HMIS Glossary Release and Other HMIS Updates


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U.S. Department of Housing and Urban Development HUD Exchange Mailing List

HMIS Glossary Release and Other HMIS Updates


HMIS Standard Reporting Terminology Glossary

HUD recently published the Homeless Management Information System (HMIS) Standard Reporting Terminology Glossary, an HMIS Glossary to provide HMIS vendors, HMIS Leads and System Administrators, and communities with tools to improve the efficiency of data collection and reporting. This document provides programmers with a foundation upon which they can efficiently and effectively program reports required by HUD and its federal partners. The HMIS Glossary provides standardized programming logic for certain terms (e.g., chronically homeless, household types) that are used by HUD, but that can be interpreted or programmed in different ways. These standardized building blocks can apply across different HMIS solutions. HUD developed the guide through discussions facilitated by national HMIS TA providers and with the assistance of HMIS vendors. A few things to note about the HMIS Glossary:
  1. HUD will maintain the Glossary – it is not a document specific to a certain vendor or software solution. HUD works with the vendors to update as necessary.
     
  2. The HMIS Glossary does not replace or update the HMIS Data Dictionary or HMIS Data Manual. The HMIS Glossary uses data elements found in the Data Standards but it does not introduce new elements.
     
  3. The HMIS Glossary is not a “required” document and there is no deadline for programming. The primary purpose of this document is standardization and efficiency. Programmers can choose how to implement the logic outlined in the HMIS Glossary based on the current system they are using.
     
  4. The HMIS Glossary includes programming language that would require Continuums of Care (CoCs) to report who is chronically homeless based on one specific interpretation of the definition of chronically homeless. Per HUD’s definition, a household qualifies as chronically homeless if the individual or head of household is coming from a place not meant for human habitation, a safe haven, or an emergency shelter; has a disability; and has a length of time homeless that totals either 12 months of continuous homelessness or at least 4 occasions in the last 3 years (see 24 CFR 578.3 for HUD’s current definition of chronically homeless). For programming purposes, HUD is requesting that vendors program systems to identify as chronically homeless individuals and heads of households that have either been homeless continuously for the last 12 months or who have experienced at least 4 occasions in the last 3 years where those occasions also cumulatively total at least 12 months. This is consistent with the first two orders of priorities outlined in the Notice CPD-14-012: Prioritizing Persons Experiencing Chronic Homelessness in PSH and Recordkeeping Requirements. HUD recognizes this will cause a change in some CoC’s chronic numbers; which is acceptable.

Other HMIS Updates

HUD is in the process of responding to the public comments received on the proposed definition of chronically homeless that was included in the Rural Housing Stability Assistance Proposed Rule. HUD anticipates a final rule on the definition of chronically homeless will be published later this year.
HUD also expects to publish the 2015 Housing Inventory Count (HIC) and Point-in-Time (PIT) Notice later this month.


NVTAC Webinar – Working with SSVF

NVTAC Webinar – Working with SSVF
Thursday, Oct. 29, 2015 at 2:00 pm EDT
The National Veterans Technical Assistance Center (NVTAC) is hosting the webinar “Working with SSVF” on Thursday, Oct. 29, at 2:00 pm EDT. Programs working with homeless veterans understand the fundamental connection between housing and income. This webinar will examine the overlaps between HVRP and Supportive Services for Veteran Families (SSVF). Staff from HVRP grantees will share lessons learned and promising practices for integrating HVRP and SSVF to better serve veterans. Featured speakers represent an agency that operates both grant programs internally, as well as one that works closely with an external SSVF partner.
TO REGISTER FOR “Working with SSVF”
Please send the following information to conferencecalls@nchv.org   
First Name:
Last Name:
Email Address:
Organization:
Organization Address:
What webinar are you registering for?
Does your organization have an HVRP grant?
You will receive instructions for joining the training and a link to the training materials when you register. For additional questions, please contact Antonio Addessi at aaddessi@nchv.org or call us at 202-546-1969.

HUD and HHS Guidance on Runaway and Homeless Youth (RHY) Program Data Sharing and HMIS


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U.S. Department of Housing and Urban Development HUD Exchange Mailing List

HUD and HHS Guidance on Runaway and Homeless Youth (RHY) Program Data Sharing and HMIS


This joint message from HUD and the Department of Health and Human Services (HHS) Family & Youth Services Bureau (FYSB) provides additional guidance to communities working to integrate RHY grantees into their Homeless Management Information System (HMIS) implementation.
FYSB recently sent a memorandum to all RHY grantees that addresses data sharing at the local level and the bi-annual transfer of client-level RHY data to the national RHY-HMIS system. The memo refers to the RHY regulation that states:
Confidential information. All information including lists of names, addresses, photographs, and records of evaluation of individuals served by a runaway and homeless youth project shall be confidential and shall not be disclosed or transferred to any individual or to any public or private agency without written consent of the youth and family. Youth served by a runaway and homeless youth project shall have the right to review their records; to correct a record or file a statement of disagreement; and to be apprised of the individuals who have reviewed their records. Procedures shall be established for the training of project staff in the protection of these rights and for the secure storage of records.” [45 CFR §1351.19(b)(1)] and “State law protection. HHS policies regarding confidential information and experimentation and treatment shall not apply if HHS finds that State law is more protective of the rights of runaway or otherwise homeless youth.” [45 CFR §1351.19(b)(4)].
This means that your organization is prohibited from sharing data collected on youth in your HMIS unless you have signed consent. Youth who are age 18 or older (adults) may sign their own consent. For youth under age 18, you may only share their data if you have obtained written parental consent. HUD and HHS recognizes that Continuums of Care (CoCs) and HMIS Leads will have questions including what they should be doing to ensure their policies and procedures reflect the parameters set forth by FYSB and the RHY regulation.
This is what this means for CoCs and HMIS Leads:
  1. Continue to follow guidance outlined by HUD in the May 4, 2015 announcement, which stated that CoCs should remove the stricter written consent for data entry requirements that were in place;
     
  2. Review and update your HMIS policies and procedures and consent forms to ensure the capability exists to share data between programs based on individual client level consent, thereby reflecting the capability to integrate RHY projects into their HMIS;
     
  3. Submit any questions to the HMIS Ask a Question help desk on the HUD Exchange; and
     
  4. Request technical assistance through the HUD Exchange for challenges integrating RHY providers into their HMIS.
HUD and HHS will continue to work together to provide communities with updated guidance as we move forward with integrating RHY providers into your CoC planning and data collection processes.


October 2015 NCHV eNewsletter

NCHV eNewsletter
October 2015
2015 Annual Veterans on Wall Street Employment Symposium and Hiring Fair
Nov. 10, 2015 in New York City
Veterans on Wall Street (VOWS), a partnership between Citi, Deutche Bank, Goldman Sachs, and HSBC, is hosting its annual Employment Symposium and Hiring Fair on Nov. 10, 2015 at Goldman Sachs Headquarters, 200 West Street, New York, NY. 
The full-day event includes a veterans employment symposium, resume assistance program, and a hiring fair with over 50 employers conducting interviews to hire on-site. The event begins at 7:30 a.m., includes a networking lunch, and concludes at 5:00 p.m. The event is free and open to service members, veterans, and spouses. 
For more information and to register, click here
SQUARES: New Tool Allows Access to CoC HMIS, Veteran Identification
From the Department of Veterans Affairs
SQUARES (Status Query and Response Exchange System) is designed to give community-based providers accessing the CoC-based Homeless Management Information System (HMIS) the ability to instantaneously determine veteran status, allowing them to quickly engage homeless veterans in appropriate VA services. The ability to identify if someone is a veteran is an essential first step that can lead to housing, benefits, health and mental health services.

While SQUARES, by itself, cannot be used to establish eligibility for VA services, it should help facilitate access and coordination of services. To use SQUARES, community providers must register through the HMIS Homeless Repository database.

Instructions on how to register and use SQUARES can be found on the Announcement tab of the SSVF's webpage at http://www.va.gov/homeless/ssvf/index.asp.
SOAR Webinar: Traumatic Brain Injury (TBI)
Thursday, Nov. 12, 2015 at 3:00 p.m. EDT 
The SAMHSA SOAR TA Center is holding an informational webinar on Thursday, Nov. 12, 2015 at 3:00 p.m. EDT on Traumatic Brain Injury (TBI) in the context of representing the SOAR applicant with the Social Security Administration (SSA). In recent years, SOAR practitioners have seen an increase in veterans with a TBI, a common medical impairment among this population.

This webinar will educate the SOAR practitioner about the presence of TBI among returning service members, as well as individuals who are experiencing or at-risk of homelessness. Often, the hidden presence of a TBI makes it difficult to engage successfully in services and live/work independently in the community.

You will learn how to recognize the signs and symptoms of TBI and its’ effects on functioning. Division of Disability Determination Services (DDS) staff will explain how SSA’s Listings of Impairments are used to evaluate TBI and share tips on documenting TBI. Even if your practice does not including service to veterans, the webinar will give you the knowledge to represent other populations experiencing a Traumatic Brain Injury.

Speakers:
• Anastasia B. Edmonston, MS CRC, Traumatic Brain Injury Trainer, Maryland Behavioral Health Administration, MA
• E. Caroline Mason, Medical Relations Director, Maryland Disability Determination Services, MD
• Dr. Lynda Payne, PhD, Medical Doctor of Psychiatry, Maryland Disability Determination Services, MD

Intended Audience: SOAR practitioners, SOAR State Leads, SOAR Local Leads, SOAR SSVF practitioners, VA social workers. 

To register, click here.
Hill Watch: Public Policy and Legislative Updates
NCHV provides testimony at Senate hearing
If you have been following the news lately, you will likely know that we avoided another government shutdown at the end of September. Congress passed a short term continuing resolution (CR) that will fund the government through Dec. 11, 2015 at the same levels as last fiscal year. This tees up another appropriations showdown in early December that will decide the final funding levels for Fiscal Year 2016. The fiscal year began on Oct. 1, 2015 and will end on Sept. 30, 2016, meaning that the final decision on the budget will come nearly a quarter of the way into the year.
There are a number of possible outcomes to the funding negotiations, including a full-year CR, an omnibus bill, several “minibuses”, and a return to regular order. The first option – a full year CR – would mean that the FY 2016 funding levels would be the same as last year’s. The last three options would mean that new levels would be set. But, what does this mean for homeless veteran programs?
In the case of a full-year CR, we would see another $300 million for the Supportive Services for Veteran Families (SSVF) program, $250 million for the Grant and Per Diem (GPD) program, and another round of 10,000 HUD-VASH vouchers. In the case of the other scenarios (omnibus, minibuses, or regular order) the outcomes are less sure. There is a chance that in these scenarios the numbers conform to the cuts proposed in the President’s Budget. This would mean a cut of $49 million to the GPD program and no new HUD-VASH vouchers. However, it is also possible that through report language proposed by the Senate, in these last three scenarios we could see those cuts reversed. NCHV is fervently pursuing this avenue as a way to ensure that homeless veteran programs are not cut under any of the four possible scenarios.
As we progress through the process and approach the Dec. 11 deadline for an agreement, NCHV will continue to keep you updated on developments and likely outcomes. Stay tuned to the Hill Watch sections of our eNewsletters, the Policy and Legislative Updates section of our print newsletter, and our Policy and Legislation page for the latest updates. 
Connect with NCHV on Social Media!
Share your messages with us to show how your local impact is changing the nation

Social media helps us all share the stories of our challenges and success with followers from across the country and even around the world! Be sure to like and follow NCHV on Facebook and Twitter, and share your organization's messaging with us so we can highlight the great work you do in your community. You can also share any content that NCHV posts to show your followers that there truly is a national coalition for homeless veterans, and that your organization is playing a major role in the national effort to reach functional zero in every community across the country!
Funding Opportunities
Autodesk plays an active role in the communities where employees live and work. Their Community Relations program, established in 1989, offers assistance to local nonprofit organizations that meet program criteria. Financial assistance and product grants are their way of giving back to the communities in which Autodesk employees live and work. To be considered for financial grants, organizations must be registered 501(c)(3) nonprofit organizations. Preference is given to organizations that use grant money in communities where Autodesk has a business presence. Typical grants range from $1,000 to $3,000. Autodesk also makes software donations. Applications are accepted throughout the year. For more information, click here
ConAgra Foods’ mission is to improve the quality of life in communities where ConAgra Foods employees work and live. They focus their resources in these areas: arts and culture; civic and community betterment; education; health and human services; and hunger, nutrition, and food safety. Grant proposals are accepted from organizations meeting these criteria: organization must have IRS 501(c)3 tax-exempt status; organization must have been in existence for at least one year; organization or project must provide a solution for specific community needs; and organization must be well-managed, fiscally responsible and demonstrate success in meeting goals. Proposals must be received by the last working day of January, April, July, and October. For more information, click here

Ask your Representative to Join a Sign-On Letter to Raise Spending Caps!




Advocacy Update
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Ask your Representative to Join a Sign-On Letter to Raise Spending Caps TODAY!
Representatives Rosa DeLauro (D-CT), Chris Van Hollen (D-MD), and Adam Smith (D-WA) are circulating a Dear Colleague letter in the House of Representatives urging House Leadership to negotiate a budget deal that provides sequestration relief to nondefense discretionary (NDD) programs, including housing and homelessness programs.

What You Can Do:

1. Contact housing staff members in your Representatives’ Washington, DC offices TODAY by calling the congressional switch board at 877-210-5351 or use this directory.

2. Urge them to have their boss join the Dear Colleague letter by the end of TODAY, Friday, October 23!

3. Let us know which office(s) you contacted by emailing Jaime Colman at jcolman@naeh.org.

To learn more about sequestration's impact on non-defense appropriations read this blog post by the Center on Budget and Policy Priorities.

Now is the time to raise the sequester caps! Urge your Representative to support raising the spending caps by signing-on to this letter TODAY!
Read the letter here












SOAR Webinar: Traumatic Brain Injury

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October 23, 2015
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SOAR Webinar: Traumatic Brain Injury (TBI)

Thursday, November 12, 2015
3:00pm - 4:30pm (EST)

Please join us for an informational webinar on Traumatic Brain Injury (TBI) in the context of representing the SOAR applicant with the Social Security Administration (SSA). In recent years, SOAR practitioners have seen an increase in Veterans with a TBI, a common medical impairment among this population.

This webinar will educate the SOAR practitioner about the presence of TBI among returning service members, as well as individuals who are experiencing or at-risk of homelessness. Often, the hidden presence of a TBI makes it difficult to engage successfully in services and live/work independently in the community.

You will learn how to recognize the signs and symptoms of TBI and its’ effects on functioning. Division of Disability Determination Services (DDS) staff will explain how SSA’s Listings of Impairments are used to evaluate TBI and share tips on documenting TBI. Even if your practice does not including service to Veterans, the webinar will give you the knowledge to represent other populations experiencing a Traumatic Brain Injury.

Speakers:
  • Anastasia B. Edmonston, MS CRC, Traumatic Brain Injury Trainer, Maryland Behavioral Health Administration, MA
  • E. Caroline Mason, Medical Relations Director, Maryland Disability Determination Services, MD
  • Lynda Payne, PhD, Medical Doctor of Psychiatry, Maryland Disability Determination Services, MD
Intended Audience: SOAR practitioners, SOAR State Leads, SOAR Local Leads, SOAR SSVF practitioners, VA social workers.

Click here to register for this webinar.
For more information, go to http://soarworks.prainc.com.
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