Adaptations Policy

ADAPTATIONS POLICY

Policy Statement

Organisation: Canterbury City Council

Owned by:

Approved by:

Date approved:

Version Number: 4

Next revision due: February 2013

Guidance:

Related policies:

CONTENTS

Page

1.  Introduction 2

2.  Definition 2

3.  Legal Framework 2

4.  Policy Aims 2

5.  Applying for an Adaptation 3

6.  Assessing applications 4

7.  Best use of property 6

8.  Where Adaptations are not suitable 7

9.  Exceptions 8

10 Consultation and performance monitoring 9

11 Equalities and Diversity 9

12. Policy Monitoring and Review 10

1. Introduction

1.1 The purpose of this policy is to set out how the housing service will prioritize and deliver adaptation work following recommendations made by the occupational therapy service.

1.2 This policy applies to requests for the provision of permanent adaptations to the homes of Canterbury City Council tenants. .

1.3 Any tenant can make an application to be assessed for adaptation work by the occupational therapy service if they or a member of their household could be registered as disabled. All requests for adaptations made directly to the housing service will be passed to the occupational therapy service for assessment.

2. Definition

2.1 The Equalities Act 2010 defines a disabled person as someone who has a physical or mental impairment which has a substantial and long-term adverse effect on his or her ability to carry out normal day-to-day activities.

2.2 The term adaptations for the purposes of this policy relates to the provision of permanently fixed equipment ie grab rails or permanent alterations to the design or layout of the property.

3. Legal Framework

3.1  The main pieces of legislation which covers Adaptations are:

·  Chronically Sick and Disabled Persons Act 1970

·  Housing Act 1985

·  NHS and Community Care Act 1990

·  Carers (Recognition and Services) Act 1995

·  Carers and Disabled Children Act 2000

·  Disabled Persons Services, Consultation and Representation Act 1986

·  Housing Grants, Construction and Regeneration Act 1996

·  Community Care (Delayed Discharges) Act 2003

·  The Equality Act 2010

4. Policy Aims

4.1 The aim of this policy is to help improve the lives of our tenants or members of their family with a disability by adapting their home to make this safer and accessible .

4.2 The council aims to operate a service that offers suitable and practical solutions that are cost-effective and the most moderate solution to meet tenants individual needs.

4.3 The key principles of the policy are:-

·  It must operate legally;

·  It must operate within budget and provide value for money;

·  It should through engagement with both the tenant and occupational therapy service provide a seamless service that puts the tenant at the centre of the process;

·  It should offer a range of solutions for the tenant;

·  Waiting lists and waiting times are minimised;

·  Its impacts are measured in terms of real outcomes.

5. Applying for an Adaptation

5.1 Adaptations to council owned homes are undertaken by the housing service in accordance with recommendations made by the occupational therapy service. Those tenants who wish to access this service must be assessed by an occupational therapist and to qualify for help the tenant or member of their household must be considered by the occupational therapy service to have moderate, substantial or critical levels of need. These levels of need are determined under the guidance given for eligibility criteria for adult social care. The Occupational Therapy Service (OTS) will assess applications from any tenant who could be registered as disabled and recommendations are made where in the professional opinion of the OTS an adaptation would address their specific needs.

5.2 The disability must be significantly affecting the person’s ability to carry out at least one of the following essential daily activities:

·  Accessing essential facilities within the home

·  Using the toilet

·  Getting in and out of a bed or chair

·  Preparing hot drinks and essential food

·  Maintaining personal hygiene

·  Getting in and out of your home

5.3 To support tenants needing adaptations to access this service more easily Housing Officers will be proactive in identifying needs for adaptations through contact with tenants and home visits and will signpost those tenants who may need this service and support them to make an application for assessment to the occupational therapy service

5.4.1  Tenants are able to contact the Occupational Therapy Service in the following ways:

Telephone – 01227 598500

In writing - Assessment & Enablement

Kent Adult Social Services

Brook House

Reeves Way

John Wilson Business Park

Chestfield

Whitstable

Kent CT5 3SS

Email –

or -

Requests for help may be made by tenants to the housing service in the following ways and these will be forwarded to the Occupational Therapy Service on their behalf:

Telephone - 01227 862142

In writing - East Kent Housing

Canterbury Area

Military Road

Canterbury

Kent CT1 1YW

Email -

6. Assessing applications

6.1 Occupational Therapy Assessments

All requests for adaptations are assessed by the Occupational Therapy Service (OTS). The OTS is responsible for:

·  Assessments for specialised equipment to enable people to live safely and independently.

·  Assessment for the provision of minor equipment.

·  The formal submission of recommendations for minor/major adaptation work which give clear and accurate information about the requested adaptation.

·  Information and advice for people with disabilities and their carers.

The council will work closely with OTS to ensure that responsive, relevant assessments and solutions are sought for each individual case.

6.2 Portable equipment

Following an assessment by the occupational therapy service portable equipment such as bath or shower seats, or temporary ramping can be provided by the OTS. The OTS can also advise tenants of any additional aid or device tenants can purchase to help alleviate their situation. Canterbury City Council do not provide, supply, hire any portable equipment

6.3 Minor adaptations

Minor works are defined by the housing service as any works of a simple nature generally under £1,000 in value and can include but not be limited to the following:

·  Fitting stair rails

·  Fitting grab rails

·  Adapting steps

A request for a minor adaptation will be completed within 20 days from the assessment and recommendation being received without the need for the prioritisation of the case.

Performance for this service is monitored by the asset manager through customer satisfaction surveys.

6.4 Major adaptations

Major adaptations are defined as works of an extensive nature and generally over £1,000 in value and can include but not be limited to the following:

·  Changing the layout of rooms

·  Changing the use of rooms

·  Extending the property in exceptional circumstances where no other alternative is feasible.

Recommendations for major adaptations fall into two categories and are prioritized based on the value of the work.

Adaptations costing more than £1000 but less than £20,000 are prioritized based on the points awarded from the questionnaire and supporting recommendations from the OTS

Adaptations costing more than £20,000 such as extensions to properties or significant changes to the design or layout of the property are undertaken on the basis of one project per year (subject to finances for this being available ) and in date of recommendation order. To support those tenants who require extensive adaptations the housing service will actively seek alternative solutions for each family including the offer of alternative accommodation requiring less extensive alteration.

On receiving an application for a major adaptation the council will work with the OTS to complete a health questionnaire with tenants from which the priority of the work will then be determined.

In cases where the value of work is less than £20,000, a completed questionnaire has attracted 90 points or above and where in the opinion of the occupational therapy service :-

·  there is an immediate danger to health and safety

·  a threat to health and safety may develop or other difficulties may arise.

·  the absence of an adaptation prevents or seriously inhibits the performance of tasks essential for daily living or severely restricts movement within the home.

·  the disabled person is restricted from returning to their home.

The cases will be deemed Critical

Any other cases will be deemed as being Essential.

All contractors commissioned to undertake adaptation works in our tenants homes will be required to comply with out Contractors Code of Conduct which has developed in partnership with tenants and leaseholders.

6.5 Critical cases will be processed first with essential cases being dealt with in date order after all critical cases have been dealt with.

6.6 Each case is assessed on their own individual needs and circumstances.

6.7 Where the OTS considers that significant adaptations to the property are required, such as an extension or extensive remodelling of the property and layout a joint visit will be carried out to include the Area Housing Manager, Asset Manager, OT and the tenant to discuss all options available to the tenant including the possibility of being re-housed. In these cases, recommendations will only be made following such meetings.

6.8 Very rarely it may be necessary to undertake adaptation work at the request of hospital occupational therapist and outside of the priority system to prevent delays in the client leaving hospital or other care institution.

7.0 Best Use of Property

7.1 Any specialist equipment used in an adaptation will be considered for reuse where there is no longer any need for it. The equipment will be reconditioned and stored until required.

7.2 The council reserves the right to assess the occupancy of properties where significant major adaptations have been carried out and where changes in circumstance mean the current occupants no longer require these adaptations The tenant will be made aware of any possible outcome prior to the commencement of the works and the where necessary, the outcome of such an assessment will be discussed with the current tenant.

8.0 Situations where adaptation work are not suitable

8.1 When assessing the suitability of recommendations for adaptations the council may decide not to undertake work where :

·  The structure and age of the property mean the recommended adaptation is unsuitable or unachievable

·  The specific needs of the tenant or a member of their household is not resolved in full by the recommended adaptation

·  A notice seeking possession has been served on the tenant or a possession order is in place

·  The type of tenancy held by the tenant is insecure, introductory or limited by time.

·  The tenant has indicated that they are likely to bring about the end of their current tenancy by exchanging properties or are actively seeking alternative accommodation. .

·  Where suitable alternative accommodation is available and it is reasonable for the tenant to move.

·  Where the future needs of the tenant will make any immediate adaptations unsuitable. Consideration will be given to the age, health prognosis of the applicant and future needs of the person requiring the adaptation.

·  In cases where the applicant for adaptations is taken from the Housing Register, the applicant will be expected to have agreed to accept the tenancy of the property before work starts. Joint visits prior to letting with Housing Officer and the OTS, with the Asset Manager where necessary to confirm the property is suitable for the prospective tenants needs.

Adaptations will not normally be carried out where a tenant has chosen to transfer from an adapted property to a non adapted property for reasons other than medical need or medical referral. In exceptional cases for example where the applicant has moved as a result of hate crime, anti social behaviour or domestic abuse the council may agree to undertake this work.

9.0 Exceptions

9.1 Pavement Crossovers and hard standings for car parking

Will not be provided and the assessment and recommendations should be limited to access to and from the dwelling or building in which the disabled person resides

9.2 Stair and through floor lifts

These will be considered only after all alternative solutions have been explored including re-housing and subject to the constraints of the existing construction of the property.

9.3 Wet rooms at first floor level

These will be considered on a case by case basis in consultation with the OTS and the Asset Manager. If the prognosis is that mobility will be seriously affected so as not to be able to manage stairs, consideration should be given to ground floor bathing accommodation within the existing building and if this is not possible then consideration should be given to re-housing.

9.4 Mobility Scooters/Storage/Power Supply

Under no circumstances will adaptations be made for individual scooter requirements as this is a mobility issue not covered by the Adaptations policy. Should a tenant wish to obtain a mobility scooter then they should inform their Housing Officer who will provide guidance on what facilities are available.

9.5 Access to and from the dwelling.

Suitable access will be considered for both front and rear doors to the boundary, a safe area for play, garage and drying areas, bin and storage areas subject to land being in council ownership, and that the most modest change will be made to achieve the desired outcome.

9.6 Temporary Provision

Under no circumstances will temporary adaptations be carried out by the council.

9.7 Hospital Occupational Therapist Referrals

These will be considered as a priority only when a case has been identified and agreed by the Area Manager and the Asset Manager

9.8 Under Occupation

In cases where the tenant requesting adaptations occupies accommodation significantly larger than they need the expectation will be that all alternative options including alternative accommodation are considered before any work is undertaken.

10.0 Consultation and performance monitoring

10.1 Canterbury City Council recognises the importance of working in partnership with our customers and stakeholders to develop and continuously improve our services and raise standards.

10.2 To demonstrate this the council is committed to:

·  Improve the information we provide for our tenants about the adaptation service and extend the range of media and locations through which this can be accessed.