Aids and adaptations policy

We recognise that sometimes disabilities or health conditions that restrict mobility can mean that you need some aids fitting or adaptions making to your home to help you to continue to live independently.

Our commitment to you

We work with local authorities to ensure you get the aids and adaptions you, or any member of your household (including children) need. These can range from access ramps and grab rails to level access showers, stair-lifts or through-floor lifts.

If you require aids or adaptions to enable you or a member of your family to live independently, you will need to speak to the Occupational Therapy team at your local council to be assessed for the most appropriate equipment. Once we receive the referral from them we will work with you to get the works done.

Minor aids and adaptions will be funded and carried out by CKH. More extensive equipment will be funded by the  Disabled Facilities Grant (DFG) from your local authority. We will service and maintain your aids and adaptations as required.

We aim to:

•  Provide an aids and adaptations service which is easily accessible and based on an assessed need (usually through Occupational Therapy).
•  Work with local authorities to ensure that funding is maximised.
•  Work with local authorities to ensure that, where possible, adapted homes are let to households who can fully benefit from the adaptations. We will balance this any lengthy delays to re-lets and subsequent rent loss.
•  Provide an annual budget for minor aids and adaptations.
•  Install minor aids and adaptations within set timescales, ensuring works are carried out as quickly as possible
•  Consider requests for aids and adaptations (including DFGs) in a fair and consistent way, taking into account individual requirements and the wider needs for social housing, making the most effective use of our stock
•  Consider residents’ needs for aids and adaptations in advance of planned internal works
•  Develop 10% life-times homes where possible and grant funding is provided

Referral to an Occupational Therapist (OT)

Before any aids and adaptations are installed we will ask you to contact your Local Authority to discuss your needs with the OT team so that an assessment can be carried out as appropriate.  

Following an assessment or review the OT will determine whether any aids and adaptations are recommended, either through the DFG or our own minor aids and adaptations service.

As part of an assessment process the OT will discuss a range of options with you, including registering for a move to more appropriate accommodation.

If the OT assesses that a DFG is appropriate, they will complete the forms or make a referral to us for minor aids and adaptations.

 

Planned improvement works

Before any planned works take place our contractor will carry out a pre-works survey and as part of this process will identify whether anyone in the household has a disability, permanent mobility problem or is waiting for an OT assessment. If any adaptations are requested which may impact on the work being carried out (for example bathroom being refurbished and you cannot manage to use the bath), the contractor will notify us. We will review the requirements for the adaptation against the needs of the household in line with our Better Stock Management Policy and Procedure and in discussion with our Neighbourhood Management team.

If the need for adaptations is agreed as appropriate, we will arrange an OT assessment. We will consider amending the specification of works according to the recommendations of the OY assessment. We will keep you informed throughout this process.

 

Major adaptations funded by the Disabled Facilities Grant (DFG)

When considering approval to proceed with a DFG, legislation will be applied by the Local Authority. This refers to adaptations being reasonable, practical, necessary and appropriate. Decisions must be clearly supported by the legislation and suitable alternative accommodation made available by the Local Authority if the grant is not approved. The application and approval will also take into account if your income will meet the new rent if additional bedrooms are added through the grant/works and may be refused if there is no evidence to support the payment of the revised rent.

We will refer to our Better Stock Management Policy and Procedure when considering applications for approval, as well as checking how your tenancy has been conducted. Adaptations will not be approved in cases of under-occupation or where there is a clear breach of tenancy. We will assist you to move to more suitable accommodation where down-sizing is approved.

Where level access showers are installed through a DFG, we may decide to instruct the local authority to carry out additional planned works at the same time, so that the whole element meets our Decent Homes standard. This will typically include replacement of toilet, wash-hand basin, redecoration and additional wall tiling.  

The Local Authority will notify us when any DFG works are completed and provide appropriate certification/guarantees.

We also reserve the right to refuse permission for work funded by the DFG where the investment is not appropriate for the longer term use of the property.

 

Minor aids and adaptations (subject to annual expenditure not being expended)

We will carry out any works that cost under £1,700. We will assign our contractor to the work who will liaise with you to carry out the job.

Any works costing over £1,700 will be referred back to the OT to process as major works through the DFG funding.

 

New build homes

If new build homes are pre-allocated before the design stage and adaptations are required by the new tenant these will be designed and installed in advance where possible. In this context:-

•  Allocations will need to meet the requirements of any agreed local lettings plans which are in place to create sustainable communities
•  Any “off-the-shelf” developments will be excluded from this process, as CKH is not involved in the design and build stage
•  Any adaptations made at the development stage must be covered by the overall scheme costs
•  Any major adaptations made at the development stage must be of benefit to households with disabilities in general terms for example, level access shower in place of a bath, rather than suit the specific needs of one individual and therefore make the property unsuitable for other tenants in the future. Minor aids and adaptations to suit individual needs, for example grab rails, can be considered and installed prior to handover
•  Applicants who are pre-allocated properties will be required to take up the tenancies. If, following handover of the scheme, properties are refused by the incoming tenant CKH will reserve the right to refuse any future pre-allocation of properties. This is to protect against the potential loss of rental income.

When homes with adaptations become vacant

We will ensure local authorities are aware of any aids and adaptations fitted to a home when they advertise it for let. Housing Needs/Allocations (advertising) will ensure that information about any aids and adaptations in the property is included within the advert/considered in the allocations process. We will work with local authorities to try to find tenants who would benefit from existing aids and adaptions. Their need will be based on an OT assessment.

Housing Needs/Allocations (medical assessment team) will ensure shortlisted tenants are made aware of the ability for an OT to attend the property viewing with them to ensure the property is suitable for their needs/can be adapted to meet their needs. The client should be advised that they will need to arrange for an OT to attend the viewing with them and that this cannot delay the viewings/lettings process.

Defects, maintenance, servicing and future use

Where adaptations are installed through the DFG process by PCC’s Care and Repairs service, there is a 6 month defects liability period on general building works, 3 years for showers and 1 year for stair-lifts and shower pumps.

The Local Authority are responsible for insuring and maintaining hoists installed through the DFG.

We will provide a service contract for servicing stair-lifts and through-floor lifts at least annually and maintain them where the guarantee has expired or until they have become beyond economic repair. We will replace stair-lifts over 12 years of age, or earlier if beyond economic repair, through a planned maintenance programme. Before a stair-lift is replaced OT services will re-visit the client to check that the stair-lift is still required and appropriate for their needs.

All other repairs and maintenance will be carried out by our responsive repairs service.

Where a major adaptation (other than stair-lifts) cannot be repaired and was originally funded through a DFG, the OT will assess the need for a further DFG to fund the work.

Any aids and adaptations funded by a DFG will generally remain in the property should the tenant move out. Where possible the vacant home will be allocated to a tenant who can benefit from the adaptation. Level access showers will not be removed where installed in family-size accommodation.

 

Further information:

Who is responsible for managing aids and adaptions?

The Assistant Director, Assets and Estates and Director of Asset, Housing Needs and Estate Management are responsible for aids and adaptions.

Legislation and regulation

This policy is written in accordance with the following regulatory and legislative requirements:

• Decent Homes Standard
• Disability Discrimination Act 1995 and 2005
• Equality Act 2010
• European Commission Human Rights Act 1998
• Fire Safety Act 2021
• Building Safety Act 2022

 

Information sharing

Cross Keys Homes has an information sharing agreement with key agencies and contractors to share information in relation to the delivery of our services. Information shared must be relevant and the Data Protection Procedure adhered to when handling data. You can find more information about how we manage your data in our Transparency and Privacy Policy.

 

Monitoring and review

The Aids and Adaptions Policy was written and approved in April 2024 and will be reviewed every three years – next review February 2027.