ALLOCATION POLICY

TABLE OF CONTENTS

SECTION

PAGE

Part 1:

Introduction

Purpose

Aims and Objectives

Statement of Choice

Part 2

The Scheme

Joining the Register

4.3 Eligibility

4.4 Qualifying Applicants

4.5 Non Qualifying

Applicants

4.6 Decisions Following

Assessment of Eligibility and

Qualification

Processing Applications

5.1 Housing Need

Assessment

5.2 Household

5.3 Bedroom Need

Assessment

5.4 Band Start Date

5.5 Rural Connection Band

5.6 Areas of Choice

5.7 Acceptance onto the

Choice Based Allocations

Process

6.1 Managing Vacancies

6.2 Allocating Properties

6.3 Exceptions to the Choice

Based Allocations Process

6.4 Other Allocation

Processes

Part 3:

Scheme Administration

Managing the Scheme

7.1 Decision Making

7.2 Medical and Welfare

Panel

7.3 Updating Application

Details

7.4 Suspension and Renewal

7.5 Right to Request a

Review

7.6 Exercise of Discretion

7.7 Equality and Fair

Allocations

7.8 Changes to the Scheme

7.9 Right to Information

7.10 False Statements and

Withholding Information

SECTION

PAGE

Part 3 (continued)

Scheme Administration

Managing the Scheme

7.11 Data Protection

7.12 Contacting Housing

Options

Appendices

Appendix 1: Definitions

Appendix 2: Eligibility and

Qualification

Appendix 3: Scheme Bands

Appendix 4: Health and

Welfare Assessment

Appendix 5: Housing

Conditions

Appendix 6: Allocation of

Garages

Appendix 7: Brief Summary

of Statutory Provisions

NEW FOREST DISTRICT COUNCIL: HOUSING ALLOCATION

POLICY

PART 1: INTRODUCTION

1. THE PURPOSE OF THE POLICY

1.1 The Housing Act 1996 (“the Act”) Part VI as amended by the Homelessness Act 2002

and the Localism Act 2011, requires all local authorities to have an allocation policy to

determine the priorities and define the procedures that will be followed when allocating

housing accommodation. This document sets out New Forest District Council’s (“the

Council”) policy for the allocation of social housing accommodation in its district (“the

Scheme”). The Scheme sets out details on how Applications will be assessed,

processed and how decisions will be made.

1.2 In drafting the Scheme the Council has had regard to the following:

A. Statutes:

(i) The Act;

(ii) The Homelessness Act 2002

(iii) The Housing Act 2004;

(iv) The Equalities Act 2010;

(v) The Localism Act 2011;

(vi) Homelessness Reduction Act 2017.

B. Regulations:

• Allocation of Housing (Procedure) Regulation 1997, SI 199/483;

• Allocation of Housing (England) Regulations 2002; SI 2002/3264;

• Allocation of Housing and Homelessness (Eligibility) (England) Regulations

2006, SI 2006/1294;

• Allocation of Housing (Qualification Criteria for Armed Forces) (England)

Regulations 2012; SI 2012/1869;

• Housing Act 1996 (Additional Preference for Armed Forces) (Armed Forces)

(England) Regulations 2012; SI 2012/2989

• Allocation for Housing (Qualification Criteria for Right to Move) (England)

Regulations 2015 SI 2015/967

• The Allocation of Housing and Homelessness (Eligibility)

(England)(Amendment) Regulations 2018 SI 2018/730.

• The Allocation of Housing and Homelessness

(Eligibility)(England)(Amendment) (EU Exit) Regulations 2019

C. Codes of Guidance:

(i) Allocation of Accommodation: Guidance for Local Authorities for Local

Housing Authorities in England (DCLG, 2012);

(ii) Providing Social Housing for Local People: Statutory Guidance on Social

Housing Allocations for Local Authorities in England (DCLG, December

2013);

(iii) Right to Move: Statutory Guidance on Social Housing Allocations for Local

Housing Authorities in England (DCLG, March 2015);

(iv) Improving Access to Social Housing for Victims of Domestic Abuse in

Refuges or other Types of Temporary Accommodation (MHCLG, November

2018)

(v) Homelessness Code of Guidance 2018.

D. Consultation outcome with Applicants, residents in the Council’s district and all

Private Registered Providers of Social Housing (“PRPSH”) and registered social

landlords (“RSL”) with whom the Council has nomination rights.

E. the Council’s Homelessness and Rough Sleeping Strategy and Tenancy Strategy

1.3 When drafting an allocation policy the Act requires that local authorities give reasonable

preference to people with high levels of assessed housing need. The Act has

determined that the following class of individuals should be given a reasonable

preference. People who:

• are homeless (within the meaning of Part VII of the Act). This will include those

who have been found to be homeless but not in priority need, who are owed the

“Relief Duty” and who have been found to be intentionally homeless;

• are owed a duty by any local housing authority under ss.193(2), 192(2) or 195(2)

(or under ss. 65(2) or 68(2) of the Housing Act 1985);

• are occupying insanitary or overcrowded housing or otherwise living in

unsatisfactory housing conditions;

• need to move on medical or welfare grounds (including any grounds relating

disability); and

• need to move to a particular locality of the district of the authority, where failure to

meet that need would cause hardship (to themselves or others).

This group is collectively known as the “Reasonable Preference Group”.

2. AIMS AND OBJECTIVES OF THE SCHEME

2.1 The Council will allocate housing in a fair and transparent manner with the aim of using

its scarce housing resources appropriately, and in particular to enable it to meet:

a. Its prevention and homelessness statutory duties;

b. the housing needs of those that are most vulnerable; and

c. its statutory obligations as set out in Part VI of the Act

2.2 The Council also aims to operate the Scheme so that it:

(a) Gives Applicants as much choice as possible and helps to create and maintain

sustainable local communities;

(b) Promotes good standards of tenancy and financial management by tenants and

prospective tenants and to assist in tackling anti-social behaviour; and

and make a positive contribution to the local community.

3 STATEMENT OF CHOICE

3.1 The Council and its partner landlords are committed to giving Applicants for housing as

much choice as possible as to where they wish to live. Under the Scheme, Applicants

are normally able to apply for vacancies of individual properties which are advertised

each week.

PART 2: THE SCHEME

4 JOINING THE HOUSING REGISTER

4.1 The Council operates a housing register (“the Register”) which contains a list of people

who have applied to the Council for housing. Anyone seeking social housing within the

Council’s district must make an Application to join the Register. This will normally be

done by making an online Application on the Council’s website. Only Applicants who

are eligible and qualify for allocation of social housing will be able to join the Register.

4.2 All Applications to join the Register will be considered in accordance with the provisions

of the Scheme as set out in the paragraphs below.

4.3 Eligibility

4.3.1 Certain people from abroad, including some subject to immigration control, are not

eligible for an allocation of social housing. These are known as Restricted Persons.

The government has set out those who are to be treated as ineligible for an

allocation. For further details on eligibility, please refer to Appendix 2: Eligibility and

Qualification at page 40.

4.4 Qualifying Applicants

4.4.1 Under the Act, the Council is entitled to set its own qualifying criteria to determine

who should be considered for an allocation of housing.

4.4.2 Applicants will qualify to join the Register if they satisfy all 4 of the criteria listed

below.

They:

(a) Are Over 16 years of age

;

(b) Are in Housing Need; in that the Applicant’s housing circumstances fall within one

of the Scheme’s Bands (see paragraph 5.1 Housing Need Assessment )

their housing need; and

(d) Have a local connection to the Council’s district.

4.5 Non Qualifying Applicants

4.5.1 Applicants who fall within the description of people below will not qualify to join the

Applicants who:

(a) Fail to meet the qualifying criteria at paragraph 4.4.2 above;

(b) Are an owner-occupier (with the exception of those with a housing and assessed

care need, who cannot resolve their own housing situation and have a need for extra-

care or sheltered accommodation);

(d) Are deemed to be guilty of unacceptable behaviour that is serious enough to make

them unsuitable as tenants.

For further details of the qualifying criteria and non-qualifying Applicants, please refer to

Appendix 2: Eligibility and Qualification at page 40.

4.6 Decisions Following Assessment of Eligibility and Qualification

4.6.1 Where a decision is made that an Applicant is either not eligible or non-qualifying

they will be notified in writing of that decision and of their right to request a review.

(See paragraph 7.5 for details of the reviews process.)

5. PROCESSING APPLICATIONS

5.1 HOUSING NEED ASSESSMENT

5.1.1 The Council uses a banding system to prioritise Applications on the Register. The

Scheme has 4 bands. With the exception as set out at paragraph 5.1.2 below, in

order to qualify to join the Register an Applicant’s Housing Need will have to fall

within one of the Scheme’s Bands.

Whilst Applicants aged 16 -17 will be able to join the Register, they will not be made an allocation of

a property under the Scheme until they attain the age of 18.

5.1.2 Applicants, who satisfy a Rural Connection Band for a Rural Parish, will be assessed

as being in Housing Need and are exempt from having to satisfy paragraph 5.1.1

above. Please refer to paragraph 5.5 Rural Connection Band.

5.1.3 The Scheme Bands:

The table below outlines in summary the criteria for each band:

BAND

CRITERIA

Band 1 – Emergency Need for

Housing

Applicants:

(a) Who require a management

move: where the applicant has

been assessed as having an

exceptional need to move by a

Senior Officer.

(b) Who have been assessed as

having an urgent health and/or

wellbeing need caused or

substantially worsened by their

home circumstances;

assessed as being in a state of

emergency disrepair and the

hazards cannot be rectified within

a reasonable timescale; or

(d) Who need to move to escape

violence or threats of violence,

harassment or a traumatic event

in the home.

Band 2. Serious Need for Housing

Applicants:

(a) Who have been accepted as

being owed the full housing duty

under the Act and where

discharge of duty cannot be

achieved by a Private Rented

Sector Offer of accommodation;

(b) Who are existing social housing

tenants under-occupying by 2 or

more bedrooms;

(e.g they lack 2 or more

bedrooms, or have 2 children who

lack a bedroom, such as a single

parent with 2 children, where at

least one of the children is over

the age of 1 in a 1 bed home);

(d) Who have been assessed as

having a high health and/or

wellbeing need caused or

substantially worsened by their

home circumstance;

(e) Who live in a home assessed as

being in a state of high disrepair

and the disrepair cannot be

rectified within reasonable

timescales; or

(f) Who have been assessed as

ready to move on from supported

housing in the Council’s district

area.

Band 3 – Need for Housing

Applicants who:

(a) Are overcrowded and lack 1

bedroom;

(b) Have been assessed as having

medium health and/or wellbeing

need caused or substantially

worsened by their home

circumstances;

serving members of the regular

forces, or their spouse or civil

partner;

(d) Are homeless, to whom the

Council owes a Relief or

Prevention Duty under Part VII of

the Act;

(e) Who need to move under the

Right to Move provisions;

(f) Are existing social landlord

tenants under-occupying their

accommodation by 1 bedroom;

Band 3 – Need for Housing

(continued)

(g) Have been assessed as not

having a permanent home, or are

at risk of becoming homeless and

are not owed a duty under (d)

above;

(h) Have been accepted as being

owed the full housing duty under

Part VII of the Act and where it is

possible to discharge duty with a

Private Rented Sector Offer of

accommodation; or

(i) Are key workers where the

Council identifies that there is a

critical need for the key worker to

be rehoused to ensure the

availability of an essential public

service for the New Forest

community.

Band 4 – Lower Need for Housing

Applicants who:

(a) Have been assessed as having a

lower health and/or wellbeing

need caused or substantially

worsened by their home

circumstances;

(b) Share essential facilities such as

a toilet, bath, shower or kitchen

with other households or lack

essential facilities;

relatives or friends;

(d) Are occupants living in supported

accommodation who have not

been assessed as ready for move

on from supported housing in the

Council’s area.

(j) Are assured shorthold tenants

who do not have the financial

means to purchase a property

(see Appendix 2: Eligibility and

Qualification); or

(k) Have been assessed under Part

VII of the Act as not in priority

need or are intentionally

homeless and are still statutory

homeless at the point of offer.

Further details of the Housing Need Assessment can be found at Appendix 3:

Scheme Bands on page 45.

5.2 HOUSEHOLD

5.2.1 The following individuals will form part of an Applicant’s Household under the

Scheme:

• The Applicant’s Partner;

• The Applicant’s children/dependants aged 35 and under with whom the

Applicant resides or with whom the Applicant might reasonably be expected

to reside.

5.2.2 In determining whether children/dependants can reasonably be expected to reside

with the Applicant the Council will take into consideration the following factors:

• Access to other suitable accommodation;

• Previous, current and likely future living arrangements;

• Evidence of membership to the Household (including whether the Applicant

is in receipt of relevant benefits for the child/dependant);

• The impact on scarce housing resources on providing the Applicant with

additional bedrooms.

Whilst court orders will be taken into consideration, they will not be

determinative.

5.2.3 Applicants, who the Council has accepted require a carer to live with them will be

allowed to include the carer as a member of their Household. In deciding whether a

carer is required to live with an Applicant, the following factors will be taken into

consideration:

• Whether there is an established need for live-in 24 hour care;

• The availability of supported or extra-care housing which may meet the

Applicant’s care needs;

• The Applicant’s current, and likely future, living arrangements;

• The impact on scare housing resources on providing an additional bedroom

to the Applicant.

5.3 THE BEDROOM NEED ASSESSMENT

5.3.1 Following the Housing Need Assessment the Council will assess the number of

bedrooms that an Applicant is entitled to by looking at the size and structure of the

Applicant’s Household as set out at paragraph 5.2 above. This will establish the

Applicant’s Bedroom Need and the size of property that the Applicant will be able to

bid for.

5.3.2 The Council’s Bedroom Need Assessment has been set in line with current

regulations affecting bedroom entitlement for the purposes of the Local Housing

Allowance and Housing Benefit. It also reflects the bedroom entitlement that will be

used for the purpose of assessing the housing component associated with rental

liability within Universal Credit.

5.3.3 The Scheme’s Bedroom Need Assessment is set as follows:

PROPERTY TYPE/SIZE

HOUSEHOLD

Bedsit

Single Applicant

1 Bedroom

Single Applicant or

Applicants living as a couple with no children

2 Bedrooms

Single Applicant, or Applicants living as a couple, with 1

child; or

Single Applicant, or Applicants living as a couple, with 2

children of:

(a) The same sex under 16

(b) Opposite sex under 10

3 Bedrooms

Single Applicant, or Applicants living as a couple with 2

children, with at least 1 of opposite sex over 10;

Single Applicant, or Applicants living as a couple, with 3

children or 4 children:

(a) of the same sex under 16;

(b) Two children of each sex under 16; or

4 Bedrooms

Single Applicant, or Applicants living as a couple, with 5

or more children

Single Applicant or Applicants living as a couple, with 4

children where at least one of them is aged 10 and is of

the opposite sex of the others or one of them is aged 16

or over.

5.3.4 Pregnant Applicants or those Households with a pregnant member will not have

their bedroom requirement reviewed until the baby is born and a copy of the birth

certificate for the child has been received.

5.3.5 The Council reserves the right to assess an Applicant as being entitled to more or

less bedrooms, provided this does not result in an overcrowding hazard, where this

will lead to the effective management of its housing stock or where the circumstances

justify the adjustment. This may apply where an Applicant cannot share a bedroom

with their Partner due to their disability.

5.3.6 If an Applicant has been recommended by Children’s Services as suitable to foster or

adopt one or more children, but requires additional bedroom(s) in order to be able to

adopt or foster, the Applicant will be considered for an additional bedroom. When

conducting the Bedroom Need Assessment for prospective foster carers or adopters

who state that they need additional bedrooms for their application to foster or adopt

to be successful, the Council will consider the risk that the application to foster or

adopt may not be successful against the wider benefits which would be realised if a

placement was successful. This may mean contacting Children’s Services to

determine how the lack of the additional bedroom will affect the prospective carer’s or

adopter’s application to foster or adopt.

5.4 BAND START DATE

5.4.1 The Band Start Date records the date that an Applicant is deemed to have joined the

(a) New Applications:

The Band Start Date will be the date that the Application is processed and

placed into a Band.

(b) Existing Applicants:

(i) If an existing Applicant’s Housing Need has been re-assessed due to

a change in circumstance, their Band Start Date will be as follows:

REASSESSMENT OUTCOME

BAND START DATE

Move into a higher band

Date of Re-assessment

Moved into a lower band

Retain original Band Start Date

Remain in same band (including for

a different housing need)

Retain original Band Start Date

(ii) Transitional Arrangement: Applicants who were registered on the

Council’s Homesearch Allocation Scheme 2 prior to the adoption of

the Scheme will be able to keep as their Band Start Date the date of

their application under the Homesearch Allocation Scheme 2. Where

there has been a change in their Housing Need since their original

application under the Homesearch Allocation Scheme 2, their Housing

Need will be re-assessed and a new Band Start Date given in

accordance with paragraph 5.4.1 (b)(i) above.

5.4.2 Homeless Applicants who are owed the Full Housing Duty under the Act and are

placed in Band 2 following the Housing Need Assessment will have the date the

Council made the decision on the duty owed to them as their Band Start Date.

5.5 RURAL CONNECTION BAND

5.5.1 Some of the Council’s social housing is located in Rural Parishes. The Council

believes these properties should be allocated so as to ensure that:

• Rural communities are supported in a sustainable way wherever possible;

and

• People that are deemed to satisfy a Rural Connection Band to the Rural

Parish are given priority in the allocation of vacancies.

5.5.2 Accordingly, Applicants who wish to be considered for an allocation of a property in a

Rural Parish will need to satisfy one of the Rural Connection Band criteria as set out

below. For a list of the Rural Parishes please refer to paragraph 5.6.3 (Areas of

Choice).

RURAL CONNECTION BAND

CRITERIA

Band A

Applicants who live or are in

Employment in the Rural Parish and

have been so for longer than 10 years

or who have lived in the Rural Parish

for longer than 10 years previously or a

designated key-worker performing an

essential service for the Rural Parish

community where there is an

established need for the Applicant to

be rehoused to maintain the service.

Band B

Applicants who live or are in

Employment in the Rural Parish and

have done so for longer than 5 years,

or who have lived in the Rural Parish

for more than 5 years within the last 15

years, or whose parents, siblings or

adult children live in the Rural Parish

and have done so for 10 years or

longer.

Band C

Applicants who live or are in

Employment in the Rural Parish and

have done so for longer than 2 years,

or who have lived in the Rural Parish

for more than 2 years within the last 15

years or whose parents, siblings or

adult children live in the Rural Parish

and have done so for 5 years or more.

5.5.3 Applicants who do not satisfy any of the Rural Connection Band criteria will only be

eligible for an allocation of a property in a Rural Parish in the circumstances set out

at paragraph 6.2.1.4 (d).

5.5.4 Where an Applicant has been placed in temporary accommodation situated in a

Rural Parish the time spent in the Rural Parish will not count towards satisfying a

Rural Connection Band. However, if the Applicant has established a longstanding

connection with the Rural Parish during their occupation and has made a significant

contribution to the local community, then they may be considered to have a Rural

Connection Band. Any decision to allow the time spent in temporary accommodation

to be taken into consideration when assessing Rural Connection Band is reserved to

a Senior Officer.

5.6 AREAS OF CHOICE

5.6.1 For administrative and management purposes, when Applicants join the Register

they will be asked to stipulate which areas they would like to be housed in.

5.6.2 The areas listed below are available for selection by all Applicants on the Register:

AREA

Ashley

Blackfield and Langley

Calmore

Calshot

Dibden and Dibden Purlieu

Eling

Fawley

Fordingbridge

Holbury and Hardley

Hythe

Lymington

Marchwood

New Milton

Pennington

Ringwood

Totton

Walkford

5.6.3 The areas listed below are Rural Parishes. Please refer to paragraph 5.5 Rural

Connection Band at pages 13 – 14.

RURAL PARISH

Ashurst/Colbury

Minstead

Beaulieu

Netley Marsh/Woodlands

Boldre/Pilley/Norley Wood

Rockbourne

Bransgore/Sopley

Sandleheath

Breamore

Sway

Brockenhurst

Whitsbury

Brook/Bramshaw

Woodgreen

Burley

Copythorne/Bartley

Damerham

Denny Lodge

East Boldre/East End

Ellingham/Harbridge/Ibsley

Exbury/Lepe

Godshill

Hale

Hordle

Hyde

Lyndhurst

Martin

Milford

5.7 ACCEPTANCE ONTO THE REGISTER

5.7.1 Once all information has been received from an Applicant, and where appropriate

supporting agencies, the Applicant will be notified in writing of the following:

• Their Band Start Date;

• The Band in which their Application has been placed;

• Their reference number to be used for bidding;

• Their assessed Bedroom Need;

• A summary of the Scheme

5.7.2 If further information is required, the Applicant will be contacted in writing and will be

asked to provide the information necessary to assess their Application. Any

Applicant who does not provide the requested information within 28 days, or where

the Application was made on-line, who fails to submit supporting documents within

28 days, will be assumed to no longer require housing and their Application will be

treated as abandoned. Their Application will not be processed further.

6. THE CHOICE BASED ALLOCATION PROCESS

6.1 MANAGING VACANCIES

6.1.1 All vacancies will be let under the following choice-based allocation process unless

they have specifically been excluded, please see paragraph 6.3 below.

6.1.2 Labelling Properties

6.1.2.1 The Council will set parameters on which type of Households can apply for

vacancies. As part of the labelling process full details of each vacancy will be

provided and will include the following:

• Type of property;

• Street location;

• Rent, and if appropriate, service charge payable;

• Access to the property (including wheelchair adapted);

• Landlord;

• Number of bedrooms and permitted numbers of occupants (with reference to

the Bedroom Need Assessment);

• Specific requirements as specified by the landlord;

• Where appropriate, the Household type that will be given preference;

• Whether or not pets are allowed.

6.1.2.2 In addition to the above, other circumstances may apply which require particular

labelling of properties, schemes or estates. The examples below are for illustrative

purposes only and are not exhaustive:

• Where the Council is able to create vacancies within the affordable stock in its

district which could increase the number of available homes, then properties

may be labelled so that preference is given to Transfer Applicants.

• Where a property is adapted for disabled use or where it has been provided

for a specific purpose, such as supported accommodation, it will be labelled

for Applicants who require adapted or supported accommodation.

• Where a property is situated in an Age Restricted Scheme, it will be labelled

for Applicants that satisfy the age restriction of the scheme.

• If there is a planning requirement for a scheme (ie s.106 agreements),

vacancies in that scheme will be labelled according to the planning

requirements. Similarly, if a scheme has been developed with a specific

Applicant group then the labelling will reflect this.

• Where the vacancy is in a Rural Parish the labelling will require that the

Applicant has been awarded a Rural Connection Band to the Rural Parish.

• If there is an established need for designated key-workers to be re-housed to

ensure the availability of a critical public service within the Council’s district

area and a Senior Officer has determined that this need takes priority over

other housing needs within the Council’s district, the vacancy will be labelled

to give key-workers who are able to provide that service a preference.

• If it is known that there are a large number of Applicants who are in Bands 1-2

or with a particular need for a vacancy, the labelling of the property may be

more specific to reduce the number of Applicants who can bid for the

vacancy.

• Where the Council is seeking to reduce the numbers of homeless Households

in temporary accommodation, a vacancy may be labelled with a preference

for those Households who have been accepted as homeless.

• Where sensitive allocations are required because of the needs of other

vulnerable or elderly tenants, labelling may stipulate that the successful

Applicant needs to be able to demonstrate that they will be able to manage a

tenancy successfully.

6.1.3 Advertising

6.1.3.1 Unless excluded from the lettings process, all properties will be advertised to provide

Applicants with the best possible chance of exercising choice. Applicants will find

vacancies advertised on the Council’s website. Where a property is for a specific

Applicant group who require support contact may be made (as far as resources

allow) to ensure that this group are able to bid for the vacancy.

6.1.3.2 The advert will be labelled as set out at paragraphs 6.1.2.1 and 6.1.2.2 above.

6.1.3.3 Each property will normally be advertised for a period of 5 days. Where a property

has not attracted any bids and/or bids from Applicants that satisfy the labelling

criteria for the vacancy, it may be re-advertised to increase the number of Applicants

who can bid for the vacancy.

6.1.4 Applying for Vacancies

6.1.4.1 Interested Applicants will be able to bid for a vacancy electronically by placing a bid

via their Council website account before the advert expiry date. Applicants are

entitled to bid for a maximum of 3 vacancies each week.

6.1.5 Assisted Bidding

6.1.5.1 Where an Applicant requires assistance in bidding for vacancies, because the

Applicant is vulnerable or where there is a language barrier, then the Housing

Options team may assist the Applicant to bid for vacancies or refer the Applicant to

an agency that will be able to assist the Applicant to do so. Applicants will be asked

during the application process if they require assistance and if they wish the Housing

Options team to manage their bids on their behalf. The Housing Options team will

assess whether the Applicant meets the criteria for Assisted Bidding.

6.1.5.2 Where an Applicant qualifies for Assisted Bidding, the Housing Options team will only

make bids on behalf of the Applicant if the vacancy meets the Applicant’s

preferences and Bedroom Need. Applicants can also ask for assistance with

bidding at any time by contacting the Housing Options team or through contact from

an agency. Where appropriate the Housing Options team may also enquire whether

an Applicant requires assistance following a review of an Applicant’s bidding history.

6.1.5.3 An Applicant will only be assisted with making their bids if they are unable to do so

because of vulnerability or because there is a language barrier. Where appropriate,

Applicants will be encouraged to access facilities at the Council’s offices, use

family/friends or the library to access the website to place bids.

6.1.6 Automatic Bidding

6.1.6.1 To increase the prospects of re-housing Applicants, the Council may make bids on

behalf of some Applicants on the Register.

6.1.6.2 The Housing Options team will only bid on vacancies that are suitable for the

Applicant’s Household and that the Applicant has the best chance of securing. Whilst

consideration will be given to the Applicants preferences, the overriding consideration

will be the effective management of the social housing stock, or where appropriate,

the duty to move on Homeless Applicants to more settled housing solutions. In some

cases the Housing Options team may encourage an Applicant to increase their

preferences to maximise their prospects of being rehoused.

6.1.6.3 The Housing Options team will normally bid on behalf of the following Applicants:

• Applicants in Band 1;

• Homeless Applicants in Band 2 or in Band 3 who are owed the Relief or

Prevention Duty;

• Band 2: Under-occupying by 2 bedrooms;

• Band 3: Under-occupying by 1 bedroom

6.1.6.4 The Housing Options team will bid on behalf of an Applicant if the Applicant has

failed to bid for suitable properties that have become available in a 6 month period

and/or where the bidding history of the Applicant shows they have not made

sufficient bids for properties having regard to the number of suitable properties that

have become available in a 6 month period. The Housing Options team may also

bid on properties where it would assist in the effective management of the Council’s

housing stock.

6.1.6.5 Where a bid made on behalf of an Applicant is successful, the Applicant will be made

an offer of the accommodation secured by the automatic bid.

6.1.6.6 Homeless Applicants:

• The Applicant will be advised that the offer is made in discharge of the duty

owed to them as a Homeless Applicant and the consequences of refusal.

They will be notified of their right to request a review of the suitability of the

offer and that this right is available whether they accept or refuse the offer.

• If the Applicant refuses the offer and lodges an unsuccessful suitability

review, or fails to lodge a review request at all, their Application will be

suspended for a period of 6 months. The Council will discharge the homeless

duty. Following the period of suspension, if the Applicant still wishes to

remain on the Register, the Application will be reinstated to Band 3 and will

retain the same Band Start Date. However, if there has been a change in

circumstance the Application will be re-assessed and will be given a new

Band Start Date in accordance with paragraph 5.4 above.

6.1.6.7 Other Applicants

• The Applicant will be notified of their right to request a review of the suitability

of the offer and that they can request a review whether or not they accept the

offer. If within a 12 month period, an Applicant refuses two offers of

accommodation that are deemed suitable following a review, or where no

suitability review was lodged, their Application will be suspended for a period

of 6 months. Applicants who fail to respond to an offer will be treated as

though they had refused the offer. Following the period of suspension, if the

Applicant still wishes to remain on the Register, the Application will be

reinstated to Band 3 and will retain the same Band Start Date. However, if

there has been a change in circumstance the Application will be re-assessed

and will be given a new Band Start Date in accordance with paragraph 5.4

above.

6.1.6.8 If the Applicant accepts the offer but lodges an unsuccessful suitability review, or

does not lodge a suitability review at all, their Application will be removed from the

6.1.6.9 An Applicant whose Application has been suspended, has been placed in a lower

Band or removed from the Register, will be notified of this decision and of their right

to request a review of it; please see paragraph 7.5 for details of the reviews process.

The Applicant will be entitled to re-apply to join the Register or seek higher banding if

their circumstances change, or have changed, since the decision was made.

6.2 ALLOCATING PROPERTIES

6.2.1 Selection Procedure

6.2.1.1 Once the time limit for placing bids on an advert has expired, the bids for a vacancy

will be considered. Any bids placed after the time limit has expired will be excluded

from consideration.

6.2.1.2 Applicants who do not meet the labelling criteria of the vacancy will be excluded from

consideration. Where the advert for the vacancy specified Households who would be

given a preference for the vacancy, the Applicants who satisfy the preferences will be

considered before those Applicants who do not. Applications will then be prioritised.

6.2.1.3 Prioritisation Generally

a) First, by their Band, for example all Applicants in Band 1 will be listed above

all Applicants in Bands 2, those in Band 2 will be listed above all those in

Band 3 and so on.

b) Then, by the Band Start date; with the Applicant with the earliest Band Start

Date and highest Band at the top.

The vacancy will be allocated to the Applicant who is at the top following the above

prioritisation.

6.2.1.4 Prioritisation – Rural Parishes

a) Applicants will be prioritised with reference to the strength of their connection

with the Rural Parish and Band as follows:

Order of Prioritisation

Rural Connection Band (RCB) and Housing Need

Band

RCB A with a Band 1 Housing Need

RCB A with a Band 2 Housing Need

RCB A or RCB A with Band 3 or Band 4 Housing Need

RCB B with a Band 1 Housing Need

RCB B with a Band 2 Housing Need

RCB B or RCB B with Band 3 or Band 4 Housing Need

RCB C with a Band 1 Housing Need

RCB C with a Band 2 Housing Need

RCB C or RCB C with Band 3 or Band 4 Housing Need

b) Applicants who fall within 3, 6 and 9 in the table above will be treated equally

within their grouping. Applicants will then be prioritised by Band Start Date.

The vacancy will be allocated to the Applicant with the earliest Band Start

Date at the top following prioritisation in accordance with the table at 6.2.1.4

(a) above.

c) Where the vacancy is in a Rural Parish and no bids are received from an

Applicant with a Rural Connection Band for that Rural Parish, the Council will

re-advertise the vacancy and set new labelling criteria to increase the

prospects of the vacancy going to an Applicant with a Rural Connection Band

for the Rural Parish. In re-advertising the vacancy the Council may change

the labelling criteria to allow under or over-occupation. However, the Council

will only allocate a vacancy to an under-occupier if affordability will not be an

issue and to an over occupier where it will not result in a Category 1 Hazard.

If the vacancy can still not be filled, the Council will increase the geographical

area to allow bids from nearby Rural Parishes and will also consider labelling

the vacancy to allow for over or under-occupation (subject to affordability and

avoiding Category 1 Hazard).

d) If a vacancy in a Rural Parish is still not filled after re-advertising it as above,

the vacancy will be made available to the whole district.

6.2.1.5 Following Prioritisation

a) If after the Applications have been prioritised as set out in paragraphs 6.2.1.3 or

6.2.1.4, there are two or more Applicants at the top of the list, the Council will carry

out an assessment of the Applicants’ circumstances to determine who has the

greatest Housing Need for the particular vacancy. This may include taking into

consideration whether an Applicant has more than one Housing Need, the size of

the Household and its make-up to ensure the best use of the property.

b) If an Applicant confirms that they wish to be considered for a vacancy they will not

be able to bid on any other vacancies whilst they are being considered. Any open

bids that the Applicant has for other vacancies will be ignored during the period of

consideration.

c) If an Applicant is the successful bidder for more than one vacancy they will have to

choose which vacancy they want to be considered for. In order to ensure effective

management of the Register, Applicants will not be able to be considered for more

than one vacancy at any one time.

d) If an Applicant is made an offer of a vacancy they will normally have 24 hours in

which to make a decision. If the Applicant needs more time and/or support to make

the decision, they will need to notify the Housing Options team within 24 hours of

the offer being made. Subject to consent having been given and/or appropriate data

sharing agreements being in place, if the Council is aware that the Applicant is

receiving support from a support agency, the support agency will be notified when

the Applicant is made an offer of a vacancy.

6.2.2 Special Allocations

6.2.2.1 Sensitive Lettings

a) Occasionally, there will be a need to assist in dealing with issues that impact on a small,

specific location to reduce the concentration of certain needs groups which is impacting

on housing management; or to promote a more balanced community by seeking to

select or exclude certain Households with particular characteristics.

b) Where appropriate, this may be requested by a partner landlord; for example where a

previous tenant had caused anti-social behaviour and it was deemed important to get the

right mix of tenants in the area having regard to the needs of existing vulnerable or

elderly tenants.

c) The Council, and if appropriate, the partner landlord, may agree that an Applicant who

has come top following prioritisation is not the most suitable and reserves the right to

overlook the Applicant and make the offer to the next suitable Applicant.

d) As indicated above, where a vacancy is a sensitive let, it will be clearly labelled as such.

Where there is more than one property in an area that is affected this will be set out in an

agreed Local Lettings Policy.

6.2.2.2 Age Restricted Schemes

a) Some of the Council’s vacancies are situated in Age Restricted Schemes. Applicants

will only be able to bid for these vacancies if they meet the age restriction criteria. Any

such vacancy will be clearly labelled as an Age Restricted Scheme.

b) To ensure the effective management of the Council’s housing stock, the Council

reserves the right to increase or reduce the number of Age Restricted Schemes or alter

the age restrictions as may be deemed appropriate; the decision to do so is reserved to

a Senior Officer.

6.2.2.3 Incentive to Work

a) Local authorities are encouraged to consider how they can support those Households

who want to work, as well as those who, while unable to engage in paid work, are

contributing to their communities in other ways, for example voluntary work.

b) In order to provide incentives for Applicants to work or make a positive contribution to the

local community, a percentage of all general needs housing will be advertised so that a

Paragraph 4.27 of the Allocation of Accommodation: Guidance for Local Housing Authorities in

England.

preference is given to Applicants, who are in Employment or who are making a

contribution to their community, for example by voluntary work. A decision as to whether

an Applicant is making a contribution to their community, for example by voluntary work,

is reserved to a Senior Officer. The annual percentage will be set between 10 – 20%.

c) The incentive to work provisions will be regularly monitored to ensure that the Council is

complying with its duties under the Equality Act 2010.

6.2.2.4 Local Letting Policies

a) The Act allows the Council to adopt Local Letting Policies. This allows the Council to

allocate housing to a specific group of people, whether or not they come within the

Reasonable Preference Group. In setting Local Lettings Policies, the Council has to

ensure it complies with its duty under the Equality Act 2010 not to discriminate, directly

or indirectly, against any groups who have a protected characteristic and it needs to

ensure that overall it has regard to its statutory duties to those in the Reasonable

Preference Group.

b) Local Lettings Policies will be used to ensure a mixed and balanced community. When

agreed, these Local Lettings Policies will have their own specific allocation criteria.

Properties that are subject to a Local Lettings Policy will be clearly labelled in the advert.

c) A Local Lettings Policy may be applied in addition to any local planning restrictions that

may be contained in an agreement made under s.106 of the Town and Country Planning

Act.

6.2.3 Verification of Applications

6.2.3.1 The Council will undertake verification of all the relevant information provided by the

Applicant. The verification of information includes obtaining evidence to confirm

details given about the Applicant’s family and housing situation.

6.2.3.2 The verification of information may be undertaken when the Application is received

and will always be undertaken at the point of allocation.

6.2.3.3 Where the vacancy is with a partner landlord, for example a housing association,

further verification, in accordance with the landlord’s own verification processes and

policy may be undertaken by the landlord. The landlord may also have additional

qualifying criteria; particularly around affordability. Applicants will have to satisfy both

the partner landlord and the Scheme’s qualification criteria at verification to be made

an allocation of the vacancy.

6.2.3.4 Verification will also include the gathering of information on suitability to be a tenant.

If it becomes clear at the verification stage that an Applicant has demonstrated

behaviour which may make them unsuitable to be a tenant (please refer to Appendix

2: Eligibility and Qualification at page 40 for further details) then they will not be

offered the tenancy. The Applicant’s banding and/or qualification to be on the

process. This may result in an Applicant being moved into a lower Band or being

removed from the Register. If an Applicant is overlooked for an allocation at the

verification stage, the next suitable Applicant who came below the overlooked

Applicant following prioritisation will be considered for the vacancy.

6.2.3.5 If following verification it is established that the property is not suitable for the

Applicant, the Council reserves the right to prevent an offer of a property being

progressed. If this happens, the next suitable Applicant who came below the

overlooked Applicant following prioritisation will be considered for the vacancy.

6.2.3.6 The local ward member will be notified of an allocation of a vacancy in their Rural

Parish.

6.2.3.7 If it is not possible to complete verification of the Application within a reasonable

period of time due to the Applicant’s refusal to co-operate or because the Applicant is

unable to provide the information needed to complete the verification process, the

Applicant may be overlooked and the Applicant who came below the overlooked

Applicant following prioritisation will be contacted.

6.2.3.8 Where following the verification process, an Applicant has been moved into another

Band or has been removed from the Register, they will be advised of the reasons in

writing. They will be notified of their right to request a review of the decision; please

refer to paragraph 7.5 for further details of the reviews process.

6.2.3.9 Once the verification process has been completed, the Council, or the landlord, will

contact the successful Applicant to make a provisional offer of a tenancy to them.

6.2.4 Publishing Details of the Allocation

6.2.4.1 Feedback on allocations provides Applicants with information to exercise choice and

to gain information on the likely waiting time for re-housing. Details of the allocation

will be published on the Council’s website as soon as possible. Whilst the successful

Applicant’s name will not be published, their Band and the length of time they have

been on the Register will be published.

6.3 EXCEPTIONS TO THE CHOICE BASED ALLOCATIONS PROCESS

6.3.1 Allocations Excluded From the Choice Based Allocations Process

6.3.1.1 Whilst most allocations will be managed through the choice based allocations

process, there will be some circumstances when it will be necessary to exclude

certain vacancies.

In accordance with Regulation 3 of the Allocations of Housing (Procedure) Regulations 1997 SI 483,

elected members of the Council may not be involved in allocation decisions where the

accommodation to be allocated, or the Applicant’s sole or main residence, is in the member’s ward.

6.3.1.2 Examples of the allocations that may be excluded from the choice based allocations

process are:

• Management moves (carried out by the Council or housing association to

assist in the good management of tenancies and its stock);

• Vacancies in Age Restricted Schemes, adapted properties or sensitive lets

where no bids have been received from Applicants that satisfy the labelling

criteria.

• For community safety, for example re-housing under the Multi-Agency

Protection Panel Arrangements (MAPPA) or Witness Protection scheme;

• Where supported housing or extra care housing is being allocated;

• Where a Homeless Applicant is occupying a Council property on a non-

secure basis and the property they are occupying is suitable for their needs;

• Where arrangements are in place for partner landlords to provide less than

100% of their properties for allocation.

6.3.1.3 Where an allocation has been excluded from the choice based allocations process,

the Council will make an allocation of the vacancy to an Applicant who has not bid for

it. This is known as a direct offer.

6.3.2 Direct Offers

6.3.2.1 The Council may make direct offers to the following:

• Applicants in Bands 1 and 2;

• Applicants being discharged from hospital or needing to go into supported or

sheltered housing;

• Flexible tenants whose tenancy is due to, or has, expired and they have been

assessed as having a continuing housing need but for alternative

accommodation;

• Homeless Applicants occupying temporary accommodation that is suitable for

their needs;

• Successors under-occupying their property or Vulnerable Occupants of

Council accommodation where a decision has been made to allow them to

remain in the property or to give them a tenancy of an alternative property;

• Remaining Vulnerable Occupants of Council accommodation on termination

of a joint tenancy where a decision has been made to allow them to remain in

that property or to give them a tenancy of an alternative property;

• Applicants needing specially adapted properties, properties in an Age

Restricted Scheme or sensitive lets;

• Applicants requiring a management move or who require rehousing under

MAPPA or Witness Protection scheme.

6.3.2.2 Any direct offer will meet the Applicant’s assessed needs and should be suitable for

the Applicant’s Household.

6.3.2.3 Homeless Applicants:

• The Applicant will be advised that the offer is made in discharge of the duty owed

to them as a Homeless Applicant and the consequences of refusal. They will be

notified of their right to request a review of the suitability of the offer and that this

right is available whether they accept or refuse the offer.

• If an Applicant refuses the offer and lodges an unsuccessful suitability review, or

fails to lodge a review request at all, their Application will be suspended for a

period of 6 months. The Council will discharge the homeless duty. Following the

period of suspension, if the Applicant still wishes to remain on the Register, the

Application will be reinstated to Band 3 and will retain the same Band Start Date.

However, if there has been a change in circumstance the Application will be re-

assessed and will be given a new Band Start Date in accordance with paragraph

5.4 above.

6.3.2.4 Other Applicants:

• When Applicants are made an offer, they will be notified of their right to request a

review of the suitability of the offer and that this right is available whether they

accept or refuse the offer. If an Applicant refuses 2 offers of accommodation that

are deemed suitable following a review, or where no suitability review is lodged,

within a 12 month period, their Application will be suspended for 6 months.

Applicants who fail to respond to an offer will be treated as though they had

refused the offer. Following the period of suspension, if the Applicant still wishes

to remain on the Register, the Application will be reinstated to Band 3 and will

retain the same Band Start Date. However, if there has been a change in

circumstance the Applicant will be re-assessed and will be given a new Band

Start Date in accordance with paragraph 5.4 above.

6.3.2.5 If an Applicant accepts an offer and lodges an unsuccessful suitability review, or

does not lodge a suitability review at all, their Application will be removed from the

6.3.2.6 An Applicant whose Application has been suspended, moved to a lower Band or

been removed from the Register will be notified of this decision and of their right to

request a review of it, please see paragraph 7.5 for details of the reviews process.

6.3.2.7 To ensure transparency and fairness, decisions to exclude allocations from the

choice based allocations process and make a direct offer will be monitored to ensure

that the decisions to do so are being properly exercised within limited boundaries.

6.4 OTHER ALLOCATION PROCESSES

6.4.1 A number of allocation processes do not constitute an allocation under the Act and

operate outside of the normal allocation processes of the Scheme. This includes

vacancies being let as temporary accommodation to households who are homeless

or threatened with homelessness or decants whilst repairs are undertaken.

6.4.2 Allocation of Temporary Housing

6.4.2.1 For allocations of temporary housing to homeless people or to prevent homelessness

direct allocations will be made by the Homelessness and Housing Advice Officers.

6.4.2.2 The main aims of allocating temporary housing are to resolve homelessness, meet

statutory requirements and to minimise the use of bed and breakfast

accommodation.

6.4.2.3 There are a number of situations in which homeless applicants can be waiting for

temporary housing. The most common ones are:

• Accepted homeless applicants who have been placed in bed and breakfast;

• Accepted homeless applicants in other forms of emergency housing (refuge,

staying with friends/relatives)

• Households already in temporary housing where the accommodation is going

back to the owner;

• Households already in temporary accommodation where the accommodation

is not suitable for their needs.

6.4.2.4 Allocations of temporary housing are a question of judgment for each individual

vacancy, as the Homelessness and Housing Advice Officer will have to balance the

needs and requirements of a number of different individuals in different

circumstances. The matters which the Homelessness and Advice Officer must take

into account include:

• Length of time a homeless applicant has been in bed and breakfast. Bed and

breakfast is not suitable accommodation for homeless applicants with family

commitments (including those who are pregnant) unless used in an

emergency and then for a maximum of 6 weeks;

• The length of time homeless applicants have been in other forms of

emergency housing awaiting temporary accommodation. Whilst refuge and

other forms of emergency accommodation are normally more suitable than

bed and breakfast, lengthy waits in emergency housing should be avoided

where possible.

• Where temporary accommodation is going back to the owner and delays may

cause families to be placed in bed and breakfast or significant difficulties to

the landlord.

• The length of time that a homeless applicant has been in unsuitable

temporary housing and has been waiting for suitable temporary

accommodation and the difficulties that the homeless applicant is

experiencing in their current accommodation.

• The areas of choice of each homeless applicant and the availability of

accommodation close to those areas of choice.

6.4.3 Allocations of Extra Care Housing

6.4.3.1 Allocations of extra-care housing will normally be managed outside of the choice

based allocations process due to the vulnerability of Applicants for extra-care

schemes and the required partnership working with Hampshire County Council and

care and support providers.

6.4.3.2 A separate agreement with Hampshire County Council will be entered into to set out

the allocations processes for extra care, so the paragraphs below only summarise

the broad principles.

6.4.3.3 Extra-care housing will be advertised on the website but on a non-specific basis to

ensure awareness of the availability of the extra-care accommodation.

6.4.3.4 The Housing Options team will assess housing needs in accordance with the

Scheme. An Extra-Care Assessment and Allocation Panel (ECAP) will assess

support and care needs.

6.4.3.5 For each vacancy the ECAP will determine whether it is a vacancy for an Applicant

with high, medium or low care needs. This decision will depend on an understanding

of the profile of the Applicant within the extra care scheme (to ensure a balanced

extra care scheme) and the details of the particular vacancy (for example, a fully

adapted property may suggest higher care needs).

6.4.3.6 Each vacancy will be allocated to the most suitable Applicant. When allocating, the

following principles will apply:

• A vacancy of a high/medium or low care need will normally be offered to the

Applicant with the equivalent level of care who is top on the list for that

particular level need.

• Other factors may be taken into consideration as well as the level of housing

need. These will include the needs and preferences of individuals (eg

wheelchair needs, preferences for floor level and scheme preferences etc).

• In line with the Scheme, normally, Applicants will need to satisfy the local

connection criteria.

• If there is a double flat, consideration will be given to giving preference to

couples.

• Where there are no suitable Applicants, consideration will be given to

Applicants with a different level of assessed care need for the vacancy, if

appropriate.

• Where it is still not possible to allocate a vacancy, the vacancy may be

individually advertised on the website as a vacancy of older persons’ housing

within an extra care scheme and allocated by the Housing Options team in

accordance with the provisions of the Scheme.

6.4.4 Hard to Let

6.4.4.1 Hard to let properties are those which the Council finds difficult to let due to low

demand. The Council may allocate such properties by making a direct offer or

allowing Applicants who would not ordinarily meet the properties labelling criteria to

bid on the property.

PART 3: SCHEME ADMINISTRATION

7. MANAGING THE SCHEME

7.1 DECISION MAKING

7.1.1 The following decisions will be the responsibility of the named positions (or positions

at an equivalent or higher level) within the Council; the list is not exhaustive and a

Senior Officer has the discretion to delegate the decision-making responsibility of any

decision to another position as may be deemed appropriate by the Senior Officer:

DECISIONS

POSITION

Eligibility of Applicants