The Unipol Code Inspection Procedure
When a managing agent applies to become a Supporter of the Unipol Code, he/she signs a protocol which commits the managing agent to promoting the Unipol Code to the owners of the properties they manage. Managing agents are NOT required to declare that all of the properties they manage meet the Unipol Code. Instead they separate the properties they manage into ones which do meet the Code and ones which do not. Managing agents agree to encourage the owners of the properties they manage to join the Code and therefore Unipol expect the proportion of Code to non Code properties to increase over time.
How is the application from a managing agent dealt with?
The managing agent signs the protocol to become a Supporter of the Unipol Code and sends a list of all of the student properties managed with the signed protocol. In addition, the managing agent will provide Unipol with a list of properties that they believe meet the standards in the Unipol Code.
Unipol accepts all applications in good faith, a managing agent will be accepted as a Supporter of the Unipol Code once the signed protocol and property list has been received, unless there are any concerns raised about the agent by Unipol’s stakeholders.
In this case, a greater level of inspection will be required prior to admitting the managing agent as a Supporter of the Code. In some cases this may mean that Unipol will contact the current tenants of the managed properties to assess whether or not the management of the property is to the standard expected of a Supporter of the Code.
On receipt of the list of properties the managing agent proposes meet the Unipol Code, Unipol will contact the agent to arrange for inspection of a selection of the properties listed. Unipol will use a sampling method that will ensure that at least one property from each owner is inspected and where an owner has a larger portfolio, a 1 in 5 sample will be employed.
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.
Where inspections show that there are substantial areas of the Code which are not met, then a greater proportion of that landlord’s student properties will be inspected.
How is the inspection programme organized?
Unipol will contact the managing agent requesting that an inspection is held at a mutually convenient time and date. We endeavour to inspect a property within 28 working days of receipt of the list of properties. Wherever possible at least 10 working days notice is given of an inspection visit.
The managing agent is expected to be present at the time of the inspection; this is so that any areas which might need to be addressed can be discussed there and then.
The managing agent 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.
The managing agent should notify the tenants of the visit, and Unipol will write to tenants to confirm the inspection visit time and date.
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 agent 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 managing agent during the visit. After the visit a written report is compiled and sent to the managing agent 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 the property meets with the Unipol Code and therefore whether or not the property can be advertised by the agent as meeting the Code.
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 agent 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.
If any concerns about the agent have been raised by the Unipol stakeholders, the timescales for the work to be completed will be shorter than would otherwise be expected. This is to ensure that commitment to the Code can be actively demonstrated by the Managing Agent.
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 inspector will check to ensure that the required work has been completed to the expected standard.
When can the properties be advertised as meeting the Unipol Code?
Once the inspection has taken place, and an agreed timetable for the completion of any required remedial works has been received, the property can be advertised as meeting the Unipol Code.
For those landlords with larger portfolios, once the appropriate sample level of inspections has been completed and the timetable for the required remedial actions has been received, then the entire portfolio for that landlord can be advertised as meeting the Unipol Code.
To return to the Unipol Code home page - click here.
