HMIS Sample Client Waitlist

The HMIS Sample Client Assignment (previously called Virtual Proctored Session) is the final step in receiving HMIS data entry access to standard agency projects. As of January 2026, this assignment is now conducted using a waitlist to ensure that trainees are receiving feedback in a timely manner. Below is the current waitlist in the order that the user has requested access. 

See this article for instructions on how to sign up for this final assignment. 

Table of Contents:

1. How to review the waitlist
2. Waitlist Protocols
3. Prioritization
4. Assignment Waitlist

How to Review the Waitlist

There are four tabs in the sheet below:

1. Waitlist: Default 
   • This tab contains users that are currently waiting to gain access to the assignment. 
   • Use the cell key at the top to understand the status of each. 
   • An average wait time is available at the top
2. Current Roster
   • This tab contains users that currently have access to the assignment. 
   • Only 15 will be completing the assignment at a time 
3. Previous Roster:
   • This tab contains users that have been added to the current roster at some point, but have lost access.
4. Form Responses 1:
   • This tab contains all the registration applications we have received, along with a status. 
   • Registrations added to the waitlist do not receive a notification. 
   • Registrations that are denied have been sent a notification, indicated by the ticket number found in the note. 

Waitlist Protocols

There are 15 users completing the assignment at a time. 

1. Users register for the waitlist and are received by the HMIS Team on the Form Responses tab.
2. Complete and eligible registrations are then moved to the waitlist.
3. Users are removed from the waitlist and are added to the current roster whenever a user on the assignment passes or lose access. 
   • Users lose access to the assignment due to:
     1. Expiration: The course will expire in 10 days. 
     2. Number of attempts: Each user has 3 attempts within the 10 days. 

     3. Inactivity: After 5 days, inactive users 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 when they plan to submit a sample client.
        • 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 on hold until the user or the ATA responds to the notification and confirm intention to continue HMIS training.
             • 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.
             • 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.
          5. A user can only be placed on probationary hold once. If a re-admitted user do not 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. After losing their access, whether they pass or fail, they are then moved to the previous roster tab. 

Prioritization

The order of the waitlist is based on the order we receive a complete and eligible registration form from the user. 

• See this article for instructions on how to sign up for this final assignment.

• A complete and eligible registration from a user meets all of the following:

  • Provides their HMIS training username 
  • Have completed their project-specific course within 3 months
  • Have completed the Introduction to HMIS or Data Management course within 6 months OR is a current HMIS user

Priority is placed for users that have special circumstances in the order notification is received. This includes, but is not limited to, users that:

• Have confirmed training intention after being placed on a probationary hold
• Have previously postponed their assignment position due to an extenuating circumstances communicated to the Help Desk
• Will be the only or first user for an agency

Assignment Waitlist: