Guide to Applicantsfor Rented Accommodation

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Thank you for requesting a form to apply for a home with Clwyd Alyn HousingAssociation. It is important that you answer all the questions on the form so thatwe can properly assess your housing need – an incomplete form will bereturned to you.

We hope that this guide will answer most of your questions but if you requireany further clarification please call the Contact Centre on Telephone number

☎ 0800 1835757 or ☎ 01745 536800 .Mobile phone users may prefer to call ☎ 0330 1835757 where your callwill be charged at local rate from your contracted minutes.

What type of Accommodation does Clwyd Alyn HousingAssociation have?The Association has accommodation for families, couples, single people and olderpeople and a limited number of properties which have been adapted to meet theneeds of people with disabilities. Most of our properties are 1 and 2 bedroomed flatsand 2 and 3 bedroomed houses. Although we welcome applications from everyoneour ability to assist larger families or people requiring wheelchair accessibleproperties is limited.

The Association operates a number of schemes specifically designed to meet theneeds of people aged over 55. Suchschemes may have additional facilitiesincluding a meeting room, laundryroom, communal gardens, alarmsystems etc

The Association has properties inDenbighshire, Conwy, Flintshire,Wrexham, Powys and Anglesey –To see the types of property availablein each area please refer to theenclosed document ‘Where ClwydAlyn Housing Association Has Homes’.

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Who can apply for Accommodation?

Age

Anybody aged 18 years of age and over can apply to be registered on the waitinglist. Applicants aged 16 – 17 years can apply to be accepted onto the waiting list butwill only be offered a tenancy if they are able to supply details of a rent guarantor.

Existing Clwyd Alyn Tenants (Transfer Applicants)

Clwyd Alyn tenants who have been living in their current property for a minimum of2 years may apply for a transfer to alternative Clwyd Alyn accommodation.

In exceptional circumstances transfer requests from tenants who have not beenresident for 2 years may be accepted subject to the approval of the Director ofHousing Services. Transfer applications will be assessed using the same criteriaapplied to general applicants.

Transfer applicants who do not meet the above criteria may be able to exchange theirproperties with another tenant. Clwyd Alyn Housing Association has partnered withHomeSwapper, a national web based mutual exchange register, to help people linkwith other RSL tenants wishing to exchange.

Tenants wishing to transfer or exchange homes must have a clear rent account orhave sustained an agreement to clear rent arrears for a minimum of 6 months andany outstanding debt must be less than £500. The property must also be in goodcondition before a transfer is approved.

Tenants who have Introductory Assured Shorthold Tenancies will not be permitted toexchange their tenancies.

Applications from Board Members, Staff and their Relatives

The application form requires applicants to state if they are related to staff or BoardMembers. Offers of accommodation to these applicants can only be made withapproval from the Board of Management. Formal procedures must be followed toensure that these applicants are not treated more favourably and the details of anyoffers made must be recorded in a public register.

Who will not be considered?

Rent ArrearsApplicants who have been or are tenants of another registered social landlord whoowe more than £250 or 4 weeks rent will not be accepted onto the waiting list unlessthey can demonstrate that they have maintained a payment plan to clear the debt fora period of at least six months and the remaining debt is less than £500.

Breach of Tenancy Conditions

Applicants who have been evicted by any Registered Social Landlord (i.e. a housingassociation) or a local authority for a breach of tenancy conditions within the lastthree years will not be accepted onto the waiting list. After the three year periodapplicants must be able to demonstrate that they have modified their behaviouraccordingly and will need to supply references to support their application which willaddress the issues which led to the eviction.

Anti-Social Behaviour

Applicants who have been involved in significant instances of anti-social behaviourwill not be accepted onto the waiting list unless they are able to demonstrate asustained change in behaviour for at least 12 months.

Criminal Behaviour

Applicants who have been convicted of criminal acts taking place within the propertyof a registered social landlord or for criminal acts aimed at RSL staff, tenants,neighbours or contractors will not be accepted onto the waiting list.

Will I need to supply references?Yes, Clwyd Alyn Housing Association wants to ensure that people moving into theirproperties will be good tenants and responsible neighbours. For this reason 2references will be required for all applicants. Where an applicant is or has been atenant of a registered social landlord references will be obtained from the landlord.In other circumstances applicants must supply the contact details of people who haveknown them for at least 2 years from whom references may be obtained. Do not sendreferences with your application, simply supply the contact details of people who youwish us to contact and we will write to them directly.

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Suitable referees may include:

✓ Landlord

✓ Employer

✓ Teacher / Lecturer✓ Friends / relatives who are existing tenants or residents of Clwyd Alyn

Housing Association✓ A ’person of standing in the community’ (e.g. police officer, doctor, bank

manager, minister of religion, local councillors, civil servants etc).

In the case of joint applications two references will be required for each applicant.

Existing Clwyd Alyn tenants do not need to provide references

LEGAL ACTION CAN BE TAKEN AGAINST ANY PERSON WHOOBTAINS ACCOMMODATION AS A RESULT OF GIVING FALSEOR MISLEADING INFORMATION.

Will I need to supply any other Information in support ofmy Application?You will need to supply evidence to support the information you have given in yourapplication about your housing circumstances. The attached table gives examples ofthe type of evidence that would be acceptable. In addition if you or any of the peoplewho are moving with you is pregnant you will need to supply a copy of the Mat B1form which is supplied by your midwife. If you have not supplied evidence with yourapplication we will not be able to take account of the circumstances you havedescribed.

When you are nearing the top of the waiting list for accommodation in the areas youhave chosen a housing officer will visit you to confirm that your circumstances havenot changed and that the information you have given is still correct.

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How will my Application be assessed?

Clwyd Alyn Housing Association’s allocation policy takes into account the housingand support needs of applicants. Applications will be assessed and placed in prioritybandings :

- Priority Band 1- Priority Band 2- Priority Band 3 or- Priority Band 4

The banding your application is placed in will bedependant on your circumstances. The types ofcircumstances that will determine the priorityattached to your application are outlined in theattached table. Once priority has been determinedapplications will be placed within theappropriate banding in date order based on thedate that your application is received by us.

Where an applicant can evidence multiple needsin the categories described above, priority willbe determined by the housing need indicator attracting the highest priority.

If you are able to supply evidence of more than one housing need indicator withinthe same banding, additional time of 3 months for each additional indicator will beawarded to reflect the greater need. Additional indicators which appear in a lowerpriority banding will not attract an additional time award. For example an applicantescaping domestic violence who also has a severe medical need will attract anadditional 3 months queuing time. However an applicant escaping domestic violencewho is also overcrowded will not receive an additional time waiting award.

We will write to inform you of the priority banding that your application has beenplaced in.

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What If I don’t agree with the decision made about whichBand my Application is placed in?

If your application has been rejected or you are dissatisfied with the priority bandingattached to your application you will need to notify the Customer Services Managerand outline the reasons why you think the decision is wrong. After this if you still feelthat you have been treated unfairly you may appeal to the Director of Housing Services.

What happens if my circumstances change?If you change address you need to let us know as soon as possible. We willsend you another application form which you will need to complete and returntogether with any supporting evidence. We will assess your application and notifyyou of the priority attached to your application. If your application is awarded thesame priority or a lower priority your application will be taken from the date of youroriginal application. If your priority increases you will be placed in the higherbanding with effect from the date that you are able to demonstrate yourcircumstances changed.

If you change address and no longer require accommodation pleaselet us know and we will delete your application from the waiting list. We will write toyou every year to check that you still require accommodation. If you do not respondto our letters your application will be deleted from the waiting list.

If your circumstances change whilst you are at the same addressyou need to let us know and supply the appropriate evidence. If the change meansthat your application is to be placed in a higher banding you will be placed in thenew banding with effect from the date you can show that your circumstances changed.

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I am or will soon be Homeless – What should I do?

If you are homeless or are likely to become homeless within the near future youshould contact your local authority as they retain the statutory responsibility forproviding accommodation for homeless people.

The homelessness officer will consider your case and will determine if you can beconsidered ‘unintentionally homeless’ (i.e. homeless through no fault of your own)and will advise you if they will be able to provide you with temporary accommodation.The Local Authority can also nominate people who are homeless for vacancies withClwyd Alyn Housing Association. Please forward copies of any correspondence youreceive from the local authority’s homelessness section as this will be required asevidence in support of your application.

How are Properties allocated?

Clwyd Alyn Housing Association is obligedto offer 50% of all vacancies to people whohave been nominated by the Local Authorityfrom their own waiting list. In order toincrease your chances of being offered aproperty you should also register with thelocal authority.

In Anglesey 100% of all vacancies are letto people nominated by the local authority.If you are looking for accommodation inAnglesey only you should not complete aClwyd Alyn application form. Instead you should apply to the Local Authority.

The remaining 50% of vacancies will be allocated on the following basis:

- Priority Band 1 25%- Priority Band 2 15%- Priority Band 3 10%

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If there are no eligible or interested applicants in the relevant banding when avacancy occurs, the property will be offered to the top rated applicants in the nextlowest banding.

Allocations will only be made to applicants placed in Priority Band 4 if there are noeligible or interested applicants in any of the other categories.

What happens if I refuse an offer of Accommodation?

- Applicants who refuse offers will not normally be penalised. However applicantswho refuse 3 reasonable offers will be invited to review their requirements beforefurther offers are made.

- Applicants in Priority Band 1 who refuse 3 reasonable offers which meet their statedpreferences may have their priority banding reduced.

- Applicants who are unable to accept offers because of their inability to move at agiven time will have their applications suspended without penalty until such time asthey notify the Association that they are able to move.

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Priority Banding Housing Need Definition Examples of EvidenceIndicator Required

Priority Band 1 Fear Of Violence

Severe Medical

Property Unfit/Lacking Facilities

e.g. domesticviolence, victim ofASB which hasescalated to threatsand intimidation,victim of violent crime

Care cannot beprovided in currenthome, Propertyneeded to facilitatehospital discharge.Unable to accesstoilet facilities.Unable to getinto/out of currenthome.

Where the propertyhas been declared‘unfit’ or where thereare repair problemsconsidered a healthrisk or are dangerousas determined by anEnvironmental HealthOfficer.

• Supporting letter from eitherpolice officer, Women’s aid,Victim Support or any othersimilar support service.

• Completed MedicalQuestionnaire plus supportingletter from an occupationaltherapist/ hospital dischargeco-ordinator.

• Copy letter from environmentalhealth officer

Priority Band

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Priority Banding Housing Need Definition Examples of EvidenceIndicator Required

Priority Band 2 Need to give orreceive supportor care

InsecureAccommodation

Homeless atHome

Where the applicantneeds to move inorder to give supportto a family member/named care receiver,or where theapplicant is in needof care and needs toreceive support froma family member ornamed careprovider.

• Applicant is likely tobecome homelesswithin 2 months

• Forces applicantsdue for dischargewithin 2 months,

• Tied Tenantsrequired to leavewithin 2 months

• Landlord sellingproperty and tenantbecoming homelessshorthold tenancynot being renewedby landlord.

People who havebeen assessed by therelevant localauthority as being‘homeless at home’(Evidence required)

• Letter from the person who isin need of care describing thecare required or a letter froma social worker/ GP of theperson requiring care

• Applicants who need to movein order to receive care shouldinclude a letter from theperson who is to provide thatcare confirming that they arewilling to provide care.

• Copies of any legal noticesreceived by the applicant froma landlord/ mortgage lender.

• In the case of members of thearmed forces or otherindividuals in tiedaccommodation a letter fromthe employer confirming whenemployment will end and theproperty must be vacated willbe required.

• Copy correspondence fromthe local authorityhomelessness section.

Priority Band

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Priority Banding Housing Need Definition Examples of EvidenceIndicator Required

Priority Band 2(continued)

Single Homeless(non -priority)

Medical General

SeparatedFamilies

Single people whoare able to supply acorrespondenceaddress but are of nofixed abode and whohave been assessedby the local authorityas homeless but notin priority need interms of homelessnesslegislation.

Where a move to adifferent propertywould lead to animprovement in themedical condition.The award will bemade dependantupon how anapplicant’s housingconditions affect theapplicant’s healthand not on the severityof the condition.

Where a family unitthat has previouslylived together isforced to liveseparately becauseof the lack of suitableaccommodation(e.g. both parentsare living with theirrespective parentsand the partner is notwelcome or whereliving together wouldresult in childrenliving in unsuitableaccommodation).

• Copy correspondence fromthe local authorityhomelessness section

• Completed medicalquestionnaire

• Supporting letters from a thirdparty such as a social workeror health visitor.

• Copy of court papers grantingresidence of children.

• Evidence showing currentaddresses of children such asmedical cards, health visitorrecords, schoolcorrespondence etc.

Priority Band

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Priority Banding Housing Need Definition Examples of EvidenceIndicator Required

Priority Band 2(continued)

Overcrowding

Under Occupation

ManagementTransfers

Overcrowding existswhere there is a lackof a bedroom or bedspace. Each personrequires a bed spaceand separatebedrooms arerequired for:• A couple• The parent of asingle parent family

• Children ofopposite sex aged8 or over

Where the applicantis a tenant of aregistered sociallandlord and there arebedrooms which aresurplus to requirementand the applicantwishes to downsize.

Where the applicantis a CAHA tenantand the tenancy isno longerappropriate (e.g.children living in flats)or the transfer isapproved in theinterests of creatingsustainablecommunities or tomake best use of theAssociation’s housingstock. All such transfersshould be approvedby the TenancyServices Manager

Information provided within theapplication with regard toproperty size and the details ofpeople resident in the propertyshould be sufficient. Thesedetails will need to beconfirmed at the time theapplicant is visited prior to anyoffer being made.

• As above

• Confirmation will be requiredby the housing officer and willbe approved by the TenancyServices Manager

Priority Band

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Priority Banding Housing Need Definition Examples of EvidenceIndicator Required

Priority Band 3 RelationshipBreakdown

Need to BeCloser to Work

FinancialDifficulties

Where relationshipbreakdown is acontributory factor toneeding alternativeaccommodation.

Where employmenthas been securedand the applicantdoes not havetransport and/ orthere is no suitablemeans of publictransport to theirplace ofemployment, orwhere the travellingtime to work wouldbe impractical.

Where genuinefinancial problemsexist which may leadto the applicantlosing their existinghome. This mayinclude individualswho are owneroccupiers facing re-possession becauseof mortgage arrearsor alternativelypeople living inprivate rentedaccommodation whoare unable to affordthe rent charged(details of incomeand expenditure willbe required)

• Copy of divorce / formalseparation papers.

• Letter from former partnerconfirming relationshipbreakdown and/ or that theapplicant is no longer livingwith them.

Evidence of employment andlocation required

• Owner occupiers shouldprovide copies ofcorrespondence frommortgage lender confirmingdetails of arrears.

• Copies of any legaldocuments served on theapplicant.

• Private tenants should providea tenancy agreement orsimilar showing details of rentpayable.

• All applicants experiencingfinancial difficulties shouldprovide details of income andexpenditure within theapplication form.

Priority Band

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Priority Banding Housing Need Definition Examples of EvidenceIndicator Required

Priority Band 3(continued)

Sharing Facilities

First Time Home -Seeker

Move-on

Where the applicantshares either akitchen, bathroom ortoilet with separatehouseholds e.g. inhouses in multipleoccupation.

People wishing to setup home for the firsttime who do nothave the means topursue alternativehousing options suchas shared ownershipor private renting.

Applicants requiringmove-onaccommodation fromhostels or other formsof supportedaccommodation.

Applicants should complete theapplication form indicatingthose facilities which areshared and with whom. Thiswill be verified at the time of ahome visit.

Applicants should explainwithin the application form whythey are unable to secure anyother form of accommodation

Copy of licence agreement orsimilar confirming residence atthe hostel (this is not necessaryfor applicants who are living inhostel accommodationprovided by Clwyd AlynHousing Association.)

Non PriorityHousing Need

To also includeindividuals where thelocal authority haveassessed theapplicant asunintentionallyhomeless and inpriority need, therebyaccepting thestatutory obligationfor addressing theirhousing needs.

Copy of correspondence fromthe local authority homelessnesssection.

Priority Banding Housing Need Definition Examples of EvidenceIndicator Required

Priority Band 4

Priority Band

Head Office, 72 Ffordd William MorganSt Asaph Business Park, St Asaph

Denbighshire LL17 0JD

Contact Centre: 0800 1835757 Other enquiries: 01745 536800Website: www.clywdalyn.co.uk Email: enquiries@clwydalyn.co.uk

If you would like this document in another language or format,or if you require the service of an interpreter, please contact us.

Clwyd Alyn is a Charitable Industrial and Provident Society Member of the Pennaf Housing Group.