The City of Edinburgh Council - Letting Policy

1.1 EdIndex

We work in partnership with 20 partner social landlords in the city to provide a single housing register for Edinburgh. This gives access to over 95% of social rented housing in the city through completion of a single form. EdIndex aims to maximise access to housing within the city for our customers while minimising duplication of effort through use of a common application form, a single register and where appropriate shared information.

By completing the EdIndex form a person can choose which of the partner landlords he/she wishes to be housed by. Participating landlords let their property according to their own allocation policy. A list of partner landlords is given in Appendix 1.

1.2 EH Your Key to Choice

The City of Edinburgh Council lets houses through a choice based letting scheme called "EH Your Key to Choice"

To take part in the "EH Your Key to Choice" scheme people must first register.

As the City of Edinburgh Council is part of EdIndex, the single housing register for Edinburgh, this is done by completing an EdIndex application form. Registering with EdIndex is the route into "EH Your Key to Choice".

All available empty homes are advertised. Rather than wait for an offer to be made, people who wish to be considered for an advertised property note interest against that property. Properties are then let according to the rules set out in this document. This allows people to be pro-active in their rehousing, to see at any time what properties are available and to choose which they are interested in.

We aim to be transparent about our policy and processes. Properties let are published each week on our web site with the information on the length of waiting time or tenancy time of the new tenant. In this way anyone seeking a property can check their position against current supply and demand and decide on their best housing options. Assistance in looking at housing options is also available at local area offices.

1.3 Housing Advice and Information Strategy (HAIS)

Through our HAIS we are moving to proactive and customer-centred working, where the provision of quality advice and information forms the basis of a problem-solving approach to meeting an individual customer’s holistic needs. We look at what we can do to assist customers, rather than what we must do to fulfil our statutory duties.

Our HAIS is an important tool in the effective use of "EH Your Key to Choice". Building on the transparency of "EH Your Key to Choice", we encourage customers to contact us so that we can discuss issues of supply and demand and turnover and guide people towards suitable housing solutions.

In becoming proactive advisers instead of gatekeepers, we aim to build more trusting relationships with our customers and empower them to make informed decisions.

2.1 Registration

Before bidding for property people must first register. As The City of Edinburgh Council is a member of EdIndex, the Single Housing Register for Edinburgh, registration is done through EdIndex. An EdIndex form must be completed in full and returned. These forms are available from all The City of Edinburgh Council local neighbourhood offices and from any of the EdIndex partners or by contacting the EdIndex Central Administration Unit. This allows applicants to be considered by all partners as well as allowing bids through Choice. The list of partners is attached at Appendix 1. The Central Admin Unit can be contacted by e mail at EdIndex@edinburgh.gov.uk.

Anyone over 16 can apply to register with EdIndex. Choice bids will be accepted by anyone over 16 subject to the terms of the letting policy in particular Sections 3 and 8.

Once the registration form has been processed a reference number will be generated. This will normally take up to 5 working days if the form has been completed correctly. The reference number should be quoted in any bids made.

An unsigned or incomplete registration form will not be processed. It will be returned to the person advising what is needed to correctly complete the form.

If a bid has been made before the registration process has been completed the bid cannot be considered.

2.2 People from Abroad

People subject to immigration control must declare this on the registration form. Eligibility for housing with The City of Edinburgh Council will require to be assessed in terms of the Housing (Scotland) Act 1987 (as amended) and Asylum and Immigration legislation. People may remain on the EdIndex register but may be asked to provide evidence of their immigration status before we can confirm whether they are eligible for Council housing.

2.3 Assessment

After registration further assessment of the application will be carried out this may include further housing support needs assessment and homelessness assessment as outlined below.

2.4 Review of Registration

People are required to keep EdIndex advised of any change in circumstances noted on their registration form. Registration through EdIndex will be reviewed on a regular basis. At least once a year people will be contacted to establish if their situation has altered and whether they wish to remain on the register. If they fail to respond to this review their application will be cancelled.

2.5 Cancellation of Registration

Cancellation of a registration will happen in the following circumstances:-

• Where communication from EdIndex or any EdIndex partner landlord is returned due to the person no longer being at that address.
• Failure to respond to a written request for further information necessary to review or process registration or assess priority within a given timescale.
• Where a registration has been cancelled and the person contacts EdIndex within 3 months of the cancellation to request reinstatement, this will be considered on a case by case basis.
• Where agreed, reinstatement will be from original date of application.

Where no request has been made within 3 months then the registration date will be from the date of the new application being made

3.1 Advertised Property

3.2 Notes Of Interest

If people wish to be considered for a property they must make a bid before the closing date. Bids can be made through the Note of Interest form included in all advert sheets or through the web site.

Reference number, name, address, date of birth and up to 3 properties from the current advertised properties should be noted on the form. The bids made are not ranked in any preferred order.

People must make sure they meet the criteria noted on the advert otherwise they will not be considered for the property and it will be a waste of a bid.

It is important that the note of interest form is fully completed. If the form cannot be linked to the EdIndex registration the bid cannot be processed and the person will not be considered for the property.

Notes of interest must be received by the closing date. Bids arriving after the closing date will not be considered.

3.3 Matching Bids

Once the closing date for notes of interest has been reached and all valid notes of interest have been processed, selection for the individual properties will take place.

This is done by shortlisting all suitable households who have submitted a bid.

Suitable households are those who :-

• meet the criteria listed in the advert
• meet the household size parameters for the property
• do not have a recommendation on the type of property suitable for them following a housing needs assessment
• are not affected by our policy on suspensions which is found in Section 8

Criteria that are always included are :-

3.3.1 Advert Criteria

Starters and Movers

Starters are generally people who do not have their own home. Movers are people who do have a home but who wish to move.

Advertised properties will be described as suitable for a starter, a mover or for either.

The definition for starter and mover is given below :-

STARTER

• Homeless households
• People in hostel, supported or temporary accommodation
• People staying care of friends or family
• New households
• Private rented sector tenants
• People in a relationship breakdown

MOVER

• Council tenants (including joint tenants)
• Registered Social Landlords or other social rented sector tenants
• Owner occupiers
• Households in tied accommodation

Following registration with EdIndex the person will be noted on the system as either a starter or a mover based on the information given on the EdIndex form.

Only those households meeting the appropriate starter or mover definition will appear on the shortlist e.g. if they are a starter and apply for a mover property they will not be considered for that property.

3.3.2 Household Size

The rules governing the match between household size and property size are generally :-

• A couple will be expected to share a room
• Each household member over 14 years will be entitled to a room of their own
• Two children under 14 of the same sex share a room
• Two children under 7 of different sexes share a room

In addition to these rules a three apartment property i.e. one with two bedrooms will be available to a single person or couple with no children.

Also if the person wishes to allow two same sex children of 14 years and over to share a bedroom this should be their choice.

Due to the lack of larger accommodation a household will be considered for accommodation outwith these parameters where the move would reduce current overcrowding.

3.3.3 Other Criteria

Sometimes an advert will give age criteria or household type criteria e.g. single person or couple with no children. Such criteria will be made in response to a specific letting issue or requirement in the local area. eg if there is a large concentration of children in a small area and this is giving rise to management problems. These criteria will be subject to continuous monitoring and review.

3.4 Selection

All households who meet the necessary criteria for the property are ranked according to the following rules.

3.4.1 Starter Properties

Starters are ranked by date order according to length of time since registration. The person with the longest waiting time will be at the top of the list.

3.4.2 Mover Properties

Movers are ranked by length of time in current accommodation i.e.

• For tenants - length of current tenancy at their present address
• For owners - length of time at their present address.

The household with the longest time at their current address will be ranked highest.

In exceptional circumstances where a tenant has been required to move within the last 10 years for reasons outwith their control, and this has not been the result of their actions, inaction or behaviour, then length of time in current accommodation will be considered to include the time spent at their previous address.

3.4.3 Properties advertised for Starters and Movers

In some cases e.g. a sheltered housing property may be advertised for starter and movers. Where this occurs then length of waiting time will be compared with length of time in current address as per above and the person with the longest time will be ranked highest, e.g. a starter with 10 years waiting time will be ranked above a mover who has been in their current accommodation for 5 years.

3.5 Priority Categories

In some cases, following assessment, households will be awarded a priority status. Priority status can be awarded to either starter or movers as set out below. Possible priority status is as follows

3.5.1 Gold Priority

Gold priority is awarded when the current property does not meet, and cannot be adapted, the housing needs of the applicant or a member of their household. This is only awarded after an assessment as described in 2.3.1.

Gold priority (urgent) is usually only awarded in exceptional circumstances, for example to enable a hospital discharge. This priority is also awarded to prevent long term hospital and care home admissions and forms part of a wider support and care package.

3.5.2 Silver Priority

This level of priority can be awarded for different reasons

• Homeless and in priority need. This can be awarded to starter households.
• Overcrowded households. This will be awarded to households that require :
  
  a) Two more bedrooms to adequately house their family in accordance with the Household Size rules described at 3.3.2 above.
  b) At least one extra bedroom as they are currently housed in one bedroom accommodation and have one or more children under the age of 16.
  

Both sets of circumstances apply across all tenures. You may be renting from the Council, from a Housing Association or be in private rented accommodation. It also applies to households who own their home or are buying it with a mortgage. Tenants of tied accommodation (where the home is part of their employment) will qualify but will need to speak with their employer to discuss the implications for their job.

• Under occupation. Households occupying 3 or more bedroom houses who no longer require that size of home and are willing to move to smaller accommodation, should contact their local neighbourhood office to discuss this in detail. This only applies to tenants of the Council, Housing Associations and Housing Co-operatives.
• Where rehousing is required due to demolition or regeneration works in an area. This can be awarded to starter or mover households.
• Exceptional housing need. This can be awarded to either starter or mover households but will only be awarded following an assessment by an Officer Panel. This may also include people living in Below Tolerable Standard housing (usually lacking basic amenities such as hot water supply or no kitchen) and people living in unacceptable circumstances.

3.5.3 Ranking Priority

The order of priority is as follows with highest at the top

• Gold, Urgent
• Gold
• Silver
• Waiting Time/ Length of time in last tenancy

In all cases priority cases will be ranked by date of award of priority and then by date of application for starters and length of time at current address for movers.

Where a person/household would be eligible for more than one category of priority the highest level only will apply. Unless otherwise stipulated priority will apply to available property citywide.

3.5.4 Time limited Priority

Priority is awarded to reflect the need for urgent rehousing. As such the priority granted will be time limited and may be removed where it has not been used reasonably or where a property successfully bid for has been refused. Where priority has been removed then the household is free to continue to bid through "EH Your Key to Choice" but without priority status

Gold Priority will be time limited but on a flexible basis as households are more likely to be dependant on a suitable type of property which may take time to become available. Priority will be reviewed on a regular basis and where households are not making reasonable use of priority or have refused a suitable property then priority may be removed.

As Gold priority is granted following an assessment, some cases may have a recommendation attached to its use e.g. for ground floor accommodation only in line with assessed need. This is to ensure any property offered meets, or can be adapted to meet, the family’s housing need.

Silver priority for homelessness this will be awarded for 6 advert cycles and then reviewed. Where the priority has not been used reasonably i.e. a household has not made a range of bids likely to result in rehousing or has refused a property they have successfully bid for and which meets their needs then the priority may be removed. In cases where priority has been removed and no offer of property has been made then an offer of property will be made out with the choice scheme to meet our legal requirements to rehouse people and formally discharge duty.

Silver Priority for Demolition or Regeneration

This will be awarded on a time limited basis in line with timescales for the regeneration work in question. The tests of reasonableness will again apply. In some cases the priority awarded may be limited to specific geographic areas or house types.

Silver Priority for Overcrowding

This will not be time limited as there is an acute shortage of larger homes. However the extra value gained by the age award (time) will be limited at 12 months. Any household being considered for an offer of accommodation will be visited at home to verify that their circumstances still qualify them for this award.

3.6 Sheltered Housing and Housing linked to the Community

Sheltered housing and housing linked to the Community Alarm system is advertised in the same way as general empty homes, however, these properties are targeted toward people with gold priority who have a support need for this type of accommodation. Where no one meeting these criteria has made a bid for the property priority will be given to older people who have a need for support.

3.6.1 Ranking and Selection

Ranking of bids will be made as follows;

• Gold priority with a need for the support provided through this accommodation.

  Gold priority cases meeting these requirements will be ranked as per section 3.5.1 by date of award of gold priority. ie the person who has had gold priority longest, meets the property criteria and is in need of this type of support will be offered the property. Age will not be taken into account where people with a gold priority apply for this accommodation to allow targeting to those in need of this type of support.

• People over 55 years who have a need for the support provided through this accommodation, ranked as per section 3.4 with silver priority then length of time on waiting list or length of time in current accommodation.

3.6.2 Assessment of Support Needs

Where the sheltered housing or housing linked to the community alarm system, is adapted or is suitable for extensive adaptation then this will be taken into account in offering the property. The offer will go to the highest ranked bid in which the person or someone in their household requires the adaptations. In this way we will ensure best use of adapted property.

3.7 Offer Of Property

The successful bidder will be notified that they are to be offered the property bid for. Unsuccessful people will not be notified but can check the results table printed in full on the web and available in local neighbourhood offices to check successful bids and gauge how best to use future bids. Help is available at local neighbourhood offices where people wish to discuss their bids or who need help in identifying their best housing options.

3.8 Refused Properties

People with priority who refuse a property unreasonably may lose their priority status.

3.9 No Demand

Where a property has been advertised and no demand generated that meets the advert specification then any other notes of interest received for the property will be considered, which fit with the size criteria for the property ranked as per section 3.4.

In areas known to attract a lower number of bids properties of similar type may be advertised through a single advert. People bidding for these properties will be considered for other similar empty homes in the area or block. Where this is the intention this will be made clear through the advert.

Where no appropriate notes of interest have been received then the property will be available for immediate let out with choice to people identified as homeless and in priority need to meet our legal requirements or people identified as homeless and in non priority need, the latter group will be ranked by date of application.

3.10 Re-advertised Property

Where any property is subject to substantial improvement following lack of demand or high levels of refusals the property will be readvertsied through choice.

List of EdIndex Partners

Housing Associations	Address	Tel Number
Ark Housing Association	The Priory, Canaan Lane	447 9029
Barony Housing Association	6 Fairbairn Place, Livingston	0871 700 7777
Bield Housing Association Ltd	79 Hopetoun Street	273 4000
Cairn Housing Association	22 York Place	556 4415
Castle Rock Edinvar Housing Association	1 Hay Avenue	657 0600
Dunedin Canmore Housing Association Ltd	8 New Mart Road	478 8888
Hanover (Scotland) Housing Association Ltd	95 McDonald Road	557 7404
Hillcrest Housing Association Ltd	126 Canongate	558 8555
Home Scotland	Unit 3, Q Court, Quality Street Davidson Mains	0800 587 4218
Link Housing Association Ltd	Watling House, Callendar Business Park Falkirk	0845 140 0100
Manor Estates Housing Association	11 Washington Lane	337 3222
Margaret Blackwood Housing Association Ltd	Craigievar House, 77 Craigmount Brae	317 7227
Muirhouse Housing Association	11 Muirhouse Medway	336 5282
Port of Leith Housing Association Ltd	108 Constitution Street	554 0403
Prospect Community Housing	6 Westburn Avenue, Wester Hailes	458 5480
Trust Housing Association Ltd	12 New Mart Road	444 1200
Viewpoint Housing Association Ltd	4 South Oswald Road	668 4247

Housing Co-operatives	Address	Tel Number
Hunters Hall Housing Co-operatives Ltd	77 Niddrie House Drive	657 3379
Lister Housing Co-operative Ltd	36 Lauriston Place	229 6176
West Granton Housing Co-operative Ltd	26 Granton Mill Crescent	551 5035

Council Neighbourhood Offices	Address	Tel Number
City Centre Neighbourhood Office	1 Cockburn Street	529 7061
North Edinburgh Neighbourhood Office	8 West Pilton Gardens	529 5050
East Edinburgh Neighbourhood Office	86 Niddrie Mains Road	529 3111
South Edinburgh Neighbourhood Office	40 Captains Road	529 5151
South West Edinburgh Neighbourhood Office	10 Westside Plaza	527 3800
West Edinburgh Neighbourhood Office	Chesser House, 500 Gorgie Road	529 7440

Council Satellite Offices	Address	Tel Number
Currie	138 Lanark Road West Currie	449 5318
Kirkliston	19 Station Road Kirkliston	333 3210
South Queensferry	53 High Street South Queensferry	331 1590

Categories of Homeless People Considered to be in Priority Need

In line with the Housing (Scotland) Act 1987 (as amended) we consider the following categories of homeless person as having a priority need for housing : -

a) A pregnant woman or a person with whom a pregnant woman resides or might reasonably be expected to reside.

b) A person with whom dependent children reside or might reasonably be expected to reside. We will treat as dependent all children of 15 or less; and all others of 18 or less who are either receiving or about to begin full-time education or training or are for some other reason unable to support themselves. Where parents have joint or shared custody, we will consider the periods for which a child is resident with each parent.

We do not require that the children should be living with the person at the time of the person's request for assistance.

c) A person who is vulnerable as a result of :-

• old age;
• mental illness;
• personality disorder;
• learning disability;
• physical disability;
• chronic ill health;

We may seek specialist advice in considering the above conditions, which are likely to have different impacts according to their nature and the particular circumstances of the person.

• having suffered a miscarriage or undergone an abortion;

Factors, which might be relevant to consider, include how long ago the events occurred.

• having been discharged from a hospital, a prison or any part of the regular armed forces of the Crown; or
• other special reason

A person is considered vulnerable when they are less able to fend for themselves so that they may suffer in a situation where others will be able to cope without suffering.

Former asylum-seekers who have been granted refugee status or exceptional leave to remain in the UK will be eligible for homelessness assistance and may be homeless as a result of having to leave accommodation provided for them while pursuing their asylum claim. They may well have experienced persecution in their country of origin or severe hardship in their efforts to reach the UK and may be vulnerable as a result. In assessing applications from this client group, we will give careful consideration to the possibility that they may be vulnerable.

d) A person who is homeless or threatened with homelessness as a result of an emergency such as flood, fire or any other disaster.

e) A person with whom a person referred to in paragraph C or D resides or might reasonably be expected to reside.

f) A person aged 16 or 17.

g) A person aged 18 to 20 who by reason of the circumstances in which the person is living, the person runs the risk of sexual or financial exploitation or involvement in the serious misuse of alcohol, any drug (whether or not a controlled drug within the meaning of the Misuse of Drugs Act 1971 (c.38)) or any volatile substance.

h) A person aged 18 to 20 who, at the time when the person ceased to be of school age (within the meaning of section 31 of the Education (Scotland) Act 1980 (c.44)) or at any subsequent time, was looked after by a local authority (within the meaning of section 17(6) of the Children (Scotland) Act 1995 (c.36)) and the person is no longer being so looked after.

i) A person who runs the risk of domestic abuse (within the meaning of section 33(3) of the 1987 Act.

j) A person who, by reason of that person’s religion, sexual orientation, race, colour or ethnic or national origin runs the risk of violence, or is, or is likely to be, the victim of a course of conduct amounting to harassment.

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