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Appendix I: NYC HMIS Data DictionaryParticipation in the HMIS requires that you collect all the universal and program-specific data elements on all clients served in your program consistent with the HUD 2014 HMIS Data Standards and the requirements of your program funding. The complete HUD 2014 HMIS Data Standards Manual can be found he r e . The document provides response categories for each data element as well as more detailed guidance.

HUD also released an HMIS Data Dictionary, which can be found h e r e . This document states “HMIS systems must be able to collect all of the data elements defined in the HMIS Data Dictionary, support system logic identified in this document, and ensure the visibility of data elements as appropriate to the project type and federal funding sources for any given project.” (pg. 5)

There are four sets of data elements that must be collected, though some elements are only required for certain funders and/or project types/components.

1. Project Descriptor Data Elements2. Universal Data Elements3. Program Specific Data Elements4. Metadata Elements

Most data elements include “Client doesn’t know” and “Client refused” response categories. These are considered valid responses if t h e c li en t does not know or the client refuses to respond to the question. It is not HUD’s intention that clients be denied service if they refuse or are unable to supply the information; however, some information may be required by programs or public or private funders to determine eligibility for housing or services, to assess needed services, or to fulfill reporting requirements. T h e “C l i en t doe s n ’ t k now ” o r “C li en t re f u s ed ” re s pon s e s s hou l d n o t b e u s e d to i nd i c ate t h at t h e c ase m a n a g e r o r d ata e n t ry per s o n doe s no t k no w t h e c li en t ’ s re s pon s e . “Data not collected” should be used when the user did not collect or does not have the information to enter a response. This response will equate to missing data or null values for reporting purposes.

Project Descriptor Data ElementsHUD#

Data Element Program Applicability Data CollectedAbout

When Collected

InitialSet Up

ReviewedAnnually

Update Exit

2.1 OrganizationIdentifiers

All programs, all components All Organizations X X

2.2 ProjectIdentifiers

All programs, all components All Projects X X

2.3 CoC Code All programs, all components All Projects thatServe Clients

X X

2.4 Project Type All programs, all components All Projects X X2.5 Method for

tracking ESutilization

ESG, HOPWA, RHY, VAHCHV

All EmergencyShelters

X X

2.6 Federal PartnerFunding Sources

All programs, all components All Projects X X

2.7 Bed and UnitInventoryInformation

CoC: PSH, RRH, TH; ESG ES,RRH; HUD VASH; VA: HCHV, GPD SSVF RRH; RHY: BCP, MGH, TLP

Projects Intendedto be included on the HIC

X X X

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Universal Data ElementsHUD#

Data Element ProgramApplicability

Subjects When Collected

RecordCreation

ProjectEntry

Update Exit

3.1 Name All Programs All Persons in the Household X3.2 Social Security

NumberAll Programs All Persons in the Household X

3.3 Date of Birth All Programs All Persons in the Household X3.4 Race All Programs All Persons in the Household X3.5 Ethnicity All Programs All Persons in the Household X3.6 Gender All Programs All Persons in the Household X3.7 Veteran Status All Programs All Adults in Household X3.8 Disabling Condition All Programs All Adults in Household X3.9 Residence Prior to

Program EntryAll Programs Head of Household and

AdultsX

3.10 Project Entry Date All Programs All Persons in the Household X3.11 Project Exit Date All Programs All Persons in the Household X3.12 Destination All Programs Head of Household and

AdultsX

3.13 Personal ID All Programs All Persons in the Household– System Generated

X

3.14 Household ID All Programs All Persons in the Household– System Generated

X

3.15 Relationship toHead of Household

All Programs All Persons in the Household X

3.16 Client Location All Programs Head of Household X X3.17 Length of Time on

Street, in an Emergency Shelter or Safe Haven

All Programs Head of Household andAdults

X

Program Specific Data Elements (does not include extra RHY program specific data elements)HUD#

Data Element ProgramApplicability

Subjects When Collected

At Project Entry

AnnualAssessment

Update ProjectExit

Every Contact (as applicable)

4.1 Housing Status HOPWA,PATH

Head ofHousehold andAdults

X

4.2 Income andSources

CoC, RHY,ESG, HOPWA, SSVF

Head ofHousehold andAdults

X X X X

4.3 Non-CashBenefits

CoC, RHY, ESG, HOPWA, SSVF

Head ofHousehold

X X X X

4.4 HealthInsurance

CoC, RHY,ESG, HOPWA, SSVF

All Persons inthe Household

X X X X

4.5 PhysicalDisability

CoC, PATH,RHY, ESG, HOPWA

All Persons inthe Household

X X X

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HUD#

Data Element ProgramApplicability

Subjects When Collected

At Project Entry

AnnualAssessment

Update ProjectExit

Every Contact (as applicable)

4.6 DevelopmentalDisability

CoC, PATH,RHY, ESG, HOPWA

All Persons inthe Household

X X X

4.7 Chronic HealthCondition

CoC, PATH,RHY, ESG, HOPWA

All Persons inthe Household

X X X

4.8 HIV/AIDS CoC, ESG, HOPWA

All Persons in the Household

X X X

4.9 Mental HealthProblem

CoC, PATH,RHY, ESG, HOPWA

All Persons inthe Household

X X X

4.10 SubstanceAbuse

CoC, PATH, RHY, ESG, HOPWA

All Persons in the Household

X X X

4.11 DomesticViolence

CoC, ESG,HOPWA

All Adults &Unaccompanie d Youth

X X

4.12 Contact CoC (SSO Outreach)PATH RHY, ESG (outreach)

Head ofHousehold andAdults

X X X

4.13 Date ofEngagement

CoC (SSO Outreach,RHY, ESG(outreach)

Head ofHousehold andAdults

X

4.14 ServicesProvided

PATH, RHY,HOPWA, SSVF

All Persons inHousehold

X

4.15 FinancialAssistanceProvided

ESGprograms, PATH programs, HOPWA, SSVF

All Persons inthe Household

X X

4.16 ReferralsProvided

PATH, RHY All Persons inthe Household

X

4.17 ResidentialMove-In Date

CoC (RRH),ESG (RRH), SSVF

All Persons inthe Household

X X

4.18 HousingAssessmentDisposition

Head ofHousehold

X

4.19 HousingAssessment atExit

ESG (RRH),HOPWA

All Persons inthe Household

X

4.39 MedicalAssistance

HOWPA All householdmembers withHIV/AIDS

X X

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HUD#

Data Element ProgramApplicability

Subjects When Collected

At Project Entry

AnnualAssessment

Update ProjectExit

Every Contact (as applicable)

4.41 Veteran’sInformation

SSVF All veteranhousehold members

X

4.42 % of AMI SSVF Head ofHousehold

X

4.43 LastPermanentAddress

SSVF Head ofHousehold andAdults

X

Metadata ElementsHUD#

DataElement

ProgramApplicability

DataCollected about

Collection Point

RecordCreation

RecordAdd

RecordEdit

Client dataentry of specified elements

ClientProgram- Specific data entry

5.1 DateCreated

All programs,all components

All records X

5.2 DateUpdated

All programs,all components

All dataelements

X X

5.3 DataCollectionStage

All programs,all components

All client leveldata

X

5.4 Information Date

All programs,all components

Specified inprogram specific data elements

X

5.5 ProjectIdentifier

All programs,all components

Specifieddata elements

X X

5.6 ProjectEntry ID

All programs,all components

All client leveldata

X

5.7 UserIdentifier

All programs,all components

All Records X X X X X

Universal Data Elements3.1 Name

R a ti ona l e : The first, middle, last names, and suffix should be collected to support the unique identification of each person served.C o ll e cti o n P o i n t ( s ): At client record creationS ub j e ct s : All clients.D ef i n iti o n s an d I n s tr u cti on s : Four fields should be created in the HMIS database to capture the client’s full first, middle, and last names and any suffixes (e.g., John David Doe, Jr.). Programs should seek to obtain legal names only and avoid aliases or nicknameR es pons e C a t e g o ry D e s cri p ti o n s : Select “Client doesn’t know” when client does not know their name. Use“Client doesn’t know” vs. “Partial, street name or code name reported” if false name is entered solely

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because the client did not know or was unable to provide their name. Select “Client refused” when client refuses to provide their name.

3.2 Social Security NumberR a ti ona l e : The collection of a client’s Social Security Number (SSN) and other personal identifying information is required for two important reasons. First, unique identifiers are key to producing an accurate, unduplicated local count of homeless persons accessing services covered by HMIS. This is particularly critical in jurisdictions where CoC providers do not share data at the local level and are, therefore, unable to use a Unique Person Identification Number to de-duplicate (at intake) across all the programs participating in the CoC’s HMIS. Where data are not shared, CoCs must rely on a set of unique identifiers to produce an unduplicated count in the central server once the data are sent to the HMIS Lead Agency. Name and date of birth are useful unique identifiers, but these identifiers alone do not facilitateas accurate an unduplicated count of homeless persons as the SSN since names change and people share the same date of birth. Where data are shared across programs, the SSN greatly improves the process of identifying clients who have been served and allows programs to de-duplicate upon program entry. Second, an important Congressional goal is to increase the use of mainstream programs by homeless persons. To achieve this goal, homeless service providers need the SSN along with the other personal identifiers in order to access mainstream services for their clients.C o ll e cti o n P o i n t ( s ): At client record creation. S ub j e ct s : All clients.D ef i n iti o n s and I n s tr u cti on s : In one field, record the nine-digit Social Security Number. In another field, record the appropriate SSN type (data quality code). If a partial social security number is obtained an “x” may be entered as a placeholder for any missing digit.

3.3 Date of BirthR a ti ona l e : The date of birth can be used to calculate the age of persons served at time of program entry or at any point in receiving services. It will also support the unique identification of each person served. C o ll e cti o n P o i n t ( s ) : At client record creation.Sub jects: All clients.D ef i n iti o n s an d I n s tr u cti on s : Collect the month, day, and year of birth for every person served. If a client cannot remember the year of birth, ask the person’s age and calculate the approximate year of birth. If a client cannot remember the month or day of birth, record an approximate date of “01” for month and “01” for day. CoCs that already have a policy of entering another approximate date may continue this policy. Approximate dates for month and day will allow calculation of a person’s age within one year of their actual age. Select “Client doesn’t know” if the client is unable to recall their age within one year. Use “Client doesn’t know” vs. “Approximate or partial DOB reported” if you entered an approximate or partial date of birth because the client did not know their date of birth within one year. In another field, record the appropriate date of birth type (data quality code).

3.4 RaceR a ti ona l e : Race is used to count the number of homeless persons who identify themselves within five different racial categories. In the October 30, 1997 issue of the Federal Register (62 FR 5 8782), the Office of Management and Budget (OMB) published “Standards for Maintaining, Collecting, and Presenting Federal Data on Race and Ethnicity.” All existing federal recordkeeping and report requirements must be in compliance with these Standards as of January 1, 2003. The data standards in this Notice follow the OMB guidelines and can be used to complete HUD form 27061.Co llectio n Po in t( s): At client record creation.S ub j e ct s : All clients.D ef i n iti o n s an d I n s tr u cti on s : In separate data fields, collect the self-identified race of each client served. Allow clients to identify multiple racial categories. Staff observations should not be used to collect information on race. Definitions of each of the race categories are as follows:

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1 = American Indian or Alaska Native is a person having origins in any of the original peoples of North and South America, including Central America, and who maintains tribal affiliation or community attachment.2 = Asian is a person having origins in any of the original peoples of the Far East, Southeast Asia or the Indian subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand and Vietnam.3 = Black or African American is a person having origins in any of the black racial groups of Africa.Terms such as “Haitian” can be used in addition to “Black or African American.”4 = Native Hawaiian or Other Pacific Islander is a person having origins in any of the original peoples of Hawaii, Guam, Samoa or other Pacific Islands.5 = White is a person having origins in any of the original peoples of Europe, the Middle East or NorthAfrica.

3.5 EthnicityR a ti ona l e : Ethnicity is used to count the number of homeless persons who identify themselves as Hispanic or Latino.C o ll e cti o n P o i n t ( s ) : At client record creation. S ub j e ct s : All clients.D ef i n iti o n s an d I n s tr u cti on s : Collect the self-identified Hispanic or Latino ethnicity of each client served. Staff observations should not be used to determine ethnicity. The definition of Hispanic or Latino ethnicity is a person of Cuban, Mexican, Puerto Rican, South or Central American or other Spanish culture of origin, regardless of race.

3.6 GenderRa tiona le: To create separate counts of homeless men, women and transgendered clients served.C o ll e cti o n P o i n t ( s ) : At client record creation. S ub j e ct s : All clients.D ef i n iti o n s an d I n s tr u cti on s : Record the reported gender of each client served. Gender should be assigned based on the client’s self-perceived gender identity. Transgender is defined as identification with, or presentation as, a gender that is different from the gender at birth.

3.7 Veteran StatusR a ti ona l e : To determine the number of homeless veterans. C o ll e cti o n P o i n t ( s ) : At client record creation.S ub j e ct s : All adults served.Defin itio n s an d In stru ction s: Record whether or not the client is a veteran. Asking additional questionsmay result in more accurate information as some clients may not be aware that they are considered veterans. (ex. “Have you ever been on active duty in the military?”) A veteran is someone who has served on active duty in the armed forces of the United States. This does not include inactive military reserves or the National Guard unless the person was called up to active duty. A project may collect this data element at entry for clients who are expected to turn 18 while enrolled or add a response to the data element to indicate the record is for a client who will turn 18 during enrollment in order to improve the overall data quality for the project or if required by a funder. An HMIS may automatically populate the Veteran Status field for clients who turn 18 during enrollment with a “No” response.

3.8 Disabling ConditionRa tiona le: Disability condition is needed to help identify clients that meet HUD’s definition of chronicallyhomeless and, depending on the source of program funds, may be required to establish client eligibility to be served by the program.C o ll e cti o n P o i n t ( s ): At project entry. S ub j e ct s : All clients served.D ef i n iti o n s an d I n s tr u cti on s : For this data element, a disabling condition means: (1) a disability as defined in Section 223 of the Social Security Act; (2) a physical, mental, or emotional impairment which is (a)

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expected to be of long-continued and indefinite duration, (b) substantially impedes an individual’s ability to live independently, and (c) of such a nature that such ability could be improved by more suitable housing conditions; (3) a developmental disability as defined in Section 102 of the Developmental Disabilities Assistance and Bill of Rights Act; (4) the disease of acquired immunodeficiency syndrome or any conditions arising from the etiological agency for acquired immunodeficiency syndrome; or (5) a diagnosable substance abuse disorder

3.9 Residence Prior to Program EntryR a ti ona l e : To identify the type of residence and length of stay at that residence just prior to (i.e., the night before) program admission.Co llectio n Po in t( s): At project entry.S ub j e ct s : Head of household and adults.D ef i n iti o n s an d I n s tr u cti on s : Record the type of living arrangement of the head of household and each adult household member just prior to entry into the project. For rental by client and owned by client, select the response that includes the type of housing subsidy, if any, the client received. A housing subsidy may be tenant-, project- or sponsor-based and provides ongoing assistance to reduce rent burden. This includes either a housing subsidy provided through the Veterans Affairs Supportive Housing (VASH) program or other housing subsidy. Other housing subsidies may include a HUD-funded subsidy (e.g.,public housing, Housing Choice Voucher or “Section 8”) or other housing subsidy (e.g., state rental assistance voucher).The “Hospital (non-psychiatric)” response includes other residential non-psychiatric medical facilities; “Long-term care facility or nursing home,” “Residential project or halfway house with no homeless criteria,” and “Rental by client, with GPD TIP subsidy.”

3.10 Project Entry DateRa tiona le: to determine the start of a client’s period of participation with a project. All projects need thisdata element for reporting; residential continuum projects need it to measure lengths of stay, and services-only continuum projects need it to determine the amount of time spent participating in the project.Da ta Co llectio n Po in t( s): At project entry.S ub j e ct s : All clients.D ef i n iti o n s an d I n s tr u cti on s : Project staff record the month, day and year of project entry. The project entry date indicates a client is now being assisted by the project for: (1) residential projects, with the exception of Permanent Housing-Rapid Re-Housing (PH-RRH) projects, this should be the first date of occupancy in the project (2) PH-RRH projects and non-residential projects this should be the date on which the client began receiving services from the project or would otherwise be considered by the project funder to be a project participant for reporting purposes (3) Street Outreach projects this should be the date of first contact with the client. If there is a gap in occupancy (except for gaps allowed in Permanent Supportive Housing projects and Emergency Shelters using a night-by-night method), clients should be exited from the project; a return to the project should be recorded as a new residential/service record with a new project entry date.

3.11 Project Exit DateRa tiona le: To determine the end of a client’s period of participation with a project. All projects need thisdata element for reporting; residential continuum projects need it to measure lengths of stay, and services-only continuum projects need it to determine the amount of time spent participating in the project.Co llectio n Po in t( s): At project exit.S ub j e ct s : All clients.D ef i n iti o n s an d I n s tr u cti on s : Project staff record the month, day and year of last day of occupancy or service. For residential projects this date would represent the last day of continuous stay in the project before the client transfers to another residential project or otherwise stops residing in the project. For example, if a person checked into an overnight shelter on January 30, 2014, stayed overnight and left in the morning, the exit date for that shelter stay would be January 31, 2014. For non-residential projects

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the exit date may represent the last day a service was provided or the last date of a period of ongoing service. The exit date should coincide with the date the client is no longer considered a project participant. Projects must have a clear and consistently applied procedure for determining when a client who is receiving supportive services is no longer considered a client. For example, if a person has been receiving weekly counseling as part of an ongoing treatment project and either formally terminates their involvement or fails to return for counseling, the last date of service is the date of the last counseling session. To minimize staff and client burden at shelters that require most (or all) clients to reapply for service on a nightly basis, the project can record the entry and exit date at the same time or an HMIS application can automatically record the exit date as the day after the entry date for clients of the overnight project.A client with an open record for a community-defined extensive length of time in a shelter, outreach, orprevention project may be either automatically exited from the project or may be flagged for MIS end user intervention and exit, depending on the functionality the HMIS supports. The actual exit date should be based on the last date of lodging or service provision. The length of time without client contact or activity that triggers a project exit should be locally determined based on project design and client profile. The CoC must be involved in the determination of “extensive length of time” and which projects the solution is to be applied.

3.12 DestinationR a ti ona l e : To determine where a client will stay just after exiting a project for purposes of tracking and outcome measurement.Co llectio n Po in t( s): At project exit.S ub j e ct s : Head of household and adults.D ef i n iti o n s an d I n s tr u cti on s : Select the response category that best describes where the client will be living after the date on which they exit the project. For non-lodging projects this may be the same as the place where the client was living during project participation. For “Rental by client” and “Owned by client,” select the response that includes the type of housing subsidy, if any, the client will be receiving. A housing subsidy may be tenant-, project-, or sponsor-based and provides ongoing assistance to reduce rent burden. This includes housing subsidies provided through HUD-funded subsidies (e.g. public housing, Housing Choice Voucher or “Section 8”) or other housing subsidy (e.g., state rental assistance voucher).

3.13 Personal IDR a ti ona l e : To obtain an unduplicated count of persons served within a CoC. Every client entered into an HMIS is assigned a Personal ID, which a permanent and unique number generated by the HMIS application.Co llectio n Po in t( s): At client record creationS ub j e ct s : All clients.D ef i n iti o n s an d I n s tr u cti on s : Before creating a client record in HMIS, users must first search the HMIS application for an existing record for that client. If an existing record is found, enrollment and service data should be added to that record. If there is no existing record, a new record must be created; the HMIS application will generate a Personal ID for the new client record at the time it is added to the HMIS.

3.14 Household IDR a ti ona l e : To count the number of households served in a project. C o ll e cti o n P o i n t ( s ): At project entry.S ub j e ct s : All clients.Defin itio n and In stru ction s: A household ID will be assigned to each household at project entry andapplies, for the duration of that project stay, to all members of the household served. The household ID is automatically generated by the HMIS application. A common Household ID should be assigned to each member of the same household. Persons in a household (either adults or children) who are not present when the household initially applies for assistance and later join the household should be assigned the same Household ID that links them to the rest of the persons in the household. The early departure of a household member should have no impact on the Household ID.

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3.15 Relationship to Head of HouseholdRa tiona le: Identification of the heads of households for each household recorded in HMIS facilitates theidentification, tracking and enumeration of households served by projects. In addition, specifying the relationships of household members to the head of household facilitates reporting on household compositionCo llectio n Po in t( s): At project entry.S ub j e ct s : All clients.D ef i n iti o n and I n s tr u cti on s : The term “Head of Household” is not intended to mean the leader of the house; it is intended to identify one client to whom all other household members can be associated. There cannot be more than one head of household for any given project entry. Identify the head of household and the relationship of all other household members to the head of household for each household at project entry. If the head of household leaves the project while other household members remain, another member of the household currently participating in the project should be designated as the head of household and the other members’ relationship to the head of household should be revised to reflect each individual’s relationship to the newly designated head of household in the event that it differs from the relationship to whoever was previously identified as the head of household. A household is a single individual or a group of persons who apply together to a continuum project for assistance and who live together in one dwelling unit (or, for persons who are not housed, who would live together in one dwelling unit if they were housed).

3.16 Client LocationR a ti ona l e : The Client Location (HUD-assigned CoC Code) is used to link project client data to the relevant CoC and is necessary for projects that operate across multiple CoCs for data export purposes and to ensure accurate counts of persons who are served within a CoC.C o ll e cti o n P o i n t ( s ): At project entry. S ub j e ct s : Head of household.D ef i n iti o n s and I n s tr u cti on s : Select or enter the CoC code assigned to the geographic area where the head of household is staying at the time of project entry. If a client changes residence during the course of a project stay and moves into a different CoC then the CoC number must be updated; the Information Date for the update should be the effective date of the move.

3.17 L e n gth o f T i m e o n Str ee t , in a n E me rg e n cy S h e lt er o r S a fe Hav en R a ti ona l e : Chronic homeless status is determined by a client’s history of homelessness, disability status, and the length of time spent on the street, in an emergency shelter or a Safe Haven. The addition of this data element enables identification of chronically homeless persons in an HMISCollection Point(s): At project entry. S ub j e ct s : Head of Household and adults.D ef i n iti o n s an d I n s tr u cti on s : In separate data fields, indicate whether or not the client meets thethreshold for length of time on the street, in an emergency shelter, or Safe Haven as of the date of projectentry for purposes of determining chronic homeless status (in combination with other factors). R es pons e C a t e g o ry D e s cri p ti o n s : • Continuously homeless for at least one year: The client has been homeless and living or residing in a

place not fit for human habitation, an emergency shelter, and/or a Safe Haven continuously for at least one year as of project entry. Stays in institutions of 90 days or less do not constitute a break in homelessness, provided the client was homeless prior to entering the institution.

• Number of Times the Client has been Homeless in the Past Three Years: En t e r “ 1 ”,” 2 ” , “ 3” or “ 4 or m o r e ” bas e d o n t he nu m b e r o f ti m e s t he cl i e nt w a s ho m e l e s s and li v i ng o r r e s i d i ng in a p l a ce no t f it f o r hu m a n hab it a ti on, a n em e rg e n cy s h e l t e r, and / o r S a f e H a ve n ov er t h e pa s t t h r ee y e a r s p ri o r to p r o j e ct e n tr y. En t e r “ 0” if t he cli e nt d id no t e x p e ri e n ce t h e s e t yp e s o f ho m e l e ss n e s s in t he pa s t t h r ee y e a r s . Do no t c ount e p i s od e s t ha t b e gin a s o f p r o j e ct e n tr y. F o r e x a m p l e , a cl i e nt w ho ha d b ee n s t ay i ng w ith a f ri e nd and is ask e d to l e a v e t h e n e n t e rs a n e me r g e n cy s h e l t e r. T h e y ha d n o t

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p r ev i ous ly s t ay e d o n t he s tr e e ts o r in a s h e lt e r, s o t he nu m b e r o f ti m e s ho m e l e s s in pa s t t h r e e y e a rs w ou ld be “ 0”

• Total Number of Months Homeless in the Past Three Years: Si m il a r to nu m b er o f t i m e s t h e cli e n t ha s b ee n ho me l e s s in t he pa s t t h r e e y e a r s , on ly c ount m on t hs t he cli e nt w a s ho me l e s s and li v i ng o r r es i d i ng in a p l a ce no t f it f o r h u m a n hab it a ti on, a n eme r g e n cy s h e lt e r, and / o r S a f e H a ve n in t he pa s t t h r e e y e a r s . A ny s i n g le da y o r pa rt o f a m on th s p e nt ho me l e s s s hou ld be c oun t e d a s one m on t h.

• Number of Years Continuously Homeless: If t h e nu m b er o f m on t h s t h e cli e n t ha s b e en ho me l e s s e xc e e d 12 m on t h s , i nd ic a te t h e nu m b e r o f y e a r s t he cli e nt h a s b ee n ho m e l e ss , und e r s t a n d i ng t ha t t h e re m a y ha v e b e e n s ho rt b r e ak s in ho me l e s s n e s s du ri ng t he p e ri od.

• Status Documented: Indicate if there is documentation in the client’s paper file or in the HMIS of the client’s length of homelessness (either continuously homeless, the number of times homeless, or the number of months homeless in the past three years).

Program Specific Data ElementsThe Program-Specific data provide information about the characteristics of clients, the services that are provided,and client outcomes. Some program specific data elements are required by all federal partners, other elements may only be required of certain program types or components.

Most Program-Specific Data elements have specific data collection points: record creations, project entry, update, annual assessment and project exit. Furthermore, not all data elements are required for all subjects. Be sure to read the HMIS Data Standards Manual for complete information.

4.1 Housing StatusR a ti ona l e : To identify the housing status and risk for homelessness for persons just prior to project entry, including whether persons are homeless, housed and at risk of homelessness, or in a stable housing situation. This data element allows projects to identify persons according to homeless and at risk criteria established by HUD.C o ll e cti o n P o i n t ( s ): At project entry. S ub j e ct s : Head of household and adults.Defin itio n s an d In stru ction s: For each client, determine the appropriate Housing Status according to thedefinitions below based on the client’s housing and related conditions just prior to project entry as determined in accordance with the verification and documentation procedures established under the applicable program rules. A client must be coded to a single homeless and at risk of homelessness status response category. In addition, in cases where an individual or family meets the definition of homeless under Categories 1 or 2 or meets the at risk definition AND is fleeing domestic violence, they should only be coded to Category 1, 2 or At Risk. Category 4 should only be used when the household does NOT meet any other category but is homeless because of domestic violence.R es pons e C a t e g o ry D e s cri p ti o n s : • “Category 1= Homeless”

An individual or family who lacks a fixed, regular, and adequate nighttime residence, meaning:i. An individual or family with a primary nighttime residence that is a public or private place

not designed for or ordinarily used as a regular sleeping accommodation for human beings, including a car, park, abandoned building, bus or train station, airport, or camping ground; OR

ii. An individual or family living in a supervised publicly or privately operated shelter designated to provide temporary living arrangements (including congregate shelters, transitional housing, and hotels and motels paid for by charitable organizations or by federal, state, or local government programs for low income individuals); OR

iii. An individual who is exiting an institution where he or she resided for 90 days or less and who resided in an emergency shelter or place not meant for human habitation immediately before entering that institution.

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• “Category 2 = At imminent risk of losing housing”Housing Loss in 14 Days: an individual or family who will imminently lose their primary nighttimeresidence provided that:i. the primary nighttime residence will be lost within 14 days of the date of application for

homeless assistance; ANDii. No subsequent residence has been identified; ANDiii. The individual or family lacks the resources or support networks, e.g., family, friends,

faith-based or other social networks needed to obtain other permanent housing.

• Category 3 = Homeless only under other federal statues”Unaccompanied youth under 25 years of age, or families with children and youth, who do nototherwise qualify as homeless under this definition, but who:i. Are defined as homeless under section 387 of the Runaway and Homeless Youth Act (42

U.S.C. 5732a), section 637 of the Head State Act (42 U.S.C. 9832), section 41403 of theViolence Against Women Act of 1994 (42 U.S.C. 1404e=2), section 330(h) of the PublicHealth Service Act (42 U.S.C. 254b(h)), section 3 of the Food and Nutrition Act of 2008 (7U.S.C. 2012), section 17(b) of the Child Nutrition Act of 1966 (42 U.S.C. 1886(b)), or section725 of the McKinney-Vento Homeless Assistance Act (42 U.S.C. 11434a); AND

ii. Have not had a lease, ownership interest, or occupancy agreement in permanent housing at any time during the 60 days immediately preceding the date of application for homeless

• “Category 4 – Fleeing domestic violence”Category 4 should only be used when the household does NOT meet any other category but ishomeless solely because they are fleeing domestic violence. Category 4 includes any individual or family who:i. Is fleeing, or is attempting to flee, domestic violence, dating violence, sexual assault,

stalking, or other dangerous or life-threatening conditions that relate to violence against the individual or a family member, including a child, that has either taken place within the individual’s or family’s primary nighttime residence or has made the individual or family afraid to return to their primary nighttime residence; AND

ii. Has no other residence ANDiii. Lacks the resources or support network, e.g., family, friends, faith based or other social

networks, to obtain other permanent housing.

• “At Risk of Homelessness”At project entry, this category is only a valid response for clients being served by HomelessnessPrevention or Coordinated Assessment projects. This category includes:

(1) An individual or family who:i. Has an annual income below 30 percent of median family income, as determined by HUD;

ANDii. Does not have sufficient resources or support networks, e.g., family, friends, faith-based or

other social networks, immediately available to prevent them from moving to an emergency shelter or another place described in Homeless Category 1 above AND

iii. Meets one of the following conditions:(A) Has moved because of economic reasons two or more times during the 60 days

immediately preceding the application for homelessness prevention assistance;(B) Is living in the home of another because of economic hardship;(C) Has been notified in writing that their right to occupy their current housing or living

situation will be terminated within 21 days after the date of application for assistance;(D) Lives in a hotel or motel and the cost of the hotel or motel stay is not paid by charitable

organizations or by Federal, State, or local government programs for low-income individuals;

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(E) Lives in a single-room occupancy or efficiency apartment unit in which there reside more than two persons or lives in a larger housing unit in which there reside more than1.5 persons reside per room, as defined by the U.S. Census Bureau;

(F) Is exiting a publicly funded institution, or system of care (such as a health-care facility, a mental health facility, foster care or other youth facility, or correction program or institution); or

(G) Otherwise lives in housing that has characteristics associated with instability and anincreased risk of homelessness, as identified in the recipient’s approved consolidated plan (for ESG projects) or the jurisdiction’s approved consolidated plan (for non-ESG projects); OR

(2) A child or youth who does not qualify as “homeless” under the categories described above, butqualifies as “homeless” under section 387(3) of the Runaway and Homeless Youth Act (42 U.S.C.5732a(3)), section 637(11) of the Head Start Act (42 U.S.C. 9832(11)), section 41403(6) of the Violence Against Women Act of 1994 (42 U.S.C. 1403e—2(6)), section 330(h)(5)(A) of the Public Health Service Act (42 U.S.C. 254b(h)(5)(A)), section 3(m) of the Food and Nutrition Act of 2008 (7U.S.C. 2012(m)), or section 17(b)(15) of the Child Nutrition Act of 1996 (42 U.S.C. 1786(b)(15));OR

(3) A child or youth who does not qualify as “homeless” under the categories described above, butqualifies as “homeless” under section 752(2) of the McKinney-Vento Homeless Assistance Act (42U.S.C. 11434a(2)), and the parent(s) or guardian(s) of that child or youth if living then.

• “Stably Housed”An individual or family who is not otherwise experiencing homelessness or at risk ofhomelessness according to the categories above.

4.2 Income and SourcesRa tiona le: Income and sources of income are important for determining service needs of people at thetime of program entry, determining whether they are accessing all income sources for which they are eligible, and describing the characteristics of the homeless population. Capturing the receipt of cash income from various sources will help to: ensure all income sources are counted in the calculation of total income; enable program staff to take into account the composition of income in determining needs; determine if people are receiving the mainstream program benefits to which they may be entitled; help clients apply for benefits assistance; and allow analysis of changes in the composition of income between entry and exit from the program and annual changes prior to program exit. Income data are also needed to complete APRs for all HUD funded CoC Programs.C o ll e cti o n P o i n t ( s ) : At project entry, annual assessment, and project exit. Update as income and/or sources change.Sub jects: Head of household and adults.D ef i n iti o n and I n s tr u cti on s : In separate fields, determine (a) whether the client receives any income from the listed sources, (b) and the amount of income received from each source on a monthly basis and (c) the client’s total monthly income (rounded to the nearest U.S. dollar) based on income currently being received by the client. Allow clients to identify multiple sources of income.When a client has income, but does not know the exact amount, a “Yes” response should be recorded for both the overall income question and the specific source, and the amount should be estimated. Income received by or on behalf of a minor child should be recorded as part of household income under the Head of Household Data should be recorded only for sources of income that are current as of the information date (i.e. have not been specifically terminated). As an example, if a client’s employment has been terminated and the client has not yet secured additional employment, the response for Earned income would be “No.” As a further example, if a client’s most recent paycheck was 2 weeks ago from a job in which the client was working full time for $15.00/hour, but the client is currently working 20 hours per week for $12.00 an hour, record the income from the job the client has at the time data are collected (i.e.20 hours at $12.00 an hour).

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4.3 Non-Cash BenefitsR a ti ona l e : Non-cash benefits are important to determine whether clients are accessing all mainstream program benefits for which they may be eligible and to develop a more complete picture of their economic circumstances.C o ll e cti o n P o i n t ( s ) : At project entry, annual assessment, and project exit. Update as Non-cash benefits change.Sub jects: Head of household and adults.D ef i n iti o n and I n s tr u cti on s : For each source listed below, determine if the client receive any non-cash benefits at the current time. Clients may identify multiple sources of non-cash benefits. F o r hou s e h o l d s w i th more t h an on e member, no n - c ash bene fi ts s hou l d b e ass i g ne d i n H M IS to a l l members o f t h e hou s eho l d f o r w ho m t h e be n e fi t i s i n t ended . For example, if an entire family is enrolled in Medicaid, the “Non-cash benefits received from any source” question would be assigned as “Yes” for all household members and the “Source of non-cash benefit: Medicaid health insurance program” would be assigned as “Yes” for all household members. Benefits received by a minor child should be assigned to the head of household. In the event that a minor child enters or leaves the household and the non-cash benefits received by the household change as a result, an update to the head of household’s record should be entered to reflect that change. A “ Yes” r espons e shou ld b e r eco rd ed on ly fo r cu rren t b en e fits. A s a n exa mp l e, if a clien t recei ved foo ds t a m p s o n t h e f i r s t o f t h e m o n th an d e x p e cts to r e c e i v e f oo d s t a m p s a g a in o n t h e f ir s t o f t h e n e xt m on t h , r e c o rd “ Y e s ” f o r S upp l e me n t a l Nu triti ona l A ss i s tan c e Pr o gr a m (S N AP). I f a cli e n t r e c e i ved f oo d s t a m p s o n t h e f ir s t o f t h e m on th bu t is no t e ligi b le to r e c e i v e f oo d s t a m p s o n t h e f i r s t o f n e xt m on t h , t h en t h e cli e n t w ou ld no t be c on s i d e r e d to be c u rr e n tly r e c e i v i ng f oo d s t a m ps and “No ” s houl d b e r e c o r d ed f o r S upp l eme n t a l Nu triti ona l A s s i s t an ce Pr o gr a m (S N AP).

4.4 Health InsuranceR a ti ona l e : Health insurance information is important to determine whether clients currently have health insurance coverage and are accessing all mainstream project medical assistance benefits for which they may be eligible, and to ascertain a more complete picture of their economic circumstances.Co llectio n Po in t( s): At project entry, annual assessment, and project exit. Update as health insurancechanges.S ub j e ct s : All clients.Defin itio n s an d In stru ction s: If the response to Covered by Health Insurance is “No” then no further datacollection is required. If the response is “Yes” then record whether or not the client is covered by each of the listed insurance types. If required by a funder, enter the reason why such insurance is not being received for each health insurance source. To reduce data collection and reporting burden, if a client reports having no health insurance coverage, no additional data collection is required unless required by a specific funder. Medicaid, Medicare, State Children’s Health Insurance Program and Veterans Administration Medical Services were previously collected as part of the Non-Cash Benefit element and should not be collected under “Health Insurance”.

4.5 Physical DisabilityR a ti ona l e : To count the number of physically disabled persons served, determine eligibility for disability benefits, and assess the need for services. Needed to complete APRs for HUD-funded homeless assistance programs.C o ll e cti o n P o i n t ( s ) : In the course of client assessment once the individual is a dm i tt ed , at program e x i t , and at l e ast onc e a n n u a ll y during program enrollment if the period between program entry and exit exceeds one year. Programs may decide when to collect the information on an annual basis, but HUD encourages programs that are required to complete an APR to update these data elements near the end of their APR operating year.S ub j e ct s : All clients served.Defin itio n and In stru ction s: In separate fields, determine (a) if the client has a physical disability, (b)if thedisability is expected to be of long-continued and indefinite duration and impairs the client’s ability to live independently, (c) if there is documentation of the disability on file, and (d) if the client is currently

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receiving services of treatment for this disability or received services or treatment prior to exiting the project. If the response to physical disability is yes, the case manager records must document the physical disability. Documentation includes written verification from a state-licensed professional, such as a medical service provider or a health-care provider, the Social Security Administration, or the receipt of a disability check (i.e., SSDI check or VA disability benefit check).

4.6 Developmental DisabilityR a ti ona l e : To count the number of developmentally disabled persons served, determine eligibility for disability benefits, and assess their need for services. Needed to complete APRs for HUD-funded homeless assistance programs.Co llectio n Po in t( s): In the course of client assessment once the individual is adm itted , at program e xit,and at l e ast onc e a n nu a ll y during program enrollment if the period between program entry and exit exceeds one year. Programs may decide when to collect the information on an annual basis, but HUD encourages programs that are required to complete an APR to update these data elements near the end of their APR operating year.S ub j e ct s : All clients served.D ef i n iti o n and I n s tr u cti on s : In separate fields, determine (a) if the client has a developmental disability,(b) if the disability is expected to substantially impair the client’s ability to live independently, (c) if there isdocumentation of the disability on file, and (d) if the client is currently receiving services or treatment for this disability or received services or treatment prior to exiting the program. For the purposes of this Notice, a developmental disability means a severe, chronic disability that is attributed to a mental or physical impairment (or combination of physical and mental impairments) that occurs before 22 years of age and limits the capacity for independent living and economic self-sufficiency. If the response to developmental disability is yes, the case manager records must document the developmental disability. Documentation includes written verification from a state-licensed professional, such as a medical service provider or a health-care provider, the Social Security Administration, or the receipt of a disability check (i.e., SSDI check or VA disability benefit check).

4.7 Chronic Health ConditionR a ti ona l e : To count the number of persons served with severe health conditions and assess their need for healthcare and other medical services. Needed to complete APRs for HUD-funded homeless assistance programs.C o ll e cti o n P o i n t ( s ) : In the course of client assessment once the individual is admitted, at program exit, and at least once annually during program enrollment if the period between program entry and exit exceeds one year. Programs may decide when to collect the information on an annual basis, but HUD encourages programs that are required to complete an APR to update these data elements near the end of their APR operating year.S ub j e ct s : All clients served.D ef i n iti o n an d I n s tr u cti on s : In separate fields, determine (a) if the client has a chronic health condition, (b) if the condition is expected to be of long-continued and indefinite duration and impairs the client’s ability to live independently, (c) if there is documentation of the condition on file, and (d) if the client is currently receiving services or treatment for this condition or received services or treatment prior to exiting the program. For the purposes of these Data Standards, a chronic health condition means a diagnosed condition that is more than 3 months in duration and is either not curable or has residual effects that limit daily living and require adaptation in function or special assistance. Examples of chronic health conditions include, but are not limited to: heart disease (including coronary heart disease, angina, heart attack and any other kind of heart condition or disease); severe asthma; diabetes; arthritis-related conditions (including arthritis, rheumatoid arthritis, gout, lupus, or fibromyalgia); adult onset cognitive impairments (including traumatic brain injury, post-traumatic distress syndrome, dementia, and other cognitive related conditions); severe headache/migraine; cancer; chronic bronchitis; liver condition; stroke; or emphysema. If the response to chronic health condition is yes, the case manager records must document the chronic health condition. Documentation includes written verification from a state-licensed professional, such as

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a medical service provider or a health-care provider, the Social Security Administration, or the receipt of a disability check (i.e., SSDI check or VA disability benefit check).

4.8 HIV/AIDSR a ti ona l e : To count the number persons served who have been diagnosed with AIDS or have tested positive for HIV and assess their need for services. Needed to complete APRs for HUD-funded homeless assistance programs.C o ll e cti o n P o i n t ( s ) : In the course of client assessment once the individual is a dm i tt ed , at program e x i t , and at least onc e a n n u a ll y during program enrollment if the period between program entry and exit exceeds one year. Programs may decide when to collect the information on an annual basis, but HUD encourages programs that are required to complete an APR to update these data elements near the end of their APR operating year.S ub j e ct s : All clients served.Defin itio n and In stru ction s: In separate fields, determine (a) if the client has HIV/AIDS, (b) if the disabilityis expected to substantially impair the client’s ability to live independently, (c) if there is documentation of the disability on file, and (d) if the client is currently receiving services or treatment for this condition or received services or treatment prior to exiting the project.

4.9 Mental HealthR a ti ona l e : To count the number of persons with mental health problems served and to assess the need for treatment. Needed to complete APRs for HUD-funded homeless assistance programs.Co llectio n Po in t( s): In the course of client assessment once the individual is adm itted , at program e xit ,and at l e ast onc e a n n u a ll y during program enrollment if the period between program entry and exit exceeds one year. Programs may decide when to collect the information on an annual basis, but HUD encourages programs that are required to complete an APR to update these data elements near the end of their APR operating year.S ub j e ct s : All clients served. D ef i n iti o n and I n s tr u cti on s :In separate data fields, determine: (a) if the client has a mental health problem, (b) if the problem isexpected to be of long-continued and indefinite duration and substantially impedes a client’s ability to live independently, (c) if there is documentation of the problem on file, and (d) if the client is currently receiving services or treatment for the problem or received services or treatment prior to exiting the project. A mental health problem may include serious depression, serious anxiety, hallucinations, violent behavior or thoughts of suicide. If the response to mental health condition is yes, the case manager records must document the mental health condition. Documentation includes written verification should from a state-licensed professional, such as a medical service provider or a health- care provider, the Social Security Administration, or the receipt of a disability check (i.e., SSDI check or VA disability benefit check).

4.10 Substance AbuseRa tiona le: To count the number of persons served with substance abuse problems and to assess the needfor treatment. Needed to complete APRs for HUD-funded homeless assistance programs).C o ll e cti o n P o i n t ( s ) : In the course of client assessment once the individual is admitted, at program exit, and at least once annually during program enrollment if the period between program entry and exit exceeds one year. Programs may decide when to collect the information on an annual basis, but HUD encourages programs that are required to complete an APR to update these data elements near the end of their APR operating year.Sub jects: All clients served.D ef i n iti o n and I n s tr u cti on s : In separate data fields, determine (a) if the client has an alcohol or drug abuse problem or both, (b) if the problem is expected to be of long-continued and indefinite duration and substantially impedes a client’s ability to live independently, (c) if there is documentation of the problem on file, and (d) if the client is currently receiving services or treatment for the condition or received services or treatment prior to exiting the project.

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4.11 Domestic ViolenceR a ti ona l e : Ascertaining whether a person is a victim of domestic violence is necessary to provide the person with the appropriate services to prevent further abuse and to treat the physical and psychological injuries from prior abuse. Also, ascertaining that a person may be experiencing domestic violence may be important for the safety of program staff and other clients. At the aggregate level, knowing the size of the homeless population that has experienced domestic violence is critical for determining the resources needed to address the problem in this population. Needed to complete APRs for HUD-fundedhomeless assistance programs.C o ll e cti o n P o i n t ( s ) : At project entry. Update if information changes anytime during project stay. S ub j e ct s : Head of household and adults.Defin itio n and In stru ction s: In separate fields, determine (a) if the person has ever been a victim ofdomestic violence, and (b), if so, when the client’s most recent experience of domestic violence occurred.

4.12 ContactR a ti ona l e : To record and count the number of contacts with homeless persons by street outreach and other service projects and to provide information on the number of contacts required to engage the client.Co llectio n Po in t( s): At project entry, project exit and each contact between entry and exit.S ub j e ct s : Head of household and adults.D ef i n iti o n and I n s tr u cti on s : Record the date and location of each contact with a client. To record a contact in HMIS requires that a client record be established with at least minimal client descriptors included in the Universal Data Elements (e.g. name, gender, and race). This data element is required for all Street Outreach Projects. Service setting, residential could include emergency, transitional or permanenthousing; treatment facility, including health, mental health, or substance abuse clinic or hospital; jail, prison, or juvenile detention facility; family or friend’s room, apartment, condo, or house; foster care or group home.

4.13 Date of Engagement (required for street outreach only; optional for other programs)Ra tiona le: To count the number of homeless persons engaged by street outreach programs during theoperating year. Needed to complete APRs for HUD funded homeless assistance programs that provide street outreach.Co llectio n Po in t( s): Upda te.S ub j e ct s : Head of household and adults.D ef i n iti o n and I n s tr u cti on s : The definition of a client engagement may vary among programs and communities. As a matter of general principle, an engagement is defined as an interactive client relationship that results in a deliberate client assessment. Record the date a client became engaged. Only one date of engagement is allowed between project entry and project exit. It may be on or after the project entry date and prior to project exit. For the purpose of the APR, street outreach programs must report the number of clients that were engaged. Record this date as the two-digit month, two-digit day and four-digit year.

4.14 Services Provided (required for ESG prevention and rapid re-housing-funded programs only; optional for all other programs)

R a ti ona l e : To determine the type of financial assistance (including rental assistance, security deposits, utility deposits, utility payments, moving cost assistance, and motel and hotel vouchers) and amount provided during program participation.Da ta Sou rce: Case manager records.W h e n D a ta a re C o ll e ct e d : When ESG financial assistance is provided as a one-time transaction and at least once every three months for participants receiving medium-term rental assistance.Subjects: All clients served.Defin itio n and In stru ction s: Record ESG financial assistance that is provided to a third party for the benefitof program clients. In separate fields record the following financial assistance information: start date for financial assistance, end date of financial assistance, type of financial assistance, and amount of ESG

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financial assistance. Response categories for the types of financial assistance are consistent with the requirements of the HPRP Notice (FR-5307-N-01). Financial Assistance Provided data should be collected for each member of the household benefiting from ESG financial assistance. Programs that provide on- going rental assistance for consecutive months (i.e., short-term rental assistance for two to three months or medium-term rental assistance) must minimally enter one Financial Assistance Provided record for each three-month period of consecutive rental assistance. Programs may choose to record rental assistance on a monthly basis. ESG-funded programs are required to re-evaluate the eligibility of program participants who receive medium-term rental assistance. Recording rental assistance at least every three months may help programs monitor compliance with this requirement. For one-time payments of rental assistance for a current month or first month and for one-time or multiple payments of rental assistancefor consecutive months, the start date in the Financial Assistance Provided record must correspond to thefirst day of the month for which rental assistance applies and the end date must correspond to the lastday of the last month for which rental assistance applies. A new Financial Assistance Provided record must be entered if there is a break in rental assistance for one or more months during a period of program participation (as determined by program entry and exit date). For one-time payment of rental arrears, last month rent, utility payments (including payment for arrears), security deposit, utility deposit, and moving cost assistance the start date in the Financial Assistance Provided record must correspond to the day the Financial Assistance was approved. The end date should be identical to the start date. Programs that provide hotel/motel voucher assistance should enter one Financial Assistance Provided record with a start date that corresponds to the first day for which the voucher assistance applies and an end date that corresponds to the last day voucher assistance applies. A separate record should be entered if there is a break in hotel/motel voucher assistance for one or more days during a period of program participation (as determined by program entry and exit date). With the exception of on-going rental assistance for consecutive months and hotel/motel voucher assistance for consecutive days, as described above, clients who receive multiple instances of financial assistance for a single type of financial assistance (e.g., utility payment assistance for two consecutive months) or who are assisted with two or more distinct types of financial assistance (utility deposit, security deposit, etc.) should have a separate Financial Assistance Provided transaction recorded for each instance of assistance. Programs must record the amount of ESG financial assistance provided for each instance of one-time or ongoing financial assistance, as described above. Programs may also choose to record information on financial assistance provided through other sources. However, this should be recorded as a separate transaction in order to distinctly record and track ESG financial assistance payments

4.17 Residential Move-In DateR a ti ona l e : To differentiate between clients who are awaiting placement in housing and those who have moved into permanent housing for Rapid Re-Housing projects. This data is critical to point-in-time and housing inventory counts as it differentiates a client from a homeless status (in shelter) to a permanent housing status (in RRH housing unit).C o ll e cti o n P o i n t ( s ): At project entry. Edit as necessary to reflect changes during the course of enrollment. S ub j e ct s : All clients.D ef i n iti o n s an d I n s tr u cti on s : Indicate the date on which the client achieved placement in permanent housing. In the event that the client returns to homelessness prior to the project exit date, edit (i.e., change the response to In Permanent Housing to “No”) to reflect the change. All RRH clients at project entry must have recorded whether the client is residing in housing through the Rapid Re-Housing project by indicating “Yes” or “No”. If “No” is recorded at project entry for In Permanent Housing a subsequent edit must be made to specify the date the client moves into housing. For all clients who have answered “Yes” for In Permanent Housing, the date the client physically moved into housing must be entered.

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4.18 Housing Assessment Disposition:R a ti ona l e : To track client disposition following a brief assessment of critical housing needs. This data element may be used as part of a coordinated assessment system. The disposition response categories represent the different types of continuum projects or other community assistance to which a client may be referred upon presenting to a coordinated assessment project or related point of contact with a request for assistance to address a housing a crisis.Co llectio n Po in t( s): At project exit (or update as required based on model).S ub j e ct s : Head of household.D ef i n iti o n s an d I n s tr u cti on s : Indicate the appropriate disposition of the client following a housing crisis assessment once at or before project exit

4.19 Hou s i n g A s s e s s m e n t a t E xit R a ti ona l e : To determine whether clients exiting prevention projects have remained stably housed. C o ll e cti o n P o i n t ( s ): At project exit.S ub j e ct s : All clients.D ef i n iti o n s an d I n s tr u cti on s : Determine the response value that best describes the client’s housing circumstances from project entry to project exit. “ M o ve d i n to a tr an s iti onal or t em po r a ry hou s i n g f a cility o r p r o gr a m ” i n cl ud e s tr an s iti o na l hou s i ng f o r ho me l e s s and non - ho me l e s s p e r s o n s , tr e a t me n t f a ci l iti e s , o r i n s tit u ti on s .