HMIS 101: What Are Universal Data Elements (UDEs) and Why Are They Collected?

CLIENT IDENTIFIER DATA

One Value per Client Record

Collected once per client, regardless of project stays. Incorrect or outdated data must be corrected in the original record.

DATA

WHY WE COLLECT IT

3.01 Name

Client may provide preferred name. “Legal name” not required unless required by the funder. A full, legal name supports the unique identification of each person served.

3.02 Social Security Number (SSN)

Social Security Number (SSN) significantly supports the unique identification of each person served.

An important objective for ending homelessness is to increase access and utilization of mainstream programs. SSN is required for many mainstream programs and projects may need SSN to help clients access mainstream services.

3.03 Date Of Birth (DoB)

Date of Birth (DoB) is used to calculate a client’s age at any point during a project stay and supports the unique identification of each person served.

3.04 Race and Ethnicity

Clients self-identify with one or more of different racial and/or ethnic categories. The client may select as many race and/or ethnicity options that they identify with.

Supports system planning, local, and national understanding of who is experiencing homelessness.

3.06 Gender

Clients self-identify their gender identity with one or more of the gender categories.

3.07 Veteran Status

Indicates whether clients have ever spent time in the United States Armed Forces.

Supports an accurate count of how many veterans experience homelessness, and useful for screening for possible housing/service interventions and for understanding veterans’ service needs.

PROJECT STAY

DATA

One or More Value(s) Per Project Stay for a Client or Household

Must be collected or reviewed/updated upon EVERY project stay.

DATA

WHY WE COLLECT IT

3.08 Disabling Condition

Indicates whether clients have a HUD defined disabling condition.

Used with other information to identify whether a client meets the criteria for chronic homelessness.

3.10 Project Start Date

The date a client began participation in a project.

3.11 Project Exit Date

The date a client ended participation in a project.

3.20 Housing Move-In Date

Documents the date that a household admitted into a Permanent Housing project actually moves into housing. Necessary to calculate length of time to housing.

Critical to point-in-time and housing inventory counts as it differentiates households that are enrolled but still literally homeless from households that have already moved into permanent housing.

3.917 Prior Living Situation

To identify the type of living situation and length of time in that situation just prior to project start for all adults and heads of households.

Used with other information to identify if a client appears to meet the criteria for chronic homelessness at various points of enrollment.

3.12 Destination

Indicates where a client will stay immediately after exiting a project.

Critical for purposes of outcome measurement.

3.15 Relationship To Head of Household

Identifies one person to whom all other household members can be linked to at the time they enter a project.

Facilitates the identification and enumeration of households and enables reporting on household composition.

3.16 Enrollment CoC 

Links client data to the relevant CoC to ensure accurate counts of persons served.