Data Dictionary: Council FOI Fields
Standard field definitions for councils responding to the RentSure FOI request—complaints, inspections, notices, penalties, licensing and resourcing.
This data dictionary defines the fields requested in the RentSure FOI/EIR template so councils can respond consistently. It works alongside our PRS Enforcement Index methodology.
Download the FOI Response Template
Pre-formatted CSV template with all fields. Councils can complete and return this directly for consistent, comparable responses.
Preferred periods
Last 3 complete financial years + current FY to date.
1. Metadata
Core identification fields recommended in every response.
| Field Name | Type | Required | Definition / Guidance | Example / Notes |
|---|---|---|---|---|
council_name | Text | Yes | Official council name | "Leeds City Council" |
council_code | Text | Yes | ONS/ONS-like code for the authority (where available) | "E08000035" |
reporting_period_type | Enum | Yes | financial_year or calendar_year | "financial_year" |
period_start | Date | Yes | Start of the period covered | "2022-04-01" |
period_end | Date | Yes | End of the period covered | "2023-03-31" |
data_as_of | Date | Optional | For snapshots/backlogs/FTE, the date the snapshot relates to | "2026-01-31" |
notes | Text | Optional | Any caveats: system changes, partial coverage, definitions | "Inspection definition changed in 2024/25…" |
2. PRS Complaints / Service Demand
Complaint and report volumes relating to the private rented sector.
| Field Name | Type | Required | Definition / Guidance | Example / Notes |
|---|---|---|---|---|
prs_complaints_total | Integer | Yes | Total number of complaints/reports received relating to PRS for the period | Include all intake routes if possible |
prs_complaints_disrepair | Integer | Optional | Disrepair incl damp/mould if recorded | Only if categorised |
prs_complaints_damp_mould | Integer | Optional | Damp/mould subset (if separately recorded) | Avoid double-counting if subset |
prs_complaints_harassment_illegal_eviction | Integer | Optional | Reports of harassment/illegal eviction | |
prs_complaints_overcrowding | Integer | Optional | Overcrowding reports | |
prs_complaints_hmo_licensing | Integer | Optional | HMO/licensing related | |
prs_complaints_fire_safety | Integer | Optional | Fire safety related | |
prs_complaints_other | Integer | Optional | Other PRS categories |
Definition guidance: Count each complaint/report as recorded (case counts preferred). If only contacts are recorded, state that in notes.
3.1 Inspections
Property inspection activity in the private rented sector.
| Field Name | Type | Required | Definition / Guidance | Example / Notes |
|---|---|---|---|---|
prs_inspections_total | Integer | Yes | Number of PRS property inspections undertaken in the period | Include proactive and reactive if possible |
hhsrs_inspections | Integer | Optional | Number of inspections recorded as HHSRS | If separately recorded |
prs_inspections_follow_up | Integer | Optional | Follow-up inspections | Clarify whether included in total |
Definition guidance: If the council can only provide "visits" not "inspections", return the best available measure and explain in notes.
3.2 Formal Notices / Orders
Housing Act 2004 and related enforcement actions.
| Field Name | Type | Required | Definition / Guidance | Example / Notes |
|---|---|---|---|---|
improvement_notices_served | Integer | Yes | Improvement Notices served in the period | Housing Act 2004 |
prohibition_orders_made | Integer | Optional | Prohibition Orders made in the period | |
emergency_remedial_action | Integer | Optional | Emergency Remedial Action actions taken | |
emergency_prohibition_orders | Integer | Optional | Emergency Prohibition Orders made | |
other_formal_actions_count | Integer | Optional | Count of other formal enforcement actions | If available |
other_formal_actions_list | Text | Optional | List the types included in 'other' | "hazard awareness notices…" |
4.1 Civil Penalties
Financial penalties issued for PRS offences.
| Field Name | Type | Required | Definition / Guidance | Example / Notes |
|---|---|---|---|---|
civil_penalties_issued_count | Integer | Yes | Number of civil penalties issued relating to PRS offences | Count of penalties issued |
civil_penalties_issued_value_gbp | Number | Yes | Total £ value of civil penalties issued | If only invoiced/awarded available, state |
civil_penalties_collected_value_gbp | Number | Optional | Total £ actually collected/received in the period | Cash received basis preferred |
civil_penalties_outstanding_value_gbp | Number | Optional | £ outstanding at period end | Optional snapshot |
4.2 Prosecutions
Criminal prosecution activity for PRS offences.
| Field Name | Type | Required | Definition / Guidance | Example / Notes |
|---|---|---|---|---|
prosecutions_initiated_count | Integer | Yes | Prosecution cases initiated relating to PRS offences | Cases commenced |
prosecutions_successful_count | Integer | Optional | Successful prosecutions/convictions | If recorded |
prosecutions_outcomes_text | Text | Optional | Outcome categories and counts | "withdrawn/dismissed/convicted" |
5. RROs and Banning Orders
Rent Repayment Orders and banning order activity (if held).
| Field Name | Type | Required | Definition / Guidance | Example / Notes |
|---|---|---|---|---|
rro_cases_supported_count | Integer | Optional | Number of RRO applications supported/initiated by the authority | Many councils may not hold |
banning_orders_applied_count | Integer | Optional | Number of banning order applications made | |
banning_orders_granted_count | Integer | Optional | Number of banning orders granted |
6.1 Licensing – Annual Volumes
HMO and selective licensing application and issuance volumes.
| Field Name | Type | Required | Definition / Guidance | Example / Notes |
|---|---|---|---|---|
hmo_licence_applications_received | Integer | Optional | Applications received in period | Mandatory/additional if applicable |
hmo_licences_issued | Integer | Optional | Licences issued in period | |
selective_licence_applications_received | Integer | Optional | Selective licensing applications received | Only if scheme exists |
selective_licences_issued | Integer | Optional | Selective licences issued |
6.2 Licensing – Snapshots & Metrics
Licensing operational metrics and backlog snapshots.
| Field Name | Type | Required | Definition / Guidance | Example / Notes |
|---|---|---|---|---|
active_hmo_licences | Integer | Optional | Active HMO licences at data_as_of date | Snapshot |
active_selective_licences | Integer | Optional | Active selective licences at data_as_of date | Snapshot |
hmo_processing_time_avg_days | Number | Optional | Average processing time in days | Use median if that's what you track; specify |
selective_processing_time_avg_days | Number | Optional | Average processing time in days | |
hmo_backlog_applications | Integer | Optional | Applications awaiting decision at data_as_of | |
selective_backlog_applications | Integer | Optional | Applications awaiting decision at data_as_of |
Definition guidance: If you track "processing time" from different start points (e.g., submission vs "valid application"), state your definition.
7. Resourcing / Capacity
Staffing and budget information for PRS enforcement teams.
| Field Name | Type | Required | Definition / Guidance | Example / Notes |
|---|---|---|---|---|
prs_enforcement_licensing_fte | Number | Yes | FTE assigned to PRS enforcement/housing standards and/or licensing | Best available staffing snapshot per year |
fte_definition_text | Text | Optional | Define which roles included | "housing enforcement officers + licensing admins" |
prs_team_budget_gbp | Number | Optional | Budget for PRS enforcement/licensing | Often hard to compare; include if readily available |
8. Derived Fields
These are calculated by RentSure for the Index, using council data and PRS denominators.
| Derived Field | Formula |
|---|---|
inspections_per_1000_prs_hh | (prs_inspections_total ÷ prs_households) × 1,000 |
notices_per_1000_prs_hh | ((improvement_notices_served + prohibition_orders_made + emergency actions + other notices) ÷ prs_households) × 1,000 |
penalties_per_1000_prs_hh | (civil_penalties_issued_count ÷ prs_households) × 1,000 |
penalties_value_per_1000_prs_hh | (civil_penalties_issued_value_gbp ÷ prs_households) × 1,000 |
fte_per_10000_prs_hh | (prs_enforcement_licensing_fte ÷ prs_households) × 10,000 |
backlog_per_1000_prs_hh | (backlog_applications ÷ prs_households) × 1,000 |
9. Consistency Rules
To help councils respond cleanly and enable fair comparisons.
Provide totals even if breakdowns aren't available.
Use one row per year (plus optional snapshot row).
If you cannot provide a metric, return blank and explain in notes.
If the definition differs from typical use, state it explicitly.
How Councils Can Respond
Respond in CSV (preferred) or Excel
Use our template with one row per period (e.g., 2022/23, 2023/24, 2024/25, plus current FY YTD where available).
Leave fields blank where data is not held
Explain in the notes column why data is unavailable.
Include definitions where your recording differs
For example: whether 'inspections' includes follow-ups, visits, or only HHSRS-recorded inspections; whether 'complaints' are case counts, contacts, or enquiries.
Return totals even if breakdowns aren't available
If you can't split by complaint category (or similar), totals alone are still useful.
Ready to Download the Template?
Download our CSV template and return consistent, comparable data that helps improve transparency across the private rented sector.