DEFENCE INSTRUCTIONS AND NOTICES (Not to be communicated to anyone outside HM Service without authority) Title: Applying for Service

Family Accommodation in the UK transformation of Allocation Services

Audience: All MOD personnel who wish to apply for UK SFA Applies: Immediately Expires: When rescinded or replaced Replaces: N/A Reference: 2012DIN04-094 Released: Jun 2012 Channel: 04 Equipment and Support and the Defence Estate Subject: Allocation of Service Family Accommodation (SFA) in the UK Content: Sponsor: Contact: Keywords: Related info: Guidance for Service personnel about improvements to the process for applying for and allocation of Service Family Accommodation in the United Kingdom. Defence Infrastructure Organisation (DIO) Operations Accommodation. Sarah White, Asst Head DIO Operations Accommodation. Mil: 94767 Ext 2419. Email: DIOOpsAccn-HASC@mod.uk Applying for Service Family Accommodation; SFA: Housing Allocations Applying for Service Family Accommodation MOD Form 1132 - Application to Occupy SFA

Classification: UNCLASSIFIED Background The allocation of Service Family Accommodation (SFA) was conducted through a paper application form and a resource intensive allocations process, which was managed at eight Housing Information Centres (HICs). As a result of the National Audit Office report, Public Accounts Committee findings, and the DIO Transformation Programme, a review was carried out on how SFA is allocated in the UK. The review made two main recommendations which have now been implemented: - To centralise the allocation activity at the Housing Allocations Service Centre (HASC) to improve efficiency and consistency. - To enhance the existing electronic application system to allow Service personnel to view online estate agent style details for available SFA properties that match their entitlement and posting location, and to register their top three preferences.

The advantages of these improvements are that personnel will be able to: - Obtain more information about available accommodation that matches their entitlement, including photographs and floor plans. An external photograph will be provided for each SFA along with a map and details about the property. Further images and floor plans will become available as properties are vacant and released for allocation. - Have much greater customer input to their housing selection, which will be fully considered when the final decision is made about allocation by the HASC. - Use the dedicated online service to track their application and receive a quicker response to requests for accommodation. Applying for UK Service Family Accommodation All Service personnel who wish to apply for Service Family Accommodation (SFA) in the UK are expected to use the electronic application form (e-1132). If you wish to apply for SFA go to http://apps01.domis.r.mil.uk/e1132/ - which is only available on MOD systems to protect your information. The system can also be found on the Admin Tab of the Defence Intranet. The only exceptions to using the e-1132 are for personnel who do not readily have access to the Defence Intranet. These include: personnel deployed on operations; Defence Attaches/Exchange Officers; personnel serving overseas; Special Forces and Recruiting Officers. Please note that illegible or incomplete paper forms (MOD Form 1132) will be returned and that your allocation may be delayed as a result. The Allocations Service process From 20 June 2012 the process for applying for UK SFA will be: 1. Entitled/Eligible Service personnel identify a new or changing requirement as a result of Assignment Order, marriage or change of family size. 2. Personnel complete application form using e-1132 system, wherever possible. 3. The e-1132 self preference system will display available properties that match entitlement providing photographs and floor plans where available. The system will also provide a map showing the location of the available properties. 4. Applicant registers their three preferences, in order. If no properties are available Substitute SFA may be appropriate, further details are included below. 5. HASC reviews the preferences and makes a formal offer where a suitable property exists sending a message by email. The allocations process is set out below. 6. Personnel may accept or reject the offer, in accordance with the existing policy. Guidance about rejecting the offer is included below. 7. If accepted, the applicant views and accepts the Licence to Occupy online using the e-1132 system. 8. Personnel book Move In and Move Out (if appropriate) online using the electronic system. 9. Once the offer is accepted, the licence agreed and Move In appointment booked; an email will be sent confirming the allocation of the property. 10. DIO Operations Accommodation staff and the Service Licensee (or nominated proxy) attend the agreed Move In appointment to formally accept the property. Rejecting the offer If personnel refuse the offer for personal reasons, they are placed on a refusal waiting list. There is no guarantee when a further offer will be made. Personnel should note that

they may well not be granted permission to retain their SFA at their old Duty Station, and may need to make their own arrangements for accommodation whilst they await a second offer. Substitute Service Family Accommodation If no suitable Service accommodation exists in an area, a Non Availability Certificate is issued and suitable Substitute SFA (SSFA) will be sought from the local private rental market. The Housing allocations process Staff in the HASC consider the following points when making decisions about allocations, to ensure that the MOD uses the stock available to best meet the needs of all applicants. This will also be used to make decisions when more than one applicant expresses a preference for the same property: - Date application submitted - Requirement Date - Posting date - Family size and ages - Pets - Local or Chain of Command agreements - Commuting distance. Self Preference system The new enhanced system, which was launched on 20 June 2012, will aim to display at least one photograph of suitable properties that match the entitlement of individual Service personnel, in addition to supplying a description of the property and floor plans where available. The programme to capture photographs and floor plans is ongoing, as this information is only being collected when a property is empty or between occupants. Any faults found with the new system should be reported to DIOOpsAccne1132UserAccounts@mod.uk and any allocation issues should be referred to the Housing Allocations Service Centre using one of the email addresses listed below or that are available on the SFA Points of Contact page. The system is an integral element of the Defence Infrastructure Organisations Technology Solution, which will establish the Information systems and eEnabled processes that the DIO will use in the future. Contacting the Housing Allocations Service Centre The HASC replaced the former Housing Information Centres (HIC). The centre, which is based at Aldershot and Thetford, will provide a more consistent housing service for Service families in the UK. Personnel who wish to apply for SFA should use the e-1132 online application form. However, if you need to contact the HASC you should use email address, which can be found on the SFA Points of Contact page at www.mod.uk/ServiceFamilyAccommodation or the Freephone number. Addresses, fax numbers, email addresses and telephone numbers are also published below.

Aldershot Address: HASC Aldershot Building 3 ABRO Ordnance Road Aldershot, GU11 2AA Fax: Email: 01252 318591/348636 DIOOpsAccn-HASCTeam1@mod.uk (All London Locations and South East England) DIOOpsAccn-HASCTeam3@mod.uk (Salisbury Plain Training area) DIOOpsAccn-HASCTeam4@mod.uk (Aldershot extending to South Coast and South West England) DIOOpsAccn-HASCTeam8@mod.uk (Bristol extending to Brize Norton and Yeovilton)

Thetford Address: HASC Thetford Building 29 Barnham Camp Thetford Road Barnham Thetford Norfolk, IP24 2DJ Fax: Email: 01842 890975 DIOOpsAccn-HASCTeam2@mod.uk (East of England) DIOOpsAccn-HASCTeam5@mod.uk (Scotland and Northern Ireland) DIOOpsAccn-HASCTeam6@mod.uk (Northern England including Lincolnshire and Yorkshire) DIOOpsAccn-HASCTeam7@mod.uk (Wales and West of England extending to High Wycombe)

Please note that previous email addresses for the HICs have now been closed and should no longer be used. Telephone The HASC Freephone number is 0800 169 6322. Calls from mobiles and some other providers may charge for Freephone calls. Alternatively you can call the standard rate number at 01904 418000 (which should be free for mobile inclusive call packages and can be accessed overseas using 0044 1904 418000) or Military 94510 8000. Quick guide to applying for UK Service Family Accommodation 1. When applying for SFA, use the electronic form e-1132 wherever possible. It can be found at http://apps01.domis.r.mil.uk/e1132/ 2. The online application form allows you to track your application, view available properties, express your preferences for individual properties, book a Move In appointment and electronically sign your licence to occupy.

3. The SFA Website, at www.mod.uk/ServiceFamilyAccommodation, has a wealth of useful information and guidance about all aspects of UK SFA. The site is organised around the issues you want to know about, such as applying for accommodation or the Move Out process.
4. If you need to contact the HASC they can be contacted using the email addresses on

the SFA Points of Contact page on the SFA website and listed above, or by calling Freephone 0800 163 6322, on 01904 418000 (for mobiles/overseas), Military 94510 8000