Policy: A16 Staff Accommodation Policy Version:

A16/02

Ratified by:

Trust Management Team

Date ratified:

14th May 2014

Title of Author:

Director of Estates and Facilities

Title of responsible Director

Executive Director of Organisation and Workforce

Governance Committee

Trust Partnership Forum

Date issued:

14th May 2014

Review date:

May 2017

Target audience: Disclosure Status

All Trust and affiliated staff. B: Can be disclosed to patients and the public

EIA / Sustainability

N/A

Implementation Plan

Other Related Procedure or Documents:

West London Mental Health NHS Trust Policy First Date of Issue: July 2011

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Equality & Diversity statement The Trust strives to ensure its policies are accessible, appropriate and inclusive for all. Therefore all policies will be required to undergo an Equality Impact Assessment and will only be approved once this process has been completed. Sustainable Development Statement The Trust aims to ensure its policies consider and minimise the sustainable development impacts of its activities. All policies are therefore required to undergo a Sustainable Development Impact Assessment to ensure that the financial, environmental and social implications have been considered. Policies will only be approved once this process has been completed.

West London Mental Health NHS Trust Policy First Date of Issue: July 2011

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A16 - Staff accommodation Policy Version Control Sheet Version Date

Title of Author

Status

Comment

A16/01

July 2011

Interim Director of Capital, Estates & Facilities

NEW Policy Draft

To support staff recruitment and retention; provide consistency in the identification and determination of future accommodation requirements across the Trust; provide consistency in the length of tenancy; and a mechanism by which accommodation charges are regularly reviewed and implemented.

A16/02

March 2014

Director of Capital, Estates & Facilities

Revision

Revision to reflect temporary accommodation for staff in exceptional circumstances. Revision following St Bernard’s land sales and associated changes to Trust accommodation stock. Trustwide consultation ending 28/04/14 Presented to May 2014 TMT - Approved

West London Mental Health NHS Trust Policy First Date of Issue: July 2011

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Content

Page

1

Flowchart

5

2

Introduction (includes purpose)

6

3

Scope

6

4

Definitions

7

5

Duties

7

5.1

Chief Executive

7

5.2

Accountable Director

7

5.3

Managers

7

5.4

Specific Staff for Policy

7

5.5

All Staff

8

6

Systems and Recording

8

7

General Principles

8

8

Nomination Procedure

8

9

Length and Terms of Tenancy

9

10

Payment of Accommodation Charges

9

11

Review of Accommodation Charges

10

12

Rent Arrears

10

13

Exceptional Circumstances

10

14

Equal Opportunities

10

15

Training

10

16

Monitoring

11

17

Fraud Statement

11

18

References

11

19

Supporting documents

11

20

Glossary of Terms/Acronyms

11

21

Appendices

11

Appendix 1 – Broadmoor Accommodation Schedule

12

Appendix 2 - Monitoring Plan

13

West London Mental Health NHS Trust Policy First Date of Issue: July 2011

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1.

FLOWCHART

Accommodation request submitted on an application form (available from Estates)

Potential tenants contacted confirming room availability, moving in date and other relevant details

Exception Circumstances Arise

Trust may offer temporary accommodation subject to alternative arrangements at its discretion to support continuity of operations

Assured Shorthold Tenancy Agreement signed

Tenancy Information Recorded on Res Manager and Monitored

West London Mental Health NHS Trust Policy First Date of Issue: July 2011

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2.

INTRODUCTION (INCLUDES PURPOSE)

2.1

West London Mental Health NHS Trust accepts that in order to attract recruit and retain high calibre staff, there is a need to provide high level affordable accommodation. The principle reasons for doing so are: To allow applicants from outside traditional recruitment areas the opportunity to have staff accommodation for a period of time which will allow them to settle into their post without the added stress of seeking private/rented accommodation in an area that may be unfamiliar to them. In competition with other NHS employers, the option to have affordable accommodation available is a positive recruitment tool. In addition the Trust is under an obligation to provide accommodation for nursing students undertaking training with the Trust.

2.2

Currently the Trust has accommodation at Broadmoor Hospital which is managed and maintained internally by the Trust’s Estates & Facilities Department. The redevelopment at Broadmoor and associated land sales may allow the Trust to consider options for new accommodation in the future. Refer to Appendix 1.

2.3

The Trust no longer has accommodation at the St Bernard’s site in Ealing, however Trust and affiliated staff are currently using the Ealing Hospital staff accommodation until the new staff accommodation to be provided on land sold by the Trust is available.

2.4

Purpose This policy has been written for the following reasons:1.

To support staff recruitment and retention.

2.

To provide consistency in the identification and determination of future accommodation requirements across the Trust whilst supporting the two major redevelopments at Broadmoor and St Bernard’s MSU.

3.

To provide consistency in the length of tenancy.

4.

To provide a mechanism by which accommodation charges are regularly reviewed and implemented.

3.

SCOPE

3.1

This policy will apply to all employees or affiliated staff of West London Mental Health NHS Trust. Only staff employed by or affiliated to the Trust will be entitled

West London Mental Health NHS Trust Policy First Date of Issue: July 2011

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to reside within the staff accommodation. On termination of employment, the right to access staff accommodation will cease.

4.

DEFINITIONS

4.1

Affiliated Staff Staff not directly employed by the Trust but undertaking duties for or in collaboration with the Trust e.g. research students/professionals or student nurses.

4.2

Assured Shorthold Tenancy Assured Shorthold Tenancy within the meaning of the Housing Act 1988 as amended by the Housing Act 1996

4.3

Staff Accommodation Residential accommodation within the control of the Trust and intended as temporary accommodation. Whether the accommodation is owned by the Trust or managed through a third party, the Trust staff accommodation policy will apply unless ownership and or occupational arrangements change.

5.

DUTIES

5.1

Chief Executive The Chief Executive is responsible for ensuring that the Trust has policies in place and complies with its legal and regulatory obligations.

5.2

Accountable Director The accountable director is responsible for the development of relevant policies. They are also responsible for trustwide implementation and compliance with the policy.

5.3

Managers Managers are responsible for ensuring policies are communicated to their teams and to newly recruited staff.

5.4

Policy Author Policy Author is responsible for the development or review of a policy as well as ensuring the implementation and monitoring is communicated effectively throughout the Trust via CSU / Directorate leads and that monitoring arrangements are robust.

West London Mental Health NHS Trust Policy First Date of Issue: July 2011

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5.5

All Staff All staff have a responsibility to familiarise themselves with this and other relevant Trust policies and procedures.

6.

SYSTEMS AND RECORDING

6.1

All tenancy information will be recorded by the Estates Officer following formal completion of documentation and uploaded to Res Manager.

7.

GENERAL PRINCIPLES

7.1

All residents in Trust staff accommodation must be current employees or affiliated staff and will be offered accommodation for a maximum period of 6 calendar months from the date of occupancy. It is expected that, at the end of this period, alternative accommodation will have been found and that Trust accommodation will be vacated.

7.2

Tenants are expected to comply fully with the terms of their assured shorthold tenancy agreement. Failure to comply may result in action being taken by the Trust for example withholding deposits in respect of damaged property or the tenant being issued with notice to quit in the case of unacceptable behaviour.

8.

NOMINATION PROCEDURE

8.1

New Employees/Affiliated Staff Upon offer of appointment, managers must determine whether the appointee may require accommodation and should make the appointee aware of Trust facilities as appropriate. Appointees requesting accommodation will be provided with a welcome pack by the Estates Department which includes accommodation application forms. Completion of this paperwork should be submitted directly to the Estates Department. In advance of submitting request paperwork, employees and affiliated staff are permitted to visit the site and view the accommodation. On acceptance, paperwork is completed and the application is processed.

8.2

Direct request by an employee already employed by WLMHT. Where an existing employee wishes to make a request for accommodation this must be done directly via the Estates Department on the appropriate request form. Requests for accommodation for non Trust employees/affiliated staff may occasionally be considered at the discretion of the Trust.

West London Mental Health NHS Trust Policy First Date of Issue: July 2011

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9.

LENGTH AND TERMS OF TENANCY

9.1

All residents will be offered accommodation for a maximum period of 6 calendar months from the date of occupancy. Trust accommodation is intended as a temporary solution to enable new staff to settle into their post and become familiar with the area. It is expected that at the end of the six month period of the agreement, alternative accommodation will have been found.

9.2

In extenuating circumstances residents may apply for an extension to their contract and should do so in writing to the Estates Department a minimum of 8 weeks before the end of their existing contract. Requests for an extension should detail the nature of the circumstances and agreement will be at the discretion of the Trust.

9.3

Residents are expected to comply with all the rules and regulations of their residency as issued by the Trust. The Trust reserves the right to employ any legal action or proceedings which may be necessary following any breach of the tenancy agreement. Any subletting will result in the tenant receiving a notice to quit the accommodation.

9.4

The Trust reserves the right to refuse accommodation to any employee regardless of their position within the organisation, subject to the Trust Policy in respect of Equal Opportunities.

10.

PAYMENT OF ACCOMODATION CHARGES

10.1

A deposit of one month’s rent is required for all rooms allocated to employees or affiliated staff based on a 6 month tenancy and is and payable when keys are issued. To assist staff, this may be deducted from salary.

10.2

Employees or affiliated staff staying up to 3 months are not required to pay a deposit but must pay a minimum of £100 upfront rent when moving in.

10.3

Rent includes all utility bills, council tax and service charge.

10.4

The monthly rent varies slightly according to the size of the bedrooms, with the average room rent currently being £380 per calendar month based upon a 6 month term.

10.5

Rent for tenants staying up to 3 months is charged rent at £10 per night. In this case any remaining rent must be settled prior to vacating room.

10.6

Accommodation charges for employees of the Trust will be deducted from their pay source.

10.7

Affiliated staff will be invoiced for the accommodation charges which can be paid via direct debit, cheque or standing order.

West London Mental Health NHS Trust Policy First Date of Issue: July 2011

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11.

REVIEW OF ACCOMMODATION CHARGES

11.1

Accommodation charges will be reviewed annually by the VOA (Valuation Office Agency). The District Valuer will set the commercial rents for staff accommodation and the Trust will give written confirmation of rental changes to tenants by giving them one months notice.

12.

RENT ARREARS

12.1

If a resident has arrears of rent or vacates Trust accommodation with rent owing and recovery of this by the Trust has failed, the details will be forwarded to a debt agency for action.

13.

EXCEPTIONAL CIRCUMSTANCES

13.1

In the event of exceptional circumstances e.g. significant adverse weather conditions or serious incident the Trust may offer temporary accommodation subject to alternative arrangements at its discretion if required to support continuity of operations. This includes any exceptional circumstance affecting a member of staff eg. flood or fire.

14.

EQUAL OPPORTUNITIES.

14.1

All applicants for accommodation are requested to complete the Equal Opportunities form.

14.2

The majority of accommodation is single occupancy and employees or affiliate staff needing to house partners or family members are advised not to rely on Trust accommodation to provide a temporary residence for them. Where supply allows, family dwellings will be made available. A waiting list is currently in operation for family accommodation.

15.

TRAINING

15.1

Relevant estates staff will be proved with training on the use of Res Manager, as appropriate.

West London Mental Health NHS Trust Policy First Date of Issue: July 2011

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16.

MONITORING

16.1

Estates will ensure that the policy is applied consistently and will monitor Lease expiry information via Res Manager Reports on a monthly basis.

17.

FRAUD STATEMENT (n/a if not applicable) N/A

18.

REFERENCES None

19.

SUPPORTING DOCUMENTS None

20.

21.

GLOSSARY OF TERMS/ ACRONYMS NHS

National Health Service

MSU

Medium Secure Unit

CSU

Clinical Service Unit

NHSLA

National Health Service Litigation Authority

WLMHT

West London Mental Health Trust

VOA

Valuation Office Agency

APPENDICES Appendix 1 – Broadmoor Accommodation Schedule Appendix 2 – Monitoring Template

West London Mental Health NHS Trust Policy First Date of Issue: July 2011

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APPENDIX 1 Broadmoor Accommodation Schedule Broadmoor Hospital offers accommodation in the hostels to all hospital staff and students. There are 5 hostel blocks able to house up to 124 tenants. The following information will give you an overview of the service we provide.

Accommodation comprises of 3 or 4 bedroom flats. Each Tenant rents their own bedroom and shares a communal kitchen, bathroom and toilet with their flatmates.

Each bedroom is carpeted, curtained and furnished with a single bed, bedside cabinet, wardrobe, chest of drawers or desk and a chair. Walls are painted neutral colours.

Each flat is equipped with basic crockery, cutlery, saucepans, cooking utensils, kettle, toaster, vacuum cleaner, iron, ironing board and cleaning tools such as mop and bucket, sweeping brush.

West London Mental Health NHS Trust Policy First Date of Issue: July 2011

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APPENDIX 2 POLICY / PROCEDURE:

MONITORING A16 – Staff Accommodation Policy

MONITORING TEMPLATE

Minimum Requirement to be Monitored

Where described in policy

WHO HOW MONITORED (which staff / team / (Audit / process / dept) report / scorecard) list details

HOW MANY RECORDS (No of records / % records)

FREQUENCY (monthly / quarterly / annual)

REVIEW GROUP (which meeting / committee)

Monitoring of all tenancy agreements

Section 16

Estates and Capital Reports from Res Manager

All

Monthly

Directorate Meetings

West London Mental Health NHS Trust Policy First Date of Issue: July 2011

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OUTCOME OF REVIEW / ACTION TAKEN (Action plan / escalate to higher meeting) CEF SMT