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Investors in People

Oxbode Housing Association

Aids and Adaptations Policy

1. Background

This policy was last reviewed in June 1999 and is now due for review. With limited resources and an increase in occupational therapist (OT) referrals for adaptations we need to have a policy in place which will objectively identify priority cases. This policy enables us to use the professional expertise of the Occupational Therapist Team to identify where best to allocate scare resources.

2. Policy Objectives

  1. That we will take all reasonable and practicable measures to provide housing that is suitable for meeting the needs of existing tenants (or members of tenants' households) who become disabled or have a disability affecting their enjoyment of their home.
  2. That we will have all cases listed in priority order by the OT Manager. This will ensure that medical expertise is used to identify the priority and order adaptations should be carried out.
  3. That we will meet the needs of existing tenants (or members of tenants' households) for all approved adaptation applications within 12 months of receipt of completed assessment.
  4. That we will aim to secure as much funding as possible for adaptations, over £500, from the Housing Corporation. We do however, recognise the clear limitations that now exist in accessing funding and our timescales may have to be extended when demand outstrips funding.
  5. There will, however, be circumstances where it may not be reasonable or practicable for the solution to persons' needs to be met within the existing home, or the potential home they have applied/nominated for. In arriving at this decision we will take account of:
    • the individual's needs and wishes
    • the appropriateness of the property
    • future use of the property
    • funding availability
    • availability of reasonable and practical alternatives
  6. The decision will be taken in consultation with the resident and Occupational Therapist. If we decide not to undertake the adaptation we will work to try and secure appropriate alternative housing for the tenant or applicant.

3. Our Strategy

  1. We have agreed with the Occupational Therapist Team Manager the following procedure.
    • Step 1 - We will log all OT requests on a quarterly basis and allocate our budget on a quarterly basis. We will request the OT Manager* to prioritise our waiting list based on medical need. *This will not be necessary if we have the funds to meet the waiting list.
    • Step 2 - In the following quarter we will carry out those adaptations in priority order.
    • Step 3 - Any case which we cannot carry out in one quarter will automatically be carried forward the next and again assessed by the OT Manager in terms of medical need.
    • Step 4 - In the final quarter we will ensure that the remaining grant is spent and wherever possible ensure that any case that has been on the waiting list for one year is completed.

4. Assessment of the property

  1. In assessing where it is 'reasonable and practicable' to carry out adaptations we will give preference to the following property types: -
    • Bungalows and ground floor flats built to wheelchair or mobility standards.
    • Other bungalows and ground floor flats.
    • Houses with downstairs toilet/washing facilities.
    • First floor flats with individual entrance.
  2. We consider that other housing types do not generally represent suitable accommodation for people with disabilities and that if they require substantial adaptation to meet needs (proposed definition – costs over £4,000), securing of more suitable alternative accommodation will always be pursued as the preferred solution.

5. Securing Suitable Alternative Accommodation

  1. In assessing applications from tenants for substantial adaptations we will always discuss a move to a more suitable alternative accommodation with the individual and their family. If appropriate the routes we will pursue are:
    • Priority transfer within Oxbode's stock.
    • Priority move to another Housing Association or Local Authority housing, including HOMES.

6. Rental increases on adapted properties

  1. Our adaptations strategy will only result in rents being increased if the work results in property enhancements, i.e.: -
    • The number of rooms increased in the home.
    • Car park or garage is provided.
  2. A service charge will however be introduced for items of equipment where it is necessary to take out a maintenance contract, i.e. stair lifts. This is eligible for housing benefit.

7. Our Procedures

  1. Requests for aids and adaptations costing £500 or under are budgeted for in our day to day repairs budget and can be automatically processed on receipt.
  2. Requests for aids and adaptation costing £500 or over will be noted and logged by the Maintenance Team in our aids and adaptations spreadsheet giving details:
    • Adaptation requested.
    • Reason for adaptation request.
    • Property type and size.
    • Date of OT assessment.
  3. An assessment of the adaptation will be carried out by the Maintenance Surveyor. The Maintenance Surveyor will compile a technical specification and issue the tender.
  4. The Maintenance Surveyor will seek tenders from 3 firms. The lowest tender will be accepted in all cases unless there is a timescale implication.
  5. The information must be entered into the Housing Corporation IMS IT system
  6. The work will be inspected by the Maintenance Surveyor before approval for payment to the contractor is made.
  7. If applicable on completion of the work rent increases/service charge increases will be considered by the Housing Manager.