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Key issues

Why is information about repeat applications so critical?

How does the system identify repeat applications?

How often do councils need to send update files to the Scottish Government?

Who should I contact with general queries?


Why is information about repeat applications so critical?
The ability to separately identify repeat applications is one of the main reasons for the introduction of the new system. Without this information, the full picture of the extent of homelessness in Scotland and local authority areas cannot clearly be ascertained. The SG and local authorities cannot adequately address the problem of homelessness without knowing the actual number of households that are being affected, and without a knowledge of the numbers of, frequency, and reasons why, households are returning to the system, having been assisted already.
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How does the system identify repeat applications?

Applications are linked to previous 'associated' applications via a unique referencing system. Every application will have a unique application reference number. When an applicant household contains an adult that has applied previously, as well as being assigned its own unique reference number it will also be assigned the reference number of the previous application made by that adult. It is critical that those operating the new system in councils ensure that they use the facilities built in to the system to search for possible previous applications (see next question) - otherwise it is possible that associations may be missed.
Every association is categorised as to whether or not it is the 'same household'. The 'same household' is one in which all of the adult members are the same and the family circumstances are the same (the family circumstances of two households are considered the same if either both contain at least one child, or neither contains any children).
The new system will class an application as being a repeat application if it has been associated with a previous application from the 'same household'.
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How often do councils need to send update files to the Scottish Government?
Quarterly. The data providers for each council should send the extracts to the Scottish Government two weeks after the end of each quarter.
Please note the following points when preparing each quarterly file:

  • Data for each quarter should be contained on a single file.
  • All errors should be identified and corrected before the export file is created.
  • Every presentation made in the period must be recorded on the council's system before the export file is created.
  • Every action taken during the period in relation to presentations already on the system must be recorded on the system before the export file is created.
  • Any corrections to previously submitted data should be included on the file

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