- Guides and Training Manuals
Date Published: March 2020
The recent emergence of the Coronavirus Disease (COVID-19) calls for enhanced cooperation between public health authorities, homeless service systems, and other partners at the local level. To support these partnerships and the vulnerable households served, HUD developed guidance for HMIS Privacy & Security and HMIS Project Setup is linked below, as well as a list of communities and resources using HMIS in various ways to address the crisis with HMIS tools.
HUD's Office of Special Needs Assistance Programs (SNAPS) will update as more examples emerge.
Visit the Disease Risks and Homelessness page on the HUD Exchange for a full list of resources related to COVID-19 infectious disease prevention and response for homeless providers.
The contents of these materials, except when based on statutory or regulatory authority or law, do not have the force and effect of law and are not meant to bind the public in any way. These materials are intended only to provide clarity to the public regarding existing requirements under the law or agency policies.
| Resource | Description |
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HMIS Project Setup for ESG-CV Funded RRH and HP (PDF) Date Published: May 28, 2021 |
Project setup and reporting guidance for communities using ESG-CV funding from different jurisdictions or combining ESG-CV funding with other funding sources in Rapid Rehousing (RRH) or Homelessness Prevention (HP) projects. Audience: HMIS Leads, CoC Leadership, and ESG Recipients and Subrecipients |
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Comparable Database Vendor Checklist (PDF) | Spanish Version (PDF) English Version: October 29, 2020 | Spanish Version: March 5, 2021 |
Helps agencies ensure that vendors provide software that meets the minimum privacy standards and data collection/reporting requirements in addition to meeting the needs of the community. Additionally, this checklist can be used as a strategic planning resource for how a comparable database can be used as a tool to prevent and end homelessness in the community. Audience: HMIS Leads, CoC Leadership, and ESG Recipients |
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VSP Comparable Database and Reporting Requirements (PDF) | Spanish Version (PDF) English Version: August 4, 2020 | Spanish Version: February 7, 2021 |
Outlines the database and reporting requirements that will be necessary of any Victim Service Provider (VSP) that is a recipient of ESG-CV funds. Audience: ESG-CV Recipients and Project Leaders |
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Leveraging Integrated Data to Support and Enhance COVID-19 Responses (PDF) | Spanish Version (PDF) English Version: July 30, 2020 | Spanish Version: January 26, 2021 |
Outline of elements of successful data integration projects as well as examples from communities that demonstrate how integrated data is being leveraged to enhance decision-making and client outcomes. Audience: HMIS Leads, CoC Leadership, and Project Leaders |
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Public Housing Authority Data Sharing Agreements (PDF) | Spanish Version (PDF) English Version: July 30, 2020 | Spanish Version: March 1, 2021 |
Guidance for how to develop data sharing agreements to help each party serve individuals and families who are experiencing or are at risk of experiencing homelessness. Audience: HMIS Leads, CoC Leadership, and Public Housing Authorities (PHAs) |
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Data & Equity: Using the Data You Have (PDF) | Spanish Version (PDF) English Version: July 8, 2020 | Spanish Version: March 16, 2021 |
Identifies several tools to assist in finding and analyzing homelessness data related to equity, demographics, and system performance. Audience: HMIS Leads, CoC Leadership, and Project Leaders |
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HMIS Allowable Expenses for ESG (PDF) | Spanish Version (PDF) English Version: July 8, 2020 | Spanish Version: February 17, 2021 |
Highlights several costs in which ESG recipients or subrecipients may use ESG funds, as well as additional eligible costs for ESG recipients that are HMIS Lead agencies. Audience: HMIS Leads, CoC Leadership, and ESG Recipients and Subrecipients |
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Rapid Expansion of HMIS: Things to Consider (PDF) | Spanish Version (PDF) English Version: July 8, 2020 | Spanish Version: January 26, 2021 |
Identifies pieces of information pertaining to recording ESG-CV funds data in a CoC’s HMIS, including several potential costs that should be considered when budgeting and authorizing uses for ESG-CV funds. Audience: HMIS Leads, CoC Leadership, Project Leaders, and ESG Recipients and Subrecipients |
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HMIS Privacy and Security Standards: Emergency Data Sharing for Public Health or Disaster Purposes (PDF) Date Published: March 27, 2020 |
Data collection & data sharing considerations for public health or disaster emergencies utilizing HMIS. Audience: HMIS Leads and CoC Leadership |
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HMIS Project Setup and Inventory Changes During an Infectious Disease Outbreak (PDF) | Spanish Version (PDF) English Version: November 13, 2020 | Spanish Version: April 1, 2021 |
Project setup and inventory change guidance for tracking isolation/quarantine beds in HMIS. Audience: HMIS Leads, CoC Leadership, and Project Leaders |
| Resource | Description |
|---|---|
Cincinnati, OHCincinnati, OH COVID-19 HMIS Project Setup (PDF) Date Published: April 28, 2020 |
Tracking COVID-19 test results and Partner Agency access to client information |
State of California: Project RoomkeyCOVID-19 HMIS Workflow: Symptom and Shelter Screening (PDF) CA-FEMA Project Information (PDF) Date Published: April 21, 2020 |
Quarantine/Isolation clients tracked in HMIS for FEMA reimbursement |
Atlanta, GACOVID-19 Client Triage Tool: Atlanta, GA CoC Example (DOCX) COVID-19 Herramienta de Cernimiento o “Triage” Ejemplo CoC Atlanta, GA (DOCX) Date Published: March 15, 2020 |
Triage-screening tool to assist in shelter management strategies |
North CarolinaHMIS Guide for COVID-19 Response (PDF) Date Published: April 8, 2020 |
Recording & Reporting symptoms using HMIS |
Louisiana Balance of StateCOVID-19 Status in HMIS (Google Doc) Date Published: March 30, 2020 |
Recording & Reporting symptoms using HMIS |