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Probation

Circular

INTRODUCTION OF NEW H1 REFERENCE NO:


MONTHLY STATISTICAL FORM 13/2006

FOR APPROVED PREMISES ISSUE DATE:


07 April 2006
PURPOSE
IMPLEMENTATION DATE:
To issue a revised H1 form, for implementation with effect from 21 April 21 April 2006
2006, together with instructions on completing the form
EXPIRY DATE:
ACTION March 2007

Chief Officers and Chairs of Voluntary Managed Committees are asked to: TO:
Chairs of Probation Boards
• Ensure that the new H1 form is brought into use in all approved Chief Officers of Probation
premises as from 21 April 2006
Secretaries of Probation Boards
• Alert approved premises managers to the need to have in place
Chairs of Voluntary Management
systems to ensure timely and accurate monthly returns. Committees

SUMMARY CC:
Board Treasurers
A revised H1 form is being introduced to improve the range and quality of
Regional Managers
information gathered about approved premises residents, including data
needed to monitor implementation of the new drug testing arrangements. AUTHORISED BY:
John Scott
RELEVANT PREVIOUS PROBATION CIRCULARS Head of Public Protection and
Licensed Release Unit
PC14/2004 – New H1 Monthly Statistical Form for Approved Premises
PC37/2005 – The Role and Purpose of Approved Premises ATTACHED:
PC05/2006 – Approved Premises: Drug Testing of Residents Annex A – New H1 Form
Annex B – Instructions for
CONTACTS FOR ENQUIRIES completion of new H1 form

mario.cristofis@homeoffice.gsi.gov.uk or 020 7217 0771

National Probation Directorate


Horseferry House, Dean Ryle Street, London, SW1P 2AW
1. The new H1 form

Annex A contains the new H1 form. Premises are required to continue providing monthly statistical returns to NPD, using
the new form from April 2006 onwards. The first returns to NPD using the new form will, therefore, be submitted in May.
The new H1 form should be introduced in all approved premises, including the Prospects and Wakefield premises.
Returns must now be sent in electronic format only to approvedpremises@homeoffice.gsi.gov.uk. Returns should no
longer be faxed. Managers and administrators are reminded that returns are due by the 8th day of each calendar month.

The H1 has been redesigned in order to capture additional information about drug testing, risk of harm profile and
MAPPA status. We have also taken the opportunity to make a number of changes to existing sections of the form to
provide greater clarity about categorisation and recording. Managers are reminded that allowances for temporary loss of
bed spaces require prior approval from NPD, and that the date on which such approval was given must be recorded on
the H1.

The new H1 is being issued as a Word document. The intention is to introduce an Excel version by July 2006. Further
advice will follow.

2. Guidance on using the new form

Annex B contains revised instructions for completing the new H1 form. It is essential that those members of staff
responsible for submitting H1 returns familiarise themselves with the new guidance and refer to it as required. There have
of late been some problems with the accuracy and completeness of a small number of returns. Approved premises
managers are responsible for ensuring timely and accurate returns. In some premises, managers routinely undertake
periodic sampling of their H1 returns to satisfy themselves about their reliability. All managers will wish to have in place a
comparable mechanism to safeguard the quality of returns, not least because the data therein are used to measure
performance and to calculate performance bonuses.

PC13/2006 – Introduction of New H1 Monthly Statistical Form For Approved Premises 2


Annex A

PROBATION STATISTICS
MONTHLY APPROVED PREMISES RETURN
H1 FORM

1. Approved Premises Code 1-4

2. Month/Year 5-8

3. Bed spaces
a. Total Number of bedspaces 9-12

b. Total Temporary Loss of Beds 13-16

(Date loss of beds was approved by the Approved Premises team,


National Probation Directorate )

Occupancy

4. Number of resident days by category: Men Women

Community Sentence 17-19 36-38

Bail Assessment 20-22 39-41

Bail 23-25 42-44

Licence (including HDC, Custody plus and lifers) 26-28 45-47

Other 29-31 48-50

Total Number of resident days 32-35 51-54

5. Number of vacant days 55-57

H1 Form – revised April 2006


Admissions

6. Please state the number of residents, according to their risk of harm to others as per OASys, at the
point of admission:
Men Women

Very high risk of harm 58-59


66-67

High risk if harm 60-61


68-69
Medium risk of harm 62-63 70-71

Low risk of harm 64-65 72-73

7. Total number of admissions in the month 74-75

Departures

8. Number of resident departures by reason (Please count only once in this section)

Breached / Recalled 76-77

Arrested / remanded in custody 78-79

Absconded 80-81

Left of own volition 82-83

Bed withdrawn 84-85

Transferred to another Approved Premises 86-87

Order/licence expired 88-89

Planned move on 90-91

Death / transferred to hospital 92-93

9. Total number of departures 94-95

Drug Testing

10. Please state the number of individual Approved Premises residents tested in the following
categories:

White Mixed Asian or Asian British Black or Black British Chinese or other Not Total
ethnic group available
British Irish Other White & White & White & Other Indian Pakistani Bangladeshi Other Caribbean African Other Chinese Other
Black Black Asian
Caribbean African
M

H1 Form – revised April 2006


11. Please state the number of those residents who then tested positive in the following categories:

White Mixed Asian or Asian British Black or Black British Chinese or other Not Total
ethnic group available
British Irish Other White & White & White & Other Indian Pakistani Bangladeshi Other Caribbean African Other Chinese Other
Black Black Asian
Caribbean African
M

12. Number of offenders testing positive (as stated above) entering treatment:

96-97

13. Number of enforcement outcomes following a positive test (as stated above):

Formal warnings issued 98-99

Breached/Recalled 100-101

Other 102-103

Monthly reporting / snapshots

14. MAPPA CASES – Please state the total number of residents which have been accommodated
during the calendar month:

Level 3 104-105

Level 2 106-107

Level 1 108-109

15. LIFERS – Please state the total number of residents which have been accommodated during the
calendar month: 110-111

16. RISK OF HARM SNAPSHOT – Please state the number of residents as at the last day of the month in the
following categories. (NB – here we are measuring Risk of Harm to Others as per OASys)

BAIL LICENCE COMMUNITY OTHER


SENTENCE
RISK Men Women Men Women Women Men Women Men TOTAL
Very High

High

Medium

Low

H1 Form – revised April 2006


17. ETHNIC MONITORING – Please state the number of residents, as at the last day of the month, in each of the
following categories:

White Mixed Asian or Asian British Black or Black British Chinese or other Not Total
ethnic group available
British Irish Other White & White & White & Other Indian Pakistani Bangladeshi Other Caribbean African Other Chinese Other
Black Black Asian
Caribbean African
M

Completed by:

Address

Date of completion: Tel:

Please e-mail completed forms to: approvedpremises@homeoffice.gsi.gov.uk by the 8th of each


month. If you have any queries, please contact the Approved Premises team at the National
Probation Directorate on 020 7217 0771.

THANK YOU FOR COMPLETING THIS FORM

H1 Form – revised April 2006


ANNEX B

GUIDANCE NOTE - REVISED INSTRUCTIONS FOR COMPLETION OF THE NEW H1


FORM BY APPROVED PREMISES - APRIL 2006 VERSION

The new form is to be used from 1 April 2006. It is hoped that the revised form and
instructions will provide a set of figures that give a more realistic indication of the success
of Approved Premises and a better basis for comparing performance across the Approved
Premises sector.

It is important that each Approved Premises should send in an accurately completed H1


form as soon as possible after the end of the month, and in any event no later than the 8th
of the following month. This will allow the forms to be input in NPD in good time each
month.

These forms should be e-mailed to approvedpremises@homeoffice.gsi.gov.uk as soon as


possible, and in any event, within 8 days of the end of each month.

Please contact the Approved Premises team on 020 7217 0771 if you have any queries.

1. Boxes 1-4: Enter the 3 digit Q code for your approved premises. For example,
Approved Premises with the codes Q1 and Q99 would be entered as
follows:

Q 0 0 1 & Q 0 9 9

01 02 03 04 01 02 03 04
2. Boxes 5-8: Enter two digits for the month followed by two digits for the year. Thus
July 2004 would be recorded as:

0 7 0 4

05 06 07 08
and October 2003 as:

1 0 0 3

05 06 07 08
3. (a) Boxes 9-12: Enter the number of bed spaces – this is obtained by multiplying the
number of approved beds by the number of days in the month. For
example, 20 approved beds in the month of January gives a total of
620 bed spaces for the month, which would be entered as follows:
1
0 6 2 0

09 10 11 12
3. (b) Boxes 13-16: Enter the number of bed spaces multiplied by the number of days
beds were lost. For example, 4 beds lost for 13 days, and 2 beds lost
for 31 days gives a total for the month of 52 + 62 = 114 days:

0 1 1 4

13 14 15 16

Also enter the date that the Approved Premises team gave approval for any loss of bed
spaces. Please note that a bed space can only be counted as lost if the National
Probation Directorate of the Home Office have given approval for this, and would
normally only be for exceptional circumstances such as refurbishments or
emergencies. Requests for approval should be sent in writing to
approvedpremises@homeoffice.gsi.gov.uk .

Occupancy - Male Residents

4. Boxes 17-19: For a community sentence, if a condition to reside in the Approved


Premises has been attached to the order and there are 5 such
residents for the whole of July, the entry is calculated as 5 (residents
with a condition to reside in an Approved Premises on a community
sentence) x 31 (days) = 155

1 5 5

17 18 19

Or alternatively you could have 12 residents for 31 days and 6 residents for 10 days.
This would equal 372 + 60 = 432

4 3 2

17 18 319

Boxes 20-22: Similar figures should be entered for the other occupancy
Boxes 23-25 categories. Under “other”, entries should include any persons
Boxes 26-28 on community sentences without a condition of residence, and
Boxes 29-31 any voluntary residents

Please note, the entries in boxes 17-31, when added together, should equal the
figure you place in boxes 32-35

Boxes 32-35: Enter the total number of MALE resident days

2
Female Residents

Boxes 36-38: Complete the same details for female residents as for the males
Boxes 39-41 above.
Boxes 42-44
Boxes 45-47
Boxes 48-50

Please note: the entries in boxes 36-50, when added together, should equal the
figure you place in boxes 51-54

Boxes 51-54: Enter the total number of FEMALE resident days

5. Boxes 55-57: Vacancies – Enter the total number of approved beds (boxes 9-12)
minus the total number of resident days (boxes 32-35 plus boxes 51-
54), and exclude any figure recorded in boxes 13-16. Using the
examples above, the figure would be 620 – 432 – 114 = 74

0 7 4

55 56 57

6. Boxes 58-65: Please state the number of male residents, according to their risk of
harm to others as per OASys, at the point of admission. Please note
that the making of a further bail order by the court in respect of an
existing resident does nor constitute a new admission.

Boxes 66-73: Please complete the same details for the female residents as for the
male residents above.

7. Boxes 74-75: Enter the total number of all admissions in the month. Please note
the figure should add up to the total of boxes 58-65 and boxes 66-73.

Departures

8. Boxes 76-93: Enter the reasons for resident departures for the month. Please use
the primary/main reason for departure and only count each resident
departure once.

9. Boxes 94-95: Enter the total number of resident departures. Please note that the
figure should add up to the total of boxes 76 to 93.

Drug testing

10. Enter the number of individual residents tested in the approved


Premises for drugs during the month, in the given categories.

11. Enter the number of residents that then tested positive for drugs in the
given categories.

12. Boxes 96-97: Enter the number of residents that tested positive for drugs who then
entered treatment. Please note that those residents already on
3
programmes or orders with a drug treatment requirement or those
already receiving treatment from a drugs agency on a voluntary basis
should not be counted.

13. Boxes 98-103: Enter the number of enforcements, in the given categories, following a
positive drugs test as detailed above.

Monthly reporting/snapshots

14. Boxes 104-109: Please state the total number of residents that have been
accommodated during the month (not bed space days) in the given
MAPPA levels.

15. Boxes 110-111: Please state the total number of residents subject to a Life Licence,
that have been accommodated during the month (not bed space days)

16. Risk of Harm: Please note that this is a snapshot, using those current residents at
the approved premises on the last day of the month. Please enter the
relevant numbers in the appropriate box, based on their level of risk of
harm to others, as per OASys.

17. Ethnicity: Please note that this is again only a snapshot, using those current
residents at the approved premises on the last day of the month.
Please enter the relevant numbers in the appropriate boxes.

Please note: the Risk Matrix snapshot and the Ethnicity snapshot should both equal the
same amount.
Thank you for completing the form.