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Oregon Housing and Community Services

Management agent approval process

All management agents must obtain approval from OHCS portfolio administration prior to assuming the management duties of any property that falls within the OHCS Affordable Rental Housing portfolio. To be considered for approval, a management agent packet (MAP) must be submitted by the intended management agent for OHCS review.

The management agent packet is required for:

  • Any change of management agent on existing OHCS-funded properties
  • Any transfers of ownership
  • To establish an initial management agent for any new construction or acquisition/rehab affordable rental housing development projects within the OHCS pipeline.

The MAP application provides proposed management agents an opportunity to demonstrate a baseline understanding of the property that they are intending to manage, as well as any funding programs associated with that property. Please note that OHCS does not provide blanket approval of any management agent; management agents must be approved for each individual property.

Download the management agent packet

Management approval processes

Please refer to the processes below for instructions specific to the situation or stage of development an affordable housing development project is in.

OHCS will review all submitted documents and request additional information, documentation, or any corrections as necessary. If appropriate, an approval letter will be generated identifying any conditions of approval that must be satisfied. Any changes in management for existing OHCS portfolio properties will be invoiced a charge of $300, if not already received, where applicable.

For developers currently working with the OHCS on financing for new construction projects:

Step 1 of 2: request for pre-approval

This request should be initiated by a representative of the ownership entity.​

  1. Complete the online submission of a Request for Pre-Approval of Management Agent.
  2. Attach the proposed Resident Services Plan and MOUs (if applicable).

After pre-approval has been issued, it is expected that Step 2 is initiated at 50% construction completion.

Step 2 of 2: full request for approval (at 50% construction completion)

STOP ​If the proposed management agent has changed since pre-approval, the process must begin again at Step 1 with a new request for pre-approval of management agent submitted.

For management agent entities who have received pre-approval:

  1. Download the management agent packet (MAP) PDF document from the link within the pre-approval letter or on the OHCS website.
  2. Management agent must complete the management agent packet in its entirety. Create, complete, and/or compile all required supplemental documents per the required documents page located within the packet.
  3. Management agent is to provide the full and complete packet to your ownership for review and authorized signature.
  4. Complete the online submission of the full​ request for approval of management agent.​

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If the property is an existing OHCS Portfolio property and is receiving new/additional funding through OHCS, please contact MAP.Review@hcs.oregon.gov for the opportunity to discuss plans for property management and determine the appropriate course of action.

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If the property is an acquisition and/or rehab that is not currently in the OHCS Portfolio but has received an award of OHCS funding, please follow these directions:

STEP 1 of 2: request for pre-approval

This request should be initiated by a representative of the ownership entity.​

  1. Complete the online submission of a request for pre-approval of management agent.
  2. Attach the proposed resident services plan and MOUs (if applicable).

After pre-approval has been issued, it is expected that Step 2 is initiated at 50% construction completion.

STEP 2 of 2: full request for approval (at 50% construction completion)

STOP If the proposed management agent has changed since pre-approval, the process must begin again at Step 1 with a new request for pre-approval of management agent submitted.

For Management agent entities who have received pre-approval:

  1. Download the management agent packet (MAP) PDF document from the link within the pre-approval letter or on the OHCS website.
  2. Management agent must complete the management agent packet in its entirety. Create, complete, and/or compile all required supplemental documents per the required documents page located within the MAP.
  3. Management agent is to provide the full and complete packet to your ownership for review and authorized signature.
  4. Complete the online submission of the full request for approval of management agent.
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OHCS must be notified a minimum of 30 days in advance of any anticipated change in the management agent of record for a property subject to active monitoring by OHCS.

All changes must be formally requested through the submission of a MAP and approved, even if the proposed management agent is already approved to manage other properties within the OHCS portfolio. Changes in management agent are subject to a $300 review charge.

  1. Download the management agent packet (MAP) PDF document from the OHCS website.
  2. Complete the management agent packet in its entirety with appropriate signatures as authorized, ensuring all fields have an entry. If a field is not applicable, enter "N/A".
  3. Referencing the required documents page located within the MAP, create, complete, and/or compile all required supplemental documents.
  4. Complete the online submission of the request for change of management agent.
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Management agent Packets are required for all transfers of ownership, including instances when there will be no change to the management agent, as well as when the property will be self-managed by the successor owner.

The MAP must include property contact information as well as a current resident services plan (when applicable) for review and approval by OHCS.

Management agent packet (PDF)

Online submission form

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For questions, email MAP.Review@hcs.oregon.gov.