To qualify for inclusion on the Council's Housing Needs Register applicants must be over the age of 16 and be eligible and qualifying and not fall within any of the non qualifying groups outlined in the Housing Allocation policy. Qualifying criteria has been introduced with strengthened criteria relating to local connection, financial resources and behaviour. If you do not met this criteria you will not be entitled to join the Housing Needs register.
The new version of the policy will be fully implemented following the completion of the review.
How do I apply to join the Housing Needs Register?
You will need to complete an on-line application form. You can apply on line by clicking here. If you can not access the internet or need assistance please contact Housing Services and we will arrange an appointment. Click How to Contact Us for contact details and opening hours.
To enable us to accurately assess your application you must provide Housing Services with the documents from each of the categories listed below within 14 days of submitting your on-line application.
Please provide original documentation where requested. The date the documents are received by us will be the date we use as your registration date. We cannot process your application without this information and if we do not receive them your application will be cancelled.
Original photographic proof of identity for you & your partner
Photo drivers licence or
Birth certificate together with a photograph signed on the reverse by a professional person, attached to their headed notepaper.
Original evidence for all members of the household of their right to reside in the UK if they are not British Citizens (eg.Passport and other relevant documents or visas from the Home Office.)
Proof of address for you and your partner
Tenancy agreement and
Utility bills or Council Tax Bills or official letters dated 2 years ago, 1 year ago and within the last month (approximately)
Proof of residence for all persons on this application (a recent bank statement or utility bill).
Proof of income and/or welfare benefits for you and your partner
Employed: Last 3 payslips (P60's for last 2 years, if not already resident in the Borough for 2 years)
Self- employed: annual earnings and tax certificate from HM Revenue and Customs.
Welfare benefits and allowances entitlement letters.
Bank statements from current and savings accounts from last 3 months.
Details of any share, bonds or investments
Proof that you and/or your partner no longer have a financial / legal interest in any previously owned residential or commercial property in the UK or elsewhere.
Details confirming the sale of the property (usually a Solicitors final statement) which shows any equity received for a property sold within the last five years
Current valuation if you own any property.
Adults: Photo identification, proof of address, proof of income and savings, financial assets (as detailed above.)
Children: Birth Certificate, latest Child Benefit or Child Tax Credit letter or Birth Certificate with a recent bank statement, showing the Child Benefit payment.
Proof of residence and parental responsibility for any dependent child(ren) who live with you, if applicable.
If you do not provide the required documentation your application will not be processed. The date the documents are received by us will be the date we use as your registration date.
You will receive a letter confirming that you have been accepted onto the Housing Needs Register. This will tell you the band you have been placed in, your band or priority date and the date your application has been registered from and the size of property you are eligible for. The letter will also give you your logging in details for the website and telephone bidding line.
There are some people who are not eligible or qualifying to be included on the Housing Needs Register. These are:
Certain people who are subject to Immigration Control under the 1996 Asylum and Immigration Act.
Certain people from abroad who are not subject to immigration control but who are not habitually resident in the UK, the Channel Islands, the Isle of Man or the Republic of Ireland.
Applicants will need to meet the local connection criteria in terms of residence, employment or care and support needs.
People with sufficient household income and/or savings and/or assets or own their own home will not qualify to join the Housing Needs Register.
The behaviour of applicants, any member of their household or persons who might reasonably be expected to reside with them, will be taken into account in determining their qualification to join and to remain on the Housing Needs Register.
The new version of the policy will be fully implemented following the completion of the review.
The housing allocation scheme is a Banding Scheme and has been designed to be more straightforward to administer, be fairer to all categories of applicants on the Housing Needs Register and reduce homelessness, whilst making the best use of the borough’s very limited social housing.
A system of re-housing quota targets will operate to ensure that different categories of applicants for housing have a chance of being offered accommodation. This will balance the needs of homeless households, waiting list applicants and existing local transfer tenants.
A Banding Scheme ranks together applicants with different but equal housing need. Applicants will first be placed into an application category of either: a homeless, waiting list or transfer applicant. Applicants in each category will only be able to bid on properties advertised in the corresponding category.
Applicants in each application category will then be placed in one of five bands ranging from A (highest need) to E (lowest) which reflects their housing need in accordance with the ‘reasonable preference categories’ in the Housing Act 1996 Part 6 and the Council’s local priorities for housing allocation.
The position in that band will be determined by the band date and then the registration date. Waiting time in each band ensures that once assessed applicants will gradually move up towards the top of the band.
There are certain limited circumstances were the Council considers that it is appropriate to award a lower priority or reduce an applicant’s priority.
The new version of the policy will be fully implemented following the completion of the review.
The Council’s banding assessment does not allow for movement between bands unless there is a notified and assessed change of circumstances that meets the criteria for a higher or reduced assessment. This means that it is not possible to move from one band to another simply through time accrued on the Housing Needs Register.
Where a household’s circumstances change the application will be reassessed. If it is assessed that the applicant’s circumstances change so they qualify for inclusion in a higher band or bedroom category, the band date will be considered to be the date the Council were advised of the change in circumstances.
If a household’s circumstances change so that they require to be placed in a different application category their band date will be the date the Council made a decision that entitled the applicant to be included in that category.
If it is assessed that the applicant’s circumstances change so they are no longer eligible for their current band or bedroom category and they have to be moved to a lower band or bedroom category, their band date will stay as their original band date.
The banding scheme reflects broad levels of housing need which may mean that some changes in the applicant’s circumstances will make no difference to the band they are placed in.
As your priority for housing is based on an assessment of your current housing situation it is very important that you tell us of any changes in your circumstances or address. If you failed to do it will affect your chances of being housed.
If you have a change of circumstance or move you will be required to update your on-line application form and we will then reassess your application. This can be done at any time.
It is important that you update your on-line application form as soon as possible and provide the required documents. The date used to assess your change of circumstances will be the date the documentation are received by the Council. This will not be backdated and any delay will effect your priority for rehousing.
Yes, once a year, normally on the anniversary of your application you will be contacted and asked to update your on-line application form which you must complete within 28 days. If you fail to review your online application form we will write and tell you that your application has been cancelled.
If someone in your household has a medical condition you can indicate this on the on-line application form and provide further details. These may then be considered by the Council’s Medical Advisor, who will put forward a recommendation. You can continue to choose which properties to express an interest in but must be mindful of your condition and only express interest in suitable properties such as ground floor flat if you cannot climb stairs.
Properties for rent are advertised each week, if there are any available. As soon as we are given formal notice that a property is due to become vacant we will advertise it. For more details click Step Two-Choosing, part of our step-by-step guide to using the service.
The adverts will tell you the landlord, location, size, rent and other features of the property. Where available a photograph of the property or a similar house type will be provided and you will be able to access information about the local area and facilities. The advert will also tell you if there are any special requirements that the applicant must meet, such as age requirements or a lettings paln criteria. It also tells you the number of bedrooms that applicants applying for the property need to be entitled to. If your bedroom entitlement is different to this you will not be able to bid for that property.
You can express your interest or bid, as it is also known, in the following ways:
This simply means that there are no properties available that suit your needs in that weeks bidding cycle. To see other properties that are advertised you can use the property search tab at the top of the page. You should check the website every week as the properties advertised change every Thursday.
You will be able to express an interest in a maximum of three properties each time properties are advertised. However, you will only be able to express interest in properties that are suitable for your family. Applicants in each of the categories will only be able to bid on properties advertised in the corresponding category.
Properties will be advertised from midnight on a Thursday and you will be able to register your interest in properties up until midnight the following Wednesday.
At the time you place your bid you will be given your position in the queue. This will change during the week as other applicants also bid. At the end of the bidding week you can log back on and see your final position in the shortlist.
Once the closing date for bids has passed a shortlist of interested applicants is drawn up. Generally the successful applicant will be the person with the highest band for the property they have bid for who meets the property & lettings plan criteria. Applicants may be overlooked in certain circumstances for example if they have rent arrears or there has been anti-social behaviour. Each Housing Association will have its own criteria and they will make the final decision as to whether to accept any nomination and they will require an affordability assessment.Click Step Three-Offer for more details.
In order to ensure socially and economically balanced communities the Council operates two types of lettings plans; an annual lettings plan and local lettings plan for new build properties. The property advert will clearly state any criteria that applies.
The Council operates two types of lettings plans: an annual lettings plan and local lettings plan for new build properties.
As the demand for social housing in the borough is far higher than the supply, a system of re-housing targets operates to ensure that different categories of applicant for housing have a chance of being offered accommodation. The targets are balanced between the needs of homeless households, waiting list applicants and existing local transfer tenants. Applicants in each category will only be able to bid on properties advertised in the corresponding category.Targets will be set to take into account the likely availability of properties during the year. Progress in meeting the targets is reviewed and where necessary amended. If any categories are not achieving their re-housing target(s), properties may be advertised as only available to those specific target groups.
For new build estates, the Council and the Housing Association will operate a local lettings plan. The aim of this plan is to establish additional criteria for allocation of new build homes in order to achieve a socially and economically balanced community. The criteria will clearly be displayed on the property adverts and applicants are then shortlisted according to these criteria.If an applicant bids on a property but does not meet the letting plan criteria they will be over looked.
You may not be invited to view the property for the following reasons:
Yes. You will be given an opportunity to view the property and decide whether you would like to accept it.
Homeless households and emergency medical cases will be made one suitable offer of nomination for accommodation within the borough.For homeless households where the Epsom & Ewell Borough Council has accepted a full statutory duty, a direct offer of one suitable property will be made anywhere in the borough. Applicants will be advised that this offer is a final offer and if the offer is refused the Council will discharge any duty that may be owed under Part 7 of the Housing Act 1996 and possession proceedings will be commenced to evict them from their temporary accommodation.
Waiting list and transfer applicants will be allowed to refuse 3 suitable offers of accommodation. A reasonable offer of accommodation is one that is suitable for the households needs. Applicants who refuse 3 suitable offers of accommodation will be entitled to remain on the Housing Needs Register but will have their priority reduced. Their degree of preference will continue to be determined by their housing need assessment but their Registration Date will be amended to be the date of refusal of the third offer and any time points will be removed, therefore reducing their priority.
Information about homes that have been successfully let is published. We tell you the number of applicants that expressed an interest in each property, the band and the registration date of each property. To see the results of properties that have been let click Recent Lets.
It will give you a better idea of how popular a particular property or area is and how long you would normally have to wait. You can then decide whether to look for other types of property or areas where you may not have to wait as long. Yes, when you bid for a property you will be told where you are in the queue. This is likely to change frequently due to other people bidding for the same property. You will not know your final position until after the bidding cycle has closed as auto bids are placed on Thursday mornings. Using this information you may decide to withdraw your bid for one property and bid for a different property for which you are higher placed in the queue. You can do this at any time before the closing date. Please be aware that due to our local lettings plan and property criteria your queue position may not be a true reflection of your chances for being offered any particular property.
No, you will have to provide your own carpets and appliances.
Support services are provided at Rosebery Housing Association sheltered accommodation but there is no Warden on site. The level of support provided will depend on the individual resident’s needs and will vary from the provision of the emergency alarm service (the minimum level) to a full package of care and support. An assessment of the support level required will be agreed with the resident once they have moved in. Mount Green Housing Association provide sheltered accommodation with a Warden.
East Surrey HomeChoice is a sub regional choice based lettings scheme that aims to help a small number of households move within the East Surrey area. Epsom & Ewell, Mole Valley, Reigate & Banstead and Tandridge Councils can advertise a small number of properties, especially sheltered housing, that become available as East Surrey Home Choice properties. This means housing register applicants on all four registers can apply for these homes.
To use East Surrey Home Choice you need to have been accepted onto any of the four East Surrey Council's housing registers. The four East Surrey Councils are Epsom & Ewell Borough Council, Mole Valley District Council, Reigate & Banstead Borough Council or Tandridge District Council.
East Surrey Home Choice properties will be advertised weekly alongside your local Council's Home Choice properties provided homes are available. This is a small number so there is no guarantee that East Surrey HomeChoice properties will be advertised every week.
Each housing register applicant can place a maximum of three bids each time properties are advertised. These bids may be placed for East Surrey HomeChoice properties and/or the local Council's Home Choice properties. You can only bid for homes that suit your household's needs.
To ensure all Housing Needs Register applicants are treated equally, an East Surrey HomeChoice Nomination Policy has been produced. This policy is different to the Housing Needs Register Policy and Nominations Policy operated by the Council whose register you have joined. A copy of the East Surrey HomeChoice will soon be available on your local Council's website, on this website or you can contact Housing Services for a copy.The main differences relate to the way each applicant's housing needs are assessed and prioritised, and how we decide who is offered a property. Other differences include bedroom needs and how an applicant's change of circumstance is managed. Contact your local housing services for more information.
Once the closing date for bids has passed a shortlist of interested applicants will be drawn up. The shortlistis in order of East Surrey HomeChoice band starting with band 1, within each band applications are placed in priority date order.Following checks, including a home visit or office interview, the applicant in the highest placed band who has waited the longest is nominated to the landlord advertising the property. What other options are there for housing?
There is a severe shortage of homes in the Epsom and Ewell area. Most applicants on the Housing Register will have to wait a long time for re-housing and many of those with lower points will have little chance of re-housing in the local area. Depending on your circumstances you may wish to consider other options such as renting in the private sector. We may be able to help you with a deposit for private rented if you meet certain criteria. Interviews to discuss your housing options are available by appointment with the Housing Advice Officers.
The government has appointed a number of not-for-profit agents to manage Help to Buy and Bedfordshire Pilgrims Housing (bpha) is the agent for Surrey and the link is www.helptobuyese.org.uk .
bpha provides a 'one stop shop' for all government supported homeownershipand rental opportunities. You must register with bpha to be assessed for all schemes and to be kept informed of all opportunities offered by housing associations, private developers and local authorities.
For more information contact Help to Buy East and South East by visiting www.helptobuyese.org.uk or call 03333 214044.
Households who are homeless or threatened with homelessness will be dealt with outside the scheme. You should contact the Housing Adviser to arrange an interview to discuss your circumstances. We will work with you to try to prevent you becoming homeless and will discuss your housing options with you. You may still express an interest in properties through Epsom and Ewell HomeChoice, providing your application has been accepted on the Housing Needs Register, but in most cases it is unlikely that this will be in time to resolve your homelessness, as most applicants will have to wait a long time before being successful.How do I request a review of a decision?
To request a review you must contact the Housing Services within 21 days of the date you are notified of the decision and the reason for it. You may provide additional information in writing that you wish to be taken into account when the review is carried out. You will normally be advised of the outcome of the review within 8 weeks. You may not request a further review.
In April 2013 the Welfare Reform Act introduces new social housing room size criteria (also known as the Bedroom Tax) for social housing tenants claiming housing benefit. The criteria will mean that any working age household deemed to be under-occupying their home, as defined by the criteria below, will lose part of their housing benefit from April 2013.
The new rules will allow the allocation of one bedroom for:
The cut will be a fixed percentage of the housing benefit eligible rent and this will be set at initially 14% cut for one extra bedroom and 25% cut for two or more extra bedrooms. This will apply to social rented and to the new affordable rented properties. In order to prevent future inability to pay rent this room size criteria will be used to assess an applicants’ bedroom need and entitlement.
New Housing Application Policy 2016 - The new version policy will be implemented following the completion of the review
Independent Living Assessment form - to be completed by Support Workers only