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1600 Validating an Address in CLASS

1610 When and How to Validate an Address in CLASS

LPPH October 1, 2013

Policy

Licensing staff complete the address validation process in CLASS to ensure that addresses entered into CLASS conform to the standards of the United States Postal Service (USPS).

Except for addresses entered as part of an intake or investigation, Licensing staff must attempt to validate all location and mailing addresses stored in CLASS, including the addresses found on the following pages:

a.   Main page for all operations

b.   Application page for all operations

c.   Exemption Requests & Background Check Only Entities

d.   Illegal Operation

e.   Controlling Person Details

f.    Governing Body Designation

g.   Administrator Details

h.   Background Check – Person Details

i.    Agency Home

Procedure

Licensing staff must select Validate Location Address or Validate Mailing Address each time a location address or mailing address is entered for the first time or is updated in CLASS.

After selecting the appropriate validation button, Licensing staff are given the following options:

a.   Accept the USPS standardized format, if one is found

b.   Correct the address and re-validate

c.   Use the address which was originally entered and explain the reason the address is not validated in the text box Reason Location Address Not Validated or in the text box Reason Mailing Address Not Validated.

If a USPS standardized address is found, CLASS displays a Validated status for the address.

If a USPS standardized address is not found, CLASS displays a Not Validated status for the address.

1620 Addresses That Are Not Validated

LPPH October 1, 2013

Policy

In some cases, the United States Postal Service (USPS) does not return a valid address when Validate Location Address or Validate Mailing Address is selected.

The reasons that a validated address may not be returned include, but are not limited to, the following:

a.   The location address is an area of new construction.

b.   The location address is in a rural area.

c.   USPS cannot determine in which county the address is located.

d.   The address that was entered is incomplete or otherwise incorrect.

1621 When a Validation Check in CLASS Does Not Return a Valid Address

LPPH October 1, 2013

Procedure

If, after entering an address in CLASS and selecting Validate Location Address or Validate Mailing Address, a validation check does not return a validated address, Licensing staff contact the applicant or operation to determine whether the address is correct.

If the address is not correct, Licensing staff:

a.   obtain the correct address;

b.   enter the correct address in CLASS; and

c.   attempt to validate the address again.

If the address is correct, Licensing staff:

a.   attempt to determine why the address may not be recognized as correct;

b.   accept the address in CLASS, even though it is not validated; and

c.   enter in the text box Reason Location Address Not Validated or the text box Reason Mailing Address Not Validated the reason that the address may not be recognized as correct and the date the reason was entered.

See 1630 How to Enter a Valid Address.

1622 When an Address That Is Not Validated Is Submitted Through the DFPS Public and Provider Website

LPPH October 1, 2013

Procedure

If a provider submits an address with a Not Validated status through the DFPS Public and Provider website, Licensing staff contact the applicant or operation if:

  •  the reason that is entered in the text box Reason Location Address Not Validated or the text box Reason Mailing Address Not Validated is not clear; or

  •  the address appears to be obviously incorrect.

If the address is not correct, Licensing staff:

a.   obtain the correct address;

b.   enter the correct address in CLASS; and

c.   attempt to validate the address again.

If the address is correct, Licensing staff:

a.   attempt to determine why the address may not be recognized as correct;

b.   accept the address in CLASS, even though it is not validated; and

c.   enter in the text box Reason Location Address Not Validated or the text box Reason Mailing Address Not Validated the reason that the address may not be recognized as correct and the date that the reason was entered.

See 1630 How to Enter a Valid Address.

1623 Routinely Attempting to Validate Addresses Not Validated in CLASS

LPPH October 1, 2013

Policy

Because the USPS system is routinely updated with new addresses, a Licensing inspector must attempt to validate an operation’s location or mailing address at each monitoring inspection, if either address has a status of Not Validated. See 4171 Discussing the Results of an Inspection.

1630 How to Enter a Valid Address

LPPH October 1, 2013

Policy

Licensing staff must enter only valid addresses in the Location Address and Mailing Address fields in CLASS.

The address fields must not contain the following types of information:

a.   Phone numbers

b.   Directions

c.   More than one address

Procedure

Licensing staff do as follows when entering an address:

a.   Spell out uncommon abbreviations.

      Examples of abbreviations that must be spelled out include the following:

  •  Any variation of County Road (such as CR, CNTY RD, VZCR, CO RD, ACR)

  •  State Highway (ST HWY)

  •  Private Road (PR)

b.   Enter only street numbers, street names, and P.O. boxes on the first address line.

c.   Enter only apartment, lot, suite, building, and trailer numbers on the second address line.

If an address does not validate, re-enter it as explained in this item and attempt to validate the address again.

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