Application

Resident Screening Policy

Eagle Rock Management, LLC (“Eagle Rock,” “us,” “our,” or “we”) is pleased that you (“you,” “your,” or “applicant”) are interested in renting or leasing an apartment at one of our properties (each a “Community”).  Before you apply, please take the time to review this Prospective Resident Application Screening Policy (“Screening Policy”) and our Privacy Policy https://www.eaglerockproperties.com/privacy-policy  (“Privacy Policy”), which is incorporated into this Screening Policy, and describes how your personal information will be handled. Proceeding with the application process confirms your acknowledgment of reviewing this Screening Policy and our Privacy Policy.

Eagle Rock complies with all fair housing laws and does not discriminate based on race, color, creed, sex, gender, familial status, national origin, disability, age, sexual orientation, marital status, or income source. 

This Screening Policy is subject to change for compliance with any applicable local, state, or federal laws. This Screening Policy identifies our current, prospective resident criteria and does not constitute a guarantee or representation by us that all residents and occupants currently residing in an Eagle Rock Community have met the same resident criteria requirements. 

Applicants for apartment homes will be accepted on a first come, first serve basis and are subject to the availability of the apartment home requested during the application process. Apartment homes listed as 'available' are those for which Eagle Rock has received notice of a current resident’s intent to vacate on or around a specified date. However, unforeseen circumstances beyond Eagle Rock’s control may affect the anticipated readiness of an apartment for occupancy. As such, the availability status of a particular apartment home is subject to change, sometimes within a matter of hours or days.   

Application Introduction

All applicants must be 18 years or older, complete a rental or lease application (the “Application”), provide the necessary information for us to complete the appropriate background and criminal screening checks described below, and pay all required fees.

We utilize third-party services to verify information provided in the Application and the authenticity of the qualification documents submitted with your Application. All documents must be in their original format and include all required information. If we are unable to verify their authenticity, your Application will not proceed.

Regardless of the information outlined in this Screening Policy and use of third-party services, Eagle Rock conducts a personalized evaluation of each applicant's situation. If you have any relevant or mitigating details regarding your finances, employment, or credit history that you would like us to consider, please call the local leasing office for the apartment home you are interested in renting or leasing to share this information. Any additional information or documents provided to us will be included in your file for future reference, subject to our Privacy Policy.

As part of the screening process, the following screenings may be conducted, based on the jurisdiction of where the Eagle Rock Community is located. 

• Identity verification
• Additional identify verification, if needed
• Credit check
• Rental history verification (following jurisdictional legal guidelines)
• Income verification
• Criminal history check (following jurisdictional legal guidelines)

For specific jurisdiction-based requirements for NJ, NY, and PA, please scroll to the bottom of our Screening Policy.

Application Fees and Deposits

An Application fee may be required based on the local laws of where the apartment home  you are applying for is located. This fee covers screenings and background checks and may also include coverage of administrative work to process your Application. The following is a table of current Application fees by state, which may be updated from time-to-time, in accordance with laws in the applicable jurisdiction:

If an Application fee is required, the Application fee is non-refundable.

A “Holding Deposit” of $200.00 is also required from all applicants to hold the apartment of interest. This is not your security deposit, which will be required if your Application is Approved and you proceed with the rental or lease agreement. However, once you become a resident, the Holding Deposit will apply to your rent when the lease agreement is fully executed by all parties. The Holding Deposit is fully refundable if your Application is Declined, or you decide to cancel your Application. You will receive your Holding Deposit back within thirty (30) days from your Application date if your Application is Declined or you cancel your Application. The Holding Deposit is required per completed Application.

Applicant Screening Criteria

 We currently use an independent, third-party system to run credit, rental history, and background criminal checks. This system is used to screen all applicants and produces one of the following screening results: “Approved,” “Conditionally Approved,”  or “Declined.” The following is a description of the screening criteria.

• Occupancy and Limits: Based on local laws, all occupants of the apartment home must be listed on the Application. Adults 18+ must apply and minors must be listed under the “Dependents” section. Applicants must be 18 years of age or older unless deemed to be an adult under applicable law with respect to the execution of contracts. Occupancy guidelines are based on local town/city and/or fire code ordinances.
• Photo ID (Identification): You must have a valid, unexpired government-issued photo ID. We reserve the right to verify identity via a third party and during individualized assessments. Acceptable forms of ID include, but are not limited to, valid unexpired U.S. government-issued ID’s, U.S. accepted international ID’s, such as passports, State ID Cards and Permanent Resident Cards. Other forms of identification will be discussed with applicant.  By providing us with your ID, you agree to allow us to scan, photocopy, and upload a copy of such ID for verification purposes and to maintain a copy, subject to the terms of our Privacy Policy and applicable laws.
• Credit Check:  You must not have any open bankruptcies, past due accounts, non-telecommunication utilities accounts with balances over $200.00, or collections over $1,000 (excluding medical collections and student loans). Any open bankruptcies, past due accounts, or utilities balances over the permitted thresholds may result in a Declined Application.  Thresholds for delinquent accounts are subject to change.
• Rental History: Your rental history may be verified for compliance with previous landlord policies, if applicable in your jurisdiction. Further, poor rental payment history (such as unpaid debts to previous landlords, eviction filings, or eviction judgments) may result in a Declined Application.
• Income Verification: Applicants must have a combined gross income of at least three (3) times the monthly rent.  Proof of income must be supplied based on your type of income source. Additional requests may be made after submission of initial income information to substantiate income requirements and employment. If we have additional requests to assist with verifying income sources you have provided, you will have 48 hours to provide such additional information from the time requested for the Application to progress.  Not providing timely information or documents as requested will stall the Application and may impact the unit reservation.  If the total combined gross income from all available sources does not meet the three (3) times the monthly rent threshold, this may result in a Declined Application.  Please review the following types of income sources and required documentation.

1. Income Requirements

• Four (4) current and consecutive paystubs from the last 4 weeks or 8 weeks if paid biweekly. 

• Employer offer letter or letter of intent if the applicant has not started their employment

• Employment verification letter directly from employer

2. Self-Employed Applicants

• A copy of the previous year's tax return and three (3) recent personal bank statements

• Financial projection letter from a Certified Public Accountant

3. Retired Applicants

• Recent Social Security statement

• Recent pension/retirement statement

4. Student Applicants

• Proof of financial aid assistance for housing from educational institution

• Guarantor information (NOTE: All guarantors must also apply)

5. Other Verifiable Funds

If you have other types of funds, please provide copies of any of the following:

• Qualified liquid assets (checking, savings, money market) - covering three (3) most recent months of statements

• Home Sales – Fully executed closing or settlement statement

• Trusts - Document showing proof of ownership of funds

• Investment Accounts – covering three (3) most recent months of statements

• Proof of voucher issued by Federal, State, Local, Non-Profit or other Subsidized Programs, including Social Security Disability Insurance Benefits. 

• Criminal History: A criminal background check will be conducted on each applicant and occupant 18 years or older. Your Application may be Declined based on activity that would threaten the health, safety, or right to enjoy the property by other residents, property owners, employees, vendors or any other affiliated parties. Depending on the applicable laws in the Eagle Rock Community jurisdiction where you are applying for residency, the criminal offense which is disclosed in the criminal background check, and the length of time following such criminal conviction, an Application may be Declined. For example, certain felony convictions for crimes against persons or property may result in a Declined Application.  Further, a Declined Application may result from an applicant or occupant being subject to a lifetime registration requirement program under the applicable state sex offender registration database. 

Before your Application is Declined on the basis of a criminal record identified in the criminal background check, we will notify you of the proposed action to decline your Application along with a copy of the criminal background check report. You have an opportunity to dispute the relevance and accuracy of that report within five (5) calendar days from your receipt of our notice to you. If we do not receive a response from you within the allotted time, your Application will be Declined.

Copies of Screening Reports

All reports we receive regarding the foregoing screening criteria will be mailed to you by our third-party vendor after the screening process is completed. If you have not received a copy of the screening report within thirty (30) days of receipt of your screening result decision, have any questions, or find discrepancies upon reviewing your copy of the screening report, please contact our vendor, AmRent, Inc., directly at (888) 898-6196 or in writing to: AmRent, Inc., Consumer Assistance, PO Box 530091, Atlanta, GA 30353, if you would like to discuss the report. 

Application Falsification

Providing false information will result in your Application being Declined, and all deposits/fees may be retained as liquidated damages.

Final Application Review

Applications will not be processed until all documents, deposits, and fees are submitted.

Each applicant must submit the necessary documents in an approved format with the Application.  If additional requests are made to assist with verifying information or documents provided in connection with the Application, applicant must provide the additional information or documents within the time requested to formalize the decision. Not providing timely information or documents may stall the Application and you may risk losing the opportunity to lease the unit you reserved.

If your Application is not finalized and your lease is not executed within 30 days of applying, you must reapply and pay all applicable fees, following state laws.

Approved Applications

If your Application is Approved, you will receive a letter that must be signed within 24 hours confirming your acceptance and outlining the next steps. Delaying your response could result in your Application becoming stale and may allow the next qualified applicant to be considered for the apartment that was reserved for you originally.

Conditionally Approved Applications

If the screening result comes back as Conditionally Approved, additional information or documentation may be requested to further consider your Application.

Declined Applications

If your screening is Declined, we reserve the right to provide an email transmission with your adverse action notice, in writing, and where applicable by law. You will have the opportunity to dispute and contact our screening agency directly upon receipt.

If you have a voucher or subsidy that covers 100% of your rent, your Application will not be Declined based on your income qualifications. However, failure to meet other screening criteria may result in a Declined Application.

Consent to Receive Text Messages

As part of the Application process, Applicant agrees to receive SMS text messages from or on behalf of Eagle Rock at the telephone number provided by applicant, which may include communications from Artificial Intelligence (“AI”). SMS text message fees may apply.  Applicant may revoke consent to receive SMS text messages at any time by opting out through the option provided in the SMS text message or by contacting us via e-mail at: privacy@eaglerockmanagement.com or by writing to us at: Eagle Rock Management, LLC, Attn: Privacy Office, 1670 Old Country Road, Plainview, NY  11803.  Opting out of receiving text messages does not have any effect on the Application screening result.

Pet Policy

Pet acceptance varies by Eagle Rock Community, please refer to the property specific webpage or to the onsite leasing team to discuss the pet policy formally. Pre-approval is required, along with applicable fees, deposits, and pet rent.  Breed restrictions may apply.  Visiting pets and exotic animals are not allowed. 

Renter’s Insurance

All residents in Eagle Rock Communities are required to always carry valid renter’s insurance throughout their tenancy. Third-party insurance policies must abide by the requirements listed in the lease agreement. Leaseholders may opt to purchase a renter’s insurance policy through our third-party partner, which may be paid with your rent.  Access to the unit will not be provided until compliance with this insurance requirement is met. Failure to maintain compliance with the insurance requirement throughout your tenancy may result in forced placement and/or fines applied to your account.

Additional Policy Requirements Based on Jurisdiction

New Jersey Properties

• For applicants at our New Jersey properties, we will initially review your Application and screen for credit, evictions, and conditions in accordance with the New Jersey Fair Chance in Housing Act, N.J.S.A 46:8-52 to 64 (FCHA).
• Criminal screening will not occur unless the initial screening is considered Conditionally Approved.
• Before making a conditional offer of housing, we may only consider whether an applicant has a conviction for the manufacture or production of methamphetamine on the premises of federally assisted housing, or whether an applicant has a lifetime registration requirement under a state sex offender registration program. We will not consider, or request from an applicant or any other person or entity, any other information about an applicant’s criminal history as part of the Application process until and unless a conditional offer of housing has been made.
• Convictions requiring registration under the Sex Offender Registration Act, or a similar act may result in disqualification even if the conviction occurred more than three (3) years prior to your Application.
• If a Certificate of Occupancy is required by the City, Township, or Local Authority, the corresponding fee will be due at the time of Application approval.

New York Properties

• If you have a bona fide copy of a credit check and background check which was completed within thirty (30) days of the date of your Application, please submit these documents to us and we will not charge any credit check or background check fee.
• We will conduct a rental history verification.

Pennsylvania Properties

• For applicants at our Pennsylvania properties, we will not deny your Application based on an eviction record or solely on your credit or screening numerical score falling below a specific threshold, or if these items were affected during COVID-19 emergency periods.
• Acceptance or denial of your Application will involve a review of your Application and conducting an individualized assessment based on uniform screening criteria.
• If your Application is Declined, you may dispute or request reconsideration in writing within 48 hours. You then have seven (7) business days to provide evidence, which we will review for errors in information used for denial or mitigating circumstances showing tenancy.
• If a Certificate of Occupancy is required by the City, Township, or Local Authority, the corresponding fee will be due at the time of Application approval.

Privacy Policy

You agree to the terms of our privacy policy https://www.eaglerockproperties.com/privacy-policy