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OCAR MLS Policies/Procedures
A. Association Timeline for Listings, Changes, Photos, E-mails
and Previews
• Entry into the MLS system by MLl. Staff is guaranteed within
24 hours or by the next business day.
• Preview requests submitted after the established deadlines
will be entered in whatever time period the MLS workload permits
as submitted by date and time.
• At least one photo of the building's exterior is mandatory for all listings and must be submitted
within seven (7) days of listing.
• Agent email address must accompany all listings by that
agent on MLS
B. Probate Listings
Probate Listings may be submitted to the MLS. However, the remarks
section must include the following statement: “This is a probate
listing and sale is subject to court approval of the commission
with the exception of Independent Administrator System Executive
(IASE).”
C. Short Sales
Short sale listings may be submitted to the MLS. The remarks section
must include the following statement: “This is a short sale
and sale is subject to lender approval of sales price and commission.”
D. Listing Data Information Sheet
• Square Footage: It is recommended, but not required, that
the listing office publish a disclaimer on flyers indicating that
if square footage is of material importance to the buyer, they should
request a third party professional to verify the square footage
information.
• Cancellation of Listings: Only the Broker or authorized
designee of an office may cancel or withdraw a listing from the
MLS system. Association staff is not permitted to perform this function.
(Revised Sep-00)
• Cancellation of Listings: A listing cannot be canceled and
re-loaded by the same agent ID for a period of 30 days. (Adopted
Oct-04)
• Zapping Listings: A listing cannot be “zapped” for any purpose other than Administrative. (Adopted 10-04)
• Fax Changes on Association-Loaded Listings: The MLS will
accept FAX or emailed changes, signed by the broker or authorized
designee, for Association-loaded listings. No phone instructions
from agent will be accepted.
E. Reciprocal Listings
The Association will provide the proper forms, fee schedules, key
information, and Letter of Good Standing for members that wish to
add reciprocal listings to an outside MLS. It is the agent’s
responsibility to notify the reciprocal Association/MLS of status
changes and sale information.
• Accepting Copies of Listings: The MLS can accept a “copy”
of a listing as long as it has an original broker’s signature
on the “copy.
• FAX Listings: The MLS can accept FAX listings and charge
to office accounts. The Agent must complete all required fields
before the listing can be entered into the database by MLS staff.
F. Preview Policy
• OCAR REALTOR® and Affiliate members may attend any/all
Preview and Marketing meetings as a benefit of membership. MLOs
pay $10.00.
• Member Participants of weekly marketing meetings shall select
their own chairpersons. (Revised Sep-00)
• REALTOR® members of other Associations may attend Preview
and Marketing meetings at no charge. (Adopted Sep-02)
• REALTOR® members who wish to have an ad for their property
attached to the Preview sheet may do so at a charge of $50 per ad.
MLOs and REALTOR® members of other Associations pay $100 per
ad. (Adopted Oct-02)
• Only real estate licensees (REALTORS® or MLOs) are authorized
to present listings at Preview Meetings.
• Previews shall observe the time frame of each Marketing
Session. (Adopted Oct-04)
• The agent or representative must attend all occupied Previews
that are advertised on the Association Preview List. Vacant land
and residential income properties are excluded. (Adopted Oct-04)
G. Broker Phone Number/Display
A Broker’s office telephone number is required to appear in
the agent roster, on all listings, and in the internal membership
system. Neither MLS nor Association staff has the authority to change
Broker telephone number. (Revised Jul-02)
H. Citation Enforcement Policy
In accordance with Section 14.3 of the MLS Rules and Regulations,
the following violation policy has been established.
• Violations Covered (but not limited to):
- Active listing w/out valid Listing Agreement
- Duplicate listing by same agent.
- Late entry of new listing (after 24 hours)
- Late reporting status change (after 24 hours)
- No photo on listing
- Property listed by non-MLS member
- Incorrect selling information
- Incorrect status
• Fines for Violations: The MLS Committee has the authority
to generate letters to potential violators of the MLS Rules and
Regulations in response to written member complaints.
(Adopted Oct-01)
- First Offense – Letter of Warning
- Second Offense - $100
- Third Offense - $200
- Fourth Offense - $500 (the increased fines are applicable to a repeat
of the same offense during a twelve month period.)
• Time Requirement: MLS Rules deadlines are 24 hours only.
• Responsible Party: MLS Broker Participant or designee as
authorized in writing by the MLS Participant. A copy of the Association’s
MLS Rules and Regulations will be sent to the Broker whenever a
violation occurs involving one of their agents.
(Adopted Sep-00)
• Fines Due: All fines are due within 15 days of receipt of
citation.
• Hearings: Hearings will be processed in accordance with
the MLS Rules and Regulations and CAR Ethics and Arbitration Manual,
current edition.
• Non-response: If MLS Broker Participant does not pay fine
and/or respond to the citation letter, processing of the MLS complaint
under the procedures as outlined in the CAR Ethics and Arbitration
shall commence.
Second and third offense fines may be applied to same individual
MLS subscriber/user for the same violation within a 24-month period.
The graduated fine schedule is not meant to penalize the MLS Broker
Participant of a large office who might have different individual
agents found in violation of the same rule, nor would it penalize
the MLS user affiliated with a large office who might happen to
be the third offender within that office.
Any member who would like to dispute a fine must submit a request
for review of the fine to the MLS Committee, which will make a recommendation
to the Board of Directors.
(Adopted Jan-02)
I. Multiple Listing Service Fee
The Board of Directors will review MLS fees on an annual basis as
part of the budget process.
J. Release of Confidential MLS Information
The MLS staff will not release information regarding the expiration
date or any other confidential information pertaining to the listing.
Only the authorized listing broker and/or sales agent may request
such information and must make their request in writing or in person
at the Association office with appropriate identification.
K. Use of the Association Computer
Agents may use the Association’s computer for MLS searches
only. Usage limit is thirty (30) minutes per day per agent.
L. SoCalMLS Electronic (e-mail) Policy
The electronic mail functions contained in the Tempo MLS System
are to be provided to all members of Associations of REALTORS®
who have active public/private IDs with which to access the system.
All e-mail messages must be related to the operation of a real estate
company, Association of REALTORS®, or the operation of a committee
of an Association of REALTORS®. E-mail messages not permitted
include, but are not limited to:
• General or Personal Mail – that relates to items ordinarily
considered part of the MLS system. Personal/General Mail shall not
be used for advertising individual listings, listing information
or changes to listings. (NOTE: The Area Mail function should be
used for transmission of information relating to individual multiple
listings.)
• Advertisements: Includes but is not limited to:
- Political Ads (both civic and Association)
- Ads or solicitations for other businesses (i.e. home inspection)
- Affiliate Ads
- Ads for personal items (i.e. cars, lockboxes, refrigerators, etc.)
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