NbN Emergency Shelter and Street Outreach: Recording Contacts and Engagements

Introduction

To comply with HUD Data Standards, all night-by-night emergency shelter and street outreach projects must record contacts and engagements with people experiencing homelessness. This is accomplished by documenting the client's current living situation and the date they became engaged with project services.

In this article

1. Update a Client's Current Living Situation
2. Record the Date of Engagement

Update a Client's Current Living Situation

A contact is defined as an interaction between a worker and a client designed to engage the client, including activities such as a conversation about the client's well-being or needs, an office visit to discuss their housing plan, or a referral to another community service. A Current Living Situation (CLS) must be recorded anytime a client is met, including when a Date of Engagement or Project Start Date is recorded on the same day.

Data Entry Steps

1. In the entry assessment, scroll down to the Current Living Situation sub-assessment. This data element shows that contact was made between a client and a service provider and captures details about the client’s living situation at the time of the interaction.

2. Click on the magnifying glass to open the sub-assessment pop-up.
3. Check for an active row without an End Date.
a. If there is one, click on that row’s edit pencil.
b. In the Edit Recordset pop-up, enter an End Date that is one day prior to the current date, then select Save.

4. Click on Add and fill out the following fields for street outreach and emergency shelter:
a. Start Date: Enter the current date.
b. Information Date: Same as the Start Date.
c.  Current Living Situation: Select the most accurate option.


5. Click on Save when you are done recording the Current Living Situation.

6. Scroll to the bottom of the entry assessment and select Save & Exit to finish. 

Record the Date of Engagement 

An engagement is the point when an interaction with a client results in a deliberate client assessment or beginning of a case plan. The Date of Engagement (DoE) should be entered into HMIS on the date the client and worker begin engaging. This date may be on or after the project entry date and must be on or prior to project exit. If the client exits without becoming engaged, the Date of Engagement should be left blank.

Data Entry Steps

1. In the entry assessment, scroll down to the  Date of Engagement data element, below the Current Living Situation sub-assessment.

2. Record the date the worker first engaged with the client.

3. Scroll to the bottom of the entry assessment and select  Save & Exit to close it.