1
UNIVERSITY MANAGED HOUSE SCHEME
INFORMATION PACK
CONTENTS:Page 2 – Overview of the Scheme Page 3 – Enquiry Form
Page 4 – Frequently Asked Questions Page 8 – Suggested Rent Bands Page 9 – Sample Inventory
Page 10 – Sample Contract (between University and Landlord)
CONTACT INFORMATION
01962 827533
The Off Campus Housing Team Student Housing Services University of Winchester West Hill
Winchester SO22 4NR
2 Department of Student Housing Services
THE UNIVERSITY MANAGED HOUSE SCHEME - OVERVIEW
The University Managed House scheme is aimed at landlords who wish to rent a property to University of Winchester students, without the hassle of day to day management of the property.
If you join the scheme, you will let your property directly to the University and give us permission to sublet the property to our students. This pack provides all the information you need to know about how the scheme works. Benefits
Guaranteed rent paid in four instalments (University takes all risk in collecting rent from students) No management fee payable (our costs are incorporated into the rents we charge to our students) The University is your single tenant
University coordinates all maintenance reports 48 or 50 week contracts available
The University will market the property, conduct viewings and deal with all paperwork with the student tenants
No need for deposit protection (the University reimburses you for any tenant damage) Requirements
All properties must be accredited by Winchester City Council and have the relevant safety certificates Décor should be in good order and comply with our standard level of furnishing (list in information pack) British Gas Homecare agreement (or equivalent) to cover all appliances, heating and plumbing.
If you are interested in joining the Scheme please complete and return the attached slip. Once your slip has been returned, Helen Wright the Housing Manager (Private Sector) or Loraine Champness the Housing Advisor , will then be in touch with you to arrange to view your property.
If you have any questions regarding the Scheme please contact: Helen Wright 01962 827639 [email protected] Rosemary Thorne 01962 827699 [email protected]
3 The University of Winchester –MANAGED HOUSE SCHEME
Name: ……….
Address: ……….
Contact telephone number: ………..
Email address: ………
Properties you wish to be included in the scheme:
Address No. of bedroom s No. of bathrooms Communal room? Y / N Expected/cur rent rent per bedspace per week* 1 £ 2 £ 3 £ 4 £
Please continue over if more than 4 properties
*NB – PLEASE REFER TO THE RENT BANDS SHEET FOR SUGGESTED RENT LEVELS. The final amount will be negotiated between the University and the landlord after the property has been inspected.
Have the properties been inspected for inclusion in the Winchester City Council Student Accreditation Scheme? …….. Yes / No
Please return this form to: Student Housing Services The University of Winchester, West Hill
Winchester SO22 4NR
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FREQUENTLY ASKED QUESTIONS
What is University Managed Housing?
Under the scheme you (The Head Lease Landlord) would lease your property to the university for a fixed term at a fixed rate. The University (Your Tenant) then sub-lets the property to a group of students who have been carefully selected by Student Housing Services. We will take over the day-to-day management of the property and unless we have to notify you of any repairs, you should have no further worries.
What type of properties does the University require?
We are interested in good quality properties which can house students in groups of 3 or more. Properties should be provided with modern services, be in good decorative condition and free of damp. Students must have their own adequately furnished bedroom and a shared communal living room or large kitchen/diner.
Which locations does the University cover?
In general students prefer to be as close to campus as possible to reduce travelling expenses. The following areas would be acceptable: Stanmore, Badger Farm, Fulflood, Highcliffe, Bar End, the town centre and possibly Weeke, Tegdown and Winnall. If not within walking distance the property should be close to a regular bus route as those living within 5 miles of the University are not eligible to park on Campus.
Contracts, Tenants and Responsibilities
What is meant by a 48 week contract?
The landlord would regain possession of the property during the 4 week period between the end of the existing contract and the beginning of the new contract. The landlord will be able to do any maintenance works necessary during this period. If the landlord wishes to stay at the property during this time, they are able to do so. The landlord may be liable for Council Tax for those 4 weeks. The University cleaning contractor and housing staff will need access to the property to prepare it for new residents during the 4 week period.
What is meant by a 50 week contract?
Students would sign for a 52 week licence; however the first four weeks would be charged at half rent (Summer Retainer). During the retainer period the University retains responsibility for the property but the landlord will have access to it by prior arrangement with Student Housing Services to carry out any maintenance works needed or to inspect the property. However, as the property is under contract, the landlord would not be able to actually stay at the property. No council tax would be due during the retainer period.
Who will be occupying the property?
All students who rent through the University Managed House scheme will be full-time registered students at the University of Winchester. They may be undergraduates or postgraduates. They will be granted a fixed term agreement to reside in the accommodation.
What happens if the students cause damage to the property?
Student Housing Services will draw up a detailed inventory at the beginning of the tenancy, which will be signed off by you (the Landlord) and the University (your tenant). If, during the course of the tenancy or at the end of the tenancy, there has been any damage caused to the property or its contents by our students or there are items missing, the University will reimburse you for costs incurred and reclaim that amount from the students.
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Will my property be empty for the summer vacation?
If the university rents the property from you on a short term basis it will be returned to you for a period of 4 weeks during the summer vacation for essential maintenance and decoration. Council tax may be payable during this period.
If you lease your property to the University and the same group of students are agreeable to staying for the following year we can draw up a new lease with no gap (providing that no works are required).
Who will inspect the property?
The Off Campus Housing team will inspect at regular intervals and will attend the property if there are any problems reported.
Who is responsible for repairs?
The landlord must have adequate cover for all repairs. The University requires that a “property care” insurance agreement (British Gas or similar) is taken out to cover Gas (including central heating), plumbing, drainage, electrics and all household appliances (washing machine, tumble dryer, cooker). Any other maintenance will be attended to by a nominated contractor and re-charged to the landlord or to the students if they are deemed responsible for the repairs. Landlords will be consulted on works necessary.
Gardens
The landlord will need to arrange for a gardener to visit the property a minimum of once a month.
Cleaning
The property will need to be handed to the University in a clean and tidy state at the beginning of the contract. The University will arrange for a professional cleaning company to clean the property at the end of each contract year. The University covers the cost of the end of contract cleaning.
Rent and other costs
How much rent does the University pay?
There is no set rent, but guidelines are set out as to expected rent levels dependent on area and condition of property.
What happens if a student doesn’t pay their rent?
As the University is your tenant, the rent stated on our contract with you is payable by us and therefore guaranteed. Although we obviously charge a rent to the students we sub-let the property to, we take the full risk of collecting that rent from them. Whether or not we collect that rent from students does not affect whether we pay rent to you.
What are the management fees?
There is no management fee charged. However, the annual rent that we offer to you will be slightly below the market rent so that the rent that we charge to our students covers our costs.
How is the rent paid?
Once an agreement has been made the University guarantees to pay the rent quarterly in arrears to the Landlord via BACS directly into a bank account or alternatively we can issue a cheque.
What about deposits?
There is no deposit payable, so no requirement to register with a deposit protection service. Please see ‘What happens if the students cause damage to the property?’ for details about reimbursement for any damage caused.
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Who pays the utility bills?
You will be responsible for the payment of all water rates but all other services (i.e. gas, electric) are the University’s responsibility. If the property has a pre-payment meter we would request that the meter was changed.
Gas and electricity meter readings will be taken on the first day of the tenancy and included in the inventory.
Student residences are normally exempt from council tax. Students are asked to send their exemption forms to Student Housing to be sent to the Council.
Students are responsible for organising a TV licence for the property.
Do I need to provide Internet and a Phone connection?
We would ask that landlords provide a broadband internet connection in the property. Landlords will pay for the initial set-up and monthly costs.
Any charges for outgoing calls can be passed onto the University who will reimburse the landlord and then reclaim the cost from the students. It is recommended that outgoing calls are barred to avoid any charges altogether.
Legal Requirements
What safety requirements does the University require?
All properties on the scheme must have reached Winchester City Council Student Housing Accreditation Scheme standards. This includes smoke alarms and adequate fire safety in the property, as well as sufficient security measures and adequate living space for each tenant. (see WCC booklet for more details).
All furniture and furnishings in the property need to satisfy the rules on fire safety, which came into effect on 1st march 1993.
(Beds and mattresses should carry labels stating that they are fire resistant in accordance with BS7177. Sofas and armchairs need to carry a label stating that it complies with the furniture and furnishings regulations 1988.
A current Landlords Gas Safety Record is required, which must be renewed annually by a Gas Safe Registered engineer.
A certificate to prove that the electrical installations are safe is required, this should be undertaken by an approved contractor of the NICEIC and is called a Periodic inspection report (5 years).
A current Energy Performance Certificate is also required as per the Housing Act.
Do I need to take out insurance?
You are responsible for arranging adequate buildings, contents and liability insurance for your property for the duration of the lease. Student tenants are responsible for arranging contents insurance.
7 See http://www.visitwinchester.co.uk/dbimgs/winchesterareamap.pdf for more details of zone areas.
Managed House Scheme Suggested Rent Bands
Per bedspace per week (not including bills)These rent bands are meant as a guide for landlords.
Other factors would also be taken into account such as condition and decoration of the property; the quality of the surrounding neighbourhood; number of parking spaces; and the facilities available to each student (ie, number of bathrooms, size of communal area)
Zone 1 £80-£100 This is the amount that the University will pay to the Landlord.
Zone 2 £70 - £90
Zone 3 £70 - £85
Outer Zone £65 - £85
Zone 1 Area within ½ mile radius of the main college campus: Includes:
Sparkford Rd, Sparkford Close, Peninsula Rd, Erskine Rd, Romsey Rd (as far as Chilbolton Ave), Greenhill Rd, Westhill Park, Byron Ave, Poets Way, St Pauls Hill, Upper High St, Southgate St, St Cross Rd (as far as Norman Rd) Airlie Rd, Cromwell Rd (as far as St Marys St) Stuart Cres, Kingsley Pl, Milner Pl, Octavia Hill, Sleepers Hill, Sleepersdelle Gardens.
Zone 2 Area between ½ mile and 1 mile from campus Includes:
Stanmore Lane, Battery Hill and Lower Badger Farm; Chilbolton Ave, Bereweeke, Hyde; North Walls; Bar End Rd, Highcliffe Rd, Water Lane , St Johns Rd.
Zone 3 Area between 1 mile and 1 ½ miles from campus Includes:
Olivers Battery (as far as South View Rd), Weeke, Tegdown, Abbots Barton, Winnall, Highcliffe. Outer
Zone
Area more than 1 ½ miles from college – please note that some consideration will need to be made before agreeing to manage properties in these areas, due to the distance.
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University of Winchester
Managed House Scheme
Minimum Furnishing and Fitting
Requirements
Bedrooms:
o Minimum 3ft Bed
o Clean firm mattress with mattress cover o Chest of drawers or suitable alternative o Wardrobe
o Desk with chair o Bookcase or shelf o Ceiling lamp with shade o Pinboard
Kitchen:
(as per accreditation requirements for number of tenants)
o Fridge & freezer space
o Cooker with 4 rings, grill and oven o Washing machine
o Microwave
o At least one storage cupboard per tenant o At least 2 other general cupboards o Rubbish Bin
o Dustpan, mop and broom o Vacuum cleaner
o Washing up bowl Communal room:
o Sofa and easy chairs (enough for all tenants) o Coffee Table (optional)
o TV table (optional)
o Dining table and chairs (enough for all tenants) General:
o Doormat
o Curtains and suitable flooring throughout o Lightbulbs and lampshades throughout o Iron and ironing board
o Fire safety equipment (as per accreditation requirements)
o Set of keys per student and 2 sets for the Student Housing Office
o Capacity to receive a digital TV signal Bathroom:
(as per accreditation requirements for number of tenants)
o WC and hand basin
o Bath (with suitable shower attachment) or shower
o Toilet roll holder o Toilet brush and holder o Towel rail
o Cabinet or shelving o Waste bin
o Suitable air extraction system o Mirror
Garden:
o Washing line
o WCC waste bin (as many bins as allowed by WCC for number of tenants)
o WCC Recycling bin (as many bins as allowed by WCC for number of tenants)
Utilities:
o Any key meters to be replaced with standard meters.
o Dated Gas meter reading:
(To be taken on first day of tenancy) o Dated Electricity meter reading:
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Owners (Landlord) Tenancy Agreement
Date:
Landlord’s Name: Landlord’s Address: Tenant:
Premises Let:
Term (means period of tenancy) From:
To:
but terminable by:
1) the Landlord giving six months notice expiring at any time 2) the University giving three months notice expiring at any time and this agreement shall determine on the expiry of any notice served by either party pursuant to the terms of this agreement but without prejudice to the rights and remedies of either party in respect of any breach committed by the other.
Annual rent £ payable quarterly (4 instalments) in arrears based on the term commencement date.
Number of Tenants:
1) The Landlord agrees to let to the University the premises at the rent and for the period stated above.
2) The University agrees
a) to pay the rent as stated above
b) not to use the premises except as a residential dwelling house to be occupied by existing or intending students not exceeding the number stated above (occupiers)
c) not to assign this tenancy or sub-let or part with possession of all or any part of the premises except to existing or intending students of the University
10 d) not to allow anyone else to live at the premises except for visitors of the
students for not more than three nights in any consecutive seven e) not to cause or permit any waste within the premises
f) to return the premises at the end of the term in as good a condition as at the start of the term commencement date, fair wear and tear excepted
g) not to cause damage to the premises or its contents
h) not to make any additions or alterations to the premises or its contents without the consent of the Landlord
i) not to display or allow to be displayed on the premises any advertisements, notices or name plates
j) not to remove any contents from the premises
k) not knowingly to do anything which may invalidate or increase the premium payable in respect of any insurance of the premises
l) not to cause a nuisance or annoyance to the Landlord or any occupiers of neighbouring or adjoining premises
m) not to keep any pet or domestic animal on the premises n) that smoking is prohibited in all areas of the property
o) not to construct or repair any motor vehicle or motor cycle on, in front of or at the rear of the premises, except with the prior consent of the Landlord
p) to allow the Landlord and or the Landlord’s properly authorised agent at any reasonable time after a minimum of 48 hours notice access to be granted Monday to Friday 09.00-17.00 (save in case of emergency) for the following purposes:
i. to inspect the premises and contents ii. to collect mail
iii. to inspect and/or maintain the garden
q) to co-operate with the Landlord and public utilities if so requested in order to facilitate payment by students of all gas, electricity and telephone charges relating to their occupancy of the premises during this agreement
r) to require all occupiers to keep the landing, hallway, stairs and other communal passageways clear from obstruction at all times
s) to give vacant possession of the premises at the expiry or sooner determination of the term
3) The Landlord agrees
a) to allow the University to access the premises upon reasonable notice prior to the commencement of the tenancy for the purpose of showing the premises to prospective student tenants
b) to carry out any works (set out in the Schedule of Works attached if work has been deemed necessary) in order for the property to reach the agreed standard of the Winchester Accreditation Scheme. All works are to be completed to the
11 reasonable satisfaction of the University by the agreed date of the commencement of tenancy
c) to ensure that the premises are in a clean, hygienic condition at commencement of tenancy
d) in the event that the works are not completed by the required date
(i) the Landlord shall pay to the tenant by way of liquidated damages the sum of £70 per week (or part of a week) per unit of student accommodation (meaning study bedroom) for the period from the required date until the works are completed or termination of the agreement under clause (dii), whichever shall occur first
(ii) if the works are not completed within 28 days the University may end the agreement by serving 7 days written notice on the Landlord and at the end of that 7 day period this agreement shall terminate
e) if the premises or part of the premises becomes unfit for occupation then the rent or a fair proportion of it (dependent on the area unfit for occupation) is to be suspended until the premises are fit for occupation and use. The Landlord will pay to the University an amount equal to all costs, charges and expenses incurred by the University, including any money the University is required to pay to third parties, as a result of the premises being unfit for use
f) to keep the premises and contents owned by the Landlord insured against fire, storm, material damage and public liability
g) to pay any rates, water and sewerage charges, taxes and outgoing charged in respect of the premises except that the University may (where rent does not include the same) require the occupiers to pay sums charged in respect of utility charges supplied to the premises during the term direct to the appropriate statutory authority, and provided that where the services are metered or charged for together with other property owned by the Landlord the Landlord will pay charges made in respect of services. The University will require the occupiers to pay the Landlord a sum equal to the charges made for the services supplied to the premises during the term
h) to supply a broadband internet service to the property and to ensure that any related phone line is not able to make outgoing calls. The account with the broadband provider should be set up to allow the University or its licensees to discuss any technical issues with the company.
i) that provided the University pays the rent and performs its obligations under this agreement, the University will hold the property without interruption by the Landlord or any persons acting on behalf of the Landlord
j) to keep the premises, the contents and the roof, main walls and structure and the installations in the premises for sanitation, water supply, water and space heating, food storage and preparation in good repair and decoration and to carry out any repairs to the standard of the Winchester Accreditation Scheme
k) to keep all gullies, waste pipes and drains free from obstruction l) to maintain any garden in a neat and tidy condition
12 m) to ensure that the premises and contents comply at all times with every order, regulation, bylaw, licence, statutory and other legal requirement relating to the premises, the contents and/or their use
n) to provide satisfactory evidence to the University that the premises and contents are compliant with the requirements of (3m) within 7 days of the commencement of the term
o) the Landlord will pay and indemnify the University against
(i) all actions, proceedings, costs, claims and demands brought or made against the University by any tenant, occupier, adjoining owner or any other person whatsoever or any competent authority in relation to the premises, its occupation and or use without limitation
(ii) all claims, demands, losses, damages, liability, costs, fees and expenses whatsoever including any internal administrative costs, incurred or sustained by the University by reason or arising in any way directly or indirectly out of any default by the Landlord in the performance and observance of any of its obligations under this agreement
p) that the University may disclose to public utilities the name and address of the Landlord for the purposes of facilitating payment of outstanding accounts and to immediately inform the University and if required to do so pass to the University copies of any notices, orders, directions and other documents received which relate to the premises and/or its use
q) to allow the University access to the premises on reasonable notice at the end of the term to carry out any remedial works and or final cleaning of the premises r) no rent will be payable by the University to the Landlord for any period in respect
of which the Landlord does not hold a gas safety certificate pursuant to the gas safety (installation and use) regulations 1988 (as amended from time to time)
(i) to provide the University with all certificates required by the University as detailed in Appendix A no later than 7 days before the term commencement date
(ii) to provide the University with sets of all keys for the premises for each occupier, the University and one spare set no later than 14 days before the commencement of the term
(iii) until such time as the Landlord has complied with 3r) (i) and (ii) above then no rent will be payable by the University and in addition the Landlord shall pay the University the sum of £70 per week or part week per study bedroom comprised in the premises
s) to inspect the premises and send the University notice of any damage together with receipt and/or proof of payment in respect of any costs or expenses claimed by the Landlord within 14 days of the termination date. If notice is not received within this period it will be assumed no claims will be made
13 4) The parties agree that
a) if the rent is more than one quarterly payment in arrears or if the University breaks any term of this agreement , this tenancy will end and the Landlord may resume possession of the premises
b) notices under this agreement may be delivered in person or by first class post to the Landlord or to the Housing Services Manager of the University of Winchester at their respective address stated above
c) if after having been given reasonable notice of any defect or want of repair in the premises the University may carry out those works and recover the costs (together with any administrative costs incurred by the University and any compensation paid by the University to the occupiers) from the Landlord and the University may deduct these amounts from the rent or invoice the landlord for such costs
d) where works are required as a case of emergency the University will take reasonable steps to contact the Landlord and their nominated contractors. If the Landlord cannot be contacted or the Landlord refuses to or does not carry out necessary repairs immediately the University may carry out the works required and recover the cost of the works together with any administrative costs incurred by the University and any sums paid out by way of compensation to the occupiers from the Landlord and the University may deduct these amounts from the rent or invoice the landlord for such costs.
14 Signed by the owner:
Signature: ………... Date: ……….
Print Name: ……….
Address: ………...
………..
………..
In the presence of:
Signature: ……….
Print Name: ……….
Signed on behalf of The University of Winchester:
Signature: ……….. Date: ……….
Print Name: ………..
In the present of:
Signature: ………. Print Name: ……….
15 APPENDIX A
SCHEDULE OF WORKS The Landlord agrees
(i) to provide a copy of the Winchester City Student Accreditation Scheme Certificate (ii) that the following maintenance issues (stipulated by the University of Winchester)
have been addressed:
Maintenance Yes Date
(iii) to provide a current valid gas safety certificate
(iv) to provide a current electrical wiring safety certificate
(v) to provide a copy of the British Gas Property care for Landlord’s policy (including appliances)
(vi) to provide the name and contact details of a nominated maintenance contractor from a registered company with adequate insurance
(vii) to provide a copy of buildings and contents insurance certificate (with public liability included)
(viii) to provide one set of keys to the property for each tenant and two sets for the University
(ix) to provide a detailed inventory of all fixtures and fittings
(x) that all furniture complies with The Furniture and Furnishings (Fire) (Safety) Regulations 1988
(xi) to provide a current energy performance certificate
(xii) to provide details of the broadband provider and account access details for technical issues.
Signed by the Landlord:
Signature: ……….. Date: ………...
16 In the presence of:
Signature: ……….
17 APPENDIX B
SCHEDULE OF PAYMENTS
The University agrees
to pay the Landlord the annual amount of rent stipulated in four quarterly instalments as follows:
1. Month end – October 2012 £ 2. Month end – January 2013 £ 3. Month end – April 2013 £ 4. Month end – June 2013 £
Signed by the University:
Signature: ……….. Date: ………
Print Name: ………..
In the presence of:
Signature: ……….
