The Unipol Code

The purpose of The Unipol Code is to enable Owners and Tenants to agree a set of undertakings about how they wish to do business with one another.

Download a copy of the Code for 2010 - 2013 here

There is a separate code for owner occupiers, you can download it here 

The criteria in the code have been chosen to reflect a balance of common sense obligations and responsibilities between owners and tenants and set standards which are achievable by owners and tenants without significant expenditure of time and money and without prejudice to their respective legal rights. 

The Unipol Code does not require that the property complies with the Local Authority’s minimum standards for Houses in Multiple Occupation. The Code does, however, complement and support those standards and provides a set of performance criteria in the area of housing management, maintenance and good practice. Compliance with this Code does not mean that a particular property complies with the Local Minimum Standards

Compliance with the code will ensure that: 

Both owners and tenants enjoy the benefit of good standards of housing management and practice. 

Misunderstandings and disputes are reduced. 

Where problems do occur they are promptly resolved.

Unipol will ensure that the fact that an owner has agreed to comply with the Code will be made explicit on property advertisements and the Code will be actively promoted amongst students searching for housing. The Code enjoys the support of the City of Bradford Metropolitan District Council, educational institutions and their respective students’ unions.

Adoption of the Code by an owner is voluntary. Making a commitment to abide by the Code is a serious matter and a failure to meet such a commitment is a breach of faith. Unipol tests owners annually for the purpose of ascertaining compliance with the Code and tenants can complain where they feel a breach has occurred. Information showing that owners are not complying with the Code is in the public domain and will remain accessible for three years even if the owners leaves, or is removed from the Code.

IMPORTANT NOTE: Licensed HMOs

In the case of licensed HMOs, where an HMO licence includes a particular condition that is different to a requirement of The Unipol Code, then compliance with the HMO licence condition will take precedence.

EQUAL OPPORTUNITIES

Owners will ensure that:

1.00

In the provision and letting of housing or associated services and in the letting of contracts for services, no person or group of persons applying will be treated less favourably than any other person or group of persons because of their race, colour, ethnic or national origin, gender, disability, appearance, marital status, sexual orientation or social status.

MARKETING PRIOR TO LETTING PROPERTY TO TENANTS

Owners will ensure that:

2.00

All property details are reported accurately without misrepresentation to prospective tenants;

2.01

All prospective tenants are granted an opportunity to view the property, having due regard to the rights of existing tenants;

2.02

Interested parties are provided with a copy of any contractual terms under which a property is offered, such terms to include details of any fees payable in addition to rent and any arrangements involving tenants' guarantors. Interested parties are, when specifically requested, permitted not less than 24 hours within which to seek independent advice regarding those contractual terms, during which time the property will not be re-marketed; 

2.03

No monies for deposits or rent are demanded prior to the signing and exchange of any letting agreement; 

2.04

A full set of agreement/s are issued to the tenant/s at the grant of the tenancy written in type size of not less than 8 point containing no contractual terms in conflict with any statutory or common law entitlement of the tenant or the terms of this Code;

Rent Liability

Owners will ensure that:

2.05

Prospective tenants are issued with a clear statement of the rent due to be paid, including the dates, amounts and method of payments due to be made during the contract.

Water Charges

Owners will ensure that:

2.06

The owner clarifies whether s/he retains responsibility for payment of water charges, utility charges and Council Tax, or whether these charges fall to the tenants to pay and that this division of responsibility is accurately reflected in the terms of the letting agreement. 

Utility Charges (Gas, Electricity, Telephone) 

Owners will ensure that:

2.07

Where any service charges are levied by the owner, that such services and charges are properly specified and detailed in the letting contract; 

2.08

Written receipts are issued, where requested by a tenant or future tenant, for all monies demanded whether for rent, deposit, utility or service charges. Where transactions are undertaken in cash a written receipt will always be provided by the Owner. 

Identity and Address 

Owners will ensure that:

2.09

The name and current registered address of the owner/agent is stated on the agreement together with the address and telephone numbers of any managing agent or person/s acting on behalf of the owner. 

Anti Social Behaviour 

Owners will ensure that:

2.10

Although landlords/agents have no legal responsibility for the behaviour of their tenants, they will use reasonable endeavours to tackle anti social behaviour and will take a measured response in the light of the circumstances, including ultimately Court proceedings. Separate guidance for landlords on dealing with such behaviour will be made available

State of Repair 

Owners will ensure that:

2.11

Where a property is undergoing refurbishment and the building programme is running late and where this may result in the property not being ready for occupancy, the landlord/agent shall inform the future tenants at the earliest possibility of this likelihood and its consequences for them. In the event that a property is not ready for occupation on the date that the tenancy begins then suitable alternative accommodation will be provided by the owner.

2.12

At the commencement of the tenancy or other date mutually agreed with the tenants all obligations on the part of the owner in regard to the repairs and property maintenance and improvements to the property have been fully discharged;

2.13

Any agreed pre-tenancy repairs or any intentions on the part of the owner to undertake improvements should be confirmed in writing.

DURING THE TENANCY

HMO Licensing

Owners will ensure that:

3.00

They possess a current license for all of their licensable HMOs, their licensable properties meet with the national minimum standards and all non-licensable properties meet with the City of Bradford Metropolitan District Council’s suggested standards;

Ensuring Possession

Owners will ensure that:

3.01

All statutory notices seeking possession are served on incumbent tenants in order to mitigate any delay and hardship caused to the owner and incoming tenants that may be caused where existing tenants refuse to give up possession at the end of their contractual tenancy. 

Promoting the Code of Standards

Owners will ensure that:

3.02

A copy of The Unipol Code is provided to all tenants.

First Refusal

Owners will ensure that:

3.03

(Subject to reasonable performance by tenants of their obligations under the terms of the preceding tenancy) the incumbent tenant/s are offered first refusal for any subsequent letting of property. 

Access 

Owners will ensure that:

3.04

Where access is required for routine inspection/s, the tenants receive notification of the date time and purpose of the visit not less than 24 hours in advance, save in circumstances where issuance of such notice is impractical and that tenant privacy and entitlement to freedom from unnecessary intrusion is respected. Access will be between 8am – 8pm, unless otherwise agreed with the tenant/s. Details of planned inspections should be provided in writing at the commencement of the tenancy, affording the maximum notice to tenants

3.05

Business is pursued by him/her in a professional, courteous and diligent manner at all times. 

Repairs and Maintenance

Owners will ensure that:

3.06

All properties are maintained in a satisfactory state of repair and in full compliance with the provisions of section 11 of the Landlord and Tenant Act 1984.

3.07

Under normal circumstances the following repairs completion performance standards should be achieved:-

Priority One – Emergency Repairs: Any repairs required in order to avoid a danger to health, risk to the safety and security of residents or serious damage to buildings or residents’ belongings. Within 24 hours of report of defect.

Priority Two – Urgent Repairs: Repairs to defects which materially affect the comfort or convenience of the residents. Within five working days of report of the defect.

Priority Three – Non Urgent day-to-day repairs: Reactive repairs not falling within the above categories. Within 28 days of report of defect.

3.08

Tenants are provided with a point of contact in case of emergencies.

3.09

Planned Programmes of Repair/Improvement and Cyclical Repairs Programmes.

Maintenance and Servicing tasks which can be carried out in a planned and cyclical manner such as gas appliance servicing, gutter and window cleaning, exterior and interior painting are carried out with due regard to the convenience of occupants; 

3.10

Where a dispute occurs between the owner and tenant/s as to when a repair has been reported then the date on which the repair was reported to the owner in writing shall be the accepted date; 

3.11

Where reasonable and practical, to provide notification to occupants prior to attendance by contractors to undertake repairs; 

3.12

That contractors and trades persons will remove all redundant components and debris from site on completion of works in a reasonable time and will behave in a professional and courteous manner at all times.

Furniture and Storage Space 

Owners will ensure that:

3.13

All study bedrooms contain a bed, adequate clothes storage space, a desk, chair and curtains which are properly hung; 

3.14

All furnishings and furniture are clean and in reasonable condition at the commencement of the tenancy and comply, as appropriate, with the Furniture and Furnishings (Fire) (Safety) Regulations. 

Kitchen Facilities

Owners will ensure that:

3.15

Kitchens should meet with the standards required by the City of Bradford Metropolitan District Council, especially in respect of cookers, sinks, electrical sockets, worktops and cupboards.

Toilet & Personal Washing Facilities 

Owners will ensure that:

3.16

An adequate number of suitably located baths and/or showers and wash hand basins are provided with constant hot and cold water supplies and in a ratio of amenities to occupants that does not exceed 1:5.

3.17

An adequate number of suitably located WC’s are provided and in a ratio of amenities to occupants that does not exceed 1;5. Where a WC is located in a separate compartment then a wash hand basin should also be provided within the same compartment.

3.18

Where one or more showers are provided, they will be fitted with a waterproof surround and a screen (which could be a curtain). Where a shower is provided a suitable electrically operated extractor fan shall be fitted.

HEALTH AND SAFETY

Housing Health and Safety Rating System

Owner will ensure that:

4.00

The property and boundary  is maintained, as reasonably practicable, free of any avoidable or unnecessary hazards as defined in the Housing Health & Safety Rating System (see schedule attached to this Code). Particular attention should be paid to hazards such as excess cold, damp and mould, noise, falls on stairs or between levels, fire and entry by intruders . Guidance is available from City of Bradford Metropolitan District Council for landlords who wish to conduct risk assessments of their own properties.

Gas Appliances and Supply 

Owners will ensure that:

4.01

All means of use and supply of mains gas and alterations and repairs to gas installations shall comply with the current Gas Safety (Installation and Use) Regulations;

4.02

All gas appliances will be serviced annually by a CORGI (superceded from 1st April 2009 by the Capita gas registration scheme) registered engineer. Verification of the gas safety check will be provided to all new tenants at the start of the tenancy, and copies of the gas safety check record for any subsequent safety checks undertaken during the period of the tenancy will be supplied to tenants within 28 days of that safety check being conducted;

4.03

All repairs to gas supply pipe work and appliances will be carried out by registered Confederation of Registered Gas Installation (CORGI) (superceded from 1st April 2009 by the Capita gas registration scheme) fitters; 

4.04

Clear written instructions for the safe use of all central heating and hot water systems will be given. 

Liquefied Gas/Paraffin Heaters and Appliances

Owners will ensure that:

4.05

No form of bottled gas or paraffin heaters will be provided by the owner as a heating source. 

Electrical Installations and Appliances. 

Owners will ensure that:

4.06

All electrical installations provided by the owner are certified as safe by a professionally competent electrician in accordance with the current relevant Electrical Regulations. A document of verification shall be obtained every five years showing the electrical wiring of properties is in a safe and satisfactory condition

4.07

All repairs and improvements in electrical installations comply with the current Institute of Electrical Engineers Wiring Regulations; 

4.08

All components used in electrical wiring installations and repairs comply with the International Standard and all appliances will be installed in accordance with Manufacturers' instructions; 

4.09

All electrical appliances provided by the owner are functioning in accordance with manufacturers' operational limits and are capable of being operated in a safe manner. Appliances are regularly visually inspected for wear and tear and any defects remedied;

4.10

Instructions for the safe use of all electrical appliances (including cookers, space and water heaters, fridges and freezers) will be given. 

Overcrowding

Owners will ensure that:

4.11

Properties are not knowingly overcrowded.

Energy Efficiency 

Owners will ensure that:

4.12

Central heating (or electrical heating) is provided. The central heating system should be adequate, controllable and programmable

4.13

An electrical panel heater in a building designed to comply with Part L of the Building Regulations 2002 as a minimum, is fitted with an on/off switch and 24 hour timer or a timed booster in a system that allows a preset period of use will be satisfactory

4.14

All properties are provided with a minimum level of energy efficiency measures to include hot water tank and pipe lagging and adequate insulation to roof void areas where appropriate

4.15

Energy efficiency improvements are incorporated, where practical, into refurbishment schemes. The City of Bradford Metropolitan District Council’s energy efficiency unit is able to provide advice on how these might be achieved.

4.16

Tenants are given advice, upon request, on how best to heat their accommodation and use hot water in an energy efficient way using the facilities provided. 

Fire Detection and Alarm Systems 

Owners will ensure that:

4.17

All properties are provided with Automatic Fire Detection which meets with the City of Bradford Metropolitan District Council’s Design Principles for Fire Safety Schemes for Rented Houses for properties of their type. The minimum requirements of which is the provision of a mains interlinked fire detection system throughout the common areas, which should include a heat detector in the kitchen.

4.18

Each kitchen will be fitted with a fire blanket, situated a sufficient distance away from the cooker so as to be safely removed from its housing in the event of a fire on the cooker.

4.19

All exit routes within a property, such as hallways, landings and staircases (so far as they are under the control of the owner and agent, as far as reasonably practical), will be maintained safe, unobstructed and free of fixtures and fittings to enable evacuation of the property in the event of fire; 

4.20

Each kitchen shall be provided with quality assured, closely fitting half hour fire doors fitted with an overhead hydraulic self closer. Each kitchen door shall be fitted with intumescent strips and/or cold seal smoke seals.

Security Measures 

Owners will ensure that:

4.21

External doors are of 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 to the jambs.

4.22

The external doors should be fitted with a five lever mortise deadlock conforming to BS EN 12209 Security Grade 3 (minimum) and cylinder conforming to BS EN 1303 Security Grade 3 (minimum), allowing escape from the building without use of a key (a thumb turn release).

4.23

Ground floor and upper storey windows accessible from ground levels are of sound and secure construction. Where key operated locks are fitted owners should ensure that tenants are provided with keys;

4.24

Security grilles on exit doors should allow escape from the building without the use of a key conforming with the timescales relating to exit doors on properties as in 4.22. Security grilles on doors should be used responsibly and in consideration of fire safety, appearance and the need for their use at all.

Security grilles on ground floor windows should only be fitted internally and, where they form part of the protected route of escape from fire, must be easily removable (via a foot plate or other device);

4.25

Where burglar alarms are fitted they should be fitted with an automatic cut out device that prevents the alarm from ringing for more than 20 minutes. Equipment which has proved to be unreliable or ineffective should be replaced.

4.26

Contractors and tenants should be supplied with the code numbers of alarms, especially when the property is un-tenanted or during vacation periods.

4.27

Operating instructions are displayed on, or adjacent to the control equipment, and given to all persons who need to operate them.

4.28

Hedges around external doors and windows are kept trimmed low wherever practical to avoid providing screening for burglars. 

Hygiene 

Owners will ensure that:

4.29

All facilities for the storage, preparation and cooking of food will be capable of cleansing and being maintained in a clean and hygienic state by the occupants; 

4.30

All properties will be provided with an efficient and serviceable vacuum cleaner at the commencement of the tenancy; 

4.31

All floor coverings in kitchens, bathrooms and WC's are capable of being clean with suitable domestic disinfectant products. 

4.32

All properties will be provided with refuse disposal facilities sufficient for the number of occupants as defined by City of Bradford Metropolitan District Council Cleansing Department.

Communal Areas 

Owners will ensure that:

4.33

Tenants are made aware of who is responsible for the cleaning of communal areas, including common staircases and landings outside of the dwelling, and that these are kept free from rubbish and any obstruction;

4.34

A handrail should be fitted on all staircases, internal and external, which consist of three or more steps.

Lighting and Ventilation

Owners will ensure that:

4.35

All properties are provided with adequate lighting, particularly the communal areas, especially on internal staircases. Properties must also be sufficiently well ventilated.

The Environment

Owners will ensure that

4.36

All boundary walls will be maintained stable and in good repair;

4.37

Where a garden exists, the path to and from the external door(s) to the house will be kept in good repair and free from obstruction;

4.38

Where a garden or paved area exists this shall be kept in good order and free of waste and litter, so far as is reasonably practicable.

Owners, so far as is reasonably practicable, shall have responsibility to enforce a requirement that their tenants keep the garden free of litter;

4.39

Where a garden already exists this shall be retained as a soft planted are (this includes low maintenance gravelling with planting), although paths to the property may be added.

Plants and shrubs shall be properly maintained and shall not be allowed to obstruct the pavements or other public areas surrounding the property;

4.40

In respect of sections 4.36 to 4.39, neighbouring residents shall have access to and be eligible to use the complaints procedure under 7.00 and 7.01 and the same conditions shall apply, as would to a tenant as outlined in 7.00. A neighbour shall be defined as a resident within the same or adjacent street within 200 metres of the property.

AT THE END OF THE TENANCY

DEPOSITS

Owners will ensure that:

5.00

Deposits are administered efficiently and reasonably by the owner or nominee and are not withheld for any purpose other than for which they were levied; 

5.01

Tenants are issued with clear written guidelines regarding the standard of cleaning and other arrangements for bringing the tenancy to an end so as to avoid misunderstandings regarding the standard of cleanliness and condition of the property expected at the end of the tenancy; 

5.02

All deposits (or balances on deposits) be returned to former tenants within 6 weeks of the end of the tenancy or, if the tenancy commenced after the introduction of the Tenancy Deposit Protection Scheme, then in accordance with those requirements;

5.03

Where monies from a deposit have been retained to off set owners reasonably incurred costs, such balances that are remaining shall be returned within the time scales given in paragraph 5.02 above, together with a written statement of account providing reasonable details of any and all deductions to the former tenant.

OTHER PROVISIONS

Management of Disputes 

Owners will ensure that

6.00

Where disputes between owners and tenants occur, reasonableness and promptness in dealing with the issues by both parties is the key to the amicable and effective resolution of problems. Owners therefore undertake to: 

6.01

Respond reasonably and promptly to tenants or tenant representatives in regard to any complaints or difficulties raised by tenants;

6.02

Make written response to correspondence from tenants or their chosen representative within three weeks; 

6.03

Ensure that all settlements and agreements reached are honoured within three weeks of being agreed;

6.04

Maintain courteous professional relations with tenants during any dispute.

Marketing Your Property

Owners will ensure that:

6.05

When marketing owners should use the phrase “The Unipol Code” or “The Unipol Code Owner” or “Member of The Unipol Code” to describe themselves, and “The Unipol Code Property” or “Property meets the The Unipol Code” to describe a property.

6.06

Owners may use The Unipol Code ‘rosette’ logo and in promotional materials, and electronic versions of these logos can be supplied.

COMPLAINTS

Owners will ensure that:

7.00

Within four weeks of receipt of any written complaint from a tenant or a local resident (in respect of sections 4.36-4.39 only) or their representative, rectify any breach of The Unipol Code or, where such an allegation is contested, enter into correspondence with any tenants or their representative where such an allegation is contested; 

7.01

Where such a breach is contested, or where rectification is not made in accordance with 7.00 above, then the owner shall recognise the authority of a Tribunal, which s/he recognises under the Code to determine whether the Code, agreed by them, has been breached and to make recommendation/s to the owner in accordance with its views.

In the event that such recommendations are not followed by the owner then the owner will be deemed in breach of the Code and this fact will be made public to prospective tenants.

The tribunal will have the authority to exclude any owner from the Code for a period as determined. 

Notes for tenants:

The principle aim of The Unipol Code complaints procedure is to resolve complaints efficiently. Before commencing the procedure, it is recommended that tenants attempt to resolve any problems by contacting their landlord or letting agent in the first instance. Completed complaint forms should be submitted only after all lines of negotiation have been exhausted. This judgement will be in the first instance made by The Unipol Code Administrator, who is charged with operating the system. In the event of a dispute, this will be a matter for a ruling by the Chair of the Tribunal.

If you are a parent or relative of a tenant you must attach written authority from the tenant concerned stating that you are authorised to make a complaint on their behalf.

STARRED PROPERTY STANDARD FOR THE UNIPOL CODE PROPERTIES

It is possible for shared student houses to be awarded a rating of between 1 and 5 stars. The purpose of this starred property standards is to assist students differentiate between Code properties on the basis of the level of amenities that are being provided – the greater the provision the higher the star rating will be.

How to get a one ‘star’ rating

A one ‘star’ rating will indicate the minimum amenity level that would be acceptable for a property to be included in the starred property standard. In order to be awarded one ‘star’, owners will be required to ensure that their properties meet the following conditions:

Energy Efficiency

Central Heating in accordance with sections 4.12 and 4.13. From September 1st 2008, all heaters or radiators in rooms must be able to be individually thermostatically controlled.

Washing Facilities

A shower is provided in accordance with section 3.16.

Laundry Facilities

Plumbing and appropriately sited electrical supply is provided to enable a washing machine or washer/dryer to be fitted. The washing machine must not be sited in an unused area (e.g. an unconverted cellar) or a bathroom.

Security

Properties must comply with Unipol’s essential security standards:

• All the external doors must be fitted with a five lever mortice lock;
• All external doors should be of solid construction and where there is glazing in the external door this should consist of wired glass, a double glazed unit or be toughened laminated glass;
• Ground floor windows should have locks (with keys provided), apart from where this is prohibited by the fire officer.

In addition to these standards, any property that is not an upper floor flat should be fitted with a burglar alarm.

Getting more than one ‘star’

One of the main aims of this star rating system is to encourage owners to enhance amenity levels. Properties that exceed the conditions necessary for a one ‘star’ rating might be awarded an additional number of ‘stars’. The formula that calculates the property standard awards a set of points for a range of additional facilities, which include:

• Enhanced security measures
• Provision of living space
• Additional bathroom and laundry facilities
• Installation of telephone/TV points
• Access to a garden

Further details of the starred property standards are available on request.

All properties with a ‘star’ rating of between 1 and 5 are displayed on Unipol’s website, with the number of ‘stars’ awarded clearly shown. The website also includes a quick search facility to help find which properties have been awarded ‘stars’.

Complaints

The existing complaints procedure and Tribunal, as outlined in section 7.00 of The Unipol Code, shall apply. Whilst a complaint about the non-provision of an amenity that an owner declared as being present is pending, Unipol reserves the right to suspend starred status from all properties belonging to that owner whilst an investigation is undertaken and a conclusion is reached.

Housing Health and Safety Rating System

Schedule One

The condition of all housing is now subject to Part 1 of the Housing Act 2004 and the evidence based risk assessment process of the Housing Health and Safety Rating System (HHSRS), on which local authorities must now base enforcement decisions.  This applies to all types of residential premises, whether or not any amenities are shared. 

Following a complaint, or for any other reason, a local authority may arrange to inspect premises to determine whether a category 1 or 2 hazard exists.

HHSRS assesses twenty-nine categories of housing hazard – Damp & mould growth; Excess cold; Excess heat; Asbestos (and MMF); Biocides; Carbon Monoxide and fuel combustion products; Lead; Radiation; Uncombusted fuel gas; Volatile Organic Compounds; Crowding and space; Entry by intruders; Lighting; Noise; Domestic hygiene, Sanitation and Drainage; Water supply; Falls associated with baths etc; Falling on level surfaces etc; Falling on stairs etc; Falls between levels; Electrical hazards; Fire; Flames, hot surfaces etc; Collision and entrapment; Explosions; Position and operability of amenities etc; Structural collapse and falling elements. Technical assessment is a two-stage process, addressing first the likelihood of an occurrence and then the range of probable harm outcomes.  These two factors are combined using a standard method to give a score in respect of each hazard.   HHSRS does not provide a single score for the dwelling as a whole or, in the case of multiply occupied dwellings, for the building as a whole.  

The scores from different hazards cannot be meaningfully aggregated.  There is no strong evidential basis for aggregating hazard scores, and to attempt to do this would make far more difficult the assessment of likelihood and spread of harm of hazards.  However, the presence of a number of individual category 2 hazards may be a factor in an authority’s decision to take action.

Hazards are scored in bands, from band A, the most severe, to band J.  The relationship between these bands and category 1 and category 2 is prescribed in Regulations made under the Act. Category 1 hazards are those rated in bands A-C. Category 2 hazards are those rated band D and lower. Category 1 hazards trigger a local authority's duty under section 5 to take the appropriate enforcement action.   Category 2 hazards can be dealt with under the authority's discretionary powers, which are set out in section 7.

The 2004 Act gives local authorities powers to intervene where they consider housing conditions to be unacceptable, on the basis of the impact of health and safety hazards on the most vulnerable potential occupant.   The 2004 Act puts authorities under a general duty to take appropriate action in relation to a category 1 hazard.   Where they have a general duty to act, they must take the most appropriate of the following courses of action:

• serve an improvement notice in accordance with section 11
• make a prohibition order in accordance with section 20
• serve a hazard awareness notice in accordance with section 28
• take emergency remedial action under section 40 or make an emergency prohibition order under section 43
• make a demolition order under section 265 of the Housing Act 1985 as amended
• declare a clearance area by virtue of section 289 of the 1985 Act as amended