Step 3: Check if you have been added to the waitlist.

The waitlist can be viewed here: HMIS Sample Client Waitlist

1. If you are eligible, you will be added to the waitlist (or the course itself if there is no one on the waitlist) within 1 business day
2. If you are not eligible, you will receive an automated notification from Talent LMS that you have been denied, along with next steps from the HMIS Team. 
3. Please note that the waitlist is determined based on the time we received your request. Make sure you are only requesting the course once. Each time the course is requested, if you are eligible for the assignment, it will send your request to the end of the line.
   • Access to Housing, Outreach, and PATH-funded projects will require separate training (course + sample client). **To be in the waitlist more than once, please indicate whether you will need to complete multiple sample clients in the form. 

Step 4: Receive confirmation emails and begin assignment

When it is your turn to complete the assignment, you will receive a notification from Talent LMS to begin.

The assignment will be available for 10 days or 3 attempts before it expires, and you will need to sign up for the assignment again. 

For additional notifications, 

1. You will also receive a Teams invite for the Sample Client Office Hour on the same day for the following week, along with your ATA and alternate supervisor. 
2. Another notification from Talent LMS after 3 days will be sent to your email
3. As of August 10, 2026, If you remain inactive after 5 days, you will be placed on a Probationary Hold:
   • Active engagement means that a user must have completed one of the following within 5 days of being added to the HMIS Sample Client Assignment: 
     • Submitted a sample client, or 
     • Have communicated (or have had an ATA communicate) to the Help Desk that they acknowledge the admission and are working on the assignment internally.
   • Users placed on Probationary Hold should expect the following next steps:
     1. Receive an automated notification from Talent LMS regarding the expiration of the course
     2. Receive a notification from the Help Desk regarding the hold, along with the ATA/Supervisor
     3. They will then be removed from the assignment and placed back on the waitlist. The next user on the waitlist will then take their place.
     4. They will remain at the top of the waitlist until the user or the ATA responds to the notification and confirm intention to continue HMIS training.
        1. If a response is received within the 5 days of the hold, they will then be added back to the assignment at the next available spot.
        2. If no response is received within the 5 days of the hold, they will then be required to register again for the waitlist to regain access to the assignment.
        3. A user can only be placed on probationary hold once. If a re-admitted user fail to actively engage with the assignment for another 5 days, they will no longer be eligible for the hold and will be required to register again for the waitlist to regain access to the assignment.
4. One final notification from Talent LMS will be sent to your email 24 hours before it expires. 

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

 

Completing the Assignment

When users complete their sample client record, they must submit their sample client ID within the assignment. It would be best practice to review the sample client with the ATA before submitting to ensure that the data is entered accurately and they are able to pass the assignment in a timely manner.

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 detailed feedback for corrections via email. 

 

Reminders: 

1. Access to this assignment will expire in 10 days. This means if you do not pass the assignment before, you will need to re-add yourself to the waitlist.
   • Please be mindful of the expiration dates that fall over the weekend or a holiday and note that the HMIS Team can only review submissions during business hours. 
   • If you remain inactive after 5 days, you will be placed on a Probationary Hold
2. Access to this assignment will also expire if you do not pass by the 3rd attempt. You will then need to re-add yourself to the waitlist. 
3. Access to Housing, Outreach, and PATH-funded projects will require separate training (course + sample client)

 

Receiving and Understanding the Feedback

 

Feedback will be sent out via email within a day of submission. Depending on the number of submissions received from the 8 people in the current cohort, one should expect to receive feedback for at least one attempt per day. 

• This means that if you submit two attempts in one day, depending on the number of submissions received, the second attempt may not receive feedback until the next business day.
• An exception will be made if the attempt was submitted on the last day the course is valid for the user.

ATAs will be sent a summary of the feedback the user receives:

Learners will receive their score and a link to a more detailed feedback. 

• Please note that, as of right now, the score is not used as a factor in passing the assignment. It is a feature that is still under consideration. 

This will direct you to a google form that shows the same listed items above, along with guidance, links to relevant resources, and screenshots. An example of what the Client Profile section will look like:

Each portion of the client profile or tab that is measured as part of the assignment will have its own section. Within that section, will areas or questions that were reviewed with the following possible results: 

These mean that the question or data element was completed correctly. They will be highlighted in green and show a checkmark.
Completed:	Some data were not specifically provided by the sample document and the user is instructed to fill in as appropriate.
Completed and Correct	The correct sample data was entered.
N/A	Some data elements are specific to a project type. There are also some conditional logic questions, which means some questions do not need an answer based on a previous question.
No update needed	Sub-assessments document changes that occur since the last entries. Based on the sample document, no update was needed at this point-in-time.
These mean that the question or data element is an error. They will be highlighted in red and show an X.
Missing/Incomplete	The data is missing or incomplete.
Not accurate to sample document	The data entered in the system does not match the sample document.
Not accurate to point-in-time	Data is entered into the HMIS when the client reports it. The sample document provides the data by point-in-time (entry, interim(s), exit).
Not accurate based on conditional logic	There are conditional logic questions; some questions have conditions or rules based on a previous question, and may or may not need an answer.
Not accurate to provider	This is an error in the selection of the provider (ex. ROI or enrollment)
Not accurate to project type	Some data elements are specific to a project type.
Duplicate	Sub-assessments document changes that occur since the last entries. Duplicates are new entries that do not reflect a change.
*The following errors will result in an automatic pause and fail of the review:
Incomplete or Inaccurately set-up Enrollment or Assessments: These are errors in selecting the Provider, Review Dates or Types.
Using EDA Mode

 

Additional assignment resources

• Office Hour: Every Wednesday at 11a, a 30 minute office hour will be available to answer quick questions about the Sample Client Assignment or HMIS Access process in general. 
• Troubleshooting: These 30 minute meetings are for live support for one or more user(s) from the same organization, currently in the middle of their assignment to troubleshoot error corrections they may have. 

Upon approval to the assignment, an invite to the office hour will be sent to the learner, and a link to book a troubleshooting will be available in the course itself. 

An ATA must be in attendance to either meeting type with the user(s). Requests to join may be denied if the ATA is not.