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HUD Certified Housing Counselor Database Update/Renewal
Processing

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

HECM Counselor

• View Information for a HECM Counselor
  
• Update information for a HECM Counselor
• Add supplemental documentation for an existing HECM training course completed
  
• Add information for a new HECM training course completed

Certified Counselor

• View and print employment information for a certified counselor
• Update information for a 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:

• Application for Home Equity Conversion Mortgage (HECM) Counselor Roster, form HUD-92904: Click View HECM Counselor Roster Application to the right of the Counselor ID field in the Personal Information section of the HUD Certified Housing Counselor Database Update/Renewal page. A scanned image of the form appears on a pop-up window. Use the scroll bar to scroll through the entire form and attachment. Click to close the pop-up window.
  
  
• HECM Training Certificate: Click View Training Certificate next to the completed training course in the Update Existing HECM Training Information section of the HUD Certified Housing Counselor Database Update/Renewal page. A scanned image of the form appears on a pop-up window. Use the scroll bar to scroll through the entire form. Click to close the pop-up window.
  
  
• Supplemental HECM Training Documentation: Click View Additional Documentation next to the completed training course in the Update Existing HECM Training Information section of the HUD Certified Housing Counselor Database Update/Renewal page. The supplemental HECM training documentation appears on a pop-up window. Use the scroll bar to scroll through the entire file. Click to close the pop-up window.
  
  
• HECM Training History: Only the last three completed HECM training courses are displayed in the HECM Training Information section of the HUD Certified Housing Counselor Database Update/Renewal page. A View training history link appears at the top of the HECM Training Information section if more than three courses were completed. Click View training history to display the pop-up HECM Counselor Roster Training History window. All completed courses are listed in ascending chronological order by Completion Date. The Training Certificate field provides a link to the training certificate. The Additional Documentation field provides a link to any supplemental documentation. Select Print to print the HECM Counselor Roster Training History information and select Close to close the pop-up window.
  
  
• Agency Validation History: Only the housing counseling agencies for which the counselor is currently employed and conducting HECM counseling are listed in the HECM Counselor Information section of the HUD Certified Housing Counselor Database Update/Renewal page. Click View HECM Agency Validation History to display the pop-up HECM Counselor Roster Agency Validation History window with a list of all current and prior employment validation records. Employment validation records are listed in descending chronological order by Counselor Validation Start Date. In the Counselor Validation End Date field, n/a is displayed if the counselor is currently employed by the agency and conducting HECM counseling. A date is displayed if the counselor's employment with the agency ended and/or no longer conducts HECM counseling for the agency. Select Print to print the HECM Counselor Roster Agency Validation History information and select Close to close the pop-up window.

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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. Enter your e-mail address in the Confirm E-mail field. It must exactly match the address entered in the E-mail Address field for Training #1, Training #2, and/or Training #3.
   
   
3. Review the information in the Update Existing HECM Training Information section. Make any necessary changes in the fields displayed for Training #1, Training #2, and/or Training #3. See also Adding Supplemental Documentation for an Existing HECM Training Course Completed and Adding a New HECM Training Course Completed below.
   
   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 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 Verification Reporting 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), (b) there is a possible issue with the counselor's address or zip code, or (c) HECM training information was added or updated. 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 Supplemental Documentation for an Existing HECM Training Course Completed

The basic procedure for adding supplemental documentation for an existing completed course is as follows:

• Scan or convert any supplemental HECM training documentation into a PDF or Microsoft Word file (.DOC or .DOCX). Note: If there are several documents, include them all in the same file.
  
  
• Specify additional HECM training documentation is being uploaded on the HUD Certified Housing Counselor Database Update/Renewal page and process.
  
  
• Print or view instructions on the subsequent HUD Certified Housing Counselor Database Renewal - Upload Files page.
  
  
• Upload the file with the supplemental HECM training documentation.
  

Here are the specific steps:

1. On the HUD Certified Housing Counselor Database Update/Renewal page, enter your e-mail address in the Confirm E-mail field, if not already entered. It must exactly match the address entered in the E-mail Address field.
   
   
2. In the Update Existing HECM Training Information section of the HUD Certified Housing Counselor Database Update/Renewal page, click the box in the Additional Documentation to upload? field for Training #1, Training #2, and/or Training #3. A check mark appears.
   
   
3. 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.
   
   
4. 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.

   -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 Verification Reporting System (CAIVRS), the counselor is automatically terminated (removed from the HECM Counselor Roster).
   
   
5. 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 window 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. The HUD Certified Housing Counselor Database Update/Renewal is held for HUD review. 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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Adding a New HECM Training Course Completed

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

• Scan into a Portable Document Format (PDF) file the certificate for the completed HECM training course being added.
  
  
• Optionally, scan or convert any supplemental documentation for the HECM training course into a PDF or Microsoft Word file (.DOC or .DOCX) file. Note: If there are several documents, include them all in the same file.
  
  
• Enter the HECM training course information on the HUD Certified Housing Counselor Database Update/Renewal page and process.
  
  
• Print or view instructions on the subsequent HUD Certified Housing Counselor Database Renewal - Upload Files page.
  
  
• Upload the file containing the HECM training course certificate and, if applicable, the file containing the supplemental training documentation.

Here are the specific steps:

1. On the HUD Certified Housing Counselor Database Update/Renewal page, enter your e-mail address in the Confirm E-mail field, if not already entered. It must exactly match the address entered in the E-mail Address field.
   
   
2. In the Add New HECM Training Information section of the HUD Certified Housing Counselor Database Update/Renewal page, enter the name of the completed HECM training course in the Course Name field for Training #1 (up to 50 characters).
   
   
3. Enter the name of the training company that performed the training in the Training Company field (up to 50 characters).
   
   
4. Enter the date you completed the HECM training course in the Completion Date field. Use an mm/dd/yyyy format. The Completion Date must be within two years of the current date.
   
   -or-
   
   Click to select a date.
   
   
5. Optionally, enter a description of the training course completed in the Course Description reflecting HECM content field (up to 1,000 characters).
   
   
6. Repeat steps 2 through 5 for Training #2 and Training #3, if applicable.
   
   
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.

   -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 Verification Reporting 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 window 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. The HUD Certified Housing Counselor Database Update/Renewal is held for HUD review. 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:

• Agency Employment Validation History: Only the housing counseling agencies for which the certified counselor is currently employed and conducting homeownership and other housing counseling are listed in the Certified Counselor Information section of the HUD Certified Housing Counselor Database Update/Renewal page. Click View Certified Agency Validation History to display the pop-up Certified Counselor Agency Validation History window with a list of all current and prior employment validation records. Employment validation records are listed in descending chronological order by Counselor Validation Start Date. In the Counselor Validation End Date field, n/a is displayed if the counselor is currently employed by the agency and conducting homeownership and other housing counseling. A date is displayed if the counselor's employment with the agency ended and/or no longer conducts homeownership and other housing counseling for the agency. A request for employment validation (Certified (Requested)) is listed according to the date the counselor requested validation and displays Not on file in the Counselor Validation Start Date and Counselor Validation End Date fields. Select Print to print the Certified Counselor Agency Validation History page and select Close to close the page.
  
  
• HUD Certified Housing Counselor Certificate: Click the housing counseling agency's ID in the Certified Counselor Information section of the HUD Certified Housing Counselor Database Update/Renewal page. The HUD Certified Housing Counselor Certificate appears for the agency selected. The certificate can be printed and/or downloaded. Use your browser's back button to return to the HUD Certified Housing Counselor Database Update/Renewal page. Note: A link to the HUD Certified Housing Counselor Certificate is only provided for an agency with an Active status in HUD's Housing Counseling System (HCS).

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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. Enter 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 1/01/1990. 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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