RHY Program Manual

This Manual is intended to serve as a reference tool to provide basic guidance on data collection for Runaway and Homeless Youth (RHY) Program service providers who are using the integrated Homeless Management Information System (HMIS) data system to capture youth data.

Data are collected from RHY grantees on a semi-annual basis and are categorized in two parts: Universal Data Elements (UDE) and RHY Program Specific Data Elements (PSDE).

Universal Data Elements are data required to be collected by all federal programs participating in HMIS, regardless of funding agency. The UDEs serve as the basis for producing unduplicated estimates of the number of people experiencing homelessness, accessing services from homeless services providers, basic demographic characteristics of people experiencing homeless, and patterns of service use, including information on shelter stays and homelessness over time.

RHY Program Specific Elements allow us to continue to capture critical information about the employment and educational status, critical issues, services and outcomes that are unique to the unaccompanied youth who RHY programs have served for over 40 years.

Consent Needed for Data Sharing

Data sharing refers to the electronic sharing of client information via an HMIS. Data sharing can have some important advantages for communities who want to learn more about the experiences of their homeless population and can help improve coordination of services for youth. However, data can only be shared if written consent is obtained from the parent or legal guardian of a youth who is under age 18 or with written consent from a youth who is 18 and older. RHY grantees are encouraged to share identifiable data within the programs using the same HMIS system within a CoC where there is consent but are not required to do so.

The RHY rule states the following regarding data sharing:

Pursuant to the Act, no records containing the identity of individual youth, including but not limited to lists of names, addresses, photographs, or records of evaluation of individuals served by a Runaway and Homeless Youth project may be disclosed or transferred to any individual or to any public or private agency except:

For Basic Center Program grants, records maintained on individual runaway and homeless youth shall not be disclosed without the informed consent of the individual youth and parent or legal guardian to anyone other than another agency compiling statistical records, or a government agency involved in the disposition of criminal charges against an individual runaway and homeless youth.
For Transitional Living/Maternity Group Home Program, records maintained on individual homeless youth shall not be disclosed without the informed consent of the individual youth to anyone other than an agency compiling statistical records;
Research, evaluation, and statistical reports funded by grants provided under section 343 of the Act are allowed to be based on individual data, but only if such data are de-identified in ways that preclude disclosing information on identifiable individuals;
Youth served by a Runaway and Homeless Youth project shall have the right to review their records; to correct a record or file a statement of disagreement; and to be apprised of the individuals who have reviewed their records.
State law protection. HHS policies regarding confidential information and experimentation and treatment shall not apply if HHS finds that state law is more protective of the rights of runaway or otherwise homeless youth. roce
Procedures shall be established for the training of project staff in the protection of these rights and for the secure storage of records. 45 CFR §1351.21.

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RHY CSV Export Report and Instructions