SDA Properties > Vacancy Management Policy and Procedure for Kyeema Supported Accommodation
Authorised by Chief Executive Officer
Revised Date: 19 November 2022
Policy and information
Kyeema Support Services will ensure a coordinated and transparent approach to filling vacancies in shared living and supported accommodation where Kyeema is responsible for this task. Participants’ views, preferences, safety and needs will be documented and considered. Potential conflicts of interest regarding property ownership and resident’s choice of support services will be managed according to NDIS principles of choice and control.
The NDIS is silent on vacancy management and leaves providers responsible for this part of the housing process. The NDIS (Specialist Disability Accommodation Condition Rules) 2018 apply from the time a tenant is accepted by the housing provider.
Kyeema’s policy and procedures have been developed to ensure compliance with the NDIS Practice Standards, where reasonable and necessary supports are provided using principles of choice and control. Victorian DFFH guidelines from 2017 have informed these procedures but DFFH does not have jurisdiction over NDIS-funded supports.
Definitions
Specialist Disability Accommodation (SDA) - Housing provided by a NDIS registered provider to participants who require specialist housing solutions to assist with the delivery of their supports. SDA refers to the dwelling itself and not the support. Providers must be registered with the NDIS to provide SDA. SDA providers are responsible for filling vacancies.
Supported Independent Living (SIL) – NDIS funded support to participants in a shared living arrangement including assistance with, or supervision of, the tasks of daily life.
Procedures
There is a 4-step process to Kyeema’s vacancy management procedures.
1. Step 1 - Participant applies for tenancy via Expression of Interest procedure
1.1 When a vacancy is declared, Kyeema will undertake a process inviting expressions of interest in the available residence. This may be done by using the SDA housing online platform The Hub, and Kyeema’s information networks
1.2 Proposed residents complete a Kyeema Specialist Disability Application Form and give to Kyeema
2. Step 2 - Participants must qualify for SIL or SDA funding under the NDIS
This step is managed by Support Coordinators in liaison with appropriate therapists. Kyeema direct supports shall assist if requested.
2.1 Eligibility for SIL is necessary for residency in houses managed by Kyeema and must be funded in the participant’s NDIS plan.
2.2 Eligibility for the SDA payment is a requirement most housing providers have for tenancy. Kyeema may waive the necessity for the SDA funding in considering tenancy. If SDA is deemed necessary for tenancy in any property managed by Kyeema, that will be made clear to potential tenants, as SDA will have to be funded in the participants’ NDIS Plan in addition to the SIL payment.
2.3 Participants will be assessed by the NDIA at an SDA design level. For example, a person requiring high physical support will not be a suitable match for a property that is registered as the lower accessibility category of Improved Liveability.
2.4 If the appropriate tenant match for the design category is not achievable, Kyeema can allow a participant with lower-needs SDA funding to reside in a higher design category for reasons of compatibility or to fill a vacancy.
2.5 Health and Allied Health professionals undertake assessment across multiple criteria. These include an individual’s preferences for living alone or with others, physical support needs, cognitive capacity, language and communication, capacity to manage self-care and living skills, tendency to abscond, whether the person has active nights, has goals for day time activities and any other support needs.
3 Step 3 - Kyeema Housing Vacancy Assessment Panel
Kyeema’s housing vacancy panel will be constituted as needed when a vacancy arises. It will be comprised of the Kyeema CEO (or delegate), an independent community advocate to ensure transparency of the process, Kyeema’s Home and Living Manager/Coordinator, the House Supervisor and other personnel who can contribute information to the process.
3.1 The housing vacancy panel convened by Kyeema reviews the prospective tenants using a matrix that includes information drawn from:
a) assessments about level of need created for the SIL and SDA processes (see above)
b) risk assessment of homelessness danger of current living arrangements
c) Individual housing preferences ascertained by an assessment process
d) suitability to the property’s design category
e) compatibility with existing participants/ proposed tenant grouping
f) SDA eligibility status and SDA level (eg Improved Liveability, High Physical Support). Where SDA is present, a match for the SDA design category of the dwelling is the ideal. Other factors may lead to a decision to consider a person with a lower-needs SDA design category as a tenant for a dwelling registered at a higher-needs level.
3.2 The next step is to establish compatibility for a group sharing a new dwelling, or in the case of a house that is already occupied, to establish compatibility with existing tenants. This is critical for the wellbeing of the tenants and the longevity of tenancy, minimisation of behavioural issues, satisfaction of family members and ease of establishing a settled team of staff.
3.3 Input regarding tenants’ compatibility will be achieved by consultation with parties who know them best. The Kyeema Housing Vacancy Panel therefore include, or seek consultation from, sources who have this knowledge.
3.4 Where possible, it is good practice to create opportunities for proposed tenants to spend time with each other, perhaps in short term or medium term accommodation, to assist the assessment process.
3.5 The Kyeema Housing Vacancy Panel will use a matrix based on the criteria noted in 3.1 to make the final decision.
•SDA Accommodation Vacancy Matrix SDA-02
4 Step 4 - Making an offer
4.1 When the decision has been made by Kyeema’s Housing Vacancy Panel, a letter of offer will be made to the proposed tenant.
4.2 Each stage of the above process will be documented to ensure accountability and transparency.
•Offer of Residency in Kyeema SDA SDA-14
•Response to Offer of Residency in Kyeema SDA SDA-15
The role of the NDIS in vacancy management
A vacancy may arise if:
• a new dwelling(s) is enrolled with the NDIA
• a resident advises that they will be vacating
• a resident passes away.
Where the dwelling is already occupied, Kyeema will notify the NDIS of a vacancy becoming available within 5 business days. This is to ensure notice is given for cessation of funding to the provider.
Kyeema can identify and assess a new tenant in accordance with its procedures.
Under the NDIS rules for SDA, providers have 90 calendar days to fill a vacancy for a dwelling that is enrolled to house four or five residents, and 60 calendar days to fill a vacancy for a dwelling that is enrolled to house two or three residents.
If the vacancies have been filled by a documented process that does not include the NDIS there is no need for a vacancy to be declared.
A vacancy is considered filled from the Residential Statement and NDIS Service Agreement commencement.
Right of appeal
Participants in the vacancy management process have the right of appeal regarding the vacancy process. This may be done by communicating with the CEO and/or using an independent advocacy group as per Kyeema’s Complaints brochure.
Problems with tenancy
Residents in SDA and SIL accommodation have the same tenancy rights as all Victorian tenants under the Residential Tenancies Act 1997.
Relevant Links
The Summer Foundation’s “My Housing Preferences” assessment tool
NDIS SDA Application Form
SDA Accommodation Vacancy Matrix SDA-02
Offer of Residency in Kyeema SDA SDA-14
Response to Offer of Residency in Kyeema SDA SDA-15
Speaking UP Brochure KCF-10