DataguideV1 2

i
Quarterly Data Collection

data guide
Version 1.2
November 2003
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Published by Disability Services Division, Victorian Government

Department of Human Services
November 2003
 Copyright State of Victoria, Department of Human Services, 2003
This publication is copyright, no part may be reproduced by any process

except in accordance with the provisions of the Copyright Act 1968.
This document may also be downloaded from the Department of Human

Services web site at:
www.dhs.vic.gov.au
Authorised by the State Government of Victoria, 555 Collins Street,

Melbourne.
Printed by Metro Printing Pty Ltd
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Getting help
All queries in relation to the QDC should be directed to the QDC
Helpdesk.
QDC Helpdesk
The helpdesk can be reached by telephone, email or facsimile:
Telephone: 1800 352 561
Facsimile: (03) 9616 7272
Email: QDChelp@dhs.vic.gov.au
Postal address:
QDC Helpdesk
Disability Services Division,
Level 19A 555 Collins Street
Melbourne Vic 3000
QDC website
A website dedicated to the QDC information system has been
established and contains the following:
• QDC Data Guide
• QDC Data Transmission Specifications
• QDC Service User Forms for each quarter
• Frequently Asked Questions
• Privacy Information
• QDC Newsletters
The QDC web address is: http://www.dhs.vic.gov.au/qdc
HACC Helpdesk
All HACC queries in relation to the QDC should be directed to the
HACC Helpdesk:
Telephone: (03) 9616 7255
Facsimile: (03) 9616 8680
Email: haccmds@dhs.vic.gov.au
Postal address:
HACC Data Collection & Analysis Team,
Coordinated & Home Care Unit
GPO Box 4057
Melbourne Vic 3001
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How to use the QDC Data Guide

The QDC Data Guide is designed to assist those involved in
collecting or analysing QDC data.
This document is organised as follows:
Section 1 provides background to the QDC and why it was
established.
Section 2 provides a step-by-step guide to collecting and
completing the QDC return.
It outlines the scope of the collection, the data
items to be collected for the QDC (Tables 1-3
for DSD, PDRSS and HACC funded services
respectively), and what data should be collected
for each DHS activity type (Tables 4a and 4b),
and addresses privacy and service user consent.
Section 3 provides detailed information about
administrative data specific to your agency and
service type outlet. The administrative data is
stored in the QDC Central Repository.
Sections 4–6 provide detailed information about every data
item in the QDC.
For most data items, the following information is
provided:
• data item number and name;
• the funded service it is relevant to;
• associated question;
• definition;
• classification (i.e. list of possible responses);
• guide for use;
• why the data is collected.
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Contents
1. Introduction to the QDC.......................................................... 9
What is the QDC?...................................................................... 9
What QDC enables us to do ........................................................ 9
How QDC data is used ............................................................... 9
Collecting data via the QDC ...................................................... 10
DSD Agency Performance and Data Collection ............................. 10
The PDRSS Minimum Data Set .................................................. 10
The HACC Minimum Data Set.................................................... 11
The CSTDA NMDS ................................................................... 11
Other reference material .......................................................... 13
2. How to conduct your collection ............................................. 15
Summary............................................................................... 15
Key terms you need to know .................................................... 16
1. Establish the scope of the QDC .............................................. 17
2. Implement appropriate privacy practices ................................ 18
Informing service users about data collection .......................... 18
Privacy information brochures ............................................... 18
Consent to data collection .................................................... 19
No service user consent to data collection............................... 19
3. Establish data items you need to collect.................................. 20
Table 1. Data items relevant to DSD funded agencies ............... 21
Table 2. Data items relevant to PDRSS funded agencies............ 22
Table 3. Data items collected by HACC funded agencies ............ 23
Simplified information model of the QDC data items ................. 24
Data items your service type outlet needs to provide................ 25
Table 4. Information requested by DHS activity type ................ 26
4. Collect the QDC information .................................................. 27
Data must be provided for each service type outlet .................. 27
Data must be recorded on an ongoing basis ............................ 27
Collecting data on paper or electronically ................................ 27
Collecting data electronically ................................................. 28
Collecting data on paper....................................................... 28
Key dates for reporting - 2003 to 2006................................... 30
5. Transmit the QDC information to DHS .................................... 31
3. Agency administrative data .................................................. 33
Data is collected by service type outlet ................................... 33
Counting brokerage services ................................................. 34
The QDC Central Repository.................................................. 35
Agency details ........................................................................ 36
Key agency details .............................................................. 36
Agency code ............................................................................... 36
Agency name .............................................................................. 36
Agency sector ............................................................................. 37
Agency address (street) ....................................................... 38
Agency address (street address), suburb, state, postcode.................. 38
Agency address (postal) ....................................................... 39
Agency address (postal address), suburb, state, postcode ................. 39
Agency contact person ......................................................... 40
Agency contact salutation, given name, family name, position............ 40
Agency contact phone, contact fax, contact email............................. 40
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Location details ...................................................................... 41

Key location details ............................................................. 41
Location code ..............................................................................41
Location name .............................................................................41
Location address................................................................. 42
Location address (street address), suburb, state, postcode.................42
Location contact person ....................................................... 43
Location contact salutation, given name, family name, position...........43
Location contact phone, fax, email..................................................43
Service type outlet details ........................................................ 44
Key service type outlet details .............................................. 44
Service type outlet code ................................................................44
Service type outlet name...............................................................44
DHS activity type .........................................................................45
Process for amendment ........................................................... 47
Changes by funded agencies................................................. 47
Changes by DHS regions ...................................................... 47
4. Data items – Service type outlet ........................................... 49
Referencing of data items..................................................... 49
Data collected for service users............................................. 49
Layout of data item profile ................................................... 49
Operating patterns .................................................................. 50
S 01 - AIHW service type ..............................................................50
S 02 - Full quarter of operation ......................................................54
S 03 - Weeks per quarter of operation.............................................55
S 04 - Days per week of operation ..................................................56
S 05 - Hours per day of operation...................................................57
S 06 - Current capacity .................................................................58
S 07 - Outlet type ........................................................................59
Staffing ................................................................................. 60
S 08 - Paid staff hours (reference week) ..........................................60
S 09 - Unpaid staff hours (reference week) ......................................62
S 10 - Staff engaged – Direct.........................................................64
S 11 - Staff engaged – Indirect ......................................................64
S 12 - Staff working overnight (sleepover).......................................65
Amount of service ................................................................... 66
Service users ..................................................................... 66
S 13 - Number of service users ......................................................66
S 14 - Mutual support and self-help provision ...................................67
Contacts ............................................................................ 68
S 15 - Face to face contacts...........................................................68
S 16 - Telephone contacts .............................................................68
S 17 - Contacts: other ..................................................................69
Support groups................................................................... 70
S 18 - Consumer support groups – Number .....................................70
S 19 - Consumer support groups – Attendance .................................70
S 20 - Carer support groups – Number ............................................71
S 21 - Carer support groups – Attendance .......................................71
S 22 - Support groups: female participants ......................................71
Education/Training groups.................................................... 72
S 23 - Consumer education/Training groups – Number ......................72
S 24 - Consumer education/Training groups – Attendance..................72
S 25 - Carer education/Training groups – Number.............................73
S 26 - Carer education/Training groups – Attendance ........................73
S 27 - Community education/Training groups – Number ....................74
S 28 - Community education/Training groups – Attendance ................74
S 29 - Professional education/Training groups – Number....................75
S 30 - Professional education/Training groups – Attendance ...............75
Waiting list......................................................................... 76
S 31 - Existence of waiting list .......................................................76
S 32 - Number on waiting list.........................................................76
S 033 – Waiting list: 1 month ........................................................77
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S 034 – Waiting list: 1 to 6 months ................................................ 77

S 035 – Waiting list: 7 to 12 months .............................................. 77
S 036 – Waiting list: 12 months..................................................... 77
5. Data items – Service users.................................................... 79
Referencing of data items..................................................... 79
Data collected for service users ............................................. 79
No service user information needed ....................................... 80
Layout of data item profile.................................................... 80
The statistical linkage key ........................................................ 81
U 001 - Letters of family name ...................................................... 82
U 002 - Letters of formal given name ............................................. 84
U 003 - Date of birth.................................................................... 86
U 004 - Date of birth estimate flag ................................................. 87
U 005 - Sex ................................................................................ 88
Service user consent ............................................................... 89
U 006 - Consent received.............................................................. 89
Carer .................................................................................... 90
U 007 - Existence of carer............................................................. 90
U 008 - Carer’s primary status....................................................... 92
U 009 - Carer’s residence status .................................................... 93
U 010 - Carer/User relationship ..................................................... 94
U 011 - Carer’s age group............................................................. 95
U 012 - Carer as PDRSS client ....................................................... 96
Culture and communication ...................................................... 97
U 013 - Indigenous status............................................................. 97
U 014 - Country of birth ............................................................... 98
U 015 - Main language ................................................................. 99
U 016 - Interpreter services required............................................ 100
U 017 - Communication method .................................................. 101
Disability group..................................................................... 102
U 018 - Disability group: primary ................................................. 102
U 019 - Disability group: other .................................................... 104
U 020 - Diagnosis: primary ......................................................... 105
U 021 - Diagnosis: other............................................................. 106
Housing ............................................................................... 107
U 022 - Living arrangements: usual.............................................. 107
U 023 - Dependent children ........................................................ 109
U 024 - Living arrangements: prior to entry................................... 110
U 025 - Living arrangements: at exit ............................................ 111
U 026 - Residential setting: usual ................................................ 112
U 027 - Residential setting: postcode ........................................... 115
U 028 - Residential setting: prior to entry ..................................... 116
U 029a - Residential setting: at exit ............................................. 117
U 029b - Accommodation setting after cessation of services............. 118
U 030 - HBOS nomination rights .................................................. 119
Income and work .................................................................. 120
U 031 - Labour force status......................................................... 120
U 032 - Main source of income .................................................... 122
U 033 - Receipt of carer allowance (child) ..................................... 123
U 034 – Pension/Benefit status .................................................... 124
Participation ......................................................................... 125
U 035 - Participation: getting around............................................ 125
U 036 - Participation: using transport ........................................... 126
U 037 - Participation: family relationships ..................................... 127
U 038 - Participation: social relationships ...................................... 128
U 039 - Participation: recreation and leisure .................................. 129
U 040 - Participation: working ..................................................... 130
U 041 - Participation: handling money .......................................... 131
Support needs ...................................................................... 132
U 042 - Support: self care .......................................................... 132
U 043 - Support: mobility ........................................................... 133
U 044 - Support: communication ................................................. 134
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U 045 - Support: interactions and relationships .............................. 135

U 046 - Support: learning............................................................ 136
U 047 - Support: education ......................................................... 137
U 048 - Support: community (civic) and economic Life .................... 138
U 049 - Support: domestic life ..................................................... 139
U 050 - Support: working ............................................................ 140
U 051 - Source of clinical support ................................................. 141
U 052 - Contact with clinical support provider................................. 142
Service use ...........................................................................143
U 053 - Individual funding status.................................................. 143
U 054 - IPP Create date .............................................................. 144
U 055 - IPP Create time .............................................................. 144
U 056 - IPP Review date.............................................................. 145
U 057 - IPP Goals met ................................................................ 146
U 058 - Client EFT ...................................................................... 147
U 059 - Referral date .................................................................. 148
U 060 - Referral source (PDRSS) .................................................. 149
U 061 - Referral source (HACC) .................................................... 152
U 062 - Reason for respite........................................................... 153
U 063 - Nights of respite ............................................................. 153
U 064 - Nights in residential rehabilitation ..................................... 153
U 065 - Client status................................................................... 154
U 066 - Date of last assessment ................................................... 154
U 067 - Meals at centre............................................................... 155
U 068 - Meals at home................................................................ 155
6. Service received by service user ......................................... 157
Referencing of data items....................................................157
No service information needed .............................................158
Layout of data item profile ..................................................158
Service received ....................................................................159
U 069 - Service start date ........................................................... 159
U 070 - Date service last received ................................................ 161
U 071 - Snapshot date flag .......................................................... 162
U 072 - Service exit date............................................................. 163
U 073 - Reason for exiting service ................................................ 164
U 074 - Cessation of services: reason............................................ 166
Service hours ........................................................................167
U 075 - Hours received ............................................................... 167
U 076 - Hours received: sub activity ............................................. 170
HACC equipment ...................................................................174
U 077 - Self care aids ................................................................. 175
U 078 - Support and mobility aids ................................................ 175
U 079 - Communication aids ........................................................ 175
U 080 - Reading aids .................................................................. 176
U 081 - Medical care aids ............................................................ 176
U 082 - Car modifications ............................................................ 176
U 083 - Other ............................................................................ 177
Appendix 1. DHS activity type definitions ............................... 179
DSD activity types .................................................................179
PDRSS activity types ..............................................................184
HACC activity types................................................................185
Appendix 2. AIHW definitions ................................................. 187
Glossary.................................................................................. 191
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1. Introduction to the QDC
What is the QDC?

The Quarterly Data Collection is an initiative of three
program areas of the Department of Human Services:
• The Disability Services Division (DSD);
• The Mental Health Branch (MHB); and
• The Aged Care Branch.
The QDC enables agencies to perform the following four data
collections using a single information system:
• the AP&DC, which applies to DSD funded agencies;
• the PDRSS Minimum Data Set, which applies to
PDRSS funded agencies;
• the HACC Minimum Data Set, which applies to HACC
funded agencies;
• the CSTDA National Minimum Data Set, which
applies to DSD and PDRSS funded agencies.
What QDC enables us to do

The introduction of new data elements and availability of
ongoing data about service users makes it possible to:
• build profiles of people receiving support from DSD,
PDRSS or HACC funded services;
• improve data on informal carer arrangements and
thereby help monitor and plan for carer support; and
• increase information about the support provided to
service users, and record details such as their support
needs, disability group, carer arrangements and
whether they live in the city or country.
How QDC data is used

Information from the QDC is used for planning and
evaluation purposes, and to monitor whether program
objectives and agreed priorities are being achieved.
More specifically, the data collected can be used to:
• support budget submissions for increased funding or to
change funding emphasis;
• support planning for future service delivery;
• compare numbers of service users living in institutional
as opposed to community-based settings (within
Victoria and Australia-wide);
• indicate whether certain groups (e.g. people of
Aboriginal and Torres Strait Islander origin) are
accessing services as much as could be expected; and
• resist proposals to increase service user contributions
by demonstrating the high numbers of service users for
whom benefits or pensions are the main income source.
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Collecting data via the QDC

It is expected that most agencies will provide data quarterly
in electronic format, using either the QDC Tool or by
modifying an in-house information system.
Agencies that receive HACC funding can continue to provide
their data using the existing HACC E-Form or by using other
software built to HACC specifications.
DSD funded agencies that do not wish to provide data
electronically can use paper forms instead; however, paper
forms will not be accepted from PDRSS funded agencies.
DSD Agency Performance and Data Collection

Each DSD funded activity has a set of reporting requirements
outlined in the divisional Policy and Funding Plan. Regions
may also set out some additional performance measures or
requirements.
Data collected for the AP&DC generally falls under the
headings of quantity, quality and timeliness. These reporting
requirements are specified in each agency’s service
agreement.
With the exception of agencies funded to provide 17025
DSD-Aids and Equipment, data must be collected and
reported using the QDC information system.
The information each service type outlet collects using the
QDC system provides the foundation for the DSD program’s
overall accountability to government.
The PDRSS Minimum Data Set

Agencies funded by Metropolitan Health and Aged Care
Services Division to deliver PDRSS services were previously
required to provide half yearly reports to the Mental Health
Branch. Service providers used a simple PC-based application
to collect summary data for batch transfer to a central data
store at DHS Head Office. This collection tool could only
collect summary information and was unable to handle
individual client information.
PDRSS providers also have to report to the CSTDA National
Minimum Data Set, so there was considerable overlap
between the two data collections.
To overcome this situation the PDRSS Minimum Data Set was
re-oriented to collect client level data and minimise
duplication, and quarterly reporting was introduced.
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The HACC Minimum Data Set

All agencies funded under the HACC program are required to
collect information for the HACC Minimum Data Set regarding
individual clients, their circumstances, and the types and
level of assistance provided to them. Reporting under the
HACC Minimum Data Set helps build up a picture of different
types of clients, the areas in which they are located, and the
range of support they receive.
The data set records information about all HACC clients
state-wide, 70 per cent of whom are aged 70 years or older.
Unlike other collections covered by the QDC, HACC clients
may also be informal carers, i.e. people looking after elderly,
frail or younger disabled persons.
The CSTDA NMDS

The Commonwealth State and Territory Disability Agreement
National Minimum Data Set (CSTDA NMDS) records
nationally significant data items collected in all Australian
jurisdictions. It supports the annual collation of nationally
comparable data about CSTDA funded services, and is used
to obtain reliable, consistent data with minimal load on the
disability service.
Disability administrators in all Australian jurisdictions agree
on CSTDA definitions and oversee collection of nationally
consistent data.
Background to the CSTDA NMDS

Since 1994, CSDA MDS data was obtained using snapshot
collections. This provided funding bodies, funded agencies,
service users and other stakeholders with valuable
information about services delivered under the CSDA and
those receiving them, but information collected within this
narrow time frame was inevitably incomplete.
To overcome the limitations of snapshot collection, the
National Disability Administrators (NDA) working with the
Australian Institute of Health and Welfare (AIHW) began to
redevelop CSDA MDS collection in 1999. A Facilitation and
Implementation Group (FIG), comprising representatives
from State, Territory and Commonwealth departments and
funded agencies and service users, was established to
coordinate the re-development.
From mid-2002 the redeveloped CSDA MDS, now referred to
as the Commonwealth State Territory Disability Agreement
National Minimum Data Set (CSTDA NMDS), has sought to:
• establish a minimum national data set to meet critical
information needs across the disability field consistent
with other major data developments;
• integrate data collation with day-to-day operations of
agencies and funding departments and prevent
duplication of effort; and
• change from snapshot to ongoing full year collection.
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The redeveloped CSTDA NMDS collection has been

implemented throughout Australia, from 1 June 2002 for
Western Australian and in Commonwealth funded agencies
and October 2002 for all other State and Territory funded
agencies.
Current CSTDA NMDS requirements

The most significant change is that, for most DHS activity
types, funded agencies must provide information about all
service users throughout the year, rather than on a single
snapshot day.
This means that funded agencies need to collect and store
information on an ongoing basis.
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Other reference material

The QDC Data Guide is one of a range of documents relating to the QDC
information system. Other materials that may assist service providers using
the QDC information system are listed below.
QDC Data Transmission is critical for agencies or system developers

Specifications planning to modify their information system to
extract data in the correct format for import to
QDC Central Repository.
Used with the Data Guide, this document
provides a comprehensive view of the QDC data
file structure.
QDC Tool User Manual provides instructions for the installation,
initialisation and operation of the QDC Tool.
Policy and Funding of each division of the DHS describes the
Plans performance measures and associated counting
rules for the DHS activity types which they fund.
These plans are available to funded agencies
through regional agency liaison officers and the
internet.
CSTDA NMDS Data is available to all contributors and users of the
Dictionary CSTDA NMDS collection, either on the AIHW web
site (www.aihw.gov.au/disability) or on request
from jurisdictions. Essentially a technical
companion to the QDC Data Guide, it provides
detailed definitions for each data item. The data
elements described relate to the NMDS and
should always be referred to in conjunction with
the QDC Data Guide.
The dictionary is prepared in line with
international standards and is in the same
format as that of the National Community
Services and the HACC data dictionaries.
National Disability is included in the CSTDA NMDS Data Dictionary,
Services Information and provides a high level representation of the
Model interrelationships between data items and
concepts in the redeveloped CSTDA NMDS. The
model is an important tool in understanding and
retaining the logic of the data structures
underlying the redeveloped CSTDA NMDS
collection. A simplified version of this is provided
on page 24.
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HACC Data Dictionary contains definitions used in the application for

the HACC MDS data collection. The data
elements defined reflect what HACC program
managers consider the minimum information
requirements relating to client:
• characteristics (sex, age, indigenous status);
• circumstances (living arrangements and
informal carer);
• assistance received from the HACC (source of
referral, amount and type of assistance
received).
Some items in the dictionary have been modified
by and the differences noted in the HACC MDS
Guidelines.
Guidelines to the HACC this companion to the HACC Data Dictionary
MDS Version1.5 (Version 1) is a practical guide to collecting data
required by the HACC MDS. Effectively
superseding the HACC Data Dictionary, it
includes definitions of the data items and how to
code them.
HACC MDS Victoria provides technical guidelines for agencies that
Technical Guidelines have developed in-house or are using off-the
and Data Transmission shelf applications to record and report HACC
Standard (Victorian MDS items.
Version 1.5) Details on the HACC MDS Guidelines can be
viewed at:
www.health.vic.gov.au/agedcare/hacc/index.htm
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2. How to conduct your collection
Summary
Conducting a quarterly data collection involves the following
stages.
Stage 1 - Establish the scope of the QDC

Establish the DHS activity types and service users for which
your agency needs to collect information.
For details see page 16.
Stage 2 - Implement appropriate privacy practices

Ensure you have appropriate privacy principles and practices
in place.
Stage 3 - Establish the data items you need to collect

Determine which data items you need to collect based on the
DHS activity types your agency is funded to deliver.
Stage 4 - Collect the QDC information

Establish how you will record and collect the requested
information on an ongoing basis.
Stage 5 - Transmit the QDC information to DHS

At the end of each quarter, transmit the data collected to
DHS.
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Key terms you need to know

DHS activity This is the funding category through which services are provided
type to service users at a service type outlet. Where agencies are
funded via a service agreement with DHS, these activities should
be consistent with those contained in the agency’s service
agreement.
Funded agencies All agencies funded by DSD and PDRSS must submit data for
each service type outlet. HACC agencies wishing to use the QDC
Tool rather than the HACC E-form or HACC forms must also
submit data in accordance with this guide.
In house Computer systems developed or purchased by agencies to record
systems information about their service users and associated service
provision.
QDC Tool Computer application commissioned by DHS, i.e. DSD in
association with the PDRSS and HACC programs, to enable
participating agencies to record and submit their data
electronically each quarter.
Reference week Each quarterly reporting period contains a 7-day reference week
as follows:
• Quarter 1 from 24 to 30 September;
• Quarter 2 from 24 to 30 November;
• Quarter 3 from 25 to 31 March; and
• Quarter 4 from 24 to 30 June.
For Quarter 2 the reference week occurs in November to avoid
the collection of data over 25 to 31 December, as this may not
be a typical week. The concept of a reference week relates only
to information provided by DSD and PDRSS services. It does not
relate to HACC services.
Reporting period The quarterly period over which QDC data is collected. Quarters
for each financial year are as follows:
• Quarter 1 - July to September
• Quarter 2 - October to December
• Quarter 3 - January to March
• Quarter 4 - April to June
Service This is support delivered to a service user via DSD, PDRSS or
HACC programs. Services within the scope of the QDC are those
for which funding has been provided by DHS.
Service location A physical location from which services are delivered.
Service type A logical entity that links a DHS activity type to a service
outlet location. It refers to when a particular DHS activity type is
delivered at or from a discrete location. For example, where an
agency is funded to provide 17035 DSD-Recreation and 17010
DSD-Respite, it is deemed to operate two service type outlets,
each with a separate service type outlet code. Each service type
outlet must therefore collect and report data.
Service user A person who receives support from a service type outlet. A
service user may receive more than one DHS activity type over a
period of time or on a single day.
Snapshot day The last Wednesday of the financial year. Where service type
outlets are required to provide data in relation to service users,
they will also need to record which service users received
services on the snapshot day. This is to maintain consistency
with previous CSTDA National Minimum Data Set collections.
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1. Establish the scope of the QDC
Agencies funded by the Department of Human Services to

deliver DSD, PDRSS or HACC services must provide
information about:
• each DHS activity type they are funded to deliver; and
• all service users who receive support at each service
type outlet.
Some service type outlets are requested to provide
minimal service user details while others do not get asked
for these details (see page 25 below: Data items your
service type outlet needs to provide).
A funded agency may receive funding from multiple sources,
but for QDC purposes, only those services provided using
DHS funds should be recorded.
If service users can be identified as receiving funding from
the department via the agency, then only data on those
service users needs to be provided.
If it is not possible to do this, then record the data on service
users as a proportion of your total funding. For example, if
20 per cent of your total funding is from DHS, then use a
sample of 20 per cent of your service users.
In doing so, ensure that the service user data represents the
agency’s service user base. For example: do not report on all
males if the agency also provides services to females, or one
age group if there is service provision to all age groups, and
so forth.
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2. Implement appropriate privacy practices

The DHS is obligated to comply with Victorian privacy
legislation.
For the CSTDA Minimum Data Set, the AIHW is bound by
Commonwealth privacy legislation and also by privacy
provisions within its own legislation. The AIHW’s Ethics
Committee ensures that each database within the institute
complies with the relevant privacy legislation, particularly as
it concerns obtaining, storing and releasing information.
Accordingly, DHS and the AIHW must ensure that data
dissemination is carried out without compromising the
confidentiality of service users or funded agencies.
Informing service users about data collection

Each DHS funded agency is responsible for informing service
users about:
• the information being gathered about them;
• the purposes for which the information will be used;
• how their information is managed;
• who within the agency will routinely see their records,
and for what purpose;
• other organisations (such as DHS and AIHW) with
whom information is routinely shared and why;
• their right to access their information and amend it if
necessary.
Service users from each agency must be made aware that
their information, although not identifying them specifically,
is being transmitted to DHS and the AIHW, and that it will
only be used for statistical purposes. The information
collected will not be used to affect entitlements.
Privacy information brochures

There are three brochures, all available from the QDC
Helpdesk, that outline obligations, under Victorian privacy
legislation, of service providers participating in the QDC:
• The Service Provider Guidelines brochure outlines key
responsibilities under the Health Records Act. It is also
available online at www.dhs.vic.gov.au/qdc under the
heading Privacy.
• The Consent Guidelines brochure is available to assist
agencies with seeking consent from or on behalf of
service users. Also refer to data item U 006 Consent
received, and observe how the statistical linkage key
operates to protect the identity of service users (see
data items U 001 – U 005).
• The Client Information brochure is useful for agencies
that have not developed a privacy policy. It is available
in the ten most common languages spoken in Victoria,
in plain English and Braille, and is on the QDC website.
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Consent to data collection

Health Privacy Principle (HPP) 1.1 provides that an
organisation may only collect health information if it is
necessary for one or more of its functions or activities, and
the individual has consented to the collection.
Where consent is not given, HPP 1.1 allows certain
exceptions: namely, that data can be collected without
consent if it is de-identified or is used for the purpose of
funding, planning, monitoring and evaluation of health
services. Because both exceptions apply to the QDC
information system, agencies can legitimately provide data to
DHS under the terms specified by the QDC.
QDC data does not identify specific individuals. It is stored in
a separate database and is not linked with other databases
that would enable data to be traced back to an individual.
The identity of any individual to whom a parcel of QDC data
relates could not reasonably be ascertained from that data.
No service user consent to data collection

If a service user does not wish for information about them to
be forwarded to a third party such as DHS or AIHW, explain
the following:
• The information transmitted to DHS and AIHW does not
identify them (i.e. their name and address is not
forwarded).
• DHS and the AIHW abide by existing privacy legislation
and go to great lengths to ensure that a service user’s
identity cannot be established in any published material.
• Information about people using DSD, PDRSS or HACC
funded services is used to maximise the fairness with
which the program is delivered and has been used to
advocate for additional funds.
If a service user is still unwilling for their information to be
transmitted, record their objection as response 2 (No) in
data item U 006 Consent received. When this response is
selected, the data relevant to that service user is transmitted
but the statistical linkage key reads 999999999.
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3. Establish data items you need to collect

Refer to the appropriate table below to establish the data
items you need to collect.
Table 1 lists the range of data items that are required
from DSD service type outlets.
Table 2 lists the range of data items required from
PDRSS service type outlets.
Table 3 lists the range of data items required from
HACC service type outlets.
Within each table the data items are grouped in three

columns according to whether they relate to:
• the service type outlet
(column 1 - detailed in Sections 3 and 4 of this guide);
• the service user
(column 2 - detailed in Section 5 of this guide); and
• the services received by the service user
(column 3 - detailed in Section 6 of this guide).
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Table 1. Data items relevant to DSD funded agencies

Service type outlet Service user Service type received
See Sections 3 and 4 See Section 5 See Section 6
Key agency information Key outlet information Service received
Agency code Service type outlet code U069 Service start date
Key outlet information Statistical linkage key U070 Date service last received
U071 Snapshot date flag
Service type outlet code U001 Family name letters U072 Service exit date
Operating patterns U002 Formal given name letters U073 Reason for existing
U003 Date of birth
S01 AIHW service type U004 Birth date estimate flag Service hours
S02 Full quarter operation U005 Sex U075 Hours received
S03 Weeks per quarter U076 Hours received-sub-
S04 Days per week Service user consent
activity
S05 Hours per day U006 Consent
S06 Current capacity Carer
Staffing U007 Existence of carer
S08 Paid staff hours U008 Primary status
S09 Unpaid staff hours U009 Residency status
Amount of service U010 Carer/user relationship
U011 Age Group
S13 Number of service users
Culture and communication
Waiting list
U013 Indigenous status
S32 Waiting list: number U014 Country of birth
U015 Main language
U016 Interpreter required
U017 Communication method
Disability group
U018 Primary disability
U019 Other disability
Housing
U022 Living arrangements: usual
U026 Residential setting: usual
U027 Residential setting: postcode
Income/work
U031 Labour force status
U032 Main source of income
U033 Receipt of carer allowance
Participation (7 areas)
Support needs (9 areas)
Service use
U053 Individual funding status
U054 IPP create date
U056 IPP review date
U058 Client EFT
U059 Referral date
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Table 2. Data items relevant to PDRSS funded agencies

Service type outlet Service user Service type received
Key agency information Key outlet information Service received
Agency code Service type outlet code U069 Service start date
Key outlet information Statistical linkage key U070 Date service last received
U071 Snapshot date flag
Service type outlet code U001 Family name letters U072 Service exit date
Operating patterns U002 Formal given name letters U073 Reason for existing
U003 Date of birth
S01 AIHW service type U004 Birth date estimate flag Service hours
S02 Full quarter operation U005 Sex U075 Hours received
S03 Weeks per quarter U076 Hours received-sub-
S04 Days per week Service user consent
activity
S05 Hours per day U006 Consent
S06 Current capacity Carer
S07 Outlet type
U007 Existence of carer
Staffing U008 Primary status
S08 Paid staff hours U009 Residency status
S09 Unpaid staff hours U010 Carer/user relationship
S10 Staff engaged: direct U011 Age Group
S11 Staff engaged: indirect U012 Carer as PDRSS client
S12 Staff working overnight Culture
Amount of service U013 Indigenous status
S13 Number of service users U014 Country of birth
MSSH activities contact U015 Main language
Support groups U016 Interpreter required
U017 Communication method
Education/Training groups
Disability group
Waiting list
U020 Primary diagnosis
S31 Waiting list: existence U021 Additional diagnosis
S32 Waiting list: number
Housing
U023 Dependent children
U024 Living arrangements: entry
U025 Living arrangements: exit
U028 Residential setting: entry
U029a Residential setting: exit
U030 HBOS nomination rights
Income/Work
U031 Labour force status
U032 Main source of income
U033 Receipt of Carer Allowance
U034 Pension/benefit status
Support needs (9 areas)
Service use
U053 Individual funding status
U054 IPP create date
U056 IPP review date
U057 Program goals
U059 Referral date
U060 Referral source
U062 Reason for respite
U063 Nights in respite
U064 Nights in Resi Rehabilitation
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Table 3. Data items collected by HACC funded agencies

Service Type Outlet Service User Service type received
Key outlet information Service received
Service type outlet code U069 Service start date
Statistical linkage key U072 Service exit date
U074 Service cessation-reason
U001 Family name letters
U002 Formal given name letters Service hours
U003 Date of birth U075 Hours received
U004 Birth date estimate flag U076 Hours received-sub
U005 Sex activity
Service user consent HACC equipment
U006 Consent U077 Self care aids
Carer U078 Support and mobility aids
U079 Communication aids
U007 Existence of carer U080 Reading aids
U009 Residency status U081 Medical aids
U010 Carer/user relationship U082 Car modifications
Culture U083 Other
U014 Country of birth
U015 Main language
Housing
U029b Residential setting: exit
Income
U034 Pension/benefit status
Service use
U061 Referral source
U065 Client status
U066 Date of assessment
U067 Meals at centre
U068 Meals at home
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Simplified information model of the QDC data items
Service
user
Information updated regularly

Information entered once only
Carer arrangements
Communication method Birth date estimate flag
Diagnosis and disability (primary and other) Country of birth
Individual funding status Date of birth
Interpreter services required Indigenous status
Labour force status Letters of family name
Living arrangements Letters of formal given name
Main language Sex
Main source of income/benefit status
Postcode
Receipt of carer allowance (child)
Referral source
Residential setting
Service use
Support needs and participation
Services received Service type

outlet
For each specified service type received

Agency sector (J)
in the reporting period
AIHW service type (J)
Date service last received Amount of service data items
HACC equipment Days per week of operation
Hours received DHS activity type (J)
Main reason for cessation of service Full quarter operation
Service exit date Funded agency code (J)
Service start date Funding jurisdiction (J)
Snapshot date flag Hours per day of operation
Sub activity Service type outlet code (J)
Service type outlet postcode (J)
Service type outlet SLA (J)
Staff engaged and working overnight
Staff hours (reference week)
Waiting list
Weeks per quarter of operation
(J) Information provided by DHS rather
than the funded agency/service type
outlet.
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Data items your service type outlet needs to provide

The level of information a funded agency must provide varies
according to the DHS activity types delivered at their service
location.
The data items for each DHS activity type are summarised in
Table 4.
For example:
• if you are funded to provide 17016 DSD-Shared
supported accommodation, you are asked to provide
service user data but not items on hours received; or
• if you are funded to provide 17035 DSD-Recreation you
are only asked to provide some service user data items
and start and end dates of service; or
• if you are funded to provide 17024 DSD-Advocacy
services you are not asked to provide any service user
details.
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Table 4. Information requested by DHS activity type

DHS activity type Service type Service user Services
outlet received
DSD
17017 DSD-Congregate care Yes Yes Yes – but
17016 DSD-Shared supported accommodation hours of
service
provided not
required
17203 DSD-Transitional accommodation support Yes Yes Yes
17008 DSD-Accommodation outreach support Yes Yes Yes
17200 DSD-Home first
17052 DSD-Family options
17022 DSD-Day programs Yes Yes Yes
17201 DSD-Futures for young adults
17023 DSD-Independent living training
17082 DSD-Community options
17083 DSD-Moving ahead
17035 DSD-Recreation Yes No No
17999 SRV-Recreation (funded by SRV) except for except for
SLK, disability start and end
condition and dates of
postcode service
17028 DSD-Case management Yes Yes Yes
17034 DSD-Flexible support packages
17081 DSD-Individualised support packages
17026 DSD-Behaviour intervention services Yes Yes Yes
17006 DSD-Criminal justice services
17042 DSD-Therapy
17010 DSD-Respite Yes Yes Yes
17024 DSD-Advocacy services Yes No No
17033 DSD-Information services
17044 DSD-Intake and response
17053 DSD-Peak organisations Yes except No No
17061 DSD-Building inclusive communities number of
17064 DSD-Training and development service users
17080 DSD-System support and innovation
PDRSS
15038 PDRSS-Residential rehabilitation Yes Yes Yes – but
15055 PDRSS-Supported accommodation hours of
service
provided not
required
15034 PDRSS-Home based outreach support Yes Yes Yes
15035 PDRSS-Psycho social rehabilitation day programs
15037 PDRSS-Planned respite
15036 PDRSS-Mutual support/Self-help/Information/Advocacy Yes No No
15263 PDRSS-Carer support
HACC
13015 HACC-Linkages packages No Yes Yes
13024 HACC-Assessment & Care
13025 HACC-Personal care
13026 HACC-Home care
13027 HACC-Respite (home and community)
13028 HACC-Respite (overnight)
13056 HACC-Planned activity group: core
13057 HACC-Planned activity group: high
13063 HACC-Volunteer coordination
13094 HACC-Nursing
13096 HACC-Allied health
13099 HACC-Property maintenance
13097 HACC-Delivered meals No Yes No
For detailed descriptions of each DHS activity type see Yes: All data items in the column are required
Divisional Policy and Funding Plan 2003-2006. No: No data items in column are required.
Agencies funded for 17025 Aids and Equipment and 17051 If some data items are required, they are
Service Quality use existing data collection processes rather indicated as ‘No–except…’ or ‘Yes-but…’.
than QDC.
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4. Collect the QDC information

Data must be provided for each service type outlet
The concept of the service type outlet underpins the QDC. A
service type outlet may be defined as one DHS activity type
delivered from a discrete location.
An agency may be funded to deliver one or more DHS
activity types through one or more service locations (see
Glossary definition on page 191). For example, an agency
funded by DSD to provide 17016 DSD-Shared supported
accommodation and 17010 DSD-Respite from one location is
deemed to operate two service type outlets. Another agency
funded to provide 17016 DSD-Shared supported
accommodation in three separate locations would be deemed
to operate three service type outlets.
Agency structure is discussed in detail in section 4.
Agencies must provide appropriate data returns for all
service type outlets in order to avoid, for example, under-
estimating respite service provision, or providing incorrect
information about the geographic distribution of shared
supported accommodation facilities in Victoria.
Data must be recorded on an ongoing basis

Agencies must complete their data returns ahead of QDC
closure dates (see page 30).
Where possible, they should collect and record QDC data on
an ongoing basis, preferably as part of service delivery
processes rather than as a separate data entry task
undertaken at the end of each quarter.
Collecting data on paper or electronically

Although QDC reporting requirements vary according to the
DHS activity type (see table 4), you generally need to
collect:
• Service type outlet data for each DHS activity type your
agency is funded to provide, and
• Service user data for every service user accessing each
service type outlet.
Options for collecting information about your service type
outlets and service users include:
• entering it into the QDC Tool;
• extracting it from an in house agency information
system in a compatible format (XML);
• entering it on paper forms.
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Collecting data electronically

QDC Tool
The QDC Tool is a software application that is provided free
to agencies by DHS.
When you use the QDC Tool, only questions that are relevant
to service users receiving particular DHS activity types are
asked. It is important to answer every question displayed for
each service user.
Once a service user’s demographic details are entered into
the application, these need only be updated each quarter.
This reduces the administrative effort of collecting this
information quarterly.
In House information system

Agencies may have their own software solutions in place or
may be using off-the-shelf software to collect service user
information. Such agencies can use their own systems to
transmit this data to DHS, provided it is in the appropriate
format.
The QDC Data Transmission Specification outlines what is
needed to ensure your system transmits the data in line with
QDC requirements.
Collecting data on paper

Who can use paper forms?
Paper forms are available for DSD services only.
They are not available for PDRSS services.
• Further references to paper forms within this guide do
not apply to PDRSS.
• HACC agencies that wish to submit data using paper
forms should use existing HACC processes.
Types of paper forms

There are Service Type Outlet and Service User forms.
• A Service Type Outlet form must be completed for each
• A Service User form must be completed for every
service user accessing each service type outlet.
Paper forms are generic in that they list every question
within the QDC, but are specific to each quarter. When filling
out paper forms be sure to read each question carefully.
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If multiple service type outlets are accessed

If a service user accesses multiple service type outlets in
your agency:
• each service type outlet may complete separate Service
User forms for that service user; or
• the agency may photocopy a standard version of the
form with all necessary data items completed;
A copy can then be provided to each service type outlet
to complete service type outlet code and data items
that relate to it specifically.
Parts of the Service User form that can be photocopied are:
• Culture and Communication
• Living arrangements/Housing
• Carer
• Disability group
• Participation
• Support needs, and
• Income and work.
Parts of the Service User form that cannot be photocopied
and must be entered by each service type outlet accessed by
every service user are:
• Service type outlet information
• Service user consent
• Statistical linkage key
• Service use
• Service received by service user, and
• Hours received by service user.
Example
An agency funded to deliver 17016 DSD-Shared supported
accommodation and 17010 DSD-Respite services from one
location, must complete the following.
If using the QDC Tool:
• complete statistics for both service type outlets:
one delivering 17016 DSD-Shared supported
accommodation and one delivering 17010 DSD-
Respite; then record characteristics for each service
user once and information about the services they
received.
If using paper forms:
• complete a separate Service Type Outlet form:
one for 17016 DSD-Shared supported accommodation
and one for 17010 DSD-Respite; and complete a
separate Service User form for each person who
received a service from each of the service type
outlets, even if the same service user received support
from both service type outlets.
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Key dates for reporting - 2003 to 2006

The QDC data that you have collected for each quarter must
be transmitted to DHS within 7 days of the end of the
quarter.
Agencies need to return data on the following dates:
For 2003-04
Quarter Months Closure date
1 July – September 2003 Tuesday 7 October 2003
2 October – December 2003 Wednesday 7 January 2004
3 January –March 2004 Wednesday 7 April 2004
4 April – June 2004 Wednesday 7 July 2004
For 2004-05
1 July – September 2004 Thursday 7 October 2004
2 October – December 2004 Friday 7 January 2005
3 January – March 2005 Thursday 7 April 2005
4 April – June 2005 Thursday 7 July 2005
For 2005-06
1 July – September 2005 Friday 7 October 2005
2 October – December 2005 Monday 9 January 2006
3 January – March 2006 Friday 7 April 2006
4 April – June 2006 Friday 7 July 2006
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5. Transmit the QDC information to DHS

Data must be transmitted to DHS before the closure date
(indicated above) at the end of each quarter.
Sending files electronically (QDC Tool or in-house)

Agencies with access to the Internet can transmit data to
DHS via the DHS Secure Data Exchange (SDE). Otherwise it
can be copied onto a floppy disk or CD ROM that can then be
sent to DHS by registered mail.
Agencies with in-house systems that wish to use the SDE
must contact the QDC Helpdesk to obtain a username and
password.
The in-house system should be modified to allow for one of
two possible means of connection to the SDE:
Automatic in which a CURL script is integrated into the
export module to manage the connection
transmission and termination of the link, or
Manual in which a standard web browser is used.
For detailed information see the QDC Data Transmission

Specifications.
Sending paper forms

Paper forms are sent to DHS by reply paid post.
In the quarterly mail-out a reply paid address sticker and
envelopes are provided along with all required forms.
Sending paper forms or data disks to:

QDC Helpdesk
Disability Services Division
Level 19A 555 Collins Street
Melbourne VIC 3000
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3. Agency administrative data

Data is collected by service type outlet
The QDC information system collects data by service type
outlet.
Each DHS activity type delivered from a location is allocated
a service type outlet code and for the purpose of the QDC
collection process is treated as a separate identity. For
example, where an agency is funded to provide 17035 DSD-
Recreation and 17010 DSD-Respite, it will be known to
operate two service type outlets, each given a separate code
and each having to complete separate service type outlet
information.
The following diagram shows an agency that delivers services
to the community from three different locations. Note that
service locations 1 and 3 both offer respite and home care.
This agency has seven service type outlets:
• four at service location 1,
• one at service location 2 and
• two at service location 3.
DHS requires that data be returned for each of these seven
service type outlets.
Agency
Service Location 1 Service Location 2 Service Location 3
Psycho-social Day Programs

Respite Recreation Home Care Respite Home Care
rehab
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Counting brokerage services

What is brokerage?
Brokerage refers to when an agency funded by DHS to
deliver services pays a third party to assist with the service
delivery. It is the responsibility of the DHS funded agency to
collect and report data for the QDC even when it brokers
another agency to deliver the services.
The location where funds are administered by the DHS
funded agency is the service location of the brokerage
activities.
This does not, however, apply to 17028 DSD-Case
management.
Reporting brokerage services

To include brokerage services for the purposes of the QDC,
consider this example.
An agency is funded to provide day program services.
The agency directly delivers day programs from location A
and location B, and also brokers some day program services
to various third parties (e.g. another agency, hire of sport
venues).
Although the brokered services occur elsewhere, the
administration of the brokered day programs occurs at
location A. This means the agency has two service type
outlets for day programs not three: one at location A and one
at location B. For the purpose of the QDC, there is no
distinction made between directly delivered and brokerage
services for an agency.
Coordination
Coordination refers to when an agency is funded to assist
people find an agency that will deliver the service they need.
An agency may also be funded to provide coordination of
services, such as respite.
In this instance, the agency does not report on the services
received by the client. This is the responsibility of the DHS
funded agency providing the service.
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The QDC Central Repository

The QDC Central Repository contains details of your agency,
the locations where services are provided, the type of
services provided at each location and contact details.
The repository compares the agency structure with the
structure in the quarterly export file generated by the QDC
Tool, by in-house systems or by paper forms. If a difference
is detected, the quarterly export file cannot be imported. It is
critical therefore that the agency structure recorded is
exactly the same as that in the repository.
Service providers must notify the QDC Helpdesk of any
changes to their agency structure in order for the repository
to be as up-to-date as possible.
Agency administrative information

As part of the implementation of the QDC information
system, DHS provided administrative information in order to
describe the hierarchical structure of each agency.
The information provided from the QDC Central Repository
covers items relating to:
• Agency details
(Code, name, street and postal address, and details of
contact person)
• Location details
(Code, name, street and postal address, and details of
contact person)
• Service type outlet details
(Code, name and DHS activity type).
The data referred to in this section will be provided from the
It is the responsibility of agencies to verify that the
information is correct. Processes for amendments are
detailed in section 3, page 47.
Changes to agency administrative information

Service providers using the QDC Tool are sent an
Agency_Export file to modify agency data contained in the
application. Service type outlets returned by an agency in
each quarterly data file match those contained in the QDC
Central Repository.
Notification of changes to agency and location contacts is
important because it ensures that the department is
providing information, either via post or email, to the
appropriate person in your organisation.
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Agency details
Key agency details
Agency code
Definition: The unique number identifying each funded agency

participating in the QDC.
Classification: Numeric or alpha-numeric (maximum 15 characters)
Guide for use: This number is used for QDC data transmission. It is not
the same as the agency’s SAMS ID supplied through your
service agreement with DHS.
Where activities are delivered directly by DHS regional
offices, each region is allocated its own agency code.
Why is this data collected?
Agency codes need to be identified separately from the
service type outlet code to allow organisations running
more than one service type outlet to collate the data at
the agency level.
Agency name
Definition: Name of the agency as per the service agreement.
Classification: Text
Guide for use: The agency name should be identical to that which
appears on the agency’s service agreement with DHS.
Where the agency is a DHS regional office, the agency
name is the name of the region.
Handling changes
Changes to the agency name following, for example,
mergers or changes in business registration details,
should be forwarded to the QDC Helpdesk (see Process for
amendment, on page 47), and to the relevant regional
agency liaison officer, so that records can be updated.
To ensure that analysis and grouping of the data collected
is accurate.
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Agency sector
Definition: The type of government or non-government sector to

which the funded agency belongs.
Classification: 1 Government: Commonwealth
2 Government: State/Territory
3 Government: Local
4 Non-Government: Income tax exempt (charity)
5 Non-Government: Non-income tax exempt
Guide for use: Where a service type outlet has a formal relationship with
a higher level funded agency then the agency sector of the
higher level funded agency should generally be recorded.
Income Tax Exempt

Income Tax Exempt Charities are those endorsed by
the Australian Taxation Office (ATO) as being exempt from
income tax. Such charities do not have to lodge income
tax returns unless specifically requested to do so by the
ATO. For more details check the ATO’s website at
http://www.ato.gov.au.
Non income tax exempt charities are those not
endorsed by the ATO as being exempt from income tax.
Handling changes
This information was initially provided by DHS. Changes
amendment, on page 47), and to the regional agency
liaison office, so records can be updated.
To enable comparison of funding provided to government
and non-government sectors, and to compare and analyse
funding between and within these sectors.
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Agency address (street)
Agency address (street address), suburb, state, postcode
Definition: The street address, suburb, state and postcode of the

agency.
Classification: Text (address and suburb)
Code (state)
Numeric (four digit postcode)
Guide for use: For funded agencies, the street address should reflect that
of the agency’s Victorian head office.
For DHS regions (i.e. internally delivered services), the
location should be the primary location of the regional
office. If more than one regional office location exists, the
location should be that of the Regional Director.
Street address
Two lines have been made available for recording the
street address.
A physical location must be identified in the street
address as postal addresses are recorded elsewhere: see
below: Agency address (postal).
The suburb and postcode should be that recorded by
Australia Post.
Handling changes
To facilitate communication with agencies about the QDC
and other related issues.
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Agency address (postal)
Agency address (postal address), suburb, state, postcode
Definition: The postal address, suburb, state and postcode of the

agency.
Code (state)
Guide for use: For funded agencies, the postal address should reflect that
of the agency’s Victorian head office.
For DHS regions (i.e. internally delivered services), the
postal address should be that of the Regional Director.
Postal address
Two lines have been made available for recording the
postal address.
Australia Post.
Handling changes
To allow mailing lists to be generated for communicating
with agencies about the QDC and other related issues.
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Agency contact person
Agency contact salutation, given name, family name, position
Definitions: Salutation, given name, family name and position of the

agency’s contact person.
Guide for use: The contact details in this section should refer to the
responsible party for the agency, i.e. the signatory of the
service agreement with DHS as recorded on the Service
Agreement Management System (SAMS).
Handling changes
Agency contact phone, contact fax, contact email

Definition: Email address, and telephone and facsimile numbers for
the agency contact person.
Guide for use: The contact details in this section should refer to the
responsible party for the agency, i.e. the signatory of the
service agreement with DHS as recorded on the Service
Agreement Management System (SAMS).
Handling changes
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Location details
Key location details
Location code
Definition: This is a unique number identifying locations involved in

the QDC.
Classification: Number (maximum 15 characters)
Guide for use: This is an identification number DHS allocates to locations
where service type outlets deliver services.
Location name
Definition: Name of the location, as used by the agency.
Guide for use: The name may describe the building, department or
agency from which DHS activity types are delivered.
• If more than one DHS activity type is delivered at a
service location, the location name applies to all DHS
activity types delivered there.
• If no location name is specified, this item will default to
display Location suburb + Location street address.
Handling changes
To enable data to be merged into regions for catchment and
service delivery analysis.
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Location address
Location address (street address), suburb, state, postcode
Definition: The street address, suburb, state and postcode of the

location.
Code (state)
Guide for use: A physical location must be identified. A postal address is
not sufficient.
Australia post
Which address to use

The address should be that from which services are
delivered. Unless services are actually delivered from the
head office of the agency, it will generally differ from the
address recorded in the agency address items.
If the DHS activity type is provided in the service user’s
home, the location address should be the administrative
base from which the service type outlet operates, not the
address of the service user.
If recreation services are provided in various locations, the
location address should be the administrative base from
which the service type outlet operates.
Handling changes
To enable data to be merged into regions for catchment
and service delivery analysis; and to allow mailing lists to
be generated for communicating with agencies about the
QDC and other related issues.
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Location contact person
Location contact salutation, given name, family name, position
Definitions: Salutation, given name, family name and position for the
contact person at the location.
Guide for use: Contact details in this section should refer to the person
responsible for QDC data at the location.
Where there is more than one service type outlet at a
location then the contact person should be an individual
who can respond to queries relating to the range of
service type outlets operating there.
Handling changes
This information will be supplied to agencies by DHS.
Changes should be forwarded to the QDC Helpdesk (see
Process for amendment, on page 47), and to the regional
agency liaison office, so records can be updated.
Location contact phone, fax, email

Definitions: Email address, telephone and fax numbers for the contact
person at the location.
Guide for use: Contact details in this section should refer to the person
responsible for QDC data at the location.
Where there is more than one service type outlet at a
location then the contact person should be an individual
who can respond to queries relating to the range of
service type outlets operating there.
Handling changes
This information will be supplied to agencies by DHS.
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Service type outlet details
Key service type outlet details
Service type outlet code
Definition: This is a number identifying each service type outlet.

Classification: Number (maximum 15 characters)
Guide for use: A service type outlet is defined as the combination of a
DHS activity type and a discrete location. Each service
type outlet has a unique code.
Where an agency delivers a certain DHS activity type from
multiple locations, each separate location is considered to
be a separate service type outlet and is required to have
its own service type outlet code number.
Where two or more different DHS activity types take place
at the one location, each DHS activity type being delivered
at that location must have its own service type outlet
code.
Service type outlet name
Definition: Name of the service type outlet.

Guide for use: If no name is specified this data item defaults to the
combination of DHS Activity Name + Location name.
If a specific service type outlet name is needed, advise the
QDC Helpdesk, otherwise the default name is used.
Handling changes
To enable analysis of service types delivered in various
geographic locations.
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DHS activity type
Definition: As funded by DSD, PDRSS and HACC.

Classification:
13009 HACC Nursing – non Blair 2000
13015 HACC Linkages packages
13024 HACC Assessment & care management
13025 HACC Personal care
13026 HACC Home care
13027 HACC Respite (home and community)
13028 HACC Respite (overnight)
13056 HACC Planned activity group: core
13057 HACC Planned activity group: high
13063 HACC Volunteer coordination
13094 HACC Nursing Blair 2000
13096 HACC Allied health
13097 HACC Delivered meals
13099 HACC Property maintenance
15034 PDRSS Home based outreach support

15035 PDRSS Psycho social rehabilitation day programs
15036 PDRSS Mutual support/Self-help/Information/Advocacy
15037 PDRSS Planned respite
15038 PDRSS Residential rehabilitation
15055 PDRSS Supported accommodation
15263 PDRSS Carer support
17006 DSD Criminal justice services

17008 DSD Accommodation outreach support
17010 DSD Respite
17016 DSD Shared supported accommodation
17017 DSD Congregate care
17022 DSD Day programs
17023 DSD Independent living training services
17024 DSD Advocacy services
17025 DSD Aids & equipment
17026 DSD Behaviour intervention services
17028 DSD Case management
17033 DSD Information services
17034 DSD Flexible support packages
17035 DSD Recreation
17042 DSD Therapy
17044 DSD Intake and response
17052 DSD Family options
17053 DSD Peak organisations
17061 DSD Building inclusive communities
17064 DSD Training and development
17080 DSD System support and innovation
17081 DSD Individualised support packages
17082 DSD Community options
17083 DSD Moving ahead
17200 DSD Home first
17201 DSD Futures for young adults
17203 DSD Transitional accommodation support
17999 DSD SRV-Recreation
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Guide for use: This information is based on an agency’s Service

Agreements with the DHS.
The DHS activity type determines the type of information
that service type outlets need to provide regarding the
service type outlet and service users.
Detailed definitions for the above classification can be
found in Appendix 1 or the relevant divisional Policy and
Funding Plan 2003-06.
Handling changes
Agencies should verify the information provided. Changes
To enable analysis of service types received by different
groups of service users and in various geographic
locations.
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Process for amendment

All data elements listed in section 3 are provided by DHS
either on paper forms or as electronic files for those using
the QDC Tool.
The data they contain needs to be verified by agencies. It is
important to ensure that this information is complete and
accurate.
Where changes to the administrative data are required,
agencies must advise DHS so that the QDC Central
Repository can be updated to reflect the agency structure
accurately.
Changes by funded agencies

Funded agencies can contact the QDC Helpdesk, either by
phone (1800 352 561) or email (QDChelp@dhs.vic.gov.au),
with the information that is to be amended.
The QDC Helpdesk will update the QDC Central Repository
and notify you of the changes.
DHS will, for funded agencies using:
QDC Tool email an updated Agency_Export file.
In house send an email listing the structure of the
systems agency.
Paper forms print the changes in the next quarter’s paper
forms.
Changes by DHS regions

For DHS regions, notify your regional QDC contact person.
They will then coordinate any changes required and provide
these to the QDC Helpdesk so that the QDC Central
Repository is amended.
For DHS regions using:
QDC Tool an updated Agency_Export file will be emailed
to the regional QDC contact
DISCIS CSA will make the changes to reflect those in
the QDC Central Repository.
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4. Data items – Service type outlet

Each service type outlet must provide information relating to
its operation.
The data collected will allow for:
• better understanding of the patterns of service delivery;
• an analysis of staffing input; and
• indications of requirements for each DHS activity type.
The information must be completed for every service type
outlet that deliver DSD or PDRSS services funded by DHS. It
will provide an accurate understanding of the way in which
the various types of services operate.
Service type outlets that deliver HACC funded services do not
need to collect any of this information.
Referencing of data items

To help with referencing, data items relating to service type
outlet will be identifiable by an S, followed by a unique
number and a definition, e.g. data item S 03, Weeks per
quarter of operation.
Data collected for service users

The following data is collected for service type outlets:
S 01 – S 07 Operating patterns
S 08 – S 12 Staffing
S 13 – S 30 Amount of service
S 31 – S 32 Waiting list
Layout of data item profile

Information about each data item is structured as follows:
Data item number and name
Relevant to: whether it is relevant to DSD, PDRSS or HACC
Question: associated question for the data item
Definition: definition of the data item
Classification: list of possible responses to the data item
Guide for use: advice on how to record information correctly
Why is this data collected? how the collected data will be used.
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Operating patterns
S 01 - AIHW service type
Relevant to: DSD, PDRSS

Question: What is your AIHW service type classification – as supplied
by DHS?
Definition: The national classification relating to the support activity
that DHS has funded the service type outlet to deliver.
Classification: Includes:
1 Large residential/institution, over 20 people, 24 hr care
2 Small residential/institution, 7-20 people, 24 hr care
3 Hostels, generally not 24 hr care
4 Group homes, less than 7 people
5 Attendant care/personal care
6 In-home accommodation support
7 Alternative family placement
8 Other accommodation support
9 Therapy support for individuals
10 Early childhood intervention
11 Behaviour/specialist intervention
12 Counselling (individual/family/group)
13 Regional resource and support teams
14 Case management, local co-ordination and development
15 Other community support
16 Learning and life skills development
17 Recreation/holiday programs
18 Other community access
19 Own home respite
20 Centre-based respite/respite homes
21 Host family respite/peer support respite
22 Flexible/combination respite
23 Other respite
24 Advocacy
25 Information/referral
26 Combined information advocacy
27 Mutual support/self-help groups
28 Print disability/alternative formats of communications
29 Research and evaluation
30 Training and development
31 Peak bodies
32 Other support services
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Guide for use: The AIHW classification for each service type outlet has
been determined by DHS and is provided with
documentation specifying each service type outlet’s code,
DHS activity type and location details.
AIHW classifications
Check which AIHW definition your service type outlet has
been allocated by DHS as part of the registration process.
The respective classifications are shown in Tables 5a and
5b on the following pages. Detailed definitions of the
classifications can be found in Appendix 2.
Matching DHS activity type with AIHW classification

If your service type outlet DHS activity type matches the
AIHW definition in Tables 5a or 5b and you feel this is
appropriate, enter the same AIHW classification allocated
to you by DHS.
If you feel that a different AIHW classification would be
more appropriate, enter your choice of AIHW service type
selected from the relevant list.
More than one match

In most instances there is a one-to-one match between
DHS activity type and AIHW classification.
Where a service type outlet matches more than one AIHW
category, the category you supply should be the one that
accounts for the majority of the services provided by that
To enable analysis and description of the types of services
being received by different groups of service users in
different geographic locations.
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Table 5a. Possible AIHW classification for DSD activity types

DSD activity types AIHW definitions
17017 DSD-Congregate care 1 Large residential institution
2 Small residential institution
17016 DSD-Shared supported accommodation 3 Hostels
4 Group homes
17008 DSD-Accommodation outreach support 6 In-home accommodation support
17200 DSD-Home first 5 Attendant or personal care
6 In-home accommodation support
17052 DSD-Family options 7 Alternative family placement
17023 DSD-Transitional accommodation 8 Other accommodation support
support
17042 DSD-Therapy 9 Therapy services for individuals
17026 DSD-Behaviour intervention services 11 Behaviour specialist intervention
17006 DSD-Criminal justice services 11 Behaviour specialist intervention
17044 DSD-Intake and response 25 Information/referral
17028 DSD-Case management 14 Case management, local co-ordination &
development
17034 DSD-Flexible support packages 14 Case management, local co-ordination &
Short Term Assistance Package development
Intensive Support Package
Assisted Community Living Package
Early Choices
Making a Difference
Continuity of Care
Family Choices
ABI Packages
Family options
17022 DSD-Day programs 16 Learning and life skills
17023 DSD-Independent living training 16 Learning and life skills
services
17201 DSD-Futures for young adults 16 Learning and life skills
17035 DSD-Recreation 17 Recreation/holiday programs
17999 SRV-Recreation 17 Recreation/holiday programs
26 Combined information advocacy
17010 DSD-Respite
In home respite 19 Own home respite
Facility-based respite 20 Centre-based respite/respite homes
Other flexible respite 22 Flexible combination respite
Community access respite 22 Flexible combination respite
Coordination respite 25 Information/referral
17024 DSD-Advocacy services 24 Advocacy
17033 DSD-Information services 25 Information/referral
17064 DSD-Training development and 30 Training and development
innovation
17053 DSD-Peak organisations 31 Peak bodies
17061 DSD-Building inclusive communities 32 Other Support Services
17080 DSD-System support and innovation 32 Other Support Services
17081 DSD-Individualised support packages 14 Case management, local co-ordination &
development
17082 DSD-Community options 16 Learning and life skills
17083 DSD-Moving ahead 16 Learning and life skills
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Table 5b. Possible AIHW classification for PDRSS activity types

PDRSS activities AIHW definitions
15038 PDRSS-Residential rehabilitation 8 Other accommodation support
15055 PDRSS-Supported accommodation 8 Other accommodation support
15034 PDRSS-Home base outreach support 6 In-home accommodation support
15035 PDRSS-Psychosocial rehabilitation day 16 Learning and Life Skills Development
programs 18 Other community access
15037 PDRSS-Planned respite
In home respite 19 Own home respite
Residential respite 20 Centre-based respite/respite homes
Non residential community activities 22 Flexible combination respite
Individually tailored additional 22 Flexible combination respite
services
15036 PDRSS-Mutual support/Self- 25 Information/Referral
help/Information/Advocacy 26 Combined information/advocacy
27 Mutual support/self-help
15263 PDRSS-Carer support 25 Information/Referral
26 Combined information/advocacy
27 Mutual support/self-help
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S 02 - Full quarter of operation

Question: Has this service type outlet operated for the whole of the
current quarter?
Definition: Whether the service type outlet been funded for the full
quarter.
Classification: 1 Yes
2 No
Guide for use: This data item aims to record whether your service type
outlet has operated for the whole of the quarter, e.g. for
Quarter 2, from 1 October to 31 December.
Record weeks, days and hours separately

Do not record weeks or days of operation of the service
type outlet. Record separately the weeks per quarter,
days per week and hours per day your service type outlet
normally operates across the quarter (items S 03 to S
05).
If a service type outlet does not operate for full quarter

If a service type outlet received funding in December but
intends to operate for 13 weeks per quarter, record No for
this item, and record 13 for data item S 03 (weeks per
quarter of operation).
A funded agency may be funded for the full quarter but
only operate for the school holiday period, e.g. 2 weeks. If
this or a similar situation applies to your service type
outlet, indicate that you are funded for the full quarter,
and in item S 03 specify the number of weeks you actually
operate.
To help determine patterns of service provision over a
quarter and understand the variations between actual
operational data and reference period data.
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S 03 - Weeks per quarter of operation

Question: How many weeks per quarter does this service type outlet
usually operate?
Definition: The number of weeks per quarter that the service type
outlet is usually operational for provision of service
(not the number of weeks staffed).
Classification: 1 -13 The actual number of weeks per quarter
90 No regular pattern of operation through a quarter.
Guide for use: This data item is seeking information about the usual
weeks of operation of a service type outlet. For example, if
a service type outlet received funding from December but
intends to operate for the next quarter, record 13 for this
item, and record No for data item S 02 Full quarter of
operation.
Actual number of weeks per quarter

A service type outlet is considered to be operating
whenever service is provided to service users (e.g. if your
service type outlet closes for only two weeks over the
Christmas period you should indicate that you operate for
11 weeks for that quarter).
If operational for the whole quarter record 13.
Indicate the number of weeks of operation in a quarter,
rounded up to the nearest whole week.
No regular pattern of operation through a quarter

Where a service type outlet does not have a regular
pattern of operation during a quarter, record 90. This may
eventuate where programs are offered on demand; for
example, a recreation or holiday program that is offered
only if sufficient numbers are available.
Data items S 03 to S 05
These items are asking about the amount of time the
service type outlet is generally open for service provision
to service users, not the amount of time it is staffed.
Provide information about total number of staff hours
allocated to service type outlets in items S 08 and S 09.
To gain a greater understanding of patterns of service
delivery.
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S 04 - Days per week of operation

Question: How many days per week does this service type outlet
usually operate?
Definition: The number of days per week that the service type outlet
is usually operational for provision of service during
the quarter (not the number of days staffed).
Classification: 1–7 The actual number of days per week
90 No regular pattern of operation through a week
Guide for use: A service type outlet is considered to be operating
whenever service is provided to service users. If your
service type outlet is open for 4 days per week for service
provision to service users and 1 day per week for
management or administration, then your service type
outlet operates 4 days per week.
Actual number of days per week

Indicate the number of days of operation within a usual
week, rounded up to the nearest whole day.
No regular pattern of operation through a week

Where there is no regular pattern of operation through a
week, record 90. This may occur when an after hours
service is offered to a service user: the service type outlet
may operate normal office hours Monday to Friday, but
has staff on call outside these hours.
delivery.
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S 05 - Hours per day of operation

Question: How many hours per day does this service type outlet
usually operate?
Definition: The number of hours per day that the service type outlet
is usually open for the provision of service during the
quarter (not the number of hours staffed).
Classification: 1–24 The actual number of hours per day
90 No regular pattern of operation through a day
Guide for use: A service type outlet is considered to be operating
whenever service is available to service users. For
example, if your service type outlet is staffed between the
hours of 9am-5pm but is only available for service users
between 10am-3pm you should indicate that you operate
for 5 hours per day not 8 hours per day.
Service type outlets that provide facility-based
accommodation (e.g. group homes) should record their
hours as 24 per day if the service users reside in the
facility on an ongoing basis and can access the facility at
any time, even though the facility may not be staffed
during parts of the day.
If service users are not able to stay in the residential
facility during certain hours, the facility is not considered
to be open or operating during these hours.
Actual number of hours per day

Indicate the number of hours of operation in a usual day,
rounded up to the nearest whole hour. Do not provide the
number of hours per week.
No regular pattern of operation through a day

Service type outlets that have no regular daily pattern of
operation, or which have different weekday and weekend
patterns, should record 90. This applies to service type
outlets operating flexible hours, with on call or sleepover
duties.
delivery.
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S 06 - Current capacity

Required for service type outlets delivering:
DSD activity types
• 17010 DSD-Respite
• 17016 DSD-Shared supported accommodation
PDRSS activity types
• 15037 PDRSS-Planned respite
• 15038 PDRSS-Residential rehabilitation
• 15055 PDRSS-Supported accommodation
Question: What is the capacity of this service type outlet?
Definition: The number of beds or places that are available within
your service type outlet, i.e. occupied and vacant, at the
end of the reference week for the quarter.
Classification: 1 - 999
Guide for use: Indicate the total number of beds or places, even if they
are not in use.
To facilitate planning of services in line with demand and
assist with the identification of areas where growth should
be supported.
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S 07 - Outlet type
Relevant to: PDRSS

Required for service type outlets delivering:
• 15038 PDRSS- Residential rehabilitation
Question: What type of residential rehabilitation program is provided
at this service type outlet?
Definition: 15038 PDRSS-Residential rehabilitation applies for short to
long-term residential facility based accommodation
provided to people with high needs and where staff
support is provided.
Classification: 1 Young Persons Residential rehabilitation Program
2 Long Term Residential rehabilitation Program
Guide for use: Activities that may be associated with, but are not limited
to 15038 PDRSS-Residential rehabilitation include:
• providing individualised support to residents;
• assisting with accessing community services;
• developing or maintaining skills for daily living;
• providing opportunities for social or recreational
activities;
• providing opportunities for employment;
• developing an exit plan; and
• co-ordinating care.
Young Persons Residential rehabilitation Program

This program provides rehabilitation and support to young
people aged 16-25 years that have a mental illness. The
program helps them to develop the necessary living and
social skills to live independently.
To distinguish between the type of 15038 PDRSS-
Residential rehabilitation offered at your service type
outlets.
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Staffing
S 08 - Paid staff hours (reference week)

Question: What were the total hours worked by paid staff (including
contracted staff) on behalf of this service type outlet in the
7-day reference week for the quarter?
Definition: The actual total of all hours worked by paid staff,
including contracted staff, on behalf of the service type
outlet, for the 7-day reference week.
Paid staff can be employed on a permanent, part-time or
casual basis and can be contract staff who receive a salary
while contributing to the provision of a service.
Classification: 0–9999 paid hours worked
Guide for use: Generally the reference week consists of the last 7 days of
the quarter. An exception is made for Quarter 2 because
activity in the last week of December is not typical of the
whole quarter. In Quarter 2 the reference week is the last
7 days of November. A detailed definition of reference
week is provided in the Glossary.
Paid hours worked

This item is asking for actual staff hours worked for the
reference week. Do not record full-time equivalence or
rostered weekly hours.
Include hours worked by staff on behalf of this service
type outlet for services:
• directly delivered to service users; and
• indirect activities contributing to the service type
outlet, e.g. related meetings.
For more detail refer to Box 1 below.
Sub-contracts service provision

If your agency sub-contracts service provision, see page
34, Counting brokerage services.
Unpaid staff hours

This item should be completed separately for paid staff.
Refer to data item S09 for unpaid staff hours.
To assist in analysis of staffing inputs for disability
support, and to enable a comparison of the staffing
requirements of different service types.
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Box 1: Paid staff hours calculation

Include direct hours:
• Paid hours for paid staff involved in service provision.
• Staff hours worked as paid overtime or time in lieu.
• Hours paid to sub-contractors (see page 34, Counting
brokerage services).
• All paid sleepover hours for staff, not just active
nightshift.
Include indirect hours:
• Staff hours worked by administrative staff and
managers on behalf of this service type outlet.
• Staff hours worked on committees or at meetings
relevant to this service type outlet.
• Staff hours worked by staff receiving training relevant
to this service type outlet.
• Hours worked by board members relating to this
Exclude staff hours:
• for workers on leave, including public holidays, and
paid or unpaid sick leave (only staff hours worked
should be included, not staff hours paid for);
• normally worked in positions that are currently vacant;
• for agencies who provide any services arranged,
purchased or brokered by your service type outlet as
part of providing DHS activity type 17028 DSD-Case
management or 17034 DSD-Flexible support packages.
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S 09 - Unpaid staff hours (reference week)

Question: What were the total hours worked by unpaid staff
(including volunteers) on behalf of this service type outlet
in the 7-day reference week for the quarter?
Definition: The actual total hours worked by unpaid staff on behalf of
the service type outlet for the 7-day reference week.
Unpaid staff can be volunteers, students and others who
do not receive payment for the work they perform on
behalf of the service type outlet. This may also include
unpaid hours worked by staff who are usually paid.
Classification: 0–9999 unpaid hours worked
Guide for use: Generally the reference week consists of the last 7 days of
the quarter. An exception is made for Quarter 2 because
activity in the last week of December is not typical of the
whole quarter. In Quarter 2 the reference week is the last
7 days of November. A detailed definition of reference
week is provided in the Glossary.
Unpaid hours worked

This item is asking for actual staff hours worked for the
reference week. Do not record full-time equivalence or
rostered weekly hours.
Include unpaid hours worked by staff on behalf of this
service type outlet for services:
• directly delivered to service users; and
• indirect activities contributing to the service type outlet
e.g. related meetings.
For more detail refer to Box 2 below.
If your service type outlet is funded to provide 17028
DSD-Case management or 17034 DSD-Flexible support
packages, record unpaid staff hours relating to the case
coordination, management or brokerage activities you
undertake. This includes administrative time, meeting
time and so forth.
Paid staff hours

This item should be completed separately for unpaid
staff. Refer to data item S08 for paid staff hours.
Sub-contracts service provision

If your agency sub-contracts service provision, see page
34, Counting brokerage services.
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To assist in analysis of staffing inputs for disability support
and enable a comparison of the staffing requirements of
different service types. It is important to include
volunteers due to the contribution they make within many
agencies.
Box 2: Unpaid staff hours calculation
Include direct hours
• Staff hours worked as unpaid work by usually paid or
contract staff.
• Hours worked by volunteers, students and others.
Include indirect hours:
• Unpaid staff hours worked by administrative staff and
managers towards this service type outlet, e.g. Board
members.
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S 10 - Staff engaged – Direct
Relevant to: PDRSS

Question: What were the total hours worked by direct paid staff at
this service type outlet in the 7 day reference week for the
quarter?
Definition: The total of all hours worked by direct staff employed
through funding from the DHS Mental Health Program
during the reference week for the quarter.
Guide for use: Direct staff are co-ordinators and others who have direct
contact with participants in a support role.
Include only paid staff hours, as identified in item S 08.
S 11 - Staff engaged – Indirect
Relevant to: PDRSS

Question: What were the total hours worked by indirect paid staff
at this service type outlet in the 7 day reference week for
the quarter?
Definition: The total of all hours worked by indirect staff employed
through funding from the DHS Mental Health Program
during the reference week for the quarter.
Guide for use: Indirect staff are those such as management, clerical or
administrative staff who have minimal or no direct
supporting role within the service.
Include only paid staff hours, as identified in item S 08.
Data items S 08 - S 11 are collected to assist in analysis
of staffing inputs for the psychiatric disability support
system and enable comparison between the staffing
requirements of different service types and determine
direct and indirect inputs.
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S 12 - Staff working overnight (sleepover)
Relevant to: PDRSS

Required for service type outlets delivering the following
PDRSS activity types:
Question: How many nights did staff work as a sleepover during the
quarter?
Definition: The number of nights during the quarter that staff were
paid to sleepover in service type outlets providing PDRSS
activity types 15038 15055 or 15037.
To determine the number of staff working overnight at
these PDRSS facilities.
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Amount of service
Service users
S 13 - Number of service users

This item applies to clients receiving these services:
DSD activity types
• 17024 DSD-Advocacy services
• 17033 DSD-Information services
• 17044 DSD-Intake and response
• 15263 PDRSS-Carer support
• 15036 PDRSS-Mutual support/Self-help/Information/Advocacy
Question: How many service users received support from this service
type outlet during the quarter?
Definition: The total number of people receiving a particular DSD or
PDRSS funded activity type from the service type outlet
during the quarter.
Classification: 0 – 9999
Guide for use: Each service user receiving a DSD or PDRSS funded
activity type during the quarter should be counted only
once as the number of people is required, not instances
of service.
For other service type outlets this information will be
compiled by DHS by counting the number of service users
for whom data is provided.
Only persons who received a service should be counted.
• Do not include service users on the books or on
waiting lists, or numbers of beds or places.
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S 14 - Mutual support and self-help provision
Relevant to: PDRSS

This data item applies only to PDRSS activity types:
• 15263 PDRSS-Carer support, and
• 15036 PDRSS-Mutual Support Self-Help/Information/Advocacy
Question: Which of the following mutual support and self-help
activities have been provided during the quarter?
Definition: Type of activity provided on an individual or group basis to
a person who is or has been affected by a mental health
issue.
Classification: 1 Information/Advice
2 Telephone
3 Support groups
4 Education forums
Guide for use: You can select more than one type of support if it applies
to your service type outlet. Each type of support has a
different set of items that you need to address.
1. Information/Advice
Includes provision of supportive listening, debriefing,
information about experiences and self- help strategies to
an individual, for example providing information about
alternative therapies such as aromatherapy.
2 Telephone
As per above but the service is provided by telephone.
3 Support groups
Support groups convened for carers or consumers over
the quarter. Group meetings can be planned occasionally
or regularly.
4 Education forums
Training or information sessions undertaken for carers,
consumers or professionals over the quarter. Group
meetings can be planned occasionally or regularly.
To distinguish between the various type of mutual and
self-help support.
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Contacts
Questions in this section should be completed by service type
outlets funded to provide the following DHS activity types:
If you selected responses 1 Information/Advice or 2
Telephone for data item S 13, you should complete at least
one of the data items S 15 to S 17.
S 15 - Face to face contacts
Relevant to: PDRSS

Question: What is the total number of face-to-face contacts for
information or advice during the quarter?
Definition: The number of contacts made to the service for
information or advice on a range of topics according to the
categories.
Guide for use: A contact is defined as a deliberate approach by the
service or the service user in order to provide or obtain
the services’ support in particular areas.
Meeting a service user in the street by chance is not a
contact unless the participant is clearly seeking significant
support and the staff member provides it at the time
Do not count people attending support or education and
training groups in this question.
S 16 - Telephone contacts
Relevant to: PDRSS

Question: What is the total number of telephone contacts for
information or advice during the quarter?
Definition: The number of telephone contacts made to the service for
categories.
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S 17 - Contacts: other
Relevant to: PDRSS

Question: What is the total number of other contacts for information
or advice during the quarter?
Definition: The number of other contacts made to the service for
categories.
Guide for use: A contact is defined as a deliberate approach by the
service or the service user in order to provide or obtain
the services’ support in particular areas.
Meeting a service user in the street by chance is not a
contact unless the participant is clearly seeking significant
support and the staff member provides it at the time.
You may include contacts by correspondence.
To measure the various types of contacts between service
providers and service users.
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Support groups
All questions in this section should be completed by service
type outlets funded to provide the following DHS activity
types:
S 18 - Consumer support groups – Number

Relevant to: PDRSS
Question: How many support groups were convened for consumers
during the quarter?
Definition: The number of groups convened for consumers during the
quarter.
Guide for use: Group meetings are opportunities for people affected by a
mental health issue to learn from and support each other.
This should be used if the primary purpose of the group is
to provide support to consumers, even if carers attend.
These meetings are usually planned on an occasional or
regular basis. If the same group of people meet five
times, record this as five groups.
S 19 - Consumer support groups – Attendance

Relevant to: PDRSS
Question: How many people attended support groups convened for
consumers during the quarter?
Definition: The level of attendance when consumer support groups
were held during the quarter.
Guide for use: Number of individuals who participated in a group. If the
same individual attended five groups, this is recorded as
one attendance.
To assess the practice of holding consumer support groups
and participation among the intended audience.
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S 20 - Carer support groups – Number
Relevant to: PDRSS

Question: How many support groups were convened for carers,
family members or friends during the quarter?
Definition: The number of groups convened for carers, family
members or friends during the quarter.
Guide for use: Group meetings are opportunities for carers, family and
friends of people affected by a mental health issue to learn
from and support each other. This should be used if the
primary purpose of the group is to provide support to
carers, even if carers attend.
These meetings are usually planned on an occasional or
regular basis. If the same group of people meet five
times, record this as five groups.
S 21 - Carer support groups – Attendance

Relevant to: PDRSS
Question: How many people attended support groups convened for
carers, family members or friends during the quarter?
Definition: The level of attendance when support groups were held
for carers, family members or friends during the quarter.
Guide for use: Record the number of individuals participating in a group.
If the same individual attended five groups, record this as
one attendance.
To assess the practice of holding carer support groups and
participation among the intended audience.
S 22 - Support groups: female participants

Relevant to: PDRSS
Question: What percentage of support group participants were
female?
Definition: The proportion of female participants among all support
group participants.
Guide for use: Divide the number of overall female participants attending
support groups during the quarter by the total number of
male and female participants at those support groups.
To assess the level of male and female participation within
support groups.
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Education/Training groups
All questions in this section should be completed by service
type outlets funded to provide the following activity types:
• 15036 PDRSS-Mutual Support/Self help/Information/Advocacy
S 23 - Consumer education/Training groups – Number
Relevant to: PDRSS

Question: How many education or training groups were convened for
Definition: The number of education and training groups or
information sessions that provide information or education
to consumers to increase understanding of mental health
or illness or which assist people to live with mental illness.
Guide for use: If the training program includes five sessions, this is
recorded as one group.
S 24 - Consumer education/Training groups – Attendance

Relevant to: PDRSS
Question: How many people attended education groups convened for
Definition: The level of attendance at education and training groups
held for consumers during the quarter. This includes one-
off information sessions.
Guide for use: This is the number of individuals participating in a group.
Individuals should not be double counted. If the same
individuals attended a five session training program,
record this as one attendance.
If it is not possible to determine if people have attended
on multiple occasions, for example, at a series of public
information sessions, the number of individuals attending
each should be recorded.
To assess the practice of holding consumer education and
training groups and determine levels of participation
among the intended audience.
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S 25 - Carer education/Training groups – Number
Relevant to: PDRSS

carers or family members during the quarter?
Definition: The number of education and training groups or
information sessions that raised awareness about mental
health or illness or provided information to enhance
carers’ capacity to support those with mental health
issues.
S 26 - Carer education/Training groups – Attendance

Relevant to: PDRSS
carers or family members during the quarter?
held for carers during the quarter.
To assess the practice of holding carer or family education
and training groups and determine levels of participation
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S 27 - Community education/Training groups – Number
Relevant to: PDRSS

community members during the quarter?
Definition: The number of education or training groups or information
sessions held where awareness was raised about mental
health or illness and those affected by mental health
issues. This includes through one off information sessions.
S 28 - Community education/Training groups – Attendance
Relevant to: PDRSS

community members during the quarter?
held for community members during the quarter.
To assess the practice of holding community education
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S 29 - Professional education/Training groups – Number
Relevant to: PDRSS

professionals and students during the quarter?
Definition: The number of education or training groups or information
sessions provided to professionals and students in order to
raised awareness about mental health or illness and those
affected by mental health issues. This includes one off
information sessions.
S 30 - Professional education/Training groups – Attendance

Relevant to: PDRSS
professionals and students during the quarter?
held for community members during the quarter.
To assess the practice of holding professional education
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Waiting list
S 31 - Existence of waiting list
Relevant to: PDRSS

Question: Is a waiting list maintained by the service type outlet?
Definition: Whether a waiting list at the service type outlet exists.
2 No
Guide for use: A waiting list is defined as a request for service for a
service user and an assessment of eligibility that the
service users meet. However, the service cannot be
provided at the time of request and the potential service
user is placed on a waiting list.
S 32 - Number on waiting list

This data item is only required for the following DHS
activity types:
DSD activity types
• 17028 DSD-Case management
• All activity types
Question: How many eligible people are on the waiting list at the end
of the quarter?
Definition: Number of potential service users who meet all the
eligibility criteria for the service type outlet and are on a
waiting list to receive services during that quarter.
Guide for use: Record the number of people on the waiting list on the
last day of the quarter.
For PDRSS, eligibility criteria includes:
• living in the catchment area, and
• has a high level of disability as a result of mental
illness.
To determine the number of potential service users and
the time they have been waiting for a service in any
specified quarter.
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S 033 – Waiting list: 1 month
Relevant to: This data item has been deleted. It has not been
collected since 2002-2003.
Question: How many eligible people have been on the waiting list for
less than one month?
S 034 – Waiting list: 1 to 6 months
one to six months?
S 035 – Waiting list: 7 to 12 months
seven to twelve months?
S 036 – Waiting list: 12 months
Question: How many eligible people have been on the waiting list
more than twelve months?
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5. Data items – Service users

Most service type outlets need to provide information about
all service users who receive support through activities
funded by DSD, PDRSS and HACC during the quarter.
An agency may receive funding from multiple sources. If
persons provided with services can be distinguished
according to the funding source they receive, then only data
on those funded by the department has to be provided.
Where it is not possible to distinguish services provided to
persons by funding source, then they should be proportioned
according to the per cent of DHS funding received by the
agency relative to the agency’s total funding.
In doing this, ensure that the data reported represents the
agency’s client base. For example, do not report on all males
if the agency also provides services to female clients.
The date collected will allow for better understanding of the:
• types of people accessing services.
• level of support needed for participation in the
community.

To help with referencing, data items relating to service users
will be identifiable by a U, followed by a unique number and
a definition, e.g. data item U 003 Date of birth.
Data collected for service users

The following data is collected for service users:
U 001 – U 005 Statistical linkage key
U 006 Consent received
U 007 – U 012 Carer
U 013 – U 017 Culture and communication
U 018 – U 021 Disability groups
U 022 – U 030 Housing
U 031 – U 034 Income/Work
U 035 – U 041 Participation
U 042 – U 052 Support needs
U 053 – U 068 Service use
U 069 – U 083 Services received
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No service user information needed

No service user information needs to be provided for the
following DHS activity types:
DSD activity types
• 17024 DSD-Advocacy services
• 17061 DSD-Building inclusive communities
• 17033 DSD-Information services
• 17044 DSD-Intake and response
• 17053 DSD-Peak organisations
• 17064 DSD-Training and Development
• 17080 DSD-System support and Innovation
• 15036 PDRSS-Mutual support/self-help groups
The following service user information needs to be provided
for 17035 DSD-Recreation and 17999 SRV-Recreation:
• statistical linkage key:
• U 003 Date of birth
• U 004 Birth date estimate flag
• U 005 Sex
• U 006 Consent received
• U 018 Disability Groups: Primary
• U 019 Disability Groups: Other
• U 027 Residential setting: Postcode
• U 069 Start Date
• U 072 Service exit date
For all other DHS activity types, funded agencies are to
complete all items in Section 4 relevant to their program
area.

Relevant to: whether it is relevant to DSD, PDRSS or HACC
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The statistical linkage key

The statistical linkage key (SLK) is a piece of information that
derives from the following details of each service user:
• U 001 Selected letters of family name
• U 002 Selected letters of formal given name
• U 003 Date of birth
• U 004 Birth date estimate flag
• U 005 Sex
It has three main purposes:
• to provide anonymity to service user level data to be
reported for the QDC;
• to enable service data reported by different agencies or
service type outlets to be matched, thus enabling a
more accurate picture of the numbers of service users
and patterns of assistance;
• to support aggregation and analysis of data to meet the
needs of program planning and accountability.
The way the SLK is generated means that a small percentage
of service user records will be found to have the same key
even though they represent different individuals.
A small percentage of service user records will also differ
when, in fact, the data relates to the same individual. This
may be due to inaccurate recording of elements used to
compose the key.
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U 001 - Letters of family name
Relevant to: DSD, PDRSS, HACC

Question: Write in the second, third and fifth letters of the service
user’s family name.
Definition: The second, third and fifth letters of the service user’s
family name.
Classification: Alpha-numeric, 3 characters
Guide for use: This information is for statistical purposes only. Selected
letters were chosen rather than initials, for privacy
reasons.
Overcoming recording discrepancies

Often people use a variety of names, including legal
names, married or maiden names, nicknames, assumed
names, traditional names, etc. Even small differences,
such as the difference between MacDonald and McDonald,
can make record linkage impossible.
To minimise discrepancies in recording name information,
ask for a service user’s full family name. This may be
different from the name that the service user may prefer
the agency to use in personal dealings.
In some countries it is normal to state the family name
before the given name. Always ask the service user to
specify their formal given name and their family name
separately.
Do not include apostrophes, hyphens, inflections, dashes
or spaces.
Family name length

If the family name of the service user is not long enough
to supply the requested letters (i.e. a family name of less
than five letters) then substitute the number 2 for the
missing letters. Place the number in the same space that
the missing letter would have occupied.
Absence of family name

If the family name of the service user is completely
absent, or the service user has objected to the letters of
their name being used in the collection, replace it with a
string of 9s to indicate not stated. This also applies
where only the first initial of the service user’s family
name is known (i.e. the 2nd, 3rd and 5th letters are not
stated).
In indigenous communities a service user may not be able
to use their name during a period of mourning. You may
still be able to use their usual name for the SLK. If not,
use whatever name the service user asks you to use in
this period.
These rules are automated in the QDC Tool.
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Examples:
Sample name Family name response
PANG, Ho A N 2
1st 2nd 3rd 4th 5th 6th 7th
O’DOYLE, Mary D O L
De VERES, Phil E V R
MacMILLS, Jo A C I
Brian* 9 9 9
Donald S* 9 9 9
* Where no family name information was supplied
For further information about privacy

• see page 15, Stage 2 - Implement appropriate privacy
practices.
For further information on HACC data item U001

• see section 3.2 of Guidelines to the HACC Minimum data
Set in Victoria.
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U 002 - Letters of formal given name

Question: Write in the second and third letters of the service user’s
formal given name.
Definition: The second and third letters of the service user’s formal
given name.
Classification: Alpha-numeric, 2 characters
Guide for use: This information is for statistical purposes only. Selected
letters were chosen rather than initials, for privacy
reasons.
Overcoming recording discrepancies

Often people use a variety of names, including legal
names, nicknames, assumed names, traditional names,
etc. Even small differences, such as the difference
between Thomas and Tom, can make record linkage
impossible.
To minimise discrepancies in recording name information,
ask for a service user’s full formal given name. This may
be different from the name that the service user may
prefer the agency to use in personal dealings. Agencies
using the QDC Tool will have an additional field to record a
service user’s Usual Given Name.
If there is more than one formal given name use the first
name.
In some countries it is normal to state the family name
first. Always ask the service user to specify their formal
given name and their family name separately.
Do not include apostrophes, hyphens, inflections, dashes
or spaces.
Formal given name length

If the formal given name of the service user is not long
enough to supply the requested letters (i.e. a formal given
name of less than three letters) then substitute the
number 2 for the missing letters. Place the number in the
same space that the missing letter would have occupied.
Absence of formal given name

If the formal given name of the service user is completely
absent, or the service user has objected to the letters of
their name being used in the collection, replace it with a
string of 9s to indicate not stated. This applies where
only the first initial of the service user’s first name is
known (i.e. the 2nd and 3rd letters are not stated).
In indigenous communities a service user may not be able
to use their name during a period of mourning. You may
still be able to use their usual name for the SLK. If not,
use whatever name the service user asks you to use in
this period.
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These rules are automated in the QDC Tool.
Examples:
Sample name Letters of ‘formal given name’
PANG, Ho O 2
O’DOYLE, Mary A R
De VERES, Philip H I
NIKOV, Steve T E
BEHLER 9 9
SMITH, D. 9 9
For further information about privacy

practices.

Set in Victoria.
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U 003 - Date of birth

Question: What is the service user’s date of birth?
Definition: The day, month and year when the service user was born.
Classification: ddmmccyy
Guide for use: Entry depends on use of QDC Tool or paper forms.
QDC Tool:
If the actual date of birth is unknown the QDC Tool will
allow an estimate age to be recorded.
Paper forms:
Enter the date of birth in the boxes provided. If the actual
date of birth is not known, record 01 as the day and 01 as
the month and estimate the year based on the age of the
service user.
Example:
Service user born 16/2/1964 1 6 0 2 1 9 6 4
d d m m c c y y
25 year old service user, date of birth 0 1 0 1 1 9 7 7

not known
(e.g. 2003 – 25 equal 1977) d d m m c c y y

Set in Victoria.
To statistically reduce multiple counting of service users
across service types and quarters.
The date of birth is one component of the statistical
linkage key and is also used to generate service users’
ages.
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U 004 - Date of birth estimate flag

Question: Is the service user’s date of birth an estimate?
Definition: Whether or not the service user’s date of birth has been
estimated.
2 No
QDC Tool:
If the service user’s date of birth is not known and an
estimated age is recorded, tick the date estimate flag box.
Where the date of birth is known it should be recorded for
data item U 003 and there is no need to complete this
item.
Paper forms:
If the service user’s date of birth is not known and is
estimated in data item U003, record the response as 1
Yes.
Where the date of birth is known it should be recorded in
data item U 003 and response 2 No should be used.

Set in Victoria.
To reduce underestimation of total service user numbers
and overestimation of service users’ ages.
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U 005 - Sex

Question: What is the service user’s sex?
Definition: The sex of the service user.
Classification: 1 Male
2 Female
Guide for use: Responses to this item are based on the biological
distinction between male and female.
If you are uncertain about the sex of the service user (in
the case of transvestites or transsexuals) record the sex
advised by the service user, or that based on the
judgement of the interviewer.
Although this may lead to some error, it is preferable to
causing offence by asking a question that suggests there
is doubt about the service user’s sex or sexuality.

Set in Victoria.
To analyse patterns of service use according to the age
and sex of service users, the sex variation in disability
patterns of DHS service users, and access to services by
different population groups.
This data item is also one of the four components of the
statistical linkage key.
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Service user consent
U 006 - Consent received

Definition: Whether the service user has agreed that the funded
Agency/service type outlet release their data for the
purpose of the data collection.
2 No
Guide for use: Always explain the following to service users:
• The information transmitted to DHS and AIHW does not
identify them (i.e. their name and address is not
forwarded).
• DHS and the AIHW abide by existing privacy legislation
and go to great lengths to ensure that a service user’s
identity cannot be established in any published material.
• Information about people using DSD, PDRSS or HACC
funded services is used to maximise the fairness with
which services are delivered.
Service user consent allows the Statistical Linkage Key to
be transferred to DHS and the AIHW. The SLK ensures
that the service user’s identity remains anonymous while
enabling allowing patterns of service use to be analysed
and predicted for service delivery.
No consent
If a service user withholds consent the letters of their
family name and formal given name, and the day and
month of their date birth within the statistical linkage key
are replaced with 9s. Information pertaining to the year of
birth and sex will still be transmitted to DHS and AIHW.
For further information about privacy and consent

practices.
To encourage good practice by ascertaining that service
users or responsible parties understand the purpose of the
data collection and how data is handled and used.
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Carer
U 007 - Existence of carer

Question: Does the service user have an informal carer, such as a
family member, friend or neighbour, who provides care
and assistance on a regular and sustained basis?
Definition: Whether a family member, friend or neighbour, has been
identified as providing regular and sustained care and
assistance to the service user requiring support.
2 No
Guide for use: An informal carer is someone who provides a significant
amount of care or assistance to the service user on a
regular and sustained basis. Regular and sustained means
that care or assistance is ongoing, or is likely to be
ongoing, for the duration of the quarter.
Paid workers or volunteers organised by formal services
(including paid staff in group homes) are not considered
to be informal carers.
Who is the main informal carer?

Information is required on the service user 's main
informal carer: the person who provides most significant
care and assistance within their current environment.
Although two or more people may share the caring role
equally (e.g. mother and father) characteristics for only
one of these is required for the purposes of QDC.
The roles of parent as carer, particularly in the case of
children, may be difficult to distinguish. Parents of
children are considered to be informal carers if they
provide more care to their child than would be typically
provided to a child of the same age without a disability.
This data item is purely descriptive of a service user’s
circumstances. It is not intended to reflect whether the
informal carer is considered by the agency as capable of
undertaking the caring role.
In line with this, the expressed views of the service user
or their informal carer should be used as the basis of
determining whether the service user is recorded as
having an informal carer or not.
When asking a service user about the availability of an
informal carer, note that they do not always live with that
person.

• see section 3.16 of Guidelines to the HACC Minimum
data Set in Victoria.
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There is a growing recognition of the critical role that
informal support networks play in caring for people with
disabilities. Not only are informal carers responsible for
assisting people to remain within the community, but also
the absence of an informal carer is a significant risk factor
contributing to institutionalisation.
The caring role is particularly supported by the provision
of respite services.
Increasing interest in the needs of informal carers and the
role they play has promoted greater interest in collecting
more reliable and detailed information about informal
carers and the relationship between informal care and the
provision of, and need for, formal services.
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U 008 - Carer’s primary status

Question: Does the informal carer assist the service user in the
areas of self-care, mobility or communication?
Definition: Whether the informal carer assists the service user, in one
or more of the following activities of daily living: self-care,
mobility or communication.
2 No
Guide for use: This is the service user’s primary informal carer: the
person who provides significant care and assistance with
activities of daily living such as self-care, mobility and
communication.
• Self-care includes activities such as bathing, dressing,
eating or toileting;
• Mobility may include getting in or out of bed or a chair,
or moving around or away from home (using public
transport or driving a motor vehicle);
• Communication is the action of making oneself
understood by strangers, family, friends or staff, in a
native language if applicable, and understanding others.
For people with a mental illness, assistance in these areas
may involve significant levels of supervision and prompting.
Who is a primary carer?

If a service user has more than one informal carer, the
code used should relate to the person who provides most
significant care and assistance, allowing the service user
to remain in their current environment.
If the only support provided to a service user is in the
area of public transport or driving a motor vehicle and
this support is not required every time the service user
uses these modes of transport, then a person is not
generally considered to be a primary carer. For example,
if a person drives the service user to the shops every
second Wednesday to go shopping, and the service user
can normally move around on their own using public
transport or a motor vehicle, then the person would not
be considered a primary informal carer.
To identify the role of informal carers, by establishing
whether they provide care or assistance in the areas of
self care, mobility or communication.
This information can be used to identify whether they are
primary carers (as per the Australian Bureau of Statistics
Survey of Disability, Ageing and Carers) and to relate this
to population estimates of numbers of informal carers who
are also primary carers. This is important in estimating
unmet need for services.
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U 009 - Carer’s residence status

Question: Does the informal carer live in the same household as the
service user?
Definition: Whether or not the informal carer lives with the service
user for whom they provide care and support.
Classification: 1 Yes, co-resident carer
2 No, non-resident carer
Guide for use: If a service user has more than one informal carer, the
The main informal carer does not need to be a primary
carer as defined in the previous data item U008.
Co-resident carer
Co-resident carers provide care and assistance on a
regular and sustained basis to a service user who lives in
the same household. An informal carer is considered to be
co-resident if they usually live in the same household:
'usually' is defined as 4 or more days per week on
average.
Non-resident carer
A non-resident or visiting informal carer is a person who
provides care and assistance on a regular and sustained
basis to someone who lives in a different household.
Co-resident and non-resident carers

If a service user has a co-resident (e.g. a spouse) and a
visiting informal carer (e.g. a daughter or son), the code
used should relate to the one who provides most
significant care and assistance. The expressed views of
the service user or their informal carers or significant
other should be used as the basis for determining this.

To establish a profile of the characteristics of informal
carers and increase knowledge about the dynamics and
patterns of informal care provision. Whether the informal
carer lives with the service user is an indication of the
level of informal support available to people with a
disability and of the intensity of care provided by the
informal carer.
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U 010 - Carer/User relationship

Question: What is the relationship of the informal carer to the
service user?
Definition: The relationship of the informal carer to the service user
for whom they provide care.
1 Wife/female partner
2 Husband/male partner
3 Mother
4 Father
5 Daughter
6 Son
7 Daughter-in-law
8 Son-in-law
9 Other female relative
10 Other male relative
11 Friend/neighbour – female
12 Friend/neighbour – male
Responses 1 and 2 includes wife/female partner and
husband/male partner, de facto and same sex
partners who are informal carers.
Responses 3 and 4 includes mother/father or foster parents.
Response 9 allows for a wider range of family members
(other female who may be involved in a caring role with the
relative) service user. This code includes female family
members not otherwise listed (e.g. aunts,
nieces, female cousins, grandmothers, step
daughters, step mother, etc.).
Response 10 allows for a wider range of family members
(other male who may be involved in a caring role with the
relative) service user. This code includes male family
members not otherwise listed (e.g. uncles,
nephews, male cousins, grandfathers, male
grandchildren, step sons, step father, etc).

To assist in establishing a profile of informal caring
relationships and the assistance provided to maintain and
support those relationships. This increases knowledge
about the dynamics of caring and provides an insight into
the gender and inter-generational patterns of informal
care giving in the community.
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U 011 - Carer’s age group

Question: What is the age group of the informal carer?
Definition: The age group of the informal carer.
Classification: 1 Under 15 years
2 15 – 24 years
3 25 – 44 years
4 45 – 64 years
5 65 years and over
When asking the service user about the age of their
informal carer it is more appropriate to ask about broad
age groups rather than actual age.
To assists in establishing a profile of informal caring
relationships and the assistance provided to maintain and
support those relationships. In particular, knowledge of
the age distribution of informal carers enables forward
planning with respect to informal carers of certain ages
(e.g. younger than 15 years, older than 65 years).
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U 012 - Carer as PDRSS client
Relevant to: PDRSS

Question: Does the carer receive a service from a PDRSS?
Definition: The carer has received a direct service from PDRSS during
the quarter?
Classification: 1 Yes - as a primary client
2 Yes - as a carer of a client
4 No
Guide for use: This question asks whether the carer has directly
benefited from a service provided by the PDRSS. This data
item is likely to be most relevant for PDRSS planned
respite services. However, it can also be used where the
PDRSS is providing direct support to carers in other ways,
such as through the delivery of an information and
education program for carers (who do not receive
separate funding, such as mutual support and self-help).
Including the carer in the development of an IPP, or
providing access to facilities to support a carer group at
the PDRSS are not examples of a carer receiving a
service.
Primary client
Carers are considered primary clients when only the
carer receives a direct service, such as a break away from
their home, and no service is provided to the consumer.
As a carer of a client
Carers are considered to have received a service from the
PDRSS as a carer of a client where the service offered to
the consumer is explicitly for the benefit of the carer. For
example, where a carer has requested a break from their
caring role and the result is that the consumer attends a
holiday camp.
To determine whether the activity (primarily 15037
PDRSS-Planned respite) has been provided as a service to
the carer as well as to a person with a psychiatric
disability.
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Culture and communication
U 013 - Indigenous status

Question: Is the service user of Aboriginal or Torres Strait Islander
origin?
Definition: Whether or not service users identify themselves as being
of Aboriginal or Torres Strait Islander origin.
Classification: 1 Aboriginal but not Torres Strait Islander origin
2 Torres Strait Islander but not Aboriginal origin
3 Both Aboriginal and Torres Strait Islander origin
4 Neither Aboriginal nor Torres Strait Islander origin
Guide for use: The ABS working definition, which applies here, does not
require acceptance by the community that the service
user is an Aboriginal or Torres Strait Islander. Responses
must not be based on perceptions of anyone other than
the service user, or their advocate. The appearance of a
service user is an unreliable way for one to assess
another’s indigenous status.
The term Indigenous status does not include people of
South Sea Islander origin. These should be recorded in
response 4 (Neither Aboriginal origin nor Torres Strait
Islander origin).
Blank responses
Agencies that submit blank responses for this data item
should expect to be contacted by DHS if they continue to
be unable to provide an answer.
This response should be left blank only if:
• an answer was refused by the service user; or
• the question could not be asked before data
transmission because the service user could not
communicate, or a person knowing them was not
available.

To gather better information about the needs of people of
Aboriginal and Torres Strait Islander origin with
disabilities, and to determine if appropriate action is being
taken to improve their health and quality of life.
There is some evidence that Aboriginal and Torres Strait
Islander people experience higher rates of disability.
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U 014 - Country of birth

Question: In which country was the service user born?
Definition: The country in which the service user was born.
QDC Tool
In QDC Tool a list of countries, as per ABS classification,
can be selected. This is organised with the ten most
common countries of birth in Victoria appearing first,
followed by all other countries in alphabetical order.
Note that Holland is referred to as the Netherlands in
the ABS classification.
The term nfd (No Further Definition) means the service
user did not give enough detail to accurately determine
their country of birth.
The term nec (Not Elsewhere Classified) means the
service user was specific but the country is not listed
within the ABS classification, so a more generic region has
been selected.
For a complete listing of countries and their codes, see the
ABS Classification: Standard Australian Classification of
Countries (SACC) ABS cat. no. 1269.0.
Paper form
On the paper form, only two options are available:
Australia or Other country.
Use Other country if the country of birth is known but is
not specifically listed. Specify the name of the country of
birth in the space provided. This will then be coded by
DHS to the appropriate Australian Bureau of Statistics
(ABS) classification.

Set in Victoria.
To provide an important indicator of potential barriers to
social integration.
This information can be used to generate the relevant
English Proficiency group to which the service user
belongs. These groups can be used to examine service use
in relation to culture and language.
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U 015 - Main language

Question: What is the main language spoken in the service user's
home?
Definition: The language spoken the majority of the time by the
service user when at home, that is, where the service user
usually lives.
Guide to use: Entry depends on use of QDC Tool or paper forms.
QDC Tool
In QDC Tool a list of languages, as per ABS classification,
can be selected. This is organised with the ten most
common languages spoken in Victoria appearing first,
followed by all other languages in alphabetical order.
Note that Dutch is referred to as Netherlandic in the ABS
classification.
The term nfd (No Further Definition) means the service
user did not give enough detail to accurately determine
their language.
The term nec (Not Elsewhere Classified) means the
service user was specific but the language is not listed
within the ABS classification, so a more generic language
has been selected.
Paper form
On the paper form, only two options are available: English
or Other language.
Use Other language if it is known but is not specifically
listed. Specify the language in the space provided. This
will then be coded by DHS to the appropriate Australian
Bureau of Statistics (ABS) classification.

To enable the identification of the most spoken language
at home, the assessment of future needs for interpreters
in the various languages other than English, and the
identification of most spoken languages for translation of
information and publication material.
This information can be used to generate the relevant
English Proficiency group to which the service user
belongs. These groups can be used to examine service use
in relation to culture and language.
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U 016 - Interpreter services required

Question: Does the service user require interpreter services?
Definition: Requirement for interpreter services as perceived by the
service user seeking assistance.
Classification: 1 Yes, for spoken language other than English
2 Yes, for non-spoken communication
3 No
Guide for use: This question relates to interpreter services for languages
other than English, as well as interpreter services required
because a service user uses sign language or other forms
of non-spoken communication.
If a service user communicates with the assistance of a
signer (i.e. not necessarily arranged by your agency) they
should be recorded as 2 Yes.
Data item U 017 Communication method, allows you to
indicate the use of sign language and the level of effective
communication of the service user.
social integration, particularly in conjunction with data on
data items U 015 Main language and U 017
Communication method.
The proportion of service users requiring any interpreter
service overall provides an indication of the support needs
of service users.
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U 017 - Communication method

Question: What is the service user’s most effective method of
communication?
Definition: The method of communication, including sign language,
most effectively used by the service user.
1 Spoken language (effective)
2 Sign language (effective)
3 Other non-spoken communication (e.g. Canon
Communicator, Compic)
4 Little, or no effective communication
Guide for use: Communication must be effective in that the service user
must be able, using the method, to communicate more
than basic needs to unfamiliar people.
This item is not considered relevant for young children
and should not be answered for children aged less than 5
years of age.
If the most effective communication method varies over
time and it is difficult to say what the usual method is,
report the most effective method during the reference
week.
social inclusion, particularly in conjunction with data on
data items U 014 Country of birth and U 016 Interpreter
services required.
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Disability group
U 018 - Disability group: primary

Relevant to: DSD
Question: What is the service user’s primary disability group?
Definition: The primary disability group is that which most clearly
expresses the experience of disability by the service user.
The primary disability group can also be considered as the
disability causing the most difficulty in daily life to the
service user, not just within the context of the support
offered by this service type outlet.
1 Intellectual (including Down Syndrome)
2 Specific learning/Attention Deficit Disorder (other than
Intellectual)
3 Autism (including Asperger’s syndrome and Pervasive
Developmental Delay)
4 Physical
5 Acquired Brain Injury
6 Neurological (including epilepsy and Alzheimer’s
Disease)
7 Deafblind (dual sensory)
8 Vision
9 Hearing
10 Speech
11 Psychiatric
12 Developmental delay (applicable only to 0-5 year olds,
where no other category is appropriate)
Guide for use: This data item should reflect the views of the service user.
If this differs from the service provider’s assessment, then
the latter should be recorded.
Only define the service user’s primary disability group as
the disability to which the service type outlet caters when
the primary disability group cannot be determined.
Table 6 below provides examples for classifying various
disability groupings.
For psychiatric disability there is normally a diagnosis (see
data items U 020 and U 021). Where there is no specific
diagnosis, general issues with behaviour should be noted
in the section dealing with support needs.
To measure the occurrence of specific types of disability
and support provided to each type. The classification
adopted is aimed at ensuring the data collected is
consistent across the state and the country, reflecting
current usage of terminology in the field.
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Table 6. Types and Examples of Disability Groups

Disability group Examples
Acquired Brain Characteristically, multiple disabilities arising from damage to the
Injury brain acquired after birth, resulting in deterioration in cognitive,
physical, emotional or independent functioning. Can be as a result
of accidents, stroke, brain tumours, infection, poisoning, lack of
oxygen, degenerative neurological disease, etc.
Autism A pervasive developmental disorder involving disturbances in
cognition, interpersonal communication, social interactions and
behaviour (in particular obsessional, ritualistic, stereotyped and
rigid behaviours).
Developmental Only a valid response for children aged 0–5 where conditions have
delay appeared in the early developmental period, but no specific
diagnosis has been made and the disability group is not yet known.
Intellectual Effects appearing in the developmental period (age 0-18) associated
with impairments of mental functions, difficulties in learning and
performing certain daily life skills and limitations of adaptive skills in
the context of community environments compared to others of the
same age. Includes Down Syndrome, tuberous sclerosis, cri-du-chat
syndrome, etc.
Neurological Applies to impairments of the nervous system occurring after birth,
such as epilepsy and organic dementias (e.g. Alzheimer’s Disease)
and conditions such as multiple sclerosis and Parkinson’s Disease.
Physical Conditions attributable to a physical cause or impact on the ability
to perform physical activities, and may include paraplegia,
quadriplegia, muscular dystrophy, motor neurone disease,
neuromuscular disorders, cerebral palsy, absence or deformities of
limbs, spina bifida, arthritis, back disorders, ataxia, bone formation
or degeneration, scoliosis, etc.
Psychiatric Includes recognisable symptoms and behaviour patterns frequently
associated with distress that may impair personal functioning in
normal social activity. Includes the typical effects of conditions such
as schizophrenia, affective disorders, anxiety disorders, addictive
behaviours, personality disorders, stress, psychosis, depression and
adjustment disorders.
Sensory and Deafblind: a dual sensory impairment associated with severe
speech restrictions in communication, and in the ability to participate in
community life.
Vision disability encompasses blindness and vision impairment (not
corrected by glasses or contact lenses).
Hearing disability encompasses deafness, hearing impairment,
hearing loss.
Speech disability encompasses speech loss, impairment or difficulty
in being understood.
Specific learning/ A general term referring to a group of disabilities, presumed due to
Attention Deficit central nervous system dysfunction rather than intellectual
Disorder (ADD) disability, covering significant difficulties in listening, speaking,
reading, writing, reasoning or mathematical skills.
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U 019 - Disability group: other
Relevant to: DSD

Question: What are the service user’s other significant disability
groups?
Definition: Disability groups, other than that indicated as being
primary, that express the experience of disability by the
service user or cause difficulty for the service user.
Intellectual)
4 Physical
5 Acquired Brain Injury
Disease)
8 Vision
9 Hearing
10 Speech
11 Psychiatric
12 Developmental delay (applicable only to 0-5 year olds
only, where no other category is appropriate)
Guide for use: All appropriate disability groups should be ticked (except
the disability group that was given in data item U 018).
For example, a service user with a primary disability
group of Acquired brain injury, who also experiences
difficulty in aspects of their life due to a speech disability
and a psychiatric disability, should tick code 10 and 11 for
Item U 019. Code 6 should not be ticked, since Acquired
brain injury would already have been reported in data
item U 018 Primary disability group.
Using the two items Primary disability group and Other
significant disability groups, avoids the need to use
multiple disability as a response. Use of a multiple
disability does not provide as much information about the
specific disability groups relevant to the service user.
To enable a more complete picture of the number of
people within the major disability groupings than would
otherwise be available using primary disability group only.
In conjunction with information from data item U 018, it
enables a more detailed description of the service user’s
disability, in terms of identifying additional specific
disability groups and identifying disability groups that are
associated with the primary disability group specified in
previously listed data item.
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U 020 - Diagnosis: primary
Relevant to: PDRSS

Question: What is the service user’s primary diagnosis?
Definition: The diagnosis (based on confirmed information where
available) that is chiefly responsible for occasioning the
consumer’s receipt of service from a PDRSS.
Classification: 1 Schizophrenia
2 Bipolar Disorder
3 Depression
4 Anxiety
5 Personality Disorder
6 Eating Disorder
7 Post Natal
8 Schizo-affective
9 Other Psychiatric Diagnosis
97 Not Known
Guide for use: Wherever appropriate check the primary clinical diagnosis
with the service user’s clinical case manager or referring
organisation or institution.
If a service user has two clinical diagnoses, e.g.
schizophrenia and anxiety, record only the primary
(schizophrenia) diagnosis. Staff should not guess or report
a diagnosis or disorder type themselves.
For further information on disability see the National
Community Services Data Dictionary V2.0 (available from
http://www.aihw.gov.au/knowledgebase).
In conjunction with information from item U 021, it
disability, in terms of identifying additional specific
disability groups and identifying disability groups that are
associated with the primary disability group specified in
previously listed data item.
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U 021 - Diagnosis: other
Relevant to: PDRSS

Question: What other disabilities does the psychiatric disability
support service user have?
Definition: Disability groups, other than that indicated as primary,
that clearly express the experience of disability by a
service user or cause difficulty for the service user.
1 Drug and Alcohol
Intellectual)
5 Physical
6 Acquired Brain Injury/Head Injury
Disease)
9 Vision (sensory)
10 Hearing (sensory)
11 Speech
12 Psychiatric (other)
Guide for use: It is unlikely that response 12 will be ticked, as most
PDRSS participants should have a primary diagnosis of
psychiatric.
Data item U 020 records the Primary Diagnosis.
All appropriate disability groups should be ticked.
In conjunction with information from data item U 020 it
diagnosis and disability.
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Housing
U 022 - Living arrangements: usual

This information is not asked of service users of DHS
activity types:
Data items U 023 and U 024 apply to these activity types.
Question: Does the service user usually live alone or with others?
Definition: Whether the service user lives alone or with other related
or unrelated persons, for four or more days per week on
average.
Classification: 1 Lives alone
2 Lives with family
3 Lives with others
Guide for use: The service user’s living arrangements must relate to the
place described in data items U 026 Residential setting:
usual and U 027 Residential setting: postcode.
If it is difficult to determine usual living arrangements
over the reporting period, report the living arrangements
during the reference week.
Categories are defined as follows:
Lives alone lives in a single person household.
Lives with lives with parents, partner (married, de
family facto, same sex relationships), male
relatives (son, brother, uncle, nephews,
male cousin, grandfathers, male
grandchildren, step sons and so on), female
relatives (daughter, sister, aunt, niece,
female cousin, grandmothers, female
grandchildren, step daughter and so on) and
foster family, even if there are other
unrelated people living in the same
household.
Lives with share with friends or an informal carer
others where the person is not a family member
(as specified above). If the client lives in a
household that includes both family
members and others, record this as 2 Lives
with family.
Those living in residential settings such as hostels or

group homes may consider that they live alone or with
others. The expressed views of the service user should be
used to determine whether they live alone or with others.

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To enable the investigation of links between living
arrangements and service utilisation (e.g. are people who
live alone more likely to access services).
The use of living arrangements is an indicator of potential
in-home support and the ability to relate it to ABS
population data is useful for planning purposes.
This data item can also relate to service users’ support
needs. Type of living arrangements, in conjunction with
informal carer arrangements, can indicate the level of
physical and emotional support, to which a service user
may have access.
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U 023 - Dependent children
Relevant to: PDRSS

Question: Does the service user have any dependent children?
Definition: Whether the service user has a dependent child.
Classification: 1 Yes - lives with service user
2 Yes - does not live with the service user
3 No
Guide for use: Dependency is defined as someone under the age of 18
who is reliant on the service user for food, shelter and as
their means of support, either emotionally or financially.
Children living with a parent in a residential program
should be recorded as Yes – lives with service user.
Where there may be a shared custody arrangement, the
location where the children spend the majority of their
time should be recorded. If the arrangement is 50 per
cent with the service user and 50 per cent with others,
this should be recorded as Yes – lives with service user.
To enable investigation of links between the uses of
services by children of people with a mental illness. The
use of living arrangements as an indicator of potential in-
home support and the ability to relate it to ABS population
data is useful for planning purposes.
carer arrangements, can indicate the level of physical and
emotional support, to which a service user may have
access.
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U 024 - Living arrangements: prior to entry
Relevant to: PDRSS

Required for users receiving the following service:
• 15034 PDRSS-Home based outreach support
Question: Who did the service user live with prior to entry to the
PDRSS outreach or residential program?
Definition: Whether the service user lived alone or with other related
or unrelated persons.
Classification: 1 Lived alone
2 Lived with family
3 Lived with others
Guide for use: Categories are defined as follows:
Lived alone lived in a single person household.
Lived with lived with parents, partner (married, de facto,
family same sex relationships), male relatives (son,
brother, uncle, nephews, male cousin,
grandfathers, male grandchildren, step sons and
so on), female relatives (daughter, sister, aunt,
niece, female cousin, grandmothers, female
foster family.
Lived with shared with friends or a carer (this includes paid
others carers) and where the carer is not a family
member. Refer to above for the definition of
family.

To enable the investigation of links between living
arrangements and service utilisation. The use of living
arrangements as an indicator of potential in-home support
and the ability to relate it to ABS population data are
useful for planning purposes.
access.
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U 025 - Living arrangements: at exit
Relevant to: PDRSS

Required mainly for users receiving the following service:
Question: Who will the service user be living with after exit from the
PDRSS outreach or residential program?
Definition: Whether the service user lived alone or with other related
or unrelated persons.
Classification: 1 Living alone
2 Living with family
3 Living with others
Guide for use: Categories are defined as follows:
Lived alone live in a single person household.
Lived with live with parents, partner (married, de
family facto, same sex relationships), male
relatives (son, brother, uncle, nephews,
male cousin, grandfathers, male
grandchildren, step sons and so on), female
relatives (daughter, sister, aunt, niece,
female cousin, grandmothers, female
foster family.
Lived with share with friends or a carer (this includes
others paid carers) and where the carer is not a
family member. Refer to above for the
definition of family.

To enable investigation of links between living
arrangements and service utilisation (e.g. are people who
live alone more likely to access services?). The use of
living arrangements as an indicator of potential in-home
support and the ability to relate it to ABS population data
are useful for planning purposes.
access.
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U 026 - Residential setting: usual

Question: What is the service user’s usual residential setting?
Definition: The type of physical accommodation in which the service
user usually resides, where usually is taken to mean four
or more days per week on average.
1 Private residence – owned or being purchased
2 Private residence – private rental
3 Private residence – public rental
4 Private residence – mobile home or caravan
5 Independent living unit within a retirement village
6 Boarding house/private hotel
7 Short term crisis or emergency accommodation
8 Transitional accommodation
9 Domestic-scale supported living facility (e.g. group
homes / CRUs)
10 Supported accommodation facility (e.g. hostels,
supported residential services or facilities)
11 Residential aged care facility (e.g. nursing home or
aged care hostel)
12 Psychiatric Inpatient Unit
13 Psychiatric/mental health community care facility
14 Public place/temporary shelter
15 Residence within an Aboriginal Community - private
rental
16 Residence within an Aboriginal Community - temporary
shelter
17 Hospital
18 Other
Guide for use: This item should be used to record the usual residential
setting of the service user while receiving services from
the service type outlet. If it is difficult to determine the
usual residential setting over the reporting period, report
what it was during the reference week.

1 Private residence – owned/purchased

The service user lives in a private residence owned or
purchased by themselves or their family. The residence
may include a wide range of dwelling types, such as a
house, a flat, or a unit.
2 Private residence – private rental

The service user lives in a privately owned residence
which they or their family are renting. The residence may
include a house, a flat, or a unit.
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The service user lives in a house, a flat, or a unit that is
publicly owned, and which they or their family are renting.
This category also includes service users living in
accommodation service properties (not transitional)
owned by the Office of Housing and shared living or group
homes under individual tenancy agreements.

The service user lives in a caravan, mobile home, boat,
etc. which they or their family either own, have
purchased, or are renting.
5 Independent living unit in a retirement village

The service user is a resident living independently in a
retirement village.
6 Boarding House/Private Hotel

The service user lives in a boarding house or a private
hotel.

The service user is living in night shelters, refuges, hostels
for the homeless, or halfway houses.
The service user is living in accommodation for a limited
time while long-term or permanent living arrangements
are being made. This may includes public housing, or a
transitional housing program.

homes/CRUs)
The service user is in a community living setting in a
facility where support is provided by staff or volunteers.
This may include group homes, cluster apartments where
a support worker lives on site, community residential
apartments and so forth.
Domestic-scale supported living settings may or may not
have 24-hour supervision and care, and have smaller
supported accommodation facilities (i.e. less than 7
people). You should code service users in 17016 DSD-
Shared supported accommodation in this category.

The service user is in a facility that provides board or
lodging for a number of people and has support services
provided on what is usually a 24-hour basis by rostered
care workers. This may include hostels for people with
disabilities and supported residential services.
This should be used for larger supported accommodation
facilities (usually 7 or more people) that provide 24-hour
supervision or care. You should code service users in
17017 DSD-Congregate care in this category.
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11 Residential aged care facility

The service user lives in an aged care hostel or nursing
home.
12 Psychiatric inpatient unit

The service user is in a public or private acute psychiatric
hospital unit. Record service users who are in hospital for
medical care (other than psychiatric) in category 17
Hospital.

The service user is in a community care unit, which
provides accommodation and non-acute care and support
to people with mental illness and psychiatric disabilities.
This includes 15038 PDRSS-Residential rehabilitation and
15055 PDRSS-Supported accommodation.

The service user lives in public places such as streets and
parks, or temporary shelters such as bus shelters or
camps and accommodation outside legal tenure
arrangements, such as squats.
15 & 16 Residence within an Aboriginal community

The service user lives in an Aboriginal community.
Distinguish between whether the residence is private (15)
or a temporary shelter (16). Service users living in
residence within a Torres Strait Islander community
should also be recorded here.
17 Hospital
The service user is receiving medical care in institutions
such as hospitals, Exclude from this treatment in
psychiatric units, which should be categorised as 12
Psychiatric inpatient unit.
18 Other
The service user lives in a situation where they may be
under a court or guardianship order and therefore have no
usual address.
To assist in comparisons of data from administrative data
collections and data from the five yearly Census of
Population and Housing, and to assist in analyses of de-
institutionalisation policies and practices.
Relating human service outcomes to a person’s housing
situation is an important step in providing better targeted
services.
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U 027 - Residential setting: postcode

Question: What is the postcode of the service user’s usual residence?
Definition: The postcode of the service user 's usual residential
address. Usual means four or more days residence per
week on average.
Classification: Four digit Australian postcode
Guide for use: The service user’s postcode must relate to the selected
residential setting as per data item U 026.

To allow monitoring of the regional demand for services
across Australia. This data item can also be used for
analysis of distances between where service users live and
where they receive services, and geographical planning for
future services on the basis of need.
Postcodes allow data to be aggregated as required, such
as for generating Statistical Local Area (SLA) data.
Previously, statistics on urban, rural and remote locations
have been restricted to the location of service type
outlets. With the service user’s postcode available, the
location of service users can be more accurately classified.
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U 028 - Residential setting: prior to entry
Relevant to: PDRSS

This item applies to clients receiving these activity types:
Question: What was the service user’s usual residential setting prior
to entering the PDRSS outreach or residential program?
user was usually residing, prior to receiving the PDRSS
outreach or residential program.
1 Private residence – owned or purchased
2 Private residence - private rental
homes)
aged care hostel)
15 Residence within an Aboriginal Community - rented
private residence
16 Residence within an Aboriginal Community - temporary
shelter
17 Hospital
18 Other
99 Not Stated
Guide for use: Use this to record the residential setting in which the
service user usually lived before joining the PDRSS
accommodation service. If the setting is difficult to
determine, report that for the reference week of the
previous quarter. See Item U 026 Residential setting:
usual for a detailed description of classification options.
To provides a history of residential patterns prior to
joining PDRSS services and allow investigation of links
between living arrangements, service utilisation and
service users’ support needs. Type of accommodation, in
conjunction with carer arrangements, can indicate the
level of physical and emotional support, to which a service
user may have access.
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U 029a - Residential setting: at exit
Relevant to: PDRSS

This item applies to clients receiving these activity types:
Questions: What will be the service user’s usual residential setting
after exiting the PDRSS outreach or residential program?
user will usually be residing, after leaving the PDRSS
outreach or residential program.
homes)
aged care hostel)
15 Residence within an Aboriginal Community-rented
private residence
16 Residence within an Aboriginal Community-temporary
shelter
17 Hospital
18 Other
Guide for use: This item should be used to record the usual residential
setting in which the service user will be living after exiting
the PDRSS accommodation service.
See Item U 026 Residential setting: usual for a detailed
description of classification options.
To provides a history of residential patterns after exiting
PDRSS services and allow investigation of links between
living arrangements, service utilisation and service users’
support needs. Type of accommodation, in conjunction
with carer arrangements, can indicate the level of physical
and emotional support, to which a service user may have
access.
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U 029b - Accommodation setting after cessation of services
Relevant to: HACC

Questions: What will be the service user’s usual residential setting
after exiting HACC services?
user will usually be residing, after leaving the HACC
accommodation service.
4 Private residence – mobile home
7 Short term crisis or transitional accommodation
8 Domestic-scale supported living facility
9 Supported Residential Service
aged care hostel)
13 Private Residence rented from Aboriginal Community
14 Temporary shelter within an Aboriginal Community
15 Hospital
16 Extended care/rehabilitation facility
17 Palliative care service / hospice
18 Not applicable – client died
19 Other
20 Not known
Guide for use: This item applies to all HACC clients, but only upon their
exiting their last HACC activity type.
For a detailed description of the options listed in above,
see section 3.22 of guidelines to the HACC MDS in
Victoria, Version 1.5.
To provides a history of residential patterns after ending
HACC services and allow investigation of links between
living arrangements, service utilisation and service users’
support needs. Type of accommodation, in conjunction
with carer arrangements, can indicate the level of physical
and emotional support, to which a service user may have
access.
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U 030 - HBOS nomination rights
Relevant to: PDRSS

• This item applies to clients receiving 15034 PDRSS-
Home based outreach support.
Question: Is the service user in a property for which PDRSS has
nomination rights?
Definition: Does the PDRSS service have a written protocol with a
housing provider, that allows for the PDRSS to place
service users of its choice in the property?
2 No
Guide for use: This item only applies if a client is living in Office of
Housing or Community Housing Programs such as
Transitional Housing or Group Housing Program
properties.
Nomination rights means that the agency has an
agreement with the housing provider (such as the Office
of Housing, Community Housing Service or Transitional
Housing Manager) to select the resident for a particular
property.
To provide an understanding of access to housing
programs for people with a mental illness.
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Income and work
U 031 - Labour force status

Relevant to: DSD, PDRSS,
Question: What is the service user’s labour force status?
Definition: This must be the self-reported status of the service user,
being either currently in paid work (employed), looking for
paid work (unemployed) or not in the labour force.
Classification: 1 Employed
2 Unemployed
3 Not in the labour force
Guide for use: This only applies if the service user is 15 years of age or
older. If using paper forms leave the data item blank.
Employed means all people who work for 1 hour or
more in the week preceding the end of the reporting
period. This definition, which is used by the Australian
Bureau of Statistics, enables the employment status of
DSD and PDRSS service users to be compared with that of
the general population.
This definition is not the same as that of a durable
employment outcome used by Commonwealth funded
disability employment services, which relates to
employment for at least 8 hours per week.
1 Employed
Employed persons are those aged 15 years and over
who, during the quarter worked for one hour or more:
• for pay, profit, commission or payment in kind in a job
or business, or on a farm (comprising Employees,
Employers and Own Account Workers);
• in supported employment or under the Community
Development Employment Program (CDEP);
• without pay in a family business or on a farm (i.e.
Contributing Family Worker);
Employed persons also includes those aged 15 years and
over who had a job but were not at work and were:
• on paid leave;
• on leave without pay, for less than four weeks, up to
the end of the reporting period;
• stood down without pay because of bad weather or
plant breakdown at their place of employment for less
than four weeks up to the end of the reporting period;
• on strike or locked out;
• on workers’ compensation and expected to return to
work;
• receiving wages or salary while studying full-time;
• Employers, Own Account Workers or Contributing
Family Workers who had a job, business or farm, but
were not at work.
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2 Unemployed
Unemployed persons are those aged 15 years and over
who were not employed during the quarter, and:
• actively looked for full-time or part-time work at any
time in the four weeks up to the date of data
transmission;
• were available for work in the reporting period, or would
have been available except for temporary illness (i.e.
lasting for less than four weeks to the end of the
reporting period);
• were waiting to start a new job within four weeks from
the end of the reporting period and would have started
in the week of data transmission if the job had been
available then;
• were waiting to be called back to a full-time or part-
time job from which they had been stood down without
pay for less than four weeks up to the end of the
reporting period (including the whole of the reporting
week) for reasons other than bad weather or plant
breakdown.
Actively looking for work includes:
• writing, telephoning or applying in person to an
employer for work,
• answering a newspaper advertisement for a job;
• checking factory or job agency notice boards;
• being registered with a job placement agency;
• checking or registering with any other employment
agency;
• advertising or tendering for work;
• contacting friends or relatives;
• attending pre-employment training or labour market
programs such as Work For The Dole.
3 Not in the Labour Force

This refers to anyone who, during the reporting period,
was not employed or unemployed, as defined above.
This may include persons who were:
• keeping house (unpaid)
• retired
• voluntarily inactive
• permanently unable to work
• in institutions (hospitals, gaols, sanatoriums, etc.)
• students or trainee teachers
• members of contemplative religious orders,
• only involved in jury duty during the reporting period.
To use as an indicator of the socio-economic status
(economic activity) of a service user and as a key element
in assessing the circumstances and needs of individuals
and families and their participation in society.
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U 032 - Main source of income
Relevant to: DSD, PDRSS,

Question: What is the service user’s main source of income?
Definition: The main source of income of the service user, if they are
aged 16 years or more.
Classification: 1 Disability Support Pension
2 Other pension or benefit (not superannuation)
3 Paid employment
4 Compensation payments
5 Other (e.g. superannuation, investments etc)
6 No income
97 Not known
Guide for use: This only applies if the service user is aged 16 years of
age or older. If using paper forms leave the item blank.
Do not complete data item U033, Receipt of carer
allowance (child) if this has been answered, because the
service user is aged 16 years or more.
What is the main source of income?

This refers to a service user’s own main source of income,
not that of a partner or of other household members.
Main source of income is that from which a person
derives most (equal to or greater than 50%) of their
income. If the service user has multiple sources of income
and none are equal to or greater than 50%, record the
one that contributes the largest percentage.
If you cannot determine their main source of income over
the reporting period (i.e. if it varies over time) report the
main source of income during the reference week.
97 Not known
Only record this if the service user, or their informal carer,
family or advocate, if appropriate, could not provide the
information (i.e. they have been asked but do not know).
To provide an indication of the economic resources
available to the service user.
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U 033 - Receipt of carer allowance (child)

Question: Do the service user’s parents or guardian receive the
Carer Allowance (Child)?
Definition: Receipt of the Carer Allowance (Child) by a parent or
guardian of a service user, if the service user is aged less
than 16 years.
2 No
97 Not Known
Guide for use: This only applies if the service user is aged less than 16
years. If using paper forms leave this data item blank.
Carer allowance (child) was formerly the Child Disability
Allowance.
This data item is not asking about Carer payment
(formerly Carer pension), even though some parents of
children aged less than 16 may receive it in addition to
Carer allowance (child).
97 Not known should only be recorded when the service
user or their informal carer, family or advocate could not
provide the information (i.e. they have been asked but do
not know).
To assess the relationship between receipt of Carer
Allowance (Child) and receipt of DSD or PDRSS funded
services, including frequency of support needed.
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U 034 – Pension/Benefit status
Relevant to: PDRSS, HACC

Question: What is the service user’s government pension/benefit
status?
Definition Pension or benefit status of the service user.
Classification: 1 Age Pension
3 Disability Support Pension
4 Carer payment (pension)
5 Unemployment-related allowance
6 Other Government pension/benefit
7 No government pension/benefit
11 DVA gold card holder
12 DVA white card holder
Guide for use: For further information on HACC data item U 034:
To establish the source of income in categories specific to
HACC and PDRSS service users.
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Participation
U 035 - Participation: getting around

Relevant to: DSD
Question: To what extent does the service user participate in getting
around outside without transport?
Definition: Involvement in getting around outside buildings, i.e. in the
streets, garden, parks and other open air situations,
whether it be for short or long distances, regardless of any
mobility aids used or the presence of a carer.
Classification: 1 Fully
2 Partially
3 Not at all
97 Not known
Guide for use: Responses to all questions in this section must reflect the
service user’s perspective and not that of the service
provider or other individuals.
Full participation level of involvement expected of an
individual without a disability.
Partial the service user has some
participation involvement but is restricted relative
to an individual without a disability.
Not at all the service user does not participate
in any way in the aspects of life
mentioned in this data item.
Not known means information is not available
about a service user’s participation
and this cannot be determined.
The transportation to and from open-air locations should

not be taken into account when thinking about
participation: data item U 036 deals with using
transportation.
To assist in determining the extent to which people with
disabilities who receive services participate in selected
aspects of life.
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U 036 - Participation: using transport
Relevant to: DSD

Question: To what extent does the service user participate in using
transport?
Definition: Involvement in using trams, trains, buses or cars either as
a passenger or as a driver, regardless of any mobility aids
used or the presence of a carer.
2 Partially
3 Not at all
97 Not known

aspects of life.
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U 037 - Participation: family relationships
Relevant to: DSD

Question: To what extent does the service user participate in
maintaining relationships with family?
Definition: Involvement in maintaining relationships, i.e. initiating
and maintaining contact with any parent, spouse, children,
siblings or other family members.
2 Partially
3 Not at all
97 Not known
Maintaining social relationships with the family is not

applicable if the service user is aged less than 5 years.
aspects of life.
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U 038 - Participation: social relationships
Relevant to: DSD

maintaining social relationships?
Definition: Involvement in maintaining relationships, i.e. initiating
and maintaining contact with friends or neighbours.
2 Partially
3 Not at all
97 Not known
Maintaining social relationships with friends is not

When assessing social relationships for this data item, you
can include informal carers, but do not refer to
relationships with persons formally organised to provide
support to the service user.
aspects of life.
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U 039 - Participation: recreation and leisure
Relevant to: DSD

recreation or leisure activities?
Definition: Involvement in sport, games, hobbies, attending football
matches and other sporting events, going to the movies,
other active or passive recreational pursuits, regardless of
any aids used or the presence of a carer.
2 Partially
3 Not at all
97 Not known
Participation in recreation or leisure activities is not

When responding to this data item, do not take into
account transportation to and from the recreation or
leisure activity. This is part of data item U 036.
aspects of life.
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U 040 - Participation: working
Relevant to: DSD

working?
Definition: Ability to obtain and retain paid employment, regardless
whether the service user is assisted or not.
2 Partially
3 Not at all
97 Not known
Participation in work is not applicable if the service user is

aged less than 15 years.
aspects of life.
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U 041 - Participation: handling money
Relevant to: DSD

handling money?
Definition: Involvement in buying items, banking, budgeting or
saving money.
2 Partially
3 Not at all
97 Not known
Participation in handling money is not applicable if the

service user is aged less than 15 years.
aspects of life.
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Support needs
U 042 - Support: self care

Question: How often does the service user need personal help or
supervision with self-care?
Definition: Self-care covers the range of activities such as washing
oneself, dressing, eating or toileting.
Classification: 1 Unable to do or always needs help or supervision
2 Sometimes needs help/supervision
3 Does not need help or supervision but uses aids or
equipment
4 Does not need help or supervision and does not use
aids or equipment
Guide for use: When responding to this data item, indicate to what
extent the service user can manage with or without
supervision and with or without aids.
Record the highest level of support need required during
the quarter. The support need must be due to the service
user’s disability and should be ongoing, i.e. have lasted
for the duration of the quarter.
For PDRSS service users, help and supervision includes
support to undertake an activity, such as reminding and
encouraging, as well as active assistance.
To assist in analysing the service access and usage
patterns of service users with varying levels of support
need. This is possible because the data item relates to
ABS population data.
Comparisons with other service types can also
demonstrate differences in access patterns for people with
specific support needs.
Analysis based on this data item and others, such as
communication method, living arrangements (data items
U 022, U 024 and U 025), residential setting (U 026, U
028 and U 029) and disability groups (U 018 – 021), could
provide indicators or relationships relevant to service
provision.
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U 043 - Support: mobility

supervision with mobility around the home or outside the
home?
Definition: Moving around the home or moving around away from
home, includes using public transport or driving a motor
vehicle, getting in or out of bed or a chair.
equipment
aids or equipment
Animals used for personal mobility, such as guide dogs,
are considered to fall in the category of aids and
equipment.
provision.
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U 044 - Support: communication

supervision with communication?
Definition: Communication is defined as the service user being
understood by strangers, family, friends or staff, in their
own native language or most effective method of
communication, if applicable, and understanding others.
equipment
aids or equipment
Interpreters are considered to provide personal assistance
and thus fall into the category of aids and equipment.
provision.
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U 045 - Support: interactions and relationships

supervision with interpersonal interactions and
relationships?
Definition: This includes actions and behaviours of an individual to
make and keep friends and relationships, behaving within
accepted limits, coping with feelings and emotions.
equipment
aids or equipment
provision.
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U 046 - Support: learning

supervision with learning, applying knowledge, general
tasks and demands?
Definition: Includes learning, applying knowledge and general tasks
and demands — understanding new ideas, remembering,
problem solving, making decisions, paying attention,
undertaking single or multiple tasks, and carrying out
daily routines.
equipment
aids or equipment
Guide for use: This data item does not apply to a service user aged less
than 5 years because the need to support or assist may be
due to age rather than disability.
When responding to this data item, indicate the extent to
which the service user can manage with or without
provision.
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U 047 - Support: education

supervision with education?
Definition: Education encompasses for example, the actions,
behaviours and tasks an individual needs to perform at
school, college or any educational setting.
equipment
aids or equipment
provision.
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U 048 - Support: community (civic) and economic Life

supervision with community (civic) and economic life?
Definition: This refers to recreation and leisure, religion and
spirituality, human rights, political life and citizenship, and
economic life such as handling money.
equipment
aids or equipment
provision.
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U 049 - Support: domestic life

supervision with domestic life?
Definition: Domestic life refers to activities such as shopping,
organising meals, cleaning, disposing of garbage,
housekeeping, cooking, and home maintenance. It does
not include care of household members, animals or
plants.
equipment
aids or equipment
provision.
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U 050 - Support: working

supervision with working?
Definition: Working refers to actions, behaviours and tasks needed
to obtain and retain paid employment.
equipment
aids or equipment
than 15 years because the need to support or assist may
be due to age rather than disability.
Record the highest level of support need during the
quarter. The need must be due to the service user’s
disability and should be ongoing, i.e. have lasted for the
duration of the quarter.
ABS population data. Comparisons with other service
types can also demonstrate differences in access patterns
for people with specific support needs.
provide relevant service indicators or relationships.
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U 051 - Source of clinical support
Relevant to: PDRSS

Question: Who provides the service user’s primary clinical support?
Definition: Is the primary clinical support for service users provided
by a public area mental health service, private
psychiatrist, general practitioner or is there no current
support?
Classification: 1 Public Area Mental Health Service
2 Private Psychiatrist
3 General Practitioner
4 Other
5 No clinical support
Guide for use: Clinical support includes treatment and intervention to
address symptoms of mental illness. It is provided by a
medical practitioner or a case manager at a clinical mental
health service.
This data item aims to identify how many service users
are receiving clinical support and who provides it.
When the service user has not been asked the question or
has not provided the response when asked, leave it blank.
To give an indication of the number of people receiving
clinical support and identify those providing it. It is useful
for understanding the interaction between different
service systems.
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U 052 - Contact with clinical support provider
Relevant to: PDRSS

Question: Has there been ongoing contact, other than a referral,
between the support worker and the service user’s clinical
support provider during the quarter?
Definition: Whether there has been at least one contact, other than a
referral, in the quarter between the key worker and the
service user’s clinical support provider.
2 No
97 Not known
Guide for use: The clinical support provider is the person or organisation
identified in data item U 051.
Where the PDRSS has contact, other than through
referral, with the clinical service provider, code this as 1
Yes.
To enable an examination of collaboration between the
PDRSS and clinical services.
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Service use
U 053 - Individual funding status

Question: Is the service user currently receiving individualised
funding?
Definition: Status of the service user as receiving individualised
funding.
2 No
97 Not known
Guide for use: Individualised funding should have all of the following
characteristics:
• funding is provided from within the CSTDA program;
• funding is allocated to an individual on the basis of
needs assessment, funding application, or similar;
• funding may be directly under the control of the
individual or their carer or advocate, or be managed in
consultation with a DSD or PDRSS agency to access
various services, or given directly to the funded agency
to provide the service to the individual;
• funding is transportable and able to move with the
individual if they choose to use another service; and
• funding is generally related to a policy ethos of fostering
individual choice and autonomy.
If your service type outlet manages a program or package
that does not meet one or more of these criteria then the
service user does not receive individualised funding under
the CSTDA and you should record 2 No.
Examples of individualised funding

• 17082 DSD-Community options
• 17034 DSD-Flexible support packages (Making a
Difference, Home first, Family Choice Program,
Continuity of Care State-wide Fund, and ABI Packages)
• 17201 DSD-Futures for young adults
• 17081 DSD-Individualised support packages.
• 17083 DSD-Moving ahead
To enable an examination of:
• the types of services individualised funding is used to
purchase;
• how service users with individualised funding differ from
others in terms of disability group, support needs, age,
etc; and
• trends in the use of individualised funding.
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U 054 - IPP Create date

Individual program plans apply to the following services:
DSD activity types
• 17008 DSD-Accommodation outreach support
• 17017 DSD-Congregate care
• 17022 DSD-Day programs
• 17052 DSD-Family options
• 17200 DSD-Home first
• 17081 DSD-Individualised support packages
• 15035 PDRSS-Psycho-social rehabilitation day programs
Question: When was the service user’s Individual Program Plan (IPP)
created?
Definition: The date that the original service user’s IPP was created.
Classification: Date
Guide for use: In some instances, IPPs are referred to as care plans.
For FFYA these are also referred to as Individual Education
Plans (IEP).
Various IPPs are established between service providers
and service users in order to identify service user needs
and optimise support to meet them.
If no IPP is yet in place leave this data item blank.
To assess the needs of service users and monitor the
delivery of support to meet identified needs and goals.
U 055 - IPP Create time

Question: How soon after entering the service was the service user's
Individual Program Plan (IPP) created?
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U 056 - IPP Review date

Individual program plans apply to the following services:
DSD activity types
Question: When was the most recent review of the service user’s
Individual Program Plan (IPP)?
Definition: The date the last time the service user’s IPP was
reviewed.
Guide for use: Various IPPs are established between service providers
and service users in order to identify service user needs
and optimise support to meet them.
An IPP is the agreed written result of an engagement
between a service user of a PDRSS and their key worker.
The IPP involves collaboration between service users and
the key worker and may, with the service user’s
agreement, also involve the clinical case manager and
others such as family members, other carers and friends.
A review involves an assessment of progress against the
goals of the IPP and, if appropriate, the setting of new
goals. If this process occurs over more than one day,
record the date that the process was completed.
To assess the needs of service users and monitor the
delivery of support to meet the needs identified.
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U 057 - IPP Goals met
Relevant to: PDRSS

Question: Were all the goals met on the service user’s PDRSS
Individual Program Plan?
2 None
3 Some
Guide for use: The IPP sets out in plain language what the service user
wishes to achieve in the short, medium and long term, by
participating in the PDRSS. It may be used by service
users as a way to record their experiences and
achievements.
A copy should be provided to the participant.
Within structured programs all service user’s IPP status
must be recorded.
To assess participation and progress within the various
PDRSS service types.
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U 058 - Client EFT
Relevant to: DSD

This question is applicable only to 17022 DSD-Day
programs
Question: What proportion of Equivalent Full-Time (EFT) place does
the service user occupy within the service type outlet?
Definition: The proportion of an EFT place received by the service
user, provided by the service type outlet.
Classification: 0.00 - 2.00
Guide for use: One EFT is deemed to be 30 hours of service received by
the service user, regardless of how many staff hours it
takes to deliver that service and the core needs of the
service user, i.e. high or very high.
The answer represents the amount of service received by
the service user as a proportion of an EFT placement,
derived by dividing the hours of service received by 30.
The proportion can range from 0.00 to 2.00 as some
service users receive more than 30 hours of service in a
week.
Use the following as a guide to calculating the proportion
of an EFT place allocated to the service user.
5 hours = 0.17 EFT 6 hours = 0.20 EFT
25 hours = 0.83 EFT
30 hours = 1.00 EFT

To determine the number of EFT places delivered by the
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U 059 - Referral date

This question is applicable to the following DHS activity
types:
DSD activity types
• 17026 DSD-Behaviour intervention services
• 17006 DSD-Criminal justice services
• 17042 DSD-Therapy
• 15035 PDRSS-Psycho Social Rehabilitation Day programs
Question: When was the service user referred to this service?
Definition: The date when the service user was referred to the service
type outlet for this DHS activity type.
Guide for use: Enter the date on which the service user was referred to
this service type outlet.
To help with analysis of flow between agencies and service
users in order to contribute to service delivery planning.
The referral date and start date (U 069 - Service start
date) provide information about the length of time people
have waited to receive a particular service.
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U 060 - Referral source (PDRSS)
Relevant to: PDRSS

Question: What is the source of the referral to the PDRSS service?
Definition: The main source (person, party or agency) from which a
service user was referred or forwarded to an agency.
1 Self
2 Family member/friend
4 Community service agency
5 Community service agency (non government)
6 Specialist aged or disability assessment (team/service
e.g. ACAT)
7 Residential community mental health care unit
8 Residential alcohol and other drug treatment/care unit
9 Acute care hospital (general)
10 Acute psychiatric service
11 Mental Health Service
12 Psychiatric Long term
13 Non psychiatric long-term care
14 Private psychiatrist
15 Within organisation
Guide for use: Enter the service user according to how they were referred
to the service. Indicate the person or agency that directed
or referred them.
Where more than one person or organisation was
responsible, select the option that most accurately
described the main or most influential means by which the
participant was directed to the service.
1 Self
The service user made initial contact with the service.
Relatives or friends made the referral.
3 General Practitioner (GP)

This includes referrals made by vocationally registered
GPs, trainee GPs and other primary-care medical
practitioners in private practice. It excludes referrals made
by GPs or medical practitioners from a hospital.
4 & 5 Community Service Agency

Response 4: referral made by a government provider of
community support services (not institutional).
Response 5: referral made by a non-government (not for
profit and incorporated) provider of community support
services, such as a neighbourhood house or church.
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6 Specialist Aged or Disability Assessment

This includes referrals made by specialist aged, such as an
Aged Care Assessment Team, disability assessment and
specialists in private practice.
7 Residential community mental health care unit

This includes referrals made by residential community
mental health care unit in settings such as
• 15038 PDRSS-Residential rehabilitation Service or
• 15055 PDRSS-Supported accommodation service.
It does not include community care unit. This is coded 12.
8 Residential alcohol and other drug treatment/care unit

This includes referrals made by:
• temporary residential settings providing support, non-
acute care and other services to people with particular
personal, social or behavioural problems
• mental health care units for severe mental illness or
severe psychosocial disability and drug and alcohol
residential treatment units.
9 Acute care hospital (general)

This excludes referrals from psychiatric hospitals or
specialist psychiatric wards or facilities within hospitals
(see response code 10).
10. Acute Psychiatric service

This includes referrals made by psychiatric hospitals and
psychiatric wards and facilities within hospitals. Use this
when the referral has been made from the acute inpatient
unit or prevention and recovery (PARC) unit.
11 Mental Health Service

This includes referrals made by community based mental
health services.
12 Psychiatric Long Term

This includes referrals made:
• for psychiatric in-patients by an extended care or
rehabilitation facility (freestanding or hospital-based)
• by community care units (CCU) and secure extended
care (SECU).
13 Non-psychiatric Long Term

This includes referrals made for non-psychiatric in-
patients of an extended care or rehabilitation facility
(freestanding or hospital-based).
14 Private Psychiatrist
This includes referrals made by psychiatrists in private
practice.
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15 Within organisation
Another program or service group within the same
service. It refers to internal referral.
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U 061 - Referral source (HACC)
Relevant to: HACC

Question: What is the source of the referral to the HACC service?
Definition: The main source (person, party or agency) from which a
person was referred or forwarded to an agency.
1 Self
4 Specialist Aged or disability assessment (team/service
e.g. ACAT)
5 Comprehensive HACC assessment authority
6 Community nursing service
7 Hospital (public)
8 Psychiatric/Mental Health Service
9 Extended care/rehabilitation facility
10 Palliative care facility/hospice
11 Government residential aged care facility
12 Aboriginal Health Service
13 Carelink Centre
14 Other Community-based Government
15 Other Government medical/health service
16 Other Government community-based services agency
17 Hospital (private)
18 Non-government residential aged care facility
19 Non-government medical/health service
20 Other non-government community-based service
21 Law enforcement agency
22 Other
Guide for use: Enter the service user according to how they were referred
to the service. Indicate the person or agency that directed
or referred them.
Where more than one person or organisation was
responsible, select the option that most accurately
described the main or most influential means by which the
participant was directed to the service.

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U 062 - Reason for respite
Relevant to: PDRSS

This item only applies to 15037 PDRSS-Planned respite.
Question: What is the service user’s main reason for planned
respite?
Definition: The main reason for the service user to have recourse to
access respite services during the quarter.
Classification: 1 Emergency (non clinical)
2 Planned
3 Other
Guide for use: For this item, record the history of the user’s need for
respite and indicate instances of emergency or planned
needs on specific dates during the quarter.
U 063 - Nights of respite
Relevant to: PDRSS

This item only applies to 15037 PDRSS-Planned respite.
Question: How many nights of respite did the service user receive
during the quarter?
Definition: Number of nights the service user received 15037 PDRSS-
Planned respite services in the quarter.
To contribute to the assessment of the reasons for respite
and to quantify the need for this service.
U 064 - Nights in residential rehabilitation
Relevant to: PDRSS

This data item applies only to:
• 15055 PDRSS-Supported accommodation.
Question: How many nights did the service user reside in this
residential rehabilitation service during the quarter?
Definition: Number of nights the service user resided in the
residential rehabilitation service or supported
accommodation service during the quarter.
To identify patterns of use for this service and staffing
inputs required for the support of this service.
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U 065 - Client status
Relevant to: HACC

Question: What is the service user’s reason for HACC client status?
Definition: The main factor for the service user to be classified as a
HACC client.
1 The details in this record describe a HACC Care
Recipient
2 The details in this record describe a HACC Carer
Guide for use: In response 1, the recipient receives assistance from the
agency due to their own frailty, disability or condition.
In response 2, the carer receives assistance from the
agency to support them in their caring role.
For further information on HACC data item U065:

Set in Victoria.
U 066 - Date of last assessment
Relevant to: HACC

Question: What is the date of the service user’s most recent
assessment?
Definition: The date of the most recent HACC assessment for this
service user.
Guide for use: For further information on HACC data item U066:
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U 067 - Meals at centre
Relevant to: HACC

Question: How many meals were provided to the service user at the
centre during the quarter?
Definition: Number of meals served to the service user’s at the centre
during the quarter.
Classification: 0-999
U 068 - Meals at home
Relevant to: HACC

Question: How many meals were provided to the service user at
home during the quarter?
Definition: Number of meals sent to the service user’s home during
the quarter.
Classification: 0-999
Guide for use: For further information on HACC data item U068, see
section 3.20 of Guidelines to the HACC Minimum data Set
in Victoria.
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6. Service received by service user

Data items listed in this section relate to services received by
service users for each DHS activity type.
The data collected will allow for better understanding of:
• service patterns and
• the amount of service being accessed (i.e. service
hours).
This section is required for the following service type outlets:
DSD activity types
• 17034 DSD-Flexible support packages
• 17023 DSD-Independent living training services
• 17035 DSD-Recreation
• 17999 SRV-Recreation
• 17203 DSD-Transitional accommodation support
All HACC activity types

To help with referencing, data items relating to service users
and the services they receive will be identifiable by a U,
followed by a unique number and a definition, e.g. data item
U 069 Service start date.
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No service information needed

All service type outlets engaging in activities must complete
all data items in this section related to their funding source,
with the following exceptions:
• For 17035 DSD-Recreation and 17999 SRV Recreation
you need only indicate the start and end date of service.
• For 17017 DSD-Congregate care or 17016 DSD-Shared
supported accommodation you do not need to complete
Item U 075 Hours received. It is assumed that these
service users receive 24 hours of service.
• For service 13097 HACC-Delivered Meals you do not
need to complete U 075 Hours received as this
information is not relevant to these service type outlets.

Relevant to: whether it is relevant to DSD PDRSS or HACC
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Service received
U 069 - Service start date

Question: When did the service user commence using this DHS
activity type?
Definition: The date on which a service user first received support
from a DSD, PDRSS or HACC funded service type outlet.
Guide for use: Record the actual commencement date of service users:
i.e., the date this DHS activity type was first received by
the service user at this service type outlet.
A service user is considered to have started receiving a
funded DHS activity type once they have been accepted
as eligible for it and have actually received support within
the service type outlet.
What is service?
A service is a support activity delivered to a service user,
in accord with the DSD, PDRSS or HACC. Services within
the scope of this collection are those for which funding has
been provided, during the specified period, by DHS.
If a service type outlet provides the service user with one-
off assistance, for example, respite care on one occasion,
and this assistance is DSD or PDRSS funded, all required
service users details should be recorded. This includes the
service exit date and appropriate reason for cessation. For
further details about data items to be collected for one-off
services, see the FAQ section on the QDC website
(www.dhs.vic.gov.au/qdc).
Support may include assessment processes once the
service user has been accepted as eligible for the DHS
activity type.
It does not include:
• assessment where this is for eligibility or for placement
on a waiting list.
• requests for information or phone queries.
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Existing service users

Existing service users are those who started receiving
services prior to October 2002 and should either be
recorded as commencing:
• on their known service start date, for example, a
service user starting on 2 September 2002 may be
recorded as 02 Sep 2002; or
• an estimated service start date, by recording 01 Jan
for the day and month and ccyy for the year.
For example, if a service user has been receiving support
from your service type outlet for about 5 years, record the
service start date as 01 Jan 1998; or on 1 October 2002,
that is 01 Oct 2002. Use this option if the start date is
unknown or cannot be recorded for some other reason.
For further information on Date of entry into HACC

service episode:
Set in Victoria.
To give some indication of length of stay of service users
in the DSD and PDRSS programs and of the intensity of
service provision. It can be used to identify the number of
funded service users as at the end of the quarter.
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U 070 - Date service last received

Question: When did the service user last receive this DHS activity
type?
Definition: The date the service user last received a service from this
service type outlet during the quarter being reported.
Guide for use: This is the most recent date on which this service user
last received support from this service type outlet.
A service is a support activity delivered to a service user,
in accord with the DSD, PDRSS or HACC. Services within
the scope of this collection are those for which funding has
been provided, during the specified period, by DHS.
This data item is not seeking the date:
• the service user permanently stopped receiving support
from this service type outlet (see instead data item U
072 Service exit date);
• the service user's form was completed.
What is service?
Support may include assessment processes once the
service user has been accepted as eligible for the DHS
activity type.
It does not include:
• assessment where this is for eligibility or for placement
on a waiting list;
• requests for information or phone queries.
To determine the number of active service users in any
specified reporting period.
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U 071 - Snapshot date flag

Question: Did the service user receive this DHS activity type on the
snapshot day?
Definition: Whether or not the service user received a DSD or PDRSS
funded activity type on the specified snapshot date.
2 No
Guide for use: This data item is only relevant to the quarter containing a
snapshot day: the fourth quarter of each financial year.
The snapshot flag must relate to the service user actually
receiving support at this service type outlet on the
snapshot day. For example, if the service user is living in
a CRU, record the response for the service type outlet
providing shared supported accommodation as 1 Yes.
If the service user was expected to attend a support
service, such as respite or day program, but did not show
for whatever reason, the response should be recorded as
2 No even though they have not exited the service.
QDC Tool
• will automatically generate this question in the relevant
quarter. Users may check About Important Dates on the
QDC Tool main menu.
Paper Forms
• for service users will be amended to contain this data
item in the relevant quarter.
To ensure continuity of data interpretation for CSDA MDS,
despite the fact that each year’s data will be collected on a
different basis.
It also enables comparisons of data from previous
snapshot days, and allows an evaluation of the success of
the new CSTDA NMDS collection by quantifying the
improvement in data collected.
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U 072 - Service exit date

Question: When did the service user leave this service type outlet?
Definition: The date on which the service user stopped receiving
services from the service type outlet.
Guide for use: This date must relate to when the service user stopped
receiving support from this service type outlet.
A service user is considered to have left a service when:
• they are not expected to return;
• they end the support relationship with the service type
outlet; or
• the support relationship is ended by the service type
outlet.
If twelve months have elapsed since the service user last
received support, record the service exit date as the date
service was last received.
If a service user has not left the service type outlet, leave
it blank.

Set in Victoria.
To give some indication of duration of service, and of the
intensity of service provision and to identify the number of
current service users as at the end of each reporting
period.
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U 073 - Reason for exiting service

Question: What reason did the service user report for leaving this
service type outlet?
Definition: The reason why the service user stopped receiving
services from the service type outlet.
1 Service user no longer needs assistance from service
type outlet – moved to mainstream services
2 Service user no longer needs assistance from service
type outlet – other
3 Service user moved to residential, institutional or
supported accommodation setting
4 Service users needs have increased – other service
type required
5 Services terminated due to budget/staffing constraints
6 Services terminated due to Occupational Health and
Safety (OHS) reasons
7 Service user moved out of area
8 Service user died
9 Service user terminated service
10 Other
Guide for use: Do not complete this data item if the service user has not
left the service and the data item U 072 Service exit date
has been left blank.
The main reason for cessation of services must relate to
the service type outlet.
1 Service user no longer needs assistance – moved to

mainstream services
The service user has moved onto mainstream services
e.g. to TAFE or further education.
2 Service user no longer needs assistance – other

The service user needs have decreased: they may be
managing on their own, or making use of other
assistance, or the original need has been resolved or no
longer exists, e.g. they move from a high intensity respite
service to a recreation program.
3 Service user moved to residential, institutional or

supported accommodation setting
The service user no longer needs assistance from the
service type outlet as they have moved to a residential or
institutional care setting, e.g. hospital, residential aged
care facility, or supported accommodation or living facility.
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4 Service user’s needs have increased – other service

type required
The service user's needs have increased to the point
where the service type outlet can no longer appropriately
meet their needs.
5 Services terminated due to budget/staffing

constraints
The service user’s needs have not changed but the service
type outlet can no longer provide assistance due to budget
or staff constraints.
6 Services terminated due to Occupational Health and

Safety (OHS) reasons
The service type outlet terminates service to the service
user for worker or volunteer occupational health and
safety reasons.
7 Service user moved out of area

The service user stopped receiving assistance from the
service type outlet because they moved out of the
geographic area of coverage, primarily due to a change in
the residential location rather then because of any change
in their need for assistance.
8 Service user terminated service:

The service user decides to stop receiving assistance from
the service type outlet as a result of their own choice and
not from any agency assessment of need or change in
their external circumstances. If the service user had not
made this choice they would have continued to receive
assistance from the service type outlet.
Other:
The service user stops receiving assistance from the
service type outlet for reasons other than those listed
above.
To contribute to a general understanding of the patterns
of transition and service user movements into and out of
support services.
It also gives some indication of the relationship between
service user turnover, factors relating to the service type
outlet’s operations and changes in service user needs and
circumstances. It will also provide important information
on aspects of ageing of DSD and PDRSS service users.
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U 074 - Cessation of services: reason
Relevant to: HACC

Question: What is the service user’s main reason for cessation of
services?
Definition: The main reason for services to the service user being
discontinued.
1 Client no longer needs assistance from agency
2 Client moved to residential, institutional or supported
accommodation setting
3 Client’s needs have increased – other service provider
required
4 Services terminated due to budget/staffing constraints
5 Services terminated due to occupational Health and
Safety (OHS) reasons.
6 Client moved out of area
7 Client died
8 Client terminated service
9 Other
11 Transferred to veterans home care
Guide for use: Where there may be a number of reasons for cessation of
services, indicate the overriding reason.
Only one response can be selected for this data item.

To identify the reasons for cessation of services and,
where relevant, the changes in patterns of
accommodation on exiting HACC services.
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Service hours
U 075 - Hours received

This item must be completed for the following DHS
activity types:
DSD activity types
• 17034 DSD-Flexible support packages
• 17023 DSD-Independent living training services
• 17203 DSD-Transitional accommodation support
HACC activity types
• All activity types except 13097 HACC-Delivered Meals
Question: Indicate the number of hours of support received by the
service user for this service type outlet in the months
during the quarter.
Definition: The number of hours of support received by a service
user for this service type outlet during the quarter. This
relates to service user contact hours only, irrespective of
the number of staff hours required to provide them.
Classification: 0–9999 Number of hours
Guide for use: This data item refers to hours of service received by
service users, and does not include administration,
transport or other similar hours from which the service
user benefits directly or indirectly (these distinctions are
captured in your response to data items S08 Paid staff
hours and S09 Unpaid staff hours).
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If your agency is funded to provide a DHS activity type,

and you sub-contract the provision of part or all of it to
another agency, see page 34 of this Data Guide for a
detailed explanation of how to count sub-contracted
services.
Recording hours
Hours need to be recorded for at least every calendar
month of service received during the quarter.
Although QDC reporting is for a three-month period, the
basis for recording service hours is monthly. The QDC
system requires that the interval during which the
services hours are recorded (the from and to dates) must
be no longer than a calendar month.
For example, a service user may have received a total of
15 hours over the quarterly period (1 January to 30
March).
• if all of this takes place within January then record
this as 15 hours for January.
• if 5 hours take place in January and 10 hours in
March then record 5 hours for January and 10 hours
for March.
• if 5 hours of service were received in January,
February and March respectively, then record this as
5 hours for January, 5 hours for February and 5
hours for March.
Be as accurate as possible in defining the period within
each month. For example, if the 5 hours occurred from 17
to 18 January, report 17 and 18 January as the from and
to dates.
Hours received must relate to the support received by the
service user from this service type outlet.
Where service users receive support in a group setting
record the hours received in this setting for all attending
service users (i.e. do not divide group hours by the
number of service users attending). For example, where
one worker is supplying services to three service users for
four hours, count each service user as receiving four
hours of service.
Include the hours during sleepover duties in the total
hours received by the service user.
QDC Tool users

• have the option of also entering minutes: do not use
decimal, i.e. 45 minutes is 0.45, not 0.75 of an hour.
In-house information systems

• Hours received is reported and stored as minutes in the

Set in Victoria.
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To indicate the intensity of support received by service
users.
A measure of service intensity for service users and DHS
activity type enables stakeholders to examine patterns of
service delivery for service users with various
characteristics (e.g. disability group, support needs)
across service type outlets with various characteristics
such as DHS activity type and geographic location.
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U 076 - Hours received: sub activity

Question: Which sub activity do the hours indicated in the previous
item relate to for this service user?
Definition: List of the type of sub activities the service user has
engaged in.
Classification: 17006 DSD-Criminal justice services
1 Intensive Rehabilitation Treatment Program (IRTP)
2 Other
17034 DSD-Flexible support packages:
1 Short Term Assistance Package (STAP)
2 Intensive Support Package (ISP)
3 Assisted Community Living Package
4 Early Choices
5 Making a Difference
6 Continuity of Care Statewide Fund
7 Family Choices
8 ABI Packages
9 Family options
17010 DSD-Respite:
1 In home respite
2 Other Flexible Respite (excl. In home respite)
3 Facility-Based Respite
4 Community Access respite
13015 HACC-Linkages Packages
1 Linkages (counselling, information, advocacy)
2 Linkages (case management)
3 Home Care
4 Volunteer Social Support
5 Nursing Care (at home)
6 Nursing Care (at centre)
7 Allied Health Care (at home)
8 Allied Health Care (at centre)
9 Personal Care
10 Planned activity group – core
11 Planned activity group – high
12 Respite – home and community
13 Respite – overnight
14 Assessment
15 Property maintenance
13096 HACC-Allied Health
1 Allied Health Care (at centre)
2 Allied Health Care (at home)
13009 HACC-Nursing non-Blair 2000 and
13094 HACC-Nursing Blair 2000
1 Nursing Care (at centre)
2 Nursing Care (at home)
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15037 PDRSS-Planned respite:

1 In Home (individual)
2 Day Activities (in groups)
3 Residential (in groups)
4 Holidays/camps (in group)
5 Outdoor Education (in group)
6 Individual
7 Other Respite
15035 PDRSS-Psycho-social rehabilitation day programs
1 Unstructured/Drop In
2 Structured: Independent living
3 Structured: Psychosocial Support
4 Structured: Prevocational Training
5 Structured: Recreation
6 Structured Outdoor Education
7 Community Access/Outreach
15034 PDRSS-Home based outreach support
1 Home based outreach support
2 Intensive Home based outreach support
3 Mother Support
Guide for use: Sub-activities help to improve understanding of the type
of service received by service users. They are best
identified by their purpose, rather than the DHS activity
type. For example, for one person a course in computers
may be part of prevocational program in order to gain
employment, whereas for another it may be part of a
support program enabling them to use email in order to
socialise more effectively.
Psycho-social rehabilitation day programs definitions
1 Unstructured/Drop In
Unstructured activities are centre based or off site
activities provided during the day on an ongoing basis and
where formal attendance is usually not required.
2 Structured: Independent living

These are activities that encourage and support service
users to participate in day-to-day living within their
community and include assisting with:
• assessing independent living skills support needs;
• budgeting, organisation of household tasks such as
cooking, personal care, cleaning, or banking;
• maintaining regular social contact, relationships and
social support such as assistance to attend
appointments or visit friends/relatives;
• accessing and becoming familiar with community
services and activities, including support groups;
• accessing and becoming familiar with public transport;
and
• participating in educational or vocational activities.
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3 Structured: Psychosocial Support

These are activities involving support for service users
and, if appropriate, their carers to attain mental health
and social competence goals.
They may include helping service users:
• assess psychosocial needs;
• address complex social issues such as relationships,
social isolation and loneliness, marginalisation,
parenting and substance misuse;
• develop or re-establish family or social and community
networks;
• access appropriate mainstream or specialised services;
and
• provide care coordination.
4 Structured: Prevocational Training

These are activities that assist service users to enter the
employment market by:
• assisting them to develop resumes and other job related
documentation;
• providing programs and training that develops specific
work related skills, such as using computers; and
• providing programs and training that develops work
ready skills, such as time management.
5 Structured: Recreation
These are activities providing or facilitating a range of
leisure and social opportunities to enhance service user’s
enjoyment of life and participation in the community.
They may include:
• providing or facilitating activities that address an
individual’s needs and interests;
• helping individuals participate in activities which they
enjoy such as going to the movies, painting, drawing
and artwork, playing games, sports; and
• developing and promoting consumer led recreation,
leisure, or cultural groups.
6 Structured: Outdoor Education

These are activities providing or facilitating outdoor
education opportunities to enhance service users’ feelings
of self worth, social competence and physical well-being.
They may include activities in:
• outdoor or adventure settings that develop physical
skills (balance, coordination, strength), interpersonal
skills (how to support or lead others, planning and
problem solving), personal skills (stress management
and goal setting) or practical skills (menu planning,
shopping, cooking);
• the natural environment to encourage exploration of the
relationship with the self, with others, between humans
and nature and interdependence of living things.
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7 Community Access/Outreach
These are activities that involve PDRSS staff actively
supporting an individual to participate in community
activities and services outside the day centre
environment.
These may include:
• advocacy, community education and secondary
consultation in response to service user needs;
• visits by day program staff to service users at home or
in hospital.

Set in Victoria.
To gain a better understanding of the delivery of support
and inter relation between the various support types.
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HACC equipment
The agency should record the type of goods or equipment
received by the client (on loan or by purchase with HACC
funds) on each HACC Service Event.
These can include:
10 Self care aids
20 Support and mobility aids
30 Communication aids
40 Aids for Reading
50 Medical care aids
60 Car modifications
70 Other Goods/Equipment
Agencies should include goods and equipment even where
these have been funded only in part by the HACC program.
Record the type, not the amount of assistance

This data element does not record an amount of assistance
with goods and equipment as is recorded for the other types
of assistance provided by HACC agencies (i.e. in time,
quantity or cost). Rather, it indicates the type of goods or
equipment that the agency provides during service delivery.
This data was initially included in the HACC MDS as the
Purchase of Goods and Equipment and to be measured in
cost. This was subsequently changed to the Provision of
Goods and Equipment to reflect the widespread agency
practice of lending goods and equipment rather than making
an outright purchase of goods or equipment for one
particular client.
More than one of the same type

Where the client receives more than one of the same type of
good or equipment (e.g. several packets of incontinence
pads) on the same occasion, the agency should only record
this once. Where the client receives different types of goods
or equipment on the same occasion, the agency should
record each type of goods or equipment separately against
the same date.
Maximum recorded
Agencies can report a maximum of 10 different types of
goods or equipment that they have provided to the client
during each reporting period (see Total Assistance with
Goods and Equipment Received).
For further information on HACC equipment data item

• see page 58 of Guidelines to the HACC Minimum data
Set in Victoria.
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U 077 - Self care aids
Relevant to: HACC

Questions: How goods and equipment were issued to the service user
received during the quarter?
What was the issue date for each item of equipment?
Definition: The goods or equipment provided to the service user (by
purchase or loan) on a HACC service event.
Classification: 10 Self care aids
Guide for use: These aids assist the client in day-to-day routines of
cooking, eating and personal hygiene. Examples of such
aids are special crockery or cutlery, bath and shower rails,
buttonhooks, bowel and urinary appliances and so forth.
U 078 - Support and mobility aids
Relevant to: HACC

Classification: 20 Support and mobility aids
Guide for use: These aids provide the client with ease of mobility and
supportive mechanisms while at rest.
Support aids include callipers, splints, special beds,
cushions or pillows.
Mobility aids include belts, braces, crutches, wheelchairs
(manual and motorised) etc.
U 079 - Communication aids

Relevant to: HACC
Classification: 30 Communication aids
Guide for use: These aids to help the client with inter-personal interaction
and include telephone attachments, writing aids, speaking
aids (electrolarynx), intercom and so forth.
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U 080 - Reading aids
Relevant to: HACC

Classification: 40 Aids for Reading
Guide for use: These are aids provided to clients specifically to help with
reading. They include items such as magnifying or reading
glasses, Braille books, reading frames and so forth.
U 081 - Medical care aids
Relevant to: HACC

Classification: 50 Medical care aids
Guide for use: These are aids that provide assistance to clients with
specific medical conditions and may include breathing
pumps, pacemakers, Ostomy/Stoma appliances and so
forth.
U 082 - Car modifications
Relevant to: HACC

Classification: 60 Car modifications
Guide for use: These are aids that allow clients access to safe and
comfortable transportation, either as drivers or
passengers of a vehicle. They include accelerators, brakes,
mirrors or other driver related controls or modifications
such as automatic transmission and adjustments for
wheelchairs.
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U 083 - Other
Relevant to: HACC

Classification: 70 Other goods/Equipment
Guide for use: This category includes all aids not covered by any of the
above mentioned codes.
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Appendix 1. DHS activity type definitions
DSD activity types

More detailed information regarding the DSD activity types can be obtained from the
Disability Services Policy and Funding Plan.
DSD- No. Description
Accommodation 17008 A flexible combination of services provided in the home
outreach support and/or community. These services provide supports that
assist individuals to maintain activities of daily living,
access and participate in their chosen community, and
strengthen personal relationships. Services will be allocated
to individuals where the appropriate level of assistance is
not available from a generic service, or other service or
support package.
Outreach services may provide a combination of skill
development and skill maintenance support, and may also
assist people with disabilities to carry out activities and
interactions that they are unable to undertake without
support. Services may be provided to people living
independently, in their family homes or in other settings,
with the aim of developing or maintaining their
independence in that setting, or of them moving to a more
independent one.
Advocacy services 17024 Refers to the provision of support to people with a disability
to assist them assert and protect their rights as valued
members of the community and to participate in decision-
making processes affecting their lives. The services are
provided when needed by persons with a disability, family
or carers.
Aids and Equipment 17025 A program that subsidises the cost of functional aids,
equipment and home modifications for people with a
permanent or long term disability. Support is based on a
client’s assessed needs and is aimed at enabling mobility
within the home environment and daily living tasks. This
activity is listed in the range of DSD services but is not
included in the scope of the QDC.
Behaviour and 17026 A range of client-focussed services aimed at addressing
Intervention Services challenging behaviours or offering human relations training
support e.g. assessment, implementation and review of
specialist therapeutic intervention. These may be delivered
directly by DHS, or provided by non-government agencies
or private practitioners.
Building inclusive 17061 Part of the RuralAccess program launched in 2000 it refers
communities to integration of various intervention strategies within local
communities to build and resource services and support for
people with disabilities and their carers.
The first phase of the MetroAccess program will commence
in 2003. The development of MetroAccess will be consistent
with the community building approach developed through
RuralAccess. Together, RuralAccess and MetroAccess will
provide a coordinated area-based community building
framework throughout Victoria targeting people with
disabilities.
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Case management 17028 To assist people with a disability to maximise their
independence and participation in the community, through
collaboration with the person with a disability, and their
family or carers, in planning and facilitating access to
appropriate support and services.
Services targeted to individuals requiring assistance for a
period of time to access necessary support. The objective
is to help those with disabilities to access appropriate
support and services and maximise their independence and
participation in the community.
Community options 17082 Refers to options for working in partnership with people
with a disability to help them move from block-funded day
programs and the FFYA program to more individualised
support packages. These will give them access to a wider
range of flexible support options tailored to their individual
needs and goals. This is an interim activity that will operate
in conjunction with 17081 DSD-Individualised support
packages to link people with activities offered in the
community.
Congregate care 17017 Refers to the provision of accommodation and support in a
registered training centre to persons with a disability to
enable them to carry out activities and interactions
involved in daily living. The training centre or Congregate
care facility is set up in accordance with Section 17 of the
Intellectually Disabled Persons’ Services Act 1986.
Criminal justice 17006 A range of specialist services provided to those with an
services intellectual disability aimed a minimising the risk of serious
offending behaviours and assisting clients coming into
contact with the criminal justice system. Services include
supported or secure accommodation, outreach, counselling,
individual and group program support.
Day programs 17022 Offer a range of programs from educational to leisure
pursuits or a package of services for an individual’s priority
needs. Support may also include supervision and physical
care and link into activities offered within the community.
DSD-Day programs are flexible and responsive to individual
needs and interests.
Family options 17052 Refers to specialised family placement options for people
with disabilities. Children and young people are a priority
target group. Where children are involved, the core service
is provided by workers specialising in establishing and
maintaining family placements. These options encompass
the legal status of child placement such as custody and
guardianship.
Flexible support 17034 These offer a flexible range of services aimed at meeting
packages additional support requirements for a person with disability
at home. They encompass advice about relevant programs,
provision of timely information to people with disability,
their family or carers, the assessment of a person’s needs
and work and the development of a plan to reflect the
person’s needs.
Futures for young 17201 Refers to the program designed to support students aged
adults 18 and over to move from school to adult options such as
post-secondary education, training, employment,
recreation, leisure or day support activities. Support is
offered in terms of the development of independent living
skills, community access and participation, opportunities
for employment, training and recreation or leisure activities
that improve the quality of life.
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Home first (formerly 17200 Refers to a flexible combination of services provided in the
known as Home home or community to assist individuals to maintain daily
Support) living activities, to access and participate in their chosen
community, and strengthen personal relationships. Up to
34 hours of support per individual may be available to
enable a person with disability to live in their own home, or
move to more independent living arrangements, maintain
maximum independence and access community activities
and facilities.
The In Home Accommodation Support activity (17007) has
been absorbed within 17200 DSD-Home first for the 2002 -
2003 financial year.
Independent living 17023 Groups the provision of individualised training in activities
training services related to daily living, mobility and orientation, use of
public transport and adaptive equipment. The aim of these
programs is to provide goal-oriented training to individuals
with a disability to increase their independence in activities
of daily living, and move to more independent living
arrangements outside of staffed residential
accommodation.
Individualised support 17081 A new activity designed to enable people with a disability
packages to exercise choice in obtaining support that helps them
pursue their own lifestyles. Based on the principles that
support the approach of: self determination;
accountability; building capacity of individuals, personal
networks and the community; tailored responses for
individuals and communities; and family-centred practice
for children and their families.
Information services 17033 Services directed to people with disability, their family,
carers and service providers so they may access relevant
and current information. This information should help with
better management of the disability, improve awareness of
support that may lead to the person with disability living
independently and promote community awareness of
general or specific disability issues.
Intake and response 17044 Refers to the provision of a visible and integrated service
for people with a disability, and their families and carers,
by providing information and linking people into community
supports and services.
Individualised responses assist people with a disability, and
their family and carers, to navigate and access community
supports and services. Systemic responses create a visible
and integrated contact point, identify unmet needs and
inform service system planning and development.
Moving ahead 17083 Refers to enhanced goal setting, planning and self
determination for school leavers with a disability, to
maximise independence in the broader community. Moving
ahead works in partnership with school leavers to help
them access a wide range of flexible supports, and allow
them to pursue their lifestyle of choice.
Peak organisations 17053 Refers to bodies that represent and support the non-
government disability provider sector and achieve positive
outcomes for people with disabilities. Peak bodies activities
range from regular information dissemination, development
of state-wide communication processes, promotion of
educational and skill development activities, quality
improvement and assurance incorporating the client’s
participation.
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Recreation 17035 Refers to agencies funded to enhance leisure and
recreation for people with a disability. This may be include
mainstream sport and recreation agencies that provide for
those with disabilities and promote inclusive practices or
agencies offering direct support by developing and co-
ordinating specific sport and recreation programs.
Respite 17010 Refers to the provision of short-term and time-limited
breaks for families and other caregivers of those with a
disability. The aim is to support the primary carer while
providing a positive experience for the person with a
disability. Respite and the co-ordination of respite may
include facility-based, in-home and community-based
support services in response to diverse family needs.
Shared supported 17016 Refers to support to persons with disability to carry out
accommodation activities and interactions involved in daily living and which
they are unable to undertake without assistance. The
provision of practical assistance ranges from self-care,
household or economic management to maintenance of
social relationships. Shared supported accommodation
involves residence of a longer term unlike respite offering
support for 63 days or less.
SRV- Recreation 17999 Refers to enhancing leisure and recreation for people with
a disability. This may be include mainstream sport and
recreation agencies that provide for those with disabilities
and promote inclusive practices or agencies offering direct
support by developing and co-ordinating specific sport and
recreation programs. Funding is provided by Sports and
Recreation, Victoria (SRV).
System Support & 17080 Refers to improvements in the ability and capacity of
Innovation service provision and includes service wide expenditure
such as non-recurring corporate or agency-wide capital-
type grants, office relocation assistance, non-activity
specific establishment or equipment grants, and program
improvement research.
Therapy 17042 Therapy supports should be regarded as a bundle of
supports, without distinction between specific disciplines.
Identifiable professions included in the provision of therapy
supports are occupational therapists, physiotherapists,
speech pathologists and therapy aides.
Assessment, consultation and support are provided to
people with a disability, their families and carers, and
service providers. Therapy supports may include group
programs, and assistance to service providers and regions
to improve the services delivered to people with a
disability. Individual and group supports include
outcome-oriented program plans, determined through
ongoing consultation with key stakeholders, and
assessment outcomes.
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Training and 17064 The State Disability Plan for 2002-12 has identified, as one
Development of its strategies, the strengthening of the disability
workforce through learning and development to ensure a
skilled and stable workforce into the future. This competent
and qualified workforce will contribute to enhanced quality
of life outcomes for individuals with a disability in the
service system.
The Disability Learning and Development Strategy has
been developed to support the goals of the state plan. This
approach sees the priorities and needs of people with a
disability placed at the centre of learning and training.
Competency based learning and development allows for
practical on-the-job training, flexibility in the way people
learn, and creates pathways to the gaining of
qualifications. The strategy is about an ongoing
commitment to developing people as an integral part of an
organisation’s operations. It places responsibility on staff
for their learning to ensure they have the skills their work
requires. This in turn improves the quality of life of people
with a disability by helping them to pursue the lifestyle
they desire.
Transitional 17203 Refers to a package to support persons with a disability in
accommodation activities and interactions involved in daily living. The
support support covers the areas of self-care, household and
financial management, community access and
participation. This activity differs from 17016 DSD-Shared
Support Accommodation in that the support is interim, i.e.
in place while arrangements are made for longer term
accommodation service.
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PDRSS- No. Description
Carer support 15263 Refers to support provided to carers, families and friends of
people with a mental illness through information, financial
assistance and other means.
Home based outreach 15034 Refers to support for service users in their own homes on
support (HBOS) an outreach or visiting basis. Home is defined by the
service user and may include private or public housing,
rooming or boarding houses, supported residential
services, private hotels or caravan park. Some HBOS
services will have nomination rights to properties provided
through the Housing and Support, Community Housing,
Transitional Housing or Group Homes programs.
Support aims to reduce isolation, assist with learning or
relearning the activities of daily living, develop social skills
and enable access to community services. It may also be
provided in community settings where one-to-one support
is necessary, for example, assistance accessing education,
transport or recreation activities.
Mutual Support/Self 15036 Refers to services providing support, education,
Help/Information/Advocacy information and advocacy to assist people affected by
mental illness to develop knowledge, skills and support
networks that contribute to recovery and reduce the
negative impacts of mental illness. Services can be
targeted at people with a mental illness or their carers and
may be structured around a particular illness.
Planned respite 15037 Refers to services providing a break for the person with a
mental illness and their carer from usual caring or living
arrangements. It may be provided at a centre based
facility, such as an established camp or residential facility,
in a person’s own home or in the community.
Psycho-social rehabilitation 15035 Refers to a range of usually centre-based structured and
day programs unstructured (drop in) programs that aim to create a sense
of belonging to a community, provide peer support and an
atmosphere where social and daily living skills can be
learned.
Residential rehabilitation 15038 Refers to transitional programs delivered in a residential
environment that assist participants to develop social and
daily living skills, maximise independence and dignity,
encourage them to participate in the life of the community
and to develop the confidence and ability to move on to
more independent living. Services may have 24 hour
staffing with sleepovers or an on call system as appropriate
to the needs of the residents.
Supported accommodation 15055 Refers to on site support linked to long term permanent
accommodation. Support may or not be available 24 hours
a day or seven days a week. It is usually available to
clients with ongoing mental health problems and associated
disabilities who are recognised as requiring high levels of
support.
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HACC activity types

HACC- No. Description
Allied Health 13096 Refers to specialist services such as podiatry, occupational
therapy, physiotherapy, dietetics, and speech pathology.
Counselling provided by a social worker or psychologist is
not part of this activity even if the person is funded as an
Allied Health worker.
Assessment and Care 13024 Refers to holistic assessment and re-assessment of an
Management individual’s need for community support services. Needs
for HACC and non-HACC services and strengths and
abilities are identified.
Delivered Meals 13097 Refers to meals prepared and delivered to the client. It
does not include meals prepared in the client’s home.
Home Care 13026 Refers to care normally provided in the home, and includes
services such as vacuuming, dishwashing, cleaning, clothes
washing, shopping, meal preparation and bill paying.
Linkages Packages 13015 Refers to service based packages on case management:
namely assistance received by a client with complex care
needs from a formally identified agency worker —generally
a linkages or community options agency. This person will
coordinate planning and delivery of services from more
than one agency.
Nursing Blair 2000 13094 Refers to professional nursing care provided by a
registered nurse employed in a nursing capacity.
Personal Care 13025 Refers to assistance with tasks that a person would
normally manage but which, because of illness, disability or
frailty they cannot perform without assistance. Examples
are bathing, dressing, grooming, toileting, getting in and
out of bed, moving about and eating.
Planned Activity Group - 13056 Refers to a planned program of activities aimed at
core enhancing skills required for daily living. These activities
also provide opportunities for social interaction and respite
for carers. The group may meet in a centre, at a local
venue, or go on outings.
Core group clients are relatively independent physically and
do not require specialist dementia care or personal care to
participate.
Planned Activity Group— 13057 Refers to groups requiring personal care or specially
High trained staff for moderate to severe dementia or behaviour
management.
Property Maintenance 13099 Refers to general repair and care of a client’s home or yard
by an agency. This helps the client to live comfortably and
safely in their home. It may include handyman work,
repairs, lawn mowing, rubbish removal and repairs to roof
or guttering as well as modifications or renovations to help
the client cope with a disabling condition. Examples are:
the installation of grab rails, ramps, shower rails, special
taps and emergency alarms.
Respite—Home & 13027 Refers to assistance provided to carers to relieve of their
Community caring role and enable them to pursue other activities. This
involves providing a substitute so the carer gains time out.
Respite can be provided in the client’s home or in the
community on a planned regular, emergency, or occasional
basis. It may involve the substitute carer accompanying
the usual carer and the care recipient on an outing or
holiday.
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HACC- No. Description

Respite—Overnight 13028 Refers to respite provided in the client’s or paid carer’s
home in a 10-hour block. The worker may sleep overnight,
while being available to respond to a call for assistance.
Where the client requires regular assistance at night, and
therefore the worker cannot normally be sleeping during
the shift, the appropriate activity to record is Respite -
Home & Community, or Personal Care.
Volunteer Co-ordination 13063 Refers to unpaid work done by volunteers. It covers
activities such as friendly visiting, providing transport to
clients, helping them do paper work, taking them shopping
or to attend an appointment, providing respite care to
families of children with disabilities or to frail older people,
either in the volunteer’s home or in the home of the client
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Appendix 2. AIHW definitions

1 Large Agency Performance and Data Collection. This is a DSD
residentials/institutions data collection for performance monitoring.
(more than 20 people) Large residentials/institutions are usually located on large
parcels of land and provide 24 hour residential support in a
congregate setting of more than 20 beds. In some cases a
range of residential, vocational, day or respite services are
provided on the one site.
Each additional DHS activity type should be funded or
reported against a separate service type outlet.
2 Small Small residentials/institutions are usually located on large
residentials/institutions parcels of land and provide 24 hour residential support in a
(7–20 people) congregate settings of 7 to 20 beds. In some cases a range
of residential, vocational, day or respite services are
provided on the one site.
3 Hostels Hostels provide residential support in a congregate setting
of usually less than 20 beds, and may or may not provide
24 hour residential support. Many are situated in an
institutional setting and have respite beds included on the
premises. Unlike residentials/institutions, hostels usually do
not provide segregated specialist services.
4 Group homes (<7 people) Group homes provide combined accommodation and
community based residential support to people in a
residential setting. Usually no more than 6 clients are
located in any one house, although this can vary. Group
homes are generally staffed 24 hours a day. The agency
being funded to provide the service must have control of
the residence, i.e. own, lease, hold in trust, or in other
ways be responsible for the residence - not just the support
to enable the residents to remain there. If the only service
being provided is support to enable residents to remain in
their existing accommodation, refer to 5 or 6 below.
5 Attendant care/personal An attendant care program provides for attendants to assist
care people with daily activities they are unable to complete for
themselves because of physical, intellectual or any other
disability. The service is provided to assist people to live in
the community, and to live on their own.
6 In-home accommodation This involves individual in-home living support or
support developmental programming services for those with a
disability, supplied independently of accommodation. The
accommodation may be owned or rented, but should be
independent of the agency providing the in-home support
service (if it is not, see 4 above). Where other limited
assistance is given, for example, help with weekly banking,
then in-home accommodation should be recorded, as it is
the primary focus of the support provided.
7 Alternative family Placement of a person with a disability within an alternative
placement family who will provide care and support. Includes shared-
care arrangements and host family placements.
8 Other accommodation Support for short-term, one-off accommodation needs:
support • so that individuals or families can access specialist
services, or further education;
• for emergency or crisis support (e.g. following the death
of a parent or carer); or
• houses or flats for holidays.
For support primarily related to respite, see options 19-23.
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9 Therapy support for These are services such as occupational therapy,

individuals physiotherapy, and speech pathology, which are intended
to improve, maintain or slow deterioration of a person’s
functional performance, and assist in assessing and
recommending equipment to enable them to perform as
independently as possible in their environment.
Support with basic needs of living such as preparing meals
or dressing, are included under accommodation support.
10 Early childhood Support services to assist developmentally delayed children
intervention up to, but not including, six years of age, to integrate with
peers in pre-schools and the wider community. This
includes the full range of services that the child receives.
11 Behaviour/specialist The range of services relating to managing challenging
intervention behaviours, such as dangerous antisocial behaviour.
Services include intensive intervention support, training and
education in behaviour management, and consultancy
services for professionals. Behaviour/specialist intervention
is often provided as a by-product of other services.
12 Counselling Counselling services to individuals, families or groups.
(individual/family/group)
13 Regional resource and These are inter-disciplinary teams providing a combination
support teams of services in categories 9 to 11 that cannot be broken
down into the component parts. These teams may also help
clients to access mainstream services or support
mainstream funded agencies. Except for early childhood
intervention teams, they usually have an individual, rather
than a family, focus.
14 Case management, local This is a broad service type category that can include
coordination and individual or family focussed case management, brokerage
development and coordination and development activity within a
specified geographical area. This is so those with disabilities
can maximise their independence and participation in the
community by working with the individual, family or carers
to plan or facilitate access to services.
Case management services are targeted at individuals
needing assistance for a period of time. Brokerage is one
method of purchasing appropriate supports for an individual
and should be included in this category.
Local coordination and development involves working with
those with a disability and their family or carers to help
them live and participate in the community and assist
families to continue providing care. It does not generally
involve managing individuals’ funds or ongoing case
management. Discretionary funds can sometimes be
provided for one-off purchases (e.g. respite, therapy) until
longer term supports can be put in place.
15 Other community support Community support not listed under options 9 to 14.
16 Learning and life skills These programs provide ongoing day-to-day support for
development clients to gain greater access and participate in community-
based activities. Programs may focus on continuing
education to develop skills and independence in a variety of
life areas (e.g. self-help, social skills and literacy and
numeracy) or enjoyment, leisure and social interaction.
They are often called Day programs.
17 Recreation/holiday These programs aim to help people with disabilities
programs participate in recreation and leisure activities in the general
community. Programs may also enhance the capacity and
responsiveness of mainstream sport and recreation
agencies and community organisations to provide for people
with disabilities.
18 Other community access Community access not covered under 16 and 17.
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19 Own home respite Respite care provided in the individual’s own home.
20 Centre-based Respite care provided in community setting with a group
respite/respite homes home structure and in other centre-based settings identified
in accommodation settings 1.01-1.04.
21 Host family respite/peer A network of host families matched to the age, interests
support respite and background of the individual and their carer. Peer
support is generally targeted at children or young adults up
to 25 years of age, and matches the individual with a peer
of similar age and interests, usually for group activities and
usually provided on a voluntary basis.
22 Flexible/combination Respite services that offer any combination of own home,
respite host family, and peer support such as day outings and
camping trips. This service type differs from
Recreation/holiday programs because the primary purpose
is respite. Flexible respite to meet an individual’s needs
may include brokerage only when the funding is from
respite resources.
23 Other respite Respite services other than those outlined above, including:
• Crisis respite
• Holidays for the person with the disability where the
primary intention of the service is to provide respite
support (the client is generally separated from their
usual support arrangements, e.g. family).
24 Advocacy Services designed to enable people with a disability to
increase the control they have over their lives by
representing their interests and views in the community
through:
• self/individual advocacy
• citizen advocacy
• group advocacy
• system/systematic advocacy
25 Information/referral Services that provide accessible information to people with
disabilities, their carers, families and related professionals.
Information can be about disability specific and generic
services or equipment, can promote development of
community awareness and can include contact by phone,
print or email.
26 Combined Services that offer information and advocacy services to
information/advocacy individuals where both components cannot reasonably be
separated.
27 Mutual support/self-help Focus or special interest groups that provide support and
groups assistance for people with disabilities, their families, and
carers. These groups promote self-advocacy by providing
information, support and assistance.
28 Print disability/alternative Refers to alternative forms of communication for people
formats of communication who, because of disability, cannot access information
provided in a standard format. It may involve interpreter
services, radio and alternative forms of print media, such as
TTY or Braille.
29 Research and evaluation Research and evaluation performed to provide services for
people with disabilities. This includes investigating the need
for new services or enhancing existing services and
measuring outcomes for those using these. Responsibility
for this service type is shared between the Commonwealth
and State and Territory governments.
30 Training and development Services funded to train disability funded agencies to
deliver higher quality or more appropriate services to
people with disabilities or develop materials or methods
that promote service system improvements.
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31 Peak bodies Bodies generally funded to support non-government

disability-funded agencies to achieve positive outcomes for
people with disabilities.
32 Other support services Services that are completely outside any of the defined
service types above. These may include providing one-off
funding for a defined event, e.g. for promotional activities,
or for the purchase of aids and equipment for a community
facility (not for an individual).
QDC Data Guide v1.2

Glossary
Agency code A unique number provided by DHS used to match files to a funded agency.
AIHW Australian Institute of Health and Welfare. The central data agency for CSTDA.
AP&DC Agency Performance and Data Collection. This is a DSD data collection to
support performance monitoring.
CSDA Commonwealth State Disability Agreement, now known as CSTDA (see below).
CSTDA Commonwealth State and Territory Disability Agreement (previously known as
CSDA - the Commonwealth State Disability Agreement). This is a formal
agreement signed by the Commonwealth Government and all State and
Territory governments under which funding is provided to support specialist
services for people with disabilities. In Victoria, these services are provided
through DSD, PDRSS and the Early Intervention programs.
Although data requirements for services provided by DSD and PDRSS are
included in this guide those for services provided by Early Intervention are
not, and are collected using another information system.
Data item A specific detail of information that equates to a question that has to be
responded to during data collection for every service type outlet that provides
DSD, PDRSS or HACC services and every service user that receives them.
For example, the question: To what extent does the service user participate in
getting around outside without transport? equates to the data item:
Participation: getting around.
The many data items are classed according to whether they relate to: service
type outlets, service users, or services received by service users.
Data items are identified by an S or U, followed by a unique number and
definition, e.g. S 03, Weeks per quarter of operation, or U 003 Date of birth.
DHS Department of Human Services.
DHS activity The funding category through which services are provided to service users at
type the service type outlet. Where agencies are funded via a service agreement
with the Department of Human Services, the funded activities should be
consistent with those contained in the agency’s service agreement.
DSD Disability Service Division. The division of DHS that funds services for
individuals with a range of disabilities, excluding psychiatric disability.
Funded All agencies funded by DSD and PDRSS must submit data, as specified with
agencies this data guide, for each service type outlet. HACC agencies that wish to use
the QDC Tool, instead of the existing HACC E-form or HACC forms must also
submit data in accordance with this guide.
HACC Home and Community Care (HACC) is a program administered by the Aged
Care Branch in Rural and Regional Health and Aged Care Services Division of
the Department of Human Services.
HACC E-Form Computer application distributed within Victoria by the HACC program to
enable HACC funded agencies to record and submit data electronically each
quarter for the purpose of reporting the HACC MDS.
HACC MDS Minimum data set requirement for HACC funded agencies. The definitions
relating to HACC data items in this guide are consistent with those in existing
HACC reference documents for the HACC MDS.
In house Computer systems developed or purchased by agencies to record information
systems about their service users and associated service provision.
Jurisdictions Refers to States and Territories
MDS Minimum Data Set
MHB Mental Health Branch
NMDS National Minimum Data Set, previously referred to as MDS.
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PDRSS Psychiatric Disability Rehabilitation Support Services (previously referred to as

Psychiatric Disability Support Services or PDSS). It refers to the program of
the Mental Health Branch Metropolitan Health and Aged Care Services Division
of the Department of Human Services, which funds rehabilitation and support
services to individuals with psychiatric disability.
QDC Quarterly Data Collection (QDC) is the combined data collection covering the
DSD, PDRSS and HACC.
QDC Tool Computer application commissioned by DHS, i.e. DSD in association with
PDRSS and HACC, to enable participating agencies to record and submit their
data electronically each quarter.
QDC_ID A DHS assigned number that identifies the quarter to which the data relates.
This is a one up number for each successive quarter dating from the beginning
of QDC. For example, the first QDC ID ever collected is 1. The QDC for the first
quarter of the following year is 5 and 8 for the last. Quarters are dated
according to the financial year, not the financial year.
Reference week Each quarterly reporting period contains a 7-day reference week as follows:
• Quarter 1 from 24 to 30 September;
• Quarter 2 from 24 to 30 November;
• Quarter 3 from 25 to 31 March; and
• Quarter 4 from 24 to 30 June.
For Quarter 2 the reference week occurs in November to avoid the collection of
data over 25 to 31 December, as this may not be a typical week. The concept
of a reference week relates only to information provided by DSD and PDRSS
services. It does not relate to HACC services.
Registration ID A number that uniquely identifies a computer installation within an agency.
The ID comprises the agency code concatenated with a six-digit unique
number assigned by the agency to each of their computer installations.
Reporting The quarterly period over which QDC data is collected. Quarters for each
period financial year are as follows:
• Quarter 1 - July to September
• Quarter 2 - October to December
• Quarter 3 - January to March
• Quarter 4 - April to June
Service A service is support delivered to a service user via DSD, PDRSS or HACC
programs. Services within the scope of the QDC are those for which funding
has been provided by DHS.
Service location A physical location from which services are provided.
Service type A logical entity referring to when a particular DHS activity type is delivered at
outlet or from a discrete location. For example, where an agency is funded to provide
17035 DSD-Recreation and 17010 DSD-Respite, it is deemed to operate two
service type outlets, each with a separate service type outlet code. Each
service type outlet will therefore need to collect and report data.
Service user A person with a disability who receives support from a service type outlet. A
service user may receive more than one DHS activity type over a period of
time or on a single day.
Snapshot day The last Wednesday of the financial year. Where service type outlets are
required to provide data in relation to service users, they also need to record
which service users received services on the snapshot day. This is to maintain
consistency with previous CSTDA National Minimum Data Set collections.
System The combination of hardware and application software. Each quarter an
agency will extract and send to DHS one file for each of the agency’s computer
systems. In the majority of cases where an agency has an integrated client
management system this would result in a single file containing data for the
entire agency being generated and sent.
XML Extensible Mark-up Language. XML is being widely adopted in the computer
industry as a standard for data transmission. It is easily readable by people
and machines and is part of DHS’ long-term strategy for data transmission
between electronic systems. See www.w3c.org/XML
QDC Data Guide v1.2

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Quarterly Data Collection

Published by Disability Services Division, Victorian Government

 Copyright State of Victoria, Department of Human Services, 2003

This publication is copyright, no part may be reproduced by any process

This document may also be downloaded from the Department of Human

Authorised by the State Government of Victoria, 555 Collins Street,

QDC Data Guide v1.2

QDC Data Guide v1.2

How to use the QDC Data Guide

QDC Data Guide v1.2

QDC Data Guide v1.2

Location details ...................................................................... 41

QDC Data Guide v1.2

S 034 – Waiting list: 1 to 6 months ................................................ 77

QDC Data Guide v1.2

U 045 - Support: interactions and relationships .............................. 135

QDC Data Guide v1.2

1. Introduction to the QDC

What is the QDC?

What QDC enables us to do

How QDC data is used

QDC Data Guide v1.2

Collecting data via the QDC

DSD Agency Performance and Data Collection

The PDRSS Minimum Data Set

QDC Data Guide v1.2

The HACC Minimum Data Set

The CSTDA NMDS

Background to the CSTDA NMDS

QDC Data Guide v1.2

The redeveloped CSTDA NMDS collection has been

Current CSTDA NMDS requirements

QDC Data Guide v1.2

Other reference material

QDC Data Transmission is critical for agencies or system developers

QDC Data Guide v1.2

HACC Data Dictionary contains definitions used in the application for

QDC Data Guide v1.2

2. How to conduct your collection

Stage 1 - Establish the scope of the QDC

Stage 2 - Implement appropriate privacy practices

Stage 3 - Establish the data items you need to collect

Stage 4 - Collect the QDC information

Stage 5 - Transmit the QDC information to DHS

QDC Data Guide v1.2

Key terms you need to know

QDC Data Guide v1.2

1. Establish the scope of the QDC

Agencies funded by the Department of Human Services to

QDC Data Guide v1.2

2. Implement appropriate privacy practices

Informing service users about data collection

Privacy information brochures

QDC Data Guide v1.2

Consent to data collection

No service user consent to data collection

QDC Data Guide v1.2

3. Establish data items you need to collect

Within each table the data items are grouped in three

QDC Data Guide v1.2

Table 1. Data items relevant to DSD funded agencies

QDC Data Guide v1.2