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chrs factsheet 5

COMMON HOUSING REGISTERS

TENANT PARTICIPATION IN DEVELOPING COMMON HOUSING REGISTERS

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Want to know how to involve tenants in the development of your CHR?

Then this factsheet is for YOU!

Background

. . . on CHRs

The Scottish Executive has been actively supporting the development of Common Housing Registers since the National Framework for CHRs was published in March 2001. Following the launch of the 2004-6 funding programme, every social landlord in Scotland should be working towards setting up a CHR in partnership with all other landlords in their area of operation.

CHRs are now also part of the legislative and regulatory framework governing the housing services of local authorities and Registered Social Landlords. The Housing (Scotland) Act 2001 includes a reserve power on CHRs, while the Performance Standards jointly published by Communities Scotland, COSLA, and SFHA identifies CHRs as the best way of maximising access to housing. Participation in the development and operation of a CHR will be tested by Communities Scotland within the regulatory process which now affects all social landlords in Scotland.

. . . on Tenant Participation

The 2001 Act [s53] introduced a new duty for landlords to have a Tenant Participation Strategy in place, and to maintain a list of Registered Tenant Organisations (RTOs) that meet certain criteria. Section 54 of the Act also requires landlords to involve tenants in any decisions which may affect them, and to have regard to their representations. Assessing landlords' performance in relation to tenant participation is also a key feature of Communities Scotland's Regulation and Inspection function.

What does tenant participation mean for CHRs?

• Given that it will affect the housing service provided to tenants, CHR development is one of the areas where landlords are expected to consult with service-users.
• This applies not only to Registered Tenant Organisations, but also to individual tenants.
• The Scottish Executive's guidance on tenant participation states that meaningful participation requires landlords to engage with tenants throughout the process, from agenda-setting right through to decision making.
• While final decisions will rest with the landlord, tenants - on an individual and group basis - must be able to influence that decision.
• It is the landlord's responsibility to explain clearly to tenant representatives the boundaries within which they are able to influence decisions, and, conversely, the parts of the process or decision over which they cannot have influence, and the reasons for this.
• In order to facilitate effective tenant engagement in the CHR development process, it is the landlord's responsibility to ensure that tenants are provided with appropriate training and support so that they are equipped with the right information and skills to engage on an equal basis with others around the table.
• One of the key founding principles of CHR development is the importance of trust between partners. Tenants are key and equal partners in the process. Building trust with tenants through the CHR development process is part of a broader relationship the landlord has with its tenants.

Beyond 'tenant' participation

In developing CHRs landlords should not only consult with existing tenants, but also with applicants for housing. Landlords should undertake consultation as early as possible in the process, at a stage where the CHR can be influenced by the outcome of any consultation. Monitoring will be ongoing throughout but the service should be tailored to meet applicants' needs as early as possible. While it may be more difficult to engage with applicants, landlords should look at ways of gauging their views. Possible methods include:

• 'exit surveys' of applicants visiting housing offices
• short questionnaires to applicants who have recently joined the housing list
• interviews/focus groups with applicants
• interviews or questionnaires to recently-housed applicants about the process of applying for/being assessed for housing.

It is also critical that you ask applicants to complete your draft CHR application form before it is finalised, to make sure you get it right.

Whichever method is used, the aim of the exercise is to gather applicant views on what type of service would make the process easier for them, and to take this into consideration in designing how the CHR will operate at the front-end.

From theory to practice: top tips

So, tenants have a right to participate in decisions about the development of your CHR, from the beginning of the process through to implementation and to the monitoring, evaluation and review stage of any activity. It is well worth remembering that all local authorities and RSLs should have a Tenant Participation Strategy in place, so you're not starting from scratch. The Tenant Participation Strategy's principles and methods for providing information, consultation and participation should be applied to the development of your CHR.

In practical terms, how can you ensure that tenants are effectively represented in the development of the CHR in your area?

• Provide clear information on CHRs to tenants, tenant organisations and applicants.
• Invite tenant representatives onto the CHR Working Group.
• Ideally, encourage representatives from Registered Tenant Organisations rather than individual tenants, as:

• Ensure that you take responsibility for offering training and support to equip tenant representatives with the skills to operate effectively at meetings. This may mean that you provide additional training to tenants before the process begins or alongside it.
• Give tenants as much scope as possible to influence decisions and outcomes, within reasonable boundaries.
• Provide absolute clarity on what these boundaries are.
• Be clear about which parts of the process are/are not negotiable.
• Don't always expect to agree - you have different perspectives and different limitations. But do strive to achieve conensus and least explain when/why you are unable to agree.
• Ensure tenants are fully aware of the implications of the choices they are making. Provide them with sufficient information so that they can make decisions within the bounds of reality/restrictions, explaining fully what you are doing.

Involving tenants beyond the Working Group

• Inform tenants more widely at key stages by holding local events or by including key information in, for example, tenant newsletters, web sites and the media.
• Consult across subject matter and consider 'piggy-backing' on wider issues such as, homelessness, housing advice or local housing strategies. This can combat participation fatigue.

BUT . . .

THEN . . .

• When the CHR is ready to 'go live', ensure that you think about the publicity and information material which will go out to tenants and applicants to tell them about the changes.
• Do some market testing to ensure that your publicity information is clear and cannot be misinterpreted, remembering to take into account the needs of equalities groups.

What should you do now?

• First of all, get a copy of your organisation's Tenant Participation Strategy so that you understand the methods/structures which are already in place and which you can make use of.
• Speak to the lead officer with responsibility for tenant participation within your organisation(s). Tell them about the CHR and ask for their advice on the best ways of involving tenants.

Should you wish to know more about the work of Communities Scotland's Tenant Participation Development Team, go to www.communitiesscotland.gov.uk and follow the links.

Further reading

The following publications are available free of charge from the Scottish Executive:

CHR Guide - Building a Common Housing Register, a Practitioner's Guide

The National Framework for Common Housing Registers

Third (2001) Common Housing Registers - Considering the Options

Over the next two years, the Scottish Executive will be publishing further materials, to
provide information, advice and guidance to local authorities and RSLs who are working towards establishing a CHR. These will be publicised through the CHR Newsletter. If you are not already on our mailing list, please email the CHR mailbox on CHRS@scotland.gov.uk or telephone
0131 244 2105.