Not all REALTORS® who subscribe to RMLS™ have an intimate familiarity of the RMLS™ Rules and Regulations. This is why the Data Accuracy staff work hard each day to reach out to subscribers and correct issues that have been spotted in listings or address other concerns called in by fellow REALTORS®.
As Data Compliance Manager I’m relatively new to RMLS™ but one of my roles is to educate subscribers about the RMLS™ Rules and Regulations in our ongoing effort to ensure data accuracy on RMLSweb.
One of the most basic questions our subscribers may ask themselves is this: what happens when a RMLS™ subscriber breaks one of the RMLS™ Rules?
The answer depends on the rule, and whether a formal complaint was received. There are two types of issues that get sent to us. The most common of these is done using the report issue button that is found on the listing in RMLSweb, calling the RMLS™ Help Desk, or sending an email to rules@rmls.com. This is an anonymous process and is helpful to us in identifying errors on listings as well as rules violations.
The second type is the formal violation. A formal violation is not an anonymous process and involves accusations of rule breaking that could carry a sanction. These are far less common but we take them very seriously when they happen. Between January and July 2017 RMLS™ had received six formal violations. All of them were regarding various misuses of a lockbox (Section 5.1.l. Lockbox Access). Of those, three were for not following showing instructions, two were for entering a property while it was in pending (PEN) status and the last was for using it, the lockbox, for something other than real estate business. The six violations were reviewed by the Rules Committee and a total of $1,350.00 in fines were sanctioned. In one case, lockbox privileges were suspended.
The RMLS™ Rules and Regulations Committee has requested that reports about the number of formal violations, the type of violation, and the result get shared periodically with subscribers. RMLS™ will be reporting updates throughout the year, so keep watching for these reports throughout the year!
Ask Technical Terry is a series RMLS™ aims to offer once a month. RMLS™ subscribers will drive the content—submit any question about RMLS™ to Technical Terry in the comments or by emailing communications@rmls.com. Don’t be shy—we won’t identify you by name.
Dear TT,
I am SOOOOOO frustrated! I was watching a property using the new Watch List feature on RMLSweb. I have a client that was interested in purchasing it if it ever hit the market again. Well I found out today that not only did it come on the market but it’s already pending! What gives? Why was I not notified? I have a very upset buyer!
Watching for Nothing
Dear WfN:
You did not mention how you were watching the property—MLS number or Tax ID—but based on what happened, I suspect that you were watching the MLS number for an off-market record of the property.
The way Watch List works, it’s looking for activity on either the MLS number or Tax ID. Since the MLS number you were watching was off-market it would never have any additional activity to trigger a Watch List notification. You should always watch the Tax ID number if the property is in some off-market status. That way if the property is relisted, you will be notified immediately.
Sorry to hear about your lost sale, WfN! Now that you know the crucial difference between watching a MLS number and a Tax ID, I’ll bet you’ll never have this issue again.
Technical Terry
Hello Technical Terry-
The other day I got my very first Watch List notification—a property on the Oregon Coast that had just gone on the market. The only trouble is, I don’t know why I was watching it! Was I just testing the system? Was it for a past client who was looking for a vacation home? Was it for a prospective client? I just don’t remember! Can RMLS™ help?
Laurie in LO
“L-O,” Laurie! (See what I did there?)—
One enhancement request we’ve heard from more than a few RMLS™ subscribers is to add a notes field for each Watch List item. Any notes the user enters could help jog his or her memory about why the property is on the list. If the Tax ID number you’re watching comes back on the market in two years (or more!), will you remember why you were interested in it? Other RMLS™ subscribers have expressed their desire for some kind of reference point.
Our development team has been super busy lately with the RMLSwebforms change project and the new mapping module but once they get some breathing room I suspect you’ll see this feature added to Watch List.
Terry on the WWW
Greetings, Technical Terry:
I’m new to RMLS™—I just moved to the Portland area from Arizona. Can you tell me about how the rules are different at RMLS™ compared to the market where I spent the last ten years? One of my coworkers told me that branded tour videos aren’t allowed on RMLSweb which is much different than what I’m used to. Where do I start to learn how things work in my new market?
Eager Beaver
Greetings, Eager Beaver:
Welcome to the Pacific northwest! And what a refreshing, proactive approach to learning about your new market. It’s true, Section 3.24 of the RMLS™ Rules and Regulations prohibits personal advertising and branding in listing information, which includes video and virtual tours—so your education is already underway.
If you’re specifically looking for a rundown on RMLS™ rules, I’d recommend attending the RMLS™ Rules and Regulations class offered at RMLS™ offices. If one of the scheduled classes is inconvenient for you, RMLS™ trainers can also come to an office meeting to present a class! Just email training@rmls.com or call (503) 236-7657 to set up an appointment.
Even after you take the class the RMLS™ Data Accuracy team is here to help you navigate the RMLS™ Rules and Regulations. They field questions from RMLS™ subscribers every day about the rules and the listing data on RMLSweb. They can be reached via email at dataaccuracy@rmls.com or call (503) 236-7657.
That should be enough to get you started, Eager Beaver, but I would be remiss if I didn’t gently suggest having a thorough read of the RMLS™ Rules and Regulations yourself to see what you find. A direct link to the document can be found on the RMLSweb desktop page under the Links menu in the left sidebar. You’ll be an expert on your new market in no time!
Ask Technical Terry is a series RMLS™ aims to offer once a month. RMLS™ subscribers will drive the content—submit any question about RMLS™ to Technical Terry in the comments or by emailing communications@rmls.com. Don’t be shy—we won’t identify you by name.
Dear TT,
I am SOOOOOO frustrated! I was watching a property using the new Watch List feature on RMLSweb. I have a client that was interested in purchasing it if it ever hit the market again. Well I found out today that not only did it come on the market but it’s already pending! What gives? Why was I not notified? I have a very upset buyer!
Watching for Nothing
Dear WfN:
You did not mention how you were watching the property—MLS number or Tax ID—but based on what happened, I suspect that you were watching the MLS number for an off-market record of the property.
The way Watch List works, it’s looking for activity on either the MLS number or Tax ID. Since the MLS number you were watching was off-market it would never have any additional activity to trigger a Watch List notification. You should always watch the Tax ID number if the property is in some off-market status. That way if the property is relisted, you will be notified immediately.
Sorry to hear about your lost sale, WfN! Now that you know the crucial difference between watching a MLS number and a Tax ID, I’ll bet you’ll never have this issue again.
Technical Terry
Hello Technical Terry-
The other day I got my very first Watch List notification—a property on the Oregon Coast that had just gone on the market. The only trouble is, I don’t know why I was watching it! Was I just testing the system? Was it for a past client who was looking for a vacation home? Was it for a prospective client? I just don’t remember! Can RMLS™ help?
Laurie in LO
“L-O,” Laurie! (See what I did there?)—
One enhancement request we’ve heard from more than a few RMLS™ subscribers is to add a notes field for each Watch List item. Any notes the user enters could help jog his or her memory about why the property is on the list. If the Tax ID number you’re watching comes back on the market in two years (or more!), will you remember why you were interested in it? Other RMLS™ subscribers have expressed their desire for some kind of reference point.
Our development team has been super busy lately with the RMLSwebforms change project and the new mapping module but once they get some breathing room I suspect you’ll see this feature added to Watch List.
Terry on the WWW
Greetings, Technical Terry:
I’m new to RMLS™—I just moved to the Portland area from Arizona. Can you tell me about how the rules are different at RMLS™ compared to the market where I spent the last ten years? One of my coworkers told me that branded tour videos aren’t allowed on RMLSweb which is much different than what I’m used to. Where do I start to learn how things work in my new market?
Eager Beaver
Greetings, Eager Beaver:
Welcome to the Pacific northwest! And what a refreshing, proactive approach to learning about your new market. It’s true, Section 3.24 of the RMLS™ Rules and Regulations prohibits personal advertising and branding in listing information, which includes video and virtual tours—so your education is already underway.
If you’re specifically looking for a rundown on RMLS™ rules, I’d recommend attending the RMLS™ Rules and Regulations class offered at RMLS™ offices. If one of the scheduled classes is inconvenient for you, RMLS™ trainers can also come to an office meeting to present a class! Just email training@rmls.com or call (503) 236-7657 to set up an appointment.
Even after you take the class the RMLS™ Data Accuracy team is here to help you navigate the RMLS™ Rules and Regulations. They field questions from RMLS™ subscribers every day about the rules and the listing data on RMLSweb. They can be reached via email at dataaccuracy@rmls.com or call (503) 236-7657.
That should be enough to get you started, Eager Beaver, but I would be remiss if I didn’t gently suggest having a thorough read of the RMLS™ Rules and Regulations yourself to see what you find. A direct link to the document can be found on the RMLSweb desktop page under the Links menu in the left sidebar. You’ll be an expert on your new market in no time!
Ask Technical Terry is a series RMLS™ aims to offer once a month. RMLS™ subscribers will drive the content—submit any question about RMLS™ to Technical Terry in the comments or by emailing communications@rmls.com. Don’t be shy—we won’t identify you by name.
Dear Technical Terry:
Can you tell me when I need to submit an Authorization to Exclude from MLS Addendum to RMLS™? I recently sent in a form and later learned it was unnecessary.
NRVOUS
Dear NRVOUS:
Don’t be afraid, you’re not the only person who has sent this form to us in error. It sounds like you’re familiar with the changes we recently made to the form, so you’re already ahead of the game.
If you have a signed contract and are not publishing the listing within 72 hours but still do want to market the property before that time, the Authorization to Exclude from MLS Addendum (Document #1260) is required. Complete the form and send it to RMLS™ within 72 hours of signing a listing contract.
There are other scenarios that would require this document to be completed as well, but it can be confusing. RMLS™ is here to help! Contact RMLS™ Data Accuracy at (503) 236-7657 or write us an email if you’re ever unsure about whether your situation requires submission of this form.
Technical Terry:
Why did RMLS™ redo the Office Exclusive form? As my uncle always said, if it ain’t broke, don’t fix it…
Donald in Sutherlin
Hi Donald—great question. My uncle always used to say time heals all wounds. He died of an infected bedsore at the age of 76. But I digress…
Vallerie reports that the name of the form itself was changed to better reflect what the form is being used for: when a seller is choosing to exclude their listing from RMLSweb. This could be the duration of the listing contract or a shorter length of time.
The look of the form also changed a bit, but the content is pretty similar. After each paragraph, the seller is asked to initial each point reflecting their understanding of each.
What’s the big idea behind these changes? The committee wants sellers to be informed about the value of listing their property on a multiple listing service, and precisely what they’re opting out of by signing the form.
Finally, Vallerie points out that because the title of the form changed, the RMLS™ Rules and Regulations and listing contracts for Oregon and Washington were also updated to reflect the new title.
The other night I was checking out some Agent Fulls on RMLSweb and clicked on the listing agent’s name. A box came up with the agent’s name, contact information…and their photo! How did they get their photo to display on the report?
Peanut Butter and Jelly Jacqueline
Hello PB+JJ:
It sounds like you may have missed the RMLSweb roster improvements we made back in January. Uploading an agent photo as part of your roster information is so simple, you might be embarrassed when I tell you how to do it. Navigate to User Preferences—get there by clicking on your name on the upper right corner of RMLSweb.
Choose the tab on the left that says “My Photo.”
Then click Browse to select the photo file, and click the Upload button to finish. Voilà! Your photo will appear whenever agents click your name in an Agent Full or search for your roster information.
We’d love to see a sea of friendly REALTOR® faces on RMLSweb, so get that photo uploaded! Thanks for your question, PB+JJ.
Ever find an under construction listing on RMLSweb and wonder why an actual home appears in the photographs? Ever show an empty house and wonder where all the furniture in the listing photos went? We’d like to help.
RMLS™ will release a new feature Monday, August 22nd, designed to help clarify listing photos uploaded to RMLSweb. Two types of photos will now require watermarks: photos with virtual staging, and photos of a model home.
Photos that are virtually staged include furniture and other items that have been added electronically to a photograph. Under construction or proposed listings that feature an actual built house in photographs are not an exact representation of the listed property, and as such will need to be flagged as a sample image.
If you have a listing with either or both of these features, you can set the watermark(s) in Listing Load on RMLSweb. Open the photo loader, and check the appropriate box(es) in the right hand corner. Don’t forget to save the changes.
Checking these boxes will create watermarks on listing photos that read “virtually staged” or “sample image,” eliminating confusion about the photographs.
Saving a photo with checkbox(es) marked permanently alters the image stored on RMLS™ servers. This means if you accidentally add a watermark in error, you’ll need to delete the photo and upload a clean copy using the photo loader.
Do note that when preparing a new listing, the listing will need to be published before the Sample Image box is available in Listing Load.
Don’t be afraid, you’re not the only person who has sent this form to us in error. It sounds like you’re familiar with 
