Documents

HMIS Training Documentation

Releases of Information (ROIs) and Client Consent

Standard HMIS ROIs: Sacramento CoC and Yolo CoC
- Annotated ROI Job Aid
VI-SPDAT Client Consent Forms: Sacramento CoC and Yolo CoC
Request to Revoke HMIS Consent

HMIS Consumer Notices and Privacy Statements

The HMIS Consumer Notices (HUD-Funded and Non-HUD Funded) explain why HMIS participating agencies ask for client’s personal private information (PPI) and how it is used to address issues of homelessness in our community. These documents must be printed and physically posted for clients to see.

The HMIS Privacy Statements (HUD-Funded and Non-HUD Funded) outline the minimum safety standards that our community has set for how client PPI is collected, used, and protected. It is strongly recommended that this document be posted on the agency’s website if possible.

HUD Data Standards

The Department of Housing and Urban Development (HUD) provides Data Standards to allow for standardized data collection on homeless individuals and families across systems and regions of the United States.

2024 HMIS Data Standards – This link will take you to the an interactive tool on the HUD Exchange website that will allow you to search the most recent version of the data standards. Additionally, there are HMIS Data Standards Manuals for specific types of programs. Those are listed below.

HMIS Access Documentation

New Agencies – Detailed Directions

HMIS Partner Agency Agreement (sign and submit)
Inter Agency HMIS Data Sharing Agreement (sign and submit)
HMIS Privacy & Security Plan (read)
HMIS Data Quality Plan (read)
HMIS Policies and Procedures Manual (read)
Sacramento & Yolo County Agencies Participating in HMIS (reference)

HMIS Access Requests – Detailed Directions

HMIS Access Request Form (submit)

Getting Your Clients Doc-Ready

Here are some of the most common forms used for applications to housing programs, specifically ones that require proof of homeless status.

The Homelessness Certification Form (SSF) affirms the homeless status of an individual or family that is working with your agency.
The At Risk of Homelessness Certification Form (SSF) is used by agencies to affirm an individual or family is at-risk of experiencing homelessness at the time the certification is completed.
The Housing Document Readiness Form prepares a client to be doc ready for permanent supportive housing and rapid rehousing programs.
The Homelessness History Mapping Tool (SSF) chronicles a client’s homeless status, including who can verify the information.
The Chronic Homelessness Certification Form (SSF) affirms that an individual or family meets the HUD Definition of Homelessness.
The Third Party Homelessness History Verification (SSF) allows people outside of your agency to affirm that they witness or provided services to an individual to document their homeless status.
The Self-Certification Form (SSF) allows clients to detail their own homeless history. If this for is being used to document more than three months of history, you must also include the Homelessness History Mapping Tool listed above.
The Disability Certification (SSF) certifies the disability status of an individual by either including a copy of the client’s SSDI or VA Disability income verification or by having a licensed professional affirm that the client has a disability as defined by the HEARTH Act of 2009