• AIRS – Alliance of Information and Referral Systems
  • AHAR – Annual Homeless Assessment Report
  • APR – Annual Performance Report
  • ATA – Agency Technical Administrator
  • CAPER – Consolidated Annual Performance and Evaluation Report
  • CES – Coordinated Entry System
  • CDBG – Community Development Block Grant CoC - Continuum of Care
  • CH – Chronically Homeless
  • CoC – Continuum of Care
  • DOB – Date of Birth
  • DQSC – Data Quality Sub-Committee
  • DV – Domestic Violence
  • ES – Emergency Shelter
  • ESG – Emergency Solutions Grant
  • EVHI – Ending Veteran Homelessness Initiative
  • Homeless Emergency Assistance and Rapid Transition to Housing HIPAA - Health Insurance Portability and Accountability Act of 1996
  • HMIS – Homeless Management Information System
  • HoH – Head of Household
  • HOPWA – Housing Opportunities for Persons with AIDS
  • HPCC – Homeless Prevention Call Center
  • HUD – Housing and Urban Development
  • NOFA – Notice of Funding Availability PIT - Point in Time
  • NP - Non-Participating (Agency is listed as not using ServicePoint or no longer in operation)
  • PATH - Projects for Assistance in Transition from Homelessness
  • PPI – Personal Protected Information
  • PSH – Permanent Supportive Housing
  • RHY – Runaway and Homeless Youth
  • ROI – Release of Information
  • RRH – Rapid Re-Housing
  • SH – Safe Haven
  • SHP – Supportive Housing Program
  • SRO – Single Room Occupancy
  • SSI – Supplemental Security Income
  • SSN – Social Security Numbe
  • SSO – Supportive Services Only
  • SSVF – Supportive Services for Veteran Families
  • UDE – Universal Data Element
  • TANF – Temporary Assistance for Needy Families
  • TFA – Temporary Financial Assistance
  • VASH – Veteran Affairs Supportive Housing

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    Virtual Proctored Sessions

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    Rischelle Fajardo
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    Table of Contents:

    1. General Overview
    2. Evaluation Criteria
    3. Correction Period

     

    General Overview

    This is the final assessment that needs to be completed before users are able to receive their live HMIS credentials and enter data for their project. Users that require Coordinated Entry 1474 access must complete the Housing Resource Specialist training in addition to or instead of, depending on need. 

     

    In this session, users will be provided sample client documents, in which they will choose ONE scenario that matches the project-specific course taken and the project they will be entering clients in. Using the information about the sample client, they will be expected to complete a full client record in the training site.

    The objective of this activity is to provide users with an opportunity to practice:

    1. assessing the knowledge that was gained through the courses;
    2. interpreting a sample client's information; and
    3. accurately entering it into the HMIS as they complete a full enrollment into their project.

    Users will need to register for the proctor at the end of the project-specific course, through a Google Form. You will receive a copy of your responses in your email as a confirmation that your registration was received.


    Instructions for the proctor are emailed out weekly on Thursday morning for users that have registered in the past week. Although it is highly recommended that the proctors are completed as soon as possible, there is no time limits for its submission/completion.

     

     

    Evaluation Criteria:

    Creating a New Record

    1. Creating and navigating a client profile
    2. Entering them into an appropriate household
    3. Documenting Release of Information
    4. Determination of record locking

    Enrollment

    1. Accurately creating an enrollment into a project
    2. Completing 3 full assessments: Entry, Interim, and Exit

    Assessments

    1. Completing necessary demographic information
    2. Interpret sample client's housing history
    3. Completing and updating HUD-verified sub-assessments accurately
    4. Information consistency throughout the assessments
    5. Answered all relevant questions not in italics in assessments and sub-assessments.
      • Italics questions are mandatory data elements for youth (18-24) clients, but will not be assessed as part of the proctor.
      • Relevance depends on your project type (some questions are only for specific project types) and conditional logic (some questions are only answered based on previous responses).
      • If data isn't provided or can't be determined from the sample document/scenario, users should make up reasonable answers

    Project-Specific Requirements

    1. PSH/RRH: Entering Housing Move-In Date
    2. Outreach/PATH: Documenting contacts and engagements
    3. Services Only/Drop-in/Day-Shelter: Documenting service transactions

     

    Example of a sample client and data entry below:

     

     

    Correction Period

    When users complete their sample client record, they will need to submit a ticket to the Help Desk with the following to be reviewed for accuracy:

    1. Subject: Virtual Proctored Session Review
    2. Sample client name
    3. Sample client ID

     

     

    Records with minimal to no errors will then receive their live site credentials, along with the End User Agreement to be completed and submitted to their ATA/Supervisor.

    Users having significant errors or difficulties will be provided:

    1. Detailed feedback for corrections
    2. Scheduled 1:1 video walk-through of their client record
    3. Request to re-do partial or full training course

     

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