Homelessness Policy and Procedure

STATISTICAL REQUIREMENTS: SCOTTISH OFFICE AND INTERNAL DEPARTMENTAL RETURNS

Scottish Office Returns

Every local authority in Scotland is required to complete a return for homelessness to the Scottish Office Development Department on a quarterly basis: that is, at the end of March, June, September and December. These statistics are collated and analysed, and form the basis of an annual report on homelessness in Scotland. This publication provides the government with information on the incidence of homelessness, and highlights those geographical areas where the problem is most acute. It is essential that the returns are accurate, as they are retained by the Scottish Office to provide information in response to individual Parliamentary questions on homelessness and to assist in planning future priorities. Two forms are required for the quarterly returns: the 'HL1' and the 'HL2'. The 'HL1' is completed and sent electronically, and the 'HL2' manually.

A 'HL1' Returns

The 'HL1' return is used to provide information on the number of cases which have been received (phase 1), assessed (phase 2) and completed (phase 3) during the quarter. This is sent to the Scottish Office as an export file. The questions are as follows:

Application Details

Received (Phase 1)

Question 1 Local Authority Code: This original number is entered automatically.

Question 2 Date of Application: The exact date on which the applicant first presented as homeless

Question 3 Application Number: This must be a unique number for each case within the local authority.

Question 4 Most recent associated application number: The current application will have an 'associated application if at least one of the adult members of the household was an adult member of a household that had applied previously.

Question 4a Adult members of both households the same: If no associated application was identified then this question is not answered. If an associated application was identified, this question is answered for the most recent associated application (if more than one).

Consider the adult members of both applications and answer 1 (for yes) if all are the same, or 0 (for no) if at least one is different.

Question 4b Family circumstances of both households the same: If no associated application was identified then this question is not answered. If an associated application was identified, this question (like question 4) is answered for the most recent application (if more than one identified).

This is to do with the presence or absence of children in both households. If both the current and the associated application contain children (irrespective of how many and whether or not they are the same children) then the family circumstances are considered to be the same – answer 1 (for yes). If neither the current application, not the associated application contain any children at all, then again the family circumstances are considered to be the same – answer 1 (for yes). If however, either the current or the associated application contains children and the other application does not, then the family circumstances are considered to be different – answer 0 (for no).

Question 5 Number of adults in the household at the time of application by age and gender: The age of a member of the household is the age they are/were on the date of application (as recorded at question 2).

Retirement age is defined at 60 for females and 65 for males, so that the age bands are as follows:- for men: 16-24, 25-64, 65plus, for women: 16-24, 25-59, 60 plus.

Question 6 Number of children in the household at the time of application by age and gender: For the purpose of this question the definition of a child is as follows:

all persons aged 15 years or less, and
any persons aged 16, 17 or 18 who are unable to support themselves, either as they are receiving or about to begin full time education or training, or for some other reason ( e.g. they have a learning disability)
Include all members of the household who satisfy the definition of child as set out above. The age of each child is the age they are/were on the date of application (as recorded at question 2).

Question 7 Is there a married/cohabiting couple in the household: This does not just apply to the main applicant but to all adult members of the household. If any two of the adult members of the household are a 'couple' then answer yes to this question.

Questions 8 Characteristics of main applicant and partner: All three

& 9 questions should be answered for the main applicant. If the main applicant has a partner in the household then all three questions should also be answered for the partner.

Question 10 The applicant(s) should be asked to classify this themselves, and no assumption should be made if an answer is not given or seems to be incorrect. Applicants should be allowed to refuse to answer this question (and the answer then coded as 16 'Refused'). They may also be allowed to classify themselves different to the given list (and the answer coded as 14 'Other').

Question 11 Has the applicant come from the family home: Answer yes to this question if the applicant's last settled accommodation was the family home, and they were living there up until no more than 6 weeks ago. The applicant may have moved around within the six week period prior to presenting e.g. staying with friends, but as long as they were settled in the family home prior to this, you would answer 'yes' to this question.

Definition of settled accommodation is as follows:

A dwelling in which the applicant was resident for a continuous period of at least 6 months

There is no fixed definition on 'family home' and the applicant should be allowed to decide themselves whether the accommodation they were settled in 6 weeks ago was the family home.

Question 12 Has any member of the applicant household slept rough during the 3 months preceding their application: Answer yes if any member of the applicant household slept rough for at least one full night at some point during the last 3 months.

The definition of rough sleeping is as follows:

Sleeping outside, either in the open air (such as on the streets or in doorways, parks or bus shelters), or in a building or other place not designed for habitation (such as barns, sheds, car parks, cars, derelict boats, stations etc).

Question 13 Did any member of the applicant household sleep rough on the night immediately preceding the date of application: If the answer to this question is yes, then the answer to 12 will necessarily also be yes.

Question 14 Was the applicant's last accommodation preceding presentation their last settled accommodation: For most recent accommodation this means the accommodation in which the applicant household most recently spend a full night, prior to the date of application.

Settled accommodation is as defined in question 11.

Question 15 What is the full postcode of the applicant's last settled home if within Scotland: For definition of settled see question 11.

Answer this question only if the applicants last settled accommodation was in Scotland, and give the full unit postcode.

If the applicants last settled accommodation was outwith Scotland answer this question as NS

If the applicants last settled accommodation was not known answer this question as NK.

Question 16 Main reason, as given by the applicant: This should be the reason, as agreed with the applicant themselves.

Only one reason should be given. If the applicant considers that there is more than one reason, the one which is the most dominant should be recorded, or if they have equal weight the one neared the top of the list should be recorded.

If the only reason is that the applicant is an 'asylum seeker', then the reason should be recorded as option 31 'Not reasonable to continue to occupy accommodation: unsafe to return (for reason other than above)'

For those applicants who give the reason as 'no fixed abode' – the reason why they have no fixed abode needs to be elicited.

Assessment Details

Assessed (Phase 2)

Question 17 Statutory Assessment Decision: If the applicants homelessness was resolved prior to an assessment decision being made – and hence they withdrew their application, record as 9 'Homelessness resolved prior to assessment decision'.

If the applicant withdrew their application prior to an assessment being reached but it is not known if they have resolved their homelessness, record as 8 'Lost contact or withdrew before assessment decision'. If the local authority lost contact with the applicant before an assessment decision could be made, records also as 8. In this case the date of assessment must be at lest 28 days after the date of application – since this is the accepted minimum period which must be allowed for applicants to make contact again before their case in written off.

Question 18 Date of assessment decision: Record the date the assessment decision was made, regardless of when the applicant was informed of the decision. In the case of those applicants with whom the local authority lost contact, this date must be at least 28 days after the date of application.

The date should be the date that the assessment decision recorded at question 17 was actually made (rather than the date it was communicated to the applicant). If an appeal changes the original decision, the date should be the date the results of the appeal are made known. If an appeal does not change the original decision, the date should be the date of the original decision.

Question 19 Was the assessment decision reached after appeal: This question must be answered for all cases where the assessment decision is 1-7 (i.e. the applicant has been assessed as being either homeless of potentially homeless or neither).

If an appeal changes the assessment decision, an amendment should be made to the relevant questions in this section and an updated case submitted. If an appeal takes place at all (whether or not the assessment decision is changed as result of the appeal) the answer to this question should be yes.

Question 20 Category of priority need: This question must be answered for all applicants. The homelessness officer should determine the priority need, based on their assessment.

Option 20 of this question is for those found not to be in priority need. If the applicant has been assessed as non-priority, or found to be neither homeless nor potentially homeless, the answer to the question should be 20 'Household not in priority need'.

Option 21 is for those who resolved their homeless plight prior to assessment, or the authority lost contact with them prior to making an assessment. Even if the authority initially assessed this applicant as in priority need, then this option should be selected if the applicants withdrew or contact was lost.

Options 1-19 are the priority need categories. If an applicant is assessed as in priority need one of the options 1-19 must be selected. If the applicant is in priority need for more than one of the 19 reasons, then select the one which is most significant.

Outcome Details

Completed (Phase 3)

Question 21 Application outcome – completed when case closed: This question must be answered for all cases when an assessment decision was made (that is the answer to question 17 was 1-7).

Note that if the applicant died before the local authority discharged its duty, please give the answer 1 (i.e. contact with applicant lost before LA discharged duty).

Question 21a For applicants assessed as potentially homeless: Was the local authority duty discharged before the applicant became homeless: This question is to be answered for all applicants that were assessed as potentially homeless and for whom the local authority maintained contact until the case was closed (that is those for whom the answer to question 17 is 4,5,or 6, and for whom the answer to question 21 is 2).

Question 22 Last action taken by the authority in respect of this application: This question must be answered for all applicants with whom the local authority maintained contact until the case was closed (i.e. all cases where the answer to question 21 is 2).

Note that this question is about the action taken by the local authority. If the applicant found themselves accommodation (either on the basis of A&A provided or not) then this is not recorded here – the final housing outcome is recorded at question 23.

Note that for the first three types of outcome a different response is required depending on whether or not the applicant took up the accommodation arranged by the authority.

If advice and assistance was provided in addition to some other outcome, please record the housing outcome over and above A&A. Record the final outcome as providing A&A only if the local authority did not also secure an accommodation outcome for the applicant or transfer them to another authority.

Question 23 Re-housing outcome following final discharge of duty or case closure: This question must be answered for all applicants with whom the local authority maintained contact until the case was closed (i.e. all cases where the answer to question 21 is 2).

Note that this is the FINAL outcome of the case, whether or not the outcome was arranged by the local authority. So if the applicant found accommodation for themselves the type of tenancy which they found should be recorded – even though it was not secured by the local authority.

Question 23a Was the final rehousing outcome as indicated in answer to question 23 with some sort of support: This must be answered for all cases where a final outcome was given (i.e. question 23 was answered as 1-13).

Support is where:

Either: (a) there is a live-in warden or some other accommodation officer,
Or: (b) the household has been provided with a package of support as agreed with housing/social workers and others

Support is defined by the fact that, without it, the accommodation solution secured would not be sustainable. It is accepted that support can range from limited input, perhaps on request, to 24 hr support.

Question 24 Did the applicant at any time in the course of the application occupy temporary accommodation which was arranged for them by the authority: This question is in two parts:

temporary accommodation provided prior to the assessment decision being made
temporary accommodation provided after the assessment decision has been made, but prior to the final outcome

For each part there is an option of the various types of accommodation which could have been provided, and for each type an answer must be given – either 0 (for No), 1 (for Yes without support). The questions are designed in such a way that if more than one type of temporary accommodation is provided for the applicant then this can be recorded.

See question 23a above for the definition of support.

If no assessment decision was made (i.e. question 17 was answered 8 or 9) then the answers to parts (a) and (b) should all be 0.

If an assessment decision was made, but the authority lost contact before the final outcome, then the answers for part (b) should be 0.

If an applicant was placed in temporary accommodation before an assessment decision was made, and they remained in the same temporary accommodation after the assessment decision was made, please record this in both part (a) and (b) of the question.

Question 25 If 8 ringed in q22: was the advice and assistance provided by the local authority themselves, or was a referral made to another organisation: This question must be answered for all applicants where the last action taken by the authority was to provide advice and assistance.

Question 26 This is in two parts, and both must be answered for all applications (Yes or No).

Was social work already involved at the time the applicant presented as homeless

Was social work brought in during the course of the application

The answer cannot be Yes to both parts.

Involvement would include joint assessments, integrated assessments, as well as referrals either from or to social work.

Question 27 Date of last action being taken and case being closed: This should be the date on which the local authority carries out its final action with respect of the applicant's homelessness application (i.e. the date of the latest action from the list below).

the date that a tenancy is secured (if the authority secured accommodation for the household) or the day the household left temporary accommodation if that was later.
The date that the last piece of advice and assistance was given (if A&A only was the answer to Q22)
The date on which the case was transferred to another authority (if this happened)
The date on which the very final decision/action was taken if the answer to Q22 was 'None of the above'.

B 'HL2' Returns

The information required to complete this form is as follows:

Question A Number of applications received from homeless households during quarter:

All applications should be included in this total. It is essential that there is no 'screening' of applicants by office staff. This total shows the volume of homeless applicants being dealt with by the Council. It is possible that a number of the new applications received during the quarter will also have been completed during the quarter. If that is the case, they should be included on both the HL1 and HL2 Returns.

Question B Number of applications from homeless households completed during quarter:

This figure is taken from the electronic HL1 completed phase 3.

Question C Households in temporary accommodation AT THE END of quarter: Only households applying to the authority under Part II of the Housing (Scotland) Act 1987 should be counted. Record all the households placed by the authority in short stay accommodation either temporarily pending enquiries or following assessment of the case. Record only those households, under the act, in temporary accommodation at the end of the quarter (not the total count throughout the quarter).

Local authority furnished temporary accommodation:

Record the number of households in local authority furnished temporary accommodation having been placed there by the local authority under the Act. Record the number of households with dependant children in furnished temporary accommodation. Record the number of dependant children in furnished temporary accommodation.

2. Other local authority dwelling: Record the number of households in other local authority dwellings having been placed there to provide temporary accommodation under the Act, e.g. unfurnished dwellings, LA owned chalets, caravans, etc. Record the number of households with dependant children in other local authority dwelling. Record the number of dependant children in other local authority dwelling.

Hostel: . (i) Record the number of households in local authority owned hostels having been placed there by the local authority to provide temporary accommodation under the Act. Record the number of households with dependant children in local authority owned hostels. Record the number of dependant children in local authority owned hostels.

(ii) Record the number of households in hostels not owned by the local authority having been placed there by the local authority to provide temporary accommodation under the Act. Examples of such accommodation include hostel accommodation provided by Women's Aid, Stopover. . Record the number of households with dependant children in hostels not owned by the local authority. Record the number of dependant children in hostels not owned by the local authority.

4. Bed and breakfast: Record the number of households in bed and breakfast having been placed there by the local authority to provide temporary accommodation under the Act. Record the number of households with dependant children in bed and breakfast. Record the number of dependant children in bed and breakfast.

5. Other: Record the number of households in other accommodation (not owned by the local authority) having been placed there by the local authority to provide temporary accommodation under the Act, e.g. mobile homes, caravans. Record the number of households with dependant children in other accommodation. Record the number of dependant children in other accommodation.

Total number of households in temporary accommodation at end of quarter: Record the total number of households in temporary accommodation at the end of the quarter having been placed there by the local authority to provide temporary accommodation under the Act.

Total number of households with dependant children in temporary accommodation at end of quarter: Record the total number of households with dependant children in temporary accommodation at the end of the quarter having been placed there by the local authority to provide temporary accommodation under the Act.

Total number of dependant children in temporary accommodation at end of quarter: Record the total number of children in temporary accommodation at the end of the quarter having been placed there by the local authority to provide temporary accommodation under the Act.

INTERNAL MONITORING

Every homeless presentation must be recorded on the Homeless Excel Spreadsheet, along with all relevant details, on a daily basis. This should normally be undertaken by the Homeless Officer.

Each case will be logged according to date of presentation.

REQUIRED INPUT

As the spreadsheet is fairly large the sections have been colour coded to help Homeless Officers find the appropriate section. The following is an outline of what should generally be included in each of the fields.

APPLICANT DETAILS

REF NO: simply insert the unique case reference number

DATE OF PRESENTATION: enter date in following format dd/mm/yy (e.g. 21/03/97)

SOURCE: this section is intended to include details of any cases that come through referral process. If it is a referral from another authority type LA followed by authority name. If it is a referral from Throughcare simply type abbreviation Tcare etc.

APPLICANT NAME: self-explanatory. It is helpful to insert applicant's title in order that gender can be obtained. Type christian name followed by surname.

ADDRESS: again this is self explanatory.

DATE OF BIRTH: enter date in dd/mm/yy format.

ETHNIC ORIGIN: simply enter category of ethnic origin (as per application).

FAMILY COMPOSITION: enter short codes. Young Single = YS, Adult = A preceded by number of adults, children = + followed by number of children involved.

REASON FOR LOSS/THREAT OF LOSS: this will be in accordance with categories on HL1. Use following shortened versions:

PAR = Parents, friends, relatives no longer able/willing
DISPV = Dispute with spouse/co-habitee - violent
DISPNV = Dispute with spouse/co-habitee - non violent
LTEN = Loss of service of tenancy
ACTL = Action by Landlord, e.g. notice to quit
EXSAT = Expiry of short assured tenancy

EMERG = Fire, flood, storm etc

LACC = Lost accommodation in hostel, lodging house/hotel

GUP = Gave up secure accommodation
OCRW = Overcrowding
OTH = Other reason for loss/threat of loss

RECEIVE IS/BENEFITS: simply enter Y if the applicant is in receipt of Income Support/Benefits and N if not.

MEDICAL CONDITION?: if applicant has medical condition enter Y followed by short description of condition e.g. asthma. If not enter N.

DISABILITY?: if applicant has disability enter Y followed by short description of nature, e.g. wheelchair. If not enter N.

SUPPORT NEEDS?: this question relates to decisions made by Youth Housing Support Group. Enter either Y or N.

APPLICANTS DETAILS

CIRCUMSTANCES: decision and date of decision should both be inserted. Enter abbreviation as follows:-

HO = Homeless
PH = Potentially Homeless
NE = Neither

PRIORITY NEED?: decision and date of decision should both be inserted. Enter abbreviations as follows:-

PR = Priority
NP = Non priority

INTENTIONALITY?: decision and date of decision should both be inserted. Enter abbreviation as follows:-

UN = Unintentionally

IN = Intentionally

LOCAL CONNECTION?: simply Y or N should be entered, along with the decision date.

CHILDREN'S ACT?: this is to be used where applicants are taken on as homeless cases as a result of the Children's Act rather than Homeless Persons Act. Y or N should be entered, along with the decision date.

REFERRAL TO OTHER LA?: where a successful referral has been made to another authority enter Y followed by name of authority. Enter N if no referral made.

ISSUE OF DECISION LETTER?: entry of a date in this field will stop the 'Time Taken to Reach Decision Field' clocking up number of days passed since presentation. Record date of letter notifying applicant of final outcome of application. Where a successful referral is made and our liability ceases, or we have lost contact with the applicant enter the appropriate date in this field.

TIME TAKEN TO REACH DECISION: nothing should be entered in this field. A formula is in place to calculate the number of days passed since date of presentation. If there is no date in the 'Issue of Decision Letter' field the information will be calculated on current date.

LOST CONTACT: enter appropriate date both here and in the 'Issue of Decision Letter'.

INTERIM ACCOMMODATION PENDING DECISION

ACCOMMODATION POST DECISION

ACCOMMODATION SECURED

APPEALS

COMMENTS

If there is a change in accommodation simply insert an additional line below case and enter new details underneath previous (ensure put end dates in previous accommodation).