RHY Data Collection Memo

DATE: May 26, 2015
TO: All Runaway and Homeless Youth Grantees
FROM: Resa Matthew, Director; Division of Adolescent Development and Support
SUBJECT: RHY Data Collection and Data Entry into RHY-HMIS 

Data Collection
The Family and Youth Services Bureau (FYSB) is providing this memo as a reminder to all Runaway and Homeless Youth (RHY) grantees that collecting data from a youth client who is served by a FYSB funded project is not optional – it is a requirement of receiving FYSB funding. Specifically, all FYSB-funded projects must attempt to collect RHY data from clients benefitting from those funds. The transition from data entry in RHYMIS to data entry in RHY-HMIS does not signal any change in this requirement. RHY grantees must continue to collect data from youth clients and enter it into the RHY-HMIS system.

FYSB is still required to collect RHY data which must be reported to Congress and must remain in compliance with the statute. RHY legislation states: “Grantees will also be required to submit statistical reports profiling the clients served. The statistical reporting requirements are mandated by the Act which states that ‘runaway and homeless youth projects shall keep adequate statistical records profiling the children and families which it serves. . .’ ” [45CFR §1351.20].

Data Entry
RHY data collection and entry are requirements for recipients of FYSB funding. Data are expected to be collected on each youth served in each RHY program and each time a youth is served by the program (i.e., for every intake/exit).

FYSB, as a partner with the U.S. Department of Housing and Urban Development (HUD) and other federal agencies serving homeless populations, has made the determination that RHY grant recipients are now (as of April 2015) required to report via the local community’s Homeless Management Information System (HMIS). This means the following:

RHY grantees were expected to begin entering client-level data into RHY-HMIS by April 15, 2015. By now, grantees should have been engaging with their local Continuum of Care (CoC) to ensure they have access to and training for the HMIS designated by their CoC. All RHYMIS records that were open as of October 1, 2014 or later need to be entered into RHY-HMIS by July 31, 2015.

If you have questions regarding RHY data collection or data entry requirements, please contact [email protected].

  • All clients served by RHY programs are expected to be entered into the HMIS.
  • All information required by RHY as outlined in the HMIS Data Standards is entered for each youth. This includes the youth’s name, social security number, date of birth, etc.
  • When youth do not know all or some of the information asked, RHY grantee staff will follow the HMIS Data Standards Manual and guidance of the local HMIS. For example, for youth who do not know their social security number or know part of their social security number, grantee staff should enter the partial social security number if the youth provides it or leave the entry blank, and in the data quality field identify the “client does not know.”
  • Including the client’s basic demographic information in the HMIS is critical to improving the accuracy of client counts. It enables the system to recognize an existing client record and prevent duplication.

RHY grantees were expected to begin entering client-level data into RHY-HMIS by April 15, 2015. By now, grantees should have been engaging with their local Continuum of Care (CoC) to ensure they have access to and training for the HMIS designated by their CoC. All RHYMIS records that were open as of October 1, 2014 or later need to be entered into RHY-HMIS by July 31, 2015. If you have questions regarding RHY data collection or data entry requirements, please contact [email protected].