Housing Allocations: FAQs
Listed below are questions our Housing Management Team are frequently asked about the Council house allocation system and applying for Council housing.
Further Information
If you require further information, please contact Housing Management team on telephone: 01856 873535.
Housing allocations: Frequently Asked Questions
- Who can apply?
- What happens when I apply?
- What are the categories of priority passes?
- What size of property am I entitled to?
- When will I receive an offer?
- Existing Tenants
- Can I choose where I want to live?
- What if my circumstances change?
- Will I always stay on the housing waiting list?
- Can I check to see if my details are correct?
- How can I find out where I am on the list?
- Sheltered Housing
- What if I have no where to stay?
- Former Tenants
- What happens if I move house?
Applying for a Council Property?
Every applicant must complete the standard Housing Application Form. These are available from the One Stop Shop Council Offices, Kirkwall or the Cash Office, Old Ferry Terminal Building, Stromness and available through Related Downloads on the left of this web page.
Orkney Islands Council and Orkney Housing Association Ltd, OHAL, a Registered Social Landlord, operate a Common Housing Register. This means that you can apply to join the waiting list with both organisations on a single form. If you do not wish to apply to both organisations you must indicate this on your form.
If you wish to apply to both organisations, simply complete one form and return it to either the Council or OHAL. The form will then be copied to the other organisation. If you only wish to be considered by one housing provider, no information will be shared between organisations.
OHAL operate a points based allocation policy where your application is assessed according to housing need. For further information on the way in which points are awarded please contact OHAL direct on Tel: 01866 875253.
The completed form, duly signed, must be returned to Housing Management at the Council Offices in Kirkwall or the Cash Office in Stromness. It can also be returned to OHAL at 39a Victoria Street, Kirkwall. Should you need assistance with filling in the form staff within either of the organisations will be happy to assist.
Following the introduction of the Housing Scotland Act 2001 anyone over the age of 16 is entitled to be admitted to Orkney Islands Council’s housing waiting list.
However, it is important to note that admission to the waiting list is no guarantee of an offer of accommodation.
The Council operates a housing needs based lettings system where each application is assessed according to the households circumstances. Offers of accommodation will be made to those with the highest level of priority pass for that size of property in that area.
Your completed form will be recorded by each organisation in whose properties you have expressed an interest. For the Council the date the form is received will determine the date of application.
You will be sent an acknowledgement card advising that your application has been processed and the date of application. Keep this card safe as it is your record that you have applied for housing.
Your application will be processed in accordance with our Lettings Policy and if you are resident in Orkney and assessed as being in housing need, a Priority Pass will be issued.
If you are not currently resident in Orkney, please note that you will only be awarded a Priority Pass if a clear need to live in Orkney can be demonstrated. For example, you may wish to move to take up employment or to give or receive support. Please note that we require proof of this before a Priority Pass can be issued and certain conditions apply. For example, if you are moving to take up employment, the post must be one that cannot be easily filled within Orkney. For further information please do not hesitate to contact the Housing Management.
Once your application has been assessed, we will send you a registration letter detailing your unique registration number and the level of Priority Pass you have been awarded. Your application will be placed on the waiting list for the areas you selected. Each area waiting list is ranked by level of Priority Pass in order of Platinum, Gold, Silver, Bronze and thereafter by date order of receipt of the application.
What are the categories of priority passes?
There are 4 levels of Priority Pass:
- Platinum
- Gold
- Silver
- Bronze
There are 11 categories where a Priority Pass can be awarded:
|
Emergency |
|
|
Platinum |
Awarded in exceptional circumstances where the existing housing situation is seriously affecting the wellbeing of the applicant or members of the household. The allocation of a platinum pass should be considered by a small panel consisting of the Director of Finance and Housing, the Assistant Director of Housing and Principal Housing Officer and the panel should be informed by the Housing Officer (Allocations) to ensure they have all necessary information and where relevant the Housing Officer (Homelessness). |
|
Homelessness |
|
|
Gold |
You have been assessed by Orkney Islands Council, under the terms of the Homelessness Legislation as being homeless, in priority need and unintentionally so or you have been accepted as homeless by another Local Authority and have been referred to Orkney by that authority and Orkney Islands Council has accepted this referral. |
|
Bronze |
You have been accepted by the Housing Division at Orkney Islands Council as being unintentionally homeless, but do not have a priority need. A Council other than Orkney Islands Council has found you to be homeless, and you have a local connection with Orkney, but have not been referred to Orkney by that other authority. |
|
Medical Assessments |
|
|
Gold |
The applicant’s present housing is completely unsuitable for their medical condition. The quality of the applicant’s life is seriously limited and would be greatly improved by moving to more suitable accommodation. Urgent action is recommended. |
|
Silver |
The applicant has a serious medical condition which would be improved by moving to more suitable accommodation |
|
Bronze |
The applicant has a medical condition which would be improved by moving to more suitable accommodation, but rehousing is not urgently required. |
|
Note: |
|
|
To ensure a consistent and informed approach evaluation of needs will by assessed by an independent Medical Advisor. |
|
|
Overcrowding |
|
|
Gold |
Your present home is short of three or more bedrooms. |
|
Silver |
Your present home is short of two bedrooms. |
|
Bronze |
Your present home is short of one bedroom. |
What size of property am I entitled to?
The Council's rules governing the match between property and household size are as follows:
- Single Person - 1-2 apartment dwelling
- Single Persons wishing to share - 3 apartment
- Couple - 2-3 apartment
- Applicant(s) with one child - 3 apartment
- Applicant(s) with 2 children - 3-4 apartment
- Applicant(s) with 3 or more children - 4-5 apartment
Apartments taken into consideration are the lounge and bedrooms but not the kitchen and bathroom. For example a 3 apartment house has a lounge and 2 bedrooms.
The Director of Finance and Housing may grant a suspension of the normal property size rules in special circumstances. For example, if an applicant has an established need to live in a particular area but no suitable size of property is available in that area.
When a Council property is available to let, a shortlist for that area will be considered by our Housing Management team. The applicant with the highest priority pass for that area, who makes the best use of the property, will be sent an offer letter.
When you receive an offer of accommodation, you should contact Housing Management, Housing Division immediately to arrange a viewing. Failure to respond within one week of dispatch of the offer letter will lead to the offer of accommodation being withdrawn.
Please note that we are unable to provide average waiting times according to level of priority pass as this depends on the area choice, the other applicants on the list and the number and size of vacant properties.
Tenants of Orkney Islands Council may apply to transfer to alternative Council accommodation. These applications will be assessed as per new applicants and a Priority Pass will be awarded if there is a demonstrated housing need.
If you are an existing tenant and you have rent arrears, you may still apply for a transfer. However, an offer of accommodation may be withheld until such time as a suitable repayment plan has been set up and adhered to for at least 3 months. Please contact us to discuss this as personal circumstances are taken into consideration.
Council tenants, wishing to transfer, are reminded that a pre-tenancy termination inspection, or PTTI, will be undertaken of their existing home, at the offer stage, and any outstanding tenant repairs must be completed. Failure to do so may lead to the offer being withdrawn.
Can I choose where I want to live?
Those applying for Council accommodation may select up to four areas and a separate leaflet indicating letting areas and property availability which is issued with the Housing Application Form. Both files are available through Related Downloads on the left of this web page. Applicants should only select areas where they would accept an offer of accommodation.
You may alter your area selections, at any time, by writing to the Director of Finance and Housing. Forms for this purpose are available from the One Stop Shop Council Offices if required.
When selecting your area choices it is important to understand that waiting times vary according to area. For example, areas of high demand such as Kirkwall have significant waiting times and it is anticipated that most properties will be let to applicants with Gold priority passes.
If you have a lower level of priority pass, or no priority at all, then it is unlikely that you will be offered a property in an area of high demand.
Applicants who have only one area choice should be aware that they are likely to wait longer for a property, although this does depends on the area that has been selected.
What if my circumstances change?
You must immediately advise Housing Management so that your records may be amended. Such changes include changes in family size e.g birth of child or change of address. When notifying us of changes in family size ie birth of a child, we require the child's full name and date of birth.
If your address does change you will be required to complete a fresh application form and your application will be reassessed. The application form is based on your current accommodation. Your date of application will remain the same.
Failure to notify changes of circumstances may lead to an offer being withdrawn.
Will I always stay on the housing waiting list?
Housing Services and Orkney Housing Association Ltd, OHAL, carry out a rolling review of the waiting list. All applicants will be contacted on the anniversary date of their housing application to check if they still wish to be considered for housing.
Failure to reply will lead to your application being removed from all waiting lists. You can reapply at any time but you will lose your original date of application.
Can I check to see if my details are correct?
Yes. If you wish to check please contact Housing Management who will advise what information has been recorded on your application.
How can I find out where I am on the list?
We are unable to provide applicants with a number on the waiting list. Your level of priority pass indicates your position on the waiting list.
The Council has three Sheltered Schemes at present which have a warden and Community facilities. Please indicate on your application form if you require Sheltered Housing. Details of Sheltered Housing and how your needs are taken into account can be obtained from Housing Management. Applicants wanting to be considered for sheltered housing must complete the separate Sheltered Housing Form. Please contact the Housing Management for an application pack.
Further information about how we allocate Sheltered Housing is available from our Sheltered Housing Leaflet which can be downloaded through Related Downloads on the left of this web page.
What if I have no where to stay?
The Council has a legal duty, in certain instances, to secure temporary and/or permanent accommodation to those who are homeless or threatened with it.
Please contact Housing Services on Tel: 01856 873535. We also provide a 24 hour emergency service which can be contacted on pager Tel: 07699 705 527. If the pager is unavailable please phone Tel: 07921 582 962.
If you have previously been a tenant of Orkney Islands Council your application will be accepted on to the housing waiting lists, however any outstanding rent arrears attributable to the former tenancy may lead to an offer of housing being withheld. However, if you set up a suitable repayment plan your application can be considered. If this is your situation, please contact Housing Management to discuss this further.
If you move to another property and wish to stay on the waiting list, you must complete a fresh application form. Your application will be reassessed and you may lose your Priority Pass.
Please note that if you have moved house within the last 12 months and your new home is unsuitable for your households needs you may be deemed to have deliberately worsened your circumstances. This will depend on how reasonable it was to move and whether your previous home did meet your households needs. This penalty may also apply to applicants who have given up secure accommodation to move to an insecure tenancy.
If you are deemed to have deliberately worsened your circumstances your application will be suspended for 12 months from the date you worsened your circumstances. This means that you will not be considered for any vacant properties during that period. If you are unhappy with our decision you can appeal.
Appeals should be made to the Director of Finance and Housing and must clearly set out the reasons why you believe our decision is unreasonable. Assistance with appeals is available from the Citizens Advice Bureau. For further information please ask staff for a copy of our Appeals Procedure.