Criminal Background-Screening Policy
Effective date: [Insert date]
Property: [Insert property name and address]
1. Purpose
Criminal background screening is used as part of the rental application process to evaluate applicants according to written and consistently applied rental requirements.
A background check is only one part of the application review. Completing the screening does not guarantee approval, reserve a room, or guarantee a tour invitation.
2. When Screening Occurs
Applicants must complete the rental application, provide the required authorization, and complete the criminal background screening before they may receive an in-person tour invitation.
The screening will be conducted through a third-party tenant-screening provider selected by the property owner.
3. Applicant Authorization
The screening will not be ordered until the applicant provides the authorization required by the screening provider.
Applicants should provide accurate identifying information directly through the screening provider’s secure system. Sensitive information should not be submitted through the general Room Inquiry form.
4. Criminal-Record Criteria
Having a criminal record does not automatically disqualify an applicant. The property’s criminal background-screening requirements are limited to the criteria stated below.
A). Current Sex-Offender Registration
Applicants who are currently required to register under a federal, state, or local sex-offender-registration program do not meet the property’s criminal background-screening requirements.
B). Murder Convictions
Applicants with a verified conviction for murder do not meet the property’s criminal background-screening requirements.
A denial will not be based solely on an arrest, pending charge, allegation, internet search, or unverified name match. The screening record must reasonably match the applicant’s identity and report the final case disposition.
5. Other Criminal Records
Other criminal-history information will not automatically disqualify an applicant unless the property adopts additional written criteria in the future. Any additional criteria will be established before they are applied and will be used consistently for all applicants.
6. Record Accuracy
Applicants may notify the screening provider and property owner if they believe a reported record:
➡️ Belongs to someone else
➡️ Is inaccurate or incomplete
➡️ Was dismissed, overturned, sealed, or expunged
➡️ Does not show the final disposition
➡️ Incorrectly reports current sex-offender-registration status
The applicant must follow the screening provider’s dispute process. The room is not required to be held open indefinitely while a dispute is pending.
7. Decisions Based on a Screening Report
If information in a third-party consumer report contributes to a denial or another unfavorable decision, the applicant will receive the notice required by the Fair Credit Reporting Act.
The notice must include:
➡️ The screening company’s name
➡️ The screening company’s address and telephone number
➡️ A statement that the screening company did not make the rental decision
➡️ Notice of the applicant’s right to dispute inaccurate information
➡️ Notice of the applicant’s right to request a free copy of the report within 60 days
The FTC confirms that landlords using consumer reports must provide an adverse-action notice when information in the report contributes to an unfavorable rental decision. Written notice is the recommended practice. FTC guidance for landlords
8. Consistent Application
The same published screening requirements will be applied to every applicant.
Screening decisions will not be based on race, color, national origin, religion, sex, familial status, disability, or another characteristic protected by applicable law.
9. Confidentiality
Criminal background reports and related screening information will:
➡️ Be accessed only by people involved in the rental decision
➡️ Not be shared with residents, neighbors, or unrelated parties
➡️ Be stored separately from general inquiry information when practical
Be securely destroyed when no longer needed, according to the property’s record-retention procedure
10. Policy Review
This policy must be reviewed whenever:
➡️ The screening provider changes
➡️ Additional criminal-history criteria are adopted
➡️ Screening fees change
➡️ The owner stops occupying the duplex
➡️ Both duplex units become rentals
➡️ Ownership or the rental arrangement changes
➡️ Applicable federal, Michigan, or local requirements change
11. Contact Us
Any questions about this policy, please contact us:
Screening and tour notice: For the safety and privacy of current residents, all prospective residents must complete the required application and criminal background screening before receiving an in-person tour invitation. No credit check is performed.
Shared-living notice: This is an individual bedroom in a shared home. Residents share designated common areas, including the living room, dining area, kitchen, and bathrooms. Utilities and Wi-Fi are included.
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