HUD Certified Housing Counselor Database Update/Renewal
Processing

HUD Certified Housing Counselor Database Update/Renewal is used to do the following:

HECM Counselor

Certified Counselor

The employment information in the Agency HCS ID and Hired Date fields is the information supplied by the counselor on the HUD Certified Housing Counselor Application (and Application for Home Equity Conversion Mortgage (HECM) Counselor Roster, form HUD-92904 for a HECM counselor). This information is used for determining when the counselor began HUD-related counseling for the housing counseling agency and is not treated as an actual employment record. Certified counselors can request employment validation through Certified Counselor Employment Request on the FHA Connection's Counseling Functions menu. HECM counselors can use the HECM Counselors lookup to view the housing counseling agencies that validated their employment as a HECM counselor. The HECM Counselors lookup is located on the FHA Connection's FHA Approval Lists menu.

The FHA Connection Application Coordinator for the housing counseling agency that employs the counselor must validate the counselor's employment. The Application Coordinator is contacted if employment validation information must be updated (i.e., ending of employment and/or HUD-related counseling).

Viewing Information for a HECM Counselor

The HUD Certified Housing Counselor Database Update/Renewal page provides links to the following information:

Updating Information for a HECM Counselor

  1. On the HUD Certified Housing Counselor Database Update/Renewal page, review the information in the Personal Information and Contact Information sections. If necessary, update existing information. Information is not required in the following fields: Middle Initial, Suffix, Business Name, and Fax Number.

  2. Type your e-mail address in the Confirm E-mail field. It must exactly match the address entered in the E-mail Address field.

  3. Review the information in the HECM Training Information section. To update information on a completed HECM training course:
    Select Updating existing training from the drop-down list in the Reason for change field for Training #1, Training #2, and/or Training #3.
    Then, make the necessary changes.

    Note: The latest completed HECM courses are displayed in the HECM Training Information section of the HUD Certified Housing Counselor Database Update/Renewal page. Changes can only be made to the courses listed there (Training #1, Training #2, and Training #3). If more than three HECM courses were completed, use the View training history link to see the rest of the list. However, courses only on the training history list cannot be changed.

  4. If the employment information on the Application for Home Equity Conversion Mortgage (HECM) Counselor Roster, form HUD-92904 is incorrect, replace the information in the Agency HCS ID and/or Hired Date fields. The Hired Date cannot be earlier than (a) the date you received a qualifying score on HUD's HECM Counselor Exam, (b) the date the housing counseling agency became HUD-approved, or (c) 01/01/1990. If your employment started before that date, use 01/01/1990 as the Hired Date. Note: If this change is made, the Application for Home Equity Conversion Mortgage (HECM) Counselor Roster, form HUD-92904 is not updated, thereby creating a discrepancy between the information on form HUD-92904 and the HUD Certified Housing Counselor Database Update/Renewal page. Also, this information is used for determining when you began HECM counseling with a HUD-approved housing counseling agency and is not treated as an actual employment record.

  5. Read the HECM Counselor Certification. Then, if you agree, click the check box next to I agree and certify to these terms. A check mark appears.

  6. Click Send. If processing was successful, the HUD Certified Housing Counselor Database Update/Renewal [Results] page is displayed with a Success message near the top of the page.

    -or-

    If a record for the counselor was found in the Credit Alert Interactive Voice Response System (CAIVRS), the counselor is automatically terminated (removed from the HECM Counselor Roster). To get additional information or dispute the finding, send an e-mail message to the e-mail address provided in the message.

    -or-

    A Warning message may be displayed indicating HUD Certified Housing Counselor Database Update/Renewal is being held for HUD review. This may be due to (a) a possible record for the counselor on the Limited Denial of Participation (LDP) List or in the Excluded Parties List System (EPLS) via System for Award Management (SAM), or (b) there is a possible issue with the counselor's address or zip code. An e-mail message is sent to the counselor after an authorized HUD staff member reviews the information and enters a decision.

    -or-

    If there was an error, the HUD Certified Housing Counselor Database Update/Renewal page appears with an error message near the top of the page and an Error(s) Detected field in the Details section near the bottom of the page. Make any necessary corrections and process again.

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Adding Information for a New HECM Training Course Completed

The basic procedure for adding information on a newly completed course is as follows:

  1. On the HUD Certified Housing Counselor Database Update/Renewal page, review the Personal Information and Contact Information sections and make any necessary changes.

  2. Type your e-mail address in the Confirm E-mail field. It must exactly match the address entered in the E-mail Address field.

  3. In the HUD Training Information section of the HUD Certified Housing Counselor Database Update/Renewal page, enter the information on the newly completed course in the Training #2 or #3 box.

    -or-

    If there are already entries for Training #1, #2, and #3, select Adding new training from the drop-down list in the Reason for change field in the Training #1 box. Then, replace the information in the Training #1 box (see steps 4-6). Note that the original information for Training #1 is retained and can be viewed through a View training history link that is displayed the next time HUD Certified Housing Counselor Database Update/Renewal is accessed (see above).

  4. Type the name of the completed HECM training course in the Course Name field (up to 50 characters).

  5. Type the name of the training company that performed the training in the Training Company field (up to 50 characters).

  6. Type the date you completed the course in the Completion Date field. Use an mm/dd/yyyy format (e.g., 01/10/2017). The Completion Date must be within two years of the current date.

    -or-

    Click Calendar to select a date.

  7. Read the HECM Counselor Certification. Then, if you agree, click the check box next to I agree and certify to these terms. A check mark appears.

  8. Click Send to process the HUD Certified Housing Counselor Database Update/Renewal page. If processing was successful, the HUD Certified Housing Counselor Database Renewal - Upload Files page appears with a Warning message near the top of the page stating processing is not completed. Continue to step 9.

    -or-

    If there was an error, the HUD Certified Housing Counselor Database Update/Renewal page appears with an error message near the top of the page and an Error(s) Detected field in the Details section near the bottom of the page. Make any necessary corrections and process again.

    -or-

    If a record for the counselor was found in the Credit Alert Interactive Voice Response System (CAIVRS), the counselor is automatically terminated (removed from the HECM Counselor Roster).

  9. Verify the information on the HUD Certified Housing Counselor Database Renewal - Upload Files page. Information is view-only.

    If changes need to be made, click Go Back and Edit to return to the HUD Certified Housing Counselor Database Update/Renewal page.
    To continue with the upload process, click Instructions on the HUD Certified Housing Counselor Database Renewal - Upload Files page to display a pop-up page with instructions. Click Print to print the instructions. Follow the instructions for uploading files.

    When the
    HUD Certified Housing Counselor Database Renewal - Upload Files page is successfully processed (i.e. file was uploaded to HUD's server), the HECM Counselor Roster Update/Renewal Results page appears with a Success message near the top of the page.

    -or-

    HUD Certified Housing Counselor Database Update/Renewal is held for HUD review if (a) there is a possible record for the counselor on the LDP List or in EPLS/SAM or (b) there is a possible issue with the counselor's address or zip code. In this instance, a Warning message
    is displayed instead of a Success message. An e-mail message is sent to the counselor after an authorized HUD staff member reviews the information and enters a decision.

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Viewing and Printing Employment Information for a Certified Counselor

For a certified counselor, the HUD Certified Housing Counselor Database Update/Renewal page provides links to the following information:

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Updating Information for a Certified Counselor

  1. On the HUD Certified Housing Counselor Database Update/Renewal page, review the information in the Personal Information and Contact Information sections. If necessary, update existing information. Information is not required in the following fields: Middle Initial, Suffix, Business Name, and Fax Number.

  2. Type your e-mail address in the Confirm E-mail field. It must exactly match the address entered in the E-mail Address field.

  3. If the employment information you entered on the HUD Certified Housing Counselor Application was incorrect, replace the information in the Agency HCS ID and/or Hired Date fields with the correct information. The Hired Date cannot be earlier than (a) the date you passed the HUD Housing Counseling Certification Examination, (b) the date the housing counseling agency became HUD-approved, or (c) 01/01/1990. If your employment started before that date, use 01/01/1990 as the Hired Date. Please note that this information is used for determining when you began homeownership and other housing counseling with a HUD-approved housing counseling agency and is not treated as an actual employment record.

  4. Click Send. If processing was successful, the HUD Certified Housing Counselor Update/Renewal [Results] page is displayed with a Success message near the top of the page.

    -or-

    If there was an error, the HUD Certified Housing Counselor Database Update/Renewal page appears with an error message near the top of the page and an Error(s) Detected field in the Details section near the bottom of the page. Make any necessary corrections and process again.

See Also

HUD Certified Housing Counselor Database Update/Renewal - Business Background

HUD Certified Housing Counselor Database Update/Renewal Page - Field Descriptions

HUD Certified Housing Counselor Database Renewal - Upload Files Page - Field Descriptions

HUD Certified Housing Counselor Database Update/Renewal [Results] Page - Field Descriptions

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Last revised: February 1, 2017