ShareFile forms

Community housing providers should use the below forms when they are asked by MSD to use ShareFile.

Vacancy notification form

The Vacancy Notification form is progressively filled in at different parts of the process from notifying a vacancy to filling a vacancy. Each time more information is put into the form, it must be uploaded in its entirety to the ShareFile portal. Please do not cut and paste sections out of it. 

The ‘Property Information’ section is first completed by the community housing provider when there is a property vacancy. Complete as much information in this section as possible to get the best referrals

The General Manager Advisor (Contracts) completes the ‘Property Approved or Declines’ section.

The ‘Referred Client Information’ and ‘Household Information’ sections are completed by the Centralised Unit Housing.

The community housing provider then completes the ‘Property Matching’ and ‘Property Offer Outcome’ sections.

Outcome of application for rent and bond payment and redirection of benefit form

The Outcome of application for rent and bond payment and redirection of benefit form is completed by the Centralised Unit Housing and notifies the community housing provider of the outcome of the application.

Client change of circumstances information form

The client change of circumstances information form will be filled in by the Centralised Unit Housing when a client has confirmed a permanent change in their circumstances. This change may affect their tenancy arrangement. Housing providers may wish to follow up directly with the client if you are unaware of these changes.

The community housing provider will complete the bottom section of the form if there are changes to the tenancy arrangements. Such changes may affect a tenant’s income-related rent, housing requirements or eligibility for social housing.

The Ministry is disclosing this information in accordance with Principle 11(a) of the Privacy Act 1993.

Review of income-related rent form

There are three parts to the Review of Income-Related Rent form.  Please continue to use the same form and do not cut and paste sections out of it.

The Centralised Unit Housing completes the ‘Review of Income-Related Rent’ section.

The community housing provider confirms the date the new rent is effective from and the General Manager Advisor (Contracts) confirms the market rent.

All sections must be completed before the income-related rent can be activated at the Centralised Unit Housing.

Request for rent arrears information form

The request for rent arrears information form will be used by the Centralised Unit Housing when an income-related rent refund is due. When an income-related rent refund is due the Ministry will first check with the housing provider whether the client has rental arrears for the same period.  If the client has rent arrears the Ministry will issue the portion of the refund due to the housing provider.  Any remaining refund will be issued to the client.

Once the Centralised Unit Housing has uploaded the form to ShareFile and the community housing provider is notified there is a form, that provider will have 24 hours to check the tenant’s record and to report back any rent arrears for the same period. If the Ministry does not hear back from the provider within 24 hours, it will be assumed that there is no rent arrears for the period in question.

Market rent change form

The Market Rent Change form is completed by the community housing provider when they intend to make a change to the market rent for a property. 

The Ministry’s General Manager Advisor (Contracts) will approve or decline the change in market rent and notify the community housing provider.  If the market rent is decreased, the community housing provider provides the Centralised Unit Housing with the client details and the rent effective date. 

The Centralised Unit Housing will alter the rent redirection if there is one in place.

Request for join-ins form

Use this form when another person wishes to join an existing tenancy and sign the tenancy agreement.

A community housing provider must first give conditional agreement to any request and fills out the first three sections of the Request for Join-ins form.

The Centralised Unit Housing will review the request and complete the Join in Request Outcome section of the form.

Request to identify housing requirements form

The request to identify housing requirements form is used by community housing providers when an assessment is requested to confirm the housing requirements of an existing tenancy.

The form is in two parts with community housing providers completing the first section and the Centralised Unit Housing completing the assessment outcome section of the form.

The Centralised Unit Housing may decide not to complete a needs assessment if we believe the clients housing requirements have not changed significantly.

The Ministry will advise the client and the provider of the assessment outcome. The outcome of the review will give the community housing provider confirmation of the clients housing needs.

Change to number of tenants form

The community housing provider completes the Change to Number of Tenants form when a tenant is added to an existing tenancy agreement. or there is a new household member.  The form notifies the Centralised Unit Housing of the change. 

The Centralised Unit Housing will then follow up directly with any tenant joining the tenancy agreement if any other information is needed.

Transfer vacancy form

The Transfer Vacancy form is completed by the community housing provider when a client is being transferred to another property within their own housing stock.

The General Manager Advisor (Contracts) will approve or decline the transfer.

Ending a tenancy form

A community housing provider will complete the Ending a Tenancy form when a tenancy is about to end.  The form notifies the Centralised Unit Housing.

Housing privacy consent form

The Housing privacy consent form is for the client to fill out. It records the consent for the Ministry and other organisations to share between them information they hold about the client. By the client consenting to their information being shared it helps the Ministry and those organisations give a better response to the client’s housing need.