Attachment 1 CT 727v4 Placement of an applicant tenant into a home.pdf

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People and Property Team
Placement of an applicant – tenant into a home
1. Business Process Overview
1.1 Purpose
The purpose of this business process is to:

match an applicant/tenant who has a housing need with an appropriate property

offer a suitable matched property to an applicant/tenant

record the outcome of any offer made

prepare and sign-up an applicant/tenant if an of er is accepted.
1.2 Triggers
This business process is triggered by the following:

a regular matching by searching for confirmed voids in Kotahi

an applicant/tenant accepts/declines a property offered to them. ACT 1982
1.3 Inputs
The following inputs are used in the business process:

Business Initiated Transfer (BIT) register

Ministry of Social Development (MSD) waiting list

vacant properties as identified in Kotahi

proof of payment of rent paid.
1.4 Outputs
The following outputs are produced: INFORMATION

offer accepted or declined in Kotahi.
RELEASED UNDER THE
Depending on the applicant’s/tenant’s situation the following may be produced:

Tenant/lessor Property Condition Report (PCR) (T-307)

Residential Tenancy Agreement (including body corporate rules where applicable) (T-319)

Fixed term residential tenancy agreement (including body corporate rules where
applicable) (T-321)
OFFICIAL

Assignment of benefit money (T-328)

Authority to make deductions from wages/salary (T-329)

Automatic Payment to Housing New Zealand Corporation (T-330)

Pet information form (T-399)

Authority to make deductions from compensation (T-446)

Annexure to Tenancy Agreement – Water tank (T-455)

Tenant’s fire safety and evacuation information (schemes) (10-100)
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CT-727 Placement of an applicant – tenant into a home
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5 April 2019
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People and Property Team
Placement of an applicant – tenant into a home
5. Process diagram
ACT 1982
INFORMATION
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OFFICIAL
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People and Property Team
Placement of an applicant – tenant into a home
What happens next?
If the veto is appropriate, the applicant/tenant remains on the MSD wait list or BIT register, and
another applicant/tenant wil need to be selected. See procedure: ‘Generate list and select
match’.
If the veto is inappropriate, the applicant/tenant is contacted to make an offer. See procedure:
‘Offer property to applicant/tenant’.
ACT 1982
INFORMATION
RELEASED UNDER THE
OFFICIAL
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People and Property Team
Placement of an applicant – tenant into a home
What happens next?
If the applicant has declined the property, the decline and reason is recorded in Kotahi and a
report is sent to MSD (for declines only) who wil :

update the applicant’s wait list status to record a valid decline

monitor the number of declines and advise the applicant of the consequences
according to their policy.
Another match wil need to be selected for the property, see procedure: ‘Generate list and select
match’.
If payment of rent has been confirmed by MSD or the applicant/tenant, and the appointment to
sign the paperwork has been made – see procedure: ‘Prepare for sign-up meeting’.
ACT 1982
INFORMATION
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OFFICIAL
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People and Property Team
Placement of an applicant – tenant into a home
6.7 Prepare for sign-up meeting
When to use
Use this procedure to prepare the sign-up paperwork.
Note:

For sign-up of minors see ‘Tenancy management guidelines’.

The sign up paperwork cannot be printed until the applicant/tenant has confirmed the
rent has been paid or it is approved by MSD. Once this is confirmed and the
appropriate actions are carried out in Kotahi and by MSD to activate the IRR subsidy
record, then the sign-up papers can be printed.

If a tenant is on the Business Initiated Transfer (BIT) register and they accept an offer,
refer to ‘Placement guidelines’ for the rules around rent to be charged
Role
Placement Team
ACT 1982
Systems and tools
This procedure uses:

Staying Safe and Secure booklet

Customer Risk Register (CRR)

Hazard Register

Safe Work Plan (HS-305)

Placement team checklist – accepted offers (T-380).

Tenancy management guidelines
INFORMATION
Before beginning
Before starting this procedure make sure preparation has been carried out from a health, safety
RELEASED UNDER THE
and security perspective to actively manage risks by:

being familiar with workplace hazards and hazard controls

practising situational awareness

participating in safety briefings and by planning workload

following safe work practices both in the office and when mobile
OFFICIAL

getting out if in doubt – personal safety comes first.
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5 April 2019
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People and Property Team
Placement of an applicant – tenant into a home
6.8 Sign up a tenancy
When to use
Use this procedure to collate the relevant paperwork and meet with the applicant/tenant to sign
up the tenancy.
Note:

For sign up of minors see ‘Tenancy management guidelines’.

If a tenant is on the Business Initiated Transfer (BIT) register and they accept an offer,
refer to ‘Placement guidelines’ for the rules around rent to be charged.
Role
Senior/tenancy manager
Systems and tools
ACT 1982
This procedure uses:

Staying Safe and Secure booklet

Customer Risk Register (CRR)

Hazard Register

Safe Work Plan (HS-305)

Sign up checklist (T-453)

Tenancy Manager Checklist - offer, sign up and letting checklist (T-381).

Confirmation of payment of rent

Tenancy papers generated by Placement Team
INFORMATION
Before beginning
RELEASED UNDER THE
Before starting this procedure, make sure preparation has been carried out from a health, safety
and security perspective to actively manage risks by:

being familiar with workplace hazards and hazard controls

practising situational awareness

participating in safety briefings and by planning workload

following safe work practices both in the office and when mobile
OFFICIAL

getting out if in doubt – personal safety comes first.
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Version 4
5 April 2019
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People and Property Team
Placement of an applicant – tenant into a home
7. Records
Retain all records within Housing New Zealand's records system - refer 'Records retention and
disposal' (R-105).
8. Version control
Details of previous versions are stored in Housing New Zealand’s document management
system (Objective). Refer to header and footer information for reference document elements or
for any queries contacts 9(2)(g)(ii)

ACT 1982
INFORMATION
RELEASED UNDER THE
OFFICIAL
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5 April 2019
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