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WATERLOO REGION
HOMELESS INDIVIDUALS AND
FAMILIES INFORMATION SYSTEM
2015/16 DATA ENTRY AND ADMINISTRATOR GUIDE
(DATA GUIDE)
Last Updated March 31, 2015
Table of Contents
Introduction .................................................................................................................................... 1
Tips for Interviewing Participants ................................................................................................... 3
Tips for Entering Information in HIFIS ............................................................................................ 4
Emergency Shelter Guidelines ........................................................................................................ 6
CHPI Supportive Housing ................................................................................................................ 6
Section A: Data Sharing Protocol Look-Up Tables Requiring Further Clarification ........................ 7
REASON FOR TURNAWAY ........................................................................................................... 7
LANGUAGE OF SERVICE ............................................................................................................... 9
GENDER IDENTITY ..................................................................................................................... 10
REASON FOR SERVICE................................................................................................................ 11
CONTRIBUTING FACTORS .......................................................................................................... 14
SOURCES OF INCOME ................................................................................................................ 18
HOUSING TYPES......................................................................................................................... 21
HOUSING – LOCATION (“Geo Regions”) ................................................................................... 24
EDUCATIONAL LEVEL (“Attainment”)........................................................................................ 25
CITIZENSHIP/IMMIGRATION STATUS ........................................................................................ 26
ABORIGINAL STATUS (“Indicators”) .......................................................................................... 27
VETERAN STATUS ...................................................................................................................... 28
REASON FOR DISCHARGE .......................................................................................................... 29
Section B: Optional Look-Up Tables Requiring Further Clarification ............................................ 32
Section C: Administrator Look-Up Tables for Set-Up ................................................................... 33
AGE CATEGORIES ....................................................................................................................... 33
AGENCIES................................................................................................................................... 34
BED TYPES.................................................................................................................................. 35
PROGRAM FUNDED BY .............................................................................................................. 36
FUNDING PROGRAM TYPES ...................................................................................................... 37
SERVICE PROVIDER SPECIALTIES ............................................................................................... 38
FUNDING PROGRAM NAME ...................................................................................................... 39
Appendix A: CHPI Housing Outcome Categories .......................................................................... 41
Appendix B: How Local Custom Values “Roll-Up” to National Values ......................................... 42
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Introduction
The “Waterloo Region Homeless Individuals and Families Information System (HIFIS) Data Entry
and Administrator Guide” (Data Guide) provides detailed directions for how to set-up the HIFIS
database and enter data so that the reports generated from the information are comparable
over time and across Canada.
In their Agreements with the Region of Waterloo (the Region), programs that use HIFIS have a
Data Sharing Protocol that outlines how HIFIS data is to be collected and exchanged – this Data
Guide forms part of that protocol. As the local HIFIS Community Coordinator, the Region has
signed a similar protocol with the Government of Canada.
Standard HIFIS Data Collection and Consent Forms are used to assist in the intake and discharge
process for each program, for every stay or period of service use or duration of service use. The
HIFIS Data Collection and Consent Form has two versions:

Regular: For participants who are a “family head (16+)”, an “adult partner of a family head
(16+)”, a “single child (12-15)”, a “single youth (16-24)”, or an “single adult (25+)”

Dependent: For dependents only, of any age.
These forms include all of the information that needs to be collected as part of the Data
Sharing Protocol. Where possible, the order of the questions on the forms follows the order of
the HIFIS screens that are used during intake/discharge.
HIFIS “book in” processes vary depending on household type (i.e., single versus family intake)
and whether the participant has accessed services in the past (i.e., first time versus returning
participant). The Data Guide takes these differences into account. The Data Guide also
identifies which responses are applicable to all participants versus those only applicable to
singles (most often participants 16 years old or older, with the exception of Lutherwood-Safe
Haven where single children are served between 12 and 15 years of age), family heads (defined
as the primary parents of families with one or more dependents), adult partners of family heads
(for two parent families) or dependents (most often children 15 years old or younger, but
possibly youth 16 to 24 years old or adults over 25 years old). Note that, for the purpose of
HIFIS, couples without children are considered as singles.
There are three main sections to the Data Guide:
Section A: This section provides definitions for thirteen of the look-up tables from the Data
Sharing Protocol that require further clarification to ensure that data is entered consistently.
They are listed below in order of the HIFIS screens that are used during intake/discharge:

Language of Service

Gender Identity

Reason for Service

Reason for Turnaway (collected during request for service/intake)

Contributing Factors
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
Sources of Income (only for singles or family heads and his/her partner, if applicable)

Housing Type

Housing – Primary Location

Educational Attainment

Citizenship/Immigration Status

Aboriginal Status

Veteran Status

Reason for Discharge
Remember that each participant will need to have all the information outlined in the Data
Sharing Protocol entered/confirmed for every stay or period of service use or period of service
use. Note that values that are bolded and underlined in this guide are unique to Waterloo
Region (see Appendix B for a table that outlines how these custom values “roll-up” to National
values).
Section B: Programs often choose to utilize data fields beyond those that form part of the Data
Sharing Protocol. Section B of the Data Guide provides definitions for these values so that data
is entered consistently. Note: This section is currently under review by the Waterloo Region
HIFIS Working Group.
Section C: This section of the Data Guide is for the HIFIS Administrator. It includes information
pertaining to correct set-up of the HIFIS database. Where applicable, information must align
with existing protocols or Agreements (e.g., program names associated Region funding,
capacity as outlined in the Agreement).
PLEASE NOTE:

It is very important that the data in HIFIS remains current. The database is used for
reporting trends at different points of time throughout the year from within the
organization, across the region, and beyond. On a daily basis, you must enter as much
accurate information as possible for each participant and for every stay or period of service
use or period of service use into HIFIS.

The Data Guide with its accompanying forms is reviewed each year to ensure that they
continue to meet the needs of programs and HIFIS site representatives. Please share any
comments, questions or concerns about these materials with the Community Coordinators:
o Angela Pye can be reached at [email protected] 519-883-2040
o Glenn Weber can be reached at [email protected] 519-742-8327 x 403

www.hifis.ca is the Federal Government’s website for all information related to HIFIS
including on-line training modules.
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Tips for Interviewing Participants

Questions should be asked in a private setting where other people cannot overhear the
conversation.

Please explain that we ask a few questions about things that may have contributed to their
experience of homelessness, so that we can better serve them.

Your job as a direct support worker is to interpret the answers as best you can. The Data
Guide is intended to be used as a guide, along with your best judgement.

The information that is entered should be based on the participant’s self-report, not on the
opinions of staff. If additional or different information is gathered during the participant’s
stay or period of service use or period of service use, please update HIFIS accordingly.

As noted in the Introduction, the Data Guide identifies which responses are applicable to all
participants versus those only applicable to certain household types or family roles. In
Waterloo Region, only Lutherwood-Safe Haven has a mandate to serve unaccompanied
children, participants ages 12-15 years old without a parent(s)/guardian(s); for the purpose
of HIFIS, these participants are considered singles.

Five programs serve families (Cambridge Shelter, Marillac Place, YWCA Emergency Shelter,
YWCA Lincoln Road, and Eby Village) and will use Appendix C for dependents. Appendix C
has fewer values for because some answers only apply to people who are at least 16 years
old and/or experiences for dependents are often tied to the circumstances/choices of the
family head. Dependents have responses that differ from their family head in cases where
they can act independently and/or have different experiences prior to intake.
Two examples help to illustrate this point:
o Contributing Factors: Reunification or parental abuse are the only values available
to dependents that could potentially differ from their family head; in these two
instances, the dependent’s experiences prior to intake were different from the
family head’s experiences. If the dependent was not reunited with his/her
parent/guardian or did not experience parental abuse as a contributing factor to the
current intake, the only other option is that he/she accompanied his/her
parent/guardian to the program.
o Housing Types: The only values available to dependents that could potentially differ
from their family head include foster care and group home. It is also possible that
dependents may have lived apart from the family head at the hospital, at another
family member’s home or with friends/relatives, on-reserve, at another shelter (e.g.,
Safe Haven), in a vehicle or abandoned building, or on the street; all of these values
are not restricted by age and dependents could live in each one without their
parent/guardian.
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Tips for Entering Information in HIFIS
SEARCH

Perform a thorough search for an existing participant record before creating a new one. If
you don’t find the record by searching for the first or last name, consider the following:
o The first and last names could have been entered in reverse order.
o The name could have been entered using all upper or lower case letters – in this
case, the record will be located at the very bottom or top of the list.
o If you still can’t find a record, perform a final search using the Health Card or SIN
number (if this information is collected).
DATA ENTRY

Do not use “CAPS Lock” when entering data.

Enter the participant’s names using title case (use a capital letter for the first letter and then
lowercase letters – example “Chan”; except where appropriate as in “McGinley”).

Enter the participant’s legal name in the First and Last Name boxes rather than a shortened
name or another name they are otherwise known as. Enter the participant’s middle name in
the Middle Name box and not any of the “AKA” boxes. Use the “AKA” boxes only for
additional, shortened names, or nicknames.

If you are entering data after midnight or the day after the participant actually “booked in”
or “booked out”, you must change the “book in”/“book out” date to accurately reflect the
date that the activity occurred and the cut-off time established in policy at your program
(HIFIS automatically inserts the current date). For programs that enter data “real time”,
there is an option to set the time at which point the new “day” would begin (e.g., programs
could set the time to 3:00am, which would mean that all participants “booked in” before
that time would be assigned an intake date of the day before). This option is located in the
Service Provider set-up (Administration rights are required).

All dates should be entered using the calendar function and not by typing in the date.
Remember to always select the day last when using the calendar.

Dates related to bulletins and comments should be included with all bulletins and
comments using the format “dd/mm/yy” and should be initiated by the worker making the
entry. Bulletins and comments should not be altered once entered.

Mobility indicator should be checked to indicate the person has a physical disability (e.g.,
visual, hearing or speech impediment; use of a wheelchair or other assistive device).
“BOOKING IN”
In order to “book someone in”, at minimum, you must enter:

Name
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
Age

Gender identity

Reason for service

Housing type (where they are coming from)1

Date (entered by default; if “booked in” after midnight ensure that the date is manually
adjusted)

Who “booked in” by (entered by default)

Copy feature: Data entered under citizenship/immigration status, language of service,
country of birth, emergency contact, and file number (not currently used in Waterloo
Region), can be copied between family members. Under “Client Details” of the family head,
select the “copy” icon and then the family members that you want to copy the information
to. This feature should only be used in cases where the answers for each of these look-up
tables are exactly the same.
ASSIGNING AND CHANGING FAMILY ROLES
Members of a family are assigned roles (Family Head, Partner of Family Head, or Dependent)
and these are attached to each “stay” or period of service use. If a member of a family returns
for service at a later date (e.g., was a Family Head and now is a Single), at the “Book In” there is
an option to select “book in as single”. Note that couples without children are admitted as
singles.
“BOOKING OUT”
In order to “book someone out”, at minimum, you must enter:

Reason for discharge

Housing type (where they are going to)1

Date (entered by default; if “booked out” after participant is discharged from the program,
ensure that the date is manually adjusted)

Who “booked out” by (entered by default)
If you get an error message when using HIFIS – don’t panic!
Click the OK or CANCEL button on the error message screen and then close HIFIS to clear the error.
You can then log back on and continue entering data.
1
See Appendix A for the CHPI Housing Outcome Categories that align with this look-up table.
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Emergency Shelter Guidelines
Emergency Shelter programs that are funded by the Region must follow the Emergency Shelter
Guidelines (last revised November 2007).
HIFIS is referenced in the Emergency Shelter Guidelines only with respect to service restrictions
(see section 3.2 on page 17/18), where it states that programs “must maintain records of all
service restrictions through HIFIS”. The current Emergency Shelter Guidelines state that
“records must include name of Participant, date the service restriction is issued, reason for
service restriction, date the service restriction is to be reviewed with the Participant, date the
service restriction will be lifted, Shelter or other destination to which the Participant was
referred, name of staff who issued the service restriction and name of staff who approved the
service restriction”.
In the “barred section” found in “Front Desk” of HIFIS, there is a space for some of this
information. Currently, this screen allows for data entry for name of participant, date service
restriction is issued, date the service restriction will be lifted, name of staff who entered/issued
the service restriction and name of staff who approved the service restriction. In the
“description field”, shelters will need to add the following: i) reason for service restriction, ii)
date the service restriction is to be reviewed with the participant (if applicable) and iii)
destination to which the participant was referred (if applicable).
In 2009, the HIFIS Working Group requested changes to the Emergency Shelter Guidelines.
These will be considered during the next revision process.
CHPI Supportive Housing
Between the fall of 2013 and spring of 2014, several Supportive Housing programs piloted the
use of HIFIS. They met separately over the course of the pilot and, at the end, decided to
integrate their use of HIFIS into regular program operations.
Supportive housing programs funded through the Community Homelessness Prevention
Initiative (CHPI) are in the process of being redesigned. A new set of programs will begin April 1,
2016 and HIFIS will be a part of the implementation processes.
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Section A: Data Sharing Protocol Look-Up Tables Requiring Further Clarification
This section provides definitions for thirteen of the look-up tables from the Data Sharing
Protocol that require further clarification to ensure that data are entered consistently. They are
listed below in order of the HIFIS screens that are used during intake/discharge (following
“reason for turnaway”).
REASON FOR TURNAWAY
** This look-up is applicable to emergency shelter programs only.**
WHERE TO ENTER IN HIFIS: Reception – Turnaways
QUESTION: Why is the program turning the person away? Choose one only.
Whenever possible, we want to collect data on people who are “turned away” either in person or over
the phone from emergency shelter programs. In instances when you do not know a person’s name, you
can select the participant “Anonym”. Turnaways may also be used to record participants who arrive and
then decide to leave. Enter “decided not to stay” if the reason for turnaway is not known.
FORM: This information is collected during request for service/intake.
FAMILY INTAKE PROCESS: Information about turnaways is collected for everyone who requests service
and is turned away, including dependents. For dependents, the values are limited because the
assumption is made that the reasons for turnaway are often tied to the circumstances/choices of the
family head, not the dependent. For the most part, family trends are analyzed using data from the
family head.
REPEAT INTAKE PROCESS: Information about turnaways is not copied between intakes; the data is
attached to the stay or period of service use, not the participant. Therefore, you need to enter a reason
for turnaway each time a person requests services and is not served or decides not to stay.
SELECTION
DEFINITIONS
BARRED
Currently barred from the facility
CASE PLAN
Refused service based on case plan (Roll-up to Barred).
DECIDED NOT TO STAY OR
PERIOD OF SERVICE USE
Chose to leave before being served.
HAS OTHER HOUSING
Found other housing arrangements.
HIGHLY INTOXICATED
Highly intoxicated from substance use – presents potential for
safety/security risk (turn this item off).
NO APPROPRIATE BEDS
AVAILABLE
No appropriate beds at the shelter/housing (e.g., person is not
eligible because of his/her age or gender, pet cannot be
accommodated, not physically accessible, person requires specific
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medical supports).
NO BEDS AVAILABLE
Shelter/housing is operating at or above capacity.
NOT AN APPROPRIATE SERVICE
PROVIDER DUE TO SAFETY
ISSUES
Service is not appropriate because it lacks safety features for people
fleeing abuse (e.g., women fleeing abuse from a partner).(roll-up to
safety/security risk)
SAFETY/SECURITY RISK
Presents safety/security risk to the facility, to employees and/or to
other participants (includes health risks/hygiene issues).
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LANGUAGE OF SERVICE
QUESTION: You do not need to ask this question. Enter the language that is being used during
the intake process – the answer will be English unless you are using a translator/interpreter.
Choose one only.
FORM: Use the appropriate HIFIS Data Collection and Consent Form.
FAMILY INTAKE PROCESS: Each family member needs to have his or her own language of
service. If the language of service is the same for all members, you can select “all members” at
the time of “book in” and each member will be assigned the same response to this question.
REPEAT INTAKE PROCESS: Information about language of service is copied between intakes;
the data is attached to the participant, not the stay or period of service use or period of service
use. Therefore, you do not need to re-enter a person’s language of service if the participant
returns.
SELECTION
Refer to look-up table for additional values.
ENGLISH
FRENCH
SPANISH
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GENDER IDENTITY
2
WHERE TO ENTER IN HIFIS : New Client – Add Client
QUESTION: You do not need to ask this question. However, if the participant volunteers that he
or she is transgender, enter it. Do not guess or assume he or she is transgender. Choose one
only.
FORM: Use the appropriate HIFIS Data Collection and Consent Form.
FAMILY INTAKE PROCESS: Family members need to have their gender identity entered
separately. There is no option to copy data about gender from one family member to the other.
REPEAT INTAKE PROCESS: Information about gender identity is copied between intakes; the
data is attached to the participant, not the stay or period of service use or period of service use.
Therefore, you do not need to re-enter a person’s gender if the participant returns.
SELECTION
DEFINITIONS
FEMALE
Participant self-identifies as being female.
MALE
Participant self-identifies as being male.
OTHER
Participant self-identifies as being of another gender.
TRANSGENDER
Participant self-identifies as being transgender.
2
Mandatory field in HIFIS.
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REASON FOR SERVICE
WHERE TO ENTER IN HIFIS3: Book In
QUESTION: What is the primary reason why you need to access this service? Choose one only.
By default, HIFIS assigns the start date as the “book in” date.
FORM: Use the appropriate HIFIS Data Collection and Consent Form.
FAMILY INTAKE PROCESS: Each family member needs to have their own reason for service. If the reason
for service is the same for all members, you can select “all members” at the time of “book in” and each
member will be assigned the same response to this question. For dependents, the values are limited
because the assumption is made that the reason for service is often tied to the circumstances/choices of
the family head, not the dependent. For the most part, family trends are analyzed using data from the
family head.
REPEAT INTAKE PROCESS: Information about reasons for service is not copied between intakes; the data
is attached to the stay or period of service use, not the participant. Therefore, you need to enter a
person’s reason for service each time he or she returns.
SELECTION
DEFINITIONS
CHILD REUNITED WITH PARENT
Reunited with parent/guardian who is staying at the shelter – with or
without Family and Children’s Services (F&CS) involvement.
CHILD/YOUTH WITH PARENT/
GUARDIAN
Accompanying a parent/guardian who is the recipient of services.
(Roll-up to Child Reunited with Parent)
COURT ORDERED OUT OF
ADDRESS
Peace bond or probation order not to return to previous address.
Does not apply to release from a Correctional Facility.
DETOXIFICATION
Requesting shelter/housing to allow for detoxification.
DISCHARGE FROM
CORRECTIONAL/JAIL
Released from a correctional facility and is a) mandated to stay or
period of service use at the shelter or b) has no alternative living
arrangements.
DISCHARGE FROM TREATMENT
– MEDICAL
Discharged from a medical treatment program with no housing
arrangements.
DISCHARGE FROM TREATMENT
– OTHER
Discharged from a substance treatment program with no housing
arrangements.
DISCHARGE FROM TREATMENT
– PSYCHIATRIC
Discharged from a psychiatric treatment program with no housing
arrangements.
3
Mandatory field in HIFIS.
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F&CS PLACEMENT
Family and Children's Services (F&CS) placed youth in shelter or has
ordered mother with baby/child to reside in shelter in order to keep
baby/child or for mother to regain care of baby/child. (Roll-up to
Agency Placement)
FAMILY/RELATIONSHIP
BREAKDOWN
Family/relationship breakdown is the primary factor. Includes
situations of abuse, youth and caregiver breakdown (e.g., with
guardian, foster parents, group home) or breakdown in roommate or
other relationship.
FINANCIAL CRISIS
Sudden loss of income such as unemployment and not able to pay
rent, EI waiting period, bankruptcy, etc.
HOT/COLD ALERT
Seeking shelter due to weather conditions.
HOUSING – EVICTION BY
LANDLORD
Forced to leave their previous housing by their landlord.
HOUSING – EVICTION BY OTHER
Forced to leave their previous housing – evicted by someone who
was not their landlord (e.g., roommate).
HOUSING – FIRE/FLOOD
Fire or flood in previous housing.
HOUSING – LACK OF
Cannot find affordable housing that meets their needs (e.g.,
support).
HOUSING – LEASE EXPIRED
Lease expired and unable to find suitable housing. Would have
otherwise be housed if lease was still in effect.
HOUSING – UNSAFE
Previous housing was in poor condition or condemned. It was
physically unsafe to continue living there.
NEW ARRIVAL TO AREA
Recently arrived in the city without housing (not an immigrant or
refugee).
NEW IMMIGRANT
Recently immigrated. Or a refugee without housing arrangements or
with sponsorship breakdown.
PARENT/GUARDIAN FLEEING
ABUSE
Accompanying a parent/guardian who is fleeing abuse.
PERSONAL SAFETY
Personal security and safety threat defined as a situation which may
be in the form assault, sexual assault, assault causing bodily harm,
threat of assault, uttering threats of death/damage, or harassment
(e.g., abuse by roommate etc.). Situation may also include fleeing
substance use activity or leaving the housing in order to better
support a recovery plan.
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PREGNANCY
Seeking support with pregnancy/parenting
REFERRAL FROM ANOTHER
SHELTER
Referred from another shelter.
RESPITE
Seeking respite services. (Roll up to seeking specific services)
SEEKING SPECIFIC SERVICES
Seeking a service the shelter/housing offers (e.g., supportive
housing, etc.). Only use if this is the primary reason (e.g., not
because of family/relationship breakdown or lack/loss of housing
etc.).
SUPPORT WITH SOBRIETY
Seeking support with sobriety. (Roll up to seeking specific services)
STRANDED IN AREA
Unable to leave the city; no housing.
TRANSIENT LIFESTYLE
Comes and goes from various housing arrangements on a regular
basis over a period of time (e.g., shelter, streets, camping, and couch
surfing, etc.).
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CONTRIBUTING FACTORS
WHERE TO ENTER IN HIFIS: Client Details – Various Factors - Contributing Factors
QUESTION: What has contributed to why you are accessing this program? For example, why were you
evicted? Choose as many as applicable.
Select the items from the drop-down menu. Click the “add a new contributing factor” button after each
choice. The dates associated with each contributing factor do not necessarily align with a participant’s
stay or period of service use – they are intended to show a chronology of factors over time. Therefore,
the start date of the contributing factor should be the date of intake and the end date should be left
blank. Do not enter an end date unless the factor is no longer relevant. If the discharged participant
returns for service, and the previously identified contributing factor(s) are no longer relevant, the end
date should be entered as the day before they re-admitted into the shelter (the end date is set for
reporting purposes only – it doesn’t have to be the actual end date related to the circumstances of the
person’s life). Some factors will be time limited (e.g., discharge from correctional facility), while others
may persist over a longer period of time (e.g., anger management). Any factors that do not have an end
date will remain “open” in HIFIS until they are changed.
FORM: Regular HIFIS Data Collection and Consent Form (not for dependents).
FAMILY INTAKE PROCESS: Family members need to have their contributing factors entered separately.
There is no option to copy this data from one family member to the other. At this time this data is not
required for dependents, as for the most part, family trends are analyzed using data from the family
head.
REPEAT INTAKE PROCESS: Information about contributing factors remains in HIFIS between intakes; the
data is attached to the participant, not the stay or period of service use. During the repeat intake
process, if there are contributing factors that are still “open” from a previous stay or period of service
use, verify whether or not this information is still current. If a factor is not longer relevant, but you do
not know when it ended, enter the end date as the day after the last date of discharge. (To do this, click
on the “client activities” icon and select the stay or period of service uses to verify the last “book out”
date.) Reports about contributing factors only include information that is relevant to a person’s stay or
period of service use; therefore, it is not critical that correct end dates are entered during the time inbetween intakes. Nevertheless, if the true end date is known, please enter it.
SELECTION
DEFINITIONS
ANGER MANAGEMENT
Inability to manage anger.
CONFLICT WITH LAW
Problems associated with the law. Participant may currently be in
conflict with the law or may have charges pending.
COURT ORDERED OUT OF
ADDRESS
Peace bond or probation order not to return to previous address.
Does not apply to release from a Correctional Facility.
DEVELOPMENTAL DISABILITY –
ACQUIRED BRAIN INJURY
Significant limitations in cognitive and adaptive functioning that
started after 18 years of age (e.g., due to head injury/damage).
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DEVELOPMENTAL DISABILITY –
CONGENITAL (OTHER THAN
FASD)
Significant limitations in cognitive and adaptive functioning that
started before 18 years of age. Does not include Fetal Alcohol
Spectrum Disorder.
DEVELOPMENTAL DISABILITY –
FETAL ALCOHOL SPECTRUM
DISORDER
Significant limitations in cognitive and adaptive functioning due to
the biological mother’s alcohol consumption during pregnancy.
DISCHARGE FROM
CORRECTIONAL/JAIL
Released from a correctional facility and is a) mandated to stay or
period of service use at the shelter or b) has no alternative living
arrangements.
DISCRIMINATION
Discrimination including actions, behaviours or processes that deny
equal and fair treatment.
FAMILY/RELATIONSHIP
BREAKDOWN
Family/relationship breakdown but not abuse. Includes youth and
caregiver breakdown (e.g., with guardian, foster parents, group
home) and breakdown in roommate or other relationship.
FINANCIAL CRISIS
Sudden loss of income such as unemployment and not able to pay
rent, EI waiting period, bankruptcy, unexpected expenses, long-term
experience of poverty, etc.
GAMBLING ADDICTION
Compulsive gambling.
HOUSING – EVICTION BY
LANDLORD
Forced to leave their previous housing by their landlord.
HOUSING – EVICTION BY OTHER
Forced to leave their previous housing – evicted by someone who
was not their landlord (e.g., roommate).
HOUSING – FIRE/FLOOD
Fire or flood in previous housing.
HOUSING – LACK OF
Cannot find affordable housing that meets their needs (e.g., around
support, size, or income).
HOUSING – LEASE EXPIRED
Lease expired and unable to find suitable housing. Would have
otherwise be housed if lease was still in effect.
HOUSING – UNSAFE
Previous housing was in poor condition or condemned. It was
physically unsafe to continue living there.
INELIGIBLE FOR SOCIAL
ASSISTANCE
Ineligibility for financial assistance from the government.
LGTBQIA
Identify as Lesbian, Gay, Bisexual, Transgender, Questioning,
Intersex, or Asexual. (Roll-up to Discrimination)
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MEDICAL CONDITION
Health or medical condition.
MENTAL HEALTH
Physical, cognitive, affective, behavioural or social patterns that
interact with the environment in a dysfunctional manner due to a
mental health issue.
NEW ARRIVAL TO AREA
Recently arrived in the city without housing (not an immigrant or
refugee).
NEW IMMIGRANT
Recently immigrated. Or a refugee without housing arrangements or
with sponsorship breakdown.
PARENTAL ABUSE – PHYSICAL
Infliction of physical injury by a parent, guardian or any other person
in the household who exerts authority over the child/youth (e.g.,
step-parent, parent’s partner).
PARENTAL ABUSE –
PSYCHOLOGICAL
Emotional abuse (psychological or verbal abuse) including acts or
omissions with the potential to cause serious behavioural, cognitive,
emotional or mental health issues to a child/youth by a parent,
guardian or any other person in the household who exerts authority
over the child/youth (e.g., step-parent, parent’s partner).
PARENTAL ABUSE – SEXUAL
Sexual abuse including a wide range of sexual behaviours by a
parent, guardian or any other person in the household who exerts
authority over the child/youth (e.g., step-parent, parent’s partner).
PARTNER ABUSE – FINANCIAL
Financial abuse by a partner.
PARTNER ABUSE – PHYSICAL
Physical abuse by a partner.
PARTNER ABUSE –
PSYCHOLOGICAL
Psychological abuse by a partner.
PARTNER ABUSE – SEXUAL
Sexual abuse by a partner.
PERSONAL SAFETY
Personal safety/security threat, defined as a situation which may be
in the form of an assault, sexual assault, assault causing bodily harm,
threat of assault, uttering threats of death/damage, or harassment
(e.g., abuse by roommate etc.) Situation may also include fleeing
substance use activity or leaving the housing in order to better
support a recovery plan.
PHYSICAL DISABILITY
Significant ongoing physical limitation.
PREGNANCY
Pregnancy was a contributing factor in the decision to request
services.
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REQUIRES SUPPORT
Person does not have sufficient support (informal or formal) to
maintain housing. (Roll-up to Seeking Specific Services)
SEEKING SPECIFIC SERVICES
Seeking a service the shelter/housing offers (e.g., supportive housing,
etc.)
SEXUAL ABUSE
Sexual abuse by someone other than a parent/guardian or partner.
STRANDED IN AREA
Unable to leave the city; no housing.
SUBSTANCE USE – ALCOHOL
Use of alcohol resulted in a physical, mental, emotional, legal or
social problem.
SUBSTANCE USE – DRUGS
Use of a drug resulted in a physical, mental, emotional, legal or social
problem.
SUBSTANCE USE – OTHER
Use of a substance resulted in a physical, mental, emotional, legal or
social problem.
TRANSIENT LIFESTYLE
Comes and goes from various housing arrangements on a regular
basis over a period of time (e.g., shelter, streets, camping, and couch
surfing, etc.).
TRANSPORTATION
Transportation issues (unavailable for work, housing, etc). (Roll-up to
Stranded in Area)
UNEMPLOYMENT
Unemployment due to the loss of a job or the inability to secure
work.
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SOURCES OF INCOME
WHERE TO ENTER IN HIFIS: Client Details – “More” Icon – Financial Profile – Add+
QUESTION: What are your current sources of income? Choose as many as applicable at time of intake. If
none, leave blank.
Select the items from the drop-down menu. Click the “add a new source of income” button after each
choice. Enter the “book in” date as the start date. Do not enter an end date, unless the source of income
for an individual has changed, and you are noting a new or more recent source of income. Data is
analyzed with respect to the point of time that the participant first accesses services; we are not
collecting further information in HIFIS about sources of income secured throughout the stay or period of
service use as part of this look-up table.
FORM: Regular HIFIS Data Collection and Consent Form (not for dependents).
FAMILY INTAKE PROCESS: Sources of income are entered only for singles or family heads and his/her
adult partner, if applicable. Do not enter information for dependents.
REPEAT INTAKE PROCESS: Information about sources of income is copied between intakes. Therefore,
you need verify the participant’s sources of income each time he or she returns.
SELECTION
DEFINITIONS
ABORIGINAL BAND COUNCIL
Receives money on a regular basis that is distributed to them by the
band council to which they belong.
CANADA PENSION PLAN (CPP)
CPP can be collected for disability benefits, orphan benefits (for
those under 18) paid to the person or agency having custody and
control of the orphan, or for pension benefits (beginning at age 55).
CHILD SUPPORT
Child Support refers to court-ordered funds to be paid by one
parent to the custodial parent of a minor child after divorce
(dissolution) or separation.
CHILD TAX BENEFITS
Child Tax Benefits provide financial assistance to families with
children.
EMPLOYMENT BENEFITS/
INSURANCE (EI)
Individual receives an income from an Employment Benefits and/or
Employment Insurance Plan. Employment Insurance is a system of
income benefits based on hours worked in a year, earnings and
previous use, and employment benefits.
Individual receives an income through casual, part time or full time
employment.
EMPLOYMENT WAGE/SALARY
Note: EMPLOYMENT WAGE/SALARY must be further specified in the
drop down box under Employment Type choosing from the
following: part time (less then 25 hours per week), full time (25
hours per week or more), casual (irregular income), seasonal
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(employed only for short periods of time).
EXTENDED CARE MAINTENANCE
(ECM)
Individual receives financial support for a Family and Children’s
Services (F&CS) dependant who is in their care or the individual is a
youth receiving ECM directly. Extended care usually refers to
circumstances in which care arrangements continue beyond the
usual F&CS end date (e.g., beyond a youth’s 18th birthday if he or
she continues to require care).
FAMILY AND FRIENDS
Individual receives financial support from friends and/or family.
GUARANTEED INCOME
SUPPLEMENT (GIS)
Additional financial resource for older adults with low-income from
the Federal Government.
INSURANCE SETTLEMENT
The person has received a lump sum or on-going payments as part
of an insurance settlement.
LONG TERM DISABILITY
(PRIVATE)
Individual receives payments from a disability benefits plan (not
ODSP). Usually, the individual will have contributed to a disability
benefits plan when they were employed, and then became unable
to work at any job on a regular basis because of a disability.
Dependent children may also receive benefits under certain
disability benefit plans.
OLD AGE SECURITY
Individual receives an income from Old Age Security. The basic
Canadian Old Age Security pension is a monthly payment to those
65 years old or older, who meet the residence requirements, and
who apply for it. Note that there may be specific Provincial and
Territorial financial assistance plans for the elderly.
PARTNER SUPPORT
Individual receives financial assistance from their partner.
PENSION
Individual receives a regular income from a pension plan. Pensions
usually refer to post-retirement benefits that are received by a
retired employee from their former employers
PROVINCIAL DISABILITY BENEFITS
In receipt of Ontario Disability Support Program (ODSP) benefits.
PUBLIC/SOCIAL ASSISTANCE
Individual receives financial assistance through Ontario Works (OW).
QUEBEC PENSION PLAN (QPP)
In receipt of Quebec Pension Plan benefits.
SAVINGS
Individual has access to money that was put aside for future use
(this could include a trust fund).
SCHOLARSHIP/BURSARY
Individual received a financial aid award, for the purpose of
furthering their education.
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SELF-EMPLOYMENT
Individual receives an income as the result of working for
himself/herself instead of as an employee of another person or
organization, drawing income from a trade or business. Includes
panhandling and prostitution.
SEVERANCE PAY
Individual receives severance pay from their former employer upon
leaving their job. Severance packages are most typically offered for
employees who are laid off or retire. Sometimes they may be
offered to people who resign, regardless of the circumstances or to
employees who are fired.
STUDENT LOAN(S)
Individual is the beneficiary of a student loan. Student loans are
financial loans that are usually issued by the government and that
are offered to students to assist in payment of the costs of
education.
TRAINING PROGRAM/
APPRENTICESHIP
Individual receives financial assistance as the result of taking part in
a training or apprenticeship program. Can also refer to an individual
who receives financial remuneration for work undertaken as part of
an apprenticeship/training program.
VETERANS AFFAIRS CANADA
FINANCIAL BENEFITS
Financial benefits for veterans.
WORKERS’ COMPENSATION
BENEFITS
Individual receives financial compensation as a result of being
injured in the course of employment.
NOTE: “No Source of Income” has been removed as a value by HIFIS National. If selected, just leave
“Source of Income” blank.
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HOUSING TYPES
WHERE TO ENTER IN HIFIS4: “Book In” (and “Book Out”) – Housing History Tracking (Arrow Icon) –
Housing
INTAKE QUESTION: Where did you last stay? Choose one only. Start and end dates should match actual
housing history. If unknown, choose day before “book in”.
DISCHARGE QUESTION: Where are you going to stay? Choose only one. Start date should be “book out”
date.
FORM: Use the appropriate HIFIS Data Collection and Consent Form.
FAMILY INTAKE PROCESS: Family members need to have their last housing type (“coming from” and
“going to”) entered separately. There is no option to copy this data from one family member to the
other. At this time this data is not required for dependents, as for the most part, family trends are
analyzed using data from the family head.
REPEAT INTAKE PROCESS: Information about most recent housing type (“coming from” and “going to”)
is not copied between intakes; the data is attached to the stay or period of service use, not the
participant. Therefore, you need to enter this information each time he or she returns and leaves.
SELECTION
DEFINITIONS
ABANDONED BUILDING (1)
Any residential, commercial, industrial or mixed-used building that is
not occupied and has visible signs of physical distress.
CO-OP HOUSING (4)
Housing that is collectively owned and run by its participant
members.
CORRECTIONAL FACILITY (3)
Facility where offenders serve sentences.
DETOXIFICATION (3)
Short-term facility to allow for detoxification (i.e., allowing
individuals to stay or period of service use while they reach a state of
sobriety).
FOSTER CARE (3)
Type of living arrangement by which participants are placed with
selected families through F&CS.
GROUP HOME (4)
Type of living arrangement by which participants are placed in a
group home through an agency (e.g., F&CS, Christian Horizons,
Homes for Special Care).
HOME OWNERSHIP (4)
Housing owned by the occupant.
HOSPITAL – MEDICAL (3)
Institution that provides medical care for the sick or injured.
4
Set as mandatory field in HIFIS.
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HOSPITAL – PSYCHIATRIC (3)
Institution that provides care for people with mental health or
psychiatric issues.
HOTEL/MOTEL (3)
Accessing a hotel/motel with private resources (not through
overflow).
LIVING IN FAMILY’S HOUSE OR
APARTMENT (4)
Previously lived with family.
LIVING ON-RESERVE (4)
Previously lived on geographical territory governed by the Federal
Indian Act and set aside for the exclusive use of First Nations people.
RECOVERY/TREATMENT FACILITY
(3)
Residential program for people with substance use issues.
RENTAL AT MARKET PRICE (4)
Independent apartment or house rented at market price or
subsidized (not housing with support).
RESIDENTIAL CARE FACILITY (4)
Private, public and non-profit residential living arrangements that
provide meals, housekeeping, transportation, individualized care
and health services for people who require assistance with daily
living. Includes Long-Term Care, Domiciliary Hostels, Homes for
Special Care and retirement homes.
SHELTER (2)
Stay or period of service uses in an emergency shelter or at Out of
the Cold. Includes crisis respite services (e.g., through Waterloo
Regional Homes for Mental Health).
SINGLE ROOM OCCUPANCY (4)
Building that houses people in single rooms, including rooming
houses. Tenants may share bathrooms and kitchens.
STAYING WITH FRIENDS/
RELATIVES (3)
Temporarily stay or period of service useed with friends or family.
STREET/MAKESHIFT (1)
Previously lived on the street, utilizing makeshift housing such as
tents, boxes, caves or railway boxcars.
SUBSIDIZED/SOCIAL HOUSING
(4)
Previously resided in Community Housing (e.g., rent supplement,
rent geared to income, below average market rent, etc.)
SUPPORTED/SUPPORTIVE
HOUSING (4)
Long term housing with support – support is designate to a unit,
building or neighbourhood or to the person for the purposes of
maintaining housing retention. The type and frequency of support
provided varies widely depending on the individual’s specific needs.
TRANSITION HOUSE (2)
Emergency shelter for women and their children fleeing abuse (e.g.,
Anselma House or Haven House).
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TRANSITIONAL HOUSING (3)
Residential, time-limited program that provides services beyond
basic needs (e.g., Marillac Place, Reception House, Welcome Home,
New Directions, Working Centre Integrated Supported Housing).
Includes crisis, respite care.
VEHICLE (1)
Car or automobile.
NOTE: The numbers in the table indicate each value’s placement on the CHPI Continuum. See Appendix
A: CHPI Housing Outcome Categories for more information.
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HOUSING – LOCATION (“Geo Regions”)
WHERE TO ENTER IN HIFIS: Client Details – More – Housing
QUESTION: Where have you been living for most of the time in the past three months?
FORM: Use the appropriate HIFIS Data Collection and Consent Form.
FAMILY INTAKE PROCESS: Family members need to have their “location” of housing entered separately.
There is no option to copy this data from one family member to the other.
REPEAT INTAKE PROCESS: Information about “location” of housing needs to be entered for each intake.
The data is attached to the stay or period of service use.
SELECTION
DEFINITIONS
CAMBRIDGE
City of Cambridge. (Roll-up to This Region/County)
KITCHENER
City of Kitchener. (Roll-up to This Region/County)
TOWNSHIPS
One of the region’s townships (Wellesley, Wilmot, Woolwich or
North Dumfries). (Roll-up to This Region/County)
WATERLOO
City of Waterloo. (Roll-up to This Region/County)
OTHER PROVINCE
Another province inside Canada.
OUTSIDE CANADA
Outside of Canada.
THIS PROVINCE/TERRITORY
Ontario, but not Waterloo Region.
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EDUCATIONAL LEVEL (“Attainment”)
WHERE TO ENTER IN HIFIS: Client Details – “More” Icon – Education – Add +
QUESTION: What is your highest level of education?
There are three aspects to “educational level” and all must be completed:

Select “School – Canada” or “School – Abroad” or School – Residential”.

Enter the dates: The “From” date can be entered as 01/01/1900 and the “To” can be left blank,
unless programs choose to enter a full educational history (this is not required).

Select “completed” by the appropriate option, of applicable.
FORM: Use the appropriate HIFIS Data Collection and Consent Form.
FAMILY INTAKE PROCESS: Family members need to have their educational attainment levels entered
separately. There is no option to copy this data from one family member to the other.
REPEAT INTAKE PROCESS: Information about educational attainment is copied between intakes; the
data is attached to the participant, not the stay or period of service use. Therefore, you do not need to
re-enter a person’s educational attainment level if he or she returns.
SELECTION
DEFINITIONS
NO SCHOOLING
No schooling completed, or too young to attend school.
ELEMENTARY
Individual attended the first years of formal, structured education
during childhood (primary or elementary education is generally
considered to be from kindergarten to grade 8).
HIGH SCHOOL
Individual attended a secondary school (secondary or high school
usually includes grades 9 or 10 through 12) to identify that they
graduated select the “completed” check box.
COLLEGE
Individual attended a post-secondary institution offering a
certificate or diploma program. Includes CEGEP (from Quebec) to
identify that they graduated select the “completed” check box.
UNIVERSITY
Individual attended a university education (includes degrees and
diplomas and certificates) but did not graduate.
VOCATIONAL/TECHNICAL
TRAINING
Individual attended an instructional program that was focussed on
job-specific skills.
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CITIZENSHIP/IMMIGRATION STATUS
WHERE TO ENTER IN HIFIS5: Client Details – ID Tab
QUESTION: Were you born in Canada? What is your status in Canada? Choose one only.
FORM: Use the appropriate HIFIS Data Collection and Consent Form.
FAMILY INTAKE PROCESS: Each family member needs to have his or her own citizenship/ immigration
status entered separately. There is no option to copy this data from one family member to the other.
REPEAT INTAKE PROCESS: Information about citizenship/immigration status is copied between intakes;
the data is attached to the participant, not the stay or period of service use. Therefore, you do not need
to re-enter a participant’s citizenship/immigration status if the he or she returns.
SELECTION
DEFINITIONS
CANADIAN CITIZEN – BORN IN
CANADA
Canadian citizenship acquired as a result of being born in Canada.
CANADIAN CITIZEN – BORN
OUTSIDE OF CANADA
Canadian citizenship acquired through the naturalization process.
Individual was not born in Canada.
PERMANENT PARTICIPANT/
IMMIGRANT
Landed immigrant or an immigrant who has settled permanently in
Canada, but has not acquired Canadian citizenship.
REFUGEE
A person who has arrived in Canada and who seeks the protection of
Canada. A refugee has received final determination that he or she is a
Protected Person and is eligible to apply for permanent residence.
REFUGEE CLAIMANT
Refugee claimants are temporary participants in the humanitarian
population category who request refugee protection upon or after arrival
in Canada.
STUDENT VISA
Foreign students pursuing studies at a Canadian educational institution.
TOURIST
A person is visiting Canada (tourist) and stranded at the shelter. (Roll-up
to VISITOR VISA)
UNDECLARED
Individual declined to describe their citizenship/immigration status.
VISITOR VISA
Visitor's visas are issued to people coming to Canada for limited and
specific reasons.
WORK VISA
A temporary resident permit authorizing foreign nationals to enter and
work in Canada temporarily. A work permit is usually valid only for a
specified job, employer and time period.
5
Mandatory field in HIFIS.
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ABORIGINAL STATUS (“Indicators”)
WHERE TO ENTER IN HIFIS6: Client Details – ID Tab
QUESTION: Do you identify as Aboriginal? If yes, what is your status? Choose one only.
If the participant reports that they are Aboriginal, please ask them to specify which category (i.e., OffReserve, On-Reserve, Inuit, Métis, Non-Status).
FORM: Use the appropriate HIFIS Data Collection and Consent Form.
FAMILY INTAKE PROCESS: Family members need to have their Aboriginal status entered separately.
There is no option to copy this data from one family member to the other.
REPEAT INTAKE PROCESS: Information about Aboriginal status is copied between intakes; the data is
attached to the participant, not the stay or period of service use. Therefore, you do not need to re-enter
a participant’s aboriginal status if he or she returns.
SELECTION
DEFINITIONS
NON-ABORIGINAL
Non-Aboriginal.
FIRST NATIONS: OFF-RESERVE
Off-reserve is a term used to describe people who are not part of a
reserve, but who identify with a First Nations community.
FIRST NATIONS: ON-RESERVE
On-reserve is a term used to describe people who are part of a reserve.
INUIT
Inuit generally refers to an Aboriginal people in Northern Canada who live
in Nunavut, the Northwest Territories, Northern Quebec and Northern
Labrador. The singular of Inuit is Inuk.
MÉTIS
Métis generally refers to people of mixed First Nation and European
ancestry who identify themselves as Métis (distinct from First Nations
people, Inuit or non-Aboriginal people).
NON-STATUS
Non-status refers to person of Aboriginal descent who is not registered as
an Indian under the Indian Act.
UNKNOWN
Information is unavailable at the time of ““book in””.
6
Mandatory field in HIFIS.
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VETERAN STATUS
WHERE TO ENTER IN HIFIS7: Client Details – ID Tab
QUESTION: Are you a veteran?
FORM: Regular HIFIS Data Collection and Consent Form (not for dependents).
FAMILY INTAKE PROCESS: Family members need to have their veteran status entered separately. There
is no option to copy this data from one family member to the other. Veteran status does not apply to
dependents.
REPEAT INTAKE PROCESS: Information about veteran status is copied between intakes; the data is
attached to the participant, not the stay or period of service use. Therefore, you do not need to re-enter
a participant’s veteran status if he or she returns.
SELECTION
DEFINITIONS
NOT A VETERAN
Not a veteran
VETERAN
A person who has served or is serving in the armed forces of any country,
including reserves and peace keepers.
UNKNOWN
Unsure about their veteran status.
7
Mandatory field in HIFIS.
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REASON FOR DISCHARGE
8
WHERE TO ENTER IN HIFIS : “Book Out”
QUESTION: What is the primary reason why you are leaving this service? Choose one only.
If you are unable to ask the participant this question, and do not know why the participant is leaving,
please select “Whereabouts Unknown”. If you are able to determine where the participant went based
on other known facts, please make your selection based on those facts. Choose one only.
FORM: Refer to the participant’s HIFIS Data Collection and Consent Form at discharge.
FAMILY INTAKE PROCESS: Each family member needs to have his or her own reason for discharge. If the
reason for discharge is the same for all members, you can select “all members” at the time of “book
out” and each member will be assigned the same response to this question. For dependents, the values
are limited because the assumption is made that the reason for discharge is often tied to the family
head, not the dependent. For the most part, family trends are analyzed using data from the family head.
REPEAT INTAKE PROCESS: Information about reasons for discharge is not copied between intakes; the
data is attached to the stay or period of service use, not the participant. Therefore, you need to enter a
participant’s reason for discharge each time he or she returns.
SELECTION
DEFINITIONS
ADMITTED TO HOSPITAL – MEDICAL
Admitted to a medical hospital (institution that provides medical care
for the sick or injured).
ADMITTED TO HOSPITAL –
PSYCHIATRIC
Admitted to a psychiatric hospital (institution that provides care for
people with mental health or psychiatric issues).
CHILD/YOUTH TO ANOTHER
CAREGIVER
CHOSE TO STAY SOMEWHERE ELSE
Left caregiver in shelter to stay or period of service use with another
caregiver. (Roll-up to Moved in with Partner/Family/Friends/Relatives)
Participant chose to stay or period of service use somewhere else. As a
general guideline in the emergency shelter, participants are discharged
i) when they do not return for the night or ii) following 2 or 3
consecutive missed nights. Exceptions to this general guideline may
apply (e.g., in cases of hospitalization). (Roll-up to Whereabouts
Unknown)
COMPLETED PROGRAM
Left because they achieved what they needed and no longer require or
meet the mandate of the program (e.g., sobriety, parenting, etc.)
CORRECTIONS/JAIL
Entered a correctional facility.
8
Mandatory field in HIFIS.
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DECEASED
Died during stay or period of service use.
DETOXIFICATION
Referred to a short-term facility to allow for detoxification (e.g.,
Withdraw Management).
DISAGREEMENT WITH RULES
Did not follow/disagreed with the rules and regulations of the facility.
(Emergency Shelters/Time Limited Housing Programs only)
EVICTED
Tenant was evicted by the Supportive Housing Provider under
Residential Tenancies Act, 2006. Includes mediated evictions.
(Supportive Housing Programs only) (Roll up to Ineligible for Service)
F&CS Placement
Family and Children’s Services (F&CS) apprehended child from caregiver
staying at the shelter. (Roll up to Returned to Previous Address)
HOUSED INDEPENDENT
Found independent housing (with or without roommates). Does not
include housing with short-term or on-going support.
HOUSED – RESIDENTIAL CARE
FACILITY
Found living arrangements in a Long-Term Care Facility, Domiciliary
Hostel, Homes for Special Care or retirement home.
HOUSED – SUPPORTIVE/
SUPPORTED
Found longer term housing with support (not including Long-Term Care
Facility, Domiciliary Hostel, Homes for Special Care or retirement home).
HOUSED – TRANSITIONAL
Found transitional housing (not residential treatment). (Roll up to
Supportive/Supported)
LEFT AREA
Left the city for another city or town.
LEFT WITH PARENT/GUARDIAN
Left with parent/guardian. (Roll up to Moved in with
Partner/Family/Friends/Relatives)
MOVED IN WITH PARTNER/
FAMILY/FRIENDS/RELATIVES
Found alternative living arrangements with a partner, friends or
family/relatives (long term living arrangements, not couch surfing).
NEEDS COULD NOT BE MET
Needs could not be met, no longer meets mandate (e.g., too old, no
longer pregnant or with baby) or no longer require the service.
REACHED MAXIMUM TIME
ALLOWED
Reached the maximum time allowed in the case plan.
RETURNED TO PARTNER
Returned to live with a partner.
RETURNED TO PREVIOUS ADDRESS
Returned to previous address.
RETURNED TO STREET
Returned to unsheltered living.
SAFETY/SECURITY RISK
Presented a safety/security risk to the facility, to employees and/or to
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other participants (includes health risks/hygiene issues). (Roll up to
Ineligible for Service)
TREATMENT PROGRAM – MEDICAL
Admitted to a medical treatment program and has alternative living
arrangements.
TREATMENT PROGRAM –
PSYCHIATRIC
Admitted to a psychiatric treatment program and has alternative living
arrangements.
TREATMENT PROGRAM –
SUBSTANCE
Admitted to a substance use treatment program and has alternative
living arrangements.
WENT TO ANOTHER SHELTER
Went to another shelter.
WHEREABOUTS UNKNOWN
Whereabouts are unknown.
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Section B: Optional Look-Up Tables Requiring Further Clarification
Programs may choose to utilize data fields beyond those that form part of the Data Sharing Protocol.
This section provides definitions for these values so that data is entered consistently.
Note: This section is currently under review by the Working Group.
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Section C: Administrator Look-Up Tables for Set-Up
This section is for the HIFIS Administrator. HIFIS Administrators have special rights that allow
them to make changes to the database. For example:
-
Only Administrators can make changes to the values. These must align with Section A of
this document.
-
Only Administrators can make changes to HIFIS bed status. Programs might choose to
designate a bed as “unavailable” so that their bed occupancy data reflects temporary
changes in capacity.
This section includes information pertaining to the correct set-up of the HIFIS database.
Note:
1) Capacity of each facility must align with the Agreement (e.g., regular capacity, overflow).
2) In order for the HIFIS CHPI report to be inclusive of all stays for Emergency Shelter, TimeLimited Residence, and Supportive Housing programs, Housing Types (see page 21) must be
entered at both intake and discharge. To assist with this, please:
 Set mandatory fields: Go to “HIFIS Administration” – “Mandatory/Read Only Access” –
Expand “Front Desk Reception Booking” and turn on “Mandatory” for “Individual Arrival
From” and “Individual Departing To”
 Set the “CHPI” funding program as auto-fill: Go to “User Defaults” and checkmark the
following 3 boxes:
o “Auto-Fill Date and Time”
o “Auto- Fill Default SP”
o Under Auto-Fill Program checkmark “Book-ins (Stays)”
 Set the “CHPI” funding program as default under “Service Provider Defaults”: Select the
“Default Programs” tab and under the “Book-In (Stay)” box select “CHPI”.
AGE CATEGORIES
WHERE TO ENTER IN HIFIS: Administration – Service Providers
SELECTION
DEFINITIONS
YOUTH
Serves primarily youth (individuals between 16 and 24 years old).
ADULTS
Serves primarily adults (individuals 25 years of age and older).
SENIOR
Serves primarily seniors (individuals 55 years of age and older).
ALL AGES
Serves all age groups.
The Administrator should set the following age categories under the heading of “Region” (this
should be used for all reports requested from the Region):

0-15, 16-24, 25-49, 50-64, 65-74, 75 and over
The Administrator can make other customized age categories, as required.
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AGENCIES
WHERE TO ENTER IN HIFIS: Administration – Service Providers
SELECTION
DEFINITIONS
CHARITABLE ORGANIZATIONS –
FAITH-BASED
Purpose is service is to benefit society rather than to generate profit.
Non-profit organizations can issue tax receipts for donations only if they
are registered as charities. Faith-based organizations are organizations
that adhere to a religious faith.
CHARITABLE ORGANIZATIONS – NON
FAITH-BASED
Purpose is service is to benefit society rather than to generate profit.
Non-profit organizations can issue tax receipts for donations only if they
are registered as charities.
EDUCATIONAL INSTITUTIONS
Educational institutions and organizations, including school boards,
schools, colleges, CEGEP, universities, etc.
GOVERNMENT – FEDERAL
Refers to all federal departments, agencies and crown corporations.
GOVERNMENT – MUNICIPAL
Refers to all municipal departments and agencies that enact municipal
laws, levy taxes and administer local services such as roads, sewers and
libraries in municipalities.
GOVERNMENT - PROVINCIAL
Refers to all provincial departments, agencies and crown corporations.
GOVERNMENT – TERRITORIAL
Refers to all territorial departments and agencies.
HEALTH CARE ORGANIZATION
An organization providing service, information or support for the patient
on health care matters.
NO AGENCY
No agency representation.
NON-CHARITABLE ORGANIZATIONS
An organization that generates profit; it is not able to issue receipts for
donations.
PRIVATE SECTOR
The private sector includes the economic activities that are outside the
public sector. They are usually, but not exclusively, carried on for profit.
It includes a variety of entities such as for profit and non-profit
enterprises, corporations, any other non-governmental organizations, as
well as individuals not employed by the state.
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BED TYPES
WHERE TO ENTER IN HIFIS: Administration – Room & Beds
SELECTION
DEFINITIONS
BUNK BED
Two beds that are joined together so that one is placed above the
other.
COT
A narrow bed, especially one made of canvas on a collapsible
frame.
COUCH
A sofa.
CRIB
A bed with high sides for a young child or baby which can include
such things as cribs, bassinette or playpen.
DOUBLE
A bed wide enough to accommodate two sleepers.
FUTON
A thin mattress placed on a floor or on a frame.
KING
Larger than a queen sized bed.
MAT
A piece of thick padding that is placed on the floor.
MATTRESS
A large thick pad with coiled springs, used as a bed or part of a bed.
QUEEN
A queen sized bed is not as large as king size bed.
SINGLE/TWIN
A bed/unit designed for one person
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PROGRAM FUNDED BY
WHERE TO ENTER IN HIFIS: Administration – Programs
Note that “Government – Municipal” is used for invoicing to the Region (e.g., motel billing).
SELECTION
DEFINITIONS
CHILDREN’S AID SOCIETY
Family and Children’s Services (F&CS). A public child welfare agency
funded by the government and responsible for protecting children,
finding foster homes, and finding permanent families for children in
its care who are available for adoption.
CLIENT
A recipient of services: may be a person, family, group or community.
DONATION
A voluntary gift or grant.
GOVERNMENT – FEDERAL
Refers to all federal departments, agencies and crown corporations.
GOVERNMENT – MUNICIPAL
Refers to all municipal departments and agencies that enacts
municipal laws, levies taxes and administers local services such as
roads, sewers and libraries in municipalities such as cities and towns.
GOVERNMENT – PROVINCIAL
Refers to all provincial departments, agencies and crown
corporations.
GOVERNMENT – TERRITORIAL
Refers to all territorial departments and agencies.
GOVERNMENT – ABORIGINAL
Refers to all band councils and/or governing bodies on reserve
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FUNDING PROGRAM TYPES
WHERE TO ENTER IN HIFIS: Administration – Programs
Note that “Funded” is used for invoicing to the Region (e.g., motel billing).
SELECTION
DEFINITIONS
ALLOWANCE PAY
Shelter provides the client with spending money.
FUNDED
Funding for the bed night is provided by a private or public institution
such as the Province or municipality.
HPS FUNDED
Funding for the program is provided through HPS – not a STEP Home
program.
HPS FUNDED – HOUSING FIRST
STEP Home program funded by HPS. Provides more intensive support
to participants.
OTHER PROGRAM TYPE
Other funding source.
SELF-PAY
Client pays for his or her own stay or period of service use.
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SERVICE PROVIDER SPECIALTIES
WHERE TO ENTER IN HIFIS: Administration – Service Providers
SELECTION
DEFINITIONS
EMERGENCY
Temporary accommodation for people experiencing homelessness.
An Emergency Shelter program.
MATERNITY
Temporary accommodation for women experiencing homelessness
who are pregnant or have children. A Time Limited Residence
program.
SUPPORTIVE HOUSING
Long term housing with support. Services can be integrated with
housing (i.e., supportive housing) or they can be separated from
housing (i.e., supported housing). The type and frequency of
support provided varies widely depending on the individual’s
specific needs. This definition is currently under review.
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FUNDING PROGRAM NAME
WHERE TO ENTER IN HIFIS: Administration – Programs
Funding programs that are bolded and underlined are used for invoicing and/or reporting to the
Region and cannot be changed. All other funding programs may be changed and new funding
programs may be added at any time.
SELECTION
DEFINITIONS
RATE
CURRENT FUNDING PROGRAMS
Emergency Shelter, Time-Limited Residence, and
Supportive Housing programs should assign the
CHPI program to every stay, for every
participant. This is a mandatory field that allows
for reporting to the Province at fiscal year end
through the HIFIS “CHPI Report”.
N/A
Families admitted and discharged into
emergency shelter before connecting with
Lutherwood. No re-housing support was
provided during their stay. Stays are very short.
N /A
FCS RATE
Used for billing to Family and Children’s
Services/Children Aids Society.
Determined by
program
MOTEL FAMILY
Indicates a family was assigned a motel room for
the applicable night(s). Assign to family head.
For families using multiple rooms, assign to
family head and partner/dependent.
Insert full rate as
per motel invoice
MOTEL SINGLE
Indicates a single person was assigned a motel
room by themselves (i.e., due to special
circumstances).
Insert full rate as
per motel invoice
MOTEL SHARED
Indicates a single person was assigned a motel
room shared with another single person (assign
program to both room occupants).
Insert full rate as
per motel invoice
Families admitted to emergency shelter through
a planned intake where primary support for rehousing is provided by Lutherwood, as the stay
is expected to be less than 30 days (due to lower
acuity/housing barriers).
N/A
CHPI
(April 1, 2015 onward)
EMERGENCY
(April 1, 2015 onward)
RAPID RE-HOUSING
(April 1, 2015 onward)
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HOUSING PLAN
(April 1, 2015 onward)
Families admitted to emergency shelter through
a planned intake where primary support for rehousing is provided by Emergency Shelter staff,
as the stay is expected to be more than 30 days
(due to higher acuity/housing barriers).
N/A
HISTORICAL FUNDING PROGRAMS (NO LONGER USED)
NO PER DIEM
Participant is deemed not eligible for per diem.
$0.00
OVERNIGHT
Participant did not stay the night and is not
deemed eligible for per diem.
$0.00
PER DIEM LESS CLIENT
CONTRIBUTION
Participant is eligible for per diem. A deduction
is applied because he/she also has other sources
of funding (e.g., Ontario Disability Support
Program).
N/A
PER DIEM NO PNA
Participant is eligible for per diem but not the
daily personal needs allowance.
N/A
PER DIEM WITH PNA
Participant is eligible for per diem and the daily
personal needs allowance.
N/A
SHELTER RATE
Participant is not eligible for per diem. A shelter
rate is applied to his/her stay.
Determined by
program
TO BE DELETED
Use to re-assign programs that were applied in
error and cannot be deleted.
$0.00
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Appendix A: CHPI Housing Outcome Categories
See “Housing Types” on page 23 for definitions.
CHPI Indicator 1 (Homeless) – Defined locally as “Unsheltered”

Abandoned Building

Makeshift/Street

Vehicle
CHPI Indicator 2 (Emergency) – Defined locally as “Sheltered By A Housing Stability Program
(Emergency Shelter)”

Shelter

Transition House (Emergency Shelter for
women and their children fleeing abuse)
CHPI Indicator 3 (Transitional Housing) – Defined locally as “Sheltered By A Housing Stability Program
(Time-Limited Residence)” (within or outside of the housing stability system)

Correctional Facility

Hotel/Motel

Detoxification

Recovery/Treatment Facility

Foster Care

Staying with Friends/Relatives

Hospital – Medical emergency

Transitional Housing

Hospital - Psychiatric
CHPI Indicator 4 (Long Term Housing) – Defined locally as “Adequate Housing”

Co-op Housing

Rental at Market Price

Group Home

Residential Care Facility

Home Ownership

Single Room Occupancy

Living in Family’s House or Apartment

Subsidized/Social Housing

Living On-Reserve

Supported/Supportive Housing
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Appendix B: How Local Custom Values “Roll-Up” to National Values
Reason for Service:
Custom Value
National Value
Child/Youth with Parent/Guardian
Child Reunited with Parent
F&CS Placement
Agency Placement
Respite
Seeking Specific Services
Support with Sobriety
Seeking Specific Services
Reason for Turnaway:
Custom Value
National Value
Case Plan
Barred
Not an appropriate service provider due to
safety needs
Safety/Security risk
Contributing Factors:
Custom Look-Up
National Roll-Up Value
Requires Support
Seeking Specific Services
LGTBQIA
Discrimination
Transportation
Stranded in Area
Sources of Income:
Custom Look-Up
National Roll-Up Value
ODSP
Provincial Disability Benefits
Housing – Primary Location:
Custom Look-Up
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National Roll-Up Value
42
Cambridge
This Region/County
Kitchener
This Region/County
Townships
This Region/County
Waterloo
This Region/County
Citizenship/Immigration Status:
Custom Look-Up
National Roll-Up Value
Tourist
Visitor Visa
Reasons for Discharge:
Custom Look-Up
National Roll-Up Value
Child/Youth to another caregiver
Moved in with
Partner/Family/Friends/Relatives
Chose to stay somewhere else
Whereabouts Unknown
Evicted
Ineligible for Service
F&CS Placement
Returned to previous address
Housed – Transitional
Supportive/Supported
Left with Parent/Guardian
Moved in with
Partner/Family/Friends/Relatives
Safety/Security Risk
Ineligible for Service
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