ALLOCATIONS POLICY

Eligibility 1. An applicant must be eligible on all categories before the offer of a property is made.	1.1 See Eligibility Policy
Applicants with an Interest in Residential Property 2. Applicants with an interest or joint interest in residential property are not eligible for Homeswest assistance.	2.1 Examples where an applicant owning private property can be allocated accommodation on compassionate grounds: An applicant experiencing difficulties in a property settlement due to marital breakdown. An application escaping domestic violence Existing home unsuitable due to disability 2.2 Put the file in “bring up” to ensure that the situation re the sale of the property is monitored. 2.3 See also Eligibility Policy
Housing Needs 3. Accommodation will only be offered which is in keeping with medical/paramedical advice that the applicant has provided	3.1 Accommodation will not be offered which is against medical /paramedical advice provided despite any pressure from a customer/advocate to offer any available property for consideration.
4. An applicant will be allocated accommodation containing the number of bedrooms to match family size.	4.1 Single person (under 55) – one bedroom flat, bedsitter, one bedroom townhouse. lodging house accommodation, will only be allocated to persons requesting this type of accommodation or through the Homeless HelpLine 4.2 Single person (senior, 55 years and over) – bedsitter, one bedroom flat, one bedroom townhouse, one bedroom duplex, lodging house accommodation. 4.3 Couples (senior) the same allocation as for singles (senior), excluding bedsitter accommodation. See Also 3.18.

4.4 Couples and sharers (no children) - one or two bedroom accommodation of any type. Number of bedrooms will be dependant upon demand and turnover. See also 3.18.

4.5 Family, single parent, one child – two bedroom accommodation (but 3 bedroom may be allocated depending on housing stock/demand).

4.6 Family, single parent, two children - two or three bedroom accommodation, depending on gender of children and housing stock/demand.

4.7 Family, single parent , three children - three bedroom.

4.8 Family, single parent, four children and above - bedroom allocation will depend upon gender of children.

3.9 Where there is limited or no demand, applicants may be allocated accommodation in excess of their entitlement and general eligibility.

4.10 Special consideration may be given to an allocation where there is considerable age difference between children of the same gender and an extra bedroom allocated, depending upon housing stock/demand and the willingness of the applicant to wait longer if necessary.

4.11 Single people sharing a tenancy will be allocated a bedroom each.

4.12 Single people with dependent children sharing a tenancy will be allocated a bedroom each, with the bedroom allocation for dependents depending upon the number and gender.

4.13 A relationship between two adults applying to share will only be recognised when declared as such by the applicants.

4.14 Applicants with children up to six years of age should be given the option of accepting upper floor flats, but advised of the possible danger and difficulties with children in such accommodation.

4.15 An applicant who is pregnant may be eligible for an increase in bedroom allocation

4.16 Access to Children

Where applicants have access arrangements for children equalling approximately 50% of time or more, an appropriate bedroom number will be allocated. Such applicants will be advised by letter that they must advise Homeswest immediately of any alteration to the access arrangements.

In making the assessment of 50% of time, consideration must be given to cultural considerations, in which children stay with people on an irregular basis. Example: Aboriginals, who frequently care for grandchildren. (See also CULTURAL DIVERSITY — LANGUAGE SERVICES).

Example:

An arrangement where the children spend a week about, or half a week with each parent. (Where children stay only on weekend access – for example – casual sleeping arrangements can be made for them).

Proof of Access

A letter from the custodial parent confirming the arrangement; or
a court order regarding access arrangements.

4.17 A tenant with limited access may be offered accommodation in an area or accommodation type of low demand where they are able to have bedrooms in excess of entitlement. (See 3.9).
4.18Consideration will be given to applicants with a special need for an extra bedroom allocation. Documentary evidence may be required. The probability of a longer wait for an extra bedroom (if applicable) must be explained to applicants.

Senior’s (55 and over) may be allocated two-bedroom accommodation this will be dependant upon the availability of stock and the needs of the applicant. Consideration will be given to applicant’s medical condition and requirements, family responsibilities and couples.

	4.19 Sleep-out Definition Usually, a sleep out is an enclosed verandah or porch. It has a sloping roof, window (possibly louvres) a power point, light and a door opening onto the verandah. It is fully lined, although the roof may be lined on an angle. A fully enclosed sleep-out is regarded as a bedroom. However discretion should be used in allocating a property with a sleep-out, taking into account the ages and gender of children to be housed. Where the sleepout is to be regarded as a separate bedroom, it should have the same level of security as the rest of the house. 4.20 An applicant requiring 4 bedroom accommodation, may be allocated 3 bedroom accommodation and be listed for 4 bedroom accommodation on a wait turn basis. This must be documented as a Discretionary decision.
Applicants with a Prior Debt to Homeswest 5. See ELIGIBILITY POLICY.
Previous Tenancy History 6. Where a tenant has substantiated breaches of tenancy from previous assistance, he/she may be required to wait longer than usual for assistance while the debt is repaid or a suitable property is located.	6.1 Breaches (e.g.. Debt or nuisance behaviour) must be documented on file.
7. Applicants will be advised immediately a suitable property becomes available.	7.1 Contact should be made, preferably while the property is still occupied or under maintenance, to facilitate early occupation. (Under the RTA, tenants must give 21 days notice of intention to vacate and the landlord may show premises to prospective tenants during this time). 7.2 Contact should be made by telephone in all circumstances where there is a telephone contact number, in order to make the offer as soon as possible.

7.3 Where there is no telephone, contact will be made by post, courier or personally, allowing three working days for a reply. This applies to properties under maintenance, or ready for occupation.

7.4 If the letter is returned “marked return to sender”, the application is withdrawn.

7.5 If there is no response, a “still interested” letter is sent, allowing five working days for a reply in the metropolitan area and fourteen days in the country. Failure to respond to this correspondence will result in the application being withdrawn (see WAITING LIST MANAGEMENT POLICY).

7.6 Applicants should be given the opportunity to inspect the property under offer, internally. If it is under maintenance, explain this to the applicants and provide them with a copy of the job orders (costs may be deleted) so that they are aware of which specific improvements will be made.

7.7 An applicant must be eligible for assistance before an allocation of a property can be made and a full eligibility check must be undertaken.

7.8 Property under Maintenance

The applicant is required to sign a written statement to the effect that he/she has understood that maintenance is being undertaken on the property and they will take this factor into account when making a decision regarding the suitability of the property.

7.9 Property subject to Redevelopment

An applicant being offered a property subject to redevelopment must have the situation clearly explained to them regarding property maintenance and the possibility of the allocation of a newer home in the future. (See also 6.8, which is also applicable to redevelopment properties).

Formalities of the Tenancy Agreement

8. Sign-up: Guidelines for authorising officers.

8.1 A valid offer of accommodation is one which:

Is in the zone of the applicant’s choice (as indicated on the application form); and
Has the number of bedrooms the applicant requires; and
Meets any special needs the applicant has (e.g medical, disability).

8.2 Applicants in paid employment must supply the name and address of their place of employment.

8.3 Tenancy Agreement

If the applicants are partners, the Tenancy Agreement must be in joint names, unless the applicants request otherwise and provide a reason acceptable to Homeswest.

8.4 The responsibilities and liabilities of a joint tenancy should be fully explained to the applicants. (They are jointly and severally liable for debts associated with the property.)

8.5 If it is a shared tenancy, a joint tenancy will be used. (Exception: Fremantle FRESH Scheme).

8.6 Applicants who are under 18 years of age are legally permitted to sign a Tenancy Agreement if housed on a discretionary basis or YES or Fremantle FRESH Schemes. (See ELIGIBILITY POLICY).

8.7 Tenants must be given time to read the Tenancy Agreement and ask questions.

8.8 Property Condition Report (PCR)

The PCR must be undertaken on site where possible and must be fully explained and arrangements made for its collection within 14 days.

8.9 Rental Payments

Applicants must have the payment options carefully explained:

All Centrelink recipients are required to have rent deducted through Centrelink DD

Tenants not in receipt of Centrelink benefits must be assisted at sign-up in choosing the best payment option from the following:

i Direct Debit from a Bank account (Homeswest preferred option)

ii. Direct Deduction from wage/salary

iii. Homeswest Card

Note: Rental Payments can not be paid at Homeswest offices
Tenants in receipt of a Centrelink pension or benefit, are obliged to make rental payments by Centrelink DD as a contractual clause of the Tenancy Agreement

8.10 Under the RTA, in the first instance at sign up, the tenant is only obliged to pay two weeks rent. The interval of rental payments (e.g.. Weekly, fortnightly) after the initial payment must be negotiated at sign up and documented.

At the time of signing-up for a tenancy Homeswest will require the tenant to pay a maximum of two weeks rent in addition to Bond to conform with Section 28 of the Residential Tenancies Act. They will be advised of the amount of money owing when their Centrelink Direct Deduction (CLADD) commences to maintain their rental account two weeks in advance. The tenant may then elect to have the full amount cleared with their first CLADD payment, enter into a clearing arrangement on CLADD or undertake to make the payment at an Australia Post office. See also TENANCY MANAGEMENT POLICY.

8.11 The need to keep rental payments in advance must be fully explained to the applicant.

8.12 Application for rental subsidy must be completed if applicable.

8.13 If applicable, proposal to repay other debts remaining, must be renegotiated and signed.

8.14 The cost of stamp duty must be borne by the tenant if the rent payable is in excess of $125 per week. Homeswest will collect the amount payable at sign up on behalf of the State Taxation Department.

8.15 Bond Accrual Payments

See BOND ACCRUAL POLICY.

8.16 Applicants from a Culturally and Linguistically Diverse Background

If a customer has nominated an interpreter on the application form, the sign up must be undertaken with the assistance of a Homeswest on-site interpreter if the language spoken is one offered as part of this service.

8.17 If not, the sign-up must be undertaken with use of the Translation and Interpreting Service (TIS – Phone: 131 450).

8.18 See also Cultural Services Policy.

8.19 Applicants with Literacy Problems, Intellectual or Physical Disabilities (e.g.. Sight or hearing impaired)

If applicants have difficulties understanding their responsibilities, they should be encouraged to bring an advocate with them.

8.20 General

If the applicant is accepting a property, which has a circuit breaker, he/she must be advised of this fact and how to operate it.

8.21 The number of people to be housed must be checked and accurately documented on the Rental Accounting system.

8.22 The signing of the documentation should be undertaken on site where possible.

8.23 Details regarding next of kin must be requested. (There is no obligation on behalf of the tenant to provide these).
8.24 Water consumption payments must be explained to the applicants. The water meter reading on the PCR should be drawn to the applicant’s attention. The need for garden maintenance must be explained.

8.25 Where smoke detectors are installed they should be checked prior to allocation of a property, and tenant must be given instructions on how to test and advised to do so at three monthly intervals.

9. Valid Decline
A valid decline can be made to an offer of accommodation if the offer is:

Not in the zone of the applicant’s choice; or
Does not have the number of bedrooms the applicant requires; or
Does not meet any special needs the applicant has (e.g. medical, disability).

9.1 Applicants having a valid reason for refusal will not be penalised and will be returned to the waiting list and made another offer of accommodation when a suitable property becomes available. (See also 8 to 12.1 PRIORITY ASSISTANCE POLICY)

9.2 Unsuitable Accommodation Type
Examples:

Medical - e.g.. Stairs, phobias
Lack of security for victims of Family and Domestic Violence

9.3 See 9 to 9.5, Definition of a Valid Offer.

9.4 Applicants with Limited English

Applicants with limited English must be offered the use of an interpreter if the offer is to be regarded as valid.

9.5 Medical Grounds

Applicants declining a property on medical grounds must supply medical evidence supporting their claim, when submitting reasons for a decline.

10. Due consideration must be given to a decline on the grounds of:

10.1 Location

Examples:

Too far from an essential amenity used frequently, such as medical, educational — special needs school.
Too distant from transport if reliant upon public transport.
Too distant from employment, particularly if reliant on public transport.
Too distant from family if there is a demonstrated need for support.

Too close to known person/s who would be troublesome to the applicant. E.g. Domestic Violence, feuding between families/groups.

By being a minority group in the immediate area, if there is a potential for harassment.

10.2 Accommodation Type

The Application Form clearly states that applicants should not number accommodation types which they would not be prepared to accept. Examples of a valid decline:

Medical - e.g.. Stairs, phobias.

10.3 Changed Circumstances

Applicant may not have advised Homeswest of altered circumstances since the application which render the offer unsuitable.

Examples:

Now with a partner.
Have extra dependants.
Have acquired a pet.
Changed or gained employment and offer too far from place of work.
An applicant is required to advise Homeswest of changed circumstances (See WAITING LIST MANAGEMENT POLICY). However, if this has not been done, an applicant must advise of changed circumstances on the offer of a property without having inspected it.

Any advice of a change of circumstances after a property has been inspected must be substantiated by applicant.

10.4 Real Estate Lease

Applicant has signed a lease for private rental which the applicant considers would be too costly to break.
The applicant must provide a copy of the lease agreement as evidence of his/her claims.

A deferment will be granted for the remainder of the lease only. This will be the only deferment. Discretion will be exercised where genuine difficulties are being experienced with a private real estate lease.
The applicant’s file will be placed in “bring-up” so that the search for a suitable property can begin prior to the end of the lease, with a view to having suitable accommodation available simultaneously.

10.5 Deferment of an Allocation

A request to defer an allocation and the length of time involved, can only be made in extreme circumstances and at the discretion of the Manager Customer Services or Assistant Regional Manager.

Example:

Hospitalization
Convalescence
Death in a family
Lease on private rental (See 9.4)
Has lodged an application for Disability Services Commission support and has not yet received advice.

10.6 Community Housing Applicants

Applicants that have nominated that they would like to be considered for a community housing property (SCHIP) may decline the property and maintain their original position on the waiting list.