Preparing safety case reports: Resident engagement – outdated information
Help to prepare safety case reports
This information is for Accountable Persons (APs) of high-rise buildings to assist them in preparing safety case reports including resident engagement for Building Assessment Certificates.
The safety case report must demonstrate that all reasonable steps have been taken to prevent building safety risks happening from outdated resident information and reduce the seriousness if they do.
Resident engagement in high-rise buildings
The Building Safety Act requires Principal Accountable Persons (PAPs) to prepare a residents’ engagement strategy.
As part of this, you will need up-to-date information about who lives in the building.
This example covers a general update of out-of-date information. You could follow a similar approach if you needed to contact residents about other aspects of building safety.
The suggestions in this example are not exhaustive. Other ways to get the information may be just as effective.
Scenario
The Principal Accountable Person (PAP) for the building is preparing their residents’ engagement strategy and needs up-to-date information about who lives in the block.
Background and possible reasons
A number of residents have sold their flats and moved, and the information held is out-of-date.
The PAP will need to provide their residents’ engagement strategy to residents and owners and needs to refresh the information they hold.
Short term responses
You could post an information gathering survey under the door of each flat. This will ensure it is received, rather than leaving in mailboxes where it may be missed.
The same information could be displayed on communal noticeboards to raise awareness, or via email/social media groups.
Things you should think about include:
- targeting the information-gathering at both new and
existing residents- people’s needs can change over time and information about existing residents may also be out-of-date
- some of your residents may not have English as their first language. You should consider this when sending out the survey
- you could translate the survey and post the appropriate
version under doors - you could also put a QR code on the survey. When scanned, this links to versions of the survey in other languages
- take the opportunity to explain to residents the relevance of the survey and how it contributes to keeping them safe. This may encourage uptake
- you could translate the survey and post the appropriate
Additional responses
You should call at each flat to offer guidance and support where required.
If residents are out, or so they can get further support if needed, you could leave call-cards detailing when help will be available. For example the following fortnight.
Consider the responses and arrange follow-up meetings to discuss any concerns raised.
Record the information you need to help you meet the requirements of the Building Safety Act.
Make sure you do this in line with other legislation, such as the GDPR (General Data Protection Regulation).
Ongoing management
Ensure you have a system for updating information held on residents.
Other practical examples
- Internal
- Resident engagement
- Structural
Other useful information
- Safety case report – GOV UK guidance
- Preparing a resident engagement strategy – GOV UK guidance
- Fire safety in purpose-built blocks of flats
- Safety in high-rise residential buildings: accountable persons – GOV UK guidance
- BSR to introduce more proportionate and targeted approach for higher-risk building assessments – GOV.UK
Building safety guidance and resources
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