RESIDENTIAL SERVICES PRIVATE LANDLORD STUDENTPAD REGISTRATION PACK 2014/15

RESIDENTIAL SERVICES PRIVATE LANDLORD STUDENTPAD REGISTRATION PACK 2014/15

PRIVATE LANDLORD STUDENTPAD REGISTRATION SCHEME 2014/15 The aim of the scheme is to place students and prospective landlords in touch with each other. Properties on the scheme are not managed by the University. The University has no part in any negotiations between landlord and student, nor any responsibility for providing students home addresses for debt recovery but will forward letters to students on behalf of landlords who are registered on the scheme. We will advertise all properties (including photographs) on the university s accommodation database at http://studentpad.co.uk/sunderland and will also make available printed property lists to our students. ADVERTISING SCHEDULE Letting Period for 2014/2015: 1 st February 2014 until 31 st January 2015 (or until property is fully let). All information received to go live on www.studentpad.co.uk/sunderland from 1st February 2014 (followed by regular updates). ADVERTISING CONDITIONS The University of Sunderland Residential Services reserves the right to terminate advertising of any/all property should the landlord: supply any details that are not true and accurate in all material respects fail to comply with all applicable legislation discuss properties/vacancies with prospective students other than those already accepted on the scheme not be registered (or in the process of registering) with the Accredited Landlord Scheme (see page 4 for details) not wholly support students of the University within the spirit of this package operate a house in Multiple Occupation (HMO) that has not been licensed. PARTNERSHIP AGREEMENTS As part of the partnership arrangements with the University of Sunderland, University of Sunderland Students Union and the Sunderland City Council, all details supplied will be shared and discussed. ADMINISTRATION FEE Registration fee 20.00. Registration will enable your contact details only (subject to approval) to be added to a University Approved Landlord list on the residential services web pages. Advertising Fee: 5 per property (up to 10 beds) The fees above are to cover staff checks on documentation, dealing with students, managing the website and printing costs. Agents and landlords with a large portfolio of properties should contact the Accommodation Office on 0191 5152943 when we can discuss in more detail the rates applicable. HOW TO APPLY You should: read the information attached Code of Practice for Private Landlords complete and sign the registration and Tell Us More application form complete and sign the Security Standards form ensure that all standards are in place before applying. Return as soon as possible to; University of Sunderland, Accommodation Office, The Gateway, City Campus, Chester Road, Sunderland, SR1 3SD You must enclose with the completed application form: a valid Gas Safety Certificate (must be issued by a registered Gas Safe engineer) see a valid Electrical Safety Certificate (must be issued by a member of ECA, NICEIC or NAPIT or be on the Sunderland City Council Accredited List of Contractors/Grant Work) a valid Portable Appliance Test Certificate (must be issued by a member of ECA, NICEIC or NAPIT or be on the Sunderland City Council Accredited List of Contractors/Grant Work) a valid Inspection and Test Report for the mains wired automatic smoke detection system (required where a house is categorised as a house of multiple occupation - must be issued by a member of ECA, NICEIC, NAPIT) a written declaration to confirm the safety/compliance of furniture provided in the house a written fire risk assessment a copy of the EPC Certificate (where applicable) a copy of Sunderland City Council Accredited Landlord Certificate a cheque made payable to the University of Sunderland for the total administration fee due 1 internal and 1 external photograph of each property sent via e-mail to residentialservices@sunderland.ac.uk or sent with application form on a disk.

CODE OF PRACTICE FOR PRIVATE LANDLORDS DEPOSIT/BOND AND RENT PAYMENTS The Tenancy Deposit Scheme came into force on the 6th April 2007. If you are not protecting a tenant s deposit you will be ordered to repay three times the amount to the tenant. This rule applies where the tenancy is an assured short hold tenancy. For more information visit the government website at; http://www.direct.gov.uk/en/homeandcommunity/privaterenting/tenancies/index.htm or contact the Housing & Neighbourhood Renewal Team ( 0191 520 5555), Rent is usually paid at the beginning of each term. However, some students may want to pay monthly (depending on their source of income), and this should be decided before any agreements are signed. CONTRACTS/TENANCY AGREEMENTS Residential Services recommends that landlords enter into individual contracts with individual students. The student is responsible for honouring the agreement for the whole period of the contract unless the contract states otherwise. A student wishing to terminate the tenancy before the due date should find a suitable replacement, to fulfil the remaining period of the contract. ACCESS TO THE PROPERTY It is essential that you agree with the students at the commencement of the contract, as to what level of access you require and stick to it. It is preferable to agree the access dates in advance. If this is not possible or you require access for another reason e.g. maintenance you should give a minimum of 24 hours notice in writing. The only reason for accessing property without warning is in the event of a serious emergency when it is advisable that any agent or contractor working for you is given a letter, signed by you authorising access. HOUSING ACT 2004 Aimed at improving housing conditions in the private sector the Housing Act has brought in some important changes, HMO (Houses of Multiple Occupation) Licensing, the TDS (Tenancy Deposit Scheme) and the HHSRS (Housing Health and Safety Rating System) to name a few. For more information contact the Development and Regeneration Services at the Civic Centre ( 0191 520 5555). GENERAL SAFETY It is the Landlords or his Agents responsibility to ensure he is familiar with the relevant legislation and regulations, appertaining to rented accommodation. The University of Sunderland will not accept liability for any loss to any person or third party resulting from information contained or omitted from this publication. It is the responsibility of both the tenant and landlord that all passage ways, landings, stairways and fire exits are unobstructed at all times. HEALTH AND SAFETY Under the Housing Act 2004 your property may be defined as a House in Multiple Occupation (HMO) requiring mandatory licensing where adequate fire precautions are required as standard. In order to ensure compliance the University recommend that landlords contact Sunderland City Council Housing and Neighbourhood Team 0191 520 5555 or The Protection and Technical Team at Tyne & Wear Fire and Rescue ( 0191 4441264). As a landlord you have a legal duty to ensure that your premises and appliances are safe. You must have Annual Gas Safety checks carried out by an engineer registered with Gas Safe ( see and the certificate must be displayed within your property. You must also have Annual Electrical Safety checks carried out to meet NIC EIC standards. You must have Annual Portable Appliance Tests carried out for all appliances you supply to the property. For more information visit GAS SAFETY The Gas Safety (Installation and Use) Regulations 1998 specifically deal with the duties of landlords to ensure that gas appliances, fittings and flues provided for tenants' use are safe. It became law for gas equipment in rented properties to be checked annually by a registered installer and to keep accurate records of work carried out on all appliances in their control. The rules amend the gas safety regulations of 1994 by extending existing safety check duties to cover gas flues rather than just the appliances themselves. From 1 April 2009 gas safety certificates must be issued by an engineer registered with Gas Safe. All tenants must be given a copy of the existing one before moving in. All gas safety certification issued after 1 April 2009 must be by an engineer registered with Gas Safe (see

CARBON MONOXIDE As an additional safety measure all properties registered on this scheme that have heating or cooking appliances burning combustible fuel e.g. gas (mains) are required to install in an appropriate location an audible carbon monoxide monitor (approved to EN50291). These monitors can be purchased for approx. 25.00 (Note: simple black spot detectors are not suitable as they do not have an audible alarm). All monitors should be tested annually and vacuumed to remove dust etc. Batteries should be replaced regularly. For more information on Gas Safety landlords are encouraged to visit; HEATERS Ideally all occupied rooms in the property should be centrally heated, any heaters incorporating a back boiler are not allowed in bedrooms. In the absence of a central heating system all heaters should be wall mounted. Electric heaters should be of the convector type and there must be no trailing flexes. REGULATIONS ON ELECTRICAL APPLIANCES The Electrical Equipment (Safety) Regulations 1994 have been mandatory since 1st January 1997 and state that all electrical appliances within let accommodation must be safe. This applies to both new and secondhand appliances and covers all electrical items supplied for the intended use of the Tenant. The regulations also cover fixed appliances such as cookers, showers and immersion heaters, which must also be safe. The only method of insuring that these appliances are safe is to have them tested by a trained competent person using the appropriate calibrated portable appliance testing equipment, know as a (PAT) test. It is a requirement therefore that all electrical appliances carry a valid PAT test certificate which must be enclosed with your application. REGULATORY REFORM (FIRE SAFETY) ORDER 2005 Landlord s obligations under this law can be viewed at http://www.firesafetyadvisor.co.uk/regulatory%20reform%20order.html For a House in Multiple Occupation (HMO) and as a landlord you must ensure there are adequate fire safety measures in place for tenants. As a landlord we would suggest you familiarise yourself with the information available reference Fire Safety in Residential Accommodation on the Lacors website http://www.lacors.gov.uk/lacors/newsarticledetails.aspx?id=19844 EQUIPMENT In a typical dwelling, ground floor and first floor only the minimum requirement is the provision of a mains interlinked fire detection system to be installed on the escape route at ground level and of first floor landing where there is a stairway. The smoke detectors should be installed on stairways and corridors; in accordance with BS5839: Part 6, supplemented by the provision of battery operated smoke alarms in all bedrooms. All detectors should be tested annually and batteries replaced if appropriate and vacuumed to remove dust etc. Any house in multi occupation requires a fire alarm / automatic fire detection L2 system, in accordance with BS5839: Part 6. Each shared kitchen to 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. A small dry powder fire extinguisher must also be made available. FREEDOM OF INFORMATION ACT From January 2005 the Freedom of Information Act 2000 became law within the United Kingdom and creates a general right of access to information held by Public Authorities (subject to certain exemptions). The University of Sunderland is classed as a Public Authority for the purposes of this Act. Therefore any information provided to the University of Sunderland may be made publically available upon request. Should the University of Sunderland receive a request for information which includes information provided to us by you as part of this code of practice, we will, where appropriate consult and discuss with you the request for information received. However, the final decision on whether to release the information will be at the discretion of the University of Sunderland.

FIRE RISK ASSESSMENT Landlords are required to undertake a fire risk assessment identifying any possible dangers and risks read the short guide available FURNITURE AND FURNISHINGS (FIRE) (SAFETY) REGULATIONS 1988 (AS AMENDED IN 1989 AND 1993) If you provide new or second hand furniture in your property you must ensure that it meets safety standards on fire resistance see PUBLIC HEALTH STANDARDS - SPACE STANDARDS Landlords should be aware of Part 10 of the Housing Act 1985 which states that the number of persons sleeping in the property should not be in excess of the permitted number. ENERGY PERFORMANCE CERTIFICATES If you rent a house to a group of students on a joint tenancy agreement or where a property is self contained you will need to make an EPC available to prospective tenants the first time you let a home after 1 October 2008. If however you offer individual contracts per room and the students share communal facilities an EPC is not required. An EPC is valid for 10 years. The idea of the EPC is to show prospective tenants the energy performance of the building they are planning to occupy. The EPC must be provided free of charge. for more information. Note: Are you aware that if you make energy saving improvements to your property, you could reduce the tax you pay? You can do this by claiming the Landlord s Energy Saving Allowance (LESA). Find out if you are eligible, what the allowance covers and how to apply at LANDLORDS DUTIES UNDER THE EQUALITY ACT 2010 It is unlawful for landlords to discriminate against a disabled person in the terms on which they offer to let the premises, by refusing to let the premises to the disabled person, or in their treatment of the disabled person in relation to any list of persons in need of premises. SUNDERLAND CITY COUNCIL Please ensure tenants are aware of their weekly refuse collection day. This information can be found via Sunderland City Council website http://www.sunderland.gov.uk/localview/locationdetails.aspx and inputting your address. Please ring the Contact Centre on 0191 5205550 should you require a bin for your property. A special collection service is available to occupiers of a property for a charge of 15.00. Sunderland City Council will remove bulky items such as old furniture, household appliances, garden refuse and rubble, they will carry out three collections (of eight items or less) in any one year (1st April to 31st March). Up to four bags of rubble can be included in the eight items to collect. Please ring the Contact Centre on 0191 5205550 for assistance when you will advised of an appointed day for collection. Should you have any queries or questions please direct these to Environmental Enforcement Officer, Katie Kelly on 07825753029 or via email katie.kelly@sunderland.gov.uk. Katie Kelly will also be available to meet with tenants and offer assistance and advice where needed. PROPERTY MAINTENANCE As a landlord you are responsible for: Repairs to the structure and fabric of the building, including; garages, yards, gardens and boundary fencing. The good repair and working order of all installations for space heating, water heating, sanitation and for the supply of water, gas and electricity. Furnishings and fittings supplied by you. Decoration of the property both internally and externally. We recommend a redecoration programme of every 3 years. Note : Students are responsible for their guests and any damage they may cause. REPAIRS Under the Landlord and Tenant Act 1988, the Housing Act 1996 and the Environmental Protection Act 1990 it is the landlord s responsibility to keep the structure and exterior of the property in good repair and maintain all installations in good working order. Your duty to keep the property, its structure, installations, services,

sanitary fittings and heating systems in order is an implied term of the tenancy whether or not it is mentioned in the tenancy agreement, and any term of the tenancy agreement which seeks to abrogate this responsibility will be null and void. You should make sure that tenants can contact you quickly and easily to report repairs. If you have mains gas and electric and do not live nearby, or are seldom at home, you should provide the telephone number of someone who is authorised to arrange emergency repairs on your behalf. We recommend that you arrange a maintenance contract for the central heating. It is advisable to agree a system before signing contracts so that both parties know the procedure. You should advise students of the nature and time scale of a repair and the name of your contractor. It is recommended that students be advised beforehand when any agent or contractor working for you is given a letter, signed by you authorising access. The following response times are recommended: EMERGENCIES (WITHIN 24 HOURS) Any repair that presents an immediate risk to safety, security or health i.e. gas leaks, no electric lights or power, failure of heating, serious water leaks, sanitation, major fire/flood damage, broken locks. URGENT REPAIRS (WITHIN 7 DAYS) Defects causing a loss of facility or likely to cause further deterioration to the structure or fabric of the building i.e. damage caused by flood or fire, unusable heaters, bath/shower or sink leaks, defective ball valves or taps, roof defects causing internal damage or a health hazard. ROUTINE REPAIRS (WITHIN 28 DAYS) Any other repairs/defects that may be deferred without serious inconvenience to the student. SUNDERLAND ACCREDITED LANDLORD SCHEME The Sunderland City Council has a citywide landlord accreditation scheme to which we require you to be registered and to provide us with a copy of your accredited Landlord certificate. Further details are available from Sunderland City Council Housing and Neighbourhood Renewal Team 0191 520 5555 or visit their website at; www.sunderland.gov.uk/landlords-accreditation Please note that the scheme has recently been re-launched, all existing accredited landlords must re-register.

SUGGESTED FURNISHINGS FOR RENTED PROPERTIES Common Room/Sitting Room Bedrooms Floor Covering Floor Covering Window Covering (Blinds/Curtains) Window Covering (Blinds/Curtains) Easy chairs/settee (enough for the household) Desk or table and chair Dining table and chairs (if not provided in kitchen) Wardrobe Chest of drawers or dressing table Bathroom Single bed (Divan) and clean Floor covering mattress (recommend the supply of 1 WC and washbasin to every five student s mattress protectors) Towel rail Bookshelves Window Covering (Blinds/Curtains) Lock on door Shower* Storage Facility General Vacuum cleaner* Kitchen Ironing Board Floor Covering Light bulbs (energy saving) and shades 1 cooker* (4 rings/hotplates, plus grill Heating in every room and oven for every 5 persons) 1 refrigerator/ freezer* for every 5 persons (at least 0.13m 3 capacity per person) ESSENTIAL Adequate storage cupboards for food etc. Fire Blanket in Kitchen Adequate sized work surface Dry Powder Fire Extinguisher in Microwave* Kitchen Dining table and chairs Carbon Monoxide Monitor Window Covering (Blinds/Curtains) Internal Refuse bin/ External Waste Washing up bowl and rack Container (Dustbin) and Recycling Bin Washing machine* *Note: user instructions must be available for students for all appliances supplied in property Note: THUMB TURN LOCKS must be provided on all bedroom doors as well as external exit doors. National Student Housing Survey (NSHS) Your Help Required The NSHS is an annual survey completed by thousands of students from universities across the UK asking about student experiences in all forms of student accommodation from the moment they start their search to when they move out. The old stereotype of what constitutes a student s digs is long gone and students now get a much better experience. The University of Sunderland are included in this survey Help Us to Help You and remind your student residents to complete the survey invites to participate will be sent out by the University in the next few weeks. Interested in more information then give the office a call on 0191 515 2943.

Contact Details Landlord / Landlady / Agent REGISTRATION / TELL US MORE FORM Mr / Mrs / Miss / Ms / Dr Surname: _ Forename: _ Company: _ Home / Business Address: (Contact Details you are happy for students to see): Telephone 1: _Telephone 2: Telephone 3: _ Email: (Contact Details you wish to keep private): Telephone 1: _Telephone 2: Postcode: Telephone 3: _ Email: Address of the Property Available for Rental Address of property to be advertised: Area: _ Postcode: Accommodation Details Accommodation Type Room Flat House Property Description (Max 100 Words) (Please select ALL fields that are appropriate) Studio University Halls Private Hall Floors and Rooms No. of Habitable Floors: Shared Facilities Total No. of Bedrooms: (Available for whole property) Washing Machine Microwave Shower Double Glazing Smoke Alarm Burglar Alarm Fridge Freezer Lounge Telephone Bathroom Fire Alarm Dishwasher Cooking Facilities Television Tumble Dryer Security Lighting Bike Store Garden Window Locks Ground Floor Carbon Monoxide Alarm Window Locks First Floor Fire Fighting Equipment Desk, chair and bookshelves Onsite Launderette Parking CCTV 24/7 Staff Security Lighting Access Control Internet Options (please state type) Wireless Hard Wired Wireless & Hardwired Private Facilities Individually Locked room Type of Heating (Available in individual room) Sink/Vanity Unit Suitable For (please state type) Location of Carbon Monoxide Monitor Couples Family Mixed Disabled Smokers

Certification The Student Code - Accredited Member? City Accredited Member? Does the property require a HMO Certificate? The ANUK Code - Accredited member? Pat Tested? HMO Certificate expiry date: Does the property have gas? Gas Certificate expiry date: NICEIC Electrical checked? NICEIC Certificate expiry date: _ Does the property have an EPC Certificate? EPC Certificate Ref. Tenancy Deposit Scheme Used? Tenancy Length: _ Advert Details How many bedrooms are available? When is the property available from? When should the advert run from? _ Do you charge a booking fee? Yes No Value Is this deducted from the rent? Yes No Do you charge an non refundable admin fee? Yes No Value _ Rent Prices Do you offer a price per bedroom? From Weekly Monthly Is the property to be let as a whole? From Weekly Monthly To To Do you charge a deposit? From Per person Per bedroom Per property To What does the rent include? Gas Electricity Water Internet Cleaning Service Please ensure you have completed the entire application. - I confirm that the information supplied on this application is true and to the best of my knowledge and belief. - I agree to indemnify University of Sunderland and Studentpad.co.uk in respect of any loss arising from inaccurate misleading or incomplete information in this application. - I agree to the advertising conditions listed on Page 1 -I understand that information provided under this agreement could potentially be made available by the University of Sunderland where a request is made under the Freedom of Information Act 2000. LANDLORD DECLARATION I certify that the information given is, to the best of my knowledge, correct. I also certify that the property meets a statutory and legal regulations related to the letting of residential property and I enclose my original gas safety inspection and NICEIC or ECA electrical inspection certificates/ reports. I consent to my name and contact details being placed on an open notice board within the University, distributed to students by post and on the University's Student Centre Website and I understand that this may mean the information is available outside the European Economic Area. I am the Landlord / Landlady / Agent for this property (delete as appropriate) Print name: Date: Signed:

UNIVERSITY OF SUNDERLAND CRIME PREVENTION SECURITY STANDARDS 2014 Tick each section as appropriate Security Standard will be confirmed following inspection - Essential Desirable Exceptional Any glazing on external doors to be double glazed or wire glass Five lever internal thumb turn mortice locks with latch and lever handles on external doors All bedroom doors to have internal thumb turn locks Door viewer All external doors to be of solid construction, if wooden, a metal strip on the back mould of door frames is required Ground Floor Windows to have locks (+ supply of keys) Window locks on all accessible rooms on upper floors (with student access to keys) Securable Back Yard Gate (where applicable) A burglar alarm Security light On-site/off road parking Intercom door entry system CCTV Suited door system Property in a Neighbourhood Watch area** ANY ADDITIONAL SECURITY FEATURES ON PROPERTY The standards will be applied once the property has been inspected *Or sufficient street lighting is available **Or comprehensive security arrangements are in place Print name: Signed: Date: 10