By Kevin McAteer
You don’t always have to deal with the Housing Executive alone.
NIHE’s published guidance recognises friends, relatives and advocates acting as representatives for customers. This is not limited to councillors.
You may need to give NIHE permission to discuss your personal information with your chosen representative.
WANT SOMEONE TO HELP YOU? DO THIS:
1. Choose your advocate
This could be a friend, relative or someone helping you with your housing situation.
2. Tell the Housing Executive
Tell them you want that person to support or represent you.
3. Give your permission
NIHE may ask you to give written consent or complete a representative form.
4. If you have a meeting, tell NIHE you want your advocate there
It is best to do this before the meeting.
5. If they say no, ask why
Ask them to explain the reason and show you the policy or procedure they are relying on.
6. Ask for the decision in writing
If your advocate is refused, ask NIHE to confirm the refusal and the reason for it in writing.
WHAT CAN AN ADVOCATE DO?
An advocate is there to help you deal with your housing situation.
Depending on the circumstances, they can:
- Help you explain your situation clearly.
- Help you prepare questions before a meeting.
- Attend meetings with you where permitted.
- Take notes so you have a record of what was discussed.
- Help make sure important information isn’t forgotten.
- Help you understand letters and decisions.
- Contact the Housing Executive on your behalf where you have authorised them to do so.
- Help you challenge a decision or make a complaint if necessary.
You can still speak for yourself. Having an advocate simply means you have someone in your corner helping you through the process.
YOU CAN CHANGE YOUR REPRESENTATIVE
Giving someone permission to advocate for you doesn’t mean they permanently take control of your housing case.
You remain the applicant.
You can tell the Housing Executive that you no longer want that person representing you and, where appropriate, authorise somebody else instead.
WHAT IF YOU’RE TOLD YOU NEED A COUNCILLOR?
Councillors, MLAs and MPs regularly help constituents with Housing Executive cases.
But they are not the only people recognised as representatives in NIHE’s published guidance.
If you’re told:
“Only a councillor can come with you.”
Ask:
“Can you show me the Housing Executive policy that says that?”
If your chosen advocate is refused access to a particular meeting, ask:
“Why has my advocate been refused, and can I have that decision and the relevant policy in writing?”
There may be particular types of meetings where specific attendance rules apply, so an advocate does not automatically have an unrestricted right to attend every NIHE meeting.
PRINT OR SCREENSHOT: HOUSING EXECUTIVE MEETING CHECKLIST
Name: ______________________________
Date of meeting: ____________________
Housing Officer: ____________________
My advocate/support person: ____________________
BEFORE THE MEETING
☐ I know what the meeting is about.
☐ I have written down the main things I need to discuss.
☐ I have my letters, emails and other evidence with me.
☐ I have written down the questions I want answered.
☐ NIHE knows I want my advocate/support person with me.
☐ I have provided consent/authority if NIHE requires it.
QUESTIONS TO ASK
☐ What is my current housing status?
☐ What happens next?
☐ Is there anything else you need from me?
☐ Is there a deadline I need to know about?
☐ Who is responsible for the next action?
☐ When should I expect to hear from you?
☐ Can I have important decisions confirmed in writing?
DURING THE MEETING
☐ Write down the names of everyone present.
☐ Take notes of important answers.
☐ Ask if you don’t understand something.
☐ Don’t be afraid to ask the officer to explain something again.
☐ Don’t feel pressured to agree to something you don’t understand.
☐ Ask for important decisions or promises to be put in writing.
BEFORE YOU LEAVE
Ask:
“What happens next?”
“Who is doing it?”
“When will it happen?”
“When should I contact you if I haven’t heard anything?”
Write the answers here:
Next action: ______________________________
Who is responsible: _______________________
Deadline/date: ____________________________
When I should follow up: ___________________
AFTER THE MEETING
☐ Keep your notes.
☐ Keep copies of emails and letters.
☐ Write down anything important while you still remember it.
☐ Follow up in writing if something was promised.
☐ If you disagree with a decision, ask how you can have it reviewed or make a complaint.
IF YOUR ADVOCATE IS REFUSED
Don’t argue at the reception desk.
Simply ask:
“Why is my advocate being refused?”
Then ask:
“Can you show me the policy that says my advocate cannot attend this meeting?”
Finally:
“Can you please give me that decision and the reason for it in writing?”
Record:
Officer’s name: ___________________________
Reason given: _____________________________
Policy quoted: ____________________________
Date/time: _______________________________
KEEP A PAPER TRAIL
If something important is said verbally, follow it up by email.
A simple message such as:
“I am writing to confirm my understanding of what was discussed and agreed at today’s meeting…”
can create an important record if there is a disagreement later.
Know your rights. Ask questions. Keep records. Get support.