Attention All HMIS-Participating Providers--
Please be sure that your paper form entry, exit and annual assessments are updated to reflect current applicable data fields in the HMIS entry, exit AND INTERIM ANNUAL ASSESSMENT tool (this icon is found to the far right of your clients' active program entry on the Entry/Exit tab). All of the templates are available on our website under the "General Training Materials and Forms" as downloadable PDFs. If you need to customize the PDF to fit the reporting needs of your agency, please contact the HMIS Support Coordinator, Racquel Wiles via email at  Thank you!


New HUD Universal Data Elements as of 10/1/16
HUD issued a few data field changes effective 10/1/16 including the addition/update of the following questions;

 Data Field 
Program Types Effected 
 Continuum of Care CodeThis data element is required for every single program participating in our CoC. There is only one option available on the picklist, so you just need to be sure to select it for all clients and backdate/select for any clients enrolled in your program as of 10.01.16. 
  • "Other" is removed as a picklist value and replaced with "Doesn't identify as male, female, or transgender"
 All program types

Disabling Condition
  • This data element was previously required for only Adults; it is now required for all clients at entry point, including children
    • This allows the questions to be used to calculate Chronic Homelessness at either entry point or at the PIT
 All program types
  • This data element is now required for RHY, SSVF, and HUD VASH
    • It must be answered at project entry for the Head of Household, Adults in the household, and Unaccompanied Youth
    • New picklist values: Associates Degree, Bachelor's Degree, Graduate Degree, Vocational Certification
Now required for RHY, SSVF, and HUD VASH 
  • It must be answered at project entry and exit for the head of the household, all adults and Unaccompanied Youth
Now required for RHY and HUD VASH 
 GENERAL HEALTH STATUSIt must be answered at project entry and exit for the head of the household, all adults and Unaccompanied Youth Now required for RHY and HUD VASH 
  • The "Is Client in Permanent Housing" question is removed
    • If the client is not housed at program entry, then leave the Date Field blank
    • Upon a client's move into Permanent Housing, enter the move-in date using "Interim-update" or "Exit" as appropriate.
Now required for RHY and HUD VASH 

EVERYONE PLEASE REMEMBER: a client is ONLY considered to be LITERALLY HOMELESS if at program entry point, they have been staying in a place not meant for human habitation, such as, an emergency shelter, motel paid for by an agency/program, park, car, abandoned building, facility that has no ability to connect water/power.

Any other resident type, such as a friend or family member's place, hotel that they paid for on their own, transitional housing, etc does not count as them being literally homeless.

FOR PATH PROVIDERS (please contact Racquel Wiles or Paul Fortier directly)

FOR SSVF PROVIDERS (new required data elements-follow up with Racquel Wiles)
  • As of October 1, 2016, the data field "HP Score" will be retired and in its place, there will be 19 additional fields that should sync up to the HP Targeting Criteria. For all clients enrolled as of October 1, 2016, you will need to backdate and update their entries to reflect the HP Targeting Criteria and moving forward, this must be included in your HMIS entries for new clients.
  • Last Grade Completed (select appropriate response from the pick-list)-new data field
  • Use of other Crisis Services (ie Emergency room, jail/prison, medical facility)-new data fields
    • This is a new data element for SSVF only and includes the following:
      • # of visits to the emergency room in the past year
      • approximate # of nights in jail/prison in the past year
      • approximate # of nights in an inpatient medical facility in the past year

You will see these new data fields in the database as well as on the updated data capture tools located on tab 5 of this site (will be updating and adding documents over the next month).

All clients in or entering a program on or after 10/1/2016 need to have the above additional responses to these questions recorded in HMIS and backdated appropriately. If you would like a refresher course in backdating or would like to review one-on-one these new/updated elements--please don't hesitate to contact Racquel Wiles (HMIS Support Coordinator).


Reminder about sharing client information in HMIS
Just a reminder that our system turned off the ROI (Release of Information) function of the database. This means that now you must lock each individual record for a client not willing to share their information in HMIS, simply entering an ROI and selecting "no", permission was not granted for this client to share info, is not enough to keep their record and information locked. You must do a mass visibility update for the client record and adjust the closed and open lock icons throughout the system. Refer to the diagram below.