Social Security Number* Yes All Clients Once per client Date of All Clients Once per client Race Yes All Clients Once per client Ethnicity Yes All Clients Once per client Gender Yes All Clients Once per client Veteran Status Yes All Adults At Program Entry Disabling Condition Yes All Clients At Program Entry Residence Prior to Program Entry Yes All Adults At Program Entry Housing Status Yes All Clients At Program Entry and Exit Project Entry Date Yes All Clients At Program Project Exit Date Yes All Clients At Program Exit Destination Yes All Clients At Program Exit Household Number Yes All Clients At Program Entry Zip Code of Last Permanent Address Yes All Adults Served At Program Entry Income and Sources Yes All Adults Served At Program Entry, Update, and Exit Non-Cash Benefits Yes All Adults Served At Program Entry, Update, and Exit Services Provided Yes All Clients As provided Financial Assistance Provided Yes All Clients As provided SSVF Data Quality and Completeness Policy SSVF grantees are required to attempt to collect every data element for every person served; grantees are required to enter data into HMIS for every person served. National-level counts of SSVF participants and tracking of outcomes are based on HMIS data. Only clients for whom data is entered into HMIS and successfully uploaded to the Repository can be counted by VA as having been served by SSVF grantees. Some data elements in HMIS include options for ‘Don’t know’ and ‘Refused.’ In some cases, these responses are unacceptable for SSVF clients.
When you zip your files, make sure to zip ONLY the CSV files.Don’t zip up the folder that they’re in; if they’re in a folder inside the ZIP file, the Repository will not be able to find them. You can name the ZIP file anything you want – just make sure that the name includes the .zip extension and does not contain any special characters such as #, $, %, @, etc. Letters, numbers, dashes (-), underscores (_), and periods (.) are the only characters you should use when you name your ZIP file. There are also several software applications that will create ZIP files, including 7-zip, WinZip, WinRAR; or MagicRAR. If you have one of these installed on your computer, you are welcome to use it to zip your files. Uploading CSV Data From the list of User Options on the left-hand side of the page, click on Upload CSV. Next, enter the following information about your upload. Program – Select the name of the specific SSVF program for which you are uploading data. Zip file – Selecting “Choose File” will open a dialog box in which you can select the zip file from your network or hard drive. Options – You have two options: Validate and upload – This is the default; it will validate your file and – if the file meets the data quality requirements – transmit the data to the Repository database. Validate only – This option will validate your file but WILL NOT upload it. You can use this to check your data quality if you’d like to review it before deciding whether or not to upload your file. If after validating your data, you would like to proceed with uploading it, select “Upload Data” at the bottom of the validation page. The validate and upload option is a single step process, but it may take several minutes to complete; please wait for the Repository to display the results without clicking Back or closing your browser window. The Repository will process your files and check them for data quality and to make sure that the files include all of the necessary columns. When it’s done, it will display a file validation report. See the File Validation section for more information about how to read the results.
RESIDENCE PRIOR TO PROGRAM ENTRY [All adults] Emergency shelter, including or motel paid for with emergency shelter voucher Place not meant for habitation (e.g. a vehicle, an abandoned building, bus/train/subway station/airport or anywhere outside) Transitional housing for homeless persons (including homeless Other: _______________________ Permanent housing for formerly homeless persons (such as SHP, S+C, or SRO Mod Rehab) Safe Haven Psychiatric hospital or other psychiatric facility Rental by client, with VASH housing subsidy Substance abuse treatment facility or detox center Rental by client, with housing subsidy Hospital (non psychiatric) Owned by client, with ongoing housing subsidy Jail, prison, or juvenile detention facility Rental by client, no ongoing housing subsidy Staying or living in a family member’s room, apartment, or house Owned by client, no ongoing housing subsidy Staying or living in a friend’s room, apartment, or house Client does not know Hotel or motel paid for without emergency shelter voucher Client refused Foster care home or foster care group home
Has the client received any income from any source over the last 30 days? No Client does not know Yes Client refused [IF YES] Complete the following: Source of income Receiving income from source? Amount from source (round to nearest dollar) Earned income (i.e., employment income) No $ .00 Yes Unemployment Insurance No $ .00 Yes Supplemental Security Income (SSI) No $ .00 Yes Social Security Disability Income (SSDI) No $ .00 Yes Veteran’s disability payment No $ .00 Yes Private disability insurance No $ .00 Yes Worker’s compensation No $ .00 Yes Temporary Assistance for Families (TANF) No $ .00 Yes General Assistance (GA) No
Suffix PROGRAM EXIT DATE [All clients] / / Month Day Year HOUSING STATUS AT EXIT [All clients] Literally homeless Client does not know Housed and at imminent risk of losing housing Client refused to provide Housed and at-risk of losing housing Stably housed DESTINATION [All clients] Emergency shelter, including or motel paid for with emergency shelter voucher Owned by client, no housing subsidy Places not for habitation (e.g., a vehicle, an abandoned building, bus/train/subway station/airport or anywhere outside) Owned by client, with housing subsidy Hotel or motel paid for without emergency shelter voucher Foster care home or foster care group home Transitional housing for homeless persons (including homeless youth) Hospital (non psychiatric) Permanent housing for formerly homeless persons (such as SHP, S+C, or SRO Mod Psychiatric hospital or other psychiatric facility