Guidance for Completing Client Record Forms

Transcription

1 Guidance for Completing Client Record Forms April 2012 March 2013 For Use with the Client Record Form Version 10 (01/04/12) April 2012 Version 10.1

2 Contents Page Section 1: Introduction 3 Section 2: Changes to the Client Record Form 6 Section 3: Completing the Client Record Form 7 Details of any new clients should be submitted at the end of the month. Contact Details Client Record & Outcomes Office CHR - The Observatory University of St Andrews Buchanan Gardens St Andrews Fife KY16 9LZ sphelp@st-andrews.ac.uk Tel: Fax: Website: 2

3 Section 1: Introduction This guidance manual should be followed when completing a Client Record Form version 10 (01/04/12) for clients who enter a housing-related service from 1 st April 2012 onwards. Background The Supporting People Programme was launched on 1 April 2003 and the Client Record system began at the same time. A National Framework for Outcomes was developed and began in May From April 2009 the ringfence on Supporting People programme was removed and from April 2010 became part of Area Based Grant. From April 2011 Administering Authorities are responsible locally for the collection of any data required to monitor Supporting People services. The Client Record & Outcomes Office at the Centre for Housing Research (CHR) in St Andrews is continuing the collection of Client Records and Outcomes from providers for those Administering Authorities who have contracted with us for Sitra carried out a consultation in 2011 to identify a common data framework and CHR is following the recommendations resulting from this (see The common data framework is intended to be used for all housing related support services. Housing related support/community based support is defined as: Support services provided to any person(s) which develop their capacity to live in the community; independently in accommodation, or sustain their capacity to do so, or prevent more costly interventions. Sitra (2012) Guidance on a Common Data Framework, p4 The Client Record Form should be completed electronically for clients who start to receive any of the following housing-related support services: Supported housing Adult placements Supported lodgings Women s refuge Foyer Teenage parent accommodation Direct access accommodation Floating support services Outreach services Resettlement services. Excluded Services The following services are excluded from the Client Record system: Very sheltered housing Sheltered housing Almshouse Leasehold scheme Home Improvement Agencies (HIA) Community alarm services. 3

4 Confidentiality Please note that the Client Record Form does not record the client s name or date of birth. This is why we require you to assign your own code on each form at Client/Tenant code. If the client does not wish to supply personal information such as age, ethnic origin, or National Insurance number, then the form allows you to record this by ticking the interview refused box at Q6 on the Client Record Form. When to submit information Service providers are asked to send in Client Record data for new clients to the Client Record & Outcomes Office at the end of the month in which they begin to receive the support service. How to submit information Outcome forms must be submitted electronically. There are two methods of submission: Web entry system (CROSS) This method is accessible through our website In order to send us Outcome information, providers need a log-in and password. To obtain these, providers need to visit the website and click on Register for a login. Extract information from your own housing management system For organisations that collect Client Record & Outcomes information through their existing housing management systems, submission can be made using XML which enables secure data transmission and improved data quality. Further information on this can be found on our website A PDF document is available from the project website if providers wish to print off the form for their own use. What happens to the data when it arrives at the Client Record & Outcomes Office? Information is validated when you submit it to the Client Record & Outcomes Office. If there are any errors or queries then one of the team will contact the person whose details appear on the submission. When all queries have been resolved then the information becomes part of the database. Information from Client Records There is a wide range of service providers from private individuals who provide supported lodgings in their own home, to voluntary organisations, housing associations, local authorities and social services. 4

5 Whilst completion of the Client Record Forms is not mandatory, service providers are often required to complete them as part of contractual arrangements with their commissioning Administering Authority. Each organisation that provides housing-related support is allocated a National Client Record Provider ID for each Administering Authority with whom they hold a contract. This ID is allocated by the Client Record Office at the CHR. The Client Record Forms provide information about access to housing-related support services in England. The data is processed by the Client Record Office and passed on to the relevant Administering Authority. Each Administering Authority receives a complete dataset of Client Record information about services they fund. This enables them to analyse data from individual services. Participating Administering Authorities are provided with Client Record datasets every quarter, and the web reporting facility is updated to enable analysis to be undertaken by AAs, service providers and researchers ( This information can also be used by Administering Authorities working together to coordinate services regionally. Special analyses of Client Record data are also available from us. If you would like further information, please contact our helpdesk. 5

6 Section 2: Changes for 2012/13 New Questions Q10b Sexual orientation Q10c Transgender Q10d Ex-Armed forces personnel User-defined primary client group Amendments to existing questions Q2 Changes to service type: o Category 5 Peripatetic warden services are classified within category 13 as Floating support. Category 5 no longer exists. o Category 6 Residential care home is removed. Q6 Economic Status: Category 3: Government Training / New Deal is replaced by Government Training / Work Programme Q9 Ethnic origin: New category 19 Arab Q10 Religion is re-numbered to Q10a. Q11 Client groups: Category 2: Older people with mental health problems is replaced by Older people with dementia and mental health problems Category 8: Alcohol problems is replaced by Alcohol misuse problems Category 9: Drug problems is replaced by Drug misuse problems Category 20: Traveller is replaced with Gypsies and Travellers with Support Needs Q13 Source of referral: Category 8: Relocated through a recognised National, Regional or Sub- Regional Housing Mobility Scheme is replaced by Relocated through HomeSwap Direct Category 10: Moving from another RSL is replaced by Moving from another registered provider 6

7 Section 3: Completing the Client Record Provider & Service Details (Please note: if you are submitting using the web entry system (CROSS), questions Q1 and Q2 are automatically completed when you select your service from the dropdown menu) National Client Record Provider ID Please enter the National Client Record Provider ID. This is a five-digit number which has been allocated to you by the Client Record & Outcomes Office. A separate National Client Record Provider ID is allocated for each Administering Authority with whom your organisation holds a contract. If you need to confirm this please contact the Client Record & Outcomes Office Helpdesk on or sphelp@st-andrews.ac.uk. National Provider ID This is an 8-digit number allocated to your provider organisation. You can check this number by contacting the Client Record & Outcomes Office Helpdesk on / sphelp@st-andrews.ac.uk. Q1 Who is the service provider? Organisation Name Please enter the name of the organisation which holds the contract for the housingrelated support service. If the service has been subcontracted, always enter the name of the provider who holds the housing-related support contract and not the subcontracted organisation. Service Name Please record the name of the service. SP Service ID This is a unique Service ID which is allocated to each housing-related support service funded by the Administering Authority. The format of the service ID varies across the country, some are numeric and some are a mixture of letters and numbers, for example S103, or 125A. Please record the full service ID in the boxes provided. If you have contracts for several services funded by the same Administering Authority, each service will have its own Service ID. Administering Authority Enter the name of the Administering Authority that funds your service. Q2 Type of Service If the client is starting to receive more than one type of housing-related support then one Client Record Form should be completed for each service. Where a service encompasses more than one of the definitions shown below, the predominant service type should be shown on the form. 7

8 Supported housing support is provided together with accommodation as an integral package. The service may be shared housing, self-contained housing clustered on the same site or dispersed self-contained housing. Not included in this definition is: direct access hostels, women s refuge, foyer, and sheltered housing. Adult Placement (also referred to as Shared Lives) short or long-term accommodation where care and support is provided to 1-3 adults, placed by and through an Adult Placement Scheme or by an Adult Placement Carer approved scheme. Supported Lodgings accommodation where a private individual or family provide varying levels of support in their own home to one or more people living with them, usually young people. Women s refuge emergency or crisis accommodation, usually with shared facilities, provided specifically for women (with or without children) who have experienced domestic abuse/violence. Foyer a service for young people where work training and employment skills training are provided together with accommodation. Teenage parent accommodation accommodation designed specifically for young single parents (usually aged less than 20) and their children, and vulnerable young women in this age group who are pregnant. Direct access emergency or crisis accommodation, including direct access hostels, night shelters and other homeless hostels. Access may be directly off the street or through a referral hub. The service may accommodate some longstay residents, although most will be very short stay or short stay. Floating support a service not attached to accommodation; it can be delivered in a variety of ways. For example in the client s home, at drop-in sessions and surgeries, or it may be a crisis intervention service or provided to assist with resettlement or recovery. Outreach service a service that engages with people sleeping rough on the street, or who are living in bed and breakfast or other unsuitable temporary accommodation, which aims to get them into more suitable accommodation. Resettlement service a service aimed at supporting people to resettle into long-term stable independent accommodation, usually after a period in temporary accommodation. Q3. Does your service work in partnership with other agencies to deliver this support? You should indicate whether your service works regularly with other agencies to deliver support. Please note that this question focuses on the service s partnership working in general. There is a similar question on the Outcomes Form that focuses on partnership working to deliver services to this particular client. 8

9 Examples of delivering in partnership can include: consortium working where your organisation works very closely with other providers to provide a service or range of services sub-contracting where a larger generic organisation often contracts with a smaller more specialist service to provide support to clients that it does not have the time or requisite skill set to meet otherwise informal working arrangements which could include agreed referral routes and signposting arrangements with other agencies/services If YES then please indicate the agencies which your housing-related support service worked in partnership with in order to meet the client s needs. More than one option may be ticked if your service worked closely with more than one agency. The categories are: Health - including NHS trusts, GPs or voluntary sector services whose main focus is health related both physical and mental health. Social Services work in conjunction with Social Service departments. Housing services including any statutory or voluntary sector organisation whose main remit is housing and/or homelessness. Drug/alcohol services including NHS or voluntary organisations whose main focus is treatment and/or support of people with addictions to drugs or alcohol. Police/probation services including organisations working in community safety and probation. Youth Offending Teams Youth Offending Teams are made up of representatives from the police, Probation Service, social services, health, education, drugs and alcohol misuse and housing officers, whose main remit is to respond to the needs of young offenders. Education/training any organisation with a main remit to provide education and/or training services. Benefits including benefits advice agencies and the Citizen s Advice Bureau. Debt services again, including Citizens Advice Bureau or local debt management service and advice groups. Employment agencies/job centres organisations whose main goal is to assist people into paid work, for example, Job Centre Plus and local employment and careers services. Other only use this option if there was an agency with which you worked that does not fit any of the above categories. Funding Q4a. Does the client have an Individual Budget (IB)? Individual Budgets means that the client or someone acting on that behalf receives a set amount of money which can then be spent on any activity the individual chooses; 9

10 which will help improve their life and will enable them to live more independently. Currently, not all client groups funded by Supporting People are offered Individual Budgets. However, if a client is also receiving a package of care and support which includes adult social care funding, then it is more likely that the individual will have been offered an Individual Budget. The purpose of an Individual Budget is to give greater choice and control over the type of services clients receive, which are then tailored to meet the needs of the individual. Additional information is available from the CROSS web page of the project website: Please indicate whether the client has been given an Individual Budget (IB). If YES, is the client using some or all of their Individual Budget to purchase this service? Q4b Was the client s accommodation secured through a rent deposit scheme? Rent Deposit Schemes are intended to help people overcome the barrier presented by the need for a deposit to secure rented housing. These schemes might involve payment of the deposit or a guarantee to landlords that financial redress will be provided for any loss resulting from a person s tenancy. Indicate whether your client has secured their accommodation using one such scheme. Q5 Start date of client support. Clients should only be included if they started to receive the service on or after 1st April Client / Tenant Code The Client Record Form is designed to be anonymous: it does not record details of the client s name or date of birth. Please fill in a code which you will recognise if we contact you with any queries about the information on the form. The code can be a mixture of letters and numbers up to 12 characters in length. You can use an existing code if this is already in place, for example a computer or administrative reference. Please do not use the client s name or date of birth as these are identifiable. If you do not already have a system, you could just number the forms in order, or use a combination of numbers and the support workers initials. You should keep a record of the codes you use. Client Details Q6 Client Characteristics If the Client refuses to be interviewed or is incapable of giving information, please tick the interview refused box and continue to Question 11. Enter the details required for the Client in receipt of the support service. Where the Client is part of someone else s household (e.g. a young person living with a family), only information about the client is required. For example, in a shared house of adults with learning difficulties only the details of the client starting to receive housing-related support should be entered. 10

11 Where other members of the client s household are in receipt of support services under the same support plan, details of these household members should also be provided (the five eldest). For instance, where a woman with dependent children enters a women s refuge then details of the children should also be included; or where a family with HIV/AIDS receives support under the same support plan then all their details should be recorded on the same form. Where other household members are receiving support services under different support plans then separate forms will need to be completed for each client. For instance where two people with learning disabilities are living together as a couple, and have different support plans, then a separate form should be completed for each client. Age Enter age in years in whole numbers. For babies under 12 months enter 1 year. Sex Enter M for male or F for female. Relationship to Client Enter relationship to Client for each other household member receiving services under the same plan. Enter P for the partner (e.g., husband, wife, co-habitee) of the Client, Enter C for any dependent children (for whom child benefit is payable, usually aged under 16 or still in full-time education and under the age of 19) of the Client, Enter X for any other member of the household in receipt of support under the same plan (e.g. adult children, other relatives). Economic status Full Time Work (24hrs or more/week)- - working 24 hours or more per week in paid employment. Part Time Work (Less than 24hrs/week)- - working less than 24 hours per week in paid employment. Government training/work Programme - on a government training scheme e.g. Employment on Trial or employed within the Work Programme. This includes people across the working age range Job seeker - receiving Job Seeker s Allowance. In order to do this they must be: aged 18 or over and aged under 65 capable of working and actively seeking/available for work; and not working or working on average less than 16 hours per week OR year olds if they are forced to live away from parents, suffer severe hardship or are a member of a couple who has responsibility for a child. Retired - fully retired from work, usually in receipt of a state and/or occupational pension, usually aged 65 and above. Note: those who are receiving pension but are still in paid work should be coded under Working full-time or Working part-time as appropriate. 11

12 Not seeking work - those who are unwaged or carrying out unwaged work, e.g. voluntary work, caring for small children or other dependents, choosing to remain at home and so not available for work Clients described by this category would not be registered as unemployed or job seeker but may be in receipt of income support. Full-time student - aged 16 or over and in full-time education at school, college, university or other educational institution. Full-time is defined as at least 12 guided learning hours per week. Unable to work because of long term sickness or disability - long-term sick includes people who receive statutory sick pay, incapacity benefit or employment support allowance. Disabled includes people who are in receipt of Disability Living Allowance, Disabled Person s Tax Credit, Vaccine Damage Payment, War Disablement Pension, Severe Disablement Allowance or other disability allowance. Other adult - other adult aged 16 years or over who does not fit into any of the other categories. Q7 National Insurance Number of Client National Insurance Numbers will not be linked to any database that would allow the identification of individual clients. National Insurance Numbers will NOT be included in the data set that authorities receive each quarter. In order to measure this it is helpful to look at patterns of clients moving through different services throughout England. The inclusion of the National Insurance Number enables analysis of client movement from service to service and geographical movement within and across Administering Authorities in England. This will provide a measure of progression. The inclusion of National Insurance numbers on the Client Record form is noncompulsory. If the client does not want to give their National Insurance number then this is their choice. They should not under any circumstances be pressured into providing this information if they do not wish to. Equally, they may not know their National Insurance number. Please enter the details of the client s National Insurance Number in the space provided. The format for this number is two letters, followed by six numbers, followed by one letter e.g. AB123456D. If the client does not know his or her National Insurance Number, please tick the box on the form beside the statement Client does not know. If the client refuses to give this information, please tick the box on the form beside the statement Client refuses. If the client does not have an NI number, please tick the box on the form beside this statement. 12

13 Q8 Is the client a disabled person? The client should define the response to this question. Is the client a disabled person within the meaning of the Equality Act The Equality Act replaced most of the Disability Discrimination Act (DDA), although the Disability Equality Duty in the DDA continues to apply. The definition of disability under the Equality Act means that if their condition has a significant (more than minor or trivial) effect on day-to-day living and the adverse effect is long-term (meaning it has lasted for 12 months, or is likely to last for more than 12 months or for the rest of their life) then they would be considered a disabled person within the meaning of the Act. People with HIV, Cancer or Multiple Sclerosis however are covered by the Equality Act from the date of diagnosis and do not have to demonstrate that their condition has a significant effect on their day-to-day living. An answer should be provided to the first part of this question: Yes, No or Don t Know. If the answer is Yes, then as many of the disability categories as apply to the client should be ticked. If the client does not wish to answer this question, then please tick the Did not wish to disclose category. Q9 Ethnic Origin The client should define the response to this question. If the client does not wish to answer this question, please tick the Did not wish to disclose category. Note that the categories used are based on the 2011 Census.. User defined ethnic coding Optional use for provider to record more detailed description, if required by the funding Administering Authority. Q10a Religion The client should define the response to this question. If the client does not wish to answer this question, then please tick the Did not wish to disclose category. Whilst it is accepted good practice to collect this information, it may be the case that the provider does not currently routinely collect this information so there is also the Not Known option. The categories used are the same as those for the 2011 UK Census. Q10b Sexual orientation The client should define the response to this question. If the client does not wish to answer this question, then please tick the Did not wish to disclose category. Q10c Transgender The client should define the response to this question. If the client does not wish to answer this question, then please tick the Did not wish to disclose category. Q10d Ex-Armed forces personnel The client should define the response to this question. If the client does not wish to answer this question, then please tick the Did not wish to disclose category. Ex-Armed forces refers to any people who have served or been reservists in the armed forces. It is important to capture whether the client considers themselves to part of the armed forces community. (See: B6C5FA90B68F/0/Armed_Forces_Covenant.pdf) 13

14 Q11 Client group by which the client is defined Primary Client Group One client group should be selected from the list shown under Primary. The primary client group should accurately describe the predominant needs or circumstances of the client. This question should only be answered in relation to the individual client and should not be a description of the primary purpose of the service (although in most instances they are likely to be the same). For example, where a service user has moved out of an accommodation-based service for single homeless people you will need to take into consideration the overriding needs of the individual (e.g. mental health problems) and the source of referral (e.g. probation), to determine the client group by which the individual is defined (in this case the client group will be mentally disordered offenders). Secondary Client Groups (optional) Up to three additional categories can be chosen to describe the secondary client groups by which the client is defined. If the client can be defined by one primary client group, do not tick any of the secondary options. Client Groups Older people with support needs older people, usually aged 55 and over, who need to be supported to be independent and without support could be at risk. Older people with dementia and mental health problems older people with support needs relating to their age and mental health, for example dementia. Frail elderly older people, usually aged 75 and over, who are physically disabled or frail from the effects of aging (for example experiencing significant pain problems, arthritis, cancer, etc.) and require extra care and support to maintain their lifestyle and home. Mental health problems people with a diagnosed or undiagnosed mental health problem who need support to maintain independence. They may be: people with enduring but relatively low level mental health problems that interfere with their ability to cope or function on a day to day basis, people whose behaviour is a concern for their own safety or that of others, people at risk of suicide or depression, people who have been diagnosed as mentally ill and who have had, or are having, specialist treatment. Learning disabilities people with a learning disability who need support to maintain their level of independence. They may have challenging behaviour, deficits in social functioning and/or adaptive behaviour. Learning disabilities are usually present from childhood. Physical or sensory disability people with mobility difficulties, sensory impairments (for example sight or hearing), suffering any loss or abnormality of an anatomical structure or function, or suffering from a debilitating or long-term illness, (for example multiple sclerosis) who need support to maintain their level of independence. 14

15 Single homeless with support needs single people who are considered by the service provider to be homeless, who may or may not be owed a homeless duty (see ). Alcohol misuse problems people with alcohol misuse problems who need support to maintain their independence as a result of their alcohol misuse problems. Drug misuse problems people with drug or other substance problems who need support to maintain their independence as a result of their drug misuse problems. Offenders or at risk of offending offenders or people at risk of offending who are having difficulties in sustaining their accommodation or living independently as a result of their offending behaviour. Mentally disordered offenders convicted people with mild to acute mental health needs whose offences relate to their mental health. Young people at risk young people aged who are homeless or in insecure accommodation, and who need support to be able to take care of themselves or to protect themselves from harm or exploitation. Young people leaving care young people leaving local authority care who have been looked after for a continuous period of at least 13 weeks after the age of 14. People at risk of domestic violence people who are experiencing, or are at risk of experiencing, domestic violence/domestic abuse. They may have left their home, or who be having difficulties in maintaining their home or their personal safety and security. People with HIV/AIDS people with HIV/AIDS who are requiring support to maintain their independence within the community. Homeless families with support needs families with dependent children who are considered by the service to be homeless, who may or may not be owed a homeless duty (see ). Refugees people who have been officially accepted as refugees, or who have been given indefinite or exceptional leave to remain. This excludes those seeking asylum who do not have recourse to public funds. Teenage parents Young single parents (usually aged less than 20) needing support and vulnerable young women in this age group who are pregnant. Rough sleeper a person bedded down for the night on the street or sleeping outside or sleeping in buildings or other places not designed for habitation, for example stations, car parks, sheds. Gypsies and Travellers with support needs people with a cultural tradition of nomadism or of living in a caravan and all other persons of a nomadic habit of life, whatever their race or origin, who need support to live independently. 15

16 Generic/Complex needs select this option for people who have individual or multiple / complex needs needing support to achieve or maintain their independence within the community who cannot be properly described by the other pre-defined client groups or categories. User defined primary client coding Optional use for provider to record more detailed description, if required by the funding Administering Authority. Q12a. Has the client been accepted as requiring services under the following statutory frameworks? Care Management (Social Services) where a client has been accepted under the social services care management framework and has been allocated a social worker or is eligible for social work assistance. Clients will have an individual care plan and receive a package of services organised through Social Services. Secondary Mental Health Service where a client with mental health problems is under the care of the secondary mental health service (health and social care), regardless of setting. Probation Service or Youth Offending Teams where a client is under the supervision of the Probation Service or is in receipt of services provided by a Youth Offending Team. Drug Interventions Programme (DIP) where a client receives support provided by a Drugs Interventions Programme worker. The Drug Interventions Programme (DIP) was launched in 2003 as an initiative that forms part of the government s commitment to reducing the effects of drug related crime on the community. Its aim is to get offenders who misuse drugs out of crime and into treatment. Partnership is key to the programme and it has introduced a case management approach to offer offenders treatment and support from the point of arrest to beyond sentencing, preventing them from slipping through gaps in the system. Q12b. Immediately prior to receiving the support service, was this client homeless..? This question on homeless aims to differentiate between clients who are homeless and those who are not homeless. The use of Immediately prior to receiving the support service is to identify clients who are homeless prior to being accepted by a service. In summary: Not homeless: the client was not homeless or likely to become homeless within 28 days. Statutorily homeless and owed a main homelessness duty: the client was homeless and owed a main homelessness duty by the housing authority (unintentionally homeless and in priority need) Statutorily homeless and not owed a main homelessness duty: the client was owed a homelessness duty (but not a main duty) by the housing authority because the client had been found to be not in priority need and/or found to be "intentionally homeless". 16

17 Other homeless: the client had not been accepted as homeless by a housing authority but was considered to be homeless by the service provider. Don't know: If this information is not known, please record "don't know". For information: Under the homelessness legislation, if a housing authority have reason to believe that a housing applicant may be homeless (or threatened with homelessness) they must decide whether they are statutorily homeless (i.e. homeless in law). They must also decide if they are eligible for assistance, whether they have become homeless intentionally or unintentionally and whether they fall within a priority need group. If someone is eligible, unintentionally homeless and has priority need, the authority must secure accommodation until a settled home becomes available ( the main homelessness duty ). Authorities owe lesser duties to other applicants found to be statutorily homeless and eligible for assistance but who (a) are not in priority need or (b) have priority need but are intentionally homeless. Not homeless and not threatened with homelessness the client was neither: actually homeless, nor required to leave their home within 28 days. Notes: Very broadly, a person is not homeless if they have accommodation which they have a legal right to occupy and which is physically available to them and is reasonable for them to continue to occupy. A person is not threatened with homelessness if they are not likely to become homeless within 28 days. Found Statutorily homeless by a housing authority and owed a main homelessness duty the client was owed a main homelessness duty by a local housing authority Notes: 1) Only clients for whom the local authority has accepted a main homelessness duty under the 1996 Housing Act should be classified within this category. This can only be confirmed by the local housing authority that owed the duty. 2) Clients in this category may be threatened with homelessness within 28 days, may be living in temporary accommodation provided under the legislation, or may be staying with friends or family as homeless at home. Found Statutorily homeless by a housing authority but not owed a main homelessness duty Immediately before receiving this support service, the client was owed a homelessness duty (other than a main duty) by a local housing authority. Notes : 1) This would apply where the client had been accepted as homeless or threatened with homelessness by a local housing authority but was not owed a main homelessness duty because the applicant: * did not fall within a priority need group, and/or * had become homeless (or threatened with homelessness) intentionally 17

18 2) Whether or not a homelessness duty was owed can only be confirmed by the local housing authority. Other homeless this applies where client was considered to be homeless by the service provider. Immediately prior to receiving this support service the client was not owed a homelessness duty by a local authority but was nevertheless considered by the service provider to be homeless or likely to become homeless within 28 days. Notes: 1) This would include clients who had been referred to a housing association by a local housing authority or had made a direct application to a housing association. 2) This would include clients who are being housed as a result of a referral from Social Services under the provisions of the Children Act This will usually be a young person aged 16 or 17, sometimes with a guardian. Q12c. Has the client been assessed as a higher risk under the following? Care Programme Approach where a client is receiving Care Programme Approach support and co-ordination. This Approach is intended for those who require multiagency support; active engagement; intense intervention; support with dual diagnoses; and who are at higher risk. Multi Agency Public Protection Arrangements where a client is subject to the Multi Agency Public Protection Arrangements. This means that they have been assessed as being a risk to members of the public within the community, and will include violent and sexual offenders. Please tick yes only where a client is an offender subject to Multi Agency Public Protection Arrangements (MAPPA). MAPPAs are formal arrangements in place for assessing and managing risks posed by sexual or violent offenders, and other persons who may cause serious harm to the public. MAPPA identifies three categories of offenders who are subject to the MAPPA process: Category 1- Registered sex offenders Category 2- Violent and other sex offenders Category 3- Other offenders who are considered to pose a risk of serious harm to the public. (Home Office, 2005) MAPPAs are arrangements made for the management of serious high risk offenders who pose a risk to the public. They only apply to the offender. Please do not tick yes in the box provided if a client is at risk from another person, who may be subject to MAPPA or otherwise. (Home Office, 2005 Strengthening Multi-Agency Public Protection Arrangements (MAPPAs) 2005) Multi Agency Risk Assessment Conference (MARAC) victims of domestic violence referred to a MARAC will be those who have been identified (often by the police) as high or very high risk (i.e. of serious injury or of being killed). The aim of the MARAC is to construct jointly and implement a risk management plan that provides professional support and reduces the risk of harm and to reduce repeat 18

19 victimisation. Recommended to be held at fortnightly intervals, information relevant to the immediate safety of the victim is shared. All cases that are reviewed at a MARAC should be flagged by the police. Jointly with the police, services commissioned by local authorities and health agencies will have a primary role to play in the MARAC process. Q12d. Is the client currently subject to requirements under an Anti-Social Behaviour Order (ASBO)? The client is not obliged to disclose that they are under an ASBO, rather it would be their responsibility to ensure that they are not in breach of the order. If the client does disclose this information, please check that they are subject to the order at the time of starting to receive the service i.e. that they are currently subject to the ASBO, rather than that they have come under one at some time in the past. Note that many ASBO requirements last for some time e.g. a period of two years. Q13. Source of referral The route by which clients access services. Nominated by local housing authority local authority nomination to the accommodation provided with support. This applies when a formal nomination agreement is in place, whereby the local authority has the right to access an agreed percentage of the places. Local Authority Housing department (referral) local authority housing department referral. A referral is not a nomination. Social services referred by a social service department. This would also apply where the client is referred or nominated under the Children Act 1989 or the Children (Leaving Care) Act Probation service/prison referred by the probation or prison service. Community Mental Health Team a team comprising social services and health professionals. Voluntary agency not-for-profit agencies including charitable organisations, managing agencies who are voluntary organisations (where not an NHS Hospital Trust). It may or may not be supported and/or funded by central or local government, e.g. Citizens Advice Bureaux, Advice Centres and Law Centres (Note: NHS Hospital Trust should be entered as Health Service/GP). Self referral/ Direct application self referral by the client or a direct application. Relocated through HomeSwap Direct where the client is nominated under a housing mobility scheme - including referrals under a housing mobility scheme. The schemes are the Seaside and Country Homes Scheme, the LAWN Mobility Scheme and any other nominations made for cross regional boundary moves that were not made under separate choice-based lettings schemes Internal transfer a transfer from a different service provided by the same service provider, for example if a client receives direct access accommodation 19

20 from a provider and is then referred to the supported housing service within that organisation. Moving from another registered provider this includes any client moving from one housing association to another housing association landlord, where accommodation based support is provided by the housing association, other than under the MoveUK mobility scheme (or its successor organisation). Where a voluntary organisation is a managing agent for a housing association and makes a referral this should be treated as a voluntary agency referral (except where the managing agent is an NHS Trust). Health service/gp where a client is referred by an NHS Trust, a hospital, a GP or any other part of the health service. Youth Offending Team a team comprising social services and probation professionals. Police a referral by the police. Other you should use this category only if the referral does not fit into the above categories. Q14. Type of referral This question is intended to obtain details about whether or not the client was living in the Administering Authority area in which the service is located immediately prior to starting to receive the service. For the purposes of the Client Record system immediately prior is defined as the night before the client starts to receive the service. It is also designed to record referral arrangements. Tick the box that describes the type of referral. A host referral is one where a client is resident in the Administering Authority area immediately prior to receiving the service. A non-host referral is one where a client was resident outside the Administering Authority area (in which the service is located) immediately prior to receiving the service. HOST Host - this category applies to ALL clients who receive a service in the Administering Authority area in which they have been living immediately prior to receiving that service. Example: A scheme for frail elderly people is based in Administering Authority A and has exclusive referral arrangements with referral agencies based in the authority area. All referrals are treated as host because all service users have to be resident in the Administering Authority area, in which the service is located, immediately prior to receiving the service. NON - HOST All non-host clients must have lived outside the Administering Authority area where the service is located, immediately prior to receiving the service. You should choose the correct non-host route from the following: Multi-lateral this category applies where there is an agreed protocol between two or more Administering Authorities relating to a specific service. Such a 20

21 protocol would mean that a client from any of these Administering Authorities can be accepted by the service involved. These authorities may have agreed to fund a service jointly, or agreed for the service to accept clients from the areas covered by all the Administering Authorities within the agreed protocol. Example: A protocol is agreed by three Administering Authorities (A, B & C) for a single homeless scheme based in authority A. The agreement is for the scheme to accept referrals from the areas covered by authorities A, B & C. Referrals from authorities B & C are treated as multi-lateral and referrals from authority A are treated as host. Spot purchase this category applies only when the Administering Authority, in whose area a client was living immediately prior to receiving the service, purchases a service for an individual client from a different Administering Authority. This differs from a Multi-lateral agreement in that it is an ad hoc purchase at an individual level, normally to secure a placement in an extremely specialised service outside the Administering Authority area. Costs continue to be the responsibility of the original Administering Authority making the purchase. Example: A client, who was resident in Administering Authority A immediately prior to receiving the service, requires a placement in a supported housing service for deaf people with mental health problems. Administering Authority A purchases a placement in a specialist scheme for deaf people located in Administering Authority C. The referral arrangement is defined as a spot purchase. Structured this category applies to referrals made by statutory agencies*. These referrals are often for those clients who cannot be expected to remain in their local area and so would receive a service in another Administering Authority area. This option differs from spot purchase as structured referrals are made to services that are funded by the authority in which the service is located. This option does not apply where there is an agreed Multi-lateral protocol. *Probation service, Drugs Action Teams, Youth Offending Teams, the Home Office, Social Services Departments and Housing Departments. Example: A Youth Offending Team in Administering Authority A refers an offender to a suitable service located in Administering Authority B, with which there is no Multilateral protocol. Open access this category applies where a client accesses a service in another Administering Authority area either by self referral or on advice from a voluntary or non-statutory agency. These types of referrals apply where there is no formal referral arrangement (e.g. Multi-lateral agreement). Example: An open access scheme in Administering Authority A takes referrals from a number of authority areas. These referrals are made by voluntary organisations or by self referral and there is no existing Multi-lateral protocol. Q15. Type of accommodation occupied by the client when starting to receive the floating support service. 21

22 You should only complete question 15 if you have recorded the service type as floating support, outreach or resettlement. If the service being provided does not meet this criteria please go on to question 16. See below for the definitions of types of accommodation. Q16a. Type of accommodation occupied by the client immediately prior to receiving the support service? Tick the box for the type of accommodation occupied by the client immediately prior to receiving the support service (i.e. the night before). The accommodation occupied may be temporary, for instance a psychiatric hospital, in which case the type of accommodation occupied by the client should be ticked as hospital. Some clients may already occupy their own permanent accommodation when the need for support services arise. Where an individual continues to live in the same accommodation, after the support service has commenced, please tick the box which best describes this accommodation and also tick the box at Q16b continues to live in this accommodation. An example of this would be a client receiving floating support in their own home. Local authority general needs tenancy a local authority tenant who occupies general needs housing. Housing association general needs tenancy a housing association general needs tenant. Private sector tenancy tenant in the private sector. Private sector leasing any scheme where a local authority leases a property from a private landlord. Management of the property may be underwritten either in-house by the local authority or contracted out to a housing association. Tied housing or rented with job a home provided by an employer. Owner occupation (private) the client was an owner-occupier in the private sector. Owner occupation (low cost home ownership) the client was an owneroccupier in a low cost home ownership property a form of housing provision sponsored and publicly subsidised through the Housing Corporation and implemented by RSLs. Supported housing housing provided with support and owned or managed by a housing association, local authority or other type of agency. This accommodation may be provided on a short or long term basis. Direct access hostel emergency accommodation. Women s refuge temporary accommodation that offers safe housing for women who have experienced domestic violence. Foyer accommodation for young people where employment and training services are provided in addition to housing. Housing for older people housing specially identified for older people and usually provided with warden support (on site or peripatetic). Residential care home registered with the National Care Standards Commission as a care home. Hospital an in-patient in a hospital. 22

23 Prison in prison Approved probation hostel approved by the probation service. Children s home/foster care a local authority or voluntary sector children s home or in the care of foster parents. Bed and breakfast accommodation that provides bed and breakfast. Short life housing Short-life housing properties are intended for use on a temporary basis only. The properties are typically scheduled for demolition or awaiting full-scale rehabilitation. Living with family living with family either on a short term or settled basis. Living with friends living with friends but not renting the accommodation. Mobile home/caravan a mobile home or caravan was the client s principal home, including those at a licensed site and roadside encampment. This does not apply to people using this type of accommodation for a holiday. Any other temporary accommodation non-permanent accommodation including non-static mobile homes. Home Office Asylum Support the client was living in temporary accommodation organised by the Home Office (Borders and Immigration Agency, BIA) while their asylum application was being processed. This accommodation may have been emergency accommodation provided by a Home Office/BIA partner agency, a residential induction centre or dispersal accommodation provided by a local authority, HA or private sector landlord. Please use this option if the client had left Home Office/BIA accommodation within the past three months and had been living in temporary accommodation immediately before this letting. Rough sleeping bedded down for the night on the street or sleeping out. Other any other accommodation Q16b. Please tick if the client continues to live in this accommodation If the client continues to live in the accommodation recorded at Q16a after the support service has commenced, please use the tick box continues to live in this accommodation. For example, a client receiving floating support in their own home. Q16c. Location of accommodation specified in Q16a Please complete the location details of the accommodation occupied by the client (recorded at Q16a) immediately prior to receiving the support service. Name of local housing authority - enter the name of the local housing authority in which the client lived immediately prior to receiving support. (If the client has not moved to receive support this will be their current LA in which their home is located). If located in a two tier authority, then this will be the name of the district housing authority. ONS LA Code. For those entering data using CROSS, please select the local authority name from the drop-down list. A list of the ONS codes is available from our project website please note the new format of these. Post code. Post codes should be completed wherever possible. 23