HMIS Privacy Sign
Agencies should post copies of this sign-in locations where clients can clearly see the sign, especially in spaces where assessments and other data gathering are done. For example, post on the wall at the intake desk. (HMIS Privacy Sign Spanish Translation)

HMIS Release of Information
This document should be used with each client to explain why we gather information and what information may be shared with others. Signed documents should be collected for every adult client at the first in person meeting. If clients have questions or concerns, review the Privacy Options Guide. For remote services, use the Verbal ROI Script and Verbal ROI How To’s. (HMIS Release of Information Spanish Translation)

HMIS Privacy NoticeThis document provides additional detail about a client’s rights regarding data collection and sharing. It should be available upon request.
Agencies can use the Privacy Notice template as provided by NCCEH or customize it to include additional information. To use the template, agencies should fill in the agency name on page one and contact information at the very end. To customize, the agency must follow the Privacy Policy requirements in Section IIIA of the HMIS@NCCEH Operating Policies and Procedures. (HMIS Privacy Notice Spanish Translation)

HMIS Privacy Sample Script
Use this sample script to assist in walking clients through the HMIS Release of Information.

Street Outreach (SO)
Project Start
Use this form when you enter clients into Street Outreach projects.

Project Interim
Use this form when you collect new information about Street Outreach clients.

Project Exit
Use this form when your client leaves Street Outreach projects. (Spanish Translation)

Supplemental Form for First Outreach Contact
Use this optional form to minimal information for the first contact with outreach clients.

Supplemental Form for Additional Outreach Contacts
Use this optional form to gather notes during efforts to engage outreach clients. Combine as many as needed to collect key information that changes often for clients.

 

PATH Street Outreach
Project Start
Use this form to collect intake data for clients in the Street Outreach side of Projects for Assistance in Transition from Homelessness (PATH) funded by the Substance Abuse and Mental Health Services Administration (SAMHSA).

Project Interim
Use this form to collect new information for clients in PATH SO projects.

Project Exit
Use this form to collect information when clients leave PATH SO projects.

 

Supportive Services Only (SSO)
Project Start
Use this form when you enter clients into projects that only provide services, such as emergency assistance, or diversion projects. (Spanish Translation)

Project Interim
Use this form when you collect new information on your clients. (Spanish Translation)

Project Exit
Use this form when your client leaves your project. (Spanish Translation)

 

PATH Supportive Services Only
Project Start
Use this form to collect intake data for clients in the Services Only side of Projects for Assistance in Transition from Homelessness (PATH) funded by the Substance Abuse and Mental Health Services Administration (SAMHSA).

Project Interim
Use this form to collect new information for clients in PATH SSO projects.

Project Exit
Use this form to collect information when clients leave PATH SSO projects.

Emergency Shelter (ES)
Project Start
This general form should be used by Emergency Shelter Projects for every client. (Spanish Translation)

Project Interim
Use this form when you collect new information about your clients. (Spanish Translation)

Project Exit
Use this form when your client leaves Emergency Shelter Projects.

 

Health Care for Homeless Veterans (HCHV)
Project Start
Use this form when your client enters VA funded Emergency Shelter.

Project Interim
Use this form when you collect new information about your clients.

Project Exit
Use this form when your client leaves VA funded Emergency Shelter.

Transitional Housing (TH)
Project Start
Use this general form when your client enters your Transitional Housing project. (Spanish Translation)

Project Interim
Use this project to collect new information about your client. (Spanish Translation)

Project Exit
Use this form when your client leaves your Transitional Housing project.

 

Grant Per Diem (GPD)
Project Start
Use this form when your client enters your VA funded GPD Transitional Housing project.

Project Interim
Use this form to collect new information about your client.

Project Exit
Use this form when your client leaves your VA funded GPD project.

Homeless Prevention (HP)
Project Start
Use this general form when you enter a client into a Homeless Prevention program.

Project Interim
Use this form when you gain new information about a client.

Project Exit
Use this form when a client exits a Homeless Prevention.

 

Housing Opportunities for People with AIDS/HIV (HOPWA)
Project Start
This form should be used for clients entering HOPWA funded Prevention projects like Short-Term Rent, Mortgage, and Utilities Assistance (STRMU).

Project Interim
This form should be to document new information about a client.

Project Exit
This form should be used for clients exiting HOPWA funded projects.

 

Supportive Services for Veterans and their Families (SSVF)
Project Start
Use this form when a client enters a VA funded SSVF Homeless Prevention project.

Project Interim
Use this form when you gain new information about your client.

Project Exit
Use this form when a client exits a VA funded Homeless Prevention project.

Rapid Re-Housing
Project Start
Use this general form when a client enters a Rapid Re-Housing project. (Spanish Translation)

Project Interim
Use this form when you gain new information about your client. (Spanish Translation)

Project Exit
Use this form when a client exits a Rapid Re-Housing project. (Spanish Translation)

Supportive Services for Veterans and their Families (SSVF)
Project Start
Use this form when a client enters a VA funded SSVF Rapid Re-Housing project.

Project Interim
Use this form when you gain new information about your client.

Project Exit
Use this form when a client exits a VA funded Rapid Re-Housing project.

Permanent Supportive Housing
Project Start
Use this general form when a client enters a Permanent Supportive Housing project. (Spanish Translation)

Project Interim
Use this form when you gain new information about your client. (Spanish Translation)

Project Exit
Use this form when a client exits a Permanent Supportive Housing project. (Spanish Translation)

 

Housing Opportunities for People with AIDS/HIV
Project Start
This form should be used for clients entering HOPWA funded PSH projects like Tenant Based Rental Assistance.

Project Interim
This form should be used when you gain new information about a client.

Project Exit
This form should be used for clients exiting HOPWA funded PSH projects.

 

HUD-VASH
Project Start
This form should be used for clients entering PSH projects funded by both HUD and the VA called HUD-VASH.

Project Interim
This form should be used when you gain new information about a client.

Project Exit
This form should be used for clients leaving PSH projects funded by both HUD and the VA.

Other Permanent Housing (OPH)
Project Start
This form should be used for clients entering Permanent Housing projects that do not require a disabling condition for eligibility.

Project Interim
This form should be used when you gain new information about a client.

Project Exit
This form should be used for clients leaving OPH projects.

HMIS Comparable Database Decision Tree – This document reviews the process to be taken to determine if an agency or project is required to use HMIS or an HMIS Comparable Database.

2004 Data and Technical Standards Notice – This guidance sets forth the requirements of HUD for all HMIS enrolled and HMIS comparable agencies as it pertains to privacy and security standards e.g., software security, data security, client privacy and grievance rights.

HUD Data Standards – this guidance sets forth requirements of HUD as it pertains to data collection. It can be used to help users understand the data elements that are required to meet participation and reporting requirements established by HUD

HUD also created a new Interactive HMIS Data Standards Tool website that might be helpful: https://www.hudexchange.info/programs/hmis/hmis-data-standards/

HMIS Data Dictionary – this guidance is designed for vendors and agency system administrators to identify the data elements required and understand the function and specific use of each element.

HMIS CSV Export – this guidance details the format and validation requirements for HUD’s most comprehensive standard data export. This tool is directed at vendors.

System Performance Measures – this guidance sets forth requirements for comparable database developers in order to produce key outcome metrics.

ESG Program HMIS Manual – this guidance specifically outlines data collection for the Emergency Solution Grant (ESG) Program and should be reviewed by any project receiving ESG dollars. It explains what data is to be collected and how it should be collected.

CoC Program HMIS Manual – this guidance specifically outlines data collection for the Continuum of Care (CoC) Program and should be reviewed by any project receiving CoC dollars. It explains what data is to be collected and how it should be collected.

CoC APR and ESG CAPER Programming Specifications – this guidance explains how the federal Annual Performance Report (APR) for CoC funded projects and the federal Consolidated Annual Performance and Evaluation Report (CAPER) for ESG funded projects, should be programmed to meet HUD’s standards. This tool should be reviewed by agencies, and their vendors.

CE APR Programming Specifications – if your agency is CoC funded for coordinated entry activities, these separate reporting programming specifications are required for Coordinated Entry APRs.