UNION OF BRUNEL STUDENTS
PREFERRED LETTING AGENTS SCHEME
The Preferred Letting Agents Scheme is a project delivered by the Union of Brunel Students.
Our goal is to ensure that students have access to good quality, safe and clean housing, and
that surrounding rental advice and management is of the highest standards.
The Union of Brunel Students would like to invite your Letting Agency to join the Preferred
Letting Agents Scheme (PLAS). The multiple benefits of the membership are stipulated
below but the most noteworthy advantage for the PLAS members would be the
recommendation from the Students Union.
The Union of Brunel Students is the biggest Students Union in West London, and is rated as
one of the best In London in terms of student satisfaction.
We represent and assist students in all aspects of their life whilst at the University. Some of
our students live in the surrounding community in privately rented accommodation. One of
our aims is to provide students with an opportunity to find a reputable and trustworthy
local letting agency.
We reach thousands of students via a multitude of channels; from our high traffic website
brunelstudents.com and Union social media to the Union newspaper leNurb, , plasma
screens, and one-to-one advice sessions. We are a powerful voice within the Brunel student
community.
We hope that we could work together through the Preferred Letting Agents Scheme to
achieve mutually satisfying benefits.
PLAS June 2015
CONTENTS
MEMBERSHIP ............................................................................................................................. 3
CRITERIA ..................................................................................................................................... 5
MONITORING ............................................................................................................................. 6
DISCLAIMER................................................................................................................................ 6
PLAS June 2015
MEMBERSHIP
Membership Benefits
 Preferred Letting Agents will be able to secure a variety of services, as stipulated below,
as part of the membership package.
 Due to the enhanced profile, PLAS members can expect a significant increase in
credibility and confidence in the eyes of Brunel students.
 Preferred Letting Agents will be entitled to include a specific and exclusive logo in their
publicity and confirmation regarding UBS Preferred Letting Agents Scheme membership
 Preferred Letting Agents will be offered prioritised positions at the annual ARC Housing
Fayre (as perceived by the fayre organisers and subject to layout and space)
 the Union will commit to significant website exposure and general advertising of the
PLAS including (but not restricted to);
o descriptions of the PLAS as a whole, and the confidence students can have in the
scheme,
o prominent presence of all members of the scheme within the ARC housing
advice pages (www.brunelstudents.com/housing) via logos, contact details and
links (as applicable)
 Members will receive the following marketing materials (reviewed and refreshed
annually): window clings which can be displayed on your shop window, stickers for
documents and publicity given to clients, poster confirming that you are the Union’s
Preferred Letting Agents.
 Exclusivity
o Agents who are not part of the PLAS will not be permitted to advertise via UBS
media
o PLAS members wishing to purchase additional publicity, will be offered reduced
preferential rates
 The Scheme will be publicised in the following way and publicity will include PLAS
members details, logos and contacts:
Type of Publicity
Indicative fee which would be payable by
non-members
Exclusive referencing in the UBS housing Solus
Email (global email going out to all students)
PLAS Web banner
Plasma Screens Advert
Inclusion in a Half page in LeNurb Magazine
A prioritised standard stall in the Housing Fayre
Referenced within PLAS Advert on annual
UBSwallplanner
UBS website- section dedicated to PLAS
Total
£1000 beginning of December, when the
interest in housing search is at the peak
£500 Dec and Jan
£400 Dec and Jan less Christmas holiday
£150
January Edition
£80
per stall
£280 full academic year
PLAS June 2015
£2730
Duration
Successful applicants to the PLAS will be accredited for the 12 months.
Members joining part-way through the cycle will be charged full year fee.
Promotional material will be provided on yearly basis and will show the relevant year (please
see the top right corner of this letter)
Application Process
New applicants will be asked to demonstrate that they comply with the Criteria (as
stipulated below) by providing documentary evidence.
The applications must be submitted by 16th of November 2015 in order to be a PLAS
Member 2016.
The application should consist of a covering letter and a full set of documentary evidence.
The applications should to be addressed to Joanna Smith, ARC Manager, Union of Brunel
Students, Kingston Lane, Uxbridge UB8 3PH. Electronic versions can be emailed to
[email protected]
The Advice & Representation Centre Manager will review the application and within 10
working days confirm in writing whether it was successful.
The confirmation message will contain guidance on method of payment of the membership
fee.
Promotional materials will be issued upon payment of a membership fee.
The membership will be renewed on yearly basis.
Renewal: Members of the scheme wishing to continue with membership will be required to
undertake a review process with the ARC, together with a reduced application process. The
renewal process will commence 2 months before the expiry of the existing membership.
Costs
The annual fee of becoming an ARC Preferred Letting Agent will be £600, VAT included
PLAS June 2015
CRITERIA
1. You must be a member of one of the following bodies: the Association of Residential
Letting Agents, the National Approved Lettings Scheme, or The Property Ombudsman
2. You must demonstrate how you comply with, promote, and follow a code of practice as
described by the London Rental Standard
3. You are expected to provide prospective and current tenants with clear, transparent and
comprehensive advice in relation to their tenancy and their rights and obligations, by
ensuring that Brunel students are provided with a Welcome Pack. This should (as a
minimum) include the following:
 Tenancy agreement which is easy to read and understand, does not
contain archaic terminology or jargon and is free of onerous terms
 Explanation of what it means to be a joint tenant and what “joint and
several liability” means.
 Emergency contact procedures and an explanation of who to contact in
a non-emergency
 clarity as to whether the property is fully managed by you or not, and
what does that means for the tenant,
 Clarity about who is responsible for what i.e. what are the landlord,
agent and tenant’s responsibilities
 Check In and Check Out Guide and information about Inventories; how
to ensure they are correct and who pays for them
 Tenancy deposit scheme information and brief advice in relation to
return of deposits
 Dealing with problems: how to report disrepair, late rent, antisocial
behaviour and what are the tenants and landlords and agents’
obligations
 Robust complaint procedure; complaints addressed (not merely
acknowledged) within 5 working days.
 Advance, transparent and easy to understand list of charges and
payments- no charges or fees should be unexpected
 Information about sources of advice; for example referral to Advice and
Representation Centre or Citizen Advice
 Locations of Stop Taps, Insulator Switches and Fuses
 Smoke / fire alarm and security alarm instructions including warnings
about checking batteries regularly.
PLAS June 2015
MONITORING
The ARC will monitor the satisfactory implementation of the membership criteria on regular and on
ad-hoc basis.
Regular monitoring will take place on quarterly basis and will involve a meeting and a discussion with
the lead-person for student lets in the member agency.
Ad-hoc monitoring will be conducted if a serious concern is brought to our attention by a student,
Local Authority or another relevant professional.
Concerns.
As a representative membership organisation, UBS is required to act on behalf of its members at all
times. Should there be any concerns expressed regarding a member of the PLAS, it is our
responsibility to investigate these concerns, and where necessary take appropriate action, which can
include suspension or cancellation of membership of the scheme.
The ARC will discuss any problem areas with the Letting Agent and interview clients (Brunel
students) to establish that the standards are upheld.
Membership will not be suspended or cancelled without prior discussion with a member Letting
Agent.
The ARC reserves the right to apply various monitoring methods, which are fair and reasonable and
are not unduly burdensome, for example mystery shoppers, review of Welcome Packs and
evaluation of Brunel students’ experiences.
DISCLAIMER
The ARC reserves the right to admit or exclude any applicants from the membership of the Scheme.
Such decision does not carry an appeal right. Existing members of the Scheme however will not be
removed from the Scheme without prior notice and discussion.
If you wish to discuss any aspects of PLAS, please contact [email protected] or call 01895 269
169 and speak to Joanna Smith, the Advice and Representation Centre’s Manager
PLAS June 2015