Principles

Tung Sing Housing Association's (TSHA) aim is to provide accommodation to rent and culturally sensitive services for those in most need of housing and who do not have any alternative solutions to their current housing requirements. Anyone can apply for housing and all are treated equally regardless of their gender, sexuality, marital status, colour, ethnic or national origin, religious or political view, age, disabilities or HIV/AIDS status. We provide housing for a wide range of groups including the elderly, single people, couples and families. Whilst the Association was originally established to meet the housing needs of the Chinese community, it now houses people from a wide range of ethnic backgrounds, including white British. The Association has committed itself to continuing to meet the needs of the Chinese community.

Tung Sing reserves the right to change or amend the policy after review, subject to the approval of the Board, and to reassess the status and priority of applicants in accordance with policy revisions.

Choice

Choice is the cornerstone of our approach to meeting individual's housing needs. As a small, specialist BME housing provider, the amount of choice we can offer is limited by our housing stock but we endeavour to provide the maximum amount of choice within these limitations. All applicants are informed of the various schemes available and their locations. Applicants are able to select three schemes or locations or a mix of both. The Association operates waiting lists for each scheme and location, and we provide details to applicants of the threshold for each. This allows applicants to consider which schemes/locations would be most suitable to them and which ones they can realistically obtain.

We provide potential applicants with as much information regarding their likelihood of housing as possible. This helps to manage their expectations and also enables them to consider the various choices available to them.

Implementation

Assessment of an Application and Housing Need

Applications for housing must be made on the Tung Sing Application Form, as it is the information provided on this form that is used to assess housing need. This form is available to download from the website at www.tungsing.co.uk or by telephoning the office. Some basic information is provided with the issuing of the form to limit the number of applications from potential applicants who do not meet our basic criteria of being in housing need, for instance individuals with sufficient income to meet their housing needs through private means.

Applications for shared ownership housing will be dealt with in the policy on Shared Ownership.

The Points System

The points system has been designed to bring fairness and consistency to the allocations process, and as far as possible to eliminate discrimination and subjectivity.

Applicants are allocated points for a number of factors concerning their current housing need. Where couples live apart and it is accepted that they should live together, for instance because of the needs of children, as well as the specific points allocation for this factor, the points score will be based on the worse of the two housing situations.

The full list of factors and points are listed in Appendix 1. The principle of the points system is that the applicant with the highest number of points for a given scheme is offered the next available property there. Wherever the person who does not have the highest number of points on a list is made an offer, the Housing Officer must explain why at authorisation stage (e.g. property refused by person at top of list, the property is let under a local lettings policy).

Offers may be made outside of the points system in cases of difficult-to-let properties or in the interests of creating or maintaining balanced communities with the permission of the Head of Operations.

Thresholds

So that applicants do not have to wait for years on the waiting list without receiving an offer, points thresholds may be set for certain schemes where there is very high demand and very low turnover. The need for thresholds will be assessed by the Head of Operations every six months.

Where a threshold is set, applicants who do not meet the minimum points threshold for that scheme are not accepted onto the waiting list for two years. They are able to reapply once their circumstances change. When applying, applicants will be given general information regarding any thresholds that apply, so that they are provided with the maximum amount of choice based on their circumstances. Applicants who are already on the list but who fall below the threshold if it is introduced can also be suspended. All such applicants are written to and a full explanation given. Appeals can be made through the Association's complaints procedure, a copy of which is sent to all applicants.

Points Factors

For detailed information on how the points scheme operates to assess priority-housing need, see Appendix 1. The factors that are used to assess need are:

• Security of Tenure
• Household Amenities
  
• Overcrowding
  
• Condition of Current Property
  
• Environmental and Social Stress
  
• Families living above Ground Floor
  
• Health and Medical Condition
  
• Elderly Applicants
  
• Under Occupation
  
• Location of Existing Home
  
• Special Circumstances Award

Referencing and Application Verification

In order to verify a household's circumstances certain evidence may be required, and the burden of responsibility for providing this rests with the applicant. Tung Sing will provide application guidance that give examples of the type of evidence required to back up each set of circumstances.

All offers of accommodation will be subject to the provision of two suitable references. If the applicant holds a current tenancy, one of these should be from the current landlord. If no current tenancy is held, but a tenancy has been held within the last five years a reference should be sought from a former landlord.

Applicants will be provided with guidance about who is an appropriate referee and applicants must sign their consent to allow Tung Sing to contact relevant agencies in referencing their application, and where necessary share details about their application with them.

See appendix 2 "Suitable Reference Guidelines" for further details.

Before they will be accepted onto the housing waiting list applicants wishing to be a tenant must also provide:

• National Insurance number
  
• Photographic proof of identity
  
• Proof of housing need (if applicable). All applicants will be provided with guidance about what is considered appropriate proof of housing need.

Suspension of Applications

The Association's lettings policy aims to achieve fair, open and non-discriminatory lettings. We also recognise that in order to build balanced and sustainable communities regard must be taken of the issues that may exist in particular communities and the ability of future tenants to conduct their tenancy in a responsible manner.

Tung Sing will suspend access to the waiting list from certain applicants who either do not currently have a legal right to an assured periodic tenancy or where they or a household member have a history of behaviour that would suggest they might not conduct a tenancy in a responsible manner. For full details about the circumstances when applications may be suspended see appendix 3 "Waiting List Approval and Suspensions Criteria Guidance Notes".

Housing and Support Needs

Where an applicant for housing has support needs (e.g. learning disabilities, young person leaving care), they will not be made an offer of accommodation unless the Association is satisfied that there is adequate support in place to enable them to potentially conduct a satisfactory tenancy. This will be established by discussing the case with the support provider (e.g. Social Services, Health Authority, Tenancy Support) and obtaining written confirmation from them as to the nature and extent of the support that will be provided.

Any offer made will be done with the applicant's support needs in mind and their possible vulnerability (e.g. an older person with mental health problems would not be given a tenancy in a scheme which predominantly has young single tenants). No offer will be made without the authority of the Head of Operations. The Association reserves the right to refuse to register an application if the level of support required would seriously undermine the Association's ability to support other residents in the scheme. This decision should be reviewed on request from the applicant if there is a change in support requirement/provision.

Rehousing Under 18's

The Association will rehouse an under 18 year old applicant if the person is 16 or over; the tenancy is a contract of necessity; the Housing Officer is satisfied that the person is able to fully comprehend the contract they are entering into and have the appropriate level of support to enable them to live independently; and there is a guarantor in place

Persons under 16 can have tenancies assigned to them/ succeed to a tenancy. In these circumstances a suitable guardian/representative must hold the tenancy on behalf of the individual until they are 16.

For further information see "Rehousing of Under 18's Guidance Notes

Serious Offenders Applying for Accommodation

All applicants will be asked whether or not the persons apply or anyone intending to move with them has ever been charged with, or convicted of, committing a serious offence that has not yet been 'spent'.

Applicants who are being considered for an offer of accommodation may be asked to provide proof of their criminal record as a precondition of being made such an offer. This can be obtained in writing from the police central records office at the direct request of the individual concerned (not the Association), at a cost of £10. Where this is requested and in turn provided by the applicant, the Association will refund the applicant the cost of obtaining the document.

Eligibility should only be in question if there is reason to suppose that the ex-offender is likely to pose a risk to their household, neighbours and/or the wider community. This applies where there is a previous criminal record and where the offences may result in further criminal behaviour or potentially destabilise the community (e.g. aggravated burglary, drugs offences). In helping to determine this Tung Sing will always request a reference and a risk assessment to be carried out by any support agency, e.g. probation service - see "Waiting List Approval and Suspensions Criteria Guidance Notes" for more details.

The Association has signed up to the Greater Manchester Probation Service Liaison Protocol. This enables the allocation of appropriate housing especially in terms of the type and location of the property. The protocol procedure will be applied to all applicants who have offended who are requiring housing in this area.

Antisocial Behaviour (ASB)

In line with our commitment to maintaining sustainable, integrated communities, applicants who have a proven track record of ASB will not be considered for housing, until they show they have modified their behaviour.

This policy will be carefully administered, by requesting detailed references from previous landlords in relation to ASB. If an ongoing history of ASB is discovered, then the Head of Operations will make a decision as to the possible risks in accepting the application and inform the applicant accordingly. See "Waiting List Approval and Suspensions Criteria Guidance Notes" for more detail.

Informing the Applicant

Once any relevant information has been collected, a decision will be made by the Housing Officer as to whether an applicant is accepted onto the Association's waiting list. If a decision is made to suspend an applicant from the waiting list they will be advised of the decision in writing, the reasons for the decision, the length of the suspension period and how the can rectify the situation. If the tenant wishes to appeal against the decision to suspend, they should appeal via the Association's complaints procedure. The onus will be on the applicant to reapply to Tung Sing and demonstrate that they are now eligible for accommodation.

The Association's policy concerning transfer applicants who are in rent arrears is detailed under Transfers.

The Waiting List

The Association operates an open waiting list, which means that anyone in housing need can apply.

Responsibility of Applicants

Applicants are responsible for informing the Association of a change in their circumstances as this could lead to an increase/decrease in the points awarded. Applicants may contact the Association to inquire about their application; however any applicant who is abusive or threatening may be suspended from the waiting list for a period of up to two years at the discretion of the Head of Operations.

Review of Waiting List

The full waiting list will be reviewed every 12 months. All applicants will be contacted and asked if they wish to remain on the waiting list and to inform the Association of any changed circumstances. Non-responses will be followed up and applicants given a 2nd opportunity to respond. Any applicant who has not replied will be automatically taken off the waiting list, unless there are valid circumstances.

Any applicant who fails to attend an appointment with the Association or who does not respond to an offer will be taken off the waiting list, unless there are valid circumstances.

Local Authority Nominations

Housing Associations have a duty to co-operate (as is reasonable in the circumstances) with Local Authorities in offering accommodation to people with priority on the authority's register (or waiting list) and in assisting the local authority to discharge its housing functions, particularly to the homeless. These duties are set out in The Housing Act 1996 as amended by The Homelessness Act 2002.

The Association has nominations agreements in the local authority areas in which it operates and is therefore committed to offering 50% of its vacancies to local authority nominations (with the exception of certain schemes where nomination rights have by mutual agreement been waived). The Association subscribes to moveUK and accepts referrals from other social landlords through this scheme.

Transfers

The Association views transfers as an effective way of providing for tenants' changing housing needs and optimising the use of available housing stock. Transfer applicants will be prioritised in accordance with their housing need in the same way as other waiting list applicants.

However, transfers will not be considered where:

1. There is no housing need;
   
2. The tenant has rent arrears (except in emergencies);
   
3. The tenant owes the Association any other money, such as recharges, Court costs etc;
   
4. The tenant's existing property is in a poor state of decoration or cleanliness;
   
5. The tenant has a history of antisocial behaviour and a transfer could therefore be detrimental to another community.

Where there are extreme circumstances, such as domestic violence, harassment, severe medical needs, the above restrictions may be lifted at the discretion of the Head of Operations. Exceptions may be made in the case of difficult-to-let properties or in the interests of creating balanced communities.

Where there is a relationship breakdown between two joint tenants, the Association will endeavour to take a sympathetic view, particularly where there are children involved. It may not always be possible however to satisfactorily accommodate both partners.

Where an existing tenant wishes to remain in their existing home but requires adaptations or additional support to make this possible, the Association will assist the tenant as far as possible in obtaining the necessary requirements.

Before an offer is made to a transfer applicant, an inspection of their property will be made by the Housing Officer and/or Property Services Officer and an assessment made as to the current standard of decoration, cleanliness and any tenant damage. The tenant will be advised in writing by the Housing Officer if there are any improvements that must be made before an offer can be made and a timescale for these improvements agreed. The property must be 'signed off' by the Housing Officer or Property Services Officer before an offer is made.

Mutual Exchanges

Any tenant of the Association who wishes to exchange their property with that of another tenant has the right to do so, on condition that:

1. The person they wish to exchange with is another tenant of TSHA, of another social landlord, local authority or new town. There is no right to exchange with private tenants;
   
2. Neither tenant has rent arrears;
   
3. Neither tenant owes their landlord any other money, such as recharges, Court costs etc;
   
4. The tenants moving in would not be overcrowding or under-occupying the property;
   
5. Specially designed accommodation (such as elderly/disabled-adapted) will be used by people who need it;
   
6. Neither tenant's existing property is in a poor state of decoration or cleanliness;
   
7. There are no management reasons (e.g. tenant has caused nuisance or broken tenancy agreement in another way) for refusing the exchange.

Mutual exchanges are carried out by deed of assignment. No tenant may go ahead with a mutual exchange without the written permission of the Association. Any tenant who does so may be required to move back to their previous home and recharged for any costs incurred by the Association.

Letting a Property

Local Lettings Policies

As part of good practice and to ensure that its schemes retain stable and balanced communities, the Association operates local lettings policies for certain areas or schemes. This means that as part of an overall strategy, homes need not be allocated solely on the basis of housing need. All local lettings polices must be approved by the Board and by the relevant local authority.

The Association operates local policies at its City Centre Sheltered Housing Schemes, and the schemes at Morborne Close and Kent Close.

Appropriate Accommodation

Applications will usually only be accepted if the accommodation requested is of an appropriate size and type for the applicant's housing needs, and if they require any special features provided with the accommodation.

Applicants with children under the age of 16 will normally only be considered for houses or flats with ground floor access. Applicants with children under the age of 10 will not be considered for flats above accommodation designated for the elderly. Exceptions may be made in the case of difficult-to-let properties. Where applications are made by individuals in any form of civil relationship, a joint tenancy will be issued when they are allocated a property.

In cases where applications are received from Board Members, current or former employees and their relatives, the requirements of Schedule 1 of the Housing Act 1996 will apply and the Association's policy on Schedule 1 will be adhered to. The application form requires that any such interest in the Association is declared.

Rehousing Asylum Seekers

The Association will consider nominations from Local Authorities for rehousing asylum seekers who have received a positive status determination by the Home Office under the Immigration and Asylum Act 1999.

The Association will work closely with local authorities and other agencies to establish the suitability of an area for the rehousing of asylum seekers. The make up of current tenants, management issues, social factors and the availability of amenities, facilities and community support will be considered.

The process outlined under Housing and Support Needs will be followed to determine individual support needs and the suitability of the accommodation and location to ensure that the applicant would be able to sustain a tenancy.

Rehousing of applicants from A8 Countries

As of 1st May 2004, an additional 10 countries acceded to the European Union: Cyprus, Malta, Poland, Lithuania, Estonia, Latvia, Slovenia, Slovakia, Hungary and the Czech Republic (these are known as the A8 Countries).

Nationals of the A8 countries will be eligible for social housing/homelessness assistance if they secure employment and comply with the Home Office's Workers Registration Scheme (or if they become genuinely self-employed). Nationals from Malta and Cyprus will be eligible for social housing if they secure employment (with no need to register) or become genuinely self-employed.

Certain categories of EEA (European Economic Area) applicant are eligible for housing on an 'unconditional' basis. This includes:

• workers;
  
• self-employed;
  
• providers and recipient of services;
  
• retired from being employed, or self-employed, in the UK.

Applicants who are legally employed can be expected to provide documentary evidence which shows that they:

• are registered with the Home Office;
  
• are here on a work permit or other authorised scheme, or
  
• have been working continuously for 12 months.

Further guidance on dealing with applicants from A8 countries is also contained in the 'European Union accession: eligibility for housing associations and homelessness' guidance notes.

Starter tenancies (ASTs)

In order to minimise the opportunity for antisocial behaviour during the first year of general needs tenancies and to send a clear message to potential perpetrators of such behaviour, starter tenancies, otherwise known as Assured Shorthold Tenancies (ASTs) will be used for all general needs properties where the law permits.

At the end of the AST period (usually 12 months) the Housing Officer will decide whether to extend the AST for a further period or whether to give the tenant a full Assured Tenancy. This will be done in accordance with the Association's policy on starter tenancies.

Local Conditions and Property Type

All applicants will be appropriately matched, where possible, to a specific area and property type. Applicants are given a choice of three areas or specific schemes on their application. This means that a judgement is made by the Housing Officer as to the suitability of each applicant for every property.

Consideration is therefore given as to whether an applicant would integrate successfully into a particular community. A judgement will therefore be made in terms of age, lifestyle and cultural differences.

Number of Offers

No more than 2 offers will be made on schemes for which the applicant is registered unless exceptional circumstances apply. Such further offers will be made at the discretion of the Head of Operations only. After two refusals, the reasons given for refusing the properties will be discussed with the applicant and their application preferences may be amended as a result. Depending on the circumstances for refusal, the Association reserves the right to remove the applicant from the waiting list.

Targets

TSHA is a BME social landlord and as such has established an annual target of 65% of its lettings going to members of the BME community. This target is closely monitored by the Executive and Board through the quarterly performance indicator system. To ensure that this target is achieved, the Association maintains some control over its lettings through localised lettings policy described above.

Based on recent experience, the Association will set the following targets and monitor against these:

• Nominations - 50%;
  
• TSHA Waiting List - 45%;
  
• Transfers and other mobility schemes - 5%
  
• Of the above lets, 10% will be from homeless households.

Appeals

All applicants have the right to appeal if they disagree with any decision made during the lettings process.

In all cases appeals should be made in accordance with the Association's complaints procedure, a copy of which is sent to all applicants. The appeal should be heard at stage 2 of the procedure.

Review Date: February 2008

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