Current through Register Vol. XLI, No. 50, December 13, 2024
Section 189-2-5 - Data collector checklist The best way to maximize your data collection procedure is to develop a set routine and follow it through on each card.
5.1. First step -- front of card: 5.1.1. Check parcel or routing number to the field map.5.1.2. Enter class of property.5.1.3. Check card number.5.2. Second step -- interior inspection:5.2.1. First floor: 5.2.1.1. Ownership at the door.5.2.1.2. Inquire as to the date structure was erected and/or remodeled.5.2.1.3. Number of rooms and baths.5.2.1.4. General interior construction information.5.2.2. Basement: 5.2.2.1. Type of basement.5.2.2.2. Type of heating.5.2.2.3. Area of finished basement.5.2.3. Upper floors: 5.2.3.1. If the dwelling has an attic, check the degree of finish (part of full).5.2.3.2. Other story heights -- always inspect if invited or if inspection is necessary to verify your listing.5.2.4. Conclusion. -- Check for sales, rental, remodeling or construction information.5.3. Third step -- exterior inspection. 5.3.1. Measure accurately.5.3.2. Balance the sides of the sketch.5.3.3. List all out-buildings accurately.5.3.4. Check entire card for completeness.5.4. Inspection and entry policy.5.4.1. General: It is a responsibility of our work that all property owners be given the opportunity to allow inspection of their property. Certainly it is their right to permit this inspection or not permit it. As a representative of the assessor's office, you should be aware of your professional responsibility to: 5.4.1.1. Properly identify yourself.5.4.1.2. Tactfully explain your purpose.5.4.1.3. Ask permission to inspect and insure that the property owner's record is complete and accurate.5.4.1.4. Conduct your work in a polite, businesslike, efficient and professional manner.5.4.2. Specific instructions: 5.4.2.1. Approach. a. Make sure you have the correct card ready for the property.b. While approaching the house, mentally note the nature of the property to remind yourself of pertinent questions about the property.c. Complete land side of card prior to entering the house.d. Have your I.D. card ready. Do not attempt to contact or enter the property without it! If you lose your card, see your supervisor immediately.e. People respond positively to being called by name. It distinguishes you from a door-to-door salesman. So, be ready to greet the occupant by name.f. Go directly to the front door or the entrance apparently used by the occupants.5.4.2.2. Contact. a. Ring doorbell or knock firmly.b. Take a step back, away from the door. People are unlikely to open to door to a stranger if he is close enough to pounce on them.c. When the occupant answers, verify ownership at the door. Example, "Good Morning! Are you Mrs. Cooper?" Answer could be "No, I am not." (Renter) Respond. "Oh, I see. Is this the Cooper property?" Answer will be, "Yes, it is". Respond. "Good!"5.4.2.3. Introduction. a. Give a short, factual statement identifying yourself, your purpose in calling and closing with a request to inspect.b. Example: 1. Identify yourself: "My name is Mary Jones." 2. Who do you represent: "I work for the county assessor and we are conducting a revaluation of the county."3. Verify your credentials: Show your I.D. card and say, "I am required to show my I.D. card to you."4. State your purpose: "I have been requested to ask your permission to briefly see the inside of the property to be sure we have the correct information about the property, so no error is made in your property valuation."5. Ask permission tactfully: "May I come in for a few moments and ask you some questions about the property? Would that be alright?"6. Important: Do not enter the house unless the occupant clearly indicates their approval. Make them say yes or no!7. Typical objections: "Do I have to let you in?" Answer: "No, Mrs. Cooper, but it would be to your advantage by making sure that no error is made." "I'm very busy now." Answer "I should only take a few minutes, Mrs. Cooper." "How can I be sure you are who you say you are?" Answer: "My name is registered with the police and the assessor's office. I would be happy to give you the phone number so you could call while I wait outside." "My husband is not home." Answer: "Yes, I understand, Mrs. Cooper, but I am sure the owner would prefer the inspection be made to be certain the valuation is correct. In any case, I will wait outside while you call the owner for permission, if you wish."c. Summary - Introduction: 1. Remain polite at all times.2. Remind yourself to communicate in a friendly, clear, brief manner.3. Don't joke with or tease people.4. Don't be defensive -- you have no reason to be ashamed of your work.5. Don't be aggressive -- you are not a policeman with a search warrant. You are there to ask permission to inspect.5.4.2.4. If entrance is refused. a. For many reasons, many of them perfectly legitimate, the owner may decline to permit entry. The owner may simply say, "No, I would rather not let you in the house," or may have difficulty in saying no, and simply pose numerous objections. The rule of thumb is that when the owner makes more than three (3) objections or rebuttals which you answer, recognize that they don't want to let you enter (their prerogative) and are having trouble saying no. Whichever occurs (it will be a small percentage) go to the next best course in securing accurate data about the property.b. Ask the property owner if they would help you out by answering some questions at the door. Example: "I see, Mrs. Cooper. Well if you would prefer I would not come in, I could ask you a few questions about the property here. Would that be alright?" Most persons will agree with little objection.c. Ask the most pertinent questions about the interior features and sales data, thank them, and ask if it would be alright to measure the outside (almost never refused).d. Be certain to mark the card with the proper entry code.5.4.2.5. If the owner refuses entry or information at the door:a. Thank them for their trouble -- Example: "I see, well would it be alright to just measure outside of the house?"b. Generally, the permission is always granted -- thank them and measure the exterior quickly. Example: "Thank you, Mrs. Cooper, sorry to have troubled you, have a nice day."5.4.2.6. If the owner refuses permission to measure or list (much less rarer than you may think): a. Excuse yourself immediately.c. From the sidewalk -- estimate the interior and exterior based on outside observation, similar houses in the area and common sense.d. Mark your card with the proper entry code.e. Report all refusals to your supervisor.5.4.2.7. Summary -- Do's and don'ts of entry procedure:a. Don't -- Discuss taxes, property values or rentals; argue with anyone you contact about any issue; joke with or tease the people you contact; badger people;b. Do -- Be courteous and respectful at all times; always show your I.D. card; conduct yourself as a professional;5.4.2.8. Special circumstances -- a. Minors only present -- Do not under any circumstances enter the house. Proper action is simply to: 1. Ask if their parents are home.2. Ask the child to tell their parents someone is at the door.3. Do not enter until an adult gives permission.4. If no adult is present, excuse yourself and reschedule for a callback. -- Do not measure the house.b. Illness or death in the family:1. Excuse yourself and ask if it would be alright to recall at another time.2. Establish a definite recall time in accordance with your callback policy.3. In most cases, it will be alright with the owner to permit exterior measurements. Ask first!4. Temporarily estimate interior.5. Don't forget to recall.5.5. Interior inspection. 5.5.1. All of the foregoing has been directed toward gaining entry. Following is a standard guideline on how to inspect, quickly, efficiently, courteously and thoroughly.5.5.2. Situation example -- The data collector has entered the house and is standing inside the front door. 5.5.2.1. Have a definite question -- place to go, immediately after entrance. If the data collector does not direct the process, the owner may start a one-sided conversation, complicating the process and wasting time. Examples: "Is there a basement, Mrs. Cooper?" "May we see it briefly?" or "Is the kitchen at the rear of the house? May we start there?"5.5.2.2. Turn the property record card over to the building side and use it as a guide or checklist during your inspection.5.5.2.3. Do not write on the card while in the house. This simply creates a defensive attitude in the mind of the owner and complicates your task.5.5.2.4. Don't go anywhere inside the house unless accompanied by the occupant.5.5.2.5. Don't open any doors or enter any rooms without asking permission.5.5.2.6. While going through the house mentally note pertinent interior features, such as: e. Additional plumbing fixtures.f. Recent kitchen, bathroom or general remodeling g. Size and finish type of basement.h. Heating - system type.k. Recreation room - finished basement area.l. Woodburning or other fireplace.5.5.2.7. At some point during the inspection, tactfully inquire about: a. The approximate age of the house.c. If owned five (5) years or less, establish purchase price, what included, time of sale, conditions and terms of sale. Examples: Data Collector -- "May I ask what the purchase price was? Owner -- "What do you want to know that for?" Data Collector -- "The information is used as a guide in noting values within this area." Owner -- "I think we paid $85,000." Data Collector -- "I see, do you recall when you purchased the property?" Owner -- "June of last year." Data collector -- "Were there any items included with the sale other than the house and lot, as perhaps other lots, furniture, other personal property?" Owner -- "No, just the house and lot." Data Collector -- "Did you purchase the property on the open market, or through the family?" Owner -- Typical answers could be "We bought my mother's estate" (not valid) or "We brought it from my father" (not valid) or "We bought it through a realtor."d. Recent remodeling or changes since the purchase. Example: "Were there any significant changes since you brought the property?"e. In cases of obvious remodeling, ask: "When was the house last remodeled?" "What was done?" "Do you recall the approximate amount it cost?"f. If rented - ask the amount of rent, utilities furnished by the owner, lease term (one (1) year, month-to-month, etc.)5.5.2.8. the age of the house is a question best reserved for the end of the inspection as it usually generates a fair amount of discussion. A good approach is "Well, I believe I am about done now. By the way, Mrs. Cooper, do you recall the approximate year the house was built?"5.5.2.9. Close the inspection quickly and tactfully. a. Say something like "I believe that about does it, Mrs. Cooper."b. Thank the owner for their cooperation.c. Move toward the door and leave.d. As you are leaving, thank the owner again and mention you will be outside the house for a few minutes taking some measurements.5.5.2.10. In all cases -- a. Be sure to inspect all portions of the structure if invited or asked to do so by the owner.b. Make note in the memoranda area of any unusual circumstances:1. You feel are significant and cannot be effectively noted elsewhere on the card; or2. The property owner brings to your attention and wishes noted.5.5.2.1. Once outside the house: a. Systematically enter the correct data.b. Measure the structure and complete the sketch.c. Recheck the complete card before leaving the property.d. If an omission is detected, don't guess, reknock on the door and ask! That is the way professionals work!