Common Allocation Policy for Tees Valley Lettings Partnership

The Lettings Partnership

This policy has been developed by the Tees Valley Lettings Partnership, which is made up of 3 local authorities and 2 registered provider partners (RPs) who manage housing stock across the local authority areas:

• Middlesbrough Council
• Redcar and Cleveland Borough Council
• Stockton-on-Tees Borough Council
• Beyond Housing
• North Star Housing Group

Beyond Housing and North Star will aim to advertise and let the majority of their available general need homes via this scheme. The contact details for all these organisations are listed in Appendix 1.

There are additional registered providers (RPs) who are not partners in the lettings partnership, known as "nominations" registered providers. These will advertise and seek to let at least 50% of their available homes in the partnership areas on the scheme. "Nomination RPs" are listed in Appendix 3.

By working together, we will strive to:

• provide a consistent approach to allocating available homes of both partner and nomination registered provider properties
• improve access to safe and secure homes across the partnership local authority areas
• provide help for applicants to address barriers to housing and to tackle and prevent homelessness
• provide more choice in housing to residents in the partnership local authority areas and help to create sustainable, mixed communities where people choose to live
• ensure that anyone applying for a home is provided with a first-class housing service and a choice of housing which best suits their long-term housing needs

The shared aims and objectives of this policy are:

• to meet our legal responsibilities as set out in the Housing Act 1996 (as amended by the Homelessness Act 2002, Localism Act 2011 and Homelessness Reduction Act 2017)
• to assist local authorities in preventing and reducing homelessness
• to let homes of partner landlords and nomination properties in a fair and transparent way by empowering applicants and supporting them to make informed choices about where they want to live
• to provide bespoke services for people who may find it difficult to apply for housing and offer help in maintaining a successful tenancy
• to improve local and sub regional mobility across the partnership local authority areas and to encourage balanced and sustainable communities
• to make efficient use of the social housing stock in meeting housing needs

Our policy has been written to meet the legal requirements for the allocation of housing as set out in the Housing Act 1996 Part VI as amended by the Homelessness Act (2002), the Localism Act 2011 and the Homelessness Reduction Act 2017.

This policy also has regard to the following:

• Homelessness code of guidance for local authorities (GOV.UK)
• Allocation of accommodation: guidance for local housing authorities in England
• Providing Social Housing for Local People Statutory Guidance
• Right to Move and social housing allocations statutory guidance
• Children Act 1989 and Children Act 2004
• Children (Leaving Care) Act 2000
• Public sector equality duty
• The Allocation of Housing and Homelessness and Persons subject to Immigration Control Regulations 2022
• Improving access to social housing for victims of domestic abuse - GOV.UK
• The Housing Act 1996 (Additional Preference for Armed Forces) (England) Regulations 2012

This policy will be regularly reviewed and revised in the light of any relevant legislative changes or regulations issued by the Secretary of State and changes to the Codes of Guidance.

We will ensure that our policy meets our legal obligations, in addition, we will ensure that our policy is compatible with local, sub-regional and regional housing strategies, together with existing homelessness and rough sleeping strategies.

The housing register (referred to as the 'register' throughout this document) is a single list of all the applicants who have registered and been accepted onto this scheme.

All information received relating to an applicant's housing circumstances will be treated as confidential in accordance with Data Protection Act (GOV.UK). Data Information will only be shared in accordance with our Information Sharing Protocol. 

In dealing with an application for housing, we may need to contact other relevant agencies or organisations for further information, for example, medical professionals, probation services, former or current landlords. This information may be shared with other partners as part of the registration process.

Where an applicant has difficulty directly communicating themselves, they can name an advocate (or interpreter) to communicate on their behalf.

We will ensure that our policies and practices do not discriminate, in line with the Equality Act 2010.

We will take measures to ensure that people with disabilities have equal access to housing opportunities.

A copy of this policy is available from any of the partner offices or can be downloaded from the Tees Valley Home Finder website.

Information about the scheme will be provided in a range of formats and languages to applicants upon request.

Applicants who do not have internet access can visit or call their local housing office or local authority for assistance, or use the self-services access points (where available).

Adapted properties

Homes which have been designed or adapted to meet the needs of people with physical or sensory disabilities, for example level access shower, wet room, widened doorways or changes to access to the property.

Advocate

Someone who an applicant has given permission to act on their behalf to deal with their application, for example a support worker or family member.

Affordability

At the point of a tenancy being offered, an affordability check will be carried out to confirm the applicant is able to afford and sustain the tenancy.

Applicant

A person who applies for housing on the lettings scheme.

Autobid

An automated process built into the digital letting platform in which Tees Valley Home Finder operates, which when activated, will bid for properties that fit the applicant's identified needs on behalf of the applicant.

Band

The system used for giving priority for housing.

Common allocation policy

A single set of rules covering the way we give priority for housing, shared by all the partner organisations.

Eligibility (adverts)

Set criteria used to determine who can or cannot bid for an advertised property based on the characteristics of their household.

Eligibility (applicant)

Rules governing who can or cannot be accepted on to the Tees Valley Common Allocation Policy.

Family type accommodation

Properties which are advertised as suitable for households comprising of one or two parents with one or more children of any age, or an applicant who is expecting a child.

Habitual residency

Your main home is in the Common Travel Area and you do not have plans to live anywhere else. The Common Travel Area means the UK, Republic of Ireland, Channel Islands or Isle of Man as defined in the Allocation of accommodation: guidance for local authorities.

Housing register

A single list of all the applicants who have registered and been accepted on to this scheme.

Interpreter

A person or organisation who can provide a translation service for non-English speaking customers or a sign language service for the hearing impaired.

Live application

An application will become 'Live' once all checks and evidence have been approved and a band award has been made. It is only at this stage an applicant can begin to 'bid' on properties.

Local connection

Connections to a local authority area because of residency, employment or close family.

Local lettings plan

A set of criteria in addition to the Common Allocation Policy that will determine eligibility for certain properties, for example new-build developments or to create more sustainable areas. A quota may also be set giving preference to specific bands.

Nomination agreement

This agreement details how the local authority and registered providers will co-operate and work in partnership to help people in housing need and to prevent homelessness.

Non-qualifying person

Someone who is not allowed to register with the scheme due to their behaviour or the behaviour of a member of their household.

Older persons accommodation

Specific types of homes which are made available only to applicants meeting assessed needs for such, for example adapted or accessible homes, sheltered and extra care homes which may carry an age restriction.

Partner

A landlord that advertises the majority of their vacant homes through the lettings scheme or the local authority (Council) for that area.

Priority date

The date when an applicant was given a priority band

Quota banding

Some Partnership RPs may use a quota system, which means that a percentage of their properties may give preference to band 2, 3 or 4 first. This will be made clear within the property advert.

Reasonable offer

An offer of a property that meets the applicants identified needs, such as number of bedrooms, property type, relevant adaptations deemed suitable for their needs.

Reasonable preference

The phrase used in the Housing Act to describe those types of housing need that should be given priority in a local authority's allocations policy.

Registration date

The date the application is received by one of the partners.

Registered provider (RP)

A housing association or housing company registered with the regulator of Social Housing.

Registered provider partner

A registered provider (RP) that advertises the majority of their vacant homes through this lettings scheme and the Local Authority (Council) area.

Renewals

An annual renewal of an application that an applicant will need to complete on the anniversary of their registration date for their application to remain live.

Shortlist

Produced at the end of the advertising period and ranks applicants 'bids' in order of priority. This may not always be in order of band 1 to 4 as it is dependent on whether the advert has specified a band preference.  

Tees Valley Home Finder

The IT system used by the partnership for registering applications and advertising properties.

The Partnership

The Tees Valley Lettings Partnership.

Unreasonable refusal

A refusal of an 'offer' would be considered unreasonable if an offer was deemed to be appropriate and suitable for the applicant and family's needs. Unacceptable or 'unreasonable' reasons for refusal include such things as internal decoration, inadequate outside space.

Referred to as 'the register' throughout this document, this is a single list of all the applicants who have registered and been accepted on to this scheme.

Persons who are eligible

Anyone over the age of 16 years can apply to join the register, providing they are eligible:

• UK nationals who are habitually resident and are 16 years of age or older   
• non-UK nationals with a 'right to remain' and access to public funds
• have a local connection in line with homelessness legislation, for example connection to one of the partnership local authority areas

Local connection 

Applicants will be counted as having a local connection to Middlesbrough, Redcar and Cleveland or Stockton local authority partnership areas if they fit into one or more of these categories:

• live in the local authority area and have lived there for 6 out of the past 12 months or 3 out of the past 5 years
• they have close family connections with someone who has been resident in the local authority area for a minimum of 5 years - a close family connection is defined as a parent, adult child, grandparent, grandchild, sibling, legal guardian
• their regular place of work is located within the local authority area

Exclusions would apply to accommodation that an individual may have been directed to reside such as approved premises, prison and bail hostels. It also would not include care homes and hospitals. 

Exceptions

Applicants leaving the Armed Forces, divorced or separated spouses or civil partners of service personnel who need to move out of accommodation provided by the Ministry of Defence will also be exempted from local connection requirements. A local connection will be applied across all 3 partnership local authority areas for these applicants.

Victims of domestic abuse will not need to have a local connection in line with statutory guidance - Improving access to social housing for victims of domestic abuse - GOV.UK.

Applicants eligible under the current Homes for Ukraine Scheme will have a local connection to the local authority of the host family that they were placed with.

European Economic Area (EEA) applicants

The Tees Valley Lettings Partnership follows UK government guidance in relation to applications from EEA citizens and applicants subject to Immigration Control. Read a copy of the allocation of accommodation guidance for local authorities.

Persons who are not eligible

Applicants need to meet the requirements of section 160Z of The Housing Act 1996 which deals with the immigration status of people who have come to the UK from abroad.

For example, we cannot allow people to join the register who fall into one of the 'ineligible' groups:

• people who have no access to public funds, for example failed asylum seekers
• people who are subject to immigration control unless they have been granted refugee status, exceptional or indefinite leave to remain, are the subject of a sponsorship undertaking
• some EEA nationals that are not eligible for social housing
• people not habitually resident in the common travel area unless they are exempt
• EU nationals required to leave the UK by the UK Government
• an EEA national who has entered the UK as a job seeker or a family member of a job seeker
• an EEA national with an initial right to reside in the first 3 months of residence
• an EEA national with a derivative right to reside based on being a non-EEA national who is the primary carer of a British citizen child or dependent adult, where such child or dependent adult would be unable to live in the UK or another EEA state if their carer left the UK (a Zambrano carer)

Non-qualifying for 'unacceptable behaviour' reasons

An applicant, or member of their household, will not qualify or be denied access to the register if they have been found responsible for unacceptable behaviour, and will be excluded from the register for 12 months.

At the end of the non-qualification period, the applicant will need to submit a new application which will be assessed by the relevant partner. If the applicant has rectified the behaviour that originally led to the non-qualification decision, they will be permitted onto the housing register. If the applicant has not demonstrated improvement in their behaviour, their application will not be accepted for a further 12 months.

Some examples of unacceptable behaviour are::

• convictions for some drug related offences, which would be considered a threat to the community
• convictions for violent offences which would be considered a threat to the community
• convictions for sex offences which would be considered a threat to the community
• any other conviction which we would consider would pose a threat to the community
• perpetrator of domestic abuse
• perpetrator of abuse, violence, or threats towards a member of staff
• history of anti-social behaviour
• outstanding housing debt of more than £1,500.00 which include rent arrears, court costs, rechargeable repairs
• an eviction from accommodation as a result of a breach of the tenancy agreement or licence
• providing false or misleading information

Spent convictions will not be considered during an assessment as per Guidance on the Rehabilitation of Offenders Act 1974 and the Exceptions Order 1975 - GOV.UK.

Each case will be considered on an individual basis and exceptional circumstances will be considered. Before we decide whether to make an applicant non-qualifying, we will suspend the application while we gather evidence such as references from current or previous landlords, rent statements, photographic evidence of damage, information from policy or probation or carry out any other investigation required to make our decision.

When an applicant is made non-qualifying, they will be informed via letter or email of the reasons for this decision, the period of non-qualification and what they can do to rectify the situation. Applicants can request a review of this decision within 21 days of the date of notification. (See right to review a decision).

During the period of non-qualification, further applications will not be accepted unless the applicant provides evidence to suggest that the reasons for the non-qualification decision are no longer valid.

Suspended applicants

Applicants who are responsible of less serious behaviour may have their application suspended for a specified time period. This means that applicants will still be allowed to register but would not be able to apply for a home until they have provided evidence of their modified behaviour.

If an applicant is to be suspended, the applicant will be informed of the reasons for the decision, the period is suspension and what can be done to rectify the situation. See Appendix 5 for some examples of suspension reasons. Applicants can request a review of this decision within 21 days of the date of notification (see right to review a decision).

Cases of serious anti-social behaviour

Due to the impact of anti-social behaviour and the impact this has on communities, applicants will be excluded from joining the register for 36 months when the applicant or any member of the household who has been served notice, evicted or has been subject to a property closure due to anti-social behaviour. 

If the applicant has rectified the behaviour that originally led to the non-qualification decision, they will be permitted onto the housing register. If the applicant has not demonstrated improvement in their behaviour, their application will not be accepted for a further 12 months.

Joint applications

Joint applications will be accepted provided all applicants are eligible, aged 16 or over, and intend to occupy the property together as their only or main home. The joint application will be assessed and placed in a priority band using the details of the household with the greatest housing need.

Multiple applications

Multiple applications are not allowed. A person can only be on the register with one live account.

Re-applying for housing

If an applicant has been housed via the scheme and then wishes to move to an alternative property, they would need to register a new application which will be assessed based on their new circumstances.

Applicants who already rent from one of the partners (a current tenant) can register to move and will have their housing application considered by the relevant partner landlord and may be subject to checks in line with their Tenancy Management Policies.

Applications from employees or members and their close relatives

Applications can be accepted from employees, board or elected members and their close relatives of the partnership, provided they meet the eligibility criteria set out within this document. Applicants must tell us about any such relationship at the time of registration. To ensure fairness, checks will be completed before any offer is made to people in this category.

Giving false information or deliberately withholding information

It is a criminal offence for anyone applying for housing from a housing authority to knowingly or recklessly give false information which is relevant to their housing application (Section 171 of the Housing Act 1996).

Anyone found guilty of such an offence may be fined up to £5,000 and could lose the tenancy if they have been rehoused as a result of providing false information or deliberately withholding information, for example, withholding criminal convictions or falsifying documents.

The partnership will consider taking further action against a professional or voluntary organisation that provides false information or deliberately withholds information on behalf of an applicant they are representing.

Applicants who have yet to be rehoused and are found to have given false information will be made non-qualifying for 12 months and will need to submit a new application after this time.

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.

Legal background

Reasonable preference

To ensure applicants with the highest level of housing need are given preference, we have considered the categories of people that must be given 'reasonable preference' by local authorities, as set out in S166A of the Housing Act 1996 and the Homelessness Act 2002.

These are:

• people who are statutorily homeless
• people who the local authority owe certain homeless duties to
• people who live in insanitary or overcrowded homes
• people who need to move for medical or welfare reasons
• people who need to move to avoid hardship

Additional preference

HM Armed Forces Personnel

Armed Forces who have urgent housing needs. Additional preference means they may receive the highest priority band award, for example Band 1⁺.

We have taken into account Government guidance from The Housing Act 1996 (Additional Preference for Armed Forces) (England) Regulations 2012 Statutory Instrument No. 2989 that came into force 30 November 2012 and the updated guidance: Improving access to social housing for members of the Armed Forces - GOV.UK. This allows us to give an additional preference to people who have served in the Armed Forces. 

This additional preference will be awarded to members of the HM Armed Forces community (serving or has formerly served in the regular reserve forces; a bereaved spouse or civil partner) who are identified as having an urgent need for housing within 5 years of discharge.

The scheme has 4 bands. All eligible applicants will have their circumstances assessed and will be placed in the relevant band, according to their level of housing need.

The priority bands

The scheme has 4 bands. All eligible applicants will have their circumstances assessed and will be placed in the relevant band, according to their 'evidenced' level of housing need.

Band 1⁺

Decants: People living within the partnership local authority areas who are losing their home due to demolition or regeneration

This includes tenants of council, registered providers or private landlords and owner occupiers living within the boundary of a defined regeneration area who are required to move home, provided they have lived there, as their sole or main home, for at least 12 months. Proof of residency will be requested. Affected residents will be contacted directly by their landlord.

Applicants will be awarded Band 1⁺ priority for the local authority area where they live.

People leaving HM Armed Forces community

Applicants leaving the HM Armed Forces (as defined above) with an urgent need for housing would be provided with the highest priority banding (Band 1⁺). These applicants will be assessed by the Local Authority Homelessness Teams before this priority will be awarded.

Evidence of discharge papers dated within the last 5 years and risk of homelessness will be required.

Band 1 - Urgent housing need

Applicants owed a main duty and is in temporary accommodation

Applicants assessed by a Partner Local Authority in accordance with the Homelessness Reduction Act 2017 and the Housing Act 1996, you are owed a main duty or a relief duty and are owed an emergency accommodation duty due to being in a priority need category.

People at risk of domestic abuse

Victims of domestic abuse who have lost, or are at risk of losing their accommodation due to violence or the threat of violence.

When looking at safety, moves within the same or neighbouring postcode would not be considered as this may not sufficiently reduce the risk of domestic abuse.

People in this category may receive a direct offer of housing.

Care leavers who are ready for independent living

As defined by the Children (Leaving Care) Act 2000 where a child is confirmed by the relevant Local Authority as ready for independent living, has an ongoing support plan in place and in need of urgent rehousing. Referrals will only be accepted from the allocated Social Worker or Care Leavers Team.

Emergency medical

This banding will only be awarded to applicants with an emergency housing need due to medical problems which are exacerbated by their current housing situation, for example people discharged from hospital or care home where their housing is deemed unsuitable and cannot be made suitable through adaptations.

Each case will be assessed individually, and applicants will be referred to the relevant Local Authority Team for assessment by a Social Worker or secondary Mental Health Service before and band award is made under this category. The assessment does not review the applicant's health but how their accommodation affects their health or welfare, for example, the impact of the property will be assessed and not the prognosis of the illness.

Child protection

Households where the current accommodation has been identified within a formal Child Protection Plan as a significant contributory factor or serious risk to the wellbeing of a child or children within the household and all other avenues to rectify have been exhausted.

Referrals will only be accepted from the allocated Social Worker.

Band 2 - High housing need

People who need to move on urgent medical grounds

Applicants who have been assessed by one of the partners as requiring alternative accommodation because their medical condition (physical or mental health) and or disability is having a significantly detrimental effect on their ability to live in their current home.

The applicant would need to complete a medical referral form, which will be provided upon request, and provide supporting documentation or assessment from relevant healthcare professionals before any band award would be considered (a letter from a GP is not considered sufficient). The information you provide may be reviewed by an Occupational Therapist before any band award is made under this category.

Applicants who live outside the partnership local authority areas and have a local connection will be required to provide an Occupational Therapy assessment from their own Local Authority before being considered for a Medical Banding. This must include the name and contact details of the Occupational Therapist. 

People assessed as ready for independent living

People who need to move as part of an agreed plan to re-integrate into the community, for example people leaving supported and temporary housing projects.

People with learning disabilities who are required to move to receive care and support or where their current housing is having a detrimental effect on their quality of life or ability to live independently.

Applicants will need to provide confirmation that they are ready for independent living from the accommodation provider before this banding can be awarded.

This priority will not be awarded for applicants living with family or friends.

A household with a Child in Need

As defined in the Children's Act 1989, where a formal referral has been made by Social Services with the aim of safeguarding the welfare of the child or children and accommodation has been highlighted as a key factor and all other options have been exhausted.

Care Leaver - seeking accommodation

A child leaving care of the local authority under the Children (Leaving Care) Act 2000. This priority only applies to a Care Leavers first social housing tenancy, who do not qualify for Band 1 status.

Adoptive, foster carer or special guardianship

Applicants who need to move due to their current accommodation being unsuitable or who need to move to a different location to safeguard or promote the well-being of the child or children they have adopted, fostered or are planning to adopt or foster or, have guardianship where a family court order places a child or young person in long-term care with someone other than their parent(s) (Adoption and Children Act 2002).

Evidence to confirm their adoptive, foster or guardianship status and ongoing support will be required from the local authority's Adoption and Fostering Service.

People living in unacceptable housing conditions

People who are living in private rented accommodation or in owner occupation but are unable to maintain their home to a safe standard will be referred to the relevant partnership local authority team to carry out a property inspection. This banding will be awarded where the assessment has concluded that the property contains unacceptable hazards (defined as Category 1 hazards) and it has a duty to take action.

Tenants who are in social rented homes must first pursue issues relating to property conditions with their landlords to have the issues rectified. These tenants will only be considered under this category if they have exhausted the official complaints procedure with their landlord and there is no other action that can be taken to rectify the adverse property conditions.

Applicants who are awarded a banding in this category must engage with the Local Authority Team and allow access for agreed repairs to be completed by their landlord (or the appointed contractors) or risk the removal of this banding.

Tenants of North Star and Beyond Housing that are under-occupying their accommodation by 2 or more bedrooms

Calculation for under-occupancy will be based on the number of people within the household and the criteria set out by the Allocation of accommodation: guidance for local authorities. This band will only be awarded to current tenants of Beyond Housing or North Star.

Applicants will only be considered for properties that fit their household's identified need.

Applicants owed a prevention or relief duty but do not qualify for Band 1 category

Applicants assessed by a partner local authority in accordance with the Homelessness Reduction Act 2017 and the Housing Act 1996, and you are owed a prevention duty or relief duty but do not meet the criteria for Band 1.

An example of this would be someone who has been determined as owed a homeless relief duty, but do not have a priority need, in accordance with the above legislation.

Acute over-crowding by 2 bedrooms or more

Overcrowding will be assessed on the number of people within the household and according to the best use of bedrooms and sleeping spaces available as per the Allocation of accommodation: guidance for local authorities.

Applicants will be required to provide evidence of overcrowding before any band award will be made under this category.

Band 3 - Medium housing need

People who need to move due to a high medical need

People who have been assessed by one of the partnership as having a medical condition (physical or mental health) and or a disability where a move to alternative accommodation would significantly improve their health.

The applicant would need to complete a medical referral form, which will be provided upon request, and provide supporting documentation or assessment from relevant healthcare professionals before any band award would be considered (a letter from a GP is not considered sufficient). The information you provide may be reviewed by an Occupational Therapist before any band award is made under this category.

The relevant partnership local authority may refer the applicant for assessment by an Occupational Therapist before any band award is made under this category.

Applicants who live outside the partnership local authority areas and have a local connection will be required to provide an Occupational Therapy assessment from their own local authority before being considered for a medical banding. This must include the name and contact details of the Occupational Therapist. 

People living in overcrowded conditions by 1 bed bedroom

Overcrowding is assessed on the number of people within the household and according to the best use of bedrooms and sleeping spaces available as per the Allocation of accommodation: guidance for local authorities.

Tenants of North Star and Beyond Housing that are under-occupying their accommodation by 1 bedroom

Calculation for under-occupancy will be based on the number of people within the household and the criteria set out by the Allocation of accommodation: guidance for local authorities.

Applicants will only be considered for properties that fit their household's identified need. This banding will only be awarded to current tenants of Beyond Housing or North Star.

People who need to move on hardship grounds

A hardship award will be considered for applicants:

• suffering financial hardship, for example if their income is insufficient to cover the costs of their current home. A financial assessment will be carried out considering rent, utility costs, service charges and council tax
• who need to move for employment or education where failure to relocate is causing or would cause hardship
• who need to be nearer to family or friends to give or receive support and it would be unreasonable for them to commute from their existing home

The relevant partnership local authority will complete a Hardship Assessment before any band award is made under this category. Any band awarded may only be given for a move to a specified area.

People sharing facilities with persons not of the same household

People sharing facilities with other people who are not members of the same household, for example:

• people living in houses in multiple occupation (HMO)
• bed and breakfast
• hostel
• applicants who continue to live together following a relationship breakdown

Note: Gypsy and Traveller communities will be considered under this category if they are sharing communal facilities, for example, showers or WC whilst residing on an authorised site.

Applicants living with family or friends will not be awarded this priority under this category.

Intentionally homeless or no priority need

Applicants assessed by a partner local authority in accordance with the Homeless Reduction Act 2017 and the Housing Act 1996, you have been found to be intentionally homeless or not in priority need at the end of your 56-day relief period.

In such cases, applicants will remain in Band 3 for a maximum of 6 months in acknowledgement of their ongoing housing need if they remain homeless.

People leaving the HM Forces community with no urgent housing need

Applicants leaving the HM Armed Forces community, as defined in the National Armed Forces Covenant within the last 5 years with no urgent need will be allocated Band 3 priority on their first social housing tenancy only.

Applicants will be required to provide discharge documentation.

Band 4 - Low housing need

This band will be awarded to the following applicants:

• applicants whose current home is adequate to meet their basic housing needs in terms of lifestyle, size, design and location
• applicants who have refused a reasonable offer of accommodation or worsened their own circumstances

Applicants may also be placed in this Band to enable the applicant to continue to 'bid' for properties until further assessment is completed.

Reviewing applicants in priority bands

Applicants who are awarded Band 1, 2 or 3 will be required to actively seek rehousing and housing applications will be monitored to ensure applicants are placing bids on all suitable properties that are advertised on Tees Valley Home finder.

Applicants will be given up to 6 months to place bids on the Tees Valley Home Finder system on properties that meet the assessed needs of their household. Applicants who do not place bids may be placed on automated bidding after this time period. 

If the applicant is offered a property that meets their assessed need, regardless if this is an autobid, and subsequently refuses a reasonable offer, they will have their priority banding removed and be placed into Band 4 for a minimum period of 6 months after which you will need to apply for a reassessment of your circumstances - unless there is evidence of a significant change in that period.

Customers can request a right to review the decision.

Applicants must ensure that they are considering as wide an area as possible.

Senior management discretion

Stockton and Middlesbrough local authority areas only: whilst it is expected that the majority of allocations will be made following the allocations scheme rules according to priority banding, there may be exceptional circumstances where the only way an exceptionally urgent housing need can be resolved is by using senior management discretion. It is important, in fairness to all applicants, that these discretionary powers are used in genuinely exceptional cases.

Within the boroughs of Middlesbrough and Stockton these cases will be reviewed on an individual basis by a senior officer in the Local Authority Housing Service Team and a priority banding may result.

Note: Within the borough of Redcar and Cleveland there is a quota system in operation which ensures that a proportion of lettings are made available to applicants within each band. The category of Management Discretion is therefore not applicable within Redcar and Cleveland.

Advertising properties

Available properties will be advertised daily on the scheme's interactive lettings platform.

Adverts will be clearly labelled to show the property features, local neighbourhood information and the types of households that can apply. A photograph will usually be included.

Adverts will clearly state who is eligible to apply for them and eligibility criteria will be either 'essential' or 'priority'. The essential criteria must be met for the applicant to be able to place a bid on a property advert.

Eligibility criteria is used to determine who can or cannot bid for an advertised property. We use the following types of eligibility criteria on our property adverts:

• age - sometimes properties may be in schemes that have an age criteria that applicants must meet in order to be able to bid, for example, a designated older person accommodation which usually requires applicants to be aged 55 and over
• bedroom need - properties advertised on Tees Valley Home Finder will be allocated by bedroom need (see Appendix 4 for how we calculate this) as determined by the type and size of an applicant's household
• adapted or ground floor need properties - properties that have features such as level access showers, ramps may be restricted to applicants who have an assessed need for these adaptations
• family type accommodation - landlords may specify that the property they are advertising is suitable for families with children

Note: The use of the eligibility criteria is defined by the landlord advertising the property.

Properties are sometimes advertised during an existing tenant's four weeks termination period and may be withdrawn if the tenant changes their mind about moving. In this case, the advert will be withdrawn.

Where there is more than one property of the same description in the same location, sometimes only one advert will be displayed. The property advert will show that there are a certain number of properties of the same type available at the same time, for example if there are two or more flats available in a block or where there are several new build properties on the same development.

Shortlisting and selection

At the end of the advertising period, a shortlist of applicants will be produced. An applicant's final queue position will only be known when the advert closes.

Applications will usually be placed in band order (ranked 1 to 4). If there are two or more applicants with the same band, the date they entered the band (their priority date) will be used as a tiebreaker.

Some Partnership Registered Providers may use a quota system, which means that a percentage of their properties may give preference to Band 2, 3 or 4 first. This will be made clear within the property advert. This allows for applicants across the range of bands to have a chance of securing accommodation, including those in non-priority bands.

Local Lettings Policies may also affect the order of the shortlist.

Viewing properties and refusing offers

When an applicant has been selected for an offer, the landlord will contact them to arrange to view the property before deciding to accept it. Sometimes, more than one applicant may be invited to view. 

If an applicant who has been given a Priority Band 1, 2 or 3 for housing refuses an offer that meets their identified housing need (for example, is appropriate and suitable) and this refusal is deemed unreasonable, they may have their priority removed and be placed in Band 4 for a period of six months.

Time allowed for accepting an offer

Applicants will usually be allowed two working days to respond to an offer, but individual circumstances will be considered and applicants with specific need will be given more time, for example if an assessment for adaptation work is needed or someone with a disability needs more time to consider the offer made.

Additional information

Local lettings policies

In some cases, a property may be advertised with a Local Lettings Policy (LLP). This means that there may be certain qualities or characteristics that the landlord will be looking for when allocating the property. A quota may also be set giving preference to specific bands.

An LLP is usually developed between the landlord, local authority and other agencies in order to achieve a specific aim for an area, estate or new build development, for example:

• where there is an issue with anti-social behaviour (ASB) on an estate, and a LPP can be used to ensure that no more households with a history of ASB are housed there until the area stabilises
• for new build developments, an LLP can help create a mixed and balanced community on an estate

Where a property has an LLP in place, we will state this within the advert and make it available for the applicant to read.

Making direct offers without advertising

Alongside applicants applying for advertised properties on the system, there will also be circumstances in which some applicants will receive a direct offer from a Registered Provider.

A direct offer may be made in exceptional circumstances, for example:

• applicants being assessed by the local authority as being owned a homelessness duty
• people who need emergency accommodation due to fire, flood or major repairs
• ex-offender subject to Multi Agency Public protection Agency (MAPPA), where a full support package is in place with other relevant statutory and voluntary agencies to enable them to be returned to the community
• people who are at imminent risk of violence or a threat of violence, for example victims of domestic abuse, hate crimes or through a witness protection scheme

If an applicant refuses a direct offer of accommodation, they will only be given a second offer in exceptional circumstances

Affordability checks

Applicants may be subject to affordability checks when they are offered a property to ensure that it is affordable for them. If a property is found to be unaffordable, the offer will be withdrawn.

Any queries in relation to this policy can be directed to partner organisations using these contact details.

Middlesbrough and Stockton-on-Tees Lettings and Nominations Team

Address: Letting and Nominations Team (for Middlesbrough and Stockton), Dunedin House, Columbia Drive, Thornaby, Stockton-on-Tees, TS17 6BJ

Telephone: 01642 524345

Email: tvlp@stockton.gov.uk

Redcar and Cleveland Housing Advice and Information Service

Address: Housing Advice and Information Team, Seafield House, Kirkleatham Street, Redcar, TS10 1SP

Telephone: 01287 612444

Email: housingclientservices@redcar-cleveland.gov.uk

Redcar and Cleveland housing advice and information website

Beyond Housing

Address: PO Box 138, Blyth, NE24 9FL

Telephone: 0345 0655656

Email: enquiries@beyondhousing.co.uk

Beyond Housing website

North Star Housing Group

Address: Endeavour House, St. Marks Court, Thornaby, Stockton-on-Tees, TS17 6QN

Telephone: 0300 0110011

Email: customerservices@northstarhg.co.uk

North Star Housing Group website

Middlesbrough Homelessness Team

Address: Middlesbrough House, 50 Corporation Road, Middlesbrough, TS1 2RH

Telephone: 01642 796800

Email: housingsolutions@middlesbrough.gov.uk

Middlesbrough Homelessness Team website

Stockton-on-Tees Homelessness Team

Address: Dunedin House, Columbia Drive, Thornaby, Stockton-on-Tees, TS17 6BJ

Telephone: 01642 528389

Email: housing.options@stockton.gov.uk

Stockton-on-Tees homelessness website

Redcar and Cleveland Housing Advice and Information Service

Address: Housing Advice and Information Team, Seafield House, Kirkleatham Street, Redcar, TS10 1SP

Telephone: 01287 612444

Email: housingclientservices@redcar-cleveland.gov.uk

Redcar and Cleveland housing advice and information website

Detailed below are registered providers with property across the partnership local authority areas who will advertise and seek to let at least 50% of their available homes using this lettings scheme.

• Anchor-Hanover Group
• Believe Housing
• Bernicia
• Broadacres Housing Association
• Habinteg
• Hellens Residential
• Home Group
• Karbon Homes
• Livin
• New Walk CIC
• Places for People
• Railway Housing Association

This appendix will be updated on a regular basis to reflect new registered providers who may acquire existing or build new homes across the partnership local authority areas.

Household bedrooms will be assessed based upon the number of people within the household and according to best use of the bedrooms to reflect the criteria set out under the DWP (Department for Work and Pensions) Bedroom Standard.

One bedroom will be considered suitable for:

• one adult or adult couple
• two children of the same sex under the age of 16 years
• two children under the age of 10 years regardless of sex
• any other person aged 16 years or over
• any other child that cannot be matched with the above, for example who cannot share due to a medical condition or disability

This assessment does not include living room space unless there us a second living room which could be used as a bedroom and doesn't breach health and safety standards. Where a bedroom is being used for another purpose, for example a study or toy room, its original function as a bedroom will be used in assessing the level of occupation overcrowding.

The main householder(s) will be expected to share a bedroom with a child under the age of 12 months old.

Applicants who have more or less bedrooms than they need will be assessed for under occupation or overcrowding (for tenants of Beyond Housing or North Star) as per the banding categories details in this policy.

As a general rule, singles and couples will only be eligible for 1 bed accommodation on Tees Valley Home Finder.

Additional bedrooms

There may be some circumstances where a household is allowed an extra bedroom as detailed:

• health reasons which mean that the main and joint applicant are not able to share a room or for an additional room to store essential medical equipment
• bedroom for an overnight carer
• joint custody or overnight access to a child or children

Where one of the above applies, supporting information will be required and an affordability check may need to be completed to make sure the applicant can afford the additional bedroom (under occupation payment).

Applicants will also be subject to an affordability check to ensure they can afford the additional bedroom(s).

Where applicants qualify for overnight access only to a child or children they may not be eligible to bid on 'family type' accommodation and will need to provide evidence to support this request.

If an applicant is to be suspended, meaning they are still able to register but will be unable to apply for a home, the applicant will be informed of the reasons for the decision, the period of suspension and what can be done to rectify the situation. Each case will be considered on an individual basis where exceptional circumstances will be considered.

Applicants are expected to try to modify their behaviour before they can apply for available properties. If the applicant is suspended on the basis of non-payment of former arrears or have failed to comply with a regular repayment agreement, the suspension will not be removed. After the initial suspension period, the application will be reviewed.

Convictions that have been 'spent' as defined in the Rehabilitation of Offenders Act 1974 cannot be taken into account when assessing an application under this scheme.

The table on this page gives some examples of non-qualification and suspension periods which may be implemented for applicants with housing debt and low level anti-social behaviour (ASB).

Note:  Housing debt includes rent arrears, court costs, recharges due to repairs, damages or clearances of rubbish. During any period of suspension or non-qualification, applicants will be required to put in place a repayment plan and maintain consecutive repayments for the period of suspension or non-qualification, or until the outstanding debt has been repaid in full. Any instances of missed payments will result in the required repayment period being recommenced.