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. 

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 12 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. 

Users are removed from the waitlist and are added to the current roster on a rolling basis when learners:

• Pass the assignment
• Lose access due to expiration. The course will expire in 10 days. 
• Lose access due to number of attempts. Each user has 3 attempts within the 10 days. 
• Lose access due to inactivity after 5 days, where 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: 
    • Started the 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 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.
       • 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.

Assignment Waitlist: