hl3 data specification · 3 1. introduction this data specification contains the core questions to...
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HL3 Data Specification
For the monitoring of households placed in temporary accommodation as part of local authorities’ duties under the homeless person’s legislation.
Version 4 25 March 2019 Homelessness Statistics & Analysis Contact: [email protected]
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Table of Contents
1. Introduction ...................................................................................................................3 2. Revisions Log ...............................................................................................................3 3. File Format and Sample Data ....................................................................................4
4. File Transmission.........................................................................................................5 5. Rules for Sending Cases ...........................................................................................5
Specification of HL3 Variables and Validations ..............................................................6
1. Local Authority Code ..................................................................................................7
2. HL1 Application Reference Number .......................................................................8 3. Unique HL3 Reference Number ................................................................................9 4. Date temporary accommodation offered .............................................................10
5. What types of temporary accommodation were offered? ..............................11
5.10 No temporary accommodation offered ................................................................12
6. Did the household take up the accommodation offered and accepted in question 5? ...........................................................................................13
7. Date of entry ................................................................................................................14
8. Is this accommodation unsuitable, as defined by the Homeless Persons (Unsuitable Accommodation) (Scotland) Order 2014? ...................15
9. Date of exit ...................................................................................................................16
10. Was this accommodation in breach of the order? ............................................17
11. Unique Property Reference Number .....................................................................18
12. Children or pregnant women ..................................................................................19
13. Number of children ....................................................................................................20
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1. Introduction This data specification contains the core questions to be used in the monitoring of households placed in temporary accommodation as part of local authorities’ duties under the homeless person’s legislation. These questions form the Scottish Government’s HL3 Return. The HL3 provides placement level monitoring of temporary accommodation and associated offers. It includes the acceptable methods and media for sending the data, the overall format of the data file, and rules governing when to send data. Definitions and validation checks on each variable are also provided. Information and guidance on how to fill in the HL3 Return can be found at: http://www.scotland.gov.uk/Topics/Statistics/15257/1529/HL3 This document is intended to be a working document and will be updated periodically as required. The revisions log below provides the record of the nature and timing of these updates.
2. Revisions Log
22 February 2013 Version 1
First Version of Specification
28 April 2015 Version 2
HL3APPREF (Q3) has been extended to accept a string of up to 200 characters A new optional field of Unique Property Reference Number (UPRN) has been added to the HL3 Return. This is a string of up to 200 characters. Each individual property/ room available for temporary accommodation should have its own UPRN. Where it is provided, it should be sent at stage 1 and stage 2. It appears in the final column of the csv file.
25 August 2016 Version 3
NOTOFFRD (Q5.10). Minor amendment to clarify that all cases where the local authority has not offered temporary accommodation should be recorded in this variable.
25 March 2019 Version 4
Question 8 & 10 have been updated to reference new legislation. Question 8 validation wording strengthened. A new mandatory field of Children or pregnant women (CHLPRG) has been added to the HL3 return. This is a numeric field. A new mandatory field of Number of children (CHILDREN) has been added to the HL3 return. This is a numeric field.
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3. File Format and Sample Data Data should be sent in csv file format. Files should consist of ASCII text, compatible with PCs using Windows operating systems. Records should be delimited by a Carriage Return/Linefeed combination (this is the standard with Windows operating systems). Each line of the file will be a single HL3 record. Within each record, variables should be separated by commas The ordering of the questions is as follows: Q1, Q2, Q3, Q4, Q5.1, Q5.2, Q5.3, Q5.4, Q5.5, Q5.6, Q5.7, Q5.8, Q5.9, Q5.10, Q6, Q7, Q8, Q9, Q10,
Q11, Q12, Q13
Note: Q11 is currently optional, if provided it should be sent at both stage 1 and stage 2. If not provided a blank column should be inserted.
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4. File Transmission At the end of each quarter – 31 March, 30 June, 30 Sept and 31 December – or as soon as practicable afterwards, local authorities may submit a csv file of their data to the Scottish Government. Files should be sent as an email attachment via the GSI or GSX network to the following email address: [email protected] Files should be clearly marked as HL3 data so as not to be confused with HL1 data.
5. Rules for Sending Cases Cases should be submitted in batches four times a year. Each batch should include cases for which one or more of the following stages has been completed:
Stage One o This covers questions 1 to 8 [and Q11 (optional)]
Stage Two Where the response to question 6 is 1 (the accommodation has been taken up), stage two to includes all question 1 to 8 [and Q11 (optional) ] plus questions 9, 10, 12 and 13.
Files should contain:
New records, and;
Any cases updated or changed since the previous extract was sent to the Scottish Government.
Note: Q11 is currently optional, if provided it should be sent at both stage 1 and stage 2. If not provided a blank column should be inserted.
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Specification of HL3 Variables and Validations This section describes each of the variables to be exported, the possible responses to the questions to which they relate, the values associated with the responses and any validation checks required.
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1. Local Authority Code Variable Name: LACODE Description Identifying code for the Council. Format Numeric, three digits. Validation Mandatory and must be one of the values below. LA Response
Aberdeen City 100
Aberdeenshire 110
Angus 120
Argyll & Bute 130
Clackmannanshire 150
Dumfries & Galloway 170
Dundee City 180
East Ayrshire 190
East Dunbartonshire 200
East Lothian 210
East Renfrewshire 220
Edinburgh 230
Eilean Siar 235
Falkirk 240
Fife 250
Glasgow City 260
Highland 270
Inverclyde 280
Midlothian 290
Moray 300
North Ayrshire 310
North Lanarkshire 320
Orkney 330
Perth & Kinross 340
Renfrewshire 350
Scottish Borders 355
Shetland 360
South Ayrshire 370
South Lanarkshire 380
Stirling 390
West Dunbartonshire 395
West Lothian 400
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2. HL1 Application Reference Number Variable Name: APPREF Description The council’s own unique identifying reference for the HL1 application. Every person who is in temporary accommodation under the homelessness persons legislation must also have a HL1 application. Format Alphanumeric, 14 characters maximum Validation Mandatory.
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3. Unique HL3 Reference Number Variable Name: HL3APPREF Description The council’s own unique identifying reference for this HL3 Return. Each HL3 Return must have a unique reference number so that individual records can be distinguished from each other. Format Alphanumeric, 200 characters maximum Validation Mandatory. Must be unique with each local authority area.
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4. Date temporary accommodation offered Variable Name: OFFRDATE Description Date temporary accommodation offered (or the date the local authority decided not to offer any temporary accommodation). Format DD/MM/YYYY This field is specified in the following form DD/MM/YYY where:
DD indicates the day
MM indicates the month
YYYY indicates the year
Validation Mandatory.
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5. What types of temporary accommodation were offered? Variable Names: TYPE1 to TYPE9 Description What types of temporary accommodation were offered? 5.1 LA ordinary dwelling 5.2 Housing association / RSL dwelling 5.3 Hostel - local authority owned 5.4 Hostel - RSL 5.5 Hostel - other 5.6 Bed and breakfast 5.7 Women's refuge 5.8 Private sector lease 5.9 Other placed by authority Format Numeric Responses Each of the above nine variables should have one of the following values (1, 2 or be left blank).
Offered and refused 1
Offered and accepted 2
This type of accommodation not offered Leave blank
Validation One and only one of questions 5.1 to 5.9 can have the value 2. (i.e. only one offer of accommodation can be accepted). If at least one of 5.1 to 5.9 is not blank, i.e. at least one offer of temporary accommodation has been made, then question 5.10 must be left blank. See the Guidance document for details of how this question can be filled in. http://www.scotland.gov.uk/Topics/Statistics/15257/1529/HL3
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5.10 No temporary accommodation offered Variable Name: NOTOFFRD Description A variable to indicate that the local authority has not offered any types of temporary accommodation to the applicant. Format Numeric Responses
No temporary accommodation offered 1
Validation Must be completed by the local authority if questions 5.1 to 5.9 are all blank. In which case, 5.10 must have the value 1.
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6. Did the household take up the accommodation offered and accepted in question 5? Variable Name: TAKEUP Description Did the household take up the accommodation offered and accepted in question 5? Format Numeric Responses
No 0
Yes 1
Validation Mandatory if at least one of question 5.1 to 5.9 has the value of 2. i.e. an offer of temporary accommodation was accepted. Otherwise the field can be left blank. .
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7. Date of entry Variable Name: ENTRYDATE Description Date of entry into the temporary accommodation accepted in question 5. Format DD/MM/YYYY This field is specified in the following form DD/MM/YYY where:
DD indicates the day
MM indicates the month
YYYY indicates the year
Validation
Mandatory if and only if the response to question 6 was 1. Otherwise can be left blank.
Must be a valid date.
Date must not be in the future.
Must not be before the date accommodation was offered in question 4, although it can be on the same day.
The same household cannot occupy two temporary accommodation placements at the same time. The date of entry must be on or after all previous temporary accommodation exit dates for this homelessness application.
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8. Is this accommodation unsuitable, as defined by the Homeless Persons (Unsuitable Accommodation) (Scotland) Order 2014? Variable Name: UNSUITABLE Description Is this accommodation unsuitable, as defined by the Homeless Persons (Unsuitable Accommodation) (Scotland) Order 2014? Information on the Homeless Persons (Unsuitable Accommodation) (Scotland) Order 2014 is available at: http://www.legislation.gov.uk/ssi/2014/243/made Guidance on the Order can also be found at: http://www.scotland.gov.uk/Publications/2005/05/31133334/33465 Format Numeric Responses
No 0
Yes 1
Validation Must be answered if and only if there are children or pregnant women in the household and the response to question 6 was 1. Otherwise this question must be left blank.
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9. Date of exit Variable Name: EXITDATE Description Date of exit for the temporary accommodation accepted in question 5. Format DD/MM/YYYY This field is specified in the following form DD/MM/YYY where:
DD indicates the day
MM indicates the month
YYYY indicates the year
Validation
Mandatory if and only if the response to question 6 was 1. Otherwise can be left blank.
Must be a valid date.
Must be at least one day after the date of entry given in question 7.
Date must not be in the future.
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10. Was this accommodation in breach of the order? Variable Name: BREACH Description Was this accommodation in breach of the Homeless Persons (Unsuitable Accommodation) (Scotland) Order 2014 and the Homeless Persons (Unsuitable Accommodation) (Scotland) Amendment Order 2017? Information on the Homeless Persons (Unsuitable Accommodation) (Scotland) Order 2014 is available at: http://www.legislation.gov.uk/ssi/2014/243/made Information on the Homeless Persons (Unsuitable Accommodation) (Scotland) Amendment Order 2017 is available at: http://www.legislation.gov.uk/ssi/2017/273/made Guidance on the Order can also be found at: http://www.scotland.gov.uk/Publications/2005/05/31133334/33465 Format Numeric Responses
No 0
Yes 1
Validation Must be answered if and only if the response to question 8 was 1. Otherwise this question should be left blank.
11. Unique Property Reference Number Variable Name: UPRN Description Each individual property/ room available for temporary accommodation should have its own UPRN – a number or string used to identify a unit of temporary accommodation. For example, if a bed and breakfast has seven rooms available for use as temporary accommodation, each individual room must have its own UPRN. The UPRN is derived locally by each LA. As a suggestion, this can be done by using the room or flat number, the street number and the postcode. For example, if a B&B address was Room 6, 7 Any Street, AB1 2ER, the UPRN for this property becomes 6/7/AB12ER. This result should then be hashed (e.g. use SHA1 or md5) to preserve the anonymity of the address. Format Alphanumeric up to 200 characters Validation
This field is optional as does not contain any validations.
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12. Children or pregnant women Variable Name: CHLPRG Description: Are there any children or pregnant women living in this placement? Format: Numeric Responses
No 0
Yes 1
Validation Mandatory Must be 1 if the response to question 8 is 0 or 1.
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13. Number of children Variable Name: CHILDREN Description: How many children are living in the placement? Format: Numeric Responses: An integer greater than or equal to 0. Validation: Mandatory if the response to question 12 is 1.