Allocations Policy.
Scope
Grove Community Housing Association (GCHA) will let all available housing stock based on housing need. GCHA recognises the Common Waiting List (CWL) as its only source of applicants and that the CWL Housing Selection Scheme provides a sound basis for the assessment of applicants thus safeguarding our own allocations against claims of improper allocations.
Objective
To ensure the fair and efficient allocation of properties in accordance with the Housing Selection Scheme.
Definitions & Abbreviations
NIHE - Northern Ireland Housing Executive
NIE - Northern Ireland Electricity
HMS - Housing Selection Scheme
Direct Exchange - A mutually agreed exchange of properties between two tenants with the consent of their respective landlords.
Transfer - When a tenant moves from one Housing Association/NIHE dwelling to another.
Use & Occupation - Permission to occupy a property without security of tenure.
Pre-allocation - An allocation of a property when the date of commencement of tenancy is not known.
Common Waiting List - List of applicants determined by the Housing Selection Scheme.
NICORE - Statistical Return of Allocations.
Director of Operations / Housing & Community Lead - Any member of the housing management team.
Responsibilities
Housing & Community Lead
To carry out a pre tenancy termination check with the Compliance & Maintenance Officers and the tenant when a tenancy termination is received.
Inform the Maintenance team via email when keys have been received and property has been terminated on SDM.
Review the HMS waiting list.
Checking applications to ensure suitability for property, may need to liaise with NIHE, PSNI or any other statutory agency involved with the applicant.
Recording details of offer/multi-offer
Recording details of acceptance or refusal of offers
Carrying out viewing of properties
Prepare new tenancy sign up file. Assisting tenants to complete Housing Benefit Forms or ensure new tenant completes charges with Universal Credit
Making referrals for benefit/money advice, if required
Reports allocations to the Housing & Assets Sub Committee
Director of Operations
Signing off overall allocation
Carrying out the Housing & Communities Lead duties above if he/she is not available
Provide information for regulatory returns
Method of Operation
In administering allocations from the CWL, GCHA| acknowledges the rules of the Housing Selection Scheme and the information within the guidance manual is followed. GCHA may on occasion exercise their own housing management judgement to reflect their special aims and objectives, but exercise these in a fair and impartial manner and without compromise to the rules of the Housing Selection Scheme and Common Waiting List.
The Director of Operations or Housing & Community Lead has authority to proceed with an allocation to an applicant or transfer case from the CWL and allocate on the basis of need.
GCHA will consult with the most up to date waiting list information as received from the CWL through the Housing Management System (HMS) which is administered and maintained by NIHE. A decision to allocate to an individual will be based on the housing need at the time.
An allocation will normally be made to the highest prioritised applicant, whose practical circumstances match the accommodation. GCHA identifies practical circumstances to include the following (Bedroom size, medical considerations etc).
In the event of GCHA exercising a housing management judgement and transferring an existing tenant, the highest prioritised applicant, whose practical circumstances match the accommodation, will normally fill the resultant void property.
Internal Management transfers would normally be considered where an overriding housing management issue dictates a certain course of action, particularly in cases of under or over occupation.
GCHA will inform the NIHE or any RSL of any acceptances or refusals of accommodation, usually by updating the CWL through the HMS system.
GCHA reserves the right to hold over available empty properties for decanting purposes in the event of a major repair/refurbishment scheme.
GCHA reserves the right to make multiple offers of accommodation, particularly where the property may be difficult to let. The highest priority applicant, whose practical circumstances match the accommodation and who is willing to accept the multiple offer, will normally be allocated the property.
Any person who is in illegal occupation of an GCHA property will not normally be awarded the tenancy of that property. GCHA may consider an alternative offer of accommodation to an illegal occupant, dependent on their priority (or likely priority) and on the availability of housing stock.
Reporting
GCHA will report annually to the DFC on allocations via the Annual Regulatory Return and upon request if necessary.
The Housing & Community Lead will report at the Housing and Assets Sub Committee meetings on allocations and void properties.
Checklist for New Tenant files
The following documents are to be placed on all new tenant files.
• HMS Printout of CWL
• Offer Letter
• Tenancy Agreement
• Tenant Profile & information / Household details
• Good Neighbour Agreement
• Next of kin details
• Valid Gas Safety Certificate
• Completed NICORE form
• Tenant Photograph & ID
Housing & Community Lead to provide the new tenant with a GCHA Tenant Handbook.
Direct Exchange
All Tenants wishing to exchange must register with the NIHE by filling in a transfer form and stating the exchange details.
Tenants shall request in writing the permission of their respective landlord to exchange properties.
The Housing & Community Lead shall visit both tenants and complete visit report forms and transfer form (where appropriate) highlighting all aspects of their tenancies. The Housing & Community Lead shall contact the relevant landlord to obtain information regarding the tenant's rent account and history.
Complete Exchange User Data Matching process on HMS.
Following the Housing & Community Leads investigation, if there are no grounds to withhold consent, then the Direct Exchange can proceed, subject to written consent by the Landlord. If approval is granted to Exchange, the Direct Exchange offer letter will be issued following the User Exchange Matching process.
A landlord cannot withhold consent to a direct exchange except on one or more of the grounds as detailed in Schedule 3A of the Housing (Northern Ireland) Order,1983. In the event of a decision made to withhold consent, the Landlord must notify the tenant in writing within 42 calendar days of the date of the tenant’s signed application for the direct exchange.
Ensure the Exchange User Data Matching on HMS is carried out to complete the exchange.
Transfers
When a tenant indicates that they wish to seek a transfer, and as part of the transfer application process, the Housing & Community Lead will carry out a housing visit to complete a transfer form.
The Housing & Community Lead will forward documentation on to NIHE if a homeless or complex needs assessment is required.
Transfers shall not be processed if the Tenant has held a tenancy for less than two years and/or has rent arrears or committed anti-social behavior unless there are exceptional circumstances.
If FDA has been awarded by the NIHE, this will be amended accordingly on HMS to show Management transfer status.
In cases where a tenant has alleged intimidation, tenants should be referred immediately to NIHE for investigation.
Use & Occupation
Permission shall be granted for Use and Occupation of a property under the following conditions:
a. Unrehabilitated Property i.e. a dwelling that is unimproved
b. Caretaker
c. Temporary Accommodation
d. Decanting i.e. movement from an unrehabilitated property to a rehabilitated property on a temporary basis, in order for the original property to be improved.
Use and Occupation shall be clearly marked on all documentation.