The Unipol Code Inspection Procedure - Full Code Members
When a landlord or managing agent applies to become a full member of the Unipol Code, he/she declares that ALL of his/her student properties meet the requirements set out in the Code. The inspection procedure is Unipol's way of ensuring the Unipol Code is met. It is important to note that the inspection process does not result in a pass or fail. Instead it highlights any areas where the property or its’ management does not meet the Code and agrees timescales for rectifying those areas.
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New applications
Unipol accepts the application in good faith, but to ensure that the standards detailed in the Code are met, we will inspect at least one property for the new applicant before admitting them as a member of the Code.
Existing members
For existing full members of the Code, Unipol inspect every property owned by each landlord every three years.
How is the inspection programme organized?
Unipol will contact the landlord requesting that an inspection is held at a mutually convenient time and date. Wherever possible at least 10 working days notice is given of an inspection visit. The landlord should notify the tenants of the visit, and Unipol will write to tenants to confirm the inspection visit time and date.
For a new applicant, we endeavour to inspect a property within 10 working days of receipt of an application. For existing full members of the Code, then a visit is scheduled according to priority.
It is recommended that the landlord is present at the time of the inspection; this is preferred as any areas which might need to be addressed can be discussed there and then. However if it is impractical for the landlord to attend, then the landlord is asked to arrange access via the tenants.
The landlord will be asked to supply copies of or bring along to the inspection the certification for the property – this will include the annual gas safety certificate, a 5 yearly certificate demonstrating that the electrical wiring of the property was deemed safe (this is often a Periodic Inspection Report) and where applicable an HMO license (issued by the council to certain size and type houses) and an annual certificate showing that any fire alarm panel had been checked.
What happens on the inspection?
There are three distinct phases to the inspection process:
- Firstly the inspector will check the documentation – see above. Should any of this documentation not be available on the day, then the landlord will be asked to provide it within 5 working days of the receipt of the inspection report.
- Secondly the inspector will look around the house, starting from outside the property, then carrying on inside. See below for what this covers.
- Thirdly the inspector will talk to any tenants present about their tenancy. See later about what this covers.
What is the inspector looking for?
The inspector will have a checklist of items which they will be looking for and this covers all of the key aspects of the Unipol Code.
These are some of the main areas:-
Outside of the Property
- Is the garden tidy?
- Are paths clear of hazards?
- Do any steps (3 or more) have a handrail?
- Are there any structural issues which may lead to interior problems, such as damp?
Inside the Property
Bedrooms
- Is there any damage or disrepair to floors, ceilings, or walls?
- Are the windows large enough and well fitting?
- Is there the requisite furniture in each room – a bed, wardrobe, desk and chair?
Bathrooms
- Are there enough bathrooms for the number of occupants?
- Does any shower have a shower curtain/screen/cubicle?
- Does the shower room contain an extractor fan?
- Are there wash hand basins in all rooms with a w/c?
- Are there any signs of mould?
Kitchens
- Are there enough cooking and dish washing facilities for the number of occupants?
- Is there a fire blanket?
- Is there enough work surface, in particular around the cooker?
Common Areas
- Are the floors, ceilings and walls in good repair?
- Are there handrails to staircases (with 3 or more steps)?
- Is there any obvious electrical safety issues?
Fire Safety
Is the smoke detection scheme suitable for the size and type of the property and the number of occupants? This means that as a minimum there are mains interlinked smoke detectors at every level of circulation (in hallways at each level), in the lounge, cellar and there is a heat detector in the kitchen. At larger properties then smoke detectors should also be in bedrooms.
Are there fire doors appropriate for the size and type of property and the number of occupants? As a minimum the door to the kitchen should be a fire door, with intumescent strips, cold smoke seals and an overhead hydraulic self closer. In larger properties, then a fire door may be required for the lounge and bedrooms.
Security
- Do the main exit doors have mortise locks and thumb turn release mechanisms which allow escape from the building in the event of fire without the need for keys?
- Do any security grilles have similar thumb turn release mechanisms?
- Do non double glazed, ground floor windows have locks?
What does the inspector ask the tenant?
The inspector will ask the tenant about the tenancy contract, if they paid any deposit, and if the tenant knows which of the deposit protection schemes they may be covered by. The tenant will also be asked about the state of the property when they moved in and if they have had to report any repairs. If repairs have been reported, then the inspector will check to make sure the repair was dealt with within the appropriate timescales.
What happens after the visit?
Any areas where the property does not yet meet the Unipol Code requirements will be brought to the attention of the landlord, if present, during the visit. After the visit a written report is compiled and sent to the landlord within 5 working days of the inspection.
This report is broken down into 4 sections:
- The first section, Code Compliance, details areas of findings where the property does not meet the Unipol Code. The Code reference is given as is the action necessary to bring the property up to the required standard.
- The second section, Advisory Matters, details areas where the Local Authority standards appear not to be met by the property. Here any Local Authority advisory documents will be referred to for guidance.
- In the third section, General Advisory Matters, areas that should be noted by the landlord will be outlined, often these will relate to decorative or disrepair issues.
- Finally there is a section which contains the recommendation in respect to membership of the code. This will detail whether or not continued membership is recommended for existing Unipol Code members, or whether the new applicant can be accepted as a Unipol Code member.
Click here to see what the report looks like.
Where inspections demonstrate substantial failures to meet the Unipol Code, a larger sample of the landlord’s properties may be scheduled for inspection.
Timetable
The landlord is asked to provide a timetable for any work required in the first section of the report. This timetable should be provided within 14 days. This is not to say that the work itself is to be completed in 14 days, merely an appropriate timetable provided. Clearly issues relating to matters such as fire safety should be addressed with more urgency than less risky matters.
Once a timetable is agreed, and the work completed, then dependent on the nature of the findings, a re-inspection may be required. During this very short re-inspection, the Accreditation Officer will check to ensure that the required work has been completed to the expected standard.
When do new applicants have membership confirmed?
Once the inspection has taken place and in the main the property meets the Unipol Code, then membership will be recommended subject to receipt of an agreed timetable for any required remedial works to be completed. Within 48 hours of an inspection or if required, the receipt of the timetable, the advertisements will show the properties advertised as meeting the Code and the Unipol website will show the landlord as a full member of the Code. Within 5 working days a certificate which confirms membership will be sent to the landlord.
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