Aids and Adaptations

What Is An Adaptation?

An adaptation is an alteration or additional fitting which can be provided to assist you, or someone within your household to access the basic facilities within their home. This is usually required if you, or someone in your household is disabled or their mobility is impaired. Adaptations are usually split up into two types – Minor Adaptations and Major Adaptations.

Minor Adaptations – these are usually minor and non-complex adjustments or fixtures costing less than £500. These often include Grab Bars, Handrails or Lever Taps. These can be requested directly via our call centre.

Major Adaptations – these are usually major changes to your home, such as a Level Access Shower or Stair Lift, which will cost more than £500. These adaptations would need to be recommended by an Occupational Therapist, employed by your Local Authority.

Minor Adaptations – if you would like to request a minor adaptation, please contact our customer service centre on 0114 2288100, or email us on repairs@archeshousing.org.uk. Many of our minor adaptations are carried out by our in-house contractors. If further investigation into your request is needed, this will be forwarded to an Housing Officer. In some instances, we may request you seek an Occupational Therapist report for minor adaptation cases to support your request where we deem this necessary.

Major Adaptations –

Step 1 – Contact your Local Authority to request an Occupational Therapy assessment. There can sometimes be a waiting list to access this service.

Step 2 – We will receive your Occupational Therapist’s report, containing any recommendations requested. We will write to you to confirm receipt of this and advise of our decision.

Step 3 – If works are approved, we will liaise with the Local Authority & Occupational Therapist to arrange these works. We will keep you updated with all progress.

Step 4 – You will be informed of the contractor who will be completing your adaptation and be informed of the start date for these works.

Step 5 – After your adaptation has been completed, you will be contacted to complete a satisfaction survey.

For more information on Lifting equipment, please see the section below.

Further information

• Minor Adaptation Requests are usually completed within 15 working days of being approved.
• Major Adaptation Requests are usually completed within 6 months of being approved.
• The Government provides funding in the form of a Disabled Facilities Grant for these types of works. We have funding arrangements in place with some Local Authorities, so sometimes Arches will not carry out the works themselves. This would be communicated to you if applicable.
• Requests are completed in date order of receipt, unless deemed critical by your Occupational Therapist. This means there is an immediate risk to health and safety. In these instances we will do everything we can to complete these as soon as possible.
• Our Compliance team will provide the service and maintenance to any mechanical equipment installed in your home if not covered by the Local Authority. This would be relevant for all Stair Lifts, Ceiling Track Hoists and Through Floor Lifts.
• If we cannot fulfil your adaptation request, we will provide a full explanation in writing and our Housing Team will support you to find a suitable alternative property is necessary.

Our Commitment is to:

• Consider every adaptation request that we receive, providing a timely response regarding our decision.
• Support as many eligible adaptations as we can.
• Use approved contractors to carry out and maintain all our adaptations.
• Complete all major adaptations within the local Authorities time frames
• Carry out satisfaction surveys to help improve our service.

Aids and Adaptations - Lifting Equipment

Arches are responsible for ensuring any lifting equipment we know about in your home is safe and properly maintained. This may include:

•    Stairlifts
•    Platform lifts
•    Ceiling track hoists
•    Bath hoists
•    Other specialist lifting equipment provided to support your needs

Keeping Us Informed

Please let us know if you have any lifting equipment in your home, especially if it has been:

•    Installed by another organisation or contractor
•    Privately purchased or arranged
•    Repaired, replaced, altered or removed
•    By keeping us informed, we can maintain accurate records, understand our responsibilities, arrange any necessary inspections or servicing, and help ensure the equipment remains safe to use.

Permission Before Installing New Equipment

To help keep tenants safe and ensure that any alterations to our home are suitable and properly managed, you must obtain permission from Arches before any new lifting equipment or adaptation is installed. More information regarding permissions can be obtained by contacting the assets team on 0114 228 8100.

Permission is required for equipment such as:

•    Stairlifts
•    Through-floor lifts
•    Ceiling track hoists
•    Platform lifts
•    Bath hoists
•    Any other specialist lifting or mobility equipment that requires fixing to the property or changes to the building

Before installation, we may need to assess the proposed work to ensure that:

•    The property is suitable for the equipment.
•    The installation will not affect the safety or structure of the building.
•    Electrical supplies and access arrangements are appropriate.
•    Future servicing, inspections and maintenance requirements can be properly managed.

Installing equipment without permission may create safety risks, affect our ability to maintain accurate records, and could result in additional work being required to make the installation safe or compliant. This maybe charged back to yourself. 

If you think you may need lifting equipment or are arranging equipment through another organisation, please contact Arches before any work takes place. We will be happy to discuss the proposals and help ensure the equipment can be installed safely and correctly.

Do Not Make Changes Without Contacting Us

For your safety, please do not make any changes to lifting equipment, its electrical supply, fixings, surrounding walls, floors or access arrangements without contacting Arches first.

Unauthorised changes could affect the safety of the equipment, prevent it from being properly inspected or serviced, and may invalidate any warranty that is in place. This may put the user or others at risk.

Installation Records and Safety Information

Once the lifting equipment has been installed, it is important that Arches receives the relevant information and documentation. This helps us maintain accurate records, manage future servicing and inspections and ensure the equipment remains safe to use.

Depending on the type of equipment installed, the following information may be required:

•    Installation certificate or completion paperwork.
•    Manufacturer's instructions and user guide.
•    Warranty details and provider contact information.
•    Service and maintenance requirements.
•    Electrical installation certificates, where applicable.
•    Thorough examination reports or commissioning certificates where required.
•    Details of the installer or contractor who carried out the work.
•    Any recommendations, restrictions or safety information relating to the equipment.

Tenants should provide copies of any available documentation to Arches as soon as possible following installation.

What do I do when moving out or ending my tenancy?

If you are planning to move out of your home or end your tenancy, please contact Arches as early as possible to discuss any lifting equipment or adaptations that have been installed.

Removal of Equipment

You or the organisation / person responsible for the installation, may be required to:

•    Safely remove the equipment.
•    Use a suitably qualified contractor to carry out the work.
•    Make good any damage caused by the installation or removal.
•    Restore the property to it’s original condition, including repairs to walls, floors, ceilings, electrical installations and decorations where necessary.
•    Any removal work must be agreed with Arches before it is undertaken to ensure the property remains safe and suitable for future use.

Gifting Equipment to Arches

In some circumstances, Arches Housing may agree to accept ownership of the lifting equipment and associated adaptations. This is sometimes referred to as "gifting" the equipment.

Before any equipment can be gifted to Arches, we may need to assess:

•    The condition and age of the equipment.
•    Whether it complies with current safety requirements.
•    The availability of installation, servicing and maintenance records.
•    Any warranty information and inspection certificates.
•    Whether the equipment is likely to benefit future tenants.

Arches reserves the right to decline ownership of equipment where it is not considered suitable, safe, economically maintainable or required for future use.

Residents must not assume that equipment will automatically transfer to Arches when they leave the property. Any proposed transfer of ownership must be formally agreed in writing before the tenancy ends.

Helping Future Residents

Where equipment remains in the property with Arches agreement, it may provide valuable support to future tenants who have similar mobility or accessibility needs. This can help reduce waiting times for adaptations and make homes more accessible for those who need them.

Servicing and Safety Checks

Where we know lifting equipment is within your home, we will arrange servicing, maintenance and safety inspections once the warranty period has ended. All checks and future arrangements will be in line with legal requirements and manufacturer recommendations.

Some equipment may be covered by a warranty provided by the manufacturer or installer. If a fault occurs during the warranty period, repairs may need to be carried out by the approved provider to ensure the warranty remains valid. Unfortunately, Arches cannot be held responsible for any delays in repairing the equipment during this period.

Reporting Faults or Safety Concerns

If you notice any of the following, please contact Arches immediately:

•    The equipment is not working properly
•    Unusual noises or movements
•    Visible damage or wear
•    Changes in performance
•    Any other safety concerns

Do not use the equipment if you believe it may be unsafe. Stopping use and reporting the issue straight away can help prevent accidents and injuries.

Working together helps us keep your home safe and ensures that any lifting equipment continues to support your needs safely and reliably.