Common Allocation Policy for Tees Valley Lettings Partnership

Applications can be registered online by accessing the digital lettings platform called Tees Valley Home Finder or by contacting one of the partners for an appointment.

The application process

Register online application

Customers will have 28 days to fully complete their online application.

If the application is still incomplete within this period, it will be automatically closed.

Proofs outstanding

Customers will have 28 days to provide all outstanding documents.

If the customer does not provide the required documentation within this period, the application will be closed.

Assessment

We aim to assess applications within 28 days from the date that all documents have been provided.

The application and documents provided will be checked by a member of the partnership team and the customer may be contacted for further information.

Live

When all documents have been accepted, the application will be made live and the customer will be informed by email or letter.

Once the applicant has received notification that their application is live, they will be able to apply for advertised homes for rent. Our adverts will include good quality information about the property features to allow applicants to make informed choices about which homes they would like to live in. The information on the Tees Valley Home Finder lettings platform will also include links to other useful information.

Changes in circumstances

It is the responsibility of the applicant (or their advocate) to tell us about any change in applicant or household circumstances. Failure to do so could affect any future housing offer made to you.

These changes in circumstances could affect your application or affect how landlords can contact you:

• change of address
• change of work location - where used for local connection
• change of family address - where used for local connection
• immigration status
• adding or removal of household member from application
• conviction status
• change of email address and contact telephone number

You may be asked to confirm if there are any changes of circumstances at the point of offer.

Keeping the partnership register up to date

To assist the partnership with keeping the housing register up to date, applicants will be asked to renew their application each year via the Tees Valley Homefinder site to confirm they wish to remain on the register.

Failure to respond to this review will result in the closure of their application. If closed for this reason, the applicant has 28 days in which to request their application is reinstated.

Recommendation to check junk mailbox for emails.

Closing applications

Applications will be closed in the following circumstances:

• notification that the sole applicant is now deceased
• no response to housing register annual renewal and loss of contact
• failure to provide requested documents
• failure to complete application after 28 days (including provision of documents)
• applicant is assessed as non-qualifying
• applicant is classed as not eligible
• loss of contact with applicant
• closed at request of applicant
• applicant advises that they no longer require housing

Deliberate worsening of circumstances

Any applicant who deliberately worsens their housing circumstances will have any priority removed and will be placed into Band 4 for a period of six months.

Examples of deliberate worsening circumstances may include:

• giving up a tenancy or secure housing for no good reason
• moving from a property that has been adapted for the needs of someone in the household to a property that does not have the required adaptations
• moving into a property that is too small or large to meet the needs of the household

Please note this list is not exhaustive.

The applicant can ask for a re-assessment of their band after 6 months but would be responsible for providing evidence to support their current housing needs.

Right to review a decision

Applicants have the following rights, about decisions made about their housing application:

• their band award
• reason for being overlooked for a property
• reason for suspension
• reason for non-qualification
• eligibility for a property

Applicants should request a review in writing within 21 days of being notified of a decision. The review will be carried out by the partner organisation that received the original application in line with their review procedure and a determination will be made within 56 days.  

Applicants may also be entitled to a further review by the relevant local authority, and they will be informed where this is the case.

The applicant must provide supporting evidence to demonstrate, to the partner organisation, why they believe the decision is not valid.

Contact details can be seen in Appendix 1 - Lettings partnership contact information.