Forms & Manuals

Program Request Forms

• New Program Request Form Updated 2021
• Bed and Unit Inventory (BUI) Update Form
  • "How to Determine Bed & Unit Inventory" Mini Guide (2021)
• Program Change Form 

Work Flow Manuals

• RRH Workflow Training Revised 3.2023
• RRH Workflow Training - Video  06.2021

HUD HMIS System Standards

• HMIS Standards
• 2022 HMIS Data Standards – Manual
• 2022 HMIS Data Standards- Data Dictionary

Client Intake Forms & Guides

• Client Consent To Data Collection And ROI Revised 7-26-2021
• How to add an Electronic Signature ROI (PDF)
• How to add an Electronic Signature ROI (Video)
• Client Consent and Coordinated Assessment: What can I enter into HMIS?
• Client Consent and the VI-SPDAT: What can I enter into HMIS?
  
• Client Consent and the HPAT: What can I enter into HMIS?
  

General HMIS Forms

• Partner Agency List Rev. 12.2021
• HMIS Privacy Statement Rev. 6.2020
• HMIS Standard Operating Procedures (SOPs) Rev. 8.2021
• HMIS Client Grievance Form Rev. 7.2020

Forms & Documents for Agency Administrators

• SCC HMIS Partner Agency Privacy and Data Sharing Agreement Revised 01.12.2023
• Technical Administrator and Security Officer Agreement version 10.21.2021
• Electronic End User Agreement version 01-29-2020
• SCC HMIS Quarterly Compliance Certification Checklist version 07.2021 (DOC Version)
• SCC HMIS Quarterly Compliance – Self Certification
• Santa Clara County Agency Admin. Meeting Attendance Policy Revised 01.2020
• Santa Clara County CoC Continuous Data Quality Improvement Process September 2016

VI-SPDAT Resources

VI-SPDAT (Replaces H1K Vulnerability Index)

• VI-SPDAT for Single Adults updated Oct 2022
  
• VI-SPDAT for Families with Children updated Oct 2022
  
• VI-SPDAT for Youth updated updated Oct 2022
  
• JD VI-SPDAT for Justice Dischargees updated Jan 2023

Justice Discharges VI-SPDAT (JD-VI-SPDAT)

• JD-VI-SPDAT Form Packet (Please use HMIS for current form) 

SPDAT Forms (Replaces Self-Sufficiency Matrix)

• SPDAT-v4.01-Single-Print
• F-SPDAT 

Homeless Prevention Assessment Tool (HPAT)

• HPAT  (English Fillable)
• HPAT (Spanish Translation)
• HPAT (Vietnamese Translation)

Additional VI-SPDAT Resources

• When should I do a VI-SPDAT? 
• FAQ for Service Providers who do not administer the VI-SPDAT 
• FAQ for Victim Service Providers (VSPs) who administer the VI-SPDAT 
• FAQ for Providers who administer the VI-SPDAT
• FAQs - Client Handout in English
• FAQs - Client Handout in Spanish
• FAQs - Client Handout in Vietnamese
  
  

Program-Specific Forms

HUD Continuum of Care Program (CoC) Updated 10.25.2021

• Intake Form PDF | DOC
• Status Assessment Form PDF | DOC
• Exit Form PDF | DOC

Homeless Prevention Services Program (HPS) Updated 01.19.2022

• Intake Form PDF | DOC
• Status Assessment Form PDF | DOC
• Exit Form PDF | DOC

HHS Runaway and Homeless Youth Program (RHY) Updated 10.25.2021

• Intake Form PDF | DOC
• Status Assessment Form PDF | DOC
• Exit Form PDF | DOC

SAMHSA Projects for Assistance in Transition from Homelessness (PATH) Updated 10.25.2021

• Intake Form PDF | DOC
• Status Assessment Form PDF | DOC
• Exit Form PDF | DOC

VA Programs (SSVF, GPD) Updated 10.25.2021

• Intake Form PDF | DOC
• Status Assessment Form PDF | DOC
• Exit Form PDF | DOC

UPLIFT Updated 12.23.2021

• Intake Form PDF
• Status Assessment Form PDF
• Exit Form PDF 

(CE) Minimum Screen Forms Updated 12.9.2021

• Intake Form PDF | DOC
• Exit Form PDF | DOC

FEMA Intake Forms Updated 12.23.2021

• Intake Form PDF | DOC
• Exit Form PDF |  DOC
• Intake Form Minor PDF | DOC

Clarity HMIS: HUD-CoC Congregate NCV Program Intake (Back Data Entry) Updated 10.27.2021

• Intake Form PDF | DOC

Housing Problem Solving Documents

• Housing Problem Solving HMIS Quick Guide (PDF)
• DSW Flow Chart (PDF)
• HMIS Surge Data Collection Form (PDF, DOC)
• Housing Problem Solving Services Form (PDF, DOC)
• Participant Acknowledgement (PDF)
• W9 Form (PDF)
• HPS Summary Form Participant Check Request (PDF, DOC)
• Housing Problem Solving Minimal Intake Form (PDF, DOC)
• Housing Problem Solving Exit Form (PDF, DOC)

Current Living Situation (CLS) Assessment

Translated Forms

• Spanish forms
• Vietnamese forms
• Chinese Forms

Other Tools & References

• Santa Clara County Community Queue Referrals - Standard Location Practices
• Domestic Violence, Sexual Assault, and Human Trafficking Pre-Screening Tool and Referral Guide
• How to Exit Clients from a Program
• How to Create an Anonymous Client Profile
• When a Client Requests a Name Change
• SCC ROI FAQ Sheet
• SCC ROI Completion – Instructions Guide
• CCP Reports User Guide
• How To Fix Common Annual Assessment Errors
• SCC Helpful Reports Guide
• Victim Services Screening Tool and Training
• How to ask well-being questions in PSH Enrollment