3rd Party Documentation
- A written observation by an outreach worker of the conditions where the individual or family was living;
OR
- Written referral by another housing or service provider;
- Homeless Management Information System (HMIS) Record
3rd Party Documentation Must Include
- The date that the letter was written or that the oral statement was recorded
- If the third party physically observed the applicant's living situation, a description of that living situation should be included
- If the third party has not physically observed the applicant's living situation, then include a specific description of where the applicant reported he/she was residing (i.e. in their car or sleeping outside). The letter should also state how the third party knows the applicant.
- Written letters from a third party should include the third party's name, title and signature.
- Recorded oral statements should include the third party's name, title and agency of the third party whose statement is being recorded. The intake worker needs to sign and date the recorded statement, and should also print their name.
- Letters from housing or service providers should be on agency letterhead.
HMIS Records
- 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