Aids and Adaptations Policy
1.
INTRODUCTION
1.1
Isos is committed to providing excellent standards of service to its customers.
1.2
This policy sets out Isos’ policy on Aids and Adaptations. It gives direction on
how Isos will effectively deal with requests for adaptations, either directly or in
partnership with the appropriate local authority.
2.
POLICY STATEMENT
2.1
Aids and adaptations are items of equipment or special fixtures and fittings,
which may improve access to a tenant’s home, improve a tenant’s mobility in
and around their home, or help with daily living.
2.2
According to the Department of Communities and Local Government (DCLG,
2006. P. 6) “the purpose of an adaptation is to modify disabling environments
in order to restore or enable independent living, privacy, confidence and dignity
for individuals and their families.” For example this can involve the fitting of an
additional rail to help climb the stairs, installing a stair lift or the replacement of
a bath with a level access shower.
2.3
This policy directly links to the objectives of the Department of Communities
and Local Government (DCLG) and the Department of Health (DoH) of
‘offering everyone the opportunity of a decent home’ and ‘improving people’s
health and well-being’.
3.
POLICY SCOPE
3.1
The policy covers all property owned by Isos.
3.2
A detailed Aids and Adaptations Procedure supports this policy to ensure a
consistent approach is taken.
4.
RELATED POLICIES, DOCUMENTS, LEGAL REQUIREMENTS
4.1
In developing this policy, relevant legislative requirements, best practice and
related policies have been examined including:
Guidance:
• Aids and Adaptations Toolkit, HQN, February 2010.
• Delivering Housing Adaptations for Disabled People: A Good Practice
Guide, Department for Communities and Local Government, June 2006.
• Housing Associations and Home Adaptations: Making it work smoothly,
Habinteg 2008.
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Aids and Adaptations Policy
•
College of Occupational Therapist’s Guide; ‘Minor adaptations without
Delay’.
Relating to Aids and Adaptation Delivery:
• Housing Grants, Construction & Regeneration Act 1996.
• NHS & Community Care Act 1990.
• Carers (Recognition and Services) Act 1995.
• Carers and Disabled Children Act 2000.
• Chronically Sick and Disabled Persons Act 1976.
• The Community Care (Delayed Discharges etc ) Act 2003 Guidance.
Data Protection:
• Isos Data Protection Act 1998.
• Isos Data Protection Policy.
• Isos Data Management Guidelines.
Equality Legislation:
• Equality Act 2010.
Relevant Policy links:
• Isos Customer Service Standards.
• Isos Complaints, Comments and Compliments Policy.
5.
POLICY DETAIL
5.1
In applying this policy Isos seeks to demonstrate a commitment to funding and
carrying out adaptations, both independently and in partnership with other
agencies to ensure that all of our tenants can maintain their independence in
their home.
To achieve this we endeavour to:
•
Help our tenants to enjoy and continue their independence, privacy and
dignity by helping them adapt their homes as their needs change.
•
Ensure that there is a consistent approach to carrying out minor and
major adaptations to all of our properties.
•
We recognise that some existing and new tenants have, or may
develop, an impairment that adversely affects their ‘day to day’ life and
will require aids and adaptations to their homes as the property no
longer meets their needs.
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Aids and Adaptations Policy
5.2
•
We work closely with local authority partners to access the services of
Occupational Therapists (OTs) and Disabled Facilities Grants (DFG)
where appropriate.
•
We will encourage tenants to apply for adaptations and seek to provide
advice and guidance to tenants when applying for minor and major
adaptations.
•
We will ensure compliance with legislative and regulatory requirements
and work, wherever possible within the spirit of the (former) Housing
Corporation’s and College of Occupational Therapists’ Guide, ‘Minor
Adaptations without Delay.’
•
All adapted properties will be recorded on a property database.
•
We will ensure that properties meet tenant’s needs at the point of
letting.
•
We will actively promote the aids and adaptations service to tenants,
for example through regular articles in the tenants’ newsletter, ensuring
the tenants’ handbook is available at our offices, on the website, and
by providing our staff with the necessary skills and knowledge.
•
We will liaise with tenants with regard to minor works (and major works
if relating to former Castle Morpeth tenants) before the work is done,
provide support during the work itself, and provide aftercare when the
work is finished.
•
Wherever possible, the needs of tenants with a disability will be taken
into account in Planned Maintenance Programmes and New Housing
Developments.
•
Although there are no requirements for the tenant to have lived in the
property for a defined period before an adaptation can be requested,
the property must be the tenant’s principal home and not of a
temporary nature.
Isos will normally only consider a request for aids and adaptations if the
disabled person is the tenant, or their partner, or a member of the immediate
family, who is permanently resident in the household or would be so if the
adaptation was done.
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Aids and Adaptations Policy
5.3
Isos will automatically give permission for leaseholders to make adaptations to
their homes if they can provide a copy of a report and associated
recommendation from an occupational therapist (unless the adaptation will
have a significant detrimental affect on our assets and/or other tenants or
leaseholders).
6.
DEFINITIONS OF DISABILITY
6.1
As set out in the Isos’ Single Equality Scheme, we support the Social Model of
Disability. This model views disability as being caused by ‘barriers’ or elements
of social organisations which take no or little account of people who have
impairments. This model makes the important distinction between ‘impairment’
and ‘disability’ and moves away from the view that it is an “individual” problem.
6.2
“A social model approach states that people with impairments are disabled by
physical and social barriers. The ‘problem’ of disability results from social
structures and attitudes, rather than from a person’s impairment or medical
condition.”
(Housing Association Guide to Disability Equality Schemes and Action Plans,
HABINTEG, 2007)
6.3
The Equality Act replaced most of the Disability Discrimination Act (DDA).
However, the Disability Equality Duty in the DDA continues to apply.
In the Equality Act 2010, a person has a disability if:
•
•
They have a physical or mental impairment.
The impairment has a substantial and long-term adverse effect
on their ability to perform normal day-to-day activities.
For the purposes of the Act, these words have the following meanings:
•
•
•
'Substantial' means more than minor or trivial
'Long-term' means that the effect of the impairment has lasted or is
likely to last for at least twelve months (there are special rules covering
recurring or fluctuating conditions).
'Normal day-to-day activities' include everyday things like eating,
washing, walking and going shopping.
People who have had a disability in the past that meets this definition are also
protected by the Act.
6.4
The government has published statutory guidance, to assist adjudicating
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Aids and Adaptations Policy
bodies like courts and tribunals in deciding whether a person is a disabled
person. This guidance is called “Guidance on matters to be taken into account
in determining questions relating to the definition of disability”.
It was published for the purposes of the Disability Discrimination Act, but
continues to apply under the Equality Act 2010, where appropriate.
6.5
We further recognise that under the NHS & Community Care Act 1990, The
Carers (Recognition and Services) Act 1995, or The Carers and Disabled
Children Act 2000, ‘there may be persons who, whilst not meeting the disability
definition above, will have identified needs, for whom an adaptation is
necessary to be able to live independently in their home’.
7.
DEFINITION OF AIDS AND ADAPTATIONS
7.1
Aids (i.e. equipment) are provided by local authorities through their
equipment loan service. The service provides equipment on loan to people
who are elderly, ill or have a disability. Equipment is offered following an
assessment of need which will need to be carried out by a recognised
professional (such as an Occupational Therapist/Social Worker/ District
Nurse). The type of equipment can vary to aid with stability or to assist with
more complex needs.
Aids/Equipment;
• Ceiling track hoists.
• Door entry systems.
• Portable powered bath hoists.
• Environmental controls.
• Induction loops.
• Connection to telephone service provider.
• Portable hoists.
• Shower or commode chairs.
• Transfer Boards or mats.
• Tap, control or knob turners.
• Specialist WC seats.
• Specialist furniture.
• Removable bath insert.
This list is not exhaustive. Isos will not meet the direct costs of the above;
however advice and support will be given to tenants to assist them in seeking
an assessment from the relevant authority.
7.2
Adaptations are fixed items. For the purpose of this policy there are two
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Aids and Adaptations Policy
categories of adaptations, minor and major.
8.
MINOR ADAPTATIONS
8.1
In accordance with the College of Occupational Therapists’ Guide ‘Minor
adaptations with out delay’ Isos will provide and fit minor adaptations to our
properties. Assessments from an Occupational Therapist may be required. A
list of minor adaptations can be found in Appendix 1.
Isos defines minor adaptations as a fixture which costs less than £1,000 (plus
VAT and installation) this cost will be funded through a dedicated aids and
adaptations budget.
8.2
Minor adaptations will normally be fitted without the requirement for an
Occupational Therapist assessment. (If the relevant officer, in consultation with
the tenant does not consider that a more detailed assessment is required).
8.3
Any works in bathrooms to aid bathing will require an assessment from an
Occupational Therapist to ensure that the adaptations are fit for purpose and
minimise any risk to the tenant.
8.4
Isos reserves the right to request an Occupational Therapist assessment for
minor adaptations including the following ‘non standard items’:
Non standard items
External hand rails ‘wall to floor’ and ‘floor to floor’.
Pole floor to ceiling.
Lever taps.
Internal thresh.
Rehanging internal door.
Outer bath handle.
Adaptations to external steps.
Electric socket if needed for Joint Equipment & Loans Service (JELS)
equipment.
Wooden plinth.
9.
MINOR ADAPTATION TIMESCALES
9.1
We will acknowledge requests for adaptations within 2 working days.
9.2
If further investigation of the request is required e.g. a feasibility study in
conjunction with an OT is needed, this investigation will be concluded within 20
working days of the request.
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9.3
A tenant/leaseholder will receive the outcome of our decision with 10 working
days of the request or feasibility study (whichever is the later).
10.
MAJOR ADAPTATIONS
10.1
Where requests fall into the major repairs category (those greater than
£1,000), tenants will be advised how to refer their case to the relevant local
authority/primary care trust (or equivalent) for assessment for appropriate
grants, such as the Disabled Facilities Grant (DFG). It is the responsibility of
the relevant local authority and occupational therapist to assess and make any
applications for funding on behalf of the tenant.
10.2
Disabled Facilities Grant (DFG) is the main form of assistance available from
the Local Authority to allow a disabled person to live independently or to be
cared for at home. The grant, which is mandatory, is subject to a test of
resources. The legislative provisions are in sections 19 to 24 of the Housing
Grants, Construction, and Regeneration Act 1996.
10.3
Following the transfer of housing stock from the former Castle Morpeth
Borough Council to Castle Morpeth Housing on 29 October 2007, a stock
transfer agreement is in place. DFG is generally available for major
adaptations; however under the terms of the Stock Transfer Agreement,
Isos will not access DFG until it has expended its own budget. When the
budget has been spent then the tenant will be referred to
Northumberland County Council for funding through DFG.
10.4
Major adaptations will only be carried out with the approval of the relevant
Team Leader (Cat1 & Adaptations).
10.5
A list of major adaptations can be found in Appendix 1.
10.6
We will acknowledge requests for adaptations within 2 working days.
10.7
If further investigation of the request is required e.g. a feasibility study in
conjunction with an OT is needed, this investigation will be concluded within 20
working days of the request.
10.8
A tenant/leaseholder will receive the outcome of our decision with 10 working
days of the request or feasibility study (whichever is the later).
10.9
Timescales for the completion of major works will vary according to the nature
of the adaptation e.g. a shower is easier to fit than a through floor lift.
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Aids and Adaptations Policy
11.
MOBILITY SCOOTERS
11.1
The storage and charging facilities for a resident’s mobility scooter are usually
their responsibility.
11.2
We do not usually carry out any adaptations associated with mobility scooters
(e.g. ramps, paths or shed bases).
11.3
For health and safety reasons, it is preferred by Isos that tenants of houses or
bungalows must store mobility scooters outside, preferably in a shed with a
power supply.
11.4
As Isos does not usually pay for adaptations associated with mobility scooters,
tenants will be informed of this in our Aids and Adaptations leaflet.
11.5
HOWEVER, WE RECOGNISE THAT DIFFERENT TENANTS HAVE
DIFFERENT CIRCUMSTANCES AND DIFFERENT NEEDS. WE WILL LOOK
AT EACH REQUEST FOR ADAPTATIONS ASSOCIATED WITH MOBILITY
SCOOTERS ON AN INDIVIDUAL BASIS.
12.
REHOUSING RESIDENTS
12.1
Where possible we will offer the tenant a move to a more suitable and/or
adapted property, that better meets their long term needs and those of their
family members.
12.2
To maximise resources, Isos may not support adaptations where appropriate
alternative accommodation has been identified. We reserve the right to refuse
significant adaptations where reasonable alternative property is available, or
likely to become available and where we feel that the proposed works are
inappropriate to the property concerned. Tenants will be given the appropriate
priority for rehousing.
12.3
Where consent for adaptations are refused the tenant can appeal using our
Complaints, Compliments and Comments procedure.
12.4
In order to maximise the use of resources and provide an excellent service to
our tenants, we will, where reasonably possible in the lettings process match
adapted properties to tenants whose needs require adaptations.
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Aids and Adaptations Policy
13.
MAINTENANCE, REPAIRS AND SERVICE CHARGES
13.1
On the expiry of the warranty Isos will also undertake repairs and maintenance
to adaptations installed by the Local Authority which become part of the
fixtures and fittings of the property, where this is economically viable to do so.
Where a level access shower is fitted into the property then Isos will take full
responsibility for the fixture as this becomes a key component of the property.
13.2
The local authority is required to notify Isos of the warranty expiration date to
ensure that these items can be included within the planned maintenance plan.
13.3
Where it is not economically viable for Isos to repair the equipment and the
adaptation requires replacement (due to condition, age, and serious fault)
tenants will be referred to the local authority with a request to fast track their
application for DFG grant funding. If the local authority confirm in writing/email
that they cannot ‘fast track’ the adaptation then Isos will replace the
equipment.
14.
LEASEHOLDERS
14.1
We will also accept requests to carry out adaptation works to Leasehold and
Shared Ownership homes. We will however recharge the residents for the
work.
14.2
Our rechargeable repairs procedures must be followed.
15.
PERFORMANCE MONITORING
15.1
The service will be subject to performance monitoring, to assist in the
development and review of the service:
1. A database of adapted properties to be maintained by Isos to ensure
the best matching of properties on re-let and recycling.
2. Number of minor and major adaptations undertaken by Isos each
financial year (recorded by tenant/ area/timescales/ diversity information
where collected) to be kept and reported to Board.
3. Customer satisfaction of the service will be monitored by diversity
strands.
4. Post inspections will be carried out on major adaptations provided by
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Isos by the Adaptations Officer or jointly with a Surveyor.
16.
FINANCE
16.1
Isos will make available a dedicated budget each year for expenditure on aids
and adaptations. Spend against budget will be monitored and the budget
reviewed as necessary.
17.
CONSULTATION
17.1
We will consult with tenants, staff and relevant agencies as deemed
appropriate in the development and review of this policy.
18.
REVIEW
18.1
The Business and People Directorate will review all Isos Policies every three
years. The review will be brought forward if there are significant changes to
best practice, regulatory or legislative requirements.
19.
EQUALITY AND DIVERSITY
19.1
Isos will treat everyone fairly, regardless of their race, colour, ethnic or national
origins, religion or faith, gender, sexual orientation, disability, HIV status, age,
marital status, or any other unjustifiable criteria.
19.2
Isos has an Equality and Diversity Policy which sets out how this will be
achieved.
20.
RESPONSIBILITY
20.1
The Executive Director, Customers and Communities will be responsible for
the overall implementation of this Policy.
20.2
The Executive Director, Customers and Communities will delegate the
operational implementation of this policy to the appropriate staff member(s).
21.
DATA PROTECTION & DATA SHARING
21.1
Isos has a clear policy on data protection and sharing data with other
partners/outside agencies under the requirements of the Data Protection Act,
1998. This is clearly set out in the Isos Data Management Policy. This policy
and supporting Data Management Guidelines must be followed throughout the
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operation of this policy.
21.2
It is the responsibility of the appropriate staff and board members to follow the
requirements of the Data Protection Act 1998 and maintain confidentiality as
set out within this policy. A breach of confidentiality is a serious offence and in
that event, the Isos disciplinary procedures will apply. It is the responsibility
of all staff to inform their line manager and the Data Protection Officer when
they are made aware of a breach of confidentiality. The manager is
responsible for taking appropriate action when made aware of a breach of
confidentiality.
21.3
Any records will be stored within the main ICT system in a folder that is only
accessible to appropriate staff in accordance with the Data Management
Guidelines.
APPROVAL PATH: CMT
DATE APPROVED BY ISOS CMT: 31 May 2013
EQUALITY IMPACT ASSESSMENT:
POLICY REVIEW DATE: May 2016
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