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A visual assessment must be conducted on an annual basis thereafter (as long as assistance is <br />provided.) Visual assessments must be conducted by a HUD -Certified Visual Assessor and must be <br />documented on the HQS Inspection Form or HHS Form and maintained in the client file. <br />For a guide to compliance see Appendix G: Lead -Based Paint Visual Assessment Requirements. <br />7.4.1 For Rent Assistance <br />A lead -based paint visual assessment must be completed prior to providing rapid re -housing or <br />homelessness prevention rent assistance if a child under the age of six or pregnant woman resides in a <br />unit constructed prior to 1978. <br />7.4.2 For Facilities <br />All facilities that may serve a child under the age of six or a pregnant woman constructed prior to 1978 <br />must conduct an annual lead -based paint visual assessment which is documented on the HQS <br />Inspection Form or HHS Form, and readily accessible for review. <br />7.4.3 Exceptions to the Lead -Based Paint Visual Assessment Requirement <br />Visual assessments are not required under the following circumstances: <br />✓ Zero -bedroom or SRO -sized units; <br />✓ X-ray or laboratory testing of all painted surfaces by certified personnel has been conducted in <br />accordance with HUD regulations and the unit is officially certified to not contain lead -based <br />paint; <br />✓ The property has had all lead -based paint identified and removed in accordance with HUD <br />regulations; <br />✓ The unit has already undergone a visual assessment within the past 12 months —obtained <br />documentation that a visual assessment has been conducted; or <br />✓ It meets any of the other exemptions described in 24 CFR Part 35.115(a). <br />If any of the circumstances outlined above are met, lead/subgrantees must include the information in <br />the client file. <br />7.5 Additional Requirements <br />7.5.1 Fraud and Other Loss Reporting <br />Lead/subgrantees must inform Commerce in writing of all known or suspected fraud or other loss of <br />any funds or other property furnished under this grant. Reasonable attempts must be made to prevent <br />fraud and ineligible use of funds. <br />7.5.2 Personal Identifying Information <br />Personal identifying information must never be sent electronically unless sent via a secure file transfer. <br />Request a secure file transfer login credentials from Commerce. <br />7.5.3 Grievance Procedure <br />Lead/subgrantees must have a written grievance procedure for households seeking or receiving <br />services which includes the household's right to review decisions and present concerns to program <br />staff not involved in the grievance. <br />This procedure must: <br />✓ Clearly describe how households can request a review or report concerns <br />Page 138 <br />