1.0.0

Whenever a change is made in the waiting list, an action is taken, or an activity specific to an applicant occurs, a notation must be made on the waiting list. The goal is an auditable record of additions, selections, withdrawals and rejections: an independent reviewer must be able to find an applicant on the list, readily confirm that the applicant was housed at the appropriate time given unit size, preferences and income targeting, and trace the actions taken on a family's application. A manually maintained waiting list must be kept as a permanent record, must not be rewritten, must be maintained in a manner that cannot easily be altered, must be auditable, and must give an easily viewable record of the date and time of application and of selection. An electronic list must have a mechanism for maintaining the date and time of each applicant's placement on and selection from the list and a way to document changes to it. The owner must document removal of any name from the list with the time and date of removal, must periodically print the electronic list or preserve backup copies showing how it appeared before and after each removal, and must state in the tenant selection plan when applicant names will be removed. Where a name was removed in error, the applicant must be reinstated at the original place on the list. Where an extremely low income applicant is needed to meet targeting and the next applicant is above that limit, that applicant is returned to the list and a notation must be made saying why.

Confidence

high

Effective from

2013-11-27

Last reviewed

2026-09-01