Housing, Accommodation & Baggage Associated Matters 

Service Family Accommodation (SFA) & Official Single Hiring’s (OSH). - All SFA/OSH for MOD UK personnel (Military and UKBC) in SHAPE, LILLE and NATO are Leased Hiring’s taken on by the UKJSU SHAPE via Defence Estates (DE) who are the official Tenants of all such properties on behalf of the MOD., All are within a reasonable travelling distance from SHAPE/NATO/HQ RRC LILLE, they are managed and administered via the SSO UKJSU SHAPE.  However, in the case of Brussels based personnel, allocations procedures are managed via the AOUKMILREP HQ NATO, BFPO 49. They are furnished to current JSP 308 scales but, on request may normally be part or unfurnished.  SFA charges are raised appropriate to the type of SFA occupied and the grading in accordance with the MOD 4-tier grading system (4 TGS) as laid down in JSP 464 Pt 4.  It should be noted that Gradings are subject to periodic reviews and may change up or down depending upon local circumstances affecting the award of Deficiency Points (DP) under the 4TGS. When changes are about to be made occupants will be given ample notice in advance of any changes that may affect the amount they pay in accommodation charges.  All OSH are Grade 2 and are fully furnished with cutlery and crockery and the minimum of white goods i.e. a fridge and cooker.  SFA Type and Grading are notified to the occupant prior to and confirmed on initial occupation.  Occupants have the right to challenge the Gradings in accordance with current procedures as laid down in JSP 464 Pt 2 and explained by the EM on initial occupation..

Arrival. - Families/Individuals are not normally to arrive until the agreed “Occupation/March In date”.  In exceptional circumstances the arrival of the family prior to “March In” date may be authorised, providing suitable accommodation is available, via the SSO or SO PS UKMILREP NATO as appropriate.  In normal circumstances the SSO/SO PS may authorise early occupation of up to one month in advance of the formal arrival date (TOS Date). If necessary retention rights are to be requested in the current duty station or private arrangements made if it is not possible for the family to arrive in Belgium/France with the entitled head of family.

Applications. - Application for SFA are to be made on MOD Form 1132 (SHAPE) which is included with the arrival pack. This should be completed and returned to the SSO UKJSU or AOUKMILREP NATO as appropriate ASP after receipt of the Posting/Assignment Order.  The SSO UKJSU and SO PS maintain waiting lists based on the chronological order of official arrival dates of the service person or UKBC (i.e.  official TOS date). Application for OSH are to be made on the Single/Married Unaccompanied (MU) application proforma provided in the arrival pack forwarded to individuals via the UAO UKJSU or AO UKMILREP NATO as appropriate. SFA Fixed and Waiting Lists are published monthly as at the 1st of the month.  Allocations are normally made approximately 2 months prior to arrival or sooner if possible.

Allocation. - SFA/OSH of varying types and sizes are normally available within a radius of 15 kilometres from SHAPE/NATO/HQ RRC LILLE. SFA are allocated strictly in accordance with Tri-Service Housing Regulations (JSP 464) and Queen’s Regulations.  An applicant who refuses to accept the SFA offered will be placed at the foot of the current SFA Fixed List and will be required to await the next issue of the Allocations List the following month before being allocated an SFA once more.  It is often possible to offer a choice to incoming personnel, however, at peak times i.e. Jun – Sep this is not always possible.  MOD Funded pre posting in visits are not authorised for postings to Belgium and Lille, France.  In accordance with current regulations a second refusal of an SFA may result in the individual concerned being removed from the Fixed List for 3 months.  It is not permitted to sit on the Fixed List pending the availability of a desired SFA or for individuals to privately source Individual Properties as Hiring’s on the open market.  Overseas Rent Allowance (ORA) is not available in Belgium or Lille, France. 

Pets. - Not all landlords allow pets into SFA/OSH hiring’s.  For this reason you must indicate on your MOD Form 1132 (SHAPE) if you intend to bring a pet with you.  The SSO will then attempt to allocate an SFA accordingly.  Strict registration procedures are enforced with regard to dogs classed as dangerous in Belgium/France.  No such dog will be allowed on the SHAPE Purpose Built Housing (PBH) Estates.  Full details are available from the SSO Housing Section (Ext 3801). Dogs and other such pets are not permitted in OSH or on base SHAPE Single Officer Accommodation (BOQ).

Furnishings. - All SFA/OSH are furnished, part furnished or unfurnished in accordance with current scales.  A limited wharfing scheme (Return of items of MOD furniture) is available but it is not always possible to provide this service as and when required by occupants, especially during the summer months (Jun – Sep).  However, providing the Furnishing List (attached to MOD Form 1132 (SHAPE)) is submitted direct to the SSO, UKSU, SHAPE, at least 6 weeks prior to arrival in SHAPE; the SFA will be prepared to the level required.  Requests for additional furnishings or wharfing may be submitted to the Estate Manager (EM) responsible for the SFA after occupation.  Items requested in excess of scale, if available, may result in increased accommodation charges. SFA occupants should note that fridges are no longer supplied to SFA in North West Europe and should either be purchased locally in Belgium/France on arrival or shipped out under the Furniture Removals Scheme (FMS) in the normal manner. These items along with many other household goods are often available for sale by departing individuals and are usually advertised in local publications or on notice boards.

Special Equipment Needs. - Where it is practical to do so, bearing in mind that all SFA are not MOD owned, SFA UKJSU SHAPE endeavours to provide a standard of support and facilities for disabled and SN dependants commensurate with those available and accessible in the UK.  This standard, reflecting current UK legislation, Tri-Service policy and the MOD’ duty of care’ as an employer, is necessarily constrained by resource availability and therefore more acute or unusual cases may be beyond the support capability of the Command.

In order to determine whether specific support can be provided for each individual case it is essential that the UKJSU Unit Welfare Officer (UWO) receives notice of disabilities or SN dependants well in advance of arrival so that consideration can be given prior to the families arrival.

If special adaptations to SFA prior to arrival are required, you will need a report from an occupational therapist so that suitable adaptations can be made to the SFA.  Community equipment (with the exception of wheelchairs), should be transferable between Local Authority areas.  Speak to your personnel staff in good time to allow them to assist you prior to your move, however it must be borne in mind that as SFA are not MOD owned it may not be possible to provide, fit or equip complicated items.

There is not the same provision for the transfer of wheelchairs.  However, NHS Executive Guidance HSG(96)34 states ‘if a person who has been provided with a powered indoor/outdoor wheelchair  moves into an area, where under local eligibility criteria they would not be eligible, the wheelchair should not be withdrawn unless there is a good clinical reason for doing so’.  Seek assistance from the unit personnel office concerned.

Difficulties may be referred to the UWO (Ext 8529).

Get You In Pack (GUIP). - A GUIP may be provided for SFA on request from the EM for a 28 day loan or longer if necessary and will be in the SFA at March In.  It consists of crockery, glassware, cutlery, pans, kettle, blankets, sheets and pillows.  If this pack is required the appropriate SSO EM should be notified at least 15 working days prior to Family arrival.  These packs remain in OSH, but are not available for Officers opting to occupy SHAPE Single Officer Accommodation in the SHAPE Club

Privately Owned Furniture. - Due to the type of construction of many SFA Hiring’s a hoist is often required for items of furniture to be moved onto the upper floors of flats and some houses.  It is an individual’s responsibility to confirm with the EM SSO on allocation of SFA if a hoist is necessary and then advise the removal company/assessor accordingly.  It is the removals company’s responsibility to provide a hoist.  A hoist can only be provided locally on a repayment basis at a cost of between £100.00 - £300.00 and may not be available when required.

Single/Married Unaccompanied Officers. - Single/Married unaccompanied officers may be accommodated in the SHAPE Single Officer Accommodation in the SHAPE Inn (Bachelor Officers’ Quarters (BOQs’)) or Official Single Hiring (OSH) off base. OSH are 1 or 2 bedroom apartments in Mons, Soignies, or in the case of Brussels and Lille based officers in Brussels or Lille as appropriate.  As there is no on base Single Living Accommodation (SLA) in Brussels all single/MU ranks and grades occupy OSH. All OSH accommodation is well above the laid down scale.

Personnel living in BOQ are paid single rates of LOA plus Special Messing Allowance (SMA) which is intended for the purchase of meals. Single/MU Officers  in OSH receive a supplement to their LOA which caters for the purchase/hire etc of additional creature comforts normally available in Service Messes, i.e. washing machines, dryers, TV etc.  OSH are fully furnished and as a minimum are equipped with a cooker and a fridge, some have fitted dishwashers, the EM responsible for the OSH will provide details on request.  Single and MU officers pay food charges.

As SHAPE Inn BOQ charges are paid from public funds, accommodation charges are therefore payable.  Early application for BOQ, via the UKJSU IBT (Ext 4089) is strongly recommended as they are normally heavily over subscribed.

Initial applications for OSH are to be made via the SSO (Ext 3801) who will then allocate, dependent upon availability, as appropriate.

There is no Officers’ Mess as such; instead there is an international SHAPE Club with limited facilities.  The building consists of a Dining Room, Restaurant, Bar and function Rooms.  The Dining Room and Restaurant are open for lunch-time meals and Thursday evenings throughout the week.  The Club is normally closed on Sundays and SHAPE holidays, but occasionally Sunday Lunches are organised.  Function Rooms with catering may also be booked privately.

There is one small kitchen in each BOQ block (2 barrack type blocks separate from the club) and officers are advised to purchase locally or bring basic utensils, e.g. kettle, cups, saucepan, plates and cutlery.  Each kitchen contains a washing machine, tumble dryer, ironing board and an iron.

It is suggested that Officers bring their own iron and ironing board.  There are two types of rooms within the BOQs, both with cable TV (BBC 1 and 2 are currently available) and a fridge.  The smaller type of room is a bed sitting room with shared toilet facilities, One toilet between 2 rooms.

The larger type is a self-contained suite consisting of bedroom, sitting room and bathroom.  There is no batting service although rooms are cleaned, beds made and clean towels provided Monday to Friday.  There are no box rooms or garages although parking spaces are available.

Accommodation for Single/Unaccompanied WO & below. - Single and married unaccompanied JNCO or equivalent personnel are accommodated in UKJSU Barracks Block 309 and dine in the UKJSU Mess.  All male/female JNCOs’ are accommodated in single rooms situated on separate corridors.  Each floor has a communal sitting room and kitchen, with washing and drying facilities.  Single and married unaccompanied WOs’ and SNCOs’ or equivalent are also accommodated in Building 309 and eat in the British Mess.

After arrival single/MU WOs/SNCOs may apply to move into a misappropriated SFA (apartment) in SHAPE village, if available.  These are two bedroom flats often shared between two WOs’ or SNCOs’ (or their equivalent) who dine in the UKJSU Mess.  Unfortunately this type of accommodation does not attract any form of living out allowances.  There is a recreation room and a bar (the Britannia Bar) in Block 309 for use by all British members of SHAPE and their families.

Single accommodation is often limited, the Accommodation NCO should therefore be contacted on Ext 5240 before arrival to ascertain availability and reserve a room. Requirements for single accommodation should be confirmed to the RQMS UKJSU(Ext 5548) in writing on the proforma provided in the Arrivals Pack.

MOD Policy on Co-habitation in MOD Publicy Funded Accommodation - Under no circumstances may service or UKBC personnel co-habit with a partner who is not their legal spouse/civil partner in any form of MOD publicly funded accommodation. Co-habitation describes a situation where the accommodation becomes the home of another person.

Living Out Supplemented Rates of LOA (LOSLOA) – Military Single/MU Personnel - Living out supplemented rates of LOA (LOSLOA) will be paid to SHAPE , Brussels and Lille based individuals who are required to occupy OSH, appropriate food and accommodation charges will be payable.  A domestic assistance allowance is also available to all OSH occupants in receipt of LOSLOA on a repayment basis via the UKJSU UAO or AOUKMILREP.

Baggage. - Personal effects and household belongings will be transported to UKJSU SHAPE or Brussels by one of the following methods:

Accompanied – The individual makes all private arrangements, without the assistance of a removal company.  If you choose this method of removal then you will have to complete SHAPE Form 368 and comply with current customs regulations.  You should discuss this with your current Admin Office before departure and allow plenty of time for the processing of forms.

Unaccompanied – This is the most common method of baggage removal using a contracted removal company (FMS(NWE)) for married accompanied personnel or Unaccompanied Baggage Allowance (UBA) Normal Scheme (sometimes called MFO) for single and married unaccompanied personnel.

Address for UBA - Baggage moved under the UBA (Normal) Scheme for SHAPE and Brussels (excluding SFA in Brussels):

Rank and Name

c/o Quartermaster

UKJSU

SHAPE

BFPO 26

The QM’s department will contact you once your boxes have been received at SHAPE.

More details are available from the QM GFA Clerk on Ext 5274.

Transport. - It should be noted that apart from a local school bus service for children attending the UK Section SHAPE International School transport is not provided from SFA/OSH onto the SHAPE base.  It is, therefore, an advantage if both the Serviceman/woman and their spouse drive.  There are local bus services between most villages/towns stopping off outside the SHAPE main entrance.  Timetables are available from the UKJSU AND NATO HIVE.  In the case of SHAPE, where neither spouse nor the individual concerned have a car or are unable to drive an application for on base Internal SHAPE Village SFA may be requested via the SSO.