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?.? Contact Date field in TEAPOTS to record the actual date on which the complainant first contacts the FHAP agency or FHEO, whichever is earlier, to inquire about filing a housing discrimination complaint. FHAP agencies will be required to comply with the following procedures with respect to documenting a complainant's initial contact. :Foi• cases initially filed with a FHAP agency, the agency must: Maintain records of each complainant's initial contact with the agency, including records of all telephone, e-mail, letters, and in-person contacts, Place the original record of a complainant's initial contact, or a copy of that record, in the case file under the complainant's evidence section of the file, consistent with the requirements of Chapter 10 of the Title VIII Manual, and • Ensure that the Initial Contact Date field in TEAPOTS reflects the earliest date of contact referenced in the case file. Complaints Initially Filed with FHEO For complaints initially filed with FHEO, FHAP agencies: Must ensure that the Initial Contact Date field in TEAPOTS reflects the earliest date of contact referenced in the case file refened to the ]qHAP agency by FHEO. Must not change the date that FHEO entered in the Initial Contact Date field in TEAPOTS if records contained in the case file received from FHEO reflect a later date of contact by the complainant. If FHEO has entered an initial date of contact in TEAPOTS that is earlier than any contact date referenced in the case file, the FHAP agency must contact the FHEO Regional or Field Office that referred the case to obtain any records of contact that may have been omitted from the case; file. FHAP agency Cooperative Agreements wil] be modified to require compliance with these requirements, and FHEO Regional and Field Office Staff will evaluate compliance with these requirements during the annua] pei-formance assessments of FHAP agencies. Test calls will periodically be made to determine whether FHAP agencies are maintaining appropriate documentation of complainants' initial telephone inquiries. Failure to comply with these requirements for accurately documenting initial contact data in TEAPOTS may result in reductions in the payments that FHAP agencies i-eceive for investigating complaints. 7Entering correct initial contact data in the TEAPOTS system is essential to FHEO's ability to monitor the timeliness of FHAP agency investigations. CAPACITY BUILDING AGREEMENT