HL1 user information

Variable name: LACODE

Description

Identifying code for the council

Format

Numeric, three digits

Validation

• Mandatory

Variable name: APPDATE

Description

Date of application

Format

Numeric, eight digits

Coded in the form DDMMYYYY, where DD is the day, MM is the number of the month and YYYY is the four-digit year (eg. 2007).

Validation

• mandatory
• must be a valid date
• must not be in the future

Guidance

Date of application should be the exact date on which the applicant household first presented as homeless, whether any formal procedures start on that date.

Note that an application should be recorded in all cases where a person applies to a local authority for accommodation, or for assistance in obtaining accommodation, and the authority have reason to believe that they may be homeless or threatened with homelessness (see section 28 of the 1987 Act). Enquiries about homelessness do not constitute a presentation, but, if, having been provided with relevant information, including their legal right to make an application, members of the household decide to make an application, then a record of that application should be made. This is irrespective of whether any formal interview takes place. Chapter 4 of the Code of Guidance on Homelessness sets out guidance on the handling of applications. Paragraphs 4.21 to 4.25 note the requirement to record applications.

Variable name: APPREF

Description

The Council’s own unique identifying reference for the application

Format

Alphanumeric, 14 characters maximum.

Validation

• mandatory

Guidance

This must be unique for each case within the local authority. The exact format is up to each local authority to decide for themselves, though it must not be more than 14 characters in length. You will need to ensure that your local offices do not use duplicate numbers – if the same number is used at more than one office then only one of the cases will be recorded in the Scottish Government database.

Care must be taken when manually entering a reference number. Problems have occurred because of mistyped references, for example, zeros being entered as ‘O’s. These have led to additional cases being recorded and to associated applications not being found. Problems have also occurred when authorities have changed the format of reference numbers, when IT systems have been updated, and it has not been possible to include the reference numbers of associated applications in the old format.

3b.1. National Insurance number of the main applicant

Variable name: NINUM1

Description

The National Insurance number of the main applicant

Format

Alphanumeric, either NK or 9 characters coded in the form XY123456Z

Validation

• mandatory
• must be either a valid National Insurance number or NK

3b.2. National Insurance number of the partner

Variable name: NINUM2

Description

The National Insurance number of the partner

Format

Alphanumeric, either NK or 9 characters coded in the form XY123456Z

Validation

• mandatory
• must be either a valid National Insurance number or NK
• if no partner, leave blank
• must be blank if no couple recorded at question 7

Guidance

National Insurance (NI) number(s) of the main applicant(s) should be recorded. If the applicant does not have, or does not know, their NI number, it should be recorded as ‘NK’. If not known now, can be completed later.

The Scottish Government may use NI numbers to assess how many applicants are applying to more than one local authority. It may also be used as a check for associated applications. It will not be used to match the data supplied to other data sources. The number will be used only to create a unique national reference number for applicants, and the actual NI number will not be stored.

As the field is not required to make the assessment decision, the applicant has the right to refuse to give this information, in which case, ‘NK’ should be recorded. However, some authorities may require the information for other purposes. Applicants who are initially concerned about providing the number should be reminded it will be used by the Scottish Government only for statistical purposes, to help inform policy, in a way which preserves their anonymity.

Variable name: PREVAPP

Description

An "associated application" is one where at least one adult of the applicant household is the same as one of the adults in the current applicant household. See the discussion of how to associate applications below.

Format

Alphanumeric, 14 characters maximum.

Validation

• either all of questions 4, 4a and 4b must be answered or none of them must be
• must not be the same as question 3
• must be the reference at question 3 of another case on the LA’s system

Guidance

Chapter 2 of the Code of Guidance on Homelessness (Sections 2.85 to 2.89) stress the importance of preventing the recurrence of homelessness. Question 4 asks for the application reference of the most recent of any associated application to monitor repeat homelessness.

Identification of associated applications:

• a requirement of the system is to provide the unique application reference of the last application made by an adult member of the household, if one exists. There should be a mechanism by which an operator can identify a previous application to associate with the current one. This will enable statistics to be published on the number of homeless households, as opposed to applications made. The Scottish Government has no requirements as to how Councils’ homelessness software packages provide the mechanism, but a suggested method is described below.
• if a previous application is identified that has at least one adult member of the presently applying household in common the applications should be linked.
• to identify such previous applications it is necessary to compare principal applicants and other adult members of households with all previous applications in the database. The criteria used for the search are enough of the following to satisfy the caseworker they are dealing with the same person: Surname, Forename, Middle Initial, Date of birth, National Insurance number, Aliases, Previous Addresses
• if the search returns a match or matches i.e. a common adult between two applications, a linkage can be formed by storing the unique reference number of the most recent previous application in the current application record.

Two questions are asked (4a and 4b below) and are then stored in two Boolean fields in the current record.

• are all adult members of both households the same? (yes/no)
• is the composition of children in both households the same? (yes/no)

If yes to both the above questions the current application represents a re-application by the same household.

The reference number which should be given at question 4 is the application reference for the most recent of any associated applications which are identified (even if an earlier application has, for example, more adult members in common)

Note that only associated applications within the local authority are required. This includes those who may have previously applied at another local office – but excludes those who may previously have applied at another local authority.

For examples to illustrate how to complete questions 4, 4a and 4b see Annex A.

Variable name: ADSAME

Description

Recording if the adult members of the household are the same on current and most recent associated application.

Format

Numeric, one digit.

Validation

• if the answer to this question (4a) is 1, then the number of adults of each sex reported at question 5 in this application must be the same as the number of adults of each sex reported at question 5 of the associated application

Guidance

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 associated application (if more than one identified).

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.  Note that to answer yes, every adult of the current application must be an adult of the associated application and vice versa.  If an adult in the current application was a dependent child at the time of application of the associated application, then all of the adults are NOT considered to be the same.

For examples to illustrate how to complete questions 4, 4a and 4b see Annex A.

Variable name: FAMSAME

Description

Recording if there are either children in both households or no children in either household [household of current and most recent associated application].

Format

Numeric, one digit.

Validation

• if the answer to this question (4b) is 1 and the number of children reported at question 6 of this application is zero, then the number of children reported at question 6 of the associated application should be zero, or if the number of children reported at question 6 of this application is at least 1, then the number of children reported at question 6 of the associated application should be at least 1.

Guidance

If no associated application were identified, then this question is not answered. If an associated application was identified, this question (like question 4) is answered for the most recent associated 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 applicant households contain children (irrespective of how many and whether they are the same children) then the family circumstances are the same – answer 1 (for yes). If neither the current applicant household, nor the associated applicant household, 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 applicant household contains children and the other does not, then the family circumstances are considered to be different – answer 0 (for no).

It is important in both questions 4a and 4b to treat members as either adults or children as they were at the time of the relevant application. If there are children who were members of the associated application and who would be adults by the time of the current application being made – they should be still considered as children when considering the associated application, but as adults when considering the current application.

Where the composition of the household changes throughout the course of the application, then there is no requirement to update the details of the case. However, if management systems require the data to be updated, then the SE should be sent revised data so that the information held by SE is consistent with that held by the authority.

For examples to illustrate how to complete questions 4, 4a and 4b see Annex A.

Variable name format: ADXXXX

Description

Ten variables: each record the number of adults in one of the following categories

Format

Numeric, two digits maximum each.

Validation

• 5w, 5x, 5y, 5z are mandatory
• 5c to 5h are mandatory for all cases
• Each must be in the range 0-99
• 5g must be the sum of 5w, 5y, 5c and 5e
• 5h must be the sum of 5x, 5z, 5d and 5f

Guidance

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 as 60 for females and 65 for males, so that the age bands are as follows: for men: 16-17, 18-24, 25-64, 65+, for women: 16-17, 18-24, 25-59, 60+.

Although a person is aged 16 they are not necessarily considered to be an adult (see below for definition of a child) and so would not necessarily be included in the answer to question 5. 

There must always be at least one adult in the applicant household. Therefore, where a person aged 16, 17 or 18 is the only household member they would always be considered an adult. Also where a person aged 16, 17 or 18 is the partner of another adult household member, then they would be considered to be an adult. Similarly, a person aged 16, 17 or 18 sharing a household with someone on whom they are not dependent (e.g. a sibling) should be considered an adult.

Note: Under no circumstances should anyone aged 16, 17 or 18 be recorded as both an adult and a child.

For the purposes of these questions the definition of a (dependent) child is:

(a) all persons aged 15 years or less, and

(b) any persons aged 16, 17 or 18 who are either receiving or about to begin full-time education or training, or are, for some other reason, unable to support themselves (e.g. they have a learning disability).

Dependent children need not be the children of the applicant (e.g. foster children). Where parents have joint or shared custody, local authorities should consider the periods for which a child is resident with each parent. Formal legal custody arrangements should not be required, and local authorities should take full account of voluntary arrangements that have been agreed. In general, where an applicant has regular, overnight access to a child, that child should appear on the application.

Where the composition of the household changes throughout the course of the application, then there is no requirement to update the details of the case. However, if management systems require the data to be updated, then the Scottish Government should be sent revised data so that the information held centrally is consistent with that held by the authority.

For examples to illustrate how to complete questions 5, 6 and 7 see Annex B.

Variable name format: CHXXXX

Description

Ten variables: each record the number of children in one of the following categories

Format

Numeric, two digits maximum each.

Validation

• all mandatory
• each must be in the range 0-99
• 6i must be the sum of 6a, 6c, 6e and 6g
• 6j must be the sum of 6b, 6d, 6f and 6h

Guidance

Include all members of the household who satisfy the definition of child as set out above and have not been recorded as an adult.

The age of each child is the age they are / were on the date of application (as recorded at question 2).

For examples to illustrate how to complete questions 5, 6 and 7 see Annex B.

Variable name: COUPLE

Description

Recording if the household consists of at least one couple.

Format

Numeric, one digit.

Validation

• mandatory

Guidance

Note that this only applies to adult members of the household. However, bear in mind the guidance about when to record 16 to 18-year-olds as adults as opposed to children which are set out in question 5 above. That is: “where a person aged 16, 17 or 18 is the partner of another adult household member, then they would be considered to be an adult.”

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. Partners need not be of the opposite sex.

If the answer is yes, then there must be at least two adults recorded in question 5. If information is given about two adults in questions 3b, 8, 9, 10, 10a and 20b, then the answer to this question (7) must be yes. However, the converse is not necessarily true.

If answer is 1 (yes) and there are only two adults in the household, then questions 3b, 8, 9, 10, 10a and 10b should be completed for both adults.

For examples to illustrate how to complete questions 5, 6 and 7 see Annex B.

These questions are to be answered of the main applicant and their partner only.  If no one member of the household can obviously be identified as the main applicant – then ask the household to nominate one member of the household to be such.

If the main applicant is not part of a couple, then these questions should be answered for the main applicant only. Note that if there is a couple in the household which does not involve the main applicant these questions are NOT for answer in respect of that couple.

It should be noted that all five questions should be answered for the main applicant. If the main applicant has a partner in the household, then all five questions should also be answered for the partner.

8.1 Main applicant

Variable name: DOB1

Description

Main applicant’s date of birth.

Format

Numeric, eight digits.

Coded in the form DDMMYYYY, where DD is the day, MM is the number of the month and YYYY is the four-digit year (eg. 2007).

Validation

• mandatory
• must be a valid date
• must not be in the future
• must convert to an age of at least 16 on the date of application
• the number of adults of various age bands from these DOBs should not be more than the numbers reported in question 5

8.2 Partner

Variable name: DOB2

Description

Partner’s date of birth.

Format

Numeric, eight digits.

Coded in the form DDMMYYYY, where DD is the day, MM is the number of the month and YYYY is the four-digit year (eg. 2007).

Validation

• mandatory
• must be a valid date
• must not be in the future
• must convert to an age of at least 16 on the date of application
• the number of adults of various age bands from these DOBs should not be more than the numbers reported in question 5

9.1 Main applicant

Variable name: GENDER1

Description

Main applicant’s gender.

Format

Numeric, one digit.

Validation

• mandatory
• the number of adults of each gender should not be more than the numbers reported in question 5

9.2 Partner

Variable name: GENDER2

Description

Partner’s gender.

Format

Numeric, one digit.

Validation

• mandatory if the main applicant’s partner forms part of the applicant household
• the number of adults of each gender should not be more than the numbers reported in question 5

10.1 Main applicant

Variable name: ETHNIC1

Description

Main applicant’s ethnic group as described by themselves.

Format

Numeric, two digits maximum.

Validation

• mandatory​​​​​​

10.2 Partner

Variable name: ETHNIC2

Description

Partner’s ethnic group as described by themselves.

Format

Numeric, two digits maximum.

Validation

• mandatory if the main applicant’s partner forms part of the applicant household. Otherwise, can be left blank

Guidance

The applicant(s) should be asked to classify 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 as something different to the given list (and the answer coded as 14 “Other ethnic group”).

Response 17 to 21 were added to align with the 2011 Census definitions and 24 and 25 were added to align with the 2022 Census definitions of ethnic groups. Response 22 and 23 were added to align with the Scottish Housing Regulator data requirements (as per SFHA guidance) and response 26 was added in recognition that there is likely to be more Ukrainians entering Scotland as a result of the war in Ukraine.

10a.1. Main applicant

Variable name: GYPSY1

Description

Main applicant describes themselves as gypsy/ traveller.

Format

Numeric, one digit.

Validation

• Mandatory

10a.2. Partner

Variable name: GYPSY2

Description

Partner of main applicant describes themselves as gypsy/ traveller.

Format

Numeric, one digit.

Validation

• mandatory if the main applicant’s partner forms part of the applicant household

Guidance

Again, the applicant(s) should be asked to classify themselves, and no assumptions should be made. The applicant(s) may refuse to answer. This question has been asked separately from the previous one, as “gypsy / traveller” was not specifically recorded as an ethnic group previously. The applicant may describe themselves as a member of any ethnic group as well as being a gypsy / traveller. In other words, the response to 10.1 may be different to that of 10a.

10b.1. Main applicant

Variable name: ENTITLE1

Description

Reason the main applicant is eligible for assistance.

Format

Numeric, one digit.

Validation

• mandatory

Category 2

• Bulgaria

Category 3

Applicants who are not nationals of one of the above countries, but are lawfully present in the UK (e.g., because they have been granted refugee status or leave to remain) and meet the criteria for eligibility.

Please note that a new category (5) has been added specifically to record Ukrainian people displaced following Russia’s invasion of Ukraine on 24 February 2022.

A person who is subject to immigration control is generally not eligible for homelessness assistance and may only be eligible if they fall within a category of person specified by SI 2000 No. 706 (made under the Immigration and Asylum Act 1999). The main classes (subject to some restrictions) are:

• a person who has been granted refugee status in the UK because of the upholding of an asylum claim
• a person who has been granted humanitarian protection or discretionary leave and whose right is not subject to a condition requiring him or her to maintain and accommodate him or herself
• a person who has been granted exceptional leave to enter or remain and whose right is not subject to a condition requiring him or her to maintain and accommodate him or herself
• a person who has current or indefinite leave to enter or remain in the UK, and who is habitually resident in the Common Travel Area (UK, Channel Islands, Isle of Man and Republic of Ireland)
• a person who is a national of Croatia, Turkey, or the Turkish Republic of Northern Cyprus and who is lawfully present in the UK and who is habitually resident in the Common Travel Area.

Some information is available in Chapter 12 of the Code of Guidance.​​​​​​

Category 4

Applicants who do not fall into any of the above categories, which would include all asylum seekers who have applied for asylum after April 2000, are not entitled to assistance.

Applications from such persons should be included in the HL1 return if some time has been spent dealing with the case, or if temporary accommodation has been provided. There is no need to record applications from persons who were immediately informed that they were ineligible to apply.

Category 5

Following Russia’s invasion of Ukraine on 24 February 2022, immigrations rules have been updated so that all Ukrainian nationals and their immediate family who enter the UK through the Ukraine Family Scheme or Homes for Ukraine (private or super sponsor) visa schemes are eligible to access social housing and homelessness assistance (from 10 June 2022). Please record applicants for which this is relevant using this category.

More information is available on the GOV.UK (UK visa support for Ukrainian nationals).

Any Ukrainians entering the UK not because of the Russian invasion in 2022 as part of associated schemes noted above should be recorded under one of the other eligibility categories as appropriate.

Variable name: MILITARY

Description

The length of time since any member of the household who has ever been a member of the armed services was in them.

Format

Numeric, one digit.

Validation

• mandatory

Guidance

This question will be used to assess the effectiveness of discharge procedures from the armed services. If more than one member of the applicant household were in the armed forces, complete the question by selecting more or less than five years ago for the one who left most recently.

Applicants who respond positively can be informed they may be eligible for assistance from armed service veterans benevolent organisations - many of these organisations can aid regardless of the length of service or how long ago it occurred. The homelessness case officer may wish to contact benevolent organisations to enquire whether they can be of assistance in this case or may direct the applicant to them directly. Details are in chapter 2 of the Code of Guidance (paragraphs 2.56 to 2.58). Useful contacts are Veterans Scotland or the Scottish Veterans Garden City Association.

It is important that applicants are informed why this question is being asked, and that their application will not be affected if they choose not to answer them. This information is not directly relevant to the assessment process and may be regarded as sensitive by the applicant. The question asks about a group known to be vulnerable to homelessness. The information will be used for statistical purposes and will inform policy making at a local and national level - homelessness officers should also be aware that applicants who respond positively may be eligible for assistance which cannot be accessed by other applicants.

Variable name: LKDAFTER

Description

The length of time since any member of the household aged under 25 who was looked after as a child left local authority care.

Format

Numeric, one digit.

Validation

• mandatory where at least one member of the household mentioned at question 5 is aged under 25
• should be blank if and only if there are no adult members of the household aged 16-17 or 18-24 recorded at question 5

Guidance

This question will be used to monitor the effectiveness of procedures preparing young adults for leaving care. If more than one member of the applicant household were looked after as a child, complete the question by selecting more or less than five years ago for the one who was looked after most recently.

Whether a household member was looked after as a child may determine the requirement for Social Work departments to take on a greater role in the case. In some cases the local authority may have specific legal duties to a young person who was formally looked after - see chapter 2 of the Code of Guidance (paragraphs 2.48 to 2.55) for further details.

It is important that applicants are informed why this is being asked, and that their application will not be affected if they choose not to answer. This information is not directly relevant to the assessment and may be regarded as sensitive. The question asks about a group known to be vulnerable to homelessness and will be used for statistical purposes and will inform policy making at a local and national level. Homelessness officers should also be aware that applicants who respond positively may be eligible for assistance which cannot be accessed by other applicants.

Was ‘Has the applicant come from the family home (pre- 1 April 2007 only)’

Variable name: ROUGH

Description

Record if any member of the applicant household slept outside, in the open air (such as on the streets, or in doorways, parks or bus shelters) or slept in a building or other place not designed for habitation (such as barns, sheds, car parks, cars, derelict boats, stations etc.) for at least one full night in the last 3 months.

Format

Numeric, one digit.

Validation

• mandatory

Guidance

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. See description above for definition of rough sleeping.

Applicants should be informed that they do not have to answer this question, and their application will not be affected if they choose not to do so. The information provided will be used by the Scottish Executive for statistical purposes only, to assess the effectiveness of policies aimed at assisting rough sleepers.

The 3 months period is to be considered as the 3 months immediately preceding the date of the application (including the night before the application).

Variable name: ROOFLESS

Description

Record if any member of the applicant household slept outside, in the open air (such as on the streets, or in doorways, parks or bus shelters) or slept in a building or other place not designed for habitation (such as barns, sheds, car parks, cars, derelict boats, stations etc.) on the night immediately preceding the date of application.

Format

Numeric, one digit.

Validation

• mandatory
• can only be 1 if the answer to the previous question (12) is 1

Guidance

Note again that this refers to any members of the household and applicants may choose not to respond. The date of application is as given in question 2. The definition of sleeping rough is as given above under question 12 description.

Note that if the answer to this question is yes, then the answer to question 12 will necessarily also be yes.

Variable name: PROPERTY

Description

The type of property from which the person became homeless / threatened with homelessness – not necessarily the most recent address, as applicants may have been temporarily staying with friends / family having already become homeless.

Format

Numeric, one digit.

Validation

• mandatory

Guidance

This question should be answered for the main applicant only. In cases where the applicant has been staying in temporary accommodation, including staying with friends or relatives, or sleeping rough, for a period of less than six months because he or she had already become homeless prior to the application being made, the property type from which the person became homeless should be recorded, not the temporary accommodation.

Options 1 to 5 cover property which the applicant may regard as their own, because it was rented or owned by themselves, or secured through their employment (other than the armed services). This includes property rented or owned together with a partner or friends, irrespective of whether they are part of the applicant household.

Option 6 covers property in which the applicant lived on a permanent basis (i.e. for at least six months, or with the intention of living there for at least six months), but was owned or rented by relatives. For example, this would cover someone leaving their parents’ or foster parents’ or child’s home. If the person whose property it was is part of the applicant household, this option should not be used, but one of options 1-5 should be used instead.

Option 7 covers property in which the applicant may have lived on a short or long-term basis, but was owned or rented by friends or partners, or secured through a friend’s or partner’s employment (other than the armed services). For example, this would cover a situation where the applicant had been staying in a friend’s or partner’s home, and possibly contributing towards the rent / mortgage / bills, but the applicant regarded the property as the other person’s, rather than their own. If the person whose property it was is part of the applicant household, this option should not be used, but one of options 1-5 should be used instead.

Where an applicant has given up or lost accommodation for a stay in prison, option 9 should be recorded, irrespective of the length of time in prison.

Similarly, where an applicant has given up or lost accommodation for a stay in hospital, option 10 should be recorded, irrespective of the length of time in hospital.

Option 11 should be recorded where an applicant who has been looked after by the local authority as a child until recently is leaving children’s residential accommodation. Where the person was looked after in their parents’ / foster parents’ or relatives’ home, then option 6 should be used instead.

Option 12 should be recorded where a person is leaving accommodation in which they have been receiving support but have no secure tenancy rights. This could be either group or individual accommodation. For example, a person who has been living in accommodation provided specifically to support people with mental health problems, who no longer requires the same level of support, would fall into this category.

Option 13 covers both long and short-term hostel accommodation, without support. Where the applicant has been receiving support as part of their tenancy agreement, option 12 should be used instead.

Option 16 should be used where an applicant has been sleeping rough for most of the previous six months. Rough sleeping is defined in question 12 above. The six months may include short periods of staying with friends or relatives, or in other temporary accommodation, but the predominant pattern is one of sleeping in the open air or in buildings not designed for habitation.

Option 17 should be used where an applicant has been moving between friend’s homes for a period of six months or more. Some stays may have been longer than others, but the predominant pattern is one of constantly moving from home to home. Where only one or two friends’ homes have been used for most of the period, option 7 should be selected instead.

As this question is used for statistical purposes only, the applicant is not required to answer it. In such a case, option 19 should be selected.

Options 21 to 24 were added to standardise the question for comparability with the PREVENT1 return.

Variable name: SETTLED

Description

Settled accommodation is defined as a dwelling in which applicant resided for a continuous period of at least 6 months.

Format

Numeric, one digit.

Validation

• mandatory

Guidance

Most recent accommodation means the accommodation in which the applicant household most recently spent a full night, prior to the date of application. It will not necessarily be the same as that recorded in question 14a.

Validation

• mandatory if known and within Scotland
• a postcode of up to seven characters (without separating space)
• otherwise, see codes above

Guidance

Answer this question if the applicant’s last settled accommodation was in Scotland, or if the applicant’s last settled address was in Ukraine answer this question as UKR. If the applicant’s last settled address was elsewhere outwith Scotland answer this question as NS.

If the authority wishes to record postcodes outside Scotland for its own purposes, it may do so, but such postcodes will be translated on receipt by the Scottish Government to NS.

If the postcode of the last settled accommodation is not known, but the local authority of the accommodation is known, then enter the local authority code, as shown in question 1.

If neither the postcode nor the local authority of the applicant’s last settled accommodation were known, or the applicant chose not to answer this question, then NK should be entered.

Variable name: HSGLIST

Description

Whether any member of the applicant household was on a waiting list for LA or other social housing immediately prior to the application.

Format

Numeric, one digit.

Validation

• mandatory

Guidance

This question will be used to monitor the relationship between housing waiting lists and homelessness applications. Analysis can be supplemented by information about the size of local authority housing registers.

There may be a tendency for applicants to provide the answer they feel will improve their chances of receiving housing. It should be emphasised to applicants that the question is asked for statistical purposes only, and their response will not prejudice their application. The applicant has the right to choose not to answer. Where responses can easily be checked against local authority housing registers, this should be done, but the question applies to other social housing waiting lists as well, so an applicant’s positive response will normally have to be accepted.

“On the waiting list” refers to both those people currently in local authority or other social housing seeking a transfer, and those on the waiting list to get local authority or other social housing.

Was ‘Reason (pre- 1 April 2007)’

Variable name: RSNTECH

Description

The reason for homelessness as given by the applicant.

Format

Numeric, two digits maximum.

Validation

• mandatory
• can be 1 only if stayed in owned, rented or temporary accommodation – i.e. answer to Question 14a is 1-3, 5-7, 12-15, or 18-24
• can be 2 only if stayed in rented or temporary accommodation – i.e. answer to Question 14a is 1-3, 6-7, 12-15, 18-19 or 21-24
• can be 3 only if stayed in secure accommodation – i.e. answer to Question 14a is 1-5, 12-13, 15, 18-19 or 21-24
• can be 4 only if stayed in armed services or tied accommodation – i.e. answer to Question 14a is 4 or 8
• can be 5 only if stayed in prison / hospital / care / other institution – i.e. answer to Question 14a is 9-12 or 18
• can be 7 only if stayed in owned accommodation – i.e. answer to Question 14a is 5-7, 15 or 18-19

Guidance

Question 16a asks for a single reason why either the accommodation mentioned at question 14a is unavailable for occupation to the applicant household, or the applicant has had to leave the accommodation (and possibly the household still occupying it). This should be the reason, as agreed with the applicant themselves. The underlying reasons are examined in question 16b.

Only one reason should be given.  If the applicant household considers that there is more than one reason, the one which is the most dominant should be recorded.

The first eight options cover reasons why the accommodation is no longer available for occupation by the household.

Option 1 covers both actions by a landlord which bring about the termination of a tenancy due to rent arrears and the foreclosure and forced sale of a property by a mortgage lender because of a default on mortgage repayments. Section 11 of the 2003 Act requires landlords and creditors to notify the relevant local authority when they raise Notices of Proceedings for eviction.

Option 2 covers all other legal actions by a landlord that result in the termination of a tenancy, or the requirement for an individual / household to leave the property. Harassment by a landlord or illegal eviction should be recorded under option 12.

Option 3 covers cases where an applicant gave up secure accommodation without being forced to do so. This will generally be associated with a decision of intentionally homeless.

Option 6, emergency, cover reasons why the accommodation is no longer fit for habitation by anyone. This includes reasons such as fire, flood or storm damage, as well as closing orders from Environmental Health.

Option 7, forced division and sale of the matrimonial home, covers cases where the applicant has remained in the home they owned with a partner after the end of a relationship. The partner has then forced the division and sale of the home, either through legal proceedings or agreement. Cases where the applicant has left the home by agreement within six months of the end of the relationship should be recorded under options 9 or 10, as it is the breakdown of the relationship, rather than the forced sale which has led to them leaving.

Option 8, other reasons for loss of accommodation, covers all other reasons why the accommodation is no longer available to the applicant household, as opposed to option 15, which covers reasons the applicant has had to leave the accommodation or household, although it physically remained available to them.

Options 9-15 cover reasons the applicant has had to leave the accommodation mentioned at question 14a, or the household with which they occupied it.

Options 9 covers violent or abusive disputes and relationship breakdowns within the household the applicant(s) is/are leaving, whether or not they involve the applicant(s).

Option 10 similarly covers non-violent disputes and relationship breakdowns within the household.

Option 11 covers violence aimed at the household, or which the household fears becoming involved in, by persons outside of it.

Option 12 covers all other forms of harassment aimed at the household by persons outside of it. Non-violent disputes with neighbours, which escalate to the point that the applicant(s) feel it necessary to leave the neighbourhood should be recorded in this category. Similarly, harassment by a landlord, which could include activities such as cutting off gas or electricity supplies, or the failure to carry out necessary repairs should be recorded here. Chapter 2 of the Code of Guidance on Homelessness (paragraph 2.81) states that where there is evidence of harassment, the local authority should encourage the tenant to report this to the police.

Option 13 covers cases where the applicant household is too large for the accommodation they are currently occupying. The legal definition of overcrowding is given in section 135 of the Housing (Scotland) Act 1987 (the same as used for determining the minimum requirements for the provision of permanent accommodation), but the reason recorded here should be as stated by the applicant, not following any investigations by the authority.

Option 14 covers cases where the applicant(s) has/have been asked to leave the household of which they were previously part. This may include, for example, a person who has reached an age that prohibits the household from claiming child benefit on their behalf.

Option 15 covers any other reasons the applicant has had to leave the accommodation mentioned at question 14a, or the household with which they occupied it.

Variable name format: RSNMTNX

Description

The reasons the main applicant provides for why it was not possible to maintain the accommodation from which he or she became homeless.

10 variables: each record whether the specific reason was relevant.

Format

Numeric, one digit for each of the variables.

Response for 16b.1

Responses for 16b.2 to 16b.10

Validation

• mandatory
• if 16b.10 is 1 (refused), then all of 16b.1 to 16b.9 must be 0

Guidance

This question (16b) begins to examine the underlying reasons why a household has failed to maintain the accommodation they previously occupied and gives some indication of support needs that may need to be considered if the household is going to maintain any future tenancy.

All reasons, as gathered during the application interview, should be recorded. This may require some probing by the caseworker, as the applicant may not initially volunteer the information. If none of the reasons apply, then none should be selected, which may be the case, for example, if the accommodation had become overcrowded as children grow up, or the applicant has become homeless after leaving prison.

Option 1 covers all forms of financial difficulties, whether the household has managed to pay rent / bills up until the point of application or not.

Option 4 covers both cases where support has not been provided, for example, because the applicant did not know it was available, and cases where support has been offered, but the applicant has not fully engaged with it.

Option 8 covers cases where conditions have been placed on the applicant by a court specifying that they cannot return to their former home, as well as cases where the applicant feels they should not return because of their behaviour.

Option 9 covers reasons that are not to do with the applicant household. These may include, for example, emergencies, or the health or behaviour of members of the previous household.

Variable name: RESEARCH

Description

Whether the applicant has given permission to have their contact details passed to legitimate researchers conducting studies into homelessness.

Format

Numeric, one digit.

Validation

• mandatory

Guidance

This question asks for explicit permission for the applicant’s contact details to be passed to persons conducting research into homelessness. Such research may avoid the need for future expansion of the HL1 to cover issues not directly relevant to monitoring the operation of the legislation and may inform future policy decisions.

The applicant should be fully informed about the circumstances in which their details would be passed on, and that providing permission at this stage does not prohibit them from choosing not to take part in any research project at a later stage. Contact details would not be passed to the Scottish Government, and the authority would not be expected to pass any details onto any person(s) whom the authority suspected may use the information for purposes other than legitimate research.

Chapter 4 of the Code of Guidance on Homelessness (paragraph 4.27) states that local authorities should obtain an applicant’s written consent to information being shared.

There is no expectation that any information about an applicant other than contact details would be passed on to researchers, although, the authority may agree to provide a sample based, for example, on the presence of children in the household, or an assessment decision of not homeless.

Applicants not providing written permission for their details to be passed on should be recorded as 0 (permission not given).