Stage 1 Initial approval in principle
This means an OT has assessed your needs and confirmed with the Housing officer (Community Housing Team) that the adaptation(s) are feasible and approved in principle.
The OT has completed a request which has been reviewed and approved by a designated OT/ Team Manager (OT). The Housing Officer (Technical) has logged the request as part of the major adaptation programme of works. Your request is awaiting allocation of funding and design consideration and final approval.
Timescales:
- the Housing Officer (Community Housing Team) has 5 working days from receipt of OT request to determine the feasibility and approval in principle pf the adaptation(s).
- the designated OT/ Team Manager (OT) has 3 working days following receipt of the request to consider the OT recommendation and process it to Housing Officer (Technical).
- the Housing Officer (Technical) has 5 working days to consider your adaptation request(s) and log it should it be accepted.
Stage 2 Monitoring of request
Your OT will monitor your request until funding has been awarded and will ensure the Housing Officer (Technical) is informed of any changes.
During this time, it is important that you contact your OT if you feel your needs or circumstances have changed as this may change your need in relation to the works recommended.
Timescales for this stage will vary from person to person.
Stage 3 Allocation of funding
The Adaptation Contract Administrator will liaise with the Housing Officer (Technical) when the adaptation(s) can be progressed. The Housing Officer (Technical) will have 2 working days from point of approval to issue the order to enable the design visit to be completed by the OT and the contractor.
The contractor will add your details to their programme of work which will give an estimated start date for the works. We will share this with you for information but note that it may be subject to change. The works will be monitored until the anticipated start date.
Your OT and/ or contractor will contact you within 5 working days of the approval notification to arrange a joint visit to your home.
Stage 4 Preparation of drawing and the description of works
Your OT, and the contractor will visit you in your home to agree the adaptation(s) works required.
The contractor will take sizes of the room to allow a drawing and a description of the works to be prepared. It is important that you ask any questions you may have about the works.
You may want to discuss provision of temporary equipment during the works with your OT i.e. commode provision.
The contractor has 15 working days from the date of the design visit order to email the drawing and the description of works to the Adaptation Contract Administrator, the Housing Officer (Technical) and the OT. This timescale may vary from person to person.
Stage 5 Final approval
Your OT will contact you within 5 working days of receiving the plan and the description of works to ensure you agree with the works. Your OT must approve the plan and confirm the works they are supporting. This will then be reviewed and considered by a designated OT/ Team Manager (OT) who has 3 working days from receipt of the request.
Once approval is given the designated OT/ Team Manager (OT) will inform the Housing Officer (Technical).
Timescales:
- The contractor has 15 working days to undertake the joint home visit and send the plan and the description of works to the Adaptation Contract Administrator, the Housing Officer (Technical) and the OT.
- The designated OT/ Team Manager (OT) has 3 working days from receipt of confirmation from the OT for works to be considered.
- Once approval has been confirmed, the works will be monitored until the anticipated start date. Timescales for the works to start will vary from person to person.
Stage 6 Appointment of contractor
The Housing Officer (Technical) will issue a works order within 3 working days of the monitoring meeting with the Adaptation Contract Administrator to the contractor in advance of the works going on site as per the programme of works. A letter will be sent to you from Housing advising of the start date for the works and you will be given a minimum of 7 days’ notice.
Stage 7 Completion of works
The Contractor has 10 working days from commencement of work to complete the works.
Whilst the works are on site, the Clerk of Works may visit to inspect the works being carried out in your home.
During the works, please contact the Housing Officers detailed in your letter confirming the start date for the works or your OT if any issues arise. We will try and resolve these with you and the contractor.
Your OT will visit you at home or contact you to ensure that the adaptation is appropriate and will provide any necessary equipment and training on its use.
The Housing Officer (Technical) will phone you upon completion of the works to ensure you are satisfied with them.
If you are unsure about how to use your new facilities or equipment, please contact your OT.
Next: Major Adaptation Pathway - Housing Association Properties
