ATTACHMENT 2
Placement Guidelines
T-245
Table of Contents
1.
Overview ............................................................................................... 3
2.
Roles and responsibilities ................................................................... 3
3.
Legislation ............................................................................................ 5
4.
System (Kotahi) rules for identifying suitable match ................... .. . 5
5.
Placement information ................................................................ . ...... 6
6.
Pre placement interview ................................... ... ............. ........ ....... 7
7.
Bypass .......................................................... .. ... ......... ...................... 7
8.
Manual match ....................................................................................... 8
9.
Veto process ......................................... ............... ............................... 8
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10.
Advise MSD .................................. .. .............. ...................................... 9
11.
Offer process .......................... ..... ......... ... ....................................... 9
12.
Decline/Withdrawn offers process .... ... .. ........................................ 10
13.
Transfers ....................... .... ............... ................................................ 10
13.1 Tenant initiated transfers .... . ... ........................................................... 10
13.2 Business initiated transfers . . .............................................................. 11
14.
Suspension waivers ...... .................................................................... 14
15.
Vulnerable/at risk clients ................................................................... 14
15.1 Quota refugees ................................................................................... 15
16.
Applicants requiring modified housing ............................................ 16
INFORMATION
17.
Placement into a re-locatable property ............................................ 16
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18.
Placement of Child Sex Offenders (CSO) ......................................... 17
19.
Applicant subject to probation conditions ....................................... 18
20.
Housing minors (persons under the age of 18 years) ..................... 18
21.
Sign up of tenancy and letting of property ...................................... 19
Appendix 1. Veto reasons for tenancy managers .................................... 20
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Appendix 2. Withdraw offer ....................................................................... 22
Appendix 3. Agreement for sharing information about child sex
offenders ..................................................................................................... 23
Appendix 4. Pre placement interview........................................................ 25
Appendix 5. Relevant sections of the Housing Restructuring and
Tenancy Matters Act 1992 tenancy matters act ....................................... 27
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Appendix 6. Demonstrated change in behaviour / circumstances ......... 29
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THE
ACT
UNDER
INFORMATION
RELEASED
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3. Legislation
The Housing Restructuring and Tenancy Matters Act (HRTMA) 1992, Part 7, sections 75, 76
and 81 describes specific powers and functions of Housing New Zealand in the new social
housing environment from 14 April 2014 - specifically in regards to the placement of an
applicant from the MSD social housing register into a vacant Housing New Zealand property.
Section 75 – confirms that Housing New Zealand can match applicants from the social housing
register into properties. If MSD informs Housing New Zealand that a person’s housing
requirements have changed, it supports us to reassess whether their house continues to be
suitable. Section 75 and 81 – the term ‘eligibility’ does not refer to Social Al ocation System
(SAS) criteria, it refers to Housing New Zealand’s placement criteria.
See
Appendix 5. for relevant sections of the HRTMA
4. System (Kotahi) rules for identifying suitable match
The Placement Support Specialist is responsible for monitoring void Housing New Zealand
properties, matching to suitable applicants, managing offers and ensuring the successful
commencement of new tenancies.
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Where the vacant property is a suitable match to location and bedroom numbers required (and
any other specific property characteristics, eg, has been modified to support physical disability
needs), it wil be matched and offered as a first priority to tenants on the BIT register. This wil
ensure that Housing New Zealand is able to meet the housing needs of our tenants whose
tenancies have been af ected by business decisions, eg, the property is being divested or
redeveloped.
Where the vacant property does not meet the housing requirements of any Housing New
Zealand tenants on the BIT register it wil then be matched to eligible applicants on the MSD
social housing register.
The Placement Support Specialist wil use the functionality in Kotahi to match either Housing
New Zealand tenants on the BIT register and/or eligible applicants on the MSD social housing
register to Housing New Zealand void properties. A list against the Housing New Zealand BIT
register is generated first using the property address. Kotahi selects the applicants that match
INFORMATION
the letting area, bedrooms required and, if any, specific characteristics (modifications/elderly) of
the property. This list is sorted by the expiry dates of 90 day notices or dates required to move
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(if known) for each tenant on the Housing New Zealand BIT register.
If no Housing New Zealand BIT tenants are available to suitably match to the void property,
then another list of eligible applicants from the MSD social housing register should be generated
using the property address. Kotahi selects the eligible applicants from the MSD social housing
register that best matches to the void property. This list is sorted by the priority given to each
eligible applicant and then by the age of the application on the MSD social housing register for
that priority status.
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Where the void property does not meet the housing requirements of either a Housing New
Zealand tenant on the BIT register, or the highest priority best match applicant on the MSD
social housing register, the Placement Support Specialist may offer the vacant property to
another eligible applicant. The criteria for these placements are set out in these guidelines.
There are some exceptions when the property may be offered to someone on the MSD social
housing register before a tenant on the BIT register. These would include, set date placements,
emergency cases identified by MSD, or if the tenant on the BIT register has a tenancy end date
in the future.
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5. Placement information
Void properties wil be checked against the BIT register before they are considered for
applicants on the MSD social housing register. This wil enable Housing New Zealand to better
manage the reconfiguration of its assets to ensure the portfolio of properties meets social
housing demand.
MSD wil provide Housing New Zealand with the following information (as a minimum) for each
eligible applicant on the MSD social housing register that has been identified as a suitable
match. This wil occur during the placement process or when MSD provides early notification of
vulnerable/at risk applicants or for set date placements. The information wil be used by Housing
New Zealand to assist in ensuring optimal matching of void properties to an applicant’s housing
requirements; and wil further ensure Housing New Zealand is able to consider all relevant
matters when deciding to offer a void property to an eligible applicant.
Information required at time of matching includes:
names and date of birth of all applicable persons (applicants)
names and date of birth of all household members included in application
number of bedrooms required
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preferred letting areas (area/s the applicant needs to live)
special requirements (eg, modified housing)
risk ratings (eg, aggressive behaviour, home detention requirements)
confirmed Child Sex Offender (CSO ) (whether applicant or household member)
category Priority
ethnicity/Iwi
fast track reason
gender
interpreter required/language
guide dog
future change date and event
when the applicant needs to move (includes commentary about homeless status or
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living in emergency housing where there is a need for the customer to move within
seven days).
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Additional information supplied if applicable:
risk
gang affiliations
physical disability
inte lectual disability
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mental health
health issues
pets
smoker
healthcare needs
employment/school needs
Prison/parole conditions.
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6. Pre placement interview
Pre placement interviews wil be undertaken by exception only; at the discretion of the
Placement Support Specialist in conjunction with the Area Manager and Regional Customer
Support Manager.
Interviews wil not be undertaken where there is a lack of evidence or hearsay, gossip, or ‘off the
record’ information ie there must be sufficient credible and reliable evidence for and against the
need to interview the applicant.
Any decision to interview where that decision could be viewed as being subjective, intuitive,
judgemental, displaying personal bias, or influenced by a vested interest, eg, cherry picking
tenants is discouraged.
See
Appendix 4: Pre placement interview for the valid reasons for pre placement interview.
The Placement Support Specialist is responsible for identifying the valid reasons to interview
and wil arrange for an interview to be undertaken at the local area office with the Senior
Tenancy Manager. The Placement Support Specialist wil :
gather information to inform the decision to undertake a pre placement interview
contact the applicant and known support people to attend the interview with the
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applicant
discuss with the applicant the reasons for pre p acement interview and table the
validated reasons for the interview in accordance with Appendix 4.
discuss Housing Action Plan or wraparound service provision if available through
support networks and/or make arrangement (at the applicant’s request) to engage with
third party support
confirm the letting areas and potential risks, risks mitigation or strategies to manage
applicant’s noted behavioural history
ensure the customer is treated with respect and dignity at all times and with the
understanding that the interview is undertaken to enable the best outcomes for the
customer and Housing New Zealand through early identification of risk through
proactive management.
The Senior Tenancy Manager / Tenancy Manager or nominated area staff wil :
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support the Placement Support Specialist in the interview of the applicant
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initiate Housing Action Plan where required
work with the applicant to sustain their tenancy in accordance with the Household
Action Plan Guideline.
7. Bypass
A bypass may occur when the highest priority applicant (either on the Housing New Zealand BIT
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register and/or the MSD social housing register) is considered as unsuitable. This is either due
to the property failing to meet critical aspects of the housing requirements needed for the
applicant. If the applicant/Housing New Zealand tenant is unlikely to sustain a tenancy, Housing
New Zealand can bypass this applicant/Housing New Zealand tenant and match the property to
the next suitable applicant or Housing New Zealand tenant.
A bypass should only be used in exceptional circumstances as Kotahi is configured to select the
highest priority applicant for the property based on known housing requirements. Examples of
where a bypass may be considered includes where:
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the applicant is not considered a suitable match to the Housing New Zealand void
property because of the property characteristics or location or both. For example, not
suitable for young children, neighbourhood issues, or CSO restricted areas for
placement
another applicant of the same or lesser priority would be a suitable match and it is
unlikely another suitable property wil be available to let within an agreed time frame
the property has been held for an applicant requiring housing urgently or has a set date
for housing as advised by MSD – these cases wil be let via a manual match.
The Placement Support Specialist wil be responsible for recording bypass decisions in Kotahi
and ensuring the integrity of all bypass decisions.
The two primary reasons for bypassing are:
1.
It is considered that the property is an unsuitable match given area/ neighbourhood.
Examples of where an area/neighbourhood would be considered a significant factor,
resulting in Housing New Zealand bypassing the applicant:
the applicant has mobility problems and is likely to have difficulty physically
accessing the property
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the applicant has a young family in an area occupied by older tenants
there are compelling and sensitive issues that would make that
neighbourhood clearly unsuitable for the applicant. For example: the
neighbourhood consists predominantly of another ethnic group/gang who are
in conflict with the ethnic group/gang of the applicant
2. The property has features which do not meet the applicant’s recorded housing
requirements (eg, applicant has stated no stairs due to small children yet the property
under consideration has stairs)
8. Manual match
A manual match wil only occur when it has been agreed with MSD that Housing New Zealand
identify a suitable property for a particular applicant and that applicant has been matched to a
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property.
These cases may include:
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vulnerable/at risk applicants requiring housing urgently
set date for housing (eg, quota refugees)
re-locatable properties on Māori owned land where Trustees/owners have identified a
suitable eligible applicant on the MSD social housing register.
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9. Veto process
Once a provisional match has been made, the Placement Support Specialist wil email the
Senior Tenancy Manager / Tenancy Manager responsible for the property with details of the
match to verify suitability. Within 24 hours of receipt of details of the provisional match, the
Senior Tenancy Manager / Tenancy Manager must determine if the match is suitable and may
veto a match within approved guidelines (refer
Appendix 1.).
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If the Senior Tenancy Manager / Tenancy Manager does not complete the veto process within
24 hours, the Placement Support Specialist may continue with the offer process.
10. Advise MSD
The Placement Support Specialist advises MSD of a suitable applicant match with an available
property. MSD wil confirm whether the applicant is stil on the Social Housing Register. If the
applicant is stil on the Social Housing Register, MSD wil provide contact details, IRR amount
and also confirmation of rent and bond. If the applicant does not have access to rent and bond
assistance from MSD, the Placement Support Specialist wil need to discuss the availability of
funds with the applicant.
11. Offer process
Fol owing matching the Placement Support Specialist wil make contact with the applicant or
Housing New Zealand tenant to discuss the property offer. For BITs this may be undertaken by
the Tenancy Liaison team.
Where former Housing New Zealand debt is identified, the Placement Support Specialist
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informs the applicant of Housing New Zealand’s expectation that an arrangement will be
brokered to repay debt when the tenancy is started. Note the applicant’s wil ingness to accept or
dispute previous debt should not impact on their ability to be offered or to accept a Housing
New Zealand property.
The Placement Support Specialist must discuss Housing New Zealand’s pet policy. Tenants are
allowed to keep pets as long as they meet local counci bylaws and Housing New Zealand’s
criteria. Agreement for the pet must be obtained from the senior/tenancy manager. The ‘Pet
information form’ wil be completed at sign up See business process ‘Managing pets’ (CT-773).
MSD wil record any comments about pets they are informed of during the application.
The customer must be advised that any offer outcome (acceptance or decline with reasons) wil
be communicated to MSD for their information.
During the offer process if the applicant advises their circumstances and/or housing
requirements have changed, the Placement Support Specialist wil need to advise the applicant
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that the offer mus be put on hold. Housing New Zealand wil advise MSD (with the customer’s
consent) that a change has occurred. The applicant must be advised MSD wil be in contact
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within the following 24 hours to discuss the change, the applicant wil therefore need to be
contactable.
Where there is a change to the applicant’s rating or eligibility, then the Regional Customer
Support Manager wil need to decide if the offer should continue. If there is going to be a delay
whilst waiting for an assessment, then the Regional Customer Support Manager, in conjunction
with the Placement Support Specialist wil determine if the outcome of the review should be to:
wait for the outcome of the review, or withdraw the offer. This decision wil be dependent on the
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customer’s situation and when the property will be available.
If the customer does not agree to Housing New Zealand informing MSD about the change,
Housing New Zealand wil withdraw the offer and advise the customer that we are unable to
house them until they advise MSD of the change. Housing New Zealand will then advise MSD
the customer has had a change but is unable to provide further details.
Where the applicant informs another Housing New Zealand staff member (eg, Tenancy
Manager, CSC Customer Support Advisor), this information is to be provided by email to the
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centralised Placement email address for the Placement Support Specialist to place the offer on
hold and inform MSD.
If there is no change then the offer can proceed.
12. Decline/Withdrawn offers process
Prior to offering an applicant a property, the Placement Support Specialist determines that the
property is a suitable match to the known housing requirements of the applicant (from
information provided by MSD).
Housing New Zealand wil give the applicant a reasonable opportunity to discuss with Housing
New Zealand the reason for the decline, and wil take reasonable steps to test its understanding
of this reason with the applicant.
Where the match is considered suitable, the Placement Support Specialist wil record the offer
as declined (and record the reason stated by applicant).Where the offer is not considered a
suitable match, the Placement Support Specialist wil record the outcome as withdrawn.
MSD wil review all declined offers for applicants on the MSD register. Where MSD considers
that the property matches have been suitable, they wil consider either downgrading or exiting
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the applicant from the MSD social housing register.
Where a Housing New Zealand tenant on the BIT register declines an offer, the Placement
Support Specialist wil record the reasons for decline However, no other action wil be taken
and further offers wil continue to be made as and when available. If every effort has been made
to assist the BIT tenant into alternative housing, but they are unwil ing to move, the tenancy wil
need to be ended as per the 90 day notice
13. Transfers
13.1 Tenant initiated transfers
If a tenant contacts Housing New Zealand seeking a transfer to another property (normally via
the Customer Support Centre (CSC) staff wil discuss the reason for the transfer. Alternatively,
INFORMATION
the tenant may discuss the situation directly with their Senior Tenancy Manager /Tenancy
Manager.
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CSC
The CSC wil use template PHO – 043 Tenant Transfer Request and gather as much
information as possible for the customer’s reason for requesting a transfer.
The CSC wil note if:
reporting overcrowd in their home: who is living in the property
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reporting cold, damp, mouldy issues: information about where, what has been done to
date and how bad the issues are
reporting neighbourhood issues: what the situation is and why the customer is having
difficulty sustaining their tenancy
reporting maintenance issues: overview of the maintenance problem and the impact
upon the tenant’s ability to sustain the tenancy
PHO-043 Tenant Transfer Request should then be emailed to HATAdmin (in Outlook).
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Senior Tenancy Manager / Tenancy Managers
If the tenant fits the BIT guidelines, initiate a BIT using existing process (referral to Tenancy
Liaison team).
If the tenant’s circumstances do not fit the business rules, fil out as much information as you
can on the template for referral to MSD (PHO-043 Tenant Transfer Request).
The template needs to be sent to HATAdmin (in Outlook) where the first assessment wil take
place and a decision for referral made.
Advise the tenant that contact wil be made by either Housing New Zealand or MSD within 10
working days.
MSD
A tenant may also approach MSD directly about transfer. If the reason for transfer is a tenancy
management issue which can be remedied, such as maintenance concerns, MSD wil contact
Housing New Zealand via the HATAdmin email for verification of the circumstances. MSD wil
then determine whether an assessment is required and identify whether the tenant is eligible for
social housing. MSD wil advise the tenant of the outcome of the needs assessment.
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The tenant’s expectations as to the likelihood of being offered another property (their place on
the social housing register, given they are in social housing) wil be managed by MSD through
this process.
If the tenant is not eligible for a transfer within social housing, then MSD wil refer the Housing
New Zealand tenant to MSD’s options and advice service so the tenant can consider the
options available to them.
If the tenant is eligible for a transfer within social housing they wil be placed onto the MSD
social housing register.
Where a Housing New Zealand tenant is transferred after being placed on the MSD Social
Housing Register, Housing New Zealand will request full bond and rent for the new property.
The existing bond wil be released dependant on the condition of the former tenancy on
vacation or if there are any rent arrears
The Housing New Zealand tenant may also be eligible to be referred by MSD to other social
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housing providers for housing.
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13.2 Business initiated transfers
Current tenants may also be required by Housing New Zealand to transfer to another Housing
New Zealand property because their existing property is required for business reasons.
Placement of applicants into Housing New Zealand properties is based on location, bedrooms
required and other property characteristics. Applicants with the highest need are matched first,
except in exceptional circumstances.
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Vacant properties wil be checked against the business initiated transfer (BIT) register and the
MSD social housing register.
Business reasons include:
BRD: BIT 90DN Redevelopment and BEB: BIT 90DN EPB: those where the property
is required for redevelopment or other asset related matters (for example, wil require
vacating to permit works for earthquake strengthening).
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HLP BIT 90DN Lease Expiry: a Home Lease Programme lease expiry notice
requiring Housing New Zealand to release the property back to the owner.
BDT BIT 90DN Divestment: the property is required for sale or compulsory
acquisition, for example, NZTA roading requirements or occupied unit attached to a
vacant unit that has been identified as a sale property or hard to let).
BNR BIT 90DN Mods no longer required: a modified property which is occupied by
someone where the household is no longer in need of the modifications and the
property could be matched to a more suitable applicant.
BNM BIT 90DN Mods not possible at current tenancy: where a tenant requires
modification or further modification to their current property but this is not possible or
desirable either due to the constraints of the property or business constraints (for
example, tagged for future divestment).
PUH BIT 90DN Property Uninhabitable and
BUH BIT 7DN Property Uninhabitable
BUP BIT 90DN Property uninhabitable – P and
BHP BIT 7DN Property
Uninhabitable – P: a property is considered uninhabitable (for example, due to natural
disaster or fire, P contamination) and there is available alternative accommodation.
BSB BIT 90DN notice ASB: where in-line with ASB policy and process, and has been
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approved by a regional manager that a business initiated transfer would enable the
resolution of an ASB issue within a neighbourhood.
UTL BIT 90 DN Under Utilisation: a property which has been identified for bedroom
extension under the Right Size Project and the current tenant no longer has a need for
a larger home (BTU). The Area Manager and tenant consent to transfer and/or a
property where Housing New Zealand wishes to better match to another household on
the social housing register for example, where the current tenant is under-utilising
bedrooms..
FTR BIT 90DN Fixed Term Tenancy: where Housing New Zealand has placed a
tenant into a property for a fixed period of time and that period has now expired (with
correct notice having been given).
PRU BIT 90DN Property upgrade/refurbishment: when a property is identified as
requiring significant upgrade either as a standalone property or as part of a complex
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where the tenant is unable to remain at the tenancy for the duration of the upgrade
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BOC BIT 90DN Overcrowded: where it is identified that there is a situation of severe,
significant and persistent overcrowded circumstances at the property.
BUN BIT 90DN Undesirable new placement: where it is identified within a month of a
new placement that the placement is not satisfactory to the customer, neighbourhood
or community, for example, where it is identified that the placement has been made to
a property where a CSO was not identified.
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BDM BIT 90 day notice for demolition: where the property has been confirmed as
requiring demolition, for example, Gordon Wilson flats in Wellington.
BLL BIT 90DN new build: where it is noted that the tenant would benefit from
relocation to a new property as part of a wider neighbourhood, community and
customer tenancy sustainment outcome focus.
Where a tenancy is affected by a business decision, the Senior Tenancy Manager / Tenancy
Manager wil complete PHO - Tenancy Services Request for BIT and email to the Area Manager
for consideration. If the Area Manager approves the request then the Area Manager wil email
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their approval to the tenant liaison team. The tenant liaison team must capture the information
on T-474 Housing New Zealand BIT interview sheet. Once completed, the T-474 document
should be sent to Placement (in Outlook) for the Interagency Operations Administration team to
enter to the BIT register. The following information is recorded:
tenant name
current Housing New Zealand address
lettable areas
number of bedrooms in current property
expiry date of 90 day notice and/or date required/expected to vacate Housing New
Zealand property
business initiated reason, for example, redevelopment, lease expiry, earthquake prone
building, under utilisation, divestment purposes and/or disability modifications
Review period – Under Utilisation
Where a Housing New Zealand tenant is under utilising their property, and they agree to
transfer to an alternative more suitably matched property at a future date the expiry date and/or
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expected date to vacate wil be 90 weeks from the initial date of entry on the register. This wil
make sure that matching from this list wil always prioritise those tenants who have a confirmed
date to vacate before all other tenants on the register.
Prioritisation of the BIT register
From the Housing New Zealand BIT register, Kotahi wil sort the list of Housing New Zealand
tenants by lettable area (area they need to live) bedroom number and length of time before
expiry or expected vacation.
Rent charging process - Business initiated transfers
The IRR used for discussions with the customer wil be from the latest processed IRR (any
current rent or notified changes for tenants wil be visible in the rent account).
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Once the offer has been accepted, the Placement Support Specialist wil confirm the bond held
with the bond centre, and organise the transfer bond paperwork accordingly.
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Customer currently on market rent
If the new calculated IRR is stil higher than the current rent (which is market rent), and
the new property’s market rent is lower, the customer will pay the new (lower) market
rent from the new tenancy start date.
If the new calculated IRR is stil higher then their current rent (which is market rent) and
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the new property’s market rent is higher, the customer must be charged the new,
higher figure and be made aware of this before their move in date.
Change in customer’s circumstances after the tenancy start date
If during the next 12 month period and prior to the next annual review the customer has a
significant change in their circumstances (eg, obtains or changes job; household numbers rise),
they must advise MSD and a COC IRR wil be actioned. Any rent changes notified from MSD
wil be effective after the correct notice period is applied.
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14. Suspension waivers
Housing New Zealand may (subject to criteria) suspend vacated Housing New Zealand tenants
(or applicable persons), and in some cases other persons visiting or living at the tenancy, from
being able to be considered for a Housing New Zealand home for one year from vacation of the
tenancy. A person applying for eligibility for social housing (and is suspended or being
considered for a suspension by Housing New Zealand) may apply for a waiver if they would like
to be considered for placement with Housing New Zealand.
A Housing New Zealand suspended person may be placed on the MSD social housing register
for social housing with other providers by MSD if they are eligible for social housing, without
applying for a waiver. These applicants will not be considered for housing by Housing New
Zealand.
Applicants on the MSD social housing register who are subject to a Housing New Zealand
suspension wil be identified and excluded from Housing New Zealand matching functionality.
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The Social Housing Register identification wil need to be updated by MSD if a waiver is
approved by Housing New Zealand or on expiry of the suspension period.
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If a customer wants to obtain state housing again within the suspension year, they need to
apply for their suspension to be waived on the grounds of housing related hardship. In
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considering whether or not to grant a waiver to customers having housing hardship, the Chief
Executive or a delegated staff member wil take into account:
the severity of the housing related hardship
a demonstrated commitment to co-operate with the Housing New Zealand, and other
agencies where appropriate
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a demonstrated commitment to repay debt
proven changes in behaviour/circumstances
The Placement Support Specialist manages the waiver application process. See T-234
Suspension and Waiver Guidelines for information on when Housing New Zealand may apply a
suspension, and the guidelines for considering a suspension waiver.
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15. Vulnerable/at risk clients
Vulnerable/at risk applicants are those who are
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areas with few or no alternative options.
MSD Central Unit Housing (CUH) Managers wil email the Housing New Zealand Manager
Interagency Operations with early notification of vulnerable/at risk applicants (this can be
women and children from women’s refuge, children at risk, family violence, etc.) who are not yet
confirmed on the MSD social housing register but wil require housing as soon as possible when
confirmed. This wil enable Housing New Zealand to identify and/or hold a suitable property for
these cases.
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If a suitable property is identified, a manual match wil be completed once this applicant is
confirmed on the social housing register.
Once a manual match is completed, the normal placement/offer process is followed.
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15.1 Quota refugees
Assessment of housing need
MSD wil work with the Mangere Refugee Resettlement Centre (Centre) to assess quota
refugees for social housing. Housing options for quota refugees wil include all social housing
providers and private sector rentals where available. Immigration New Zealand (INZ) wil give
Housing New Zealand early notice of any upcoming intake dates and details of families and
their housing requirements where MSD are seeking housing through Housing New Zealand.
The Placement Support Specialist (or delegated person) wil identify suitable vacant properties
and wil discuss the potential offers with MSD and/or INZ and the quota refugees.
This notification wil occur 1 to 2 weeks prior to the refugee arrival at the Centre.
MSD wil complete the needs assessment for the refugee intake and provide Housing New
Zealand the application reference numbers for each household.
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Initial property match
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On receipt of the intake list from INZ, the Placement Support Specialist wil do a preliminary
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match into a spreadsheet.
The spreadsheet is then sent to the Tenancy Manager and Area Manager to consider
appropriateness of the match. The Area Manager (or delegated person) needs to respond
within two working days, if no response is received the preliminary match wil proceed.
If the property matched is subject to body corporate rules, extra chattels, fire evacuation
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processes or identified redevelopment clauses, then the Area Manager must highlight these to
the Placement Support Specialist; where the match proceeds these, documents must be made
available to the Interagency Administration team to communicate with the support party to the
applicant prior to the sign up of the tenancy.
If the match is declined, an alternative property is to be considered. If the match is approved,
Kotahi is updated and the Placement Support Specialist advises INZ. The Placement Support
Specialist then generates all sign up documents.
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Orientation and tenancy agreement presentation
The Placement Support Specialist delivers a presentation to all applicant families, who have
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been made an offer of a Housing New Zealand home, to explain Housing New Zealand’s
tenancy offer and tenancy agreement. This presentation is held in the classroom at the Centre
and generally takes place in week five of the six week programme at the Centre.
The presentation provides the applicant the opportunity to ask questions and to make sure they
have a full understanding of the tenancy offer and agreement before they are asked to sign the
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The Placement Support Specialist (or delegated person) must have the T-445 Appointment of
Agent form signed (this covers consent to act on behalf of the tenant). The Placement Support
Specialist wil enter these consents into Kotahi to enable easy communication between the
tenant’s consented person once the tenancy starts.
Letting process
The sign up is completed at the Centre by a nominated staff member at a time arranged by the
Manager Interagency Administration (or delegated person).
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The Placement Support Specialist wil let the property in Kotahi on the day that the customer
leaves the Mangere Refugee Centre. Al documents are forwarded to the relevant Area
Manager by courier only and uploaded to the property shared drive with folder established for
the new tenant.
Keys are made available to INZ on the Monday of week six. INZ manage the set up of the
homes for the arrival of the refugees, and hand the keys to the new tenant. Although keys for
the property are made available to INZ to allow the property to be set up, actual occupation of
the property by the tenants wil take place on the start date on the tenancy agreement.
Post Intake
During the welcome visit, the Tenancy Manager must cover all aspects of the tenancy.
16. Applicants requiring modified housing
Applicants requiring modified housing
MSD wil identify applicants requiring modified housing during the housing needs assessment.
This information wil be provided to Housing New Zealand as part of the application on the MSD
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social housing register at the time of matching.
Eligible applicants who are on the MSD social housing register and have a need for modified
properties wil have priority in the allocation of vacant Housing New Zealand properties that are
already modified or can be readily modified to meet specific needs.
If no suitable applicant can be found, the property may be considered for other priority
applicants on the MSD social housing register, or Housing New Zealand tenant on the Housing
New Zealand BIT register. If a tenancy is accepted by a tenant not requiring the modifications,
then 01-060 Notice of potential future relinquishment of a disabilities modified property as
modifications are not required for current tenant is to be completed and signed by the in-going
tenant.
If an eligible applicant has a disability and requires modified housing, their occupational
therapist may need to determine if the match to the vacant property is suitable. If this is
necessary, it shou d be noted by MSD and captured in the information provided at the social
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housing register to assist with placement.
Any veto by an occupational therapist is final and should be recorded in Kotahi as a withdrawal
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and not a decline.
Housing New Zealand tenants requiring modified housing
Housing New Zealand tenants who require modified housing during their tenancy may be
considered for a business initiated transfer if it is not possible or desirable to modify their current
property Refer to the Tenancy Management guidelines.
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17. Placement into a re-locatable property
Housing New Zealand has a number of rental properties which have been placed on land which
is not owned by Housing New Zealand. These properties are primarily placed on multiple-owned
Māori land, and Housing New Zealand has a licence to occupy the land. In some cases, as part
of the condition of this licence, any placements of applicants into these houses need to be
approved by the Trustees/owners of the land.
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The Housing New Zealand placement process for re-locatable property with special conditions
has been designed to recognise the requirements to house eligible applicants when these
properties become available.
When the Placement Support Specialist becomes aware of an impending vacancy of a re-
locatable property, they must contact the Area Manager who wil discuss the future of this
property with the appropriate Asset Manager and/or Māori Land Lease Manager and
Divestment Manager.
If it is agreed to re-let the re-locatable property, the Area Manager (or delegated person)
contacts the trustees/owners when notice to vacate is received to establish if the
trustees/owners have identified any prospective tenants that may suit the property. Housing
New Zealand wil advise trustees/owners that it wil need to confirm with MSD whether a
proposed tenant is an eligible applicant on the MSD social housing register. The
trustees/owners must confirm to Housing New Zealand that the proposed tenant consents to
Housing New Zealand contacting MSD about them.
Once a recommendation and confirmation is received from the Trustees/owners, Housing New
Zealand wil contact MSD via email to establish if the prospective tenant is an eligible applicant
on the MSD social housing register.
MSD wil advise Housing New Zealand by return email if there is a current application or not for
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the recommended prospective tenant.
If yes: MSD notify Housing New Zealand of the applicant’s application reference
number.
If no: the applicant is advised to arrange for an urgent needs assessment appointment
with MSD. MSD wil then advise Housing New Zealand of the outcome of the needs
assessment via email
Once all parties agree on the match, a manual match is made in Kotahi and it wil follow the
current offer accepted process.
If the Trustees/owners are unable to prov de Housing New Zealand with a recommendation of
an applicant, then Housing New Zealand wil advise the Trustees/owners that our normal
matching process from either the Housing New Zealand BIT register and/or the MSD social
housing register wil be undertaken
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18. Placement of Child Sex Offenders (CSO)
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Housing New Zealand wil match for CSOs against tenants and their recorded household
members to ensure that our information remains current and the property remains suitable.
Housing New Zealand wil work with Corrections to confirm the on-going suitability of the
property for CSOs.
Only the Area Manager (or delegated person) can offer properties to CSOs. This is to protect
the integrity of the Agreement for Sharing Information about Child Sex Offenders.
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Note: Normal veto process applies; see
Veto guidelines in this document.
When a suitable match is made:
the Area Manager wil decide whether the location is suitable and proceed to contact
Department of Corrections requesting them to view the property using T-438 Property
pre-approval
a representative from Probation views and approves/declines accommodation using
the T-438 Property pre-approval or some other written form of communication
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and if approved by Probation, the Area Manger wil handle the whole offer process –
liaising with the Placement Support Specialist and Regional Customer Support
Manager to advise of updates
and if the property is accepted, arrangements must be made to sign the tenancy
agreement and related documents
and if the property is deemed unsuitable this must be entered in Kotahi as a withdrawal
not a decline
the Area Manager (or delegated person) must discuss the tenant with the tenancy
manager (or equivalent) and plan any specific management of the tenant if necessary.
The Area Manager involvement must only cease after consultation with the Probation Officer,
but the record must remain recorded in Kotahi.
19. Applicant subject to probation conditions
If an applicant is subject to probation conditions, their probation officer may need to determine if
the property is suitable and formally sign off any offer before p acement can proceed. If the
tenancy is subject to this condition, it wil be noted in the information provided from the social
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housing register.
For child sex offenders, see section:
placement of child sex offenders. Any veto by a probation officer is final and should be recorded in Kotahi as a withdrawal and not
a decline.
20. Housing minors (persons under the age of 18 years)
In terms of the Minors Contracts Act (1969) a contract entered into by a minor is unenforceable
against the minor (unless the person is married at the time). However, the Minors Contracts Act
permits the District Court to approve a contract to be entered into by a minor. If approved, the
contract can be enforced against the minor as if the person was of full age. Section 14(4) of the
RTA gives the Tenancy Tribunal the same powers as the District Court.
Housing New Zealand needs to make sure that where it enters into a Tena
INFORMATION ncy Agreement
(contract) with a minor that it can enforce the terms of the Tenancy Agreement and any
subsequent Tenancy Tribunal order. It is for this reason that Housing New Zealand must apply
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to the Tenancy Tribunal to have the agreement approved.
The Tenancy Manager approves the match then the Placement Support Specialist notify the
Regional Administration Support to make an urgent application to the Tenancy Tribunal.
Seeking an order under the RTA s 78(1)(a) for a mediator to discuss the obligations of being a
tenant whilst being a minor. See process: Tenancy Management Guidelines.
If the applicant is a minor:
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the applicant must be 16 years old or more (Housing New Zealand cannot rent a
property to anyone 15 years old or less)
the Senior Tenancy Manager or Senior Tribunal Specialist wil need to attend the
mediation with the minor and make sure all parties sign the mediated order and that the
mediated order is sealed. A scanned copy needs to be saved to the S drive. The
Senior Tenancy Manager or STS Tribunal Specialist to email Placement Support
Specialist and Tenancy Manager when documentation has been received.
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When the Placement Support Specialist is preparing the documentation, they wil strike out and
counter sign the point in the T-319 Tenancy Agreement that states ‘you must be 18 years or
older to sign a tenancy agreement with us’.
21. Sign up of tenancy and letting of property
The Placement Support Specialist is responsible for generating the documentation to start the
tenancy and to let the property once the tenancy documentation has been signed by the parties
(Housing New Zealand and the tenant).
The Senior Tenancy Manager / Tenancy Manager is responsible for signing the applicant up to
the property and for confirming the property may be let:
The Placement Support Specialist generates the forms and agreement required for
sign up based on T-380 Placement Team checklist - accepted offers
The Senior Tenancy Manager / Tenancy Manager prints the tenancy papers generated
by the Placement Support Specialist, T-453 Sign-up checklist and HS-305 Safe Work
Plan and Corporate Care Request Form, if required, and confirmation of rent and bond.
Refer to: Sign up a tenancy and complete sign-up.
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The applicant must be advised to take suitable photograph identification (drivers
licence, 18+ card, passport) to the sign up. A copy of the photograph identification wil
be retained on their tenancy file for identification purposes. If the applicant does not
have suitable photographic identification available this should not preclude them from
being signed up to the property.
The applicant must be advised to take a current bank statement with them to the sign
up. The bank statement needs to show their name and current address. A copy of the
bank statement wil be saved to their tenancy file for future refund or account payment
purposes. If the applicant does not have a bank statement available this should not
preclude them from being signed up to the property.
Once the tenancy agreement and documentation has been completed, the Senior
Tenancy Manager / Tenancy Manager must advise the Placement Support Specialist
who wil let the property Refer to procedure: Let tenancy in Kotahi.
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The S/TM wil save all signed documentation to the nominated electronic shared file
(WLG drive) and wil place the documentation to the property file at the local area
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office.
Refer to: Tenancy Management Guidelines.
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applicant has a bad credit history
the property
applicant is known to the tenancy manager as a
if the PS considers the veto is not
‘complex’ tenant
valid and the TM does not accept
this outcome, the matter will be
referred to the area manager for
resolution
record the final outcome in Kotahi
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Contact with Corrections
Housing New Zealand staff must notify Department of Corrections when:
a CSO is to be housed by Housing New Zealand
there are any changes within the household composition (Housing New Zealand
homes only)
there is any change or intention to change his/her accommodation for example, a
transfer request, vacating or abandonment
a request is made to accommodate additional occupants under 16 years of age
there are any noticed changes in the tenancy where the CSO lives that may increase
risk.
Any Kotahi record created under the Agreement for Sharing Information about Child Sex
Offenders must be reviewed three monthly. This is to check for any change of circumstances.
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Contact with Department of Corrections, as above, may be by phone or email or using T-442
‘Disclosure of information by Housing New Zealand to the Department of Corrections’.
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Al contact must be recorded in Kotahi.
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Discuss with the Tenancy Manager the reasons
for veto of applicant
Confirm with Area Manager and R Regional
Customer Support Manager interview is required,
and arrange via the Senior Tenancy Manager for
the local area office
Where the tenant was suspended by
Housing New Zealand for a period of one
Check the assessment history in Kotahi
year
Confirm reasons for historical suspension
Confirm with Area Manager and Senior Tenancy
Manager suspension history and revie
w Appendix
6. Demonstrated change in behaviour /
circumstances
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Confirm with Area Manager and Regional
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Customer Support Manager interview is required
and arrange via the Senior Tenancy Manager for
the local area office.
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Appendix 5. Relevant sections of the Housing Restructuring
and Tenancy Matters Act 1992 tenancy matters act
Section 71 – Interpretation of Terms used in this Part
In this Part, unless the context otherwise requires,—
prospective tenant for HNZ housing means a person—
(a) who—
(i) is eligible to be allocated social housing; and
(i )is not a person to whom any HNZ housing is let; and
(i i)has been referred or allocated to HNZ to be allocated, assigned, or let HNZ housing; or
(b) who—
(i) is already a person to whom HNZ housing is let; but
(i )has applied to HNZ (alone or together with some other person or people) to become a tenant
of some other HNZ housing and has not yet had the application accepted or declined, or
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withdrawn it
tenant,—
(a)in relation to HNZ housing in general,—
(i) means any person or people to whom any HNZ housing is let or to be let; and
(i )includes a prospective tenant for HNZ housing; and
(b)in relation to any particular HNZ housing, means the person or people to whom it is let or to
be let.
Section 71: inserted, on 14 April 2014 by section 21 of the Social Housing Reform (Housing
Restructuring and Tenancy Matters Amendment) Act 2013 (2013 No 97).
Section 75 Housing New Zealand may review placement
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(1) Housing New Zealand may:
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(a) allocate a prospective tenant for Housing New Zealand housing to particular Housing
New Zealand housing:
(b) review the eligibility of a tenant to be or to continue to be allocated, assigned, or let
particular Housing New Zealand housing:
(c) require a tenant to transfer to different Housing New Zealand housing (being housing
that is appropriate for the tenant’s housing needs) if Housing New Zealand considers
that the transfer is necessary
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(2) Nothing in this section limits or affects:
(a) a tenant’s rights under the Residential Tenancies Act 1986:
(b) Housing New Zealand’s rights as a landlord under the Residential Tenancies Act
1986, including its rights to terminate a tenancy in accordance with that Act:
(c) Housing New Zealand’s functions and powers under this Act or any other Act.
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Section 76 Limits on obligations of Housing New Zealand
Nothing in this Act requires Housing New Zealand to provide any housing or particular housing
to a tenant referred or allocated to Housing New Zealand by the agency.
Section 81 Placement in Housing New Zealand housing
(1) The matters to which Housing New Zealand may have regard in doing any of the things
stated in subsection (2) may include criteria that have, or are capable of having, the effect that
tenants, people who are or might be applicable persons in relation to those tenants, and other
people who are or might be residing in the housing concerned, are treated differently on the
basis of—
(a) their marital status, disability or absence of disability, age, or family status (as the
terms marital status, disability, age, and family status are defined in section 21(1)(b), (h),
(i), and (l) of the Human Rights Act 1993); or
(b) whether or not they are resident, or ordinarily resident or permanently resident, or
lawfully resident, in New Zealand; or
(c) their incomes; or
(d) their property; or
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(e) 2 or more of those factors.
(2) The things are any thing that Housing New Zealand does in the course of allocating,
assigning, and let ing Housing New Zealand housing to tenants, and in administering and
terminating tenancies, and include the following:
(a) allocating, assigning, and letting or continuing to let, Housing New Zealand housing
to a tenant; and
(b) reviewing the eligibility of a tenant to be, or continue to be allocated, assigned, or let
particular Housing New Zealand housing; and
(c) terminating a tenancy; and
(d) real ocating or reassigning Housing New Zealand housing to a tenant; and
(e) retaining the current allocation, assignment, or letting of particular Housing New
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Zealand housing to a tenant.
(3) Nothing in this section affects the application of the New Zealand Bil of Rights Act
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after reading).
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who knows the customer, confirming the above
other government funded health
service
a registered medical practitioner.
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