DISABILITY MODIFICATIONS POLICY AND PROCEDURES · Printed version of this document may be superseded – Refer to online policies and procedures for most current version. Disability

Disability Modifications Policy and Procedures 1

Housing SA – Community Partnerships and Growth

Community Housing

DISABILITY MODIFICATIONS

POLICY AND PROCEDURES

Version Number: 8

Status: APPROVED

12 NOVEMBER 2013

Printed version of this document may be superseded – Refer to online policies and procedures for most current version.


Document Name

Disability Modifications Policy and Procedures

Division Housing SA

Sub Division Community Partnerships and Growth

Responsible Officer Manager, Community Housing Policy and Operations

Version 8

Status APPROVED

Issued 12 November 2013

Next Review 2016

CPG CONTACTS

Web: www.sa.gov.au/communityhousing

Telephone 1300 700 561

Email Address [email protected]

Policy Approval

Content Author: Date:

Delegated Authority: (Director or authorised delegate) Date:

Name Manager, Policy and Operations Community Partnerships and Growth

Name Director Community Partnerships and Growth

http://www.sa.gov.au/communityhousing

mailto:[email protected]



Table of Contents

Policy Approval ...................................................................................................................................................2

1 Legislative / Authority Base .........................................................................................................................4

2 Principles ....................................................................................................................................................4

3 Purpose and Scope ....................................................................................................................................4

4 Actions and Responsibilities .......................................................................................................................4

4.1 Customer eligibility criteria for modifications .......................................................................................4

4.2 Property suitability criteria for modifications ........................................................................................5

4.3 Use of available properties for modifications ......................................................................................5

4.4 External modifications able to be provided .........................................................................................6

4.5 Internal modifications able to be provided ..........................................................................................7

4.6 General modifications able to be provided .......................................................................................10

4.7 Other modifications ...........................................................................................................................11

4.8 Provision of items for non disability reasons .....................................................................................11

4.9 Customer contribution to modification costs .....................................................................................11

4.10 Maintenance of modifications ...........................................................................................................11

4.11 Managing modification requests .......................................................................................................11

4.12 Transfer / relocation ..........................................................................................................................15

5 Process and procedures - Flowchart ........................................................................................................15

5.1 Modification management process ...................................................................................................15

6 Documentation / Forms ............................................................................................................................17

7 Glossary ....................................................................................................................................................17

8 Version Record .........................................................................................................................................19



1 Legislative / Authority Base

This policy has a specific legislative basis under the Disability Discrimination Act, 1992, by which discrimination on the basis of disability is unlawful.

2 Principles

2.1 Modifications which meet the essential needs of customers should be made to community housing debentured properties and non-debentured properties funded through the Nation Building Economic Stimulus Plan (NBESP) where possible and financially feasible, to allow community housing customers to live independently.

2.2 Modifications may be made subject to the characteristics of the disability, the availability of appropriate housing resources to meet the needs of the customer and the characteristics of the available property.

2.3 Modifications will be provided in response to essential needs arising from specific and verifiable disabilities or conditions. Modifications that are considered to be non essential, lifestyle or luxury in nature will not be provided.

2.4 Where possible and appropriate, modifications should be provided to a specification that is in keeping with the relevant Australian Standards.

2.5 All modifications must be verified by a health or disability professional and significant modifications must be accompanied by an Occupational Therapist Report prior to modifications being made.

2.6 Customers may be required to contribute towards the cost of modifications where they have a capacity to do so.

2.7 In most cases the customer will not be required to maintain the modifications.

2.8 Provision of all modifications is subject to any budgetary constraints of the time.

2.9 Disability modifications for Nation Building Economic Stimulus Plan funded properties will be offered only for the initial tenant, up to six weeks from key handover. Funding of disability modifications is not available on an ongoing basis.

3 Purpose and Scope

3.1 To communicate to stakeholders (including Community Housing Associations/Co-operatives) the range of modifications that:

can be carried out for eligible Association/Co-operative customers;

can be made to existing community housing debentured properties;

can be made to NBESP funded properties within 6 weeks of property handover. (Please note: Funding of disability modifications for these properties is for the initial tenant only.)

3.2 To provide Associations/Co-operatives with a consistent process to request and/or manage

the provision of modifications to these properties.

4 Actions and Responsibilities

4.1 Customer eligibility criteria for modifications

Customers are eligible for housing modifications where the following criteria are all met:

A) They have an intellectual, psychiatric, cognitive, neurological, sensory or physical impairment that, regardless of its cause:

is (or is likely to be) long term or permanent; and/or

can be episodic; and

impacts on the housing needs of that person; and



B) They are either an existing community housing tenant, or existing community housing applicant, or a potential NBESP property tenant that :

meets both Base Eligibility and Community Housing Association/Co-operative Eligibility criteria; and

is not likely to be housed elsewhere (i.e. outside of community housing) in the known foreseeable future, to the best of all parties knowledge; and

C) The modification they require is:

Able to be provided under the terms of this policy; and

Is considered to be essential for the customer, and

D) All other appropriate avenues for the funding and/or provision of the modification have been unsuccessfully pursued (e.g. other agencies, any available compensation funds etc); and

Verification of the customer’s need for modifications by a health or disability professional must be provided and an Occupational Therapist Report where modifications are significant. The provision of this information is necessary to:

Better assess if a modification is essential; and/or

Determine the specification of the modifications required.

Note – Heating and Cooling (Climate Control) has specific eligibility criteria that must be adhered to (see Section

4.5.5. Further information regarding the application of this criteria can be found in 4.11 (Managing modification

requests).

4.2 Property suitability criteria for modifications

An existing property is considered to be suitable for modification where:

1) No other options other than modification of the property are suitable or viable; and 2) Transferring the tenant to another property is not appropriate (eg no other suitable properties

exist, or transferring will severely disrupt access to vital supports, or the cost of transfer would exceed the cost of modifications etc); and

3) An appropriate level of modifications can be provided, subject to the design restrictions and characteristics of the property; and

4) The property can be modified at a reasonable cost; and 5) The cost of modifications is in proportion to the general asset value of the property (ie expensive

modifications are not undertaken at a low value property); and 6) The property is intended to be retained by Community Partnerships and the Community Housing

Association/Co-operative in the long term.

4.3 Use of available properties for modifications

Existing community housing properties can be modified where:

An eligible applicant has applied to be housed with a Community Housing Association/Co-operative, and the Association/Co-operative has an available property which is able to be modified to meet the applicant’s needs; or

An eligible tenant is currently housed with a Community Housing Association/Co-operative; and

Their current property is suitable for modification to meet their needs; or

The Association/Co-operative has another available property which is suitable for modification.

Where an Association/Co-operative does not have an existing available property that is suitable for modification, the Association/Co-operative should contact the Community Partnerships to discuss options.



4.4 External modifications able to be provided

The following external property modifications may be provided under this policy, where on each

occasion both the customer eligibility and property suitability criteria are met. The provision of each modification will occur in consultation with the customer, the Community Housing Association/Co-operative and/or any specialist advice relevant to the customer’s circumstances, and will be met as far as practicable, and within available budgets. Modifications will be provided in accordance with the relevant Australian Standard, or other specification as appropriate.

4.4.1 Assistance with Mobility Aids (e.g. wheelchairs, scooters etc) Ramps for the purposes of accessing a house via a mobility aid may be provided where the customer is unable to manage steps (even with the aid of handrails).

Note 1 – Further information on the general provision of ramps is contained in 4.4.6 (Ramps).

External facilities for the secure storage of mobility aids (e.g. small garden sheds, enclosed verandahs etc) may also be able to be provided, where the customer:

Does not require the mobility aid for movement within the house; and

Does not have appropriate space within the house to store the device. The provision of external facilities for the charging of powered mobility aids may also be provided, where the customer meets the above criteria for provision of external storage facilities. Appropriate flooring (e.g. surfaces or coverings) and lighting may also be provided if necessary and possible.

4.4.2 Drying areas and clothes lines

Additional drying areas and clothes lines may be provided (or current facilities modified). In providing or modifying such facilities, consideration to the need of other persons living in the property will also be given. Appropriate flooring (e.g. surfaces or coverings) to such areas may also be provided, where possible and necessary.

Note – The provision of electrical drying devices is not covered under the terms of this policy. Customers may

however obtain these facilities at their own expense.

4.4.3 External lighting

Additional or modified (e.g. sensor) external lighting may be provided.

4.4.4 Fencing and gates

Fencing and gates at an existing property may be modified. However, fencing and gates at an existing property will only be renewed where it is not possible to modify the existing fencing or gates. Any new or replacement fencing or gates that are provided will be in keeping with the general type and standard of fencing already within the area, and relevant council guidelines. Appropriate devices to assist with the use of gates (e.g. automated openers etc) may also be installed where possible and necessary.

4.4.5 Handrails (entry and exit)

Handrails to assist with entry/exit to the main front and rear doors may be provided. An additional handrail may also be fitted to properties with a third main door.



4.4.6 Ramps

Ramps may be provided where the customer:

Cannot independently use steps (even with the aid of a handrail); or

Requires the ramp for mobility aid access (see 4.4.1)

Where ramps are required, they will only be provided:

a) to a maximum of two entry/exit points at the property (usually front and back doors); and b) where for each ramp, the floor height of the property is less than 1000mm above the

external surface level of the property. Where the floor height for either ramp is more than this height, consideration should be given to providing an alternative property to the customer.

Rationale – The inclines of ramps above this height make the use of the ramp prohibitive.

Note - Concrete ramps will generally be installed to a maximum height of 600mm, based on the maximum

height of a 1:14 incline single run ramp. Alternative materials e.g. timber will be used for ramps above this height

(timber may also be used for ramps under this height).

4.4.7 Skylights

Skylights to assist the visually impaired may be provided. The specification of the skylight provided will be subject to the feasibility of installation.

Note – The provision of skylights to existing properties for non disability reasons (e.g. environmental) is not

possible under the terms of this policy. See 4.8 (Provision of items for non disability reasons) for further

information.

4.5 Internal modifications able to be provided

The following internal property modifications may be provided under this policy, where on each

occasion both the customer eligibility and property suitability criteria are met. The provision of each modification will occur in consultation with the customer, the Community Housing Association/Co-operative and/or any specialist advice relevant to the customer’s circumstances, and will be met as far as practicable and within available budgets. Modifications will be provided in accordance with the relevant Australian Standard, or other specification as appropriate.

4.5.1 Bathrooms

Modifications to bathrooms (e.g. removal of baths, provision of lever taps or grab rails etc) may be carried out. Bath removal will not be considered if on raft slabs, upper floors and Walk Up Flats due to structural integrity. Consideration to the need of any other persons living in the property will also be given in providing these modifications. Community Partnerships and Growth will negotiate with the Association / Co-operative with respect to funding part of the cost of the modifications where it is seen that the modification is also an upgrade to the property.

Note – Modification of bathrooms does not extend to the provision of electrical appliances and related items.

4.5.2 Flashing doorbells

A flashing doorbell may be provided to customers with a hearing loss at or below the 90 decibel range.



4.5.3 Floor coverings

Floor coverings may be newly installed, replaced or removed where required, as follows: Where existing floor coverings are inappropriate, and need replacement with more appropriate alternatives (e.g. replacement of carpets with lino, for customers with severe dust allergy problems); or

Where existing floor coverings are inappropriate, and need removal but no replacement (e.g. removal of carpets on concrete floors, for customers who are wheelchair users); or

Where there are no existing floor coverings, and the provision of new floor coverings is needed (e.g. installation of lino on wooden floors, for customers with severe dust allergy problems).

Note – The provision (or replacement) of floor coverings to existing properties for non disability reasons (e.g.

environmental) is not possible under the terms of this policy. See 4.8 (Provision of items for non disability

reasons) for further information.

4.5.4 Grab rails (internal)

Grab rails to assist with stability and movement within the property may be provided.

4.5.5 Heating and cooling (climate control) devices

Community Partnerships will allow up to $1675, including GST, for the purchase and installation of an appropriate reverse cycle air conditioner, where at least one household member has one of the following life threatening medical conditions:

Multiple sclerosis; or

A spinal cord injury resulting in paraplegia or tetraplegia; or

Another medical condition causing spinal cord problems that leads to thermoregulatory

dysfunction; and

Climate control is deemed essential on account of the client’s physical inability to self regulate core temperature.

This information must be verified by a health or disability professional.

Note 1 –Community Partnerships will only provide a different device to a reverse cycle air conditioner where

verification specifically advises why a reverse cycle air conditioner would not be suitable.

Note 2 – Where another organisation supplies the climate control device, the organisation may request the

Community Housing Association/Co-operative or the tenant to advise the organisation if the current tenant ever

vacates. The organisation may then elect to remove the device at the time of vacancy. Responsibility to meet the

costs of removing the item and/or returning the property back to its original condition should be negotiated

between the Association/Co-operative and the organisation).

Once Community Partnerships has approved the provision of an air conditioner, the Community Housing Association/Co-operative can elect to purchase and install the reverse cycle air-conditioner itself. In this case, the organisation must follow the reimbursement process as set out in the Reimbursement Fact Sheet. See 4.11.4, 4.11.7 and 5.1.

4.5.6 Intercoms & automated door openers

Intercoms and automated door openers may be provided, where a person is unable to physically open or close doors themselves due to their medical issue, and require these for safety reasons..

4.5.7 Internal lighting and switches

Special light fittings or switches may be provided for people with visual or physical impairment.



4.5.8 Internal painting

Architraves and doors may be painted in highly contrasting colours to assist customers with visual impairment to move about a property. Similarly, low allergy paint may also be able to be used where necessary.

4.5.9 Internal walls

The construction materials of internal walls in existing properties are not able to be modified, for cost and practicality reasons.

4.5.10 Kitchens

Kitchen modifications (e.g. lowering of bench-tops and switches, provision of lever taps or grab rails etc) may be carried out. The need of any other persons living in the property will also be considered in providing these modifications. Community Partnerships and Growth will negotiate with the Association/Co-operative with respect to funding part of the cost of the modifications where it is seen that the modification is also an upgrade to the property.

Note – Any provision of electrical appliances and related item is subject to negotiation with Community

Partnerships and Growth.

4.5.11 Laundries

Laundry modifications (e.g. lowering of troughs, taps and switches, provision of lever taps or grab rails etc) may be carried out. The need of any other persons living in the property will also be considered in providing these modifications.

Note – Modification of laundries does not extend to the provision of electrical appliances and related items.

4.5.12 Non slip floor surfaces

Appropriate measures to address slippery floor issues may be able to be provided (e.g. special floor coatings or alternative flooring materials).

4.5.13 Renal dialysis machines (fixtures and fittings)

Fittings and fixtures necessary to facilitate the use of renal dialysis machines may be provided (e.g. provision of water supply and plumbing to bedrooms).

4.5.14 Smoke alarms (modified)

Modified smoke alarms to suit the needs of the hearing impaired may be provided to customers with hearing loss at or below the 65 decibel range.

4.5.15 Steps or stairs

Clear marking (including tactile indicators) of steps and stairs may be provided, to assist visually impaired people in locating the stairs. Additional steps may also be provided.

4.5.16 Taps

Alternative taps may be provided (e.g. lever taps), to assist persons who may have difficulty using normal taps.

4.5.17 Toilets

Modifications to toilets (e.g. provision of wheelchair access, a second toilet or grab rails etc) may be carried out. Consideration to the need of any other persons living in the property will also be given in providing these modifications.



4.5.18 Water saving devices

Specific water saving devices (e.g. water restricting showerheads or taps) may be provided for households that experience high water use due to the disability/s of household members. However, such devices would only be provided to specifically account for the activity that caused the high water usage. For example, if it was essential that a customer have frequent and prolonged showers, a flow saving shower head may be installed. Where a Community Housing Association/Co-operative charges its tenants for water (or excess water) consumption, it may at its own discretion also elect to provide a discount on this charge. The Community Housing Association/Co-operative or customer may alternatively choose to pursue any possible rebates or discounts with the relevant water supply company, or other benevolent groups.

Note – The provision of water saving devices to existing properties for non disability reasons (e.g.

environmental) is not possible under the terms of this policy. See 4.8 (Provision of items for non disability

reasons) for further information.

4.5.19 Water temperature regulation devices

These devices may be provided, to one or more areas of the property as required.

4.6 General modifications able to be provided

The following general property modifications may be provided under this policy, where on each

occasion both the customer eligibility and property suitability criteria are met. The provision of each modification will occur in consultation with the customer, the Community Housing Association/Co-operative and/or any specialist advice relevant to the customer’s circumstances, and will be met as far as practicable and within available budgets. Modifications will be provided in accordance with the relevant Australian Standard, or other specification as appropriate.

4.5.20 Power saving devices

Specific power saving devices may be provided for households that experience high power use due to the disability/s of household members. However, such devices would only be provided to specifically account for the activity that caused the high power usage.

Where it is not possible or feasible to provide devices to account for high power usage (e.g. where the customer requires constant room temperature regulation), the customer should pursue any possible rebates or discounts with the relevant power generating or supply companies, or other benevolent groups.

Note – The provision of power saving devices to existing properties for non disability reasons is not possible

under the terms of this policy. See 4.8 (Provision of items for non disability reasons) for further information.

4.5.21 Security measures

Security items (e.g. safety or combination doors, door and window locks, security screens etc) may be provided; where the customer:

Understands and accepts the additional issues that these measures may provide around quick exit from a property in the event of an emergency (where relevant); and

Signs a declaration acknowledging the above point.

Rationale – The provision of security items to chronically disabled persons who are clearly incapacitated will

assist in allaying any real or perceived concerns such persons may have regarding their own security in their

homes.



4.5.22 Structural modifications

Major structural modifications (other than those listed earlier eg bathrooms, laundries etc) may be provided to support the installation and use of other equipment; for example, widening of doorways to accommodate the passage of wheelchairs. Consideration to the need of any other persons living in the property will also be given in providing these modifications.

4.7 Other modifications

Requests for other modifications that are not specifically covered in this policy should be referred to the Community Partnerships and Growth Directorate, who will consider the request on a case by case basis, in accordance with the principles, customer eligibility and property suitability criteria of this policy.

4.8 Provision of items for non disability reasons

A number of items that are able to be provided under the terms of this policy may also be able to be provided for non disability reasons (e.g. it may be desirable to provide water saving devices for environmental reasons). Where these items are required for non disability reasons, they must be provided using other budget sources and processes. Community Partnerships will not directly provide (or reimburse costs for) any item able to be provided under the terms of this policy, where it cannot be shown that this item was essential for disability reasons.

4.9 Customer contribution to modification costs

The customer will not be required to contribute towards the cost of the provision, installation or maintenance of disability modifications, except where the customer has received a compensation payout where some funds are specifically provided to allow for the provision, installation or maintenance of housing modifications. Customers who receive compensation money after modifications have been provided would be required to reimburse modification costs, if compensation was specifically granted to provide for housing modifications.

4.10 Maintenance of modifications

The responsibility for the cost of ongoing maintenance of modifications will rest with the Community Housing Association/Co-operative unless the Association/Co-operative is specifically exempted from doing so under the Residential Tenancies Act http://www.ocba.sa.gov.au/tenancies. Where an existing modification requires complete renewal due to general fair wear and tear, the responsibility for the cost of complete renewal will be determined using the same guidelines as for new modification requests (see 4.11 Managing modification requests). Where a customer has paid for the provision of the modification (e.g. due to a compensation payout etc), the Association/Co-operative will be responsible for the maintenance of the item unless the customer was provided with funding as part of any compensation payment to maintain modifications.

Where a customer has paid for the provision of a modification that subsequently requires complete renewal, the customer may again be required to pay for the renewal where they still have access to adequate compensation funds.

4.11 Managing modification requests The modification management process flow chart (See Section 5) summarises the following aspects of application, assessment and management of modification requests.

http://www.ocba.sa.gov.au/tenancies



4.11.1 Making modification requests to Community Housing Associations/Co-operatives

All requests for housing modifications must firstly be made to the Association/Co-operative that the person requiring modifications currently rents from, or is applying to. First key steps involve:

Customer to obtain written verification from a health professional who is familiar with the person’s disability or condition

Complete the Disability Modification Request form

Obtain Occupational Therapist Report where modification is significant After receiving the modification request, the Association/Co-operative should assess:

If the customer meets the Customer Eligibility criteria; and

If the modifications can be provided under this policy; and

If the Association/Co-operative has an available property that meets the Property Suitability criteria for the provision of modifications.

Note 1 – The Disability Modification Verification Form may help those providing verification. Community

Partnerships may in some cases reimburse the cost of verification. See 4.11.6 (Reimbursement of verification

costs) for more information. Note that Community Partnerships is not obliged to accept verification that is

assessed to be:

Inconclusive, and/or from a source with a questionable level of expertise; or

That does not adequately take into account any reasonable alternatives to the provision of the requested

modification.

The Association/Co-operative should not approve the modification request if it is clear that:

The customer does not meet the Customer Eligibility criteria; or

The modification cannot be provided under this policy.

The Association/Co-operative should seek advice from Community Partnerships if it is unsure whether a request meets the above criteria.

If the Association/Co-operative does not approve the modification request, it should:

Advise the customer of the decision; and

Also advise the customer that they may provide additional information to support any further request, if this is available.

Note 2 - If it is unclear whether the modification can be provided under policy, Community Partnerships will

assess the requests using the principles, Customer Eligibility and Property Suitability criteria of this policy as a

basis.

4.11.2 Pursuit of alternative funding

The customer/Association/Co-operative should pursue alternative avenues for funding the purchase and/or installation of modifications, in situations where:

Costs are not normally met by the property owner (i.e. non community housing customers would be responsible for meeting the costs); and/or

The customer/Association/Co-operative is aware of previous instances where another party funded the purchase and/or installation costs of a similar modification.

Note 1 – Where it is unclear if other avenues for funding or provision have been pursued or are inappropriate,

the Community Housing Association/Co-operative may choose to investigate these on behalf of the customer.

Note 2 – The customer may be required to meet costs where they have or will receive a compensation

payment. See 4.9 (Customer contribution to modification costs) for further details.



4.11.3 Community Housing Association/Co-operative management of modification requests

If the customer meets the Customer Eligibility criteria, and the modification can be provided under this policy, the Association/Co-operative should:

Approve the modification request as per their normal maintenance approval processes; a

Forward the approved request to Community Partnerships.

Rationale – Community Housing Associations/Co-operatives should approve modification requests using the

same authorisation process that they would employ to approve any other maintenance request. This will ensure

that modification requests are approved in a transparent and consistent manner.

Note – The Community Housing Association/Co-operative should approve and forward requests to the

Community Partnerships which meet the above conditions even if it does not, or may not have an available

property that meets the Property Suitability criteria. In these cases, Community Partnerships will liaise with the

Association/Co-operative to investigate other options.

The formal modification request to the Community Partnerships must:

Be made using the Disability Modification Request Form (as per link, or can be requested from the Community Partnerships and Growth Directorate); and

Be signed by the customer (or their worker/advocate, where the customer is unable to sign themselves); and

Include a copy of the following :

The minutes of the meeting at which the special resolution was made by the Co-operative to modify the property must be attached to the Disability Modification Request form; OR

Any verification as required (see 4.1 E for further details).

4.11.4 Community Partnerships management of modification requests

Community Partnerships and Community Housing Project Management Unit will assess and manage all modification requests as follows:

1. All requests are to be approved by the Manager, Community Housing Assets who will assess the request for approval against the Customer Eligibility criteria, Property Suitability criteria and in consideration of available budgets.

2. Requests with estimated costs under $1000 will be encouraged to follow the Reimbursement process, and will need to be completed within three (3) months from application.

3. Community Partnerships will advise the Community Housing Association/Co-operative of the outcome of each modification request as soon as practicable.

Note 1 – Community Partnerships may involve other people (e.g. internal staff, external professional people)

as necessary to assist in making the decision.

Note 2 – Community Partnerships may at any point:

a) Request or commission the provision of additional verification as necessary (including verification from an

independent health or disability professional); and

b) Liaise with the customer and Community Housing Association/Co-operative as necessary in assessing or

providing modifications (including visit the customer’s property, with their agreement); and

c) Provide alternative modifications to those requested, but which are still assessed to meet the customer’s

needs; or

d) Relocate the customer to a more appropriate community housing property (if this is possible and more

viable), with the Association/Co-operative and the customer’s agreement; or

e) Negotiate with the Association/Co-operative to fund part of the cost of the modifications, where there is

excessive demand on Community Partnerships modifications budget in a particular financial year; or

f) Defer provision of the modifications until a later date, where budgetary constraints do not allow the

modification to be provided immediately; or

g) After further investigation, not proceed with the provision of modifications (e.g. if they are not possible to

provide, or found to be non essential etc); or



h) Take measures to recover from either the Association/Co-operative or customer the full or part costs of any

modifications provided that are later found to have been non essential.

4.11.5 Management and payment of approved modification requests Community Housing Project Management Unit will:

Liaise directly with the customer/Association/Co-operative to fully scope the work;

Liaise with Community Partnerships if there are changes to the modification request; and

Appoint a contractor and manage the provision of the modification; and

Pay the contractor on successful completion of the job.

4.11.6 Reimbursement of verification costs

Community Partnerships will consider reimbursement of reasonable costs charged to an Association/Co-operative/customer by a health or disability professional for the provision of verification, if:

The verification is essential in assessing the modification request; and

There is normally a charge for providing the verification (i.e. non community housing customers would normally be charged e.g. Medicare gap payments); and

These verification costs are not normally met by another agency (e.g. Medicare, health insurance, options coordination agencies etc) or the customer themselves (e.g. consultation cost); and

The cost of obtaining such verification is significant (i.e. the customer as the modification beneficiary is responsible for meeting some verification costs).

For cost reimbursement, the Community Housing Association/Co-operative should forward a copy of the payment invoice to Community Partnerships, who will arrange payment of the invoice on behalf of the customer/Association/Co-operative.

Note - The customer/Community Housing Association/Co-operative should not assume that Community

Partnerships will pay for any costs associated with obtaining verification. The customer’s Association/Co-

operative MUST liaise with Community Partnerships regarding the reimbursement of particular costs before

obtaining the verification.

4.11.7 Process for Housing Associations/Co-operatives who wish to apply for Reimbursement of Disability Modifications

The Reimbursement process will take no longer than three months from when the initial application is received in Community Partnerships. This includes receiving the quotes, the work being completed, and the paid accounts and invoice being returned to Community Partnerships for actual reimbursement. The tenant who is requesting Disability Modifications to be carried out submits a Disability Modification Request form, a letter of verification from a medical professional, and an Occupational Therapists report if necessary, to the Housing Association/Co-operative. The Organisation determines if the request meets eligibility criteria. (see 4.1, 4.2 and 4.3) If the work is anticipated to be under $1000, a quote from a qualified tradesperson for the work to be completed needs to be provided. If the Organisation is a Housing Co-operative, minutes from the meeting approving the work need to be supplied with the application. The Association/Co-operative sends the completed paperwork to Community Partnerships for assessment and approval. The Assets Project Officer in Community Partnerships determines if it meets policy requirements. If approved, the request is given to Manager, Community Housing Assets for endorsement. The Association/Co-operative is then notified of outcome. The Association/Co-operative then organises for work to be undertaken, and pays the account. Proof of account payment and invoice to South Australian Housing Trust needs to



be forwarded to the Asset Project Officer in Community Partnerships within one month of the invoice being paid by the Community Housing Organisation. (see Reimbursement fact sheet) Community Partnerships organises for the endorsement and disability modification paperwork to be forwarded to Community Housing Project Management for payment. Refer flowchart 5.1.

4.12 Transfer / relocation

4.12.1 Community Housing Association/Co-operative initiated transfers

A Community Housing Association/Co-operative may wish to initiate a tenant transfer where:

The current property rented by the tenant requiring modifications is unable to be suitably modified to meet their needs; and

The Association/Co-operative has identified another available property that would meet the tenants needs; and

The Association/Co-operative approaches the tenant of that property to voluntarily transfer, to free up the property to house the tenant requiring modifications.

Where this occurs, Community Partnerships may assist in meeting some transfer cost. Negotiation between the Community Partnerships and Growth Directorate and the Association/Co-operative regarding this should occur prior to the transfer occurring. Transfer costs would be met from the Community Partnership’s Disability Modification budget. The Community Housing Association/Co-operative Consultant will liaise with the Association/Co-operative regarding these details.

4.12.2 Tenant initiated transfers

A tenant already utilising modifications within a property may choose to apply to transfer within their existing Community Housing Association/Co-operative, or to another Community Housing Association/Co-operative. Where this happens, the Association/Co-operative assessing the transfer application should assess:

The ability to provide the required level of modifications in a subsequent available property, when assessing suitable properties to transfer the tenant into (to be determined through the Association/Co-operative liaising with another Association/Co-operative or Community Partnerships).

Compensation for transfer costs is not provided for tenant initiated transfers.

5 Process and procedures - Flowchart

5.1 Modification management process The flow chart on the following page summarises the key steps in applying for, assessing and managing modification requests.





6 Documentation / Forms

Both the Disability Modification Request and the Disability Modification Verification Form can be obtained from www.sa.gov.au/communityhousing.

7 Glossary

Association A Community Housing Association is managed by a separate group (i.e. not the tenant) that collects rent and manages maintenance etc on behalf of tenants. Associations are similar to traditional housing models where a landlord rents a property to a tenant. Associations are however often managed by groups linked to community based organisations e.g. support services, churches, welfare or charitable organisations. Associations are often established to assist people with specific needs e.g. women escaping domestic violence, people with intellectual disabilities, people on low income etc. See also Co-operative. Available property A property held by the Community Housing Association/Co-operative that meets the property suitability criteria, and can be suitably modified to meet the needs of the customer requiring the modification. Depending on the customer’s circumstances, an available property may include:

The property the customer currently rents from the Association/Co-operative (if the customer is a current tenant); or

A vacant property; or

Another tenanted property which the Association/Co-operative could house the customer with need in, while transferring the current sitting tenant into another property.

Note that transfers should only occur where:

This option is the best way to provide the required modifications in terms of meeting the property suitability criteria; and

The current tenant of the property voluntarily agrees to the transfer, and is compensated for their reasonable moving costs.

CHCSA The Community Housing Council of South Australia. CHCSA is the peak community housing body in the state, and represents Community Housing Associations/ Co-operatives and community housing issues. Further information can be found at http://www.chcsa.org.au/. Community Housing Association/Co-operative An organisation that manages community housing properties. They are either Co-operatives or Associations. Community Housing Project Management The team located in Property Services, Housing SA that manages and delivers work on behalf of Community Partnerships. Community Partnerships and Growth Directorate The Community Partnerships and Growth Directorate is the government authority responsible for the development and regulation of community housing in SA. Further information can be found at www.sa.gov.au/communityhousing.

Co-operative A Community Housing Co-operative is managed for and by its members e.g. the tenant group generally collects their own rent, manages their own maintenance etc. Co-operatives are commonly established by people with specific interests or needs e.g. single parents, aged, people with specific disabilities or people from specific cultural backgrounds. See also Association. Climate control device

A device that provides both heating and cooling e.g. reverse cycle air-conditioner

http://www.communityhousing.sa.gov.au/site/page.cfm?u=325

http://www.chcsa.org.au/

http://www.sa.gov.au/communityhousing



Customer The person who requires the modifications, to enable them to remain housed by the Community Housing Association/Co-operative (i.e. if they are a current Association/Co-operative tenant), or to be housed in future (i.e. if they are a prospective Association/Co-operative tenant).

Disability According to the Disability Discrimination Act 1992, disability relates to physical, behavioural, emotional, or intellectual disorders, malfunctioning or disfigurement. It includes disabilities that presently exist, previously existed, may exist in the future, or are imputed to a person. “Essential” modifications Modifications which there are no viable alternatives to, and if not provided, would mean the person would be unable to independently access or utilise the home without increasing home based assistance or other supports. Items that are considered to be lifestyle or luxury in nature are not considered to be essential, and will not be provided.

Health or disability professional A person who:

is professionally recognised in the field relating to the required modification as having an appropriate level of expertise and knowledge to provide advice on the customer’s need for the modification; and

has a knowledge of the customer’s individual circumstances; and

is independent from the customer (i.e. has no potential conflicts of interest); and

is currently registered with a professional registration board or body appropriate to their field of expertise (if such a board or body exists).

Generally, it would be expected that specialist advice (i.e. not that of a General Practitioner) would be required to verify the need for the majority of modifications, other than the most basic. In some cases it may be appropriate for persons associated with another Community Housing Association/Co-operative (e.g. an association staff member) to provide verification (i.e. if they meet the criteria outlined in paragraph one above).

Modifications Changes made to the fabric, amenity or other aspects of a property which will assist a resident with a disability to live in the property. NBESP Nation Building Economic Stimulus Properties

New build

Construction of new dwellings on vacant land.

Occupational Therapist A person who is recognised as a client-centred Health Professional concerned with promoting health, wellbeing and safety of tenants in their homes.

Verification Documented evidence from a health or disability professional which clearly demonstrates how the customer’s condition currently impacts on their housing, and/or how the customer meets the customer eligibility criteria for the provision of modifications. Worker/advocate A person assisting the customer with their request for modifications in either a professional or non professional capacity. For example, a friend or family member may choose to assist a person in their modification request due to their level of the person’s disability. Alternatively a professional worker may undertake this role.



8 Version Record

Version 1 of this policy was first approved in July 2004. Changes in subsequent versions are as follows:

Version number

Version Date

Change description Principal Change Author

1 July 2004 Development of new policy Andrew Lambert

2 January 2005 Forms removed, now accessed via website Andrew Lambert

3 March 2006 Removed references to Comhouse & other changes re funding & request process

Monique Pringle

4 November 2008 Amended name on Forms relating to the policy & other clarifications re request & approval process

Malin Bagling-Jonsson

5 August 2010 Updated process flow chart and included reference to Nation Building Economic Stimulus Plan funded properties.

Ann Sharley

6 June 2011 Disability definition tightened for climate control Mary Bradford

7 April 2012 Updated website details, Logo, updated process flowchart, added Reimbursement section, more clarification on NBESP eligibility, clarification of kitchen modifications

Anthea Wescombe

8 November 2013 Amended 2.5, 4.1, 4.11.1 to require Occupational Therapist Reports. Amended 4.51 Bath removal clause added. Updated Glossary.

Laura Cullip

Documents

DISABILITY MODIFICATIONS POLICY AND PROCEDURES · Printed version of this document may be superseded – Refer to online policies and procedures for most current version. Disability