Category 1- Literally Homeless- Documentation
A written observation by an outreach worker of the conditions where the individual or family was living;
OR
A written referral by another housing or service provider;
OR
A Homeless Management Information System (HMIS) Record;
OR
Certification by the individual or head of household seeking assistance stating that (s)he was living on the streets or in shelter.
OR
A written referral by another housing or service provider;
OR
A Homeless Management Information System (HMIS) Record;
OR
Certification by the individual or head of household seeking assistance stating that (s)he was living on the streets or in shelter.
Using HMIS Records for Documentation
- You can only use an HMIS record of an emergency shelter stay
- You can not use an HMIS record of an outreach contact or other non-shelter service
- To use an HMIS record, you should create a “screen shot” that shows:
- Client Name
- Shelter Name
- Entry and exit dates
Our local HUD field office has asked that grantees also generate a Client Event Report for HMIS Records. To create a Client Event Report:
- Log in to ServicePoint, and go to (click on) REPORTS. Go to ART
- In the ART directory, open the PUBLIC FOLDER. In the Public Folder, open the COC & MFA subdirectory
- Select the 409 – CLIENT EVENT HISTORY report. There is only one user prompt, enter the desired HMIS CLIENT ID
- Save the report. Print in hardcopy and retain in client file. Specifically, be sure to print and retain the CLIENT TRANSACTION DETAIL tab information
Institutions
For individuals exiting an institution:
AND
- One of the forms of evidence listed on the above list showing that the individual was literally homeless immediately prior to entering the institution;
AND
- Discharge paperwork or a written or oral referral from a social worker, case manager, or other appropriate official of the institution, stating the beginning and end dates of the time residing in the institution. All oral statements must be recorded by the intake worker;
- Where this evidence is not obtainable, a written record of the intake worker's due diligence in attempting to obtain the evidence and a certification by the individual seeking assistance that states that he or she is exiting or has just exited an institution where he or she resided for less than 90 days.
Transitional Housing
For PSH programs who are accepting a household coming from Transitional Housing, documentation must include:
AND
- Evidence that the household is currently in a Transitional Housing program;
AND
- Evidence that the household was homeless immediately prior to entering the Transitional Housing program (ideally the Transition Housing program should have this documentation in the client file)