Guidance

Deprivation of Liberty Safeguards (DoLS) data collection: guidance for councils with adult social services responsibilities

Published 28 August 2025

Applies to England

This guidance is for use by councils with adult social services responsibilities (which can be referred to as CASSRs, councils, local authorities or supervisory bodies) and provides the information required to populate the Deprivation of Liberty Safeguards (DoLS) data collection return for the 2025 to 2026 reporting period. The reporting period is from 1 April 2025 to 31 March 2026.

Information collected in the data return will provide an estimate of the number of individuals subject to a DoLS authorisation as well as the number of active DoLS cases in England for the 2025 to 2026 reporting period. Data is collected at individual case level to afford greater flexibility of analysis across variables such as location and demographics. A case is defined as active from the moment the DoLS request is received by the CASSR.

We consider any application to be active from the date it is received until the date it is either formally not granted or the granted authorisation comes to an end.

Timescales and process for submitting your data

You must submit data through NHS England’s Strategic Data Collection Service (SDCS). We cannot accept submissions by email.

See the SDCS website for details of how to register for the service.

You can submit data from 1 April 2026.

You need to submit all complete and checked submissions by 13 May 2026.

Data quality reports will be available from 27 May 2026. The submission window will then reopen to allow resubmissions if required. Resubmissions must be submitted by 17 June 2026.

Once the final submission window has closed there will be no further opportunities to resubmit.

Any CASSR that fails to submit a complete mandated submission will be named in the data quality section of the associated official statistics publication.

These deadlines will also be set out in the adult social care data collection September notice 2025, which will provide information on the mandated national adult social care data returns that CASSRs are required to complete.

Cases you should include

The process starts from the initial application to the CASSR. The end of the case would be the end date of the DoLS authorisation where it was granted, or the date that the CASSR signed off the application as not granted.

For this collection, you should include all DoLS cases that have been active at any point between 1 April 2025 and 31 March 2026.

This includes:

• new applications submitted between 1 April 2025 and 31 March 2026 (regardless of whether applications have been granted, not granted or not yet signed off)
• applications that were started in a previous reporting period but did not get signed off until after 1 April 2025
• applications that also relate to a previous reporting period but where the DoLS authorisation was in place on 1 April 2025

Do not include any applications received after 31 March 2026, or any activity on active applications after 31 March 2026. This data will be collected in the 2026 to 2027 data return.

Do not include any applications that were ‘not granted’ before 1 April 2025, or applications that were granted but the end date was before 1 April 2025. This data was collected in the 2024 to 2025 data return.

The data return template allows you to enter dates after 31 March 2026. This is so that you can use it for local purposes. Do not submit these as part of your data return.

Where a review is discussed, it is taken to mean the formal process that looks at whether the DoLS authorisation is still needed. This can take place at any time after the authorisation has been granted. 

DoLS and the scope of this data collection

The law about DoLS provides a legal framework for the lawful deprivation of liberty of people who lack capacity to consent to care or treatment arrangements.

This data collection only concerns DoLS applications for people in care homes and hospitals. Do not include data about applications made to the Court of Protection where deprivation of liberty is required either in a person’s home or in supported living.

 Under the DoLS law:

• CASSRs have a statutory responsibility for operating and overseeing the Mental Capacity Act 2005 (MCA) DoLS
• hospitals and care homes (referred to in law as managing authorities) have responsibility for applying to the relevant CASSR for a DoLS authorisation

How to complete the data return

Each DoLS authorisation request should be input as a separate row in the data return, using a series of alphanumeric codes to represent the details of that request. Each column has a specific list of codes which can be entered - these are defined below.

Enter all dates in a valid Microsoft date format (date, month, year). We will reject any date fields that contain text strings or other numeric values.

You should use a new row for each application. If there is more than one application for the same person, use separate rows for each application but ensure the same person reference is used in every instance.

The person reference recorded should be the same for individuals across reporting periods as well as within reporting periods.

Codes for completing the data return

The codes required for completing the data return are available in the ‘guidance’ tab of the data return template.

Column definitions

Application reference

This will be generated automatically once you have filled in columns B and C. 

Person reference

You should create a reference for each person locally that is unique to the individual for whom the DoLS applies. It can be made up of letters, numbers or both. The reference must ensure that the identity of the person is protected. It must not be the individual’s NHS number or other identifiable reference.

LA code

The local authority (LA) code is entered using the 3-digit code that signifies a CASSR. This is not the standard name or code as defined by the Office for National Statistics (ONS), or the geographic coding. You can choose this from the dropdown list or enter it manually. CASSRs should submit records for all activity for which they are the supervisory body.

Care Quality Commission (CQC) location code

This is the CQC location code for the hospital or care home from which the authorisation is requested.

Requests can be made in advance of the person moving to that location, up to 28 days before admission.

If you do not know the location code, you can find it using the CQC directory of health and adult social care settings. The location ID can be found in column N of the directory file. 

The directory is updated weekly. Make sure you are using the most up-to-date directory as the codes can change.

If the code for an establishment has changed between the time of the application being processed to the time of recording the application in the DoLS data return, record the CQC location code that was active at the time of the application. 

If you have any queries about CQC location codes, contact CQC at performance@cqc.org.uk. 

Date application received

This is the date the authorisation request was received by the CASSR, to start the assessment process.

All active DoLS cases must have a date the authorisation request was submitted to the supervisory body, regardless of the outcome of the assessment.

Urgent included

If there is a request for an urgent authorisation enter 1.

If there is no request for urgent authorisation enter 0.

Assessment criteria status

This section should be completed for all cases to determine if the following 6 requirements are met:

• age: the person is or will be 18 years old or older at the start of the proposed DoLS authorisation
• mental health: the person has a mental disorder as defined under the Mental Health Act 1983, but disregarding any exclusion for people with learning disabilities
• mental capacity: the person lacks the mental capacity to consent to the conditions necessary for the proposed care or treatment. The person should be assessed as lacking the capacity to decide whether to be in a hospital or care home for the proposed treatment or care
• no refusals: there is no conflict with a decision made by a lasting power of attorney (LPA) or court-appointed deputy, or with the conditions of a valid and applicable advance decision to refuse treatment
• eligibility: the person is eligible for the DoLS to be used, rather than the Mental Health Act 1983, to authorise a deprivation of liberty
• best interests: it is in the person’s best interests to be deprived of their liberty in this care home or hospital for the purpose of giving the proposed care or treatment. It is necessary to prevent harm to that person, and it is proportionate to the risk and seriousness of that harm

Use these fields to show which of the assessments have been undertaken for each case and the progress of the assessment. You should record the outcomes as:

• 1 for satisfied
• 2 for not satisfied
• 3 for equivalent assessment from a prior DoLS application
• 0 for not assessed

Date of last assessment

Enter the date that the most recent assessment (from columns H to M) was completed.

If an assessment has been made by 31 March 2026, you must complete this field. This includes where applications have not been granted. Where no assessments have been completed by 31 March 2026, leave this blank.

Application sign-off date

This is the date the authorisation request is completed by the supervisory body. A request is considered to be completed when both the:

• decision is made to grant or not grant the authorisation
• relevant form (form 5 for granted authorisations or form 6 for not granted authorisations) has been completed and signed

Where the person has died, or their circumstances have changed before completion of the application record, enter the date the supervisory body became aware of the change in circumstances. 

If the assessment has not been signed off as at 31 March 2026, leave it blank.

Application status

This field indicates the status of the application as at 31 March 2026. This field should be recorded as:

• 0 for not granted
• 1 for granted
• 3 for not yet signed off by supervisory body

Where an individual’s circumstances have changed during the application process, the application should be recorded as ‘not granted’ and the ‘reason not granted’ selected.

Reason not granted

Where the DoLS authorisation is not granted, it could be due to failing one or more of the 6 requirements listed above in the ‘assessment criteria status’ section. However, there are also other reasons why a request might not be granted such as the individual moved location or died before a decision was made or the assessments were completed. Record the reason the authorisation was not granted:

• 1 if any of the assessment criteria were not satisfied
• 2 for change of circumstances
• 3 for death of person
• 4 for admin error

Only use the general category of change of circumstances if no other category applies (such as death of the person).

If the authorisation has been granted or not yet signed off, record 9 for not applicable.

DoLS not granted but the best interests assessment advises deprivation of liberty occurring

A best interests assessment (BIA) is when the assessor determines whether the situation amounts to a deprivation of liberty, and if so, whether or not this deprivation of liberty is in the person’s best interests. A DoLS would be in a person’s best interest if it prevents them from harm and is a proportionate response to the likelihood and seriousness of that harm.

If an authorisation was not granted but the assessor concluded that a deprivation of liberty was occurring, record as 1 for ‘yes’. If the authorisation was not granted and the BIA did not report any deprivation of liberty, record as 0. If the authorisation was granted, record 9 for ‘not applicable’. Where circumstances change after a BIA has assessed that a deprivation of liberty is occurring but before the application is signed off record 9 for ‘not applicable’. If the authorisation was not granted and a BIA was not completed, record 9.

If a DoLS was not granted and did not have a BIA, leave the field blank

Start date of authorisation

Enter the date that the DoLS application was authorised to begin.

This date will be used to calculate the duration of each authorised DoLS. Leave this blank if the application was not granted, or has not yet been signed off.

Number of reviews

During an authorised DoLS case, reviews can occur, which will reassess whether the person should continue to be subject to a DoLS. Reviews may take place at any time during the DoLS period. Record the number of reviews during the case, regardless of whether the case has ended or still continues.

For the purposes of this collection, a review is considered to have taken place when either a form 9 (standard authorisation ceased) or a form 10 (review request) has been completed. Leave this blank where the DoLS was not granted for any reason.

Outcome of most recent review

Where one review or more has taken place during the active DoLS case, record the outcome of the latest review. If there is no review, record 0. If the DoLS was not granted, record 9, ‘not applicable’.

If one of the 6 requirements is no longer met, then that would be the reason the DoLS authorisation is revoked. Possible other reasons include death or change in circumstances.

Record the outcome of the latest review as:

• 1 for mental health requirement not met (form 10)
• 2 for mental capacity requirement not met (form 10)
• 3 for no refusals requirement not met (form 10)
• 4 for eligibility requirement not met (form 10)
• 5 for best interests requirement not met (form 10)
• 6 for change in client circumstances (form 9)
• 7 for death of person (form 9)
• 8 for no criteria failed, DoLS remains (form 10)

Planned end date

DoLS cases, when authorised, have a duration to indicate how long the authorisation is in place for. Due to the review process, a case may end earlier than the noted date. The planned end date should be the date that the authorisation was originally due to finish when the authorisation was granted.

If the authorisation has not been granted, withdrawn or is still to be signed off by the supervisory body, leave this blank.

Actual end date

If, during the year ending 31 March 2026, a granted authorisation has come to an end for whatever reason, enter the date on which the authorisation ended. 

Under all other circumstances, including where the individual dies before the authorisation is granted, leave this blank.

If 2 standard DoLS authorisations for the same person occur, each DoLS should be recorded separately with an appropriate end date

Age

Age is recorded using the age of the person at the date from which the standard authorisation was sought. This should be recorded regardless of whether or not the authorisation was granted.

Input the person’s age using whole numbers between 16 and 120. The lower limit is to allow for cases which may fail on the age criteria.

Gender 

For this data collection, select the gender the individual most closely considers themselves to be, either male or female. For transgender individuals, record the preference of the individual. Record 1 for male and 2 for female.

Ethnicity 

Ethnicity is defined based on the categories used in the 2021 Census of England and Wales, as well as including the additional classification of ‘no data’. The DoLS data return uses the top tier classifications of ethnicity. Record the person’s ethnicity as:

• 1 for White
• 2 for Mixed or multiple ethnic groups
• 3 for Asian, Asian British, Asian Welsh
• 4 for Black, Black British, Black Welsh, Caribbean or African
• 5 for other ethnic group
• 6 for not stated
• 7 for undeclared or not known

Sexual orientation

 Record sexual orientation as:

• 0 for not known
• 1 for heterosexual (straight)
• 2 for gay or lesbian
• 3 for bisexual
• 4 for other
• 5 for prefer not to say

Disability

While the person must have a mental health disorder as defined under the Mental Health Act 1983, they may also have another disability. In most cases, a mental health issue will be the primary disability, however, please respond as accurately as possible.

The categories for disabilities for this data collection are:

1. physical disability: hearing impairment
2. physical disability: visual impairment
3. physical disability: dual sensory loss
4. physical disability: other
5. mental health needs: dementia
6. mental health needs: other
7. learning disability
8. any other disability which is not previously listed
9. No disability

 Further support

Adult social care data dictionary

The Adult Social Care Data Dictionary contains information about data items. It is intended for use by all users of adult social care data and those who provide data to NHS England.

Contact us

If you need further information or support, email asc.statistics@dhsc.gov.uk.

We welcome any feedback on this guidance or the accompanying data return template.