Hillsdale Housing Commission
45 N. West Street � Hillsdale, MI  49242
Phone: (517) 439-1210 � Fax: (517) 439-9577 � E-mail: mail@hillsdalehousing.org

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In the course of its regular operations, the Hillsdale Housing Commission comes into possession of criminal records as well as records of drug treatment or registered sex offender status of both residents and applicants. While necessary to accomplish Housing Commission business, these records must be maintained securely and kept from improper use.

The Hillsdale Housing Commission may also be called upon to perform criminal record checks regarding applicants for, or tenants of, housing that receives project-based assistance in the jurisdiction of the Housing Commission. The authority shall maintain the records received for these residents or applicants in the manner prescribed by this policy.

The Hillsdale Housing Commission will request a check the National Crime Information Center for a criminal history of any applicant or tenant above the age of 18 or emancipated minor. This check is done for the purpose of screening applicants for housing.

All requests for criminal records or records of drug treatment or registered sex offender status will direct the records to be sent to the Executive Director. Only this individual shall have access to the records received. He or she shall discuss the records with other Hillsdale Housing Commission employees only as required to make a housing decision.

The Hillsdale Housing Commission will keep all criminal records or records of drug treatment or sex offender status that are received confidential. These records will be used only to screen applicants for housing or to pursue evictions. The records will not be disclosed to any person or other entity except for official use in the application process or in court proceedings. No copies will be made of the records except as required for official or court proceedings.

Criminal records or records of drug treatment or registered sex offender status will be kept in a file separate from other application or eviction information. These files will be maintained in a different cabinet that is locked and kept in a secure location. Only specified employees shall have access to this cabinet.

The records shall be destroyed once action is taken on the application for housing and any grievance hearing or court proceeding has been completed and the action is finalized. A notification of destruction will be maintained.

Adopted by Housing Commission 05/04/2000