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Code of Conduct

Stroma Accreditation Ltd

1.0 Introduction to Stroma Accreditation Ltd

Stroma has been trading for over 5 years and has implemented and maintained a high level of professionalism, excellence and effectiveness.  We have through our experience implemented a Code of Conduct that is to be adhered to by all members of the accreditation scheme.  This code is freely available and is fully transparent.

 

The purpose of Stroma Accreditation Limited is to provide a scheme across several sectors that ensure all Energy Performance Certificates (and other certification) is continually produced to consistently high standards. This includes:

 

1. Ensuring that members of the scheme are fit and proper persons to undertake the assessments and that they operate within the specified scheme rules.

2. Ensuring that members of the scheme are qualified to provide energy assessments.

3. Ensure that all scheme members have in place adequate insurance cover.

4. Ensure that scheme members adopt consist operational procedures to ensure consistency and accuracy of energy assessment.

5. To maintain and demonstrate quality assurance procedures.

6. Provide a transparent complaints procedure to ensure rapid effective complaint handling, of both the member’s activity and the scheme administrators.

7. Establish and maintain a database of scheme members.

8. Ensure financial probity, financial stability and operational resilience.

9. Allow CLG full access to monitor the scheme administration and the data gathered to ensure that the scheme is run within the published rules and that the scheme delivers compliance with legislation.

10. Ensure continual improvements to the administrative and operational systems that is compliant with relevant legislation.

2.0 The Code of Conduct

This code applies to all Members accredited by the Stroma Accreditation Scheme. It applies to all Members whatever type of business they are engaged in when operating within the bounds of the scheme.

3.0 The Purpose of the Code of Conduct

The purpose of the Code of Conduct is twofold;

 

1. To support all those engaged in production of Energy Performance Certificates, Display Energy Certificates and Code for Sustainable Homes.

2. To reassure the general public and other interested parties that assessments are carried out in a professional and ethical manner in adherence of current legislation

4.0 General Information

Amendments of the code may be published from time to time and it is the responsibility of Members to keep themselves updated on the changes made, Stroma will inform all members of any changes to the published information.  The code is freely available on the website.  If in doubt about the interpretation of the Code, members may consult Stroma Accreditation Ltd.

 

The Stroma Code of Conduct does not take precedence over national law. Members responsible for international research shall take its provisions as a minimum requirement and fulfil any other responsibilities set down in law or by nationally agreed standards.

This means that more than one Member might be in breach of a rule in respect of the same matter. Note that where more than one Member is involved in a matter under complaint, whilst Stroma reserves the right to proceed with an investigation and other relevant processes against all such Members under its ‘Rejection / Revocation Procedures’.

 

All Members should be aware that if found to be in breach of any of the rules in Section 8 of this document, they will be deemed guilty of unprofessional conduct and disciplinary action may be taken against them.

5.0 Personal Interests and Record Keeping

Where a Member carries out an Assessment for any property owned by themselves or an associate of theirs, or in which they are associated, they must disclose their relationship on the certification documents and also the extent of their interest to the customer prior to the assessment taking place.

 

The minimum expectation of the Accreditation Scheme for site notes:

1. The member shall at all time keep properly written records as are necessary to allow them to fulfil all obligations under the scheme.

2. Competed Stroma data collection forms including written, electronic, or the automatic pro-forma embedded into Stroma PDA / laptop software (paper version attached).

Additional written site notes including electronic to cover as a minimum:

1. Sketch Plan of the property with dimensions, where applicable for the EPC scheme.

2. Evidence observed of any materials and any improvements already completed at the property that affect the certification dataset, i.e. drill holes for cavity wall insulation etc...(for RD-sap analysis).

3. Explanation behind no access to parts of the property affecting the site assessment.

4. Must be complete, consistent, legible & sufficiently detailed.

5. Site notes must be securely stored for fifteen years.

6. Site notes should be made available (as a PDF) in an electronic form to the accreditation scheme within one working week on request.

7. Any `Declaration Of Interest’ should be recorded on the Accreditation application and noted on the site notes N.B declarations of interest cover interest in the property and interest in potential sales.

6.0 Rules of Professional Conduct

6.1 Core Principals of Conduct

Members, shall at all times, conduct themselves in accordance with the core values, which means that they are expected to:

1. Conform to all relevant national and international laws.

2. Act with integrity at all times.

3. Always be honest.

4. Be open and transparent in their dealings at all times.

5. Be accountable for all their actions.

6. Be accountable for the people with whom they work.

7. Do not use sub-contractors without Stroma Accreditations knowledge (all sub contractors must be Stroma Accreditation Scheme members).

8. Know and act within their limitations.

9. Be objective at all times.

10. Treat others with respect.

11. Set a good example.

12. Treat personal data they may become aware of in the course of an assessment with care and not to reveal it to any third party unless specifically authorised by a representative of the Stroma board.

13. Ensure that assessments are carried out, reported and documented accurately in a timely fashion.

14. Transparently, objectively and to appropriate quality.

15. Provide written notification to their client or prospective client of the terms on which they are to act and shall inform their client in writing that a copy of the Member’s Complaints Handling Procedure is available on request.

16. Members with responsibility for implementing processes, procedures and contracts, taking reasonable steps to ensure that they are such that this Code is unlikely to be breached or caused to be breached by others unknowingly or unintentionally.

17. Declare any conflicts of interest.

6.2 Dealing with Customers

Members should note that:

 

1. The Assessor must provide details of their Customer Complaints and feedback Procedures to every customer complaint.

2. The Assessor must explain that any complaints received will not affect the Statutory Rights of the client or homeowner. This must be referenced in the written communication to the client or homeowner.

3. In the first instance, complaints should be handled initially by the Assessor or their employer and escalated to Stroma as required.

4. Members must advise customers of the Stroma complaints and comments processes.

5. Where applicable, the building occupant’s co-operation is voluntary and must be based on adequate, and not misleading, information about the general purpose and nature of the assessment.

6. The rights of occupants as private individuals will be respected by Assessors and they will not be harmed or disadvantaged as the result of cooperating in an assessment.

7. The Assessor should not enter a dwelling if a minor (16 years or less) is solely in charge of the dwelling, the Assessor should re-arrange the appointment, this criteria is mainly applicable to DEA scheme.

8. The Assessor is permitted to enter a dwelling where the occupants are over the retirement age. In such instances, the Assessor must take extra care to show their ID.

9. The Assessor must show their Stroma Accreditation ID on all visits to non-domestic and domestic properties.

6.3 Briefing Others

In addition, in the course of carrying out any work, the Member or any person acting on their behalf or at their instruction or inducement shall not act in a manner which compromises or impairs, or is likely to compromise or impair, any of the following:

1. The integrity of the Member.

2. The reputation of the Stroma or other Accredited Members or the Energy Assessor profession.

3. The high standards of professional conduct expected of a Member.

4. Claim to or imply that they represent the views of Stroma unless using agreed media or you have the explicit authority of the Stroma Accreditation board.

6.4 General

A Member shall take all reasonable steps to ensure that:

1. Stroma must be advised of all formal complaints made to an Assessor, or their employer in relation to the accreditation scheme.

2. Complaints are defined as any complaint lodged in writing by letter or e-mail and concerning any matter related to the EPC, Display Energy Certificate or Code for Sustainable Homes assessment (even if not directly related to Stroma).

3. Assessments must conform to the national and international legislation relevant to a given project including in particular the Data Protection Act 1998 or other comparable legislation applicable outside the UK.

4. Any publicity, method of advertising or marketing activity for which they are responsible is not inaccurate, misleading or likely to cause public offence or annoyance.

5. Any reference to the Stroma Accreditation Scheme, and the use of any logo or design belonging to it, shall be strictly in accordance with the guidelines for the use of that material.

6. Use of any such logo or design does not adversely affect the standing of the Accreditation Scheme or its membership.

7.0 Application Documentation

Stroma Accreditation Ltd. cannot return any original applications or their supporting documentation, as these form part of our quality assessment (QA) records. Stroma therefore recommends that an applicant maintains a copy of all of their original applications.

8.0 Continual Professional Development Lifelong Learning

To ensure that Customers receive a quality service and retain confidence in the scheme, all energy assessors must initially undergo training or prove competence at the point of accreditation. To retain Accreditation with Stroma all assessors will need to ensure that their competence is maintained and developed through Continual Profession Development (CPD) / Lifelong Learning (LLL).

9.0 Disciplinary Regulations

Under the Disciplinary Regulations, membership may be removed from (part of or all of) the scheme or other disciplinary action taken, if a Member is deemed guilty of unprofessional conduct.

This is defined as a Member:

1. Being convicted or cautioned for a serious arrestable offence.

2. Being guilty of any act or conduct which, in the opinion of Stroma disciplinary committee, might bring discredit on the profession, the professional body or its Members.

3. Being found by Stroma Disciplinary Committee to be guilty of any breach of the rules set out in Section 6 of this Code of Conduct.

4. Being found by Stroma disciplinary committee to be guilty of any breach of the provisions set out in any guideline rules laid down from time-to-time by Stroma Accreditation Ltd.

5. Being found by Stroma disciplinary committee to be guilty of any breach of any other regulations laid down from time-to-time by Stroma.

6. Failing, without good reason, to assist Stroma in the investigation of a complaint.

7. In the absence of mitigating circumstances having become bankrupt or having made any arrangement or composition with their creditors.

8. Being found to be in breach of the Data Protection Act 1998 or other comparable legislation applicable outside the UK.

9. Or being found, by Stroma, to have infringed any of the eight data protection principles set out in the Act or similar provisions set out in comparable legislation outside the UK.