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01
UNIHOME LANDLORD
GUIDE2020/21
Working with the University takes a lot of the worry out of letting to students. Knowing that the university is on hand to deal with any problems gives me confidence that the house is being looked after.
Unihome landlord for 7 years
Welcome to our unihome
guide for landlords
CONTENTS
About us 01What are Unihomes? 02What are we looking for? 03FAQs 04What to provide 05Repairs and maintenance 09End of tenancy 10General 11Safety 12 Additional information 16Useful contacts 17
Our mission is to deliver good quality affordable accommodation to our students and lead by example in the private sector. This guide provides information about the Unihome scheme, what we expect from landlords and what we can offer you in return. • We care about our students and our Unihome landlords and we
aim to ensure that we provide an excellent service to both.
• We can offer you free advice and guidance on renting to our students, even if you choose not join the Unihome scheme or we are not currently recruiting to the scheme.
• If you would prefer to manage the rental of your property yourself we can offer you a means to advertise your property free of charge to students via our studenthomes website.
01
THE UNIVERSITY
The University of Brighton has over 20,000 students in Brighton & Hove and Eastbourne – many of whom live in the private sector.
ACCOMMODATION SERVICES
Accommodation Services have dedicated teams in Brighton and Eastbourne who provide help and advice to students who are looking for somewhere to live and to landlords who wish to let to students. We also provide ongoing support to students already living in student accommodation, including halls of residence, Unihomes and private sector properties.
Our teams have many years of experience in student housing – from working in the private sector with landlords and letting agents to providing halls of residence accommodation.
COMMUNITY LIAISON
The university also has a dedicated Community Liaison Team. The Community Liaison Team seek to liaise with individuals, community groups, residents’ associations and other appropriate external agencies, with a view to promoting and maintaining positive relationships between students and non–student residents. As part of our service, the Community Liaison Team will help resolve issues involving University of Brighton students within the community.
Issues that may arise in our managed houses that can often be swiftly resolved due to our ability to liaise directly with our tenants and possibly neighbours where necessary.
To get in touch with the team, please contact your local accommodation office. Contact details can be found on page 17.
About us
The people in the office are very pleasant and very efficient and I think that while they must always place the students’ interests first, they usually manage to strike a very fair balance between tenants and landlord.
Unihome landlord for 7 years
I can’t thank the Unihomes team enough. They are brilliant.
Unihome landlord for 12 years
Our accommodation team
02
Unihomes operate on a head lease arrangement whereby the university becomes your tenant and we pay you the rent each month for the duration of the contract. We then sublet the property to our students and manage the property on your behalf while acting as their landlord.
The benefits to students include no administration fees, no guarantor required or deposit to pay, bills inclusive contracts, communal cleaning and the security and peace of mind of renting directly from the university.
Renting directly to the university means you can be rest assured that your property will be well looked after. You will receive guaranteed rent in full every month regardless of tenant occupation, and any damage that does not constitute fair wear and tear will be rectified. Additionally, the university will be the main point of contact for students, logging maintenance repairs and dealing with any tenant concerns.
Renting Unihomes from landlords and sub–letting them to student tenants allows the university to ensure that students are treated fairly and have access to good quality, affordable accommodation.
No administration or hidden fees of any kind are charged to landlords or students alike.
What are Unihomes?
THE BENEFITS FOR YOU
• Guaranteed rent paid monthly no strings attached
• Weekly cleaning of communal areas• Utility bills paid by the university • Repairs inclusive service (optional,
Brighton only)• Right to rent checks are covered • No need to join a deposit protection
scheme, we administer all charges• Dedicated community liaison team • Regular property inspections and
reports provided• Student tenancy agreements are
administered by us• Comprehensive inventory and check
out reports provided• Professional end of tenancy cleaning
(excluding carpets), where necessary, in preparation for the next intake.
Guaranteed 12 month rental income. No hassle finding new tenants each year. No need to pay for inventories and end–of–tenancy inspections.
Unihome landlord for over 11 years
03
To be considered for the scheme, properties must be well maintained, fully furnished and be within easy reach of any of the university campuses in Brighton and Eastbourne.
Four or five bed houses with good communal space are ideal, but occasionally we will consider smaller or larger dwellings.
Details of what to provide can be found on pages 5–8.
JOINING THE SCHEME
In order to join the scheme Unihomes landlords need to have an HMO in place for their property and have planning permission for change of use from either Brighton & Hove Council or Eastbourne Borough Council. (Properties with historical use as houses of multi occupation may not need to have planning permission). If you are unsure of your planning status contact the council.
Please contact us and we can arrange to visit the property to assess its suitability for our scheme.
If the property is found to be suitable we will ask you to complete a registration form and discuss any additional requirements that may be needed. If you are happy to proceed we will prepare a contract for you to sign. In the first instance we will issue a one year contract, with no commitment by either side to renew.
It would be very helpful if you could provide up to date photos of the property and a floor plan with room sizes where possible – otherwise we will draw one up ourselves.
We will require access to the property in order to prepare an information sheet for the student tenants. These requirements must be in place by May at the latest for tenancies starting in September.
RENT LEVELS
In order to provide a rent valuation, we will need to visit a property first. Rents offered will be reflective of the location, condition and suitability of the property. If you are interested in us providing a rent valuation for your property, please contact us - details on page 17.
CONTRACT DATES
Unihome contracts start in mid–September, in line with the academic year.
We offer a range of contract lengths and rent is guaranteed for the duration of the contract.
Please note that the Accommodation Service will require access one week either side of occupancy dates for cleaning, pre–tenancy checks, inventory inspections and to administer any damage charge processes at the end of the tenancy.
What are we looking
for?
04
How long is the contract?We offer a range of tenancy lengths for landlords, ranging from 42 to 52 weeks and contracts are reviewed annually in January/February.
What happens if a student stops paying their rent on time or does not pay in full?The condition of guaranteed rent means that you will not be affected should a tenant delay on paying their rent, and will continue to receive your monthly payment in full.
What if my property or furniture is damaged?We visit our Unihomes regularly and ensure that the students are aware of their obligations to take reasonable care of the property. If something is broken or damaged we will report it to you and pay or reimburse you for the repair costs or replacement item (or make a fair contribution according to the age of the item).
We follow the DPS guidance when it comes to assessing damage charges. More information can be found atwww.gov.uk/tenancy-deposit-protection/overview.
How are general maintenance needs handled?We expect students to report maintenance issues to us using our online reporting system, FixFlo.
The system will aid the student totroubleshoot the issue intially, but where this is not possible the issuewill be logged and we will bring it to your attention so that you may visit or organise a repair. We’re happy to arrange access for contractors and coordinate appointments with the students.
If an emergency repair is requiredoutside of office hours (in the eventof a leak, for example) we expectthe students to contact you directly, or the alternative emergency contact you have provided. You should only expect to be contacted by the students out of hours for serious repair issues which could affect the structure of the property. If you are not a local resident we would require details of a local person for any out of hours emergencies.
Does the university offer a repairs service?We do in Brighton – if you sign up for a repairs inclusive arrangement then the university will respond to minor repair issues – see page 9 for details.
What happens if the students disturb the neighbours?We believe that our students make a positive contribution to their local community but we do appreciate that some students can have different lifestyles to their next door neighbours.
Students in our Unihomes are made aware of their responsibility within their neighbourhood, but if problems do occur our Community Liaison Team will step in – contact us for details.
Do I need planning permission?If your property accommodates between 3–6 individuals and is located within the 5 wards of Brighton affected by the Article 4 direction, you will need to demonstrate that planning permission has been granted for the number of occupiers.
If your property has 7 or more bedrooms, you will be required to demonstrate that planning permission has been granted for the number of occupiers.
If the house has historic permission (as it has been consistently let to individuals) we will accept a written statement from you. If the house has been let to a family and change of use is required, we will require evidence that permission has been granted by the council.
Please contact the council for advice about planning permission and Article 4. Information can also be accessed online at: www.brighton-hove.gov.uk/content/planning/planning-applications/small-houses-multiple-occupation.
Do I need an HMO licence?If your property is classed as an HMO, you will need an HMO licence issued by the council. You will need to demonstrate that any recommendations made by the council as part of the draft licence have been addressed.
Who pays for utilities?In most Unihomes, the university will be responsible for paying for gas, electricity, water and internet during the tenancy period. Where the university does not provide an internet service the Landlord is required to provide and pay for a fast and reliable service.
Will my house receive professional cleaning? The communal areas of your property will be professionally cleaned once a week. Provided that the house is deep cleaned at the start of the tenancy an end of tenancy clean will be carried out once the contract has ended.
Who pays for professional inventory reports?The university provides inventory reports at the start of each new tenancy.
How much do you charge for managing the property?We do not charge a percentage fee of the rent or have any hidden costs, such as admin fees, call out charges or renewal fees. The rent we quote you is the full rent you will receive.
FAQs
It is a very professional and caring service with very helpful staff that look after the landlords as well as the students.
My property is well looked after and the service is excellent all round.
Unihome landlord for over 10 years
05
All furniture provided must comply with The Furniture and Furnishings (Fire Safety) Regulations 1988.
Furniture in student accommodation tends to have a shorter life than in a conventional home, so we recommend investing in good, sturdy furniture which is more likely to last. Furniture and furnishings such as curtains and lampshades should be matching and contemporary.
The fees you pay and the funding you are eligible for can depend on a few
things, outlined here.
What to provide
GENERAL REQUIREMENTS
Essential
Communal living space does not have to be a separate room, it could be a seating area in a good sized kitchen. If you are unsure if you meet our requirements please contact us. Please note, we are unable to accept a conservatory as a lounge space.
® central heating with a timing facility and
thermostat controller. Boilers must be situated in common areas and not in bedrooms
® utility meters we do not allow pre–pay meters.
All utility meters should be situated in common areas and not in bedrooms
We have created a guide regarding furniture and fixtures. If you have any queries please contact us for advice. Our guidelines incorporate HMO standards set out by the government/local council.
® fuse box situated in a common area
® wifi router situated in a common area (where
the university is not providing the internet)
06
COMMUNAL AREA
Essential
Communal living space does not have to be a separate room, it could be a seating area in a good sized kitchen. If you are unsure if you meet our requirements please contact us.
® central heating with a timing facility and
thermostat controller. Boilers should be situated in common areas and not in bedrooms
® television aerial a working television aerial
capable of receiving a digital signal and a unit to accommodate a family sized TV. Although a TV is not a requirement, the unit allows students to bring their own should they wish to. Students are responsible for purchasing their own TV licence whether or not a TV is provided
® fire door communal rooms in houses with
more than two storeys must have a fire door fitted. This has to meet test standard BS 476 part 22 by being self–closing, at least 30mm thick and fitted with an intumescent strip and cold smoke seals. It also needs to be secured with three hinges
® table and chairs if there is insufficient space in the
kitchen
® sofa/chairs enough comfortable and
contemporary seating in the house for all tenants to sit together
® coffee table if there is no dining table
BEDROOM
Essential
® bed ideally timber or metal frame
– good quality divan beds with headboards (must be stain and tear free), are also acceptable. Preferably double or small double beds where there is space
® mattress clean, stain free and firm – any
replacements must be new. The university will provide each student with a mattress protector
® wardrobe sturdy with hanging space –
free standing rails will not be accepted
® mirror full length securely fixed to the
wall
® chest of drawers
® desk or a table which is suitable for
study and appropriately sized for the room
® desk chair an upholstered chair suitable for
long stretches of study
® curtains lined curtains or blinds that
complement the room’s décor
® lamp a portable study lamp that can be
used on a desk or for bedside use
® electrical sockets at least 4 (or 2 double) positioned
appropriately to minimise the use of extension leads
® pin board to allow students to personalise
their room without damaging the walls
® wastepaper bin
Recommended
® a bedside table
® bookcase or sturdy shelving if space allows
® net curtains for ground floor windows and any
windows that are overlooked
® wash hand basin where practicable in properties
for 5 or more students
Minor problems experienced by tenants can often be resolved by the Accommodation Office without the need for the landlord to visit the property or deal with the tenants.
Unihome landlord for 7 years
07
BATHROOM
Essential
® shower 2 showers are required in
properties for 6 or more people, either self-contained or an electric unit over a bath. Bath units with mixer taps are sometimes acceptable but only if they provide good pressure. Please note that push–on connectors are not acceptable
® extractor fan electric with a humidistat sensor
® toilet roll holder securely fixed to a wall
® mirror securely fixed to a wall
® flooring vinyl or a similar washable surface
® toilet 2 toilets are required in
properties for 5 or more people. A toilet brush should be provided and replaced annually
® wash basin wherever a toilet is located
Recommended
® shower curtain renewed annually
® towel hooks or towel rails sufficient for number
of occupants
® bathroom unit for storing toiletries with
adequate capacity for the number of occupiers
KITCHEN
Essential
® layout functional and appropriate to the
number of occupiers
® flooring vinyl or a similar washable surface
® room sizewithout dining facilities3 or 4 occupiers = 6.5m² 5 occupiers = 7m²6 occupiers = 8.5m²
with dining facilities3 or 4 occupiers = 11.5m² 5 occupiers = 12m²
6 occupiers = 13.5m²
® fire door to meet test standard BS 476 part
22 by being self–closing, at least 30mm thick and fitted with an intumescent strip and cold smoke seals. It also needs to be secured with three hinges
® food storage at least one cupboard for each
student (not located under the sink) and further space for crockery, cutlery, pots and pans, cleaning equipment and products
® worktops fixed and secure, without cracks,
burns or tears and made of an impervious material. HMO requirements are: at least 1500mm length and 600mm depth of worktop should be allowed for up to five occupiers with an additional 500mm added for each additional occupier
® electrical sockets 6 sockets (or 3 doubles) are
required, according to HMO requirements, alongside dedicated sockets for a cooker, refrigerator and laundry machine(s). These must be appropriately spaced for ease of use and located in positions which suit the layout of the space
® sink for properties with 6 bedrooms
or more, an additional sink or a dishwasher is required
® extractor fan an electrical extractor fan which
meets the requirements in part F of the Building Regulations 2010 (Ventilation)
® fire blanket located on the wall in the kitchen
® brushes a stiff broom and a dustpan and
brush
® mop and bucket mop head to be replaced
annually
® kitchen bin with adequate capacity for the
number of occupiers
® microwave, kettle and toaster these have the shortest lifespans
among common appliances so buying quality brands at the outset makes good commercial sense and is encouraged
® oven and hob in good working order with
visible controls and a working auto ignition. The hob should have 4 or more rings
® fridge and freezer each occupier should have a
minimum of 1 shelf in each appliance
® washing machine plumbed in and of appropriate
size for the number of occupiers
Recommended
® user manuals for all appliances
® tumble dryer this avoids students drying
clothes on radiators causing condensation
® chopping boards replaced annually
® dining table and chairs if the space allows, to enable
students to eat together and socialise
08
HOUSEHOLD ITEMS
Essential
® ironing board full sized with cover
® vacuum or cyclone cleaner the machine should be of robust
design, easy to use and complete with the tools needed to clean all areas, including stairs (ideally serviced annually)
® rubbish and recycling bins local authority rubbish and
recycling bins, adequate for the number of occupiers (these can be requested online from the council)
® clothes dryer folding clothes drying rack(s) to
suit the number of occupiers.
® noticeboard for the communal area,
approximately 600mm x 900mm to display fire safety information, emergency numbers and other guidance
® stepladder a small metal step ladder to
enable students to safely change light bulbs
® doormats for each entry point
ADDITIONAL ITEMS
Essential
® internet an internet service may be
provided by the university to some unihome properties dependant on individually negotiated contracts.
® keyslandlords are required to supply the following keys to the Unihome team:
bedrooms – 2 copies for each bedroom, plus one house master key. If no master key is provided, the university will require 3 sets of bedroom keys
front door – 1 full set of keys per occupier, plus 2 sets for the university and an additional set for the cleaners (e.g. a 4 bed house = 7 sets of front door keys)
back door – 1 full set to be kept by the university and 1 set for use by the occupiers left in the house
security type suited keys are recommended as they keys are coded and cannot be reproduced without the permission of the landlord/ university. If you need details of local suppliers please contact your local accommodation office.
® doorbell
Recommended
® bike storage a lockable outbuilding for
student use or space for cycle storage is desirable
DOCUMENTATION
Essential
To be part of the Unihomes scheme, you will need to provide the following:
A current and valid gas safety record (required annually)
PAT tested portable electrical equipment (required annually)
Visual electrical installation inspection (required annually – confirmation that the check has been carried out is sufficient)
A current Electrical Installation Condition Report (every 5 years)
A valid HMO certificate
A Minor Works/Domestic Electrical Installation Works Certificate (in the event of any alterations)
Smoke alarms test certificate or a written declaration (annually)
Evidenced annual building insurance cover
Energy Performance Certificate (EPC)
Written permission from a mortgage lender to let to students
09
REPAIR RESPONSE TIMES The repair standards response times are:
Emergency repairs Any repairs which are required in order to avoid a danger to the health or safety of the residents, or serious damage to the building or residents’ belongings, e.g. flood, gas escape, electric shock, etc. – within 24 hours of report of defect.
Urgent repairsAny repairs to defects which materially affect the comfort or convenience of the residents e.g. failure of heating or hot water supply, partial power failure, etc – within 5 working days of report of defect.
Non–urgent day–to–day repairs Any reactive repairs not falling into the above categories, e.g. broken light fitting, broken shelf, dripping tap, etc. – within 28 working days of report of defect.
Reactive Pest ControlReports made in normal business hours will aim to be responded to within 24 hours and the issue resolved within 72 hours.
Sometimes, for unavoidable reasons, time expectations cannot be met, but it is essential that the Accommodation Service and the student tenants are kept fully informed and tenants compensated for any inconvenience where this is deemed appropriate.
Any visits to Unihomes by owners or contractors should be advised to the students at least 24 hours in advance, unless in an emergency.
To meet student satisfaction, and to protect the infrastructure of the Unihome properties, it is important that we are able to respond efficiently to repair issues.
When signing contracts, students are made aware of our repair criteria.
REPAIRS INCLUSIVE CONTRACTS
The university can offer Brighton landlords a repairs inclusive contract which allows the university to take care of any minor repairs (costing up to £250 each) on the landlord’s behalf.
We will keep landlords informed of any repairs and costings, and charges will be deducted from the monthly rent payments.
CONTRACTORS
You may already have established links with contractors who we are happy to liaise with when necessary. We can also provide details of contractors that we use if required.
Repairs and maintenance
OUT OF HOURS
Landlords must provide an out of office hours contact number for emergency calls when a repair must be completed swiftly to avoid danger to health and safety. The contact must be available for the duration of the contract, including holiday periods.
LOST KEYS – OUT OF HOURS
Students are made aware that the Accommodation Service is the first point of contact for lost or mislaid keys. In the unlikely event that a student contacts you regarding missing keys, we would not expect you to visit the property. We provide students with details of a local locksmith to use if they are unable to find alternative accommodation until the office reopens.
LIGHTBULBS
Students are expected to replace light bulbs themselves unless the fittings are unusual or inaccessible, in which case it would be the landlord’s responsibility.
Students will report all repairs and maintenance issues to the Accommodation Service during office hours. We will then liaise with landlords regarding the appropriate action to take.
10
If there are any items of damage which do not constitute fair wear and tear, landlords are invited to recoup costs from the university, and these costs will be passed on to the students responsible.
DAMAGE CHARGE PROCEDURES
We expect landlords to submit an ‘intention to charge’ form within one week of the students’ end of tenancy date, so that we are aware of any impending charges.
We ask that landlords then provide evidence to support claims within the following 2 weeks – evidence includes photos and copies of invoices or estimates for all damage costs.
Please note that we now require evidence for all damage claims not just those over £50 as in previous years.
Student charges need to be managed in a timely fashion to meet contractual obligations and to comply with the Universities UK Code of Practice, so landlords should note that late requests for any settlement will not be considered. Landlords must also engage fully in the inventory process in order to be compensated.
Any privately negotiated extensions to tenant contracts are actively discouraged and in cases where they are agreed, any right by the landlord to make damage claims will be lost.
CONTRACT RENEWAL
Contracts are renewed on an annual basis, usually at the start of the new calendar year.
IF YOU WANT TO SELL YOUR
End of tenancy
UNIHOME DURING THE TENANCY We expect Unihome landlords to stay in the scheme throughout the Tenancy Period. However, we understand that landlords’ circumstances may change, and it may be necessary for you to dispose of a property before our tenancy has ended. If you need to sell, we do ask that we have the opportunity to meet with the prospective new landlord to make sure they are aware of their obligations under the head lease agreement. This is in your own interests, because as the original signatory to the head lease contract, you will remain liable to us for the landlord’s obligations if the new landlord does not comply. Please note that the internet service provision should not be disrupted during any change of ownership. It is the landlord’s responsibility to ensure continuity of the service where applicable.
The new landlord will also need to be prepared to meet the repair and maintenance standards that we agreed with you. The university may charge a fee based on the time worked and administration involved in the transaction including but not limited to; meeting with the new landlord, setting up the new landlord as a new supplier with our Finance team, amending the monthly payments accordingly, liaising with the student tenants and updating records and house folder information.
Landlords are expected to inspect the property between tenancies in order to carry out any repairs or routine maintenance as required.
11
PROPERTY AND RESPONSIBILITIES
Unihome landlords are responsible for:• keeping the property in good
order and managing a cyclical programme of decoration and renovation as required
• meeting contractual time scales for emergency, urgent and routine maintenance – depending on the maintenance arrangements agreed
• checking the property at the beginning and end of the year and logging any damage claims in a timely manner
• allowing viewing access prior to letting
• planning for essential works to be completed prior to tenancy commencement and before inventory inspections are carried out
• maintaining gardens throughout the tenancy and ensuring that they are in good seasonal order for the start of each term
• identifying a contact person who is authorised to deal with any issues when the landlord is not available
• providing at least one out of hours name and contact number
• ensuring the property has valid certificates at all times and that copies of renewals are sent to the appropriate accommodation office
• ensuring that the property is ready for occupation at the start of the tenancy period
• providing and maintaining a working broadband internet service with unlimited usage allowance, where required.
• window and gutter cleaning, at least annually
• ensuring that rubbish and recycling bins and boxes are adequate for the number of occupiers. Please note that councils can be slow in providing these and refuse disposal is the responsibility of the owner if these are not provided.
REFERENCES
Delivering excellent management standards in Unihomes is a key priority for the university and our students. We therefore reserve the right to obtain references in relation to landlords as a condition of joining the scheme.
Typically, this would be a reference from previous tenants, the local council or an appropriate professional individual/organisation. We would seek your written signed consent for the disclosure of this information before proceeding.
General
12
Although it is not a legal requirement for a landlord to undertake a risk assessment using the Housing Health and Safety Rating System (HHSRS), we believe it to be good practice to ensure that the property is safe, secure, adequately heated, clean, dry and in good repair.
As a general rule, the property should be one landlords themselves would be happy to live in. The Housing Act 2004 introduced the HHSRS (now under Homes Fitness for Human Habitation Act 1918 which came into force on 20 March 2019). It applies to all properties in England and Wales, including those with resident landlords.
The goal of the HHSRS is to provide a safe and healthy environment for any occupier or visitor. Put simply, the rating system works by assessing the risk associated with certain hazards.
Any Unihome must be free of any category 1 hazards and there is a requirement by the local authority to take action when a category 1 hazard is identified.
Safety
For more information on HHSRS please contact your local authority (see page 17 for details) or look at: www.gov.uk/government/collections/housing–health-and-safety-rating-system-hhsrs-guidance www.communities.gov.uk/documents/housing/pdf/150940.pdf
13
ELECTRICAL SAFETY
Electrical Installation Condition Report (EICR)We require a full EICR (all pages) with a ‘satisfactory’ rating from contractors registered with a Competent Person Scheme such as:• ELECSA www.elecsa.co.uk 0333 321 8220• NAPIT www.napit.org.uk 0845 543 0330• NICEIC Group Ltd www.niceic.com 0870 013 0382
If the certificate has a satisfactory rating but lists category 1 and 2 items, we will require written evidence from the electrician that all such items have been satisfactorily dealt with.
A Domestic Electrical Installation Certificate (DEIC) for a completely new installation is acceptable, but a DEIC for an ‘alteration’ will require in addition a full EICR. If in any doubt, we suggest that you go back to your electrical contractor and ask them to certify that the DEIC applies to the full installation and covers all the points that would have been covered in an EICR. We will require written confirmation that an EICR would be mere duplication of the DEIC.
Please note we will not consider a property until we have seen a complete copy of the Electrical Installation Condition Report (EICR) plus any evidence that category 1 and 2 items have been rectified. We require an EICR to be completed every five years or less if the contractor deems necessary.
Minor Domestic Electrical Installation Works CertificateIt is a requirement of part P of the Building Regulations that any electrical installation fitted in a room where water is present, such as a kitchen or bathroom, requires a minor domestic electrical installation works certificate. An annual inspection of electrical fittings and installations at the end of the tenancy is recommended to ensure that any defects are remedied before a new tenancy period begins.
Further information is available from:• Electrical Safety Council www.esc.org.uk• Health and Safety Executive www.hse.gov.uk
Electrical fuse boxes/meters may need to be enclosed by 30–minute fire resistant material. Landlords must contact their local authority or fire officer to ensure their fuse boxes comply with current legislation and provide documentation, if appropriate, to the relevant office.
Portable appliance testing (PAT)The university requires annual PAT testing to be carried out on all portable appliances supplied in the property including fridges, freezers, cookers, vacuum cleaners and all other portable electrical items.
ENERGY PERFORMANCE CERTIFICATES
Energy Performance Certificates (EPC) became a legal requirement for dwellings being rented in the private sector on 1 October 2008. The EPC rates the energy performance of a building. The idea is similar to the well–established energy labels for the sale of white goods such as washing machines.
New laws have come into effect which apply to domestic private landlords. The regulations are designed to tackle the least energy–efficient properties in England and Wales. The minimum level of energy efficiency for private rented property is a rating of Band E.
For more information please see • www.gov.uk/government/
publications/the-private-rented-property-minimum-standard-landlord-guidance-documents
• www.epcregister.com.
14
WATER SUPPLY
It is the owner’s responsibility to undertake a Legionella risk assessment at regular intervals and especially between student tenancy periods.
Latest guidance on Legionella risk assessment can be found at:www.hse.gov.uk/legionnaires/legionella-landlords-responsibilities.htm
FIRE SAFETY
Landlords must ensure the fire safety of their property. To assist landlords in complying with this duty the Local Authorities Coordinator of Regulatory Services (LACORS) has published national fire safety guidance for landlords and local authorities, a copy can be downloaded from www.lacors.gov.uk/lacors/NewsArticleDetails.aspx?id=19844.
The guidance gives advice on carrying out a risk assessment and appropriate fire safety measures in residential properties. By following this guide landlords can ensure that they have complied with their legal responsibilities. The landlord must carry out a risk assessment on the property and meet the requirements.
Furniture and furnishing (fire safety) regulations 1988Landlords are responsible for ensuring that all upholstered furniture complies with this legislation. Items covered by these regulations include beds, headboards, mattresses and bases, sofa beds, futons, settees, armchairs, padded upright chairs, scatter cushions, seat pads and pillows, loose and stretch sofa covers. They must be in good condition and the fabric must not be torn or damaged. Students are not permitted to bring their own furniture into the property or use portable heaters in the properties without prior permission.
Fire doorsIt is necessary to have a fire door installed to the kitchen so that the area is isolated and protects the means of escape in case of fire. The requirements are for a 30 minute fire door which should be fitted with a cold smoke seal usually seen running along the sides and top of doors and often found as one integrated unit. The door should also be fitted with an efficient self–closer and ideally treated with a fire retardant finish. It is the responsibility of the landlord to ensure that fire doors comply with current regulations.
In houses with more than 2 storeys, a fire door must also be fitted to the communal room.
Interlinked smoke alarm systemThe university requires interlinked mains wired smoke alarms with integral battery back–up located in the escape route at all floor levels and in the lounge; additional interlinked heat alarm with integral battery back–up located in the kitchen. All systems must comply with current British Standards.
Please see LACORS for guidance on the type of system.
15
Wall–mounted fire blanketA wall–mounted fire blanket must be fitted on the kitchen wall, away from the cooker, close to the exit and in a place where it can be used effectively. Fire blankets need to be checked for signs of deterioration and replaced immediately by the landlord if used.
GAS SAFETY
Gas safety recordBy law, landlords are responsible for making sure gas appliances are maintained and checked for safety every 12 months by a registered installer. We will need to see proof of the annual service and a current copy of a Landlord’s Gas Safety Record. This work must be carried out by a registered Gas Safe engineer. More information about Gas Safe Register can be found here:• www.gassaferegister.co.uk• www.hse.gov.uk/gas/domestic• HSE Gas Safety Advice Line 0800 300363
Scans or photocopies are acceptable provided they are clear and legible. It is a criminal offence to falsify a gas safety record.
Carbon monoxide detectorsCarbon monoxide detectors are required in each room where there is a gas appliance. It is the responsibility of the landlord to make sure that carbon monoxide detectors are properly located and where possible fixed and that they meet current European and British safety standard BS EN 50291. They should be tested at appropriate intervals, and replaced if they become defective.
Current Gas Safe certificate stationery now includes an additional field for Carbon Monoxide detectors. It is not mandatory for registered Gas Safe engineers to check the alarms at present, but it is a requirement of the Unihome Scheme that the field is completed to demonstrate that the alarm is in date, functioning and in the correct location.
DOORS, LOCKS AND KEYS
Landlords should check their insurance policy for security requirements. All locks should be to British Standard and external doors must be of a solid core timber or metal framed UPVC construction, or specialist laminated security doors in which all glazing is either wired or toughened laminated glass. The door frames should be strong and well secured.
Any door providing a means of escape from the house, including bedrooms, should be fitted with a thumb release lock. This allows the door to be opened easily and quickly from within without the use of a key in case of an emergency.
Locks must be fitted to windows on ground and basement floors with keys provided, unless the windows are identified as a means of escape.
If you need clarification or further guidance please contact us.
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Additional information
EQUAL OPPORTUNITIES
In the provision and letting of housing or associated goods and services for their properties landlords must support the university’s equal opportunities policy. The university is committed to providing a fair environment that embodies and promotes equality of opportunity and values the diversity of all members of our community.
To reflect this, landlords must ensure that there is no discrimination in the provision and letting of accommodation and that all tenants are treated respectfully and fairly.
Tenant details will not be shared with landlords without permission of tenants.
TENANTS WITH A DISABILITY
Under the terms of the Equality Act 2010, in certain circumstances residential landlords will be required to make reasonable adjustments to assist disabled people.
Further information can be found at www.direct.gov.uk/disabledpeople.
DATA PROTECTION
Personal data, i.e. any information from which a living person can be identified, is covered by the Data Protection Act 1998 whether it is stored manually or on computer. All personal information provided will be treated strictly in terms of the Act. This means that confidentiality will be respected, and that all appropriate security measures will be taken to prevent unauthorised disclosure. The data which we require is necessary for the proper administration of our relationship. We will not share information with other parties unless required to by law or unless authorised by the individual themselves.
For more information on how we process your data please go to:https://staff.brighton.ac.uk/reg/legal/other/Business_and_External_Stakeholder_Services_Privacy_Notice.pdf
This guide is available in alternative formats on request.
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Useful contacts
UNIVERSITY OF BRIGHTON
Brighton Accommodation ServiceStudent Operations and SupportUniversity of BrightonThe Manor HouseMoulsecoomb PlaceLewes RoadBrightonBN2 4GA
01273 644100 [email protected]/accommodation
Eastbourne Accommodation ServiceStudent Operations and SupportUniversity of BrightonRoom G3Trevin TowersGaudick RoadEastbourneBN20 7SP
01273 [email protected]/accommodation
NON–UNIVERSITY
Brighton & Hove City CouncilPrivate Sector HousingTown HallNorton RoadHoveBN3 3BQ
01273 [email protected]
Planning (Development Control)01273 292222 (Monday to Friday 9.30am to 12pm)
Eastbourne Borough Council1 Grove RoadEastbourneBN21 4TW
01323 410000www.lewes-eastbourne.gov.uk
National Landlords Association22-26 Albert EmbankmentLondon SE1 7TJ
020 7840 [email protected]
Health and Safety Executive0845 345 0055
