Staff Housing Policy UNIVERSITY OF EMBU. Staff Housing Policy. Website: Knowledge Transforms. Knowledge Transforms

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1 UNIVERSITY OF EMBU Website: UNIVERSITY OF EMBU Staff Housing Policy UNIVERSITY OF EMBU UNIVERSITY OF EMBU P.O. Box , EMBU, KENYA Tel: ( ) Website: Staff Housing Policy 2016

2 NOTES Name: UNIVERSITY OF EMBU Title: STAFF HOUSING Reference: Issue/Rev. 1/0 UoEm/DVC (PAF)/ SHP./003 Policy Contact Office: Deputy Vice-Chancellor (Planning, Administration & Finance) Implementation Responsibility: Chairperson, Housing Allocation Committee 21/12/2016 Approved: Vice-Chancellor Date 11

3 FUNDAMENTAL STATEMENTS NOTES VISION To be a dynamic epicentre of excellence in training and research for service to humanity MISSION To generate, advance and disseminate knowledge through training, research and innovation for the development of humanity PHILOSOPHY Enhancing human capacity through relevant education, research and training. CORE VALUES Integrity Professionalism Teamwork Innovativeness Customer focus i 10

4 3.4 Tenant Responsibility Tenants will be responsible for the Duty House and compound allocated to them. A tenant will be required to sign the Tenancy Agreement and follow the rules and regulations of the residential houses issued to them. 3.5 Maintenance and Inspection Maintenance and house inspection of the Duty Houses will be done by the Estate Department. For repairs, the tenant will be required to fill in a Repair and Maintenance Form at the Estates Department to facilitate any house repairs. 3.6 Exit of Office and Loss of Eligibility Upon the end of an employee s term in office or change of designation, the duty house will be vacated within one (1) month from the date of end of an employee s term in office or change of designation. Upon exiting from the service of the University through death, the dependants of the late employee of the University of Embu will be given one (1) month from the date of the demise of the staff member to vacate the University house. 3.7 Review of Policy This policy derives its authority from the UoEm Statutes and the responsibility rests on the Deputy Vice-Chancellor in-charge of Planning, Administration and Finance {DVC (PAF)}. The DVC (PAF) is responsible for monitoring and reviewing the Housing Policy every five years. DEPARTMENTAL VISION, MISSION AND OBJECTIVES MISSION To provide quality homes, customer-focused services and safe neighborhoods to the employees of the University of Embu VISION To provide a framework that promotes adequate housing for most staff members. OBJECTIVES i. To promote an efficient and effective housing delivery system while increasing access to adequate and affordable housing to the members of staff. ii. To improve the efficiency and quality of housing through appropriate repair and maintenance. iii. To identify roles and responsibilities of the University and the tenant in the housing delivery system. 9 ii

5 FOREWORD CHAPTER THREE The University of Embu (UoEm) staff is vested in providing quality services to its customers, employees and stakeholders. 3.0 DUTY HOUSES A Duty House is a house designated by the employer for certain employees who perform essential duties. It is given for the employer s convenience to enable the institution function efficiently. Prof. Daniel Mugendi Njiru, Ph.D VICE-CHANCELLOR Staff housing at the University has been driven by clear, focused strategies based on our vision of providing excellent homes and services to the people of University. Our housing objectives cannot be delivered without the support of the University that drives the ability to achieve our vision of providing quality homes and safe neighbourhoods. Further, suitable and well-designed homes give individuals a stable base for work and recreation. Housing requires investment to support both building and maintenance. However, there can be little doubt that demand will continue to be strong for University housing. The demand for staff housing is high and the Policy will enable us to ensure that those who are in the most housing need are given priority for housing. By working together we can make University of Embu an outstanding place to live. VICE-CHANCELLOR 3.1 Purpose This policy will govern the occupancy of Duty Houses at the University which are residential houses allocated to different cadre of staff. 3.2 Method of Allocating Duty Houses Eligibility for allocation is dependent on the nature of an employee s work and on availability of houses. 3.3 Categories of Eligibility The following categories of employees are eligible for duty houses within the University 1) The Vice-Chancellor (VC) 2) Security personnel seconded from the National Police Service Duty rooms will be provided for staff in the following essential services: a. One (1) room for the Health Personnel b. Two (2) rooms for Cooks c. Two (2) rooms Drivers who are working during the night. Under special conditions, a member of staff may be allocated a duty house under such conditions as may be determined on case by case basis. Employees occupying duty houses are still eligible for house allowance. iii 8

6 2.9 Building Condition Inspections The University is responsible for inspecting the condition of houses on a regular basis for maintenance, health and safety Exit from University Employment Upon exiting from the service of the University through retirement, layoff / redundancy or resignation, a tenant is expected to give a one month s notice, vacate from the staff house in accordance to the set procedures and signed Tenancy Agreement, and clear from the staff house by carrying out an exit inventory with a Maintenance Officer. Upon exiting from the service of the University through death, the dependants of the late employee of the University of Embu will be given three(3) months notice and maintain the rental payments or vacate the staff house within one (1) month from the date of the demise of the staff member. EXECUTIVE SUMMARY The is intended to address the various critical issues and challenges facing the housing sector in Embu County, these amongst others include problems of inadequate housing, lack of basic infrastructure and services within the County. The Vision of the Policy is to provide quality homes and customerfocused services to the employees of University of Embu, while the goal of the Policy is to provide a framework that promotes adequate housing for most staff members. The Staff Housing Policy aims at promoting an efficient and effective housing delivery system while increasing access to adequate and affordable housing to the members of staff and improving the efficiency and quality of housing through appropriate repair and maintenance. The Policy further identifies roles and responsibilities of the University and the tenant in the housing delivery system. 7 iv

7 TABLE OF CONTENTS FUNDAMENTAL STATEMENTS DEPARTMENTAL STATEMENTS FOREWORD EXECUTIVE SUMMARY ABBREVIATIONS AND ACRONYMS DEFINITION OF TERMS AND ACRONYMS i ii iii iv vii viii CHAPTER ONE INTRODUCTION 1.1 Policy Statement Purpose of Policy Storage Policy Objectives Legal and Regulatory Framework 3 CHAPTER TWO RENT ATTRACTING HOUSES Procedures House Allocation Committee Eligibility Occupancy Agreements and Renewals Pricing of Staff Houses Method of Allocating Housing Utilities Maintenance and Repairs Building Condition Inspections Exit from University Employment 7 In order to achieve these objectives, a rent structure has been developed for the houses and bench marked on prevailing rates. The rent structure is based on an assessment of the characteristics of each house such as house size and compound size. Rent shall be reviewed every two (2) years. 2.6 Method of Allocating Housing Employees shall be required to sign a Tenancy Agreement and abide by the rules and regulations set. Failure to abide by the rules, regulations or procedures will result in eviction from the premises. 2.7 Utilities The tenant shall be responsible for normal utility costs such as electricity and water which shall be registered in their names. General Condition, Appearance of Facility and Maintenance of Rented Property The tenant is responsible for the general condition and appearance of the house. This includes but is not limited to general cleaning and upkeep of the interior, exterior, and landscape, reasonable wear and tear excepted. The tenant will maintain the rental property and exterior of the building in a presentable condition. 2.8 Maintenance and Major Repairs The University is responsible for facility maintenance and major repairs including but not limited to roofs, foundations, exterior wall structures and coverings. For repairs, the tenant will be required to fill in a Repair and Maintenance form at the Estates Department to facilitate any house repairs. v 6

8 of houses; it may also recommend changes in this Policy Statement. In addition, the Management is empowered to review and recommend changes in the Housing Policy. 2.3 Eligibility The demand for housing greatly exceeds the available supply and staff houses are currently allocated only to employees on permanent and contract terms of service who apply for house allocation. 2.4 Occupancy Agreements and Renewals Occupancy of staff houses shall be limited to University employees on permanent and contract terms of service, their spouses and dependants. The University contracts its houses to tenants for a term of twelve months. CHAPTER THREE DUTY HOUSES Purpose Method of Allocating Duty Houses Categories of Eligibility Tenant Responsibility Maintenance and Inspection Exit of Office and Loss of Eligibility Review of Policy 9 Under normal circumstances, agreements to tenants are routinely renewed as long as they remain a university employee and comply with their agreement obligations. 2.5 Pricing of Staff Houses The University owns and operates its residential houses for the purpose of providing convenient affordable housing necessary to attract and retain the highest quality faculty and other employees. Consistent with this objective, it is the University s goal to generate sufficient rental income to cover operating costs and the costs of financing capital improvements and to yield a return on its very sizeable investment in its residential properties. Rent determination is guided by prevailing market rates of comparable houses and environment. 5 vi

9 ABBREVIATIONS AND ACRONYMS CHAPTER TWO 1. UoEm - University of Embu 2. HAC - The Housing Allocation Committee 2.0 RENT ATTRACTING HOUSES Rent attracting houses in University of Embu are residential houses in the University that draw rent, which is determined by the prevailing market rates in the environs. 2.1 Procedures The University Management is responsible for developing and maintaining procedures to implement this policy. The tenants shall follow all the procedures set forth during house application, occupancy and vacation. Since the demand for University housing greatly exceeds supply, the Policy governing eligibility requirements, pricing, and allocation priorities are designed to maximize the use of the limited resource for the benefit of the University. 2.2 Housing Allocation Committee The Housing Allocation Committee is a committee in University of Embu appointed by the Vice - Chancellor. The committee is mandated with assigning University employees rental houses in accordance with the set guidelines and procedures in the University Quality Management System. The committee acts on the applications made and assigns houses upon availability of the same to the applicants. The committee is constituted of a Chairman who is a senior member of staff, a Secretary who is the Deputy Vice - Chancellor (Planning, Administration and Finance), a members from the Finance Section, Human Resource, and representatives from the teaching and non-teaching Divisions. The Housing Allocation Committee determines priorities for the assignment vii 4

10 1.5 Legal and Regulatory Framework This Policy shall be interpreted in accordance with the following; a) The Constitution of Kenya, 2010; b) The Universities Act, 2012; c) The Anti-Corruption and Economics Crimes Act, 2003; d) The Public Officer Ethics Act, 2003; e) The Public Universities Code of Conduct; f) UoEm Statutes and; g) All laws passed and applicable in the republic of Kenya and relevant to this Policy DEFINITION OF TERMS Employee: An individual employed by the University. A Tenancy Agreement: Is a tenancy contract between the University and the tenant that lasts for one year. Dependants: The tenant s spouse, children, domestic workers and any other person depending on the tenant. Housing Allocation Committee: A committee appointed by the Vice-Chancellor and mandated with the management of staff housing. 3 viii

11 CHAPTER ONE 1.0 INTRODUCTION 1.1 Policy Statement UoEm staff housing is committed to offering effective housing services that will support the University in carrying out its core mandate. Staff housing has rules, regulation and contracts that enable tenants to live comfortably and safely in the University compound. 1.2 Purpose of the Policy The University maintains a limited number of housing units available to employees on permanent and contract terms of service. The staff houses are divided into two major categories which are: 1. Rent attracting houses 2. Duty houses The Staff Housing Policy establishes clear processes and guidelines for the use of and the charges for residential properties owned by the University. The staff housing Policy covers the following aspects a) The housing allocation committee (HAC) b) Eligibility c) Occupancy agreements and renewals d) Pricing of staff houses tenancy agreement e) Utilities f) Maintenance and repairs g) Building conditions inspections h) Exit from the University employment i) Duty houses 1.4 Policy Objectives 1. To establish rental housing that is safe, affordable to the employees of the University and within sustainable neighbourhoods. 2. To create an enabling environment for housing activities by eliminating constraints and developing an efficient and equitable system for the delivery of housing inputs and expanding the provision of infrastructure facilities. 3. To encourage tenant empowerment by improving the means by which self-sufficiency may be achieved. 1.3 Scope The Policy applies to all aspects of the Tenancy Agreement including house occupancy and vacation. 1 2