Policies

Tenancy Policy

1. Summary
   1. Shal has a responsibility to ensure that tenants are safe in their homes throughout their tenancy.
   2. The purpose of this policy is to set out Shal Housing’s position regarding tenant access to loft spaces in its properties. This policy ensures tenant safety, protects property assets, and ensures compliance with legal and regulatory obligations.
   3. Persons responsible for the implementation of the policy are the Property Services Manager and Housing Manager.
2. Objectives
   1. The objective of this policy is to ensure that no individual, tenants or visitors to the homes for which SHAL has responsibility, has access to the loft space. This is to avoid any risk to the safety and wellbeing of the person gaining access.
   2. Loft spaces in Shal Housing properties are not designed for tenant access, storage, or modification. As such, tenants are prohibited from entering or using loft spaces.
3. Details
   1. The loft areas in shal’s homes are designated unsafe areas for the following reasons:
      1. Health and Safety: Lofts are typically unfloored, unlit, and unsafe for general access. Entering these spaces poses a serious risk of injury.
      2. Structural Damage: Excessive or inappropriate use of loft space can damage ceiling joists, and property infrastructure.
      3. Insulation: Insulation laid across ceiling joists is compacted when items are stored on top, this reduces the effectiveness of the insulation. Access is dangerous when joists are covered by insulation, with an added risk of potential inhalation of fibreglass.
      4. Insurance Limitations: Items stored in unauthorized areas are not covered under Shal’s insurance, and liability will not extend to tenant property or injury.
      5. Asbestos Exposure: Some lofts may include asbestos-containing materials, which should not be disturbed under any circumstances.
   2. Shal ensures that a locking loft hatch is installed on all void properties, with a keysafe fitted in an adjacent cupboard which only Shal employees and representatives have coded access.
   3. Shal will fit locking loft hatches when replacing defective loft hatches in its response repairs service, and after carrying out energy efficiency works.
4. Tenant Responsibilities
   1. Tenants must not enter or store items in loft spaces.
   2. Permission for loft access (e.g. for cable routing or equipment installation) must be submitted in writing and approved by Shal Housing in advance.
   3. Tenants are responsible for the cost of any damages, removals, or repairs resulting from unauthorized loft access or storage.
5. Shal Responsibilities
   1. Ensure compliance and loft safety when carrying out inspections such as fire safety, end of tenancy and stock condition surveys.
   2. Clearly communicate this policy at tenancy sign-up and within tenant information packs.
   3. Maintain the integrity and safety of loft spaces during necessary repairs or inspections.
   4. Recharge tenants for any required removal, cleaning, or repair costs.
   5. Undertake tenancy enforcement action where applicable.
   6. Decline liability for any tenant property damage or personal injury linked to unauthorised loft use.
   7. To consider all written requests for access in exceptional circumstances. on a case-by-case basis, with decisions based on the safety and suitability of the request.
   8. Ensure all works to lofts are carried out in a safe manner with contractors and suitable persons working to prepared and agreed risk assessment method statements (RAMS).
6. Outcomes
   1. The desired outcome is to have zero Health and Safety issues related to loft access and works carried out in lofts.
   2. To ensure this policy is implemented and adhered to.
   3. Tenants, visitors, Shal employees and Contractors are safe.
7. Consultation
   1. A draft copy of this policy will be available on our website to allow members of the public an opportunity to comment on its contents prior to being submitted for approval by SHAL’s board.
8. Equality and Diversity
   1. SHAL will take account of the circumstances and characteristics of the people who live in our homes when implementing this policy.
9. Value for Money
   1. SHAL seeks to ensure that Health and Safety is managed by adhering to the principles of sensible risk management which ensures that employees, tenants, the public, contractors and suppliers and our properties are properly protected, ensuring that everyone understands what they can do to mitigate and manage risk and how to act responsibly in order to do so.
10. Owner
    1. The Property Services Manager is responsible for updating this policy.
11. Version and Revisions
    1. This policy will be reviewed every 2 year(s).
    2. Revisions