Program Specific Data Elements

You may print this page by clicking HERE.
Or you can access the print options (including Print Preview) from your browser's File Menu item.

Data Dictionary: Program Specific Data Elements

HUD Data Standards Reference Guide

Program Specific Data Elements	Name in Safe Harbors	Responses	Definition/Special Issues	Page Number in HUD Data Standards
Income and Sources (4.1)	Income in the past 30 days?	No Yes Don't know Refused	As a general rule, income is assigned to a household member if the income source/amount leaves the household upon the departure of that member. An income source/amount should not be assigned to more than one person in the same household. For Temporary Assistance for Needy Families (TANF), Child Support, Alimony or other spousal income, the responses should be assigned to the adult member of the household who is issued the income payment. For Supplemental Security Income (SSI) received on behalf of a minor child, income source/amount should be assigned to the minor child. However, if it is not possible to discern which minor child the SSI benefit is intended for, the program may assign the SSI benefit to the child's parent or legal guardian.	Page 66
	Income source	Earned Income Unemployment Insurance Supplemental Security Income (SSI) Social Security Disability Income (SSDI) Veteran's disability payment Private disability insurance Worker's compensation Temporary Assistance for Needy Families (TANF) General Assistance (GA) Retirement income from Social Security Veteran's pension Pension from a former job Child support Alimony or other spousal support Other source No Financial Resources Cal Works AFDC		Page 66
	Amount	Write-in (Number)		Page 66
Non-Cash Benefits (4.2)	Non-cash in the past 30 days?	No Yes Don't know Refused	For households with more than one member, non-cash benefits should be assigned in HMIS to all members of the household for whom the benefit is intended. For example, if an entire family is enrolled in Medicaid, the Non-cash benefit source of ""Medicaid health insurance program"" would be assigned for all household members.	Page 69
	Non-cash benefit	Food stamps or Benefits Card MEDICAID MEDICARE State Children's Health Insurance VA Medical Services Private Health Insurance Earned Income Tax Credit TANF Child Care TANF Transportation Other TANF-Funded services Temporary Rental Assistance Section 8 or Rental Assistance No Health Insurance Not Eligible for Mainstream Benefits WIC Other Don't Know Refused		Page 69
Physical Disability (4.3)	Do you have a physical disability?	No Yes Don't know Refused	A physical disability means a physical impairment which is (a) expected to be of long, continued and indefinite duration, (b) substantially impedes an individual's ability to live independently, and ( c) of such a nature that such ability could be improved by more suitable housing conditions	Page 72
	If you have a physical disability: Are you currently receiving services or treatment for this condition?	No Yes Don't know Refused		Page 72
Developmental Disability (4.4)	Do you have a developmental disability?	No Yes Don't know Refused	A developmental disability means a severe, chronic disability that is attributed to a mental or physical impairment (or combination of physical and mental impairment) that occurs before 22 years of age and limits the capacity for independent living and economic self-sufficiency	Page 74
	If you have a developmental disability: Are you currently receiving services or treatment for this condition?	No Yes Don't know Refused		Page 74
Chronic Health Condition (4.5)	Do you have a chronic health condition?	No Yes Don't know Refused	A chronic health condition means a diagnosed condition that is more than three 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 include heart disease, severe asthma, diabetes, adult onset cognitive impairments (PTSD, dementia...), cancer, liver condition, severe headache/migraine... In households with children accompanied by an adult, children's disability should be determined based on an interview with the adult in the household.	Page 76
	If you have a chronic health condition: Are you currently receiving services or treatment for this condition?	No Yes Don't know Refused		Page 76
HIV/AIDS (4.6)	Have you been diagnosed with AIDS or have you tested positive for HIV?	No Yes Don't know Refused	This information is required for determining eligibility for HOPWA program. Such information is covered by confidentiality requirements. This information should only be recorded when a program or project has adequate data confidentiality protections. For this data element, a high rate of Refused answers is acceptable due to the need to protect clients' confidentiality. If a client has a 'Yes' answer, that client should be unidentified in Safe Harbors.	Page 78
	If you have been diagnosed with AIDS or have tested positive for HIV: Are you currently receiving services or treatment for this condition?	No Yes Don't know Refused		Page 78
Mental Health (4.7)	Do you feel that you have a mental health problem?	No Yes Don't know Refused	A mental health problem may include serious depression, serious anxiety, hallucinations, violent behavior or thoughts of suicide. Programs 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 disability should be determined based on an interview with the adult in the household.	Page 79
	"Mental health problem: Expected to be on-going, indefinite in duration and substantially impairs ability to live independently"	No Yes Don't know Refused		Page 79
	If you have a mental health problem: Are you currently receiving services or treatment for this condition?	No Yes Don't know Refused		Page 79
Substance Abuse (4.8)	Do you have a drug or alcohol problem?	No Yes Don't know Refused	Programs should be especially sensitive to the collection of domestic violence information from clients under the age of 18. In households with children accompanied by an adult, children's disability should be determined based on an interview with the adult in the household.	Page 81
	Substance abuse: Expected to be of long-continued and indefinite duration and substantially impairs ability to live independently	No Yes Don't know Refused		Page 81
	If you have a substance abuse problem: Are you currently receiving services or treatment for this condition?	No Yes Don't know Refused		Page 81
Domestic Violence (4.9)	Have you been a victim of domestic or intimate partner violence?	No Yes Don't know Refused	Programs should be especially sensitive to the collection of domestic violence information from clients under the age of 18. In households with children accompanied by an adult, children's domestic violence experience should be determined based on an interview with the adult in the household.	Page 82
	If you experienced domestic or intimate partner violence, how long ago did you have this experience?	Within the past three months Three to six months ago From six to twelve months ago More than a year ago Don't Know Refused		Page 82
Destination (4.10)	Destination	Emergency shelter, including hotel or motel paid for with emergency shelter voucher Transitional housing for homeless persons (including homeless youth) Permanent housing for formerly homeless persons (such as SHP, S+C, or SRO Mod Rehab) Psychiatric hospital or other psychiatric facility Substance abuse treatment facility or detox center Hospital (non-psychiatric) Jail, prison, or juvenile detention facility Rental by client, no housing subsidy Owned by client, no housing subsidy Staying or living with family, temporary tenure (e.g., room, apartment or house) Staying or living with friends, temporary tenure (e.g., room, apartment or house) Hotel or motel paid for without emergency shelter voucher Foster care home or foster care group home Place not meant for habitation (e.g., a vehicle, an abandoned building, bus/train/subway station/airport or anywhere outside) Other Safe Haven Rental by client, VASH Subsidy Rental by client, other (non-VASH) housing subsidy Owned by client, with housing subsidy Staying or living with family, permanent tenure Staying or living with friends, permanent tenure Deceased Don't know Refused	Destination describes where the client will be staying after they leave the program. For clients who will be staying with family or friends, select the response that includes the expected tenure of the destination (primary 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 either a housing subsidy provided through the Veterans Affairs Supportive Housing (VASH) program or other housing subsidy. Other housing subsidies may include a HUD-funded subsidy (e.g., public housing, Housing Choice Voucher or ""Section 8) or other housing subsidy (e.g., state rental assistance voucher).	Page 84
Employment (4.15A)	Are you currently employed?	No Yes Don't know Refused		Page 94
	If currently working, number of hours worked in the past week?	Write-in (Number)		Page 94
	If the client is not currently employed, is the client looking for work?	No Yes Don't know Refused		Page 94
	Is work permanent, temporary, or seasonal?	Permanent - Work that is contemplated to continue indefinitely Temporary - Work for a limited time only or for a specific piece of work and that work will last a short duration Seasonal - Work that can, by the nature of it, ordinarily only be performed during a certain season of the year		Page 94
Education (4.15B)	Currently in school or working on any degree or certificate	No Yes Don't know Refused		Page 95
	Received vocational training or apprenticeship certificates	No Yes Don't know Refused		Page 95
	Highest level of school completed	No schooling completed Nursery school to 4th grade 5th grade or 6th grade 7th grade or 8th grade 9th grade 10th grade 11th grade 12th grade, No diploma High school diploma GED Post-secondary school Don't Know Refused		Page 95
	If a client has received a high school diploma, GED, or enrolled in post secondary education, what degrees has the client earned?	None Associates Degree Bachelors Masters Doctorate Other Graduate/Professional Degree Certificate of advanced training or skilled artisan Don't Know Refused	Allow clients to identify multiple degrees	Page 95
General Health Status (4.15C)	Compared to other people your age, would you say your health is excellent, very good, good, fair, or poor?	Excellent Very good Good Fair Poor Don't Know Refused	Client's assessment of his/her health (and the health of minors with the household, if applicable) in comparison to other people their age	Page 97
Pregnancy Status (4.15D)	Are you pregnant?	No Yes Don't know Refused		Page 98
	What is your due date?	Write-in (Date)	The month, day, and year of the due date. If the day is unknown, record "01" as a default value. If the month is unknown, leave the data field blank.	Page 98
Veteran's Information (4.15E)	In which military service eras did you serve (choose all that apply)?	Post September 11, 2001 (September 11, 2001-Present) Persian Gulf Era (August 1991-Present) Post Vietnam (May 1975-July 1991) Vietnam Era (August 1964-April 1975) Between Korean and Vietnam War (February 1955-July 1964) Korean War (June 1950-January 1955) Between WWII and Korean War (August 1947-May 1950) World War II (September 1940-July 1947) Don't Know Refused	In identifying the military service area, begin with the most recent service era and proceed in descending order through the various eras. Allow clients to identify multiple service eras and branches of the military	Page 99
	How many months did you serve on active duty in the military?	Write-in (Number)		Page 99
	Did you serve in a war zone?	No Yes Don't know Refused		Page 99
	What war zone(s) (choose all that apply)?	Afghanistan Europe North Africa Vietnam Laos & Cambodia South China Sea China, Burma, India Korea South Pacific Persian Gulf Other Don't Know Refused	Allow clients to identify multiple service eras. Begin with the most recent service area and proceed in descending order through the various eras.	Page 99
	What was the number of months served in a war zone?	Write-in (Number)		Page 99
	Did you ever receive hostile or friendly fire in a war zone?	No Yes Don't know Refused		Page 99
	What branch of the military did you serve in?	Army Air Force Navy Marines Coast Guard Other Don't Know Refused	Allow clients to identify multiple branches of the military	Page 99
	What type of discharge did you receive?	Honorable General Medical Bad Conduct Dishonorable Other Don't Know Refused		Page 99
Children's Education (4.15F)	Is (child) currently enrolled in school?	No Yes Don't know Refused		Page 101
	What is the name of the child's school(s)?	Write-in		Page 101
	Was/Is the child connected to the McKinney-Vento Homeless Assistance Act School Liaison?	No Yes Don't know Refused		Page 101
	What type of school is it? Is it a public or private school?	Public school Parochial or other private school Don't know Refused		Page 101
	When was (child) last enrolled in school? If not enrolled, what is the date of the child's last school enrollment?	Write-in (Date)		Page 101
	If not enrolled, identify the problems in enrolling (child). I am going to read a list of problems that you may have had getting (child) into a school. Please tell me if you have experienced any of these problems for (child)?	None Residency requirements Availability of school records Birth certificates Legal guardianship requirements Transportation Lack of available preschool programs Immunization records Physical examination records Other Don't know Refused		Page 101
Reason for Leaving (4.15G)	Reason for Leaving	Left for a housing opportunity before completing program Completed program Non-payment of rent/occupancy charge Non-compliance with program Criminal activity/destruction of property/violence Reached maximum time allowed by program Needs could not be met by program Disagreement with rules/persons Death Unknown/disappeared	Reason the client left the program. If a client left for multiple reasons, record only the primary reason.	Page 103