Form 1 RHYMIS 3.0 Data Measures

National Extranet Optimized Runaway and Homeless Youth Management Information System (NEORHYMIS)

2015 RHYMIS 3.0 Data Measures_Final

Transitional Living Program: Youth Profile

OMB: 0970-0123

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Runaway and Homeless Youth
Management Information System
(RHYMIS) 3.0
Data Collection Instrument
This instrument is for recording and reporting the profiles of youth, their critical issues, and the services
received through the Runaway and Homeless Youth (RHY) programs as authorized by the Runaway and
Homeless Youth Act (P.L. 108-96). [To replace RHYMIS 2.2 OMB Control No: 0970-0123 ]

U.S. Department of Health and Human Services (HHS), Administration for Children and Families (ACF),
Administration on Children, Youth and Families (ACYF), Family and Youth Services Bureau (FYSB).

RHYMIS 3.0
Data Collection Instrument

“(7) shall keep adequate statistical records profiling the youth and family members whom it serves (including youth
who are not referred to out-of-home shelter services), except that records maintained on individual runaway and
homeless youth shall not be disclosed without the consent of the individual youth and parent or legal guardian to
anyone other than another agency compiling statistical records or a government agency involved in the disposition of
criminal charges against an individual runaway and homeless youth, and reports or other documents based on such
statistical records shall not disclose the identity of individual runaway and homeless youth;”

Version 3.0 of this collection instrument represents a new frontier as HHS stands in support of
the Opening Doors: Federal Strategic Plan to End Homelessness. This Presidential Initiative is
being implemented by the US Interagency Council on Homelessness (USICH) through the
collaboration of several federal partners. One important strategy involves integrating federal
homeless services data into one primary data collection system. For the purposes of this effort,
federal agencies will be using the US Department of Housing and Urban Development (HUD)
administered Homeless Management Information System (HMIS). Not only does this integration
ease the burden for many local service providers who are required to report data to multiple
federal funding sources through multiple data systems, it also allows stakeholders to capture and
assess the national landscape of need, services and outcomes for homeless individuals,
unaccompanied youth and families.
In preparation for the transition, the RHY program has seized the opportunity to improve RHYMIS
data elements which will continue to be collected in HMIS. Many of these modifications involve
minor changes such as how questions or response categories are worded and organized. In other
instances new data elements have been added, while a few data elements have been eliminated.
Data are collected from RHY grantees on a semi-annual basis and are categorized in two parts:
Universal Data Elements and RHY Program Specific Elements.
Universal Data Elements are data required to be collected by all federal programs participating in
HMIS, regardless of funding agency. The Universal Data Elements serve as the basis for
producing unduplicated estimates of the number of people experiencing homelessness, accessing
services from homeless services providers, basic demographic characteristics of people
experiencing homeless, and patterns of service use, including information on shelter stays and
homelessness over time.

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

This data collection instrument is for recording and reporting information about service providers
and the needs, critical issues and support received by the runaway and homeless youth who they
are tasked to serve. These outreach, emergency and transitional shelter programs are
authorized by the Runaway and Homeless Youth Act (P.L. 108-96) which was reauthorized in
2008. The Statute also governs the basic requirements for this collection effort as follows:

RHY Program Specific Elements allow us to continue to capture critical information about the
employment and educational status, critical issues, services and outcomes that are unique to the
unaccompanied youth who we have served for the past 40 years.
Additional guidance regarding instructions and interpretation regarding this collection effort will
be available to grantees as a part of transition training and technical assistance.

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Universal Data Elements ..................................................................................... 3

3.1

Name .................................................................................................................................................. 3

3.2

Social Security Number ...................................................................................................................... 4

3.3

Date of Birth....................................................................................................................................... 5

3.4

Race.................................................................................................................................................... 7

3.5

Ethnicity ............................................................................................................................................. 8

3.6

Gender ............................................................................................................................................... 8

3.7

Veteran Status ................................................................................................................................... 9

3.8

Disabling Condition ..........................................................................................................................10

3.9

Residence Prior to Project Entry ......................................................................................................11

3.10

Project Entry Date ............................................................................................................................12

3.11

Project Exit Date ..............................................................................................................................13

3.12

Destination.......................................................................................................................................14

3.13

Personal ID .......................................................................................................................................16

3.14

Household ID....................................................................................................................................16

3.15

Relationship to Head of Household .................................................................................................17

3.16

Client Location .................................................................................................................................18

3.17

Length of Time on Street, in an Emergency Shelter, or Safe Haven ................................................19

HHS: RHY Program Specific ............................................................................. 20
4.2

Income and Sources .........................................................................................................................22

4.3

Non Cash Benefits ............................................................................................................................24

4.4

Health Insurance ..............................................................................................................................26

4.5

Physical Disability .............................................................................................................................28

4.6

Developmental Disability .................................................................................................................30

4.7

Chronic Health Condition.................................................................................................................31

4.9

Mental Health Problem ...................................................................................................................33

4.10

Substance Abuse ..............................................................................................................................35

4.12

Contact ............................................................................................................................................ 36

4.13

Date of Engagement ....................................................................................................................... 37

4.14B Services Provided: RHY................................................................................................................... 37

4.22

RHY - BCP Status.............................................................................................................................. 42

4.23

Sexual Orientation .......................................................................................................................... 42

4.24

Last Grade Completed .................................................................................................................... 43

4.25

School Status ................................................................................................................................... 44

4.26

Employment Status ......................................................................................................................... 44

4.27

General Health Status ..................................................................................................................... 45

4.28

Dental Health Status ....................................................................................................................... 46

4.29

Mental Health Status ...................................................................................................................... 47

4.30

Pregnancy Status............................................................................................................................. 47

4.31

Formerly a Ward of Child Welfare/Foster Care Agency ................................................................. 48

4.32

Formerly a Ward of Juvenile Justice System .................................................................................. 49

4.33

Young Person’s Critical Issues......................................................................................................... 49

4.34 Referral Source ............................................................................................................................... 51
4.35 Commercial Sexual Exploitation ..................................................................................................... 52
4.36 Commercial Labor Exploitation ........................................................................................................ 54
4.37 Transitional, Exit-care, or Aftercare Plans and Actions ................................................................... 55
4.38 Project Completion Status ............................................................................................................... 56
4.39 Family Reunification Achievement .................................................................................................. 57
4.40 Brief Services Contact Report .......................................................................................................... 58
4.41 Turn away/Waitlist Report .............................................................................................................. 59

3.1

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

4.16B Referrals Provided: RHY ................................................................................................................. 41

Name

Rationale: The first, middle, last names, and suffix should be collected to support the unique
identification of each person served.
Collection Point(s): At client record creation.
Subjects: All clients.
Data Collection Instructions: Projects should obtain and enter the full names and avoid
aliases or nicknames.

Data Element Fields:

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Field Names
First
Middle
Last
Suffix
Name Data Quality

3.1 Name
Data Types/Response Categories
(text)
(text)
(text)
(text)
Full name reported
Partial, street name, or code name reported
Client doesn’t know
Client refused

Response Category Descriptions:


“Full name reported” should be selected for Name Data Quality as long as complete,
full first and last names have been recorded. To avoid duplicate record creation, the
full first name should be used (e.g., James vs. Jim) and the last name should be
recorded as the individual has it recorded on their official legal documents (driver’s
license, social security card, etc.)



Select “Partial, street name or code name reported” in the following circumstances:
1) a partial, short, or nickname was used instead of the full first name; 2) a street
name or code name was used for street outreach clients at initial intake and until the
client was able to supply their full legal name; 3) a name modification was used for
victims of domestic violence for security reasons; and 4) for any other reason the
name does not match the clients full name as it would appear on identification.



Select “Client doesn’t know” when client does not know their name. Use “Client
doesn’t know” vs. “Partial, street name or code name reported” if you entered a false
name/made up name in order to create a record in the system solely because the
client did not know or was unable to provide their name.



Select “Client refused” when client refuses to provide their name. Use “Client
refused” vs. “Partial street name or code name reported” if you entered a false
name/made up name in order to create a record in the system solely because the
client refused to tell you their name.

Special Considerations: None.
Changes from Previous Data Standards: A data quality field has been added to assist in
accurate reporting on data quality.

3.2

Social Security Number

Rationale: The collection of a client’s Social Security number (SSN) and other personal
identifying information are encouraged for two important reasons. First, unique identifiers

Second, an important objective for ending homelessness is to increase access and utilization
of mainstream programs by persons who are homeless or at-risk of homelessness. Since SSN
is typically a required data element for many mainstream programs, such as Temporary
Assistance for Needy Families (TANF), Medicaid, Supplemental Security Income (SSI), etc.,
projects may need the SSN along with the other personal identifiers in order to access
mainstream services for their clients.
Collection Point(s): At client record creation.
Subjects: All clients.
Data Collection Instructions: In one field, record the nine-digit SSN. In another field, select
the appropriate SSN Data Quality indicator. If a partial social security number is obtained an
‘x’ may be entered as a placeholder for any missing digit.
Data Element Fields:
Field Names
Social Security
Number
SSN Data Quality

3.2 Social Security Number
Data Types/Response Categories
(9 character text field)
Full SSN reported
Approximate or partial SSN reported
Client doesn’t know
Client refused

Response Category Descriptions:


Select “Full SSN reported” for SSN Data Quality when a complete and valid SSN is
provided.



Select “Approximate or partial SSN reported” when any SSN other than a complete
and valid 9 digit SSN, regardless of the reason, is provided.



Select “Client doesn’t know” when a client does not know or does not have a SSN.



Select “Client refused” when a client refuses to provide any part of their SSN.

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

are critical to producing an accurate, unduplicated local count of homeless persons accessing
services covered by RHY programs. This is particularly true in jurisdictions where continuum
projects do not share data at the local level and are, therefore, unable to use a Personal ID
(Data Element 3.13) to de-duplicate records across. Where data are not shared, CoCs must
rely on a set of unique identifiers to produce an unduplicated count in the central server
once the data are sent to the HMIS Lead. Name and date of birth are useful unique
identifiers, but these identifiers alone do not facilitate an unduplicated count of homeless
persons as accurately as the SSN since names change and people share the same date of
birth. Where data are shared across projects, the SSN greatly facilitates the process of
identifying clients who have been served and allows projects to de-duplicate upon project
entry.

Special Considerations: The federal statute at 5 U.S.C. Section 552a prohibits a government
agency from denying shelter or services to clients who refuse to provide their SSN, unless the
requirement was in effect before 1975 or SSN is a statutory requirement for receiving
services from the project.

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Changes from Previous Data Standards: This is a new data element that encourages grantees to
capture identifying information about persons receiving services to help reduce duplicate records
and help service providers assess long term outcomes. Grantees are advised to follow their local
jurisdiction regarding their legal ability to collect social security information from youth who are
under the age of 18 without parental consent. It is important to note: No personally identifying
information, including names or social security numbers are forwarded to any federal agency for
the purposes of data reporting.

3.3

Date of Birth

Rationale: The date of birth is used to calculate the age of persons served at time of project entry
or at any point during project enrollment. It also supports the unique identification of each
person served.
Collection Point(s): At client record creation.

Subjects: All clients.
Data Collection Instructions: Collect the month, day, and year of birth for every person
served.
Data Element Fields:
Field Names
Date of Birth
Date of Birth Type

3.3 Date of Birth
Data Types/Response Categories
(date)
Full DOB reported
Approximate or partial DOB reported
Client doesn’t know
Client refused

Response Category Descriptions:


“Full DOB reported” must be selected for Date of Birth Type when the complete date
of birth is provided by the client.



“Approximate or partial DOB reported” must be selected if a client cannot remember
their full or exact date of birth. If the client cannot remember their birth year it may
be estimated by asking the person’s age and calculating the approximate year of
birth. If a client cannot remember the month or day of birth, record an approximate
date of “01” for month and “01” for day. CoCs that already have a policy of entering
another approximate date may continue their existing policy.



Select “Client doesn’t know” if the client is unable to recall their age within one year.
Use “Client doesn’t know” vs. “Approximate or partial DOB reported” if you entered

an approximate or partial date of birth because the client did not know their date of
birth within one year.


Select “Client refused” when a client refuses to provide their DOB. Use “Client
refused” vs. “Approximate or partial DOB reported” if you entered a partial or
approximate date of birth in order to create a record in the system because the client
refused to provide their date of birth or their age for you to approximate.

Special Considerations: None.

3.4

Race

Rationale: Race is used to count the number of persons who identify themselves within one
or more of five different racial categories. In the October 30, 1997 issue of the Federal
Register (62 FR 58782), the Office of Management and Budget (OMB) published “Standards
for Maintaining, Collecting, and Presenting Federal Data on Race and Ethnicity.” All existing
federal recordkeeping and report requirements must be in compliance with these Standards
as of January 1, 2003. These data standards follow the OMB guidelines.
Collection Point(s): At client record creation.
Subjects: All clients.
Data Collection Instructions: In separate data fields, collect the self-identified race(s) of each
client served. Allow clients to identify as many racial categories as apply (up to five). Staff
observations should not be used to collect information on race.
Data Element Fields:
Field Names
Race

3.4 Race
Data Types/Response Categories
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
Client doesn’t know
Client refused

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Changes from Previous Data Standards: Data quality responses have been clarified.

Response Category Descriptions:




“American Indian or Alaska Native” is a person having origins in any of the original
peoples of North and South America, including Central America, and who maintains tribal
affiliation or community attachment.
“Asian” is a person having origins in any of the original peoples of the Far East, Southeast
Asia or the Indian subcontinent including, for example, Cambodia, China, India, Japan,
Korea, Malaysia, Pakistan, the Philippine Islands, Thailand and Vietnam.






“Black or African American” is a person having origins in any of the black racial groups of
Africa. Terms such as “Haitian” can be used in addition to “Black or African American.”
“Native Hawaiian or Other Pacific Islander” is a person having origins in any of the
original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
“White” is a person having origins in any of the original peoples of Europe, the Middle
East or North Africa.
“Client doesn’t know” or “Client refused” should only be selected when a client does not
know or refuses to identify their race(s) from among the five listed races. Neither “Client
doesn’t know” nor “Client refused” should be used in conjunction with any other
response.

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Special Considerations: None.
Changes from Previous Data Standards: Response category, “Not Provided”, is changed to
“Client doesn’t know” and “Client refused”.

3.5

Ethnicity

Rationale: Ethnicity is used to count the number of persons who do and do not identify
themselves as Hispanic or Latino.
Collection Point(s): At client record creation.
Subjects: All clients.
Data Collection Instructions: Collect the self-identified ethnicity of each client served. Staff
observations should not be used to collect information on ethnicity.
Data Element Fields:
Field Names
Ethnicity

3.5 Ethnicity
Data Types/Response Categories
Non-Hispanic/Non-Latino
Hispanic/Latino
Client doesn’t know
Client refused

Response Category Descriptions: The definition of Hispanic or Latino ethnicity is a person of
Cuban, Mexican, Puerto Rican, South or Central American or other Spanish culture of origin,
regardless of race.
Special Considerations: None.
Changes from Previous Data Standards: Response category, “Not Provided”, is changed to
“Client doesn’t know” and “Client refused”.

3.6

Gender

Rationale: Gender is used to count the number of men, women, transgender, and other
gender clients.

Collection Point(s): At client record creation.
Subjects: All clients.
Data Collection Instructions: Record the self-reported gender of each client served. Staff
observations should not be used to collect information on gender.

Field Names
Gender

(if Other)
Specify

3.6 Gender
Data Types/Response Categories
Female
Male
Transgender male to female
Transgender female to male
Other
Client doesn’t know
Client refused
(text)

Response Category Descriptions: Transgender is defined as persons with a gender identity
that is different from the sex assigned to them at birth. “Other” may include intersex
individuals or persons who prefer not to identify a specific gender.
Special Considerations: None.
Changes from Previous Data Standards: Clarification has been provided about the response
category “Other” and a text field Specify has been added for “Other”.

3.7

Veteran Status

Rationale: Veteran status is used to count the number of clients who are veterans of the
United States armed forces.
Collection Point(s): At client record creation.
Subjects: All clients turning 18 or who are over the age of 18.
Data Collection Instructions: Record whether or not the client is a veteran. Asking additional
questions may result in more accurate information as some clients may not be aware that
they are considered veterans. Examples include: “Have you ever been on active duty in the
military?”

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Data Element Fields:

Data Element Fields:
Field Names
Veteran Status

3.7 Veteran Status
Data Types/Response Categories
No
Yes
Client doesn’t know
Client refused

Response Category Descriptions: Respond “Yes” to Veteran Status if the person is someone
who has served on active duty in the armed forces of the United States. This does not
include inactive military reserves or the National Guard unless the person was called up to
active duty.
Special Considerations: A project may collect this data element at entry for clients who are
expected to turn 18 while enrolled. An HMIS may automatically populate the Veteran Status
field for clients who turn 18 during enrollment with a “No” response.
Changes from Previous Data Standards: New data element.

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

3.8

Disabling Condition

Rationale: Disabling condition is used to count the number of clients who have a disabling
condition at project entry. This data element is to be used with other information to identify
whether a client meets the criteria for chronic homelessness.
Collection Point(s): At project entry.
Subjects: All clients.
Data Collection Instructions: Record whether the client has a disabling condition based on
one or more of the following:


A physical, mental, or emotional impairment, including an impairment caused by
alcohol or drug abuse, post-traumatic stress disorder, or brain injury that:
(1) Is expected to be long-continuing or of indefinite duration;
(2) Substantially impedes the individual's ability to live independently; and
(3) Could be improved by the provision of more suitable housing conditions.



A developmental disability, as defined in section 102 of the Developmental
Disabilities Assistance and Bill of Rights Act of 2000 (42 U.S.C. 15002); or

Additionally for veterans note: if the client is a veteran who is disabled by an injury or illness
that was incurred or aggravated during active military service and whose disability meets the
disability definition defined in Section 223 of the social security act.
Data Element Fields:
Field Names
Disabling Condition

3.8 Disabling Condition
Data Types/Response Categories
No
Yes
Client doesn’t know
Client refused

Response Category Descriptions: Select “Yes” for Disabling Condition if any of the disabling
condition criteria have been met.

Special Considerations: A project may wish to edit the record of a client who turns 18 during
enrollment to add a response for this data element in order to improve the reported overall
data quality for the project or if required by a funder.
A client receiving Supplemental Security Income (SSI), Social Security Disability Insurance
(SSDI), VA Service-Connected Disability Compensation or VA Non-Service-Connected
Disability Pension should be noted as a potential “Yes” for Disabling Condition.

Changes from Previous Data Standards: New data element.

3.9

Residence Prior to Project Entry

Rationale: To identify the type of residence and length of stay at that residence just prior to
(i.e., the night before) project entry.
Collection Point(s): At project entry.
Subjects: All clients or Head of Household for pregnant or parenting youth.
Data Collection Instructions:
Data Element Fields:
Field Names
Type of Residence

3.9 Residence Prior to Project Entry
Data Types/Response Categories
Emergency shelter, including hotel or motel paid for with emergency
shelter voucher
Foster care home or foster care group home
Hospital or other residential non-psychiatric medical facility
Hotel or motel paid for without emergency shelter voucher
Jail, prison or juvenile detention facility
Long-term care facility or nursing home
Owned by client, no ongoing housing subsidy
Owned by client, with ongoing housing subsidy
Permanent housing for formerly homeless persons (such as: CoC
project; HUD legacy programs; or HOPWA PH)
Place not meant for habitation (e.g., a vehicle, an abandoned
building, bus/train/subway station/airport or anywhere outside)
Psychiatric hospital or other psychiatric facility
Rental by client, no ongoing housing subsidy
Rental by client, with VASH subsidy
Rental by client, with GPD TIP subsidy
Rental by client, with other ongoing housing subsidy
Residential project or halfway house with no homeless criteria

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

For residential homeless assistance programs, client intake as part of the program admission
process must be separated from the collection of disability information in order to comply
with Fair Housing laws and practices, unless this information is required to determine
program eligibility or is needed to determine whether applicants need units with special
features or if they have special needs related to communication.

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

(if Other)
Specify
Length of Stay in
Previous Place

One day or less
Two days to one week
More than one week, but less than one month
One to three months
More than three months, but less than one year
One year or longer
Client doesn’t know
Client refused

Response Category Descriptions: Select the residence prior to project entry being careful to
identify the correct subsidy, tenant based or project based housing, if the client had
subsidized housing prior to entry.
Special Considerations: A project may wish to edit the record of a client who turns 18 during
enrollment to add a response for this data element in order to improve the reported overall
data quality for the project or if required by a funder. An HMIS may be set up to
automatically populate this data element for clients who turn 18 during enrollment with the
same response as that recorded for the head of household.
Changes from Previous Data Standards:







3.10
12

Safe Haven
Staying or living in a family member’s room, apartment or house
Staying or living in a friend’s room, apartment or house
Substance abuse treatment facility or detox center
Transitional housing for homeless persons (including homeless
youth)
Other
Client doesn’t know
Client refused
(text)

This element departs significantly from the RHYMIS element “Living Situation upon
Entrance” to accommodate response categories for all federal program partners.
The “Hospital (non-psychiatric)” response has been expanded to include other
residential non-psychiatric medical facilities. Three response categories have been
added: “Long-term care facility or nursing home,” “Residential project or halfway
house with no homeless criteria,” and “Rental by client, with GPD TIP subsidy.”
The “Place not meant for habitation” response category was clarified.
Clarifications were made about updating records for clients turning 18 during project
stay.
Length of stay in previous place was revised to meet federal partner requirements.

Project Entry Date

Rationale: To determine the start of a client’s period of participation with a project. All
projects need this data element for reporting; residential continuum projects need it to

measure lengths of stay, and services-only continuum projects need it to determine the
amount of time spent participating in the project.
Collection Point(s): At project entry.
Subjects: All clients.






For residential projects, with the exception of Permanent Housing-Rapid Re-Housing (PHRRH) projects, this should be the first date of occupancy in the project.
For PH-RRH projects and non-residential projects this should be the date on which the
client began receiving services from the project or would otherwise be considered by the
project funder to be a project participant for reporting purposes.
For Street Outreach projects this should be the date of first contact with the client.

If there is a gap in occupancy, as defined by RHY program guidance, clients should be exited
from the project; a return to the project should be recorded as a new residential/service
record with a new project entry date.
Data Element Fields:
Field Names
Project Entry Date

3.10 Project Entry Date
Data Types/Response Categories
(date)

Response Category Descriptions: None
Special Considerations: For residential projects that have activities or information the project
needs to collect prior to occupancy a project may have a “pre-entry” or “non-residential
services” project established to facilitate segregation of information for point-in-time and
housing inventory count purposes.
Changes from Previous Data Standards: None.

3.11

Project Exit Date

Rationale: To determine the end of a client’s period of participation with a project. All
projects need this data element for reporting; residential continuum projects need it to
measure lengths of stay, and services-only continuum projects need it to determine the
amount of time spent participating in the project.

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Data Collection Instructions: Project staff record the month, day, and year of project entry. The
project entry date indicates a client is now being assisted by the project.

Collection Point(s): At project exit.
Subjects: All clients.
Data Collection Instructions: Project staff record the month, day and year of last day of
occupancy or service. For residential projects this date would represent the last day of
continuous stay in the project before the client transfers to another residential project or
otherwise stops residing in the project. For example, if a person checked into an overnight

shelter on January 30, 2014, stayed overnight and left in the morning, the exit date for that
shelter stay would be January 31, 2014.

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

For non-residential projects the exit date may represent the last day a service was provided or the
last date of a period of ongoing service. The exit date should coincide with the date the client is
no longer considered a project participant. Projects must comply with RHY Program guidance to
determine when a person is no longer considered a client. For example, if a person has been
receiving weekly counseling as part of an ongoing treatment project and either formally
terminates their involvement or fails to return for counseling, the last date of service is the date
of the last counseling session. If a client uses a service for just one day (i.e., starts and stops
before midnight of same day), then the Project Exit Date may be the same as the Project Entry
Date.

Data Element Fields:
Field Names
Project Exit Date

3.11 Project Exit Date
Data Types/Response Categories
(date)

Response Category Descriptions: None

Special Considerations: A client with an open record (i.e. project entry without a project exit) for
a community-defined extensive length of time in a shelter, outreach, or prevention project may
be either automatically exited from the project or may be flagged for HMIS end user intervention
and exit, depending on the functionality the HMIS supports. The actual exit date should be based
on the last date of lodging or service provision. The length of time without client contact or
activity that triggers a project exit should be locally determined based on project design and client
profile. RHY program guidance should serve as the basis for determining when to close an open
record.

For residential projects with data collection requirements after project exit, a project may
have a separate follow-up project established.
Changes from Previous Data Standards: Clarification on dates has been provided.

3.12

Destination

Rationale: To identify where a client will stay just after exiting a project for purposes of
tracking and outcome measurement.
Collection Point(s): At project exit.
Subjects: Head of household and adults.

Data Collection Instructions: Select the response category that best describes where the
client will be living after the date on which they exit the project. For non-lodging projects
this may be the same as the place where the client was living during project participation.
Data Element Fields:

(if Other)
Specify

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Field Names
Destination Type

3.12 Destination
Data Types/Response Categories
Deceased
Emergency shelter, including hotel or motel paid for with emergency
shelter voucher
Foster care home or foster care group home
Hospital or other residential non-psychiatric medical facility
Hotel or motel paid for without emergency shelter voucher
Jail, prison or juvenile detention facility
Long-term care facility or nursing home
Moved from one HOPWA funded project to HOPWA PH
Moved from one HOPWA funded project to HOPWA TH
Owned by client, no ongoing housing subsidy
Owned by client, with ongoing housing subsidy
Permanent housing for formerly homeless persons (such as: CoC
project; or HUD legacy programs; or HOPWA PH)
Place not meant for habitation (e.g., a vehicle, an abandoned
building, bus/train/subway station/airport or anywhere outside)
Psychiatric hospital or other psychiatric facility
Rental by client, no ongoing housing subsidy
Rental by client, with VASH housing subsidy
Rental by client, with GPD TIP housing subsidy
Rental by client, with other ongoing housing subsidy
Residential project or halfway house with no homeless criteria
Safe Haven
Staying or living with family, permanent tenure
Staying or living with family, temporary tenure (e.g., room,
apartment or house)
Staying or living with friends, permanent tenure
Staying or living with friends, temporary tenure (e.g., room
apartment or house)
Substance abuse treatment facility or detox center
Transitional housing for homeless persons (including homeless
youth)
Other
No exit interview completed
Client doesn’t know
Client refused
(text)

Response Category Descriptions:


For clients who will be staying with family or friends select the response that includes
the expected tenure of the destination (permanent or temporary).



For “Rental by client” and “Owned by client,” select the response that includes the
type of housing subsidy, if any, the client will be receiving. A housing subsidy may be
tenant-, project-, or sponsor-based and provides ongoing assistance to reduce rent

burden. This includes housing subsidies provided through HUD-funded subsidies
(e.g., public housing, Housing Choice Voucher or “Section 8”) or other housing
subsidy (e.g., state rental assistance voucher).


If a client exits without providing destination information to project staff, the “No
exit interview completed” response value should be used; in such instances,
destination information will be considered missing.

Special Considerations: None.
Changes from Previous Data Standards:

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0






3.13

This element departs significantly from the RHYMIS element “Living Situation upon
Entrance” to accommodate response categories for all federal program partners.
The “Hospital (non-psychiatric)” response has been expanded to include other
residential non-psychiatric medical facilities.
Additional program specific destinations have been added.
There are four new categories: “Long-term care facility or nursing home,”
“Residential project or halfway house with no homeless criteria,” “Rental by client
with GPD TIP housing subsidy,” and “No exit interview completed.”

Personal ID

Rationale: To obtain an unduplicated count of persons served within a CoC. Every client
entered into an HMIS is assigned a Personal ID, which is a permanent and unique number
generated by the HMIS application.
Collection Point(s): At client record creation.
Subjects: All clients.
Data Collection Instructions: Before creating a client record in HMIS, users must first search
the HMIS application for an existing record for that client. If an existing record is found,
enrollment and service data should be added to that record. If there is no existing record, a
new record must be created; the HMIS application will generate a Personal ID for the new
client record at the time it is added to the HMIS.
Data Element Fields:
Field Names
Personal ID

3.13 Personal ID
Data Types/Response Categories
There is no specified format for this data element

Response Category Descriptions: This element requires the HMIS to generate the Personal
ID; a user should not have to manually enter the Personal ID.
Special Considerations: None.

Changes from Previous Data Standards: New element.

3.14

Household ID

Rationale: To count the number of households served in a project.
Collection Point(s): At project entry.
Subjects: All clients.

If it is not evident to project staff whether others are applying for assistance with the person
who is being interviewed, then project staff should ask if anyone else is applying for
assistance with that person.
A common Household ID should be assigned to each member of the same household.
Persons in a household (either adults or children) who are not present when the household
initially applies for assistance and later join the household should be assigned the same
Household ID that links them to the rest of the persons in the household. The early
departure of a household member should have no impact on the Household ID.
Data Element Fields:
Field Names
Household ID

3.14 Household ID
Data Types/Response Categories
There is no specified format for this data element

Response Category Descriptions: A household is a single individual or a group of persons who
apply together to a continuum project for assistance and who live together in one dwelling
unit (or, for persons who are not housed, who would live together in one dwelling unit if they
were housed). The HMIS should generate the Household ID. HMIS system instructions
should be carefully reviewed to determine how a user is to identify the household within the
system.
Special Considerations: An HMIS may track households at a global level over time as part of
the HMIS system functionality. HMIS system instructions should clarify how a user identifies
persons in the household using a more global system. This global system is allowed but is not
required.
Changes from Previous Data Standards: New data element.

3.15

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Data Collection Instructions: A Household ID will be assigned to each household at project
entry and applies, for the duration of that project stay, to all members of the household
served. The Household ID is automatically generated by the HMIS application.

Relationship to Head of Household

Rationale: Identification of the heads of household for each household recorded in HMIS
facilitates the identification, tracking and enumeration of households served by projects. In
addition, specifying the relationship of household members to the head of household
facilitates reporting on household composition.
Collection Point(s): At project entry.

Subjects: All clients.
Data Collection Instructions: The term “Head of Household” is typically reserved for youth who
are pregnant or parenting. There may be instances where this designation can be used, for
example in the event that siblings show up for services. There cannot be more than one head of
household for any given project entry. Identify the head of household and the relationship of all
other household members to the head of household for each household at project entry.

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Data Element Fields:
Field Names
Relationship to Head
of Household

3.15 Relationship to Head of Household
Data Types/Response Categories
Self (head of household)
Head of household’s child
Head of household’s spouse or partner
Head of household’s other relation member (other relation to head
of household)
Other: non-relation member

Response Category Descriptions: A household is a single individual or a group of persons who
apply together to a continuum project for assistance and who live together in one dwelling
unit (or, for persons who are not housed, who would live together in one dwelling unit if they
were housed).
Each CoC must develop guidelines for defining and designating a household member as the
head of household and seek to ensure that those guidelines are applied consistently across
participating continuum projects. Heads of household may be alternatively thought of as the
“primary client,” the “eligible individual” etc., rather than as a fixed designation. A particular
funder may provide instructions for determining which household member should be
designated as the head of household in projects that they fund; in the event that the funder’s
instructions are in conflict with CoC guidance, the requirements of the funder should
supersede CoC guidance for the relevant projects.
Special Considerations: None
Changes from Previous Data Standards: New data element.

3.16

Client Location

Rationale: The Client Location (HUD-assigned CoC Code) is used to link project client data to the
relevant CoC and is necessary for projects that operate across multiple CoCs for data export
purposes and to ensure accurate counts of persons who are served within a CoC.
Collection Point(s): At project entry.

Subjects: All Clients or Head of Household for pregnant or parenting youth.

Data Collection Instructions: Select or enter the CoC code assigned to the geographic area where
the head of household is staying at the time of project entry. If a client changes residence during
the course of a project stay and moves into a different CoC then the CoC number must be
updated; the Information Date for the update should be the effective date of the move

Data Element Fields:

Field Names
Information Date
HUD-assigned CoC
Code

Data Types/Response Categories
(date)
(response categories must correlate to the responses provided to
Project Descriptor Data Element 2.3 Continuum of Care Code)

Response Category Descriptions: None.
Special Considerations: An HMIS may automatically populate this field for projects that operate in
only one CoC.
Changes from Previous Data Standards: New data element.

3.17

Length of Time on Street, in an Emergency Shelter, or Safe Haven

Rationale: Chronic homeless status is determined by a client’s history of homelessness,
disability status, and the length of time spent on the street, in an emergency shelter or a Safe
Haven. The addition of this data element enables identification of chronically homeless
persons in an HMIS.
Collection Point(s): At project entry.
Subjects: All Clients or Head of Household for pregnant or parenting youth.
Data Collection Instructions: In separate data fields, indicate whether or not the client meets
the threshold for length of time on the street, in an emergency shelter, or Safe Haven as of
the date of project entry for purposes of determining chronic homeless status (in
combination with other factors).

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

3.16 Client Location

Data Element Fields:
3.17 Length of Time on Street, in an Emergency Shelter, or Safe Haven
Field Names
Data Types/Response Categories
Continuously
No
Homeless for at Least Yes
One Year
Client doesn’t know
Client refused
Number of Times the
0
Client has been
1

Homeless in the Past
Three Years

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Total Number of
Months Homeless in
the Past Three Years

(If more than 12
months)
Number of Years
Continuously
Homeless
Status Documented

2
3
4 or more
Client doesn’t know
Client refused
[integer 0-12
[integer 12 or higher]
Client doesn’t know
Client refused
[numeric field]

No
Yes

Response Category Descriptions:


Continuously homeless for at least one year: The client has been homeless and living
or residing in a place not fit for human habitation, an emergency shelter, and/or a
Safe Haven continuously for at least one year as of the date of project entry. Stays in
institutions of 90 days or less do not constitute a break in homelessness, provided
the client was homeless prior to entering the institution.



Number of Times the Client has been Homeless in the Past Three Years: Enter “1”,
“2”, “3” or “4 or more” based on the number of times the client was homeless and
living or residing in a place not fit for human habitation, an emergency shelter,
and/or a Safe Haven over the past three years prior to project entry based on the
RHY Program guidance.



Total Number of Months Homeless in the Past Three Years: Similar to number of
times the client has been homeless in the past three years, only count months the
client was homeless and living or residing in a place not meant for human habitation,
an emergency shelter, and/or Safe Haven in the past three years. Any single day or
part of a month spent homeless should be counted as one month.



Number of Years Continuously Homeless: If the number of months the client has been
homeless exceeds 12 months, indicate the number of years the client has been
homeless, understanding that there may have been short breaks in homelessness
during the period.



Status Documented: Indicate if there is documentation in the client’s paper file or in
the HMIS of the client’s length of homelessness (either continuously homeless, the
number of times homeless, or the number of months homeless in the past three
years).

Special Considerations: None
Changes from Previous Data Standards: New data element.

HHS: RHY Program Specific
The elements shown are only those in which least one RHY program component is required to
collect information.
X = data collection is required
Element

BCPes

BCPp

MGH

SOP

4.2

Income and Sources

4.3

Non-Cash Benefits

4.4

Health Insurance

4.5

Physical Disability

4.6

Developmental
Disability

4.7

Chronic Health
Condition

4.9

Mental Health
Problem

4.10

Substance Abuse

4.12

Contact

4.13

Date of Engagement

4.14 B

Services Provided RHY

4.16 B

Referrals Provided RHY

4.22

RHY:BCP Status

4.23

Sexual Orientation

4.24

Last Grade Completed

4.25

School Status

4.26

Employment Status

4.27

General Health Status

4.28

Dental Health Status

4.29

Mental Health Status

4.30

Pregnancy Status

4.31

Formerly a Ward of
Child Welfare/Foster
Care Agency

TLP

DEMO

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Element

BCPes

BCPp

MGH

4.32

Formerly a Ward of
Juvenile Justice
System

4.33

Young Person's Critical
Issues

4.34

Referral Source

4.35

Commercial Sexual
Exploitation

4.36

Commercial Labor
Exploitation

4.36

SOP

TLP

DEMO

Transitional, Exit-care,
or Aftercare Plan and
Actions

4.37

Project Completion
Status

4.38

Family Reunification
Achieved

4.2 Income and Sources: RHY
Rationale: Income and sources of income are important for determining service needs of people
at the time of project entry, determining whether they are accessing all income sources for which
they are eligible, describing the characteristics of the population experiencing homelessness, and
allow analysis of changes in the composition of income between entry and exit from the project
and annual changes prior to project exit. Increase in income is a key performance measure of
most federal partner programs.
Collection Point(s): At project entry, annual assessment, and project exit. Update as income
and/or sources change.
Subjects: All Clients.
Federal Partner Requiring Collection: HHS: RHY
Data Collection Instructions: Data on Income and Sources collected at project entry and project
exit are to reflect the information as of the date of entry and exit. Data collected at project entry
and exit are to be dated the same date as the date of project entry and the date of project exit.

An annual assessment is required for all persons residing in the project one year or more. Income
and sources must be recorded in the HMIS as an Annual Assessment even if there is no change in
either the income or sources.

When a client has income, but does not know the exact amount, a “Yes” response should be
recorded for both the overall income question and the specific source, and the income amount
should be estimated.

Income data should be recorded only for sources of income that are current as of the
information date (i.e. have not been specifically terminated). As an example, if a client’s
employment has been terminated and the client has not yet secured additional employment,
the response for Earned income would be “No.” As a further example, if a client’s most
recent paycheck was 2 weeks ago from a job in which the client was working full time for
$15.00/hour, but the client is currently working 20 hours per week for $12.00 an hour, record
the income from the job the client has at the time data are collected (i.e. 20 hours at $12.00
an hour).
Data Element Fields:

4.2 Income and Sources
Data Types/Response Categories
(date)
No
Yes
Client doesn’t know
Client refused
(if yes, indicate all sources and dollar amounts for the sources that apply)
Earned income (i.e., employment
No
income)
Yes
(if yes) Monthly amount
(currency)
No
Unemployment Insurance
Yes
(if yes) Monthly amount
(currency)
No
Supplemental Security Income (SSI)
Yes
(if yes) Monthly amount
(currency)
Social Security Disability Income
No
(SSDI)
Yes
(if yes) Monthly amount
(currency)
VA Service-Connected Disability
No
Compensation
Yes
(if yes) Monthly amount
(currency)
VA Non-Service-Connected Disability
No
Pension
Yes
(if yes) Monthly amount
(currency)
No
Private disability insurance
Yes
(if yes) Monthly amount
(currency)

Field Names
Information Date
Income from Any Source

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Income received by or on behalf of a minor child should be recorded as part of household
income under the Head of Household, unless the federal funder in the HMIS Program Specific
Manual instructs otherwise.

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Worker’s Compensation
(if yes) Monthly amount
Temporary Assistance for Needy
Families (TANF) (or use local name)
(if yes) Monthly amount
General Assistance (GA) (or use local
name)
(if yes) Monthly amount
Retirement Income from Social
Security
(if yes) Monthly amount
Pension or retirement income from a
former job
(if yes) Monthly amount
Child support
(if yes) Monthly amount
Alimony or other spousal support
(if yes) Monthly amount
Other source
(if yes) Monthly amount
(if other source) Specify source
Total Monthly Income

No
Yes
(currency)
No
Yes
(currency)
No
Yes
(currency)
No
Yes
(currency)
No
Yes
(currency)
No
Yes
(currency)
No
Yes
(currency)
No
Yes
(currency)
(text)
(currency)

Special Considerations: None.
Changes from Previous Data Standards: New Data Element

4.3

Non Cash Benefits: RHY

Rationale: Non-cash benefits are important to determine whether clients are accessing all
mainstream program benefits for which they may be eligible and to develop a more
complete picture of their economic circumstances.
Collection Point(s): At project entry, annual assessment, and project exit. Update as Noncash benefits change.
Subjects: All Clients.

Data Collection Instructions: Data on Non-Cash Benefits collected at project entry and
project exit are to reflect the information as of the date of entry and exit. Data collections
for project entry and exit information are to be dated the same date as the date of project
entry and the date of project exit.

Record whether or not the client is receiving each of the listed benefits. A “Yes” response
should be recorded only for current benefits. As an example, if a client received food stamps
on the first of the month and expects to receive food stamps again on the first of the next
month, record “Yes” for Supplemental Nutritional Assistance Program (SNAP). If a client
received food stamps on the first of the month but is not eligible to receive food stamps on
the first of next month, then the client would not be considered to be currently receiving
food stamps and “No” should be recorded for Supplemental Nutritional Assistance Program
(SNAP). Clients may identify multiple sources of non-cash benefits. Benefits received by a
minor child should be assigned to the head of household. In the event that a minor child
enters or leaves the household and the non-cash benefits received by the household change
as a result, an update to the head of household’s record should be entered to reflect that
change.
Updates are required for persons aging into adulthood.
To reduce data collection and reporting burden, if a client reports receiving no non-cash
benefit from any source, no additional data collection is required. If Non-cash benefit from
any source is “Yes,” however, project staff should ask clients to respond with a “Yes” or “No”
for each of the listed benefits.
Data Element Fields:
4.3 Non-Cash Benefits
Data Types/Response Categories
(date)
No
Yes
Client doesn’t know
Client refused
(if yes, indicate all sources that apply)
Supplemental Nutrition Assistance
No
Program (SNAP)
Yes
Special Supplemental Nutrition
No
Program for Women, Infants, and
Yes
Children (WIC)
TANF Child Care services (or use
No
local name)
Yes
TANF transportation services (or use
No
local name)
Yes
Other TANF-funded services (or use
No
local name)
Yes
Section 8, public housing, or other
No
ongoing rental assistance
Yes
Other source
No
Yes
Field Names
Information Date
Non-Cash Benefit from Any Source

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

An annual assessment is required for all persons residing in the project one year or more.
Non-Cash Benefits must be recorded in the HMIS as an Annual Assessment even if there is no
change in the benefits.

Temporary rental assistance
(if other source)
Specify source

No
Yes
(text)

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Response Category Descriptions:


Information Date: The date of project entry or exit, the date the annual assessment
was completed or the date updated information was collected.



Non-Cash Benefit from Any Source and specific Sources: If the response to Non-Cash
Benefit from Any Source is “No” then no further data collection is required. If the
response is “Yes” then record which source(s) is being received. The “Client doesn’t
know” and “Client refused” responses should only be used when clients do not know
or refuse to answer whether they have non-cash benefits.

Special Considerations: None
Changes from Previous Data Standards: New Data Element

4.4

Health Insurance: RHY

Rationale: Health insurance information is important to determine whether clients currently
have health insurance coverage and are accessing all mainstream project medical assistance
benefits for which they may be eligible, and to ascertain a more complete picture of their
economic circumstances.
Collection Point(s): At project entry, annual assessment, and project exit. Update as health
insurance changes.
Subjects: All clients.
Federal Partner Requiring Collection: HUD, HHS, VA [refer to Federal Partner Program
Specific pages throughout this document.]
Data Collection Instructions: Data on Health Insurance collected at project entry and project
exit are to reflect the information as of the date of entry and exit. Data collections for
project entry and exit information are to be dated the same date as the date of project entry
and the date of project exit.
An annual assessment is required for all persons residing in the project one year or more.
Health Insurance must be recorded in the HMIS as an Annual Assessment even if there is no
change.

Data Element Fields:
4.4 Health Insurance
Data Types/Response Categories
(date)
No
Yes
Client doesn’t know
Client refused
(if yes, indicate all sources that apply)
MEDICAID
No
Yes
(Required for HOPWA only)
Applied; decision pending
(if no) Reason
Applied; client not eligible
Client did not apply
Insurance type N/A for this client
Client doesn’t know
Client refused
MEDICARE
No
Yes
(Required for HOPWA only)
Applied; decision pending
(if no) Reason
Applied; client not eligible
Client did not apply
Insurance type N/A for this client
Client doesn’t know
Client refused
State Children’s Health Insurance
No
Program (or use local name)
Yes
(Required for HOPWA only)
Applied; decision pending
(if no) Reason
Applied; client not eligible
Client did not apply
Insurance type N/A for this client
Client doesn’t know
Client refused
Veteran’s Administration (VA)
No
Medical Services
Yes
(Required for HOPWA only)
Applied; decision pending
(if no) Reason
Applied; client not eligible
Client did not apply
Insurance type N/A for this client
Client doesn’t know
Client refused
Employer-Provided Health
No
Insurance
Yes
(Required for HOPWA only)
Applied; decision pending
(if no) Reason
Applied; client not eligible
Client did not apply
Insurance type N/A for this client
Client doesn’t know

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Field Names
Information Date
Covered by Health Insurance

Health insurance obtained through
COBRA
(Required for HOPWA only)
(if no) Reason

Private Pay Health Insurance

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

(Required for HOPWA only)
(if no) Reason

State Health Insurance for Adults
(or use local name)
(Required for HOPWA only)
(if no) Reason

Client refused
No
Yes
Applied; decision pending
Applied; client not eligible
Client did not apply
Insurance type N/A for this client
Client doesn’t know
Client refused
No
Yes
Applied; decision pending
Applied; client not eligible
Client did not apply
Insurance type N/A for this client
Client doesn’t know
Client refused
No
Yes
Applied; decision pending
Applied; client not eligible
Client did not apply
Insurance type N/A for this client
Client doesn’t know
Client refused

Response Category Descriptions:


Information Date: The date of project entry or exit, the date the annual assessment
was completed or the date updated information was collected.



Covered by Health Insurance and specific Sources: If the response to Covered by
Health Insurance is “No” then no further data collection is required. If the response
is “Yes” then record whether or not the client is covered by each of the listed
insurance types. If required by a funder, enter the reason why such insurance is not
being received for each health insurance source. To reduce data collection and
reporting burden, if a client reports having no health insurance coverage, no
additional data collection is required unless required by a specific funder.

Special Considerations: None.
Changes from Previous Data Standards: New Data Element

4.5
28

Physical Disability: RHY

Rationale: To count the number of physically disabled persons served, determine eligibility
for disability benefits, and assess the need for services.
Collection Point(s): At project entry and project exit. Update if information changes anytime
during project stay.

Subjects: All clients.
Federal Partner Requiring Collection: HUD, HHS [refer to Federal Partner Program Specific
pages throughout this document.]

In separate fields, determine (1) if the client has a physical disability, (2) if the disability is
expected to be of long-continued and indefinite duration and impairs the client’s ability to
live independently, (3) if there is documentation of the disability on file, and (4) if the client is
currently receiving services or treatment for this disability or received services or treatment
prior to exiting the project.
Data Element Fields:
4.5 Physical Disability
Data Types/Response Categories
(date)
No
Yes
Client doesn’t know
Client refused
(If yes for physical disability)
No
Expected to be of long-continued and
Yes
indefinite duration and substantially
Client doesn’t know
impairs ability to live independently
Client refused
(If yes for physical disability)
No
Documentation of the disability and
Yes
severity on file
(If yes for physical disability)
No
Currently receiving services/treatment Yes
for this disability
Client doesn’t know
Client refused
Field Names
Information Date
Physical Disability

Response Category Descriptions:


For the purposes of these Data Standards, a physical disability means a physical
impairment.



Information date is the date of project entry, project exit, or the date updated
information was collected.



Expected to be of long-continued and indefinite duration and substantially impairs
ability to live independently means (1) expected to be of long, continued and
indefinite duration, (2) substantially impedes an individual’s ability to live
independently, and (3) of such a nature that such ability could be improved by more
suitable housing conditions.

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Data Collection Instructions: Data on Physical Disability collected at project entry and project
exit are to reflect the information as of the date of entry and exit. Data collections for
project entry and exit information are to be dated the same date as the date of project entry
and the date of project exit. Data should be reviewed and updated as necessary any time the
information has been known to change.



Documentation of the disability and severity on file requirements vary by federal
funding program so specific guidance around acceptable documentation will be
provided in the Program Specific Manuals.

Special Considerations: Projects should be especially sensitive to the collection of disability
information from clients under the age of 18. In households with children accompanied by
an adult, children’s disabilities should be determined based on an interview with the adult in
the household.
Changes from Previous Data Standards: New Data Element

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

4.6

Developmental Disability: RHY

Rationale: To count the number of developmentally disabled persons served, determine
eligibility for disability benefits, and assess their need for services.
Collection Point(s): At project entry and project exit. Update if information changes anytime
during project stay.
Subjects: All clients.
Data Collection Instructions: Data collected on Developmental Disability at project entry and
project exit are to reflect the information as of the date of entry and exit. Data collections
for project entry and exit information are to be dated the same date as the date of project
entry and the date of project exit. Data should be reviewed and updated as necessary any
time the information has been known to change.
In separate fields, determine (1) if the client has a physical disability, (2) if the disability is
expected to substantially impair the client’s ability to live independently, (3) if there is
documentation of the disability on file, and (4) if the client is currently receiving services or
treatment for this disability or received services or treatment prior to exiting the project.
Data Element Fields:
4.6 Developmental Disability
Data Types/Response Categories
(date)
No
Yes
Client doesn’t know
Client refused
(If yes for developmental disability)
No
Expected to substantially impair
Yes
ability to live independently
Client doesn’t know
Client refused
(If yes for developmental disability)
No
Documentation of the disability and
Yes
severity on file
(If yes for developmental disability)
No
Currently receiving services/
Yes
treatment for this disability
Client doesn’t know
Field Names
Information Date
Developmental Disability

Client refused



For the purposes of these Data Standards, a developmental disability means a
severe, chronic disability that is attributed to a mental or physical impairment (or
combination of physical and mental impairments) that occurs before 22 years of age
and limits the capacity for independent living and economic self-sufficiency.



Information date is the date of project entry, project exit, or the date updated
information was collected.



Expected to substantially impair ability to live independently means (1) substantially
impedes an individual’s ability to live independently and (2) of such a nature that
such ability could be improved by more suitable housing conditions.



4.7

Chronic Health Condition: RHY

Rationale: To count the number of persons served with severe health conditions and assess
their need for healthcare and other medical services.
Collection Point(s): At project entry and project exit. Update if information changes anytime
during project stay.
Subjects: All clients.
Data Collection Instructions: Data on Chronic Health Condition collected at project entry and
project exit are to reflect the information as of the date of entry and exit. Data collections
for project entry and exit information are to be dated the same date as the date of project
entry and the date of project exit. Data should be reviewed and updated as necessary any
time the information has been known to change.
In separate fields, determine (1) if the client has a chronic health condition, (2) if the
condition is expected to be of long-continued and indefinite duration and impairs the client’s
ability to live independently, (3) if there is documentation of the condition on file, and (4) if
the client is currently receiving services or treatment for this condition or received services or
treatment prior to exiting the project.
Data Element Fields:

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Response Category Descriptions:

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

4.7 Chronic Health Condition
Field Names
Data Types/Response Categories
Information Date
(date)
Chronic Health Condition
No
Yes
Client doesn’t know
Client refused
(If yes for chronic health condition)
No
Expected to be of long-continued
Yes
and indefinite duration and
Client doesn’t know
substantially impairs ability to live
Client refused
independently
(If yes for chronic health condition)
No
Documentation of the disability and
Yes
severity on file
(If yes for chronic health condition)
No
Currently receiving services/
Yes
treatment for this condition
Client doesn’t know
Client refused
Response Category Descriptions:


For the purposes of these Data Standards, a chronic health condition means a
diagnosed condition that is more than 3 months in duration and is either not curable
or has residual effects that limit daily living and require adaptation in function or
special assistance. Examples of chronic health conditions include, but are not limited
to: heart disease (including coronary heart disease, angina, heart attack and any
other kind of heart condition or disease); severe asthma; diabetes; arthritis-related
conditions (including arthritis, rheumatoid arthritis, gout, lupus, or fibromyalgia);
adult onset cognitive impairments (including traumatic brain injury, post-traumatic
distress syndrome, dementia, and other cognitive related conditions); severe
headache/migraine; cancer; chronic bronchitis; liver condition; stroke; or
emphysema.



Information date is the date of project entry, project exit, or the date updated
information was collected.



Special Considerations: Projects should be especially sensitive to the collection of disability
information from clients under the age of 18. In households with children accompanied by

an adult, children’s disabilities should be determined based on an interview with the adult in
the household.
Changes from Previous Data Standards: New Data Element

4.9

Mental Health Problem: RHY

Collection Point(s): At project entry and project exit. Update if information changes anytime
during project stay.
Subjects: All clients.
Federal Partner Requiring Collection: HUD, HHS [refer to Federal Partner Program Specific
pages throughout this document.]
Data Collection Instructions: Data on Mental Health Problem collected at project entry and
project exit are to reflect the information as of the date of entry and exit. Data collections
for project entry and exit information are to be dated the same date as the date of project
entry and the date of project exit. Data should be reviewed and updated as necessary any
time the information has been known to change.
In separate data fields, determine: (1) if the client has a mental health problem, (2) if the
problem is expected to be of long-continued and indefinite duration and substantially
impedes a client’s ability to live independently, (3) if there is documentation of the problem
on file, and (4) if the client is currently receiving services or treatment for the problem or
received services or treatment prior to exiting the project.
If required by a funder, identify how the mental health problem was confirmed, whether the
mental health problem qualifies as a serious mental illness (SMI) and, if so, how SMI was
confirmed.
Data Element Fields:
4.9 Mental Health Problem
Data Types/Response Categories
(date)
No
Yes
Client doesn’t know
Client refused
(If yes for mental health problem)
No
Expected to be of long-continued
Yes
and indefinite duration and
Client doesn’t know
substantially impairs ability to live
Client refused
independently
(If yes for mental health problem)
No
Field Names
Information Date
Mental Health Problem

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Rationale: To count the number of persons with mental health problems served and to
assess the need for treatment.

Documentation of the disability and
severity on file
(If yes for mental health problem)
Currently receiving services/
treatment for this condition

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

(Required for PATH only)
(If yes for mental health problem)
How confirmed
(Required for PATH only)
(If yes for mental health problem)
Serious mental illness (SMI) and, if
SMI, how confirmed

Yes
No
Yes
Client doesn’t know
Client refused
Unconfirmed; presumptive or self-report
Confirmed through assessment and clinical
evaluation
Confirmed by prior evaluation or clinical records
No
Unconfirmed; presumptive or self-report
Confirmed through assessment and clinical
evaluation
Confirmed by prior evaluation or clinical records
Client doesn’t know
Client refused

Response Category Descriptions:


Information date is the date of project entry, project exit, or the date updated
information was collected.



Mental Health Problem select “Yes” if the mental health problem was a cause of
homelessness, a significant issue for the individual, or is of a serious nature. A mental
health problem may range from situational depression to serious mental illnesses.
The dependent fields are designed to gauge the severity of the mental health
problem.



4.10

Substance Abuse: RHY

Rationale: To count the number of persons served with substance abuse problems and to
assess the need for treatment.
Collection Point(s): At project entry and project exit. Update if information changes anytime
during project stay.
Subjects: All clients.

Data Collection Instructions: Data on Substance Abuse collected at project entry and project
exit are to reflect the information as of the date of entry and exit. Data collections for
project entry and exit information are to be dated the same date as the date of project entry
and the date of project exit. Data should be reviewed and updated as necessary any time the
information has been known to change.
In separate data fields, determine: (1) if the client has an alcohol or drug abuse problem or
both, (2) if the problem is expected to be of long-continued and indefinite duration and
substantially impedes a client’s ability to live independently, (3) if there is documentation of
the problem on file, and (4) if the client is currently receiving services or treatment for the
condition or received services or treatment prior to exiting the project. If required by a
funder, identify how the substance abuse problem was confirmed.
Data Element Fields:
4.10 Substance Abuse
Field Names
Data Types/Response Categories
Information Date
(date)
Substance Abuse Problem
No
Alcohol abuse
Drug abuse
Both alcohol and drug abuse
Client doesn’t know
Client refused
(If alcohol abuse, drug abuse, or both No
alcohol and drug abuse for substance Yes
abuse problem)
Client doesn’t know
Expected to be of long-continued
Client refused
and indefinite duration and
substantially impairs ability to live
independently
(If alcohol abuse, drug abuse, or both No
alcohol and drug abuse for substance Yes
abuse problem)
Documentation of the disability and
severity on file

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Federal Partner Requiring Collection: HUD, HHS [refer to Federal Partner Program Specific
pages throughout this document.]

(If alcohol abuse, drug abuse, or both
alcohol and drug abuse for substance
abuse problem)
Currently receiving services/
treatment for this condition

No
Yes
Client doesn’t know
Client refused

(Required for PATH only)
(If alcohol abuse, drug abuse, or both
alcohol and drug abuse for substance
abuse problem)
How confirmed

Unconfirmed; presumptive or self-report
Confirmed through assessment and clinical
evaluation
Confirmed by prior evaluation or clinical records

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Response Category Descriptions:


Information date is the date of project entry, project exit, or the date updated
information was collected.



Expected to be of long-continued and indefinite duration and substantially impairs
ability to live independently means: (1) expected to be of long, continued and
indefinite duration, (2) substantially impedes an individual’s ability to live
independently, and (3) of such a nature that such ability could be improved by more
suitable housing conditions.



4.12

Contact: RHY

Rationale: To record and count the number of contacts with homeless persons by street
outreach and other service projects and to provide information on the number of contacts
required to engage the client.
Collection Point(s): At project entry, project exit and each contact between entry and exit.
Subjects: Head of household and adults.

Federal Partner Requiring Collection: HUD, HHS [refer to Federal Partner Program Specific
pages throughout this document.]
Data Collection Instructions: Record the date and location of each contact with a client. To
record a contact in HMIS requires that a client record be established with at least minimal

client descriptors included in the Universal Data Elements (e.g., name, gender, and race). This
data element is required for all Street Outreach Projects.
Data Element Fields:

Location of Contact

4.12 Contact
Data Types/Response Categories
(date)
Place not meant for habitation
Service setting, non-residential
Service setting, residential

Response Category Descriptions: A contact is defined as an interaction between a worker and
a client. Contacts may range from simple a verbal conversation between the street outreach
worker and the client about the client’s well-being or needs or may be a referral to service.





Place not meant for habitation could include a vehicle, abandoned building,
bus/train/subway station/airport or anywhere outside that is not a Homeless
Connect-type event.
Service setting, non-residential could include a Homeless Connect-type event, drop in
center, day services center, soup kitchen, etc.
Service setting, residential could include emergency, transitional or permanent
housing; treatment facility, including health, mental health, or substance abuse clinic
or hospital; jail, prison, or juvenile detention facility; family or friend’s room,
apartment, condo, or house; foster care or group home.

Special Considerations: None
Changes from Previous Data Standards: New Data Element

4.14B Services Provided: RHY
Rationale: To determine the services provided to youth during project participation.
Collection Point(s): Update as required – each time services are provided.
Subjects: All clients.

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Field Names
Date of Contact

Federal Partner Requiring Collection: HHS: RHY
Data Collection Instructions: Services should be recorded for the youth to whom they were
provided; a service that benefits the whole household in TLP or MGH may be recorded solely
for the youth head of household. For each service provided, projects should record the
service date and service type.

Data Element Fields:

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Field
Names

Date
of
Service
Type
of RHY
Service

4.14B Services Provided: RHY
Response Categories
BCPBCPPrev.
ES
(date)

TLP
&
MGH
X

Basic support services
Community
service/service
learning (CSL)
Counseling/therapy
Dental care
Education
Employment and
training services
Criminal justice/legal
services
Life skills training
Parenting education for
parent of youth
Parenting education for
youth with children
Peer (youth) counseling
Post-natal care
Pre-natal care
Health/medical care
Psychological or
psychiatric care
Recreational activities
Substance abuse
assessment and/or
treatment
Substance abuse
prevention
Support group
Preventative –
overnight interim,
respite
Preventative – formal
placement in an
alternative setting
outside of BCP

X
X

X
X
X
X

X
X

X
X
X
X
X

X
X

SOP

Demo

Street Outreach –
Health and Hygiene
Products
Distributed
Street Outreach – Food
and Drink Items
Street Outreach –
Services
Information/Broch
ures

TLP
&
MGH

SOP

Demo

X
X

Response Category Descriptions:













Components of the RHY program (BCP, TLP, etc.) are only required to collect those
services indicated with an “X” above.
Services provided are those that are provided either by the grant organization or
elsewhere in the local community and with which the client has been connected.
“Basic support services”: Includes provision of food, clothing, shelter, transportation, etc.
“Community service/service learning (CSL)”: Activities that involve youth in helping
others or the community.
“Counseling/therapy”: The provision of guidance, support, and advice designed to
address interfamilial problems or help youth decide on a future course of action.
(Examples of counseling/therapy include crisis intervention, individual youth counseling,
home-based services, group counseling, outdoor adventure/challenge activities,
expressive/art therapy, and meditation.)
“Dental care”: Provision of dental services by a licensed dentist or other oral health
specialist.
“Education”: Includes learning disability assessment, tutoring, GED preparation, local
school enrollment, vocational education, etc.
“Employment and training services”: Includes services related to helping young people
obtain and retain employment, such as assessment, coaching, filling out applications,
interviewing, practicing and conducting job searches, referrals, and job maintenance
skills.
“Criminal justice/legal services”: Legal services or guidance provided through an attorney
or an attorney-supervised paralegal.
“Life skills training”: Includes formal and informal coaching and training in
communications skills, health promotion, conflict/anger management, assertiveness, goal
setting, budgeting, life planning, nutrition, hygiene, etc.

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Field
Names

Preventative – entry
X
into BCP after
preventative
services
4.14B Services Provided: RHY
Response Categories
BCPBCPPrev.
ES







Runaway and Homeless Youth Management Information System (RHYMIS) 3.0











“Parenting education for parent of youth” and “Parenting education for youth with
children”: Services designed to build improved parenting skills.
“Peer (youth) counseling”: Counseling provided by trained youth volunteers or youth
staff to the young person.
“Post-natal care”: Service provided to teen parent.
“Pre-natal care”: Service provided to a pregnant teen.
“Health/medical care”: Provision of general health care or surgical services by licensed
medical practitioners. May include prenatal testing, STD testing, and other types of
health screening.
“Psychological or psychiatric care”: Provision of assessment or treatment services by a
licensed/certified medical mental health professional or professional psychologist.
“Recreational activities”: Includes sports, arts, and crafts, field trips, nature hikes, etc.
“Substance abuse assessment and/or treatment”: Comprehensive assessment of an
individual’s current or past involvement with alcohol and/or drugs and/or provision of
treatment, including screening, aimed at stopping their substance abuse.
“Substance abuse prevention”: includes activities related to alcohol and drug abuse
prevention, such as education, group activities, peer coaching, refusal skills, etc.
“Support group”: Participation in one or more support groups, such as Alateen, Alcoholics
Anonymous, Al-Anon, or a faith-based group.
“Preventative – overnight interim, respite”: The youth was provided not more than a few
nights of interim, provisional accommodations at the BCP shelter (for respite, but not as a
full program participant although within the care and supervision of the program.) This
experience could be for a “cooling off” period or during transfer to an appropriate
permanent living setting. The expectation is that the youth returns to the original
household or alternative permanent living situation in the following day or few days.
“Preventive – formal placement in an alternative setting outside of BCP”: It was
determined that the interests of the youth would be served by placement away from the
household of residence and not in the BCP shelter. The new living situation should be
safe, appropriate and suitable to the needs and development of the youth.
“Preventive – entry into BCP after preventative services”: The youth was provided more
than one night of temporary shelter (full intake at the BCP shelter) after prevention
efforts during a crisis intervention period, with anticipation of reunification with the
family or in an alternative placement. The youth may have previously received any
combination of preventative services.
“Street Outreach – Health and Hygiene Products Distributed”: Distribution of health and
hygiene products such as First Aid or reproductive health products.
“Street Outreach – Food and Drink Items”: Distribution of food and drink items or
packages.
“Street Outreach – Services Information/Brochures”: Distribution of written materials
such as brochures or fliers.

Special Considerations: None.

Changes from Previous Data Standards: “Preventive Services” categories added.

4.16B Referrals Provided: RHY
Rationale: To record the referrals provided to clients during program participation.
Collection Point(s): Update as required – each time referrals are provided.
Subjects: All Clients and Head of Household for pregnant or parenting youth.
Federal Partner Requiring Collection: HHS: RHY
Data Collection Instructions: The referrals to be recorded in HMIS are those which the
project made for the benefit of the client being referred. In separate fields record the date of
referral and the type of referral.

Field Names
Date of
Referral
Type of Referral

4.16B Referrals Provided: RHY
Data Types/Response Categories
(date)
Child Care Non-TANF
Supplemental Nutritional Assistance Program (Food Stamps)
Education – McKinney/Vento Liaison Assistance to Remain in
School
HUD Section 8 or Other Permanent Housing Assistance
Individual Development Account
Medicaid
Mentoring Program Other than RHY Agency
National Service (Americorp, VISTA, Learn and Serve)
Non-Residential Substance Abuse or Mental Health Program
Other Public – Federal, State, or Local Program
Private Non-profit Charity or Foundation Support
SCHIP
SSI, SSDI, or other Disability Insurance
TANF or other Welfare/Non-Disability Income Maintenance (all
TANF Services)
Unemployment Insurance
WIC
Workforce Development (WIA)

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Data Element Fields:

Response Category Descriptions: A RHY referral is provided after substantial interaction with the
youth or family to promote healthy development or strengthen a youth’s assets. Record all
referrals made for the youth in HMIS. A single youth may have multiple referrals of the same
type.

Special Considerations: None.
Changes from Previous Data Standards: None.

4.22

RHY - BCP Status

Rationale: To determine the number of homeless persons eligible for FYSB in RHY BCP-funded
emergency shelter projects.
Collection Point(s): In the course of client assessment for purposes of determining eligibility.
Subjects: All clients.

Federal Partner Requiring Collection: HHS: RHY.

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Data Collection Instructions: The RHY-BCP status occurs at the point which eligibility for FYSB has
been determined. The RHY-BCP status date may be on or after the project entry date.
Data Element Fields:

Field Names
Date of Status
Determination
FYSB Youth
(If no)
Reason for not
providing services

4.22 RHY - BCP Status
Data Types/Response Categories
(date)
No
Yes
Out of age range
Ward of the State – Immediate Reunification
Ward of the Criminal Justice System – Immediate Reunification
Other

Response Category Descriptions: Youth who meet the service eligibility as outlined in the RHY Act
should be indicated by a “Yes”.

Special Considerations: None.
Changes from Previous Data Standards: New data element.

4.23

Sexual Orientation

Rationale: To identify the sexual orientation of youth served in RHY programs.
Collection Point(s): At project entry.
Subjects: All Clients and Head of Household for pregnant or parenting youth.
Federal Partner Requiring Collection: HHS: RHY.
Data Collection Instructions: Choose one response category indicating how the client
describes their sexual orientation.
Data Element Fields:

Field Names
Sexual Orientation

4.23 Sexual Orientation
Data Types/Response Categories
Heterosexual
Gay

Lesbian
Bisexual
Questioning/Unsure
Client doesn’t know
Client refused
Response Category Descriptions: None.
Special Considerations: Any questions regarding a client’s sexual orientation must be
voluntary and clients must be informed prior to responding of the voluntary nature of the
question and that their refusal to respond will not result in a denial of services.

4.24

Last Grade Completed

Rationale: To identify the educational attainment of youth served in RHY projects.
Collection Point(s): At project entry.
Subjects: Head of household and youth age 18 or older.
Federal Partner Requiring Collection: HHS: RHY.
Data Collection Instructions: Choose one response category describing the last grade level
completed by the client.

Data Element Fields:
Field Names
Last Grade Completed

4.24 Last Grade Completed
Data Types/Response Categories
Less than Grade 5
Grades 5-6
Grades 7-8
Grades 9-11
Grade 12
School program does not have grade levels
GED
Some college
Client doesn’t know
Client refused

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Changes from Previous Data Standards: Response category “Not Provided” was replaced with
“Client doesn’t know” and “Client refused”.

Response Category Descriptions: None.
Special Considerations: None.
Changes from Previous Data Standards: Response category “Not Provided” was replaced
with “Client doesn’t know” and “Client refused”.

4.25

School Status

Rationale: To identify the educational status of youth served in RHY projects.
Collection Point(s): At project entry.
Subjects: All Clients or Head of Household for pregnant or parenting youth.
Federal Partner Requiring Collection: HHS: RHY.
Data Collection Instructions: Choose one response category describing the client’s school
status. If the client is currently in school and school is not in session at the time of the client’s
project entry, this question pertains to the school year just completed.

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Data Element Fields:

Field Names
School Status

4.25 School Status
Data Types/Response Categories
Attending school regularly
Attending school irregularly
Graduated from high school
Obtained GED
Dropped out
Suspended
Expelled
Client doesn’t know
Client refused

Response Category Descriptions: None.
Special Considerations: None.
Changes from Previous Data Standards: None.

4.26

Employment Status

Rationale: To assess client’s employment status and need for employment services.
Collection Point(s): At project entry and project exit.
Subjects: Head of household and youth age 18 or older.
Federal Partner Requiring Collection: HHS: RHY.
Data Collection Instructions: Enter the date that the information was collected from the
client or to which the information is relevant. For example, if information is collected several
days after project entry, it may be entered using an Information date that is the same as the
entry date as long as the information accurately reflects the client’s income as of the entry
date. Select the response category that most accurately reflects the client’s employment
status.

Field Names
Information Date
Employed

(if yes)
Type of employment
(if no)
Why not employed

4.26 Employment Status
Data Types/Response Categories
(date)
No
Yes
Client doesn’t know
Client refused
Full-time
Part-time
Seasonal/sporadic (including day labor)
Looking for work
Unable to work
Not looking for work

Response Category Descriptions:


“Seasonal/sporadic (including day labor)”: Youth is employed occasionally, with
periods of unemployment interspersed with employment. This includes summer or
holiday-specific employment.



“Looking for work”: Youth is not employed and is actively looking for work.



“Unable to work”: Youth is not employed because he or she is unable to work due to
a physical disability, a developmental disability, or an illness.



“Not looking for work”: Youth is not employed and is not looking for employment.

Special Considerations: Projects may ask additional information about a person’s
employment status, including more detailed information on the type of employment.
Changes from Previous Data Standards:


4.27

Information date is a new field.

General Health Status

Rationale: Information on general health status is a first step to identifying what types of
health services a client may need. This element permits comparison between homeless
youth to other youth their age.

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Data Element Fields:

Collection Point(s): At project entry and project exit.
Subjects: All Clients and Head of Household for pregnant or parenting youth.
Federal Partner Requiring Collection: HHS: RHY.
Data Collection Instructions: Ask the youth to select one of the response options and record
the option selected by the youth.

Data Element Fields:

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Field Names
General Health
Status

4.27 General Health Status
Data Types/Response Categories
Excellent
Very good
Good
Fair
Poor
Client doesn’t know
Client refused

Response Category Descriptions: None.
Special Considerations: None.
Changes from Previous Data Standards: Additional fields have been added. “Not provided”
was changed to “Client doesn’t know” and “Client refused”.

4.28

Dental Health Status

Rationale: To assess client’s dental health status. This element permits comparison between
homeless youth to other youth their age.
Collection Point(s): At project entry and project exit.
Subjects: All Clients or Head of Household for pregnant or parenting youth.
Federal Partner Requiring Collection: HHS: RHY.
Data Collection Instructions: Ask the youth to select one of the response options and record
the option selected by the youth.

Data Element Fields:
Field Names
Dental Health Status

4.28 Dental Health Status
Data Types/Response Categories
Excellent
Very Good
Good
Fair
Poor
Client doesn’t know
Client refused

Response Category Descriptions: None.
Special Considerations: None.

Changes from Previous Data Standards: Additional fields have been added. “Not provided”
was changed to “Client doesn’t know” and “Client refused”.

4.29

Mental Health Status

Rationale: To assess client’s mental health status at exit. This element permits comparison
between homeless youth to other youth their age.
Collection Point(s): At project entry and project exit.
Subjects: All Clients or Head of Household for pregnant or parenting youth.

Data Collection Instructions: Ask the youth to select one of the response options and record
the option selected by the youth.
Data Element Fields:
Field Names
Mental Health Status

4.29 Mental Health Status
Data Types/Response Categories
Excellent
Very good
Good
Fair
Poor
Client doesn’t know
Client refused

Pregnancy Status

Rationale: To determine the number of women entering continuum projects while pregnant
and to determine eligibility for benefits and need for services.
Collection Point(s): At project entry and update.

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Federal Partner Requiring Collection: HHS: RHY.

Subjects: All females.
Federal Partner Requiring Collection: HHS: RHY.
Data Collection Instructions: In separate fields, indicate if a client is pregnant and, if so, the
due date. If the exact date is unknown, projects are encouraged to record as much of the
date as known. Default to January, the first day of the month, and current year for any part
of the due date not known. Communities that already have a policy of entering another
approximate day may continue this policy.

Data Element Fields:
Field Names
Pregnancy Status

(If yes) Due Date

4.30 Pregnancy Status
Data Types/Response Categories
No
Yes
Client doesn’t know
Client refused
(date)

Response Category Descriptions: If Due Date is unknown, default to January first of current
year.

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Special Considerations: None.
Changes from Previous Data Standards: Additional fields have been added. “Not provided”
was changed to “Client doesn’t know” and “Client refused”.

4.31

Formerly a Ward of Child Welfare/Foster Care Agency

Rationale: To identify clients with child welfare or foster care histories.
Collection Point(s): At project entry.
Subjects: All Clients or Head of Household for pregnant or parenting youth.
Federal Partner Requiring Collection: HHS: RHY.
Data Collection Instructions: Choose one response category to indicate whether the client
was formerly the responsibility of the child welfare or foster care agency.
Data Element Fields:
4.31 Formerly a Ward of Child Welfare/Foster Care Agency
Field Names
Data Types/Response Categories
Formerly a Ward of
No
Child Welfare or
Yes
Foster Care Agency
Client doesn’t know
Client refused
(If yes)
Less than one year
Number of Years
1 to 2 years
3 to 5 or more years
(If number of years is
(a number between 1 and 11)
less than one year)
Number of Months
Response Category Descriptions: None.
Special Considerations: None.

Changes from Previous Data Standards: “Not provided” has been changed to “Client doesn’t
know” and “Client refused”.

4.32

Formerly a Ward of Juvenile Justice System

Rationale: To identify clients with juvenile justice histories.
Collection Point(s): At project entry.
Subjects: All Clients or Head of the Household for pregnant or parenting youth.
Federal Partner Requiring Collection: HHS: RHY.
Data Collection Instructions: Choose one response category to indicate whether the client
was formerly the responsibility of the juvenile justice system.

4.32 Formerly a Ward of the Juvenile Justice System
Data Types/Response Categories
No
Yes
Client doesn’t know
Client refused
(If yes)
Less than one year
Number of Years
1 to 2 years
3 to 5 or more years
(If number of years is
(a number between 1 and 11)
Less than one year)
Number of Months
Field Names
Formerly a Ward of
the Juvenile Justice
System

Response Category Descriptions: None.
Special Considerations: None.
Changes from Previous Data Standards: “Not provided” has been changed to “Client doesn’t
know” and “Client refused”.

4.33

Young Person’s Critical Issues

Rationale: To identify specific issues faced by youth in RHY programs.
Collection Point(s): Project Entry

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Data Element Fields:

Subjects: All Clients or Head of Household for pregnant or parenting youth.
Federal Partner Requiring Collection: HHS: RHY.
Data Collection Instructions: Choose appropriate response categories to identify the young
person’s critical issues, as identified by staff and the young person. These categories are for
reporting purposes and are therefore general and broad.

Data Element Fields:
4.33 Young Person’s Critical Issues
Data Types/Response Categories
No
Yes
Sexual Orientation/Gender Identity –
No
Youth
Yes
Sexual Orientation/Gender Identity –
No
Family member
Yes
Housing Issues – Youth
No
Yes
Housing Issues – Family member
No
Yes
School or Educational Issues – Youth
No
Yes
School or Educational Issues – Family
No
member
Yes
Unemployment – Youth
No
Yes
Unemployment – Family member
No
Yes
Mental Health Issues – Youth
No
Yes
Mental Health Issues - Family
No
member
Yes
Health Issues – Youth
No
Yes
Health Issues – Family member
No
Yes
Physical Disability – Youth
No
Yes
Physical Disability - Family member
No
Yes
Mental Disability – Youth
No
Yes
Mental Disability – Family member
No
Yes
Abuse and Neglect – Youth
No
Yes
Abuse and Neglect - Family member
No
Yes
Alcohol or other drug abuse – Youth
No
Yes
Alcohol or other drug abuse – Family
No
member
Yes
Insufficient Income to support youth
No
– Family member
Yes

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Field Names
Household Dynamics

Active Military Parent – Family
member
Incarcerated Parent of Youth
(If ‘Incarcerated Parent of Youth’ is
yes)
Please specify

No
Yes
No
Yes
One parent/legal guardian is incarcerated
Both parents/legal guardians are incarcerated
The only parent/legal guardian is incarcerated



Household dynamics: Issues related to interactions and interrelationships within the
household (for example, frequent arguments between household members.)



Housing Issues: Issues related to lack of sufficient housing or shelter.



Abuse and neglect: Physical, sexual, or emotional abuse, or neglect.



Insufficient Income to support youth: Issues related to insufficient incomes of the
parents/legal guardians to support the basic needs of the youth (e.g., food, clothing,
and shelter.)

Special Considerations: None.
Changes from Previous Data Standards: None.

4.34

Referral Source

Rationale: To identify the source of referral for incoming clients.
Collection Point(s): At project entry.
Subjects: All Clients or Head of Household for pregnant or parenting youth.
Federal Partner Requiring Collection: HHS: RHY.
Data Collection Instructions: Choose one response category to indicate the individual or
organization through which the client was advised about, sent, or directed to your project.
Data Element Fields:
Field Names
Referral Source

4.34 Referral Source
Data Types/Response Categories
Self-Referral
Individual: Parent/Guardian
Individual: Relative or Friend
Individual: Other Adult or Youth
Individual: Partner/Spouse
Individual: Foster Parent
Outreach Project: FYSB
Outreach Project: Other
Temporary Shelter: FYSB Basic Center Project

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Response Category Descriptions:

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Temporary Shelter: Other Youth Only Emergency Shelter
Temporary Shelter: Emergency Shelter for Families
Temporary Shelter: Emergency Shelter for Individuals
Temporary Shelter: Domestic Violence Shelter
Temporary Shelter: Safe Place
Temporary Shelter: Other
Residential Project: FYSB Transitional Living Project
Residential Project: Other Transitional Living Project
Residential Project: Group Home
Residential Project: Independent Living Project
Residential Project: Job Corps
Residential Project: Drug Treatment Center
Residential Project: Treatment Center
Residential Project: Educational Institute
Residential Project: Other Agency project
Residential Project: Other Project
Hotline: National Runaway Switchboard
Hotline: Other
Other Agency: Child Welfare/CPS
Other Agency: Non-Residential Independent Living Project
Other Project Operated by your Agency
Other Youth Services Agency
Juvenile Justice
Law Enforcement/Police
Religious Organization
Mental Hospital
School
Other Organization
Client doesn’t know
Client refused
(If Outreach Project: FYSB
was selected)

Integer response

Number of times
approached by outreach
prior to entering the
project
Response Category Descriptions: None.
Special Considerations: None.
Changes from Previous Data Standards: “Not provided” has been changed to “Client doesn’t
know” and “Client refused”.

4.35

Commercial Sexual Exploitation

Rationale: To assess the extent of sexual exploitation among homeless youth.
Collection Point(s): At project entry.

Subjects: All Clients or Head of Household for pregnant or parenting youth.
Federal Partner Requiring Collection: HHS: RHY.
Data Collection Instructions: Indicate if the client has been commercially exploited for sex
prior to entering the project. If so, indicate the number of times and whether the client was
asked or made to do so.
Data Element Fields:

4.35 Commercial Sexual Exploitation
Data Types/Response Categories
No
Yes
Client doesn’t know
Client refused
No
Yes
Client doesn’t know
Client refused

(if yes to 1)
2. How many times
have you received
something in
exchange for having
sexual relations with
another person, such
as money, food, drugs
or shelter?

1-3

(If yes to 1.) 3a. Did
someone ever make you
or persuade you to have
sex with anyone else in
exchange for something
such as money, food,
drugs or shelter?

(If yes to 1a.) 3a. In
the last 3 months?

4-7
8-11
12 or more
Client doesn’t know
Client refused

Yes

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Field Names
1. Have you ever
received anything in
exchange for having
sexual relations with
another person, such
as money, food, drugs
or shelter?
(if yes to 1)
1a. In the last three
months?

Client doesn’t know
Client refused

No
Yes
Client doesn’t know
Client refused

Response Category Descriptions: None.
Special Considerations: None.
Changes from Previous Data Standards: New data element.

4.36

Commercial Labor Exploitation

Rationale: To assess the extent of sexual exploitation among homeless youth.
Collection Point(s): At project entry.

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Subjects: All Clients or Head of Household for pregnant or parenting youth.
Federal Partner Requiring Collection: HHS: RHY.
Data Collection Instructions: Indicate if the client has been commercially exploited for labor
prior to entering the project. If so, indicate the number of times and whether the client was
asked or made to do so.

Data Element Fields:
Field Names
1a. Ever been afraid
to leave or quit a
work situation due to
fears of violence or
other threats of harm
to yourself, family or
friends?
1b. Ever been
promised work where
the work or payment
ended up being
different from what
you expected?
(if yes to 1a or 1b)
1c. Did you feel
forced, pressured or
tricked into
continuing this job?

4.36 Commercial Labor Exploitation
Data Types/Response Categories
No
Yes
Client doesn’t know
Client refused
No
Yes
Client doesn’t know
Client refused
No
Yes
Client doesn’t know
Client refused

1d. Have you had any
jobs like these (1a or
1b) in the last three
months?

No
Yes
Client doesn’t know
Client refused

Response Category Descriptions: None.

Special Considerations: None.
Changes from Previous Data Standards: New data element.

4.37

Transitional, Exit-care, or Aftercare Plans and Actions

Rationale: To identify the extent of transitional, exit and aftercare plans and actions which
were afforded to RHY clients.
Collection Point(s): At project exit.
Subjects: All Clients or Head of Household for pregnant or parenting youth.

Data Collection Instructions: Record a response for all plans and actions listed.
Data Element Fields:
4.37 Transitional, Exit-care, or Aftercare Plans and Actions
Field Names
Data Types/Response Categories
A written transitional, aftercare or
No
follow-up plan or agreement
Yes
Client refused
Advice about and/or referral to
No
appropriate mainstream assistance
Yes
programs
Client refused
Placement in appropriate,
permanent, stable housing (not a
shelter)
Due to unavoidable circumstances or
scarcities of appropriate housing,
the youth must be transported or
accompanied to a temporary shelter
Exit counseling

A course of further follow-up
treatment or services
A follow-up meeting or series of
staff/youth meetings or contacts has
been scheduled
A "package" of such things as maps,
information about local shelters and
resources
Other

No
Yes
Client refused
No
Yes
Client refused
No
Yes
Client refused
No
Yes
Client refused
No
Yes
Client refused
No
Yes
Client refused
No
Yes
Client refused

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Federal Partner Requiring Collection: HHS: RHY.

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Response Category Descriptions:


A written transitional, aftercare or follow-up plan or agreement: Plan or agreement
has been worked out with the youth, understood, and agreed to.



Advice about and/or referral to appropriate mainstream assistance programs:
Advice or referral has been provided.



Placement in appropriate, permanent, stable housing (not a shelter): This goes
beyond mere referral to mainstream housing assistance and assumes the youth is
eligible for and guaranteed an immediately available or reserved slot with a waiting
period for reserved accommodations of no longer than 2 weeks and suitable interim
arrangements.



Due to unavoidable circumstances or scarcities of appropriate housing, the youth
must be transported or accompanied to a temporary shelter: The shelter must be
able to provide age-appropriate safety, security and services, and supervision if
available.



Exit counseling: Exit counseling has been provided, including at a minimum, a
discussion between staff and the youth of exit options, resources, and destinations
appropriate for their well-being and continued progress, possibly including continued
follow-up.



A course of further follow-up treatment or services: Follow-up treatment or services
(e.g., incremental family reunification, formal or informal counseling, etc.) has been
prescribed and scheduled, via referral, or on a non-residential, drop-in, or
appointment basis.



A follow-up meeting or series of staff/youth meetings or contacts has been scheduled:
To be held after youth has departed the program.



A "package" of such things as maps, information about local shelters and resources:
“Package” may also include a phone card, fare tokens, healthy snacks, etc.

Special Considerations: None.
Changes from Previous Data Standards: None.

4.38

Project Completion Status

Rationale: To identify whether the youth completed the project or exited without
completion.
Collection Point(s): At project exit.
Subjects: All Clients or Head of Household for pregnant or parenting youth.
Federal Partner Requiring Collection: HHS: RHY.

Data Collection Instructions: Choose one response category that describes the youth’s
project completion status. If the youth left early, was expelled or was otherwise involuntarily
discharged from the project, choose the major reason for leaving.

Field Names
Project Completion
Status

(If Youth voluntarily left
early)
Select the major reason
(If Youth was expelled or
otherwise involuntarily
discharged from project)
Select the major reason

4.38 Project Completion Status
Data Types/Response Categories
Completed project
Youth voluntarily left early
Youth was expelled or otherwise involuntarily discharged from
project
Left for other opportunities – Independent living
Left for other opportunities - Education
Left for other opportunities - Military
Left for other opportunities - Other
Needs could not be met by project
Criminal activity/destruction of property/violence
Non-compliance with project rules
Non-payment of rent/occupancy charge
Reached maximum time allowed by project
Project terminated
Unknown/disappeared

Response Category Descriptions:


“Completed project”: The youth completed the project.



“Youth voluntarily left early”: The youth voluntarily terminated from the program to
pursue other opportunities or with no definite plan.



“Youth was expelled or otherwise involuntarily discharged from project”: The youth
was involuntarily terminated from the program with no plan or invitation to return.

Special Considerations: None.
Changes from Previous Data Standards: None.

4.39

Family Reunification Achieved

Rationale: To identify youth that achieved family reunification.
Collection Point(s): At project exit.

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Data Element Fields:

Subjects: All Clients or Head of Household for pregnant or parenting youth.
Federal Partner Requiring Collection: HHS: RHY.
Data Collection Instructions: Choose one response category to indicate whether family
reunification was achieved at project exit.

Data Element Fields:
Field Names
Family Reunification
Achieved

4.39 Family Reunification Achieved
Data Types/Response Categories
No
Yes
Client doesn’t know
Client refused

Response Category Descriptions: None.
Special Considerations: None.

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Changes from Previous Data Standards: New data element.

4.40* Brief Services Contact Report
Rationale: To capture aggregate data for youth who present for services but who are not
entered into the program.
Collection Point(s): Upon contact.
Subjects: Youth to whom Basic Center or Transitional Living Program staff provide informal,
unstructured, or partial-day (drop-in type) services.
Federal Partner Requiring Collection: HHS: RHY.
Data Collection Instructions: A brief service contact occurs when a basic center or transitional
living program staff member counsels or otherwise works for less than six (6) consecutive hours
with either of the following:
(1) a young person who has not been formally admitted to the program at the time of the
contact (2) other individuals associated with a young person who has not been formally
admitted to the program at the time of the contact.
A brief service contact might include, for example, a 45-minute phone consultation with a young
person seeking assistance, in which you provided a referral to an appropriate program. Brief
contacts may also be one-time interactions with parents, friends, and professionals to link a youth
with appropriate services outside your FYSB program. (This does not include formal drop in
services or street outreach services).

Data Element Fields:
Response Category Descriptions: None.
Field Names
RHY Program Type

Contact Type

4.40 Brief Services Contact
Data Types/Response Categories
Basic Center Program
Transitional Living Program
Other (text)
Call in
Drop in
Other

Contact Count
(number of persons in
need of services
during this specific
brief contact)
Program referrals

[Numeric field]

Foster Care/Child Welfare/Independent Living Program
Juvenile Justice or other youth correctional Program
Mental Health Services Program
Other [Type in referral name ]
Client refused
Not applicable

Special Considerations: Provide aggregate report on quarterly basis.
Changes from Previous Data Standards:

4.41

Turnaway/Waitlist Report*

Rationale: To capture aggregate data for youth who are otherwise eligible for Basic Center or
Transitional Living program services, but who are unable to receive shelter services due to
agency capacity.
Collection Point(s): Upon contact.
Subjects: All Clients.
Federal Partner Requiring Collection: HHS: RHY.
Data Collection Instructions: Enter aggregate counts of the number of youth who are turned
away or waitlisted.
Only TLP programs utilize “Waitlist” data element. Youth who are expected to be waitlisted for
30 days or more should be counted as a “Turnaway” record.

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Individual contacting
the agency

Youth
Parent/legal guardian of young person
Relative or friend of young person
Other adult or youth calling on behalf of young person
Partner/spouse of young person
Youth professional calling on behalf of young person
Other community professional calling on behalf of the young
person (such as police officer, social worker or school
personnel)

Data Element Fields:
Response Category Descriptions: None.
Field Names
RHY Program Type

4.41 Turnaway/Waitlisted
Data Types/Response Categories
Basic Center Program
Transitional Living Program
Other

Reporting Period
[Start Date: mm/dd/yyyy

Runaway and Homeless Youth Management Information System (RHYMIS) 3.0

Number of
“turnaway” requests
for assistance
received by phone
Number of
“turnaway” requests
for assistance
received in person

[TLP Only]Number of
youth on waitlist who
cannot receive shelter
services but who are
waitlisted to receive
services within 30
days.

End Date: mm/dd/yyyy]

[Numeric field]

Special Considerations: For Basic Centers, this question is used in conjunction with question
4.22 RHY- BCP Status.
Changes from Previous Data Standards:
*These questions will not be integrated into the HMIS data system but will still be required for
reporting through their quarterly report or other means.

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File Modified	2015-01-15
File Created	2015-01-15