II. Data Definitions

 

Purpose:  Establish uniform definitions for data elements in the HMIS.  All data elements are required except as noted.

Data Definitions

1.      Agency.   Name of agency providing the service.

2.      Program Name.  Name of Agency program providing the service.

3.       Name.   The legal name, first and last, for Head of Household (Adult with primary (greatest) income).  ServicePoint provides an opportunity to also identify an alias or nickname.  Client files should include, to the extent possible, confirmation of legal name with a copy of a picture ID.  Sources of appropriate name verification are driver’s license, state identification card, school identification card, etc.[1]

4.       Social Security Number. The nine-digit number required by the federal Social Security Administration.  If the Head of Household elects to be anonymous, ServicePoint will generate an ID number; the data entry staff member must record this ID number on the client file so that all client data is entered to this record and an audit trail is possible.

5.      Birthday.  Birth date refers to the month, day, and year of birth for Head of Household.

6.       Sex.  Refers to the Head of Household’s legal sex.  Choose female, male, transgender or unknown.

7.       Race.  The self-identified race of the Head of Household according to the following categories:

·         Alaskan Native. A person having origins in any of the original peoples of Alaska and who maintains tribal affiliation or community attachment.

·         American Indian .  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.

·         Asian.  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.

·         Black .  A person having origins in any of the black racial groups of Africa.  Terms such as “Haitian” or “Negro” can be used in addition to “Black or African American.”

·         Native Hawaiian.  A person having origins in any of the original peoples of Hawaii, Guam, or Samoa.

·         Pacific Islander.  A person having origins in any of the original peoples of the Pacific Islands.

·         White.  A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.

Note:

ü       Individuals of African descent should indicate race as “black”. 

ü       Remember that this variable is intended to track “race” not ethnic, cultural, or national identity. Somali would be listed as “Black” or Laotian would be listed as “Asian”. 

ü       There is no “other" race category.

8.      Hispanic or Latino.  The self-indentified Hispanic/Latino ethnicity of the Head of Household Select yes or no.

  • Hispanic or Latino.  A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race.  The term “Spanish origin,” can be used in addition to “Hispanic or Latino.”
  • Not Hispanic or Latino.  A person not of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race.

9.      Household Relationships.  The most appropriate relationship to the Head of Household for each additional client within the immediate household who is receiving the service.  Select one from the system picklist ( i.e. aunt, brother, daughter, etc.).

10.  Family Status.  Family status at time of entry. Select one.

·         Single Parent with child(ren)– includes natural birth, adoption and guardians

·         Two Parent (married or unmarried[2]) with child(ren)– includes natural birth, adoption and guardians

·         Couple (two married or unmarried adults[3]) without children

·         Single Adult without children

11.  Names of Family Members within Household.  The legal name, first and last, for each additional client within the immediate household who is receiving the service.  Do not enter family members who are not with the head of household.  ServicePoint provides an opportunity to also identify an alias or nickname. 

12.  Birthdayof Family Members within Household.  The date of birth (month, day, and year) for each additional client within the immediate household who is receiving the service. 

13.  SSN of Family Members within Household. The nine-digit number required by the federal Social Security Administration.  This number is required of all legal citizens of the United States. Identify the SSN for each additional client within the immediate household who is receiving the service.

14.  Gender of Family Members within Household.  Gender refers to family member’s legal sex.  Identify the gender for each additional family member within the immediate household who is receiving the service. Choose female, male, transgender or unknown.

15.  Head of Household. Select Yes. Adult with the primary (greater) income is defined as the Head of Household.

16.  Entry Date:  The date of the client’s first physical presence in the program. Do not use auto-fill option.  Disregard time function.

17.  Veteran Status.  IThe Veteran Status of all adults in the household  (anyone who has ever been on active military duty).  Select yes or no for each Adult Household member.

18.  Education Level.  The highest education level achieved by all adults in the household.  Select one of the following: 


  • Less than High School
  • Some High School
  • High School Diploma/GED
  • Technical School Training
  • Some College
  • College Degree
  • Post Graduate
  • Other

19.  Disabled or Handicapped.  The self-reported or documented disabilities of all adults in the household.  Disability can include physical health, chemical dependency, mental illness, AIDS/HIV or other disabling condition. Select Yes or No.

20.  Employment Status: The self-reported status of all adults in the household.  Select one of the following list for the Head of Household. 


  • Full-time
  • Part-time
  • Unemployed
  • Retired

21.  Is client homeless?  The Homeless Status of the Head of Household.  Select yes or no.  To be considered homeless, the Head of Household must meet this definition at intake. 

  • An individual who lacks a fixed, regular and adequate nighttime residence; and
  • An individual who has a primary nighttime residence that is:
    • A supervised publicly or privately operated shelter designed to provide temporary living accommodations,
    • An institution that provides a temporary residence for individuals intended to be institutionalized, or
    • A public or private place not designated for, or ordinarily used as, a regular sleeping accommodation for human beings.

Note:

ü      Persons/Households living “doubled-up” with family or friends are not considered homeless.

ü      Persons who are being released from institutions and have other housing options are not considered homeless.

 

22.  Type of Housing (previous living situation) The immediate previous housing situation of the Head of Household.  Select one of the following:
  • Owns home
  • Renting (apartment, etc.)
  • Nursing home
  • Hospital
  • Treatment center
  • Homeless on the street
  • Transitional housing
  • Emergency shelter
  • Living with family member
  • Living with friend
  • Psychiatric facility
  • Jail
  • Other

Do NOT use these categories:

  • Substandard housing
  • Domestic violence situation

23.  Type of Crisis. Optional. Select one of the following:
  • Past due rent/mortgage
  • Notice to leave premises (by landlord)
  • Past due utilities
  • Notice to court date
  • Deposit for Section 8
  • Utility shutoff notice
  • Overcrowding
  • Note to vacate (code enforcement)
  • Utility shutoff
  • Red tag (bailiff enforcement of court order)
  • On streets
  • Foreclosure notice
  • Fire or other natural disaster

24.  Primary Reason for Crisis:  The primary reason for leaving prior residence and/or reason for housing crisis, as self-indentified by the Head of HouseholdSelect one of the following:
  • Loss of income/inadequate income
  • Poor money management/unexpected financial crisis
  • Physical health problems
  • Family relationship problems
  • Drinking/Drugs
  • Sub-standard housing/Bad environment
  • Mental illness problems
  • Arrested/Went to jail
  • Fleeing abuse
  • Relocated to find work/Decided to move here

25.  Secondary Reason for Crisis The secondary reason for leaving prior residence and/or reason for housing crisis, as seld-indentified by the Head of Household.  Select one of the following:
  • Loss of income/inadequate income
  • Poor money management/unexpected financial crisis
  • Physical health problems
  • Family relationship problems
  • Drinking/Drugs
  • Sub-standard housing/Bad environment
  • Mental illness problems
  • Arrested/Went to jail
  • Fleeing abuse
  • Relocated to find work/Decided to move here
  • No secondary reason for crisis

26.  Previous Housing -Location: City. Optional.

27.  Previous Housing -Location: Other. Optional.

28.  Previous Housing - Location: Zip code.  The 5-digit zip code of the Head of Household’s immediate previous residence.

29.  Previous Housing - Location: County-  the location of the Head of Household’s prior residence in County outside of City of Columbus.  Select Yes or No.

30.  Previous Housing -Location: General Area. The general location of the Head of Household’s immediate previous residence. Select one Of the following:

  • Within Franklin County inside City of Columbus
  • Within Franklin County outside City of Columbus
  • Within Ohio outside Franklin County
  • Outside of Ohio

31.  Current Housing: Agency.  If client is being housed by agency/program other than the one providing the service then select appropriate agency.  Optional field For other program types

Example:  An ABC case management service is providing housing services for the client (so is completing this worksheet) but the client lives at XYZ shelter.  So ABC staff would input XYZ shelter as agency/program. 

32.  Current Housing: Program.  See above.

33.  Current Housing: City. Optional.

34.  Current Housing: Other. Optional.

35.  Current Housing: Zip code.  For supportive housing, enter 5-digit zip code of Head of Household residence.  For FHC/DH/Prevention/Transition, enter 5-digit zip code of client/head of household residence where household resides at exit from the program.  Optional field for other program types.

36.  Current Housing: County- Was the current residence in County outside of City of Columbus.  For supportive housing select Yes. Optional field for other program types.

37.  Current Housing: General Area.  For supportive housing select one for client/head of household.  Optional field for other program types.

  • Within Franklin County inside City of Columbus
  • Within Franklin County outside City of Columbus
  • Within Ohio outside Franklin County
  • Outside of Ohio

38.  Non-Financial Services. Optional.  Select one of the following:
  • General referrals
  • Assistance accessing benefits
  • Assistance with budgeting skills
  • Assistance with housing relocation
  • Community resource education
  • Landlord mediation
  • Utility mediation
  • Tenant rights information
  • Referral to FEMA
  • Referral to AEA
  • Employment leads
  • Telephone assistance
  • Other

39.  Income (Monthly Household Amount at Intake to the program). Refers to gross[4] income for the entire household.

39a. Financial Resources.  Select Yes or No.  If yes, include source and amounts[5]

39b. The dollar amount for current month (whole dollar amount) at intake to the program.  

39c. Income Sources (Up to 6 sources):

·         Alimony

·         Child Support

·         Employment Income

·         Food stamps—do not enter $$ value

·         Public Assistance

·         Social Security

·         SSDI

 

·         SSI

·         TANF

·         Unemployment Benefits

·         VA Benefits

·         Other