Data Guide 4.

0
Resident Opportunity &
Self Sufficiency Program

May 2023
U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Table of Contents
Introduction ........................................................................................................................................................................................................ 1
Part 1: Overview of ROSS Reporting ................................................................................................................................................................... 1
Reporting Tools ............................................................................................................................................................................................... 1
Reporting Period Dates ................................................................................................................................................................................... 2
Areas of Need and Community Needs Assessments ...................................................................................................................................... 3
Key Performance Indicators ............................................................................................................................................................................ 6
Outputs ........................................................................................................................................................................................................... 8
Data Quality & Data Availability Scores .......................................................................................................................................................... 8
Reporting Tips and Best Practices .................................................................................................................................................................. 9
Part 2: Data Elements ....................................................................................................................................................................................... 11
Section A – Grant Information ...................................................................................................................................................................... 11
Section B – General Resident Information ................................................................................................................................................... 12
Section C – Employment ............................................................................................................................................................................... 17
Section D – Financial Literacy & Income ....................................................................................................................................................... 23
Section E – Education ................................................................................................................................................................................... 26
Section F – Health ......................................................................................................................................................................................... 33
Section G – Substance Use ........................................................................................................................................................................... 39
Section H – Elderly/Residents with Disabilities ............................................................................................................................................ 41
Section I – Public Assistance ......................................................................................................................................................................... 45
Section J – Housing ....................................................................................................................................................................................... 47
Section K – Other Supportive Services ......................................................................................................................................................... 51

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING i
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Introduction
The Resident Opportunity & Self Sufficiency (ROSS) Program Data Guide is a resource to assist you with meeting reporting requirements for the
ROSS program. The Data Guide provides you with:

 A description of the ROSS reporting process and tools for data collection
 An overview of the performance measurement framework
 Tips and best practices for collecting and reporting data
 A detailed list of available data elements

You should use this information to help understand reporting obligations for the ROSS program; refine processes for collecting data from
residents; and complete annual reports in a timely and efficient way. HUD encourages you to consult the Data Guide throughout the reporting
cycle.

Part 1: Overview of ROSS Reporting

HUD requires you to develop an effective, quantifiable, outcome-oriented plan for measuring performance and determining that program goals
have been met. You will report your performance data using HUD’s Standards for Success (SFS) framework. This framework will assist you in
tracking individual residents’ progress and reporting performance outcomes to HUD.

SFS is a standardized reporting framework for HUD’s discretionary grant programs. The framework achieves: (1) standardization of data
elements, measures, definitions, metrics, and reporting periods across HUD programs; (2) alignment of programmatic data elements and
measures with higher-level agency priority goals and objectives; and (3) the utilization of participant record-level reports for greater analysis and
responsiveness of programs.

Reporting Tools
There are currently four options through which you can record and submit your data to HUD:

1. Grant Solutions Online Data Collection (OLDC) tool. OLDC is a cost-free online data collection and reporting tool found at GrantSolutions.
You should contact help@[Link] if you wish to use OLDC as your reporting tool.
2. AASC Online. This online data collection and reporting software may be used by current AASC Online members. Interested participants
may voluntarily join this service at any time by going to AASC Online. AASC Online is offered by a private vendor and HUD does not
endorse or manage this tool.
3. FamilyMetrics Software. This online data collection and reporting software may be used by current FamilyMetrics members. Interested
participants may voluntarily join this service at any time by going to FamilyMetrics. FamilyMetrics is offered by a private vendor and HUD
does not endorse or manage this tool.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 1
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

4. Other Case Management System. If you choose to use another case management system, it must render for submission either an XML or
Excel file per the HUD-provided XML and Excel File templates. For templates and instructions, you should visit the Standards for Success
webpage on HUD Exchange.

If you choose not to use the OLDC tool to submit your annual report, you must consult your third-party provider for any technical issues when
reporting. HUD encourages you to use your ROSS administrative funds to pay for costs associated with using a third-party reporting tool that also
provides case management features, such as tracking service referrals and recording case management notes.

If you choose to migrate records from one system to another, then you should consider how you will preserve Person IDs and Household IDs of
your ROSS participants to ensure continuity and avoid disruptions to reporting. To the extent possible, you should strive for continuity in
collecting data of your ROSS participants across grant periods and terms. Many third-party providers offer technical assistance support staff who
may be able to assist you with the migration process. You may contact the HUD ROSS team directly at ROSS-PIH@[Link] for further guidance
related to migrating participant records between systems or ensuring continuity across grants.

Reporting Period Dates

The reporting period is the span of time that is covered by the annual report, during which grant activities are tracked and reported to HUD. Each
reporting period is no more than 12 months. The default dates in GrantSolutions OLDC for the reporting period are October 1 through
September 30, which coincides with HUD’s Fiscal Year (FY). These default dates in the OLDC tool will not change. When inputting data into your
reporting tool, you should count outcomes attained or services delivered during the reporting period, unless otherwise specified in the Data
Guide.

You may have up to four reporting periods within your grant term. If the grant term start date (noted in your grant agreement) is later than
October 1, your first reporting period may be less than 12 months. For example, if your grant term start date is June 1, 2022, the first reporting
period will last only four months, running from June 1, 2022, through September 30, 2022. Similarly, if the grant term end date (also noted in
your grant agreement) is earlier than September 30, your final reporting period may be less than 12 months. For example, if your grant term end
date is May 31, 2023, then your final reporting period will last only eight months, running from October 1, 2022, through May 31, 2023.

The ROSS grant agreement specifies the due date for each report. You must ensure your data is submitted by the report due date. Reports are
generally due on October 30 of each year, with the exception of the final report, which is generally due 120 days after the grant term ends. The
final report consists of the SF-425 form covering the entire grant term and the annual performance data covering the last reporting period. The
due date for the final report is specified in the grant agreement. Reports submitted after the due date will be considered a late submission.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 2
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need and Community Needs Assessments

In your ROSS application, you selected Areas of Need on which your ROSS program will focus its efforts. Your Areas of Need should be based on
the findings of your Community Needs Assessment which you were required to do as part of your application. The Areas of Need include: Digital
Literacy, Education, Employment, Elderly/Residents with Disabilities, Financial Literacy, Health and Wellness, Reentry, and Substance Use.

Each Area of Need has a specific set of required data elements. Table 1 shows which data elements are required for each Area of Need. Note
that certain elements, such as Housing and Public Assistance, are required for all grantees regardless of your Area of Need. HUD encourages you
to report on as many data elements as possible, even if the data element is not specifically required for your program. This will allow HUD to
understand the full scope of activities supported through the ROSS program and the services residents are utilizing.

Note that the Community Needs Assessment is distinct from the Intake Assessments that ROSS Service Coordinators administer to individuals
upon their enrollment in the ROSS program to determine their specific service needs.

Table 1: Required Data Elements for the ROSS Program by Area of Need
Area of Need Required Data Elements (Fixed ID) by Section*
All Grantees Grant Information (Section A) - All elements are required of all grantees.

General Resident Information (Section B) - All elements are required of all grantees, except:
 Time in Subsidized Housing (12) - optional for all grantees
 Disability Status (13) - required for grantees that have selected the Elderly/Residents with Disabilities area of need; optional
for other grantees
 Disability Requires Assistance (15) - required for Elderly/Residents with Disabilities area of need; optional for other grantees
 Returning Citizen (16) - required for grantees that have selected the Reentry area of need; optional for other grantees

Public Assistance (Section I) - All elements are required of all grantees.

Housing (Section J) - All elements are required of all grantees, except:

 Household Housing Cost Amount (56) - optional for all grantees
 Household Transportation Cost Amount (57) - optional for all grantees
 Adequate Transportation (58) - optional for all grantees
 Pre-Housing Counseling Service (75) - optional for all grantees
 Post-Housing Counseling Service (76) - optional for all grantees

Other Supportive Services (Section K) - All elements are required of all grantees except:
 Crisis Intervention/ Support Counseling/ Family Support Service (43) - optional for all grantees
 Outreach Service (91) - optional for all grantees
 General Information and Referral Service (92) - optional for all grantees

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 3
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Area of Need Required Data Elements (Fixed ID) by Section*

Digital Inclusion HUD will provide further guidance on digital inclusion.

Education Education (Section E) – All elements are required of all grantees.

Elderly/Residents with Disabilities Health (Section F) - All elements are required of all grantees except:
 Emergency Room/Hospital Visit (28) – optional for all grantees
Elderly/Residents with Disabilities (Section H) – All elements are required of all grantees except:
 Activities of Daily Living (ADL) Count (31) – optional for all grantees

Employment Employment (Section C) - All elements are required of all grantees.

Financial Literacy (Section D) - Monthly Paid Earnings Amount (53) is required.

Financial Literacy Financial Literacy (Section D) – All elements are required of all grantees except:
 Household Annual Gross Income Amount (54) – optional for all grantees

Health & Wellness Health (Section F) – All elements are required of all grantees except:
 Emergency Room/Hospital Visit (28) – optional for all grantees

Reentry General Resident Information (Section B) – Returning Citizen (16) is required of all grantees.

Employment (Section C) – All elements are required of all grantees.

Education (Section E) – All elements are required of all grantees.

Substance Use Health (Section F) – All elements are required of all grantees except:
 Emergency Room/Hospital Visit (28) – optional for all grantees
Substance Use (Section G) – All elements are required of all grantees except:
 Substance Use Treatment (38) – optional for all grantees

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 4
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Area of Need Required Data Elements (Fixed ID) by Section*

EXAMPLE: If your ROSS program’s Then you must report on these data elements:
Areas of Need are: Grant Information (Section A) – All elements
 Elderly/Residents with Disabilities General Resident Information (Section B) – All elements except Time in Subsidized Housing (12), Returning Citizen (16)
 Employment Employment (Section C) – All elements
 Health and Wellness Health (Section F) – All elements except Emergency Room/Hospital Visit (28)
Elderly/Residents with Disabilities (Section H) – All elements except Activities of Daily Living (ADL) Count (31)
Public Assistance (Section I) - All elements
Housing (Section J) - All elements except Household Housing Cost Amount (56), Household Transportation Cost Amount (57),
Adequate Transportation (58), Pre-Housing Counseling Service (75), Post-Housing Counseling Service (76)
Other Supportive Services (Section K) - All elements except Crisis Intervention/ Support Counseling/ Family Support Service (43),
Outreach Service (91), General Information and Referral Service (92)

* The Fixed ID is the unique identifier that corresponds to the data element you are reporting on.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 5
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Key Performance Indicators

Key Performance Indicators (KPIs) are program metrics that measure grantees’ achievement of desired outcomes. KPIs are specific, quantifiable,
and associated with a specific period of time (such as the reporting period). KPIs are used to help HUD and grantees understand the extent to
which residents are receiving the supports and services they need to advance their goals related to economic self-sufficiency, educational
achievement, and overall well-being. For more information on KPIs, see this resource on performance measurement from HUD’s Running ROSS
Step-by-Step guide.

Each Area of Need is associated with a specific set of KPIs that HUD expects you to achieve by the end of the grant term. KPIs for each Area of
Need are listed in Table 2 below. HUD will measure your progress towards KPIs using the data submitted in the annual reports. Part 2 of this
Data Guide lists each data element that you may report on and indicates the relevant KPIs that each element may be used to measure.

Table 2: Key Performance Indicators by Area of Need

Area of Need Key Performance Indicator
Digital Inclusion Coordinators will develop programs to help residents access affordable Internet in their homes, affordable devices, and the necessary
digital literacy training. Coordinators will work with residents to help them develop their digital skills to better enable them to complete
day-to-day tasks, connect with necessary services (such as online banking or telehealth appointments), and apply for jobs. KPIs for Digital
Literacy include:
 Residents without in-unit Internet access, obtain access.
 Residents without a computer device (tablet, laptop, or PC), obtain one.
 Residents without digital literacy skills, enroll in digital literacy classes.
 Residents with disabilities who are in need of accessible technology options, obtain access.

Education Coordinators will work with residents to achieve educational and/or training levels that can prepare them for careers that pay a living wage
(covering housing, healthcare, childcare, and food expenses). KPIs for Education include:
 Residents without a High School Diploma or GED attain a High School Diploma or GED.
 Residents attaining a higher level of education or license/certification.
 Residents enrolled in an educational or vocational program.
 Residents that attained a license/certification.
 Residents receiving education-related services.

Elderly/Residents with Disabilities Coordinators serving elderly residents/residents with disabilities will work to coordinate services to enable residents to reach and maintain
their desired level of independence and to help them continue aging/remaining in place, thus avoiding more costly forms of care.
Coordinators will coordinate these services and the services identified in the other areas of need by the grantee (e.g., digital inclusion,
education, health and wellness, financial literacy, access to childcare, etc.) for residents with disabilities and elderly residents based on
residents’ desired services. These supportive services are offered for elderly residents and residents with disabilities in addition to the
services offered by the grantee in the other areas of need. KPIs for Elderly/Residents with Disabilities include:

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 6
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Area of Need Key Performance Indicator

Elderly/Residents with Disabilities  Residents receiving voluntary elderly-related services.
Cont’d  Residents receiving voluntary disability-related services.
 Residents receiving Supplemental Security Income and Social Security Disability Insurance.
 KPIs listed under Health and Wellness are also relevant to Elderly/Residents with Disabilities.

Employment Coordinators will work with residents to gain employment with adequate pay and benefits and will connect residents to the supports they
need in order to help them maintain employment for more than 12 months. KPIs for Employment include:
 Unemployed residents receiving employment.
 Employed residents retaining employment for more than 12 months.
 Residents with part-time employment receiving full-time employment.
 Residents receiving employment-related services.

Financial Literacy Coordinators will support residents in financial coaching and literacy so that the resident’s household monthly expenses/debts do not
exceed their monthly earned income and their earned income is enough to support housing, healthcare, and food expenses. KPIs for
Financial Literacy include:
 Residents receiving the Earned Income Tax Credit (EITC).
 Residents with no financial account receiving a financial account.
 Residents receiving financial management related services.

Health & Wellness Coordinators will work with residents to help them overcome health (including behavioral and mental health) -related barriers that hinder
educational, professional, and self-sufficiency goals and engage in properly supported pro-health activities. KPIs for Health and Wellness
include:
 Residents without health insurance receive health insurance.
 Resident attends medical examinations at least once every 12 months.
 Residents receiving health related services.
 Residents with fewer emergency room visits.

Reentry Coordinators will work with residents and/or their families who are involved with the justice system to ensure they are receiving the
necessary legal aid services and other supportive services to help them meet their educational, professional, and self-sufficiency goals. KPIs
for Reentry include:
 Residents involved in the justice system receiving legal aid services.
 KPIs listed under Education and Employment are also relevant for Reentry.

Substance Use Coordinators will work with service providers to address residents’ substance use through prevention and intervention services. KPIs for
Substance Use include:
 Residents with drug or alcohol dependency are receiving voluntary substance use treatment.
 KPIs for Health and Wellness are also relevant for Substance Use.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 7
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Outputs
In addition to tracking KPIs to help measure progress towards outcomes, you will report on program outputs. Outputs are services or activities
that lead to the attainment of outcomes. Program outputs are the immediate and direct products of program activities, which in most cases
occur before KPIs and outcomes are evident. Outputs provide HUD and you with insight into the scope and scale of services and activities,
including the number of services offered and the number of individuals that received more than two services. For more information on outputs,
see this resource on performance measurement from the Running ROSS Step-by-Step guide. Key outputs that you will report to HUD include:

 # of individuals served by ROSS service coordinator

 # of households served by ROSS service coordinator
 # of individuals receiving service coordination services
 # of individuals that completed (intake) assessment
 # of individuals that received more than two services

Data Quality & Data Availability Scores

Part 2 of this Data Guide describes each data element that is applicable to the ROSS program, including instructions for completing each data
element. You should review this part carefully to ensure that you are responding accurately to the required data elements. Depending on the
system used for reporting, additional data elements may be available to you beyond those included in the Data Guide; however, you are not
required to provide data for the data elements that are not listed in the Data Guide.

Data quality and availability are important aspects of your performance. You must ensure that data is accurately collected, reported, and
submitted to HUD. This data will allow HUD to observe your program activity and provide recommendations to help improve outcomes for
residents. This data will also help you make improvements to your program to better meet residents’ needs. HUD may also use your data to
compare how you are performing against other similar ROSS programs.

To give you a clearer indication of the reliability of reported data, the ROSS-SC Data Dashboard displays each grantee’s Data Availability Score.
The Data Availability Score describes completeness of your reported data for each data element across all years of available data, broken down
by categories (Employment, Education, etc.) and services provided. Data Availability Scores of 75-100% are considered reasonably “complete,”
rates of 50-74% are considered “partially complete,” and rates below 50% are considered “incomplete.” The higher your Data Availability Score,
the greater the confidence you can have that the reported data accurately reflects actual program performance.

The Data Availability Scores shown on the ROSS-SC Dashboard are calculated based only on the data elements that are listed as ‘required’ for
you in your selected Area of Need (see Table 1). For required data elements only, selecting “Information Not Collected,” selecting an invalid
response, or leaving a field blank will lower the total Data Availability Score. Selecting any other response will increase the score. Data elements
that are listed as ‘optional’ for you will not be included in your Data Availability score, although you may choose to report on them. For a more
detailed discussion of Data Availability Scores, see the Data Quality Quick Reference Guide.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 8
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Reporting Tips and Best Practices

Recording Data
 You must select the Fixed ID that corresponds to the data element you are reporting on.
 Before tracking and reporting on a data element, use Part 2 of the Data Guide to confirm whether it requires a numeric value or a coded
value. Numeric values represent the actual data requested or required for that data element, such as “25” to represent a person’s age
for the “Age” data element. Coded values represent a standardized response option, such as “66” for “Information Not Collected.”
 Part 2 of the Data Guide includes response options for each data element. You must choose one of the responses listed. Some reporting
tools will display options other than those listed in the Data Guide. However, if you choose an option not listed in the Data Guide, the
response will not be valid.
 Each individual resident must have a unique Person Identifier. Each individual will also have a Household Identifier, which is shared by
all members of the household. These identifiers are critical for accurately counting the number of individuals and households served by
your program. Person and household identifiers should never contain personally identifiable information (PII), such as names, birthdates,
or Social Security numbers.

Required vs. Optional Data Elements

 If a data element is listed as ‘required’ for a specific Area of Need (see Table 1), HUD expects you to provide this data. There are also
some elements that are required regardless of your Area of Need. If an element is required, you should not select “Information Not
Collected” and should instead select from one of the other response options. If you select “Information Not Collected” for a required
data element, this will lower your Data Availability Score.
 In some cases, a data element may be listed as ‘required’ in the Data Guide but is not yet available in certain reporting tools. If a data
element is required but not yet available in the reporting tool, you should prepare to track this data element for the following year’s
report. This may include, for example, tracking the data in a separate tool or updating case management software and assessment tools
to collect that data element.
 If a data element is listed as ‘optional’ for an Area of Need, or if it is listed as ‘optional’ for all grantees, you may choose “Information Not
Collected.” This will have no impact on your Data Availability Score. However, HUD encourages you to collect and report on as much
information about your programs as possible, including elements that are optional.

Valid Reports
 You must submit complete, valid data reports to HUD annually. To be considered “valid,” reports must include all required data
(including data related to demographics, services, outputs, and outcomes) and not omit any required data.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 9
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

 While reports may include narrative statements, these are supplemental and are not a substitute for required data.
 Reports that contain personally identifiable data (such as names, birthdates, or Social Security numbers) will be considered invalid and
will be rejected by HUD. If the corrected report is submitted after the reporting due date, it will be considered a late submission.

Other Considerations
 You should consult with internal staff, partners, and service providers to collect and share data for reporting purposes. For example, you
may be able to capture information on residents’ earned income and demographic information by coordinating with employment
services, or you may be able to capture information about residents’ years in assisted housing by coordinating with public housing
authority staff.
 Some topics, such as health information, may be sensitive for residents. HUD encourages you to establish policies and procedures for
collection of sensitive information and discourages you from collecting and reporting this information in the absence of these policies.
For additional information, see this resource on protecting participants’ privacy from HUD’s Running ROSS Step by Step guide.
 While some demographic information may be available through and reported on 50058 forms or other administrative datasets, you are
encouraged to rely on residents’ self-reported data where feasible.

Additional Resources
 The interactive ROSS-SC Data Dashboard aggregates your submitted data and allows you to visualize your program’s participant
characteristics, services delivered, outcomes, and Data Availability Scores. The dashboard is updated annually based on your reported
data. HUD encourages you to go to the Dashboard regularly to view your progress.
 The ROSS program webpage on the HUD Exchange provides a range of technical assistance resources for you, including webinars, FAQs,
and the Running ROSS Step-by-Step Online Guide.
 The Standards for Success webpage on the HUD Exchange offers webinars, training material, FAQ, data integrity manual, and other
helpful information about the Standards for Success framework.
 For more detailed guidance on using the GrantSolutions Online Data Collection (OLDC) reporting tool, see the Online Data Collection
User Guide.
 You should refer to your grant’s NOFO for more information about Areas of Need, target populations, and other grant-specific guidance.
 For more detailed information on Data Availability Scores, see the Data Quality Quick Reference Guide.
 For additional questions on reporting tools and reporting standards, you may reach out to contacts listed in the Standards for Success
Contacts Directory.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 10
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Part 2: Data Elements

The following list of data elements are available to you for reporting your annual performance data. The elements are ordered by section (A, B,
C, etc.). The sections refer to the category of information being requested, such as general information or the Area of Need. Under each section
the data elements are organized by Fixed ID (smallest to largest). In order to report, you must select the Fixed ID that corresponds to the data
element you are reporting on. This data elements list is also available in a separate Excel file.

Section A – Grant Information

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
i. Grant Number The unique number The unique number Required for all. The grant number can also be found on your N/A
identifying the grant as identifying the grant. Notice of Award.
listed in Notice of Example: ROSS191234 or ROSS201234
Award documents.
ii. Grantee DUNS The unique, non- The 9-digit DUNS number Required for all. The DUNS number can be found on your N/A
Number indicative identifier assigned to the grantees' Notice of Award.
issued by D&B and used business. Omit dashes (-).
by [Link] to verify
business entity.
iii. Unique Entity The identifier assigned The number assigned to Required for all. Visit [Link] for further information. N/A
Identifier by SAM to uniquely the grantees' business.
identify business Omit dashes (-).
entities.
iv. Grant The year of Year in YYYY format. Required for all. FY16 ROSS grantees should select 2016 N/A
Appropriation appropriation for the FY17 ROSS grantees should select 2017
Fiscal Year Federal funds awarded. FY18 ROSS grantees should select 2018
FY19 ROSS grantees should select 2019
vi. Assistance The Assistance Listing The Assistance Listing Required for all. N/A
Listing Number for the grant Number in a xxxxx format.
Number award. Omit periods (.)
vii. Reporting The start date for the Date in a YYYY-MM-DD Required for all. The reporting period is October 1 – N/A
Period Start reporting period. This is format. September 30 of every year. Each reporting
Date the start date HUD will period will have a start date of October 1.
use to track grantees' If your grant term begins in the middle of a
performance. reporting period, you will select the reporting
period in which your grant term began. For
example, if your grant term began April 2022,
your reporting period will be October 1, 2021
to September 30, 2022.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 11
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
viii. Reporting The end date for the Date in a YYYY-MM-DD Required for all. The reporting period is October 1 – N/A
Period End reporting period. This is format. September 30 of every year. Each reporting
Date the end date HUD will period will have an end date of September 30.
use to track grantees' If your grant term ends before September 30,
performance. you will select the following September 30 as
the reporting period end date. For example, if
your grant term ends March 31, 2022, your
reporting period will be October 1, 2021 to
September 30, 2022.

Section B – General Resident Information

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
1 Person The unique record Value should be an alpha- Required for all. No individual should share a person identifier N/A
Identifier identification code for numeric identifier. Do not with another individual.
the individual person, use SSNs, birthdates, or
assigned by the any other personally If you are reporting on an individual for
grantee. identifiable information. multiple years, that individual must have the
same person identifier across years. You
should clone and/or save your reports so you
will not have to reenter an individual’s
information twice.

This data element will help HUD determine the

number of individuals a grantee has served.
Duplicate person identifiers may not be
counted towards the total number of
individuals served by the ROSS-SC grant
program.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 12
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
2 Household The record Value should be an alpha- Required for all. ROSS-SCs may have multiple participants under N/A
Identifier identification code for numeric identifier. Do not a single household identifier. If multiple
the individual’s use SSNs, birthdates, or individuals that you serve live in the same
household, shared by any other personally household, then they should have the same
all members of the identifiable information. Household Identifier. This includes any youth
household. or elderly household members.

A household includes all individuals who

occupy the same housing unit. A housing unit
includes public housing, NAHASDA-assisted
units, or RAD-converted public housing units.

This data element will help HUD determine the

number of households a grantee has served.
3 Participant This element reflects 1 = Participant Required for all. A ROSS participant is defined as any eligible N/A
Status whether a resident is 2 = Non-participant resident who has completed an individual
counted as a ROSS intake assessment, which identifies their
"participant" in the service needs and priorities.
ROSS program.
"Participants" are A non-participant is an individual that
residents who have participated in a service/activity coordinated
completed an by the ROSS-SC but has not completed an
individual ROSS intake intake assessment.
assessment.
4 Service Start The date the Date in a YYYY-MM-DD Required for all. Provide the earliest date that the individual N/A
Date individual began format. received services. For renewal grants, the start
receiving service date may be before the start of the grant term.
coordination from the If the initial service/activity was at a
ROSS-SC. community event such as a job fair, then you
will put the date of the event as the service
start date.
5 Age The age in years of the Years of age in whole Required for all. ROSS-SC may also refer to other resident files N/A
individual as of the number. such as the 50058 (in the case of public
data collection date. housing residents) for this information.
If information was not
collected, enter "-1".

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 13
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
6 Gender The self-identified 1 = Male Required for all. Grantees are encouraged to collect self- N/A
gender of the 2 = Female reported demographic data from residents. If
participant. 3 = Transgendered Male needed, you may also refer to other resident
to Female files such as the 50058 (in the case of public
4 = Transgendered Female housing residents) for this information.
to Male
5 = Other Non-Profit organizations should consult with
77 = Information not PHA or TDHE staff to organize data sharing for
collected this information.
88 = Individual refused
99 = Individual does not
know
7 Ethnicity The self- identified 1 = Hispanic/Latino Required for all. Grantees are encouraged to collect self- N/A
ethnicity of the 2 = Not Hispanic/Latino reported demographic data from residents. If
participant. 77 = Information not needed, you may also refer to other resident
collected files such as the 50058 (in the case of public
88 = Individual refused housing residents) for this information.
99 = Individual does not
know Non-Profit organizations should consult with
PHA or TDHE staff to organize data sharing for
this information.
8 Race The self-identified 1 = American Indian or Required for all. Grantees are encouraged to collect self- N/A
race of the participant. Alaska Native reported demographic data from residents.
Multiple race codes 2 = Asian Multiple codes may be selected.
may be selected. 3 = Black or African
American If needed, you may also refer to other resident
4 = Native Hawaiian or files such as the 50058 (in the case of public
Pacific Islander housing residents) for this information.
5 = White
6 = Mixed
77 = Information not
collected
88 = Individual refused
99 = Individual does not
know

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 14
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
9 Head of The individual is an 1 = Yes Required for all. For public housing residents, you may refer to N/A
Household adult who is 2 = No information on the 50058 to confirm Head of
considered the head 77 = Information not Household Status.
of household for collected
purposes of 88 = Individual refused Non-Profit organizations should consult with
determining income 99 = Individual does not PHA or TDHE staff to coordinate data-sharing
eligibility and rent. know for this element.
12 Time in The cumulative total The number of years in Optional for all. Count all time in subsidized housing, even if it N/A
Subsidized number of years an whole numbers. was not cumulative or if resident moved
Housing individual has lived in between multiple properties.
Number publicly or privately If information was not
subsidized housing. collected, enter "-1". You may also refer to resident files at the PHA
or TDHE to determine the number of years the
resident has lived in subsidized housing.
13 Disability The disability status of 1 = Yes, individual Required for A person with disabilities is a person who N/A
Status the individual. indicates a disability as Elderly/ meets one of the following criteria: 1) Has a
defined in ADA Residents with physical or mental impairment that
2 = No, individual Disabilities. substantially limits one or more major life
indicates no disability as Optional for activity as defined in Section 3602(h) of the
defined by ADA others. Fair Housing Act; 2) Has a condition defined as
77 = Information not a disability in section 223 of the Social Security
collected Act; or 3) Has a developmental disability as
88 = Individual refused defined in section 102 of the Developmental
99 = Individual does not Disabilities Assistance Bill of Rights Act. This
know may also include people with HIV/AIDS and
people who have alcoholism or addiction to
drugs (as long as it is not caused by current,
illegal use of a controlled substance).

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 15
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
15 Disability An individual with a 1 = The individual with a Required for These activities may include bathing, preparing N/A
Requires disability has disability requires services Elderly/ meals, housekeeping, and other necessary
Assistance demonstrated a need to manage home activities Residents with tasks for day-to-day life. If resident does not
for assistance with 2 = The individual with a Disabilities. have a disability, select N/A.
day-to-day activities. disability does not require Optional for
services for home others.
management
3 = The individual with a
disability was not
assessed for these criteria
66 = N/A
77 = Information not
collected
88 = Individual refused
99 = Individual does not
know
16 Returning The individual 1 = Individual is currently Required for Returning citizens are individuals who have a Residents involved
Citizen currently has an active involved in the CJS Reentry. criminal or juvenile record, including an arrest in the justice system
criminal record in the 2 = Individual is not Optional for record, and have had involvement with the receiving legal aid
justice system, or has currently involved in any others. Criminal Justice System (CJS) within the past 12 services.
committed or been phase of the CJS but has months. This could include arrest or
charged with been in the previous 12 incarceration, parole, or other interactions
committing criminal months with the CJS as a defendant.
acts in the past 12 3 = Individual is not
months. currently involved in any For individuals who have never been involved
phase of the CJS and has in the CJS, or who have a prior record with all
(CJS = Criminal Justice not been in the previous obligations completed more than 12 months
System) 12 months ago, select "The individual is not currently
77 = Information not involved in any phase of the CJS and not been
collected in the previous 12 months."
88 = Individual refused
99 = Individual does not This element could be considered sensitive
know information. HUD encourages grantees to
establish policies and procedures for collection
of sensitive information and discourages
grantees from collecting and reporting this
information in the absence of said policies.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 16
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
95 Service End If the individual Date in a YYYY-MM-DD Required for all. If the individual is still enrolled in the program N/A
Date stopped receiving format. and receiving services, enter "2100-01-01".
service coordination
from the ROSS-SC, If the individual is no longer receiving services
enter the date they from the ROSS-SC, you may enter the last date
stopped receiving they received services. If they stopped
services. receiving services because they moved out of
the property, enter the date they moved out.

Section C – Employment
Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
49 Employment An individual's 1 = Employed Required for An individual is considered employed if they Unemployed
Status employment status 2 = Not employed at any Employment did any work for pay during the last month residents receiving
during the prior time in the last month and and Reentry. even for just a few hours. employment.
month, including the actively seeking work Optional for Employed residents
date of collection. 3 = Not employed at any others. retaining employment
time in the last month and for more than 12
not actively seeking work months.
77 = Information not Residents with part-
collected time employment
88 = Individual refused obtaining full-time
99 = Individual does not employment.
know Residents receiving
employment related
services.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 17
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
50 Employment The type of 1 = Full-time worker Required for Full Time workers are those who do at least Unemployed residents
Type Status employment classified employed in the last Employment 35 hours of paid work per week throughout receiving
as full- time (35 hours month and Reentry. the year. employment.
per week or more) or 2 = Part-time worker Optional for Part Time workers are those that do 34 or Employed residents
part-time (less than 35 employed in the last others. fewer hours of paid work per week. Part Time retaining employment
hours per week.) month workers also include seasonal or temporary for more than 12
66 = N/A workers. months.
77 = Information not Residents with part-
collected For individuals who are not currently time employment
88 = Individual refused employed, select "N/A". obtaining full-time
99 = Individual does not employment.
know Residents receiving
employment related
services.
61 Career The individual 1 = Yes Required for Career guidance services are designed to help Unemployed residents
Guidance received career 2 = No Employment individuals set career goals and determine receiving
Service guidance services to 77 = Information not and Reentry. steps for meeting them. This may include the employment.
help them explore collected Optional for provision of guidance or information that are Employed residents
career options, set others. intended to help individuals determine a retaining employment
career goals, career path or support in identifying for more than 12
determine a career appropriate training or entry points into that months.
pathway. career path. This can be done by the ROSS-SC Residents with part-
or by a service provider. time employment
obtaining full-time
employment.
Residents receiving
employment related
services.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 18
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
61 Career If the individual The number of service Required for Count each individual service interaction as Unemployed residents
Guidance received career interactions as a whole Employment one. For example, if resident attended 4 receiving
Service service guidance, number. If none, enter and Reentry. sessions with a career counselor, count 4 employment.
Number input the number or "0". Optional for interactions. Employed residents
times they received others. retaining employment
the service. If service was provided but exact number is for more than 12
unknown, enter 1. months.
Residents with part-
time employment
obtaining full-time
employment.
Residents receiving
employment related
services.
63 Work The individual 1 = Yes Required for Work readiness focuses on building general Unemployed residents
Readiness received work 2 = No Employment workplace skills that individuals can use to receiving
Assistance readiness assistance 77 = Information not and Reentry. improve their likelihood of finding and employment.
Service to help them build collected Optional for maintaining employment. These skills are Employed residents
general skills to others. usually applicable to any workplace or retaining employment
successfully find and industry. Skills may include communication, for more than 12
maintain employment. teamwork, leadership, organization and months.
management, digital literacy, etc. It may also Residents with part-
include training on resume and application time employment
preparation, interviewing skills, and obtaining full-time
developing a job search strategy. employment.
Residents receiving
employment related
services.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 19
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
64 Occupational The individual 1 = Yes Required for The OST curriculum is designed to meet the Unemployed residents
Skills Training received occupational 2 = No Employment technical needs of the workplace and receiving
(OST) Service skills training (OST) to 77 = Information not and Reentry. provides individuals with the technical skills employment.
help them develop collected Optional for necessary to perform a specific job. OST is Employed residents
technical skills others. targeted towards a specific job or group of retaining employment
required for their jobs. OST may be conducted in the classroom for more than 12
current or future or in the workplace, and it may involve on- months.
workplace. the-job training or self-study, or a Residents with part-
combination. These services can be delivered time employment
to individuals seeking a new job or seeking obtaining full-time
advancement within their current role. Youth employment.
may also receive OST services. Residents receiving
employment related
services.
64 Occupational If the individual The number of service Required for Count each individual service interaction as Unemployed residents
Skills Training received occupational interactions as a whole Employment one. For example, if resident attended a receiving
Service skills training, input number. If none, enter and Reentry. weekly OST course for 52 weeks, count 52 employment.
Number the number or times "0". Optional for interactions. Employed residents
they received the others. retaining employment
service. If service was provided but exact number is for more than 12
unknown, enter 1. months.
Residents with part-
time employment
obtaining full-time
employment.
Residents receiving
employment related
services.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 20
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
65 Job The individual 1 = Yes Required for Job development refers to services that Unemployed residents
Development received job 2 = No Employment facilitate a direct connection between job receiving
Service development services 77 = Information not and Reentry. seekers and employers. This may include employment.
to help them connect collected Optional for contacting a prospective employer on behalf Employed residents
with potential others. of an individual to set up a job interview, job retaining employment
employers and job shadowing, or informal career conversation. It for more than 12
opportunities. may also include an individual attending a job months.
fair hosted by a local employer, either at the Residents with part-
PHA or elsewhere. time employment
obtaining full-time
Job development services may be counted if employment.
it was provided by the ROSS- SC, a partner, or Residents receiving
service provider. employment related
services.
65 Job If the individual The number of service Required for Count each service interaction related to a Unemployed residents
Development received job interactions as a whole Employment single employer as one. For example, if an receiving
Service development services, number. If none, enter and Reentry. individual received services to contact four employment.
Number input the number or "0". Optional for prospective employers, count 4 interactions. Employed residents
times they received others. retaining employment
the service. If service was provided but exact number is for more than 12
unknown, enter 1. months.
Residents with part-
time employment
obtaining full-time
employment.
Residents receiving
employment related
services.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 21
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
66 Job Retention The individual 1 = Yes Required for Job retention services are designed to help an Unemployed residents
Service received job retention 2 = No Employment individual who is already employed to receiving
services to navigate 77 = Information not and Reentry. maintain their employment and succeed in employment.
workplace challenges, collected Optional for the workplace. This may include supports Employed residents
with the goal of others. related to managing conflict in the workplace, retaining employment
maintaining their navigating difficult situations at work, or for more than 12
employment or negotiating for a raise or promotion. months.
advancing in their job. Occupational skills training (OST) and other Residents with part-
certifications needed to maintain time employment
employment are excluded. obtaining full-time
employment.
Residents receiving
employment related
services.
66 Job Retention If the individual The number of service Required for Count each individual service interaction as Unemployed residents
Service received job retention interactions as a whole Employment one. For example, if resident met with a job receiving
Number services, input the number. If none, enter and Reentry. coach three times to create a job retention employment.
number of times they "0". Optional for plan, count 3 interactions. Employed residents
received the service. others. retaining employment
If service was provided but exact number is for more than 12
unknown, enter 1. months.
Residents with part-
time employment
obtaining full-time
employment.
Residents receiving
employment related
services.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 22
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Section D – Financial Literacy & Income

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
53 Monthly Paid The individual’s self- Reported gross monthly Required for Only include income earned from N/A
Earnings reported earnings earnings in whole U.S. Financial employment. Do not include income from
Amount from all employment dollars, rounded up or Literacy and government benefits, family support, or other
for the prior 4 weeks down to the nearest Employment. sources. If individual is unemployed or does
leading up to, and dollar. Optional for not receive earnings from employment, enter
including, the data others. 0.
collection date. If information not
collected, enter "-1." ROSS-SC may refer to individual’s
paystub/earning statement. ROSS-SC may
also refer to 50058 to confirm amount.
54 Household The household’s self- Estimated annual income Optional for all. If the household does not have any earnings N/A
Annual Gross reported annual gross in whole U.S. Dollars, from employment, input $0.
Income income. rounded up or down to
Amount the nearest dollar. ROSS-SC may also refer to the 50058 to
confirm amount.
If information not
collected, enter "-1."
68 Tax The individual 1 = Yes Required for Tax preparation services include assistance Residents receiving
Preparation received services to 2 = No Financial obtaining information about low- or no-cost Earned Income Tax
Service help them prepare 77 = Information not Literacy. tax preparation services; arranging no-cost Credit (EITC).
their annual tax return collected Optional for preparation services at the property; Residents with no
or navigate other others. assistance with organizing tax documents, financial account
questions about their paperwork, and other supporting materials receiving a financial
taxes. for individuals; and assistance with account.
determining eligibility or filing for tax rebates Residents receiving
or tax credits. These services may be provided financial
by an IRS Volunteer Income Tax Assistance management-
(VITA) center or a reputable (not refund- related services.
anticipation loan type) private service. This
does not include the use of tax software by
individuals unless facilitated by the PHA or a
partner.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 23
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
69 Earned Income The individual 1 = Individual reported Required for The EITC is a benefit for working people with Residents receiving
Tax Credit received the Earned receipt of the EITC in most Financial low to moderate income. To qualify, persons Earned Income Tax
(EITC) Income Tax Credit recent tax year Literacy. must meet certain requirements and file a tax Credit (EITC).
Recipient (EITC) for the most 2 = Individual reported no Optional for return, even if no taxes are owed or the Residents with no
recent tax year. receipt of the EITC in most others. person is not required to file. EITC reduces financial account
recent tax year the amount of tax a person owes and may receiving a financial
77 = Information not provide a refund to the person. account.
collected Residents receiving
88 = Individual refused financial
99 = Individual does not management-related
know services.
70 Financial The individual opened 1 = Individual opened a Required for Note if the participant opened a new account Residents receiving
Account a new checking, checking or savings Financial during the reporting period, even if they did Earned Income Tax
Creation savings, individual account Literacy. not receive services to help them do so. Credit (EITC).
development account 2 = Individual opened an Optional for Residents with no
(IDA), or FSS escrow IDA others. Individual Development Accounts (IDAs) are financial account
account from an 3 = Individual opened an matched savings accounts that help people receiving a financial
accredited financial FSS escrow account with modest means to save towards the account.
institution, on their 77 = Information not purchase of a lifelong asset, such as a home. Residents receiving
own or with support collected financial
from a service 88 = Individual refused management-related
provider. 99 = Individual does not services.
know
71 Financial The individual 1 = Yes Required for The individual received a direct service from a Residents receiving
Account received services to 2 = No Financial ROSS-SC, partner, or service provider to Earned Income Tax
Creation open a new financial 77 = Information not Literacy. create an account. This could include support Credit (EITC).
Service account from an collected Optional for through a financial literacy program or one- Residents with no
accredited financial others. on-one assistance in setting up an account financial account
institution, such as an online or in person. Only accounts opened at receiving a financial
individual accredited financial institutions should be account.
development account, counted; risky financial products such as Residents receiving
escrow account, or payday loans should not be included. For financial
checking or savings more information on safe and low-cost management-related
account. banking options, see [Link]. services.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 24
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
71 Financial If the individual The number of service Required for Count each service interaction as one. For Residents receiving
Account received financial interactions as a whole Financial example, if the resident met with a service Earned Income Tax
Creation account creation number. If none, enter Literacy. provider two times to open a new account, Credit (EITC).
Service services, input the "0". Optional for count 2 interactions. Residents with no
Number number of times they others. financial account
received the service. If service was provided but exact number is receiving a financial
unknown, enter 1. account.
Residents receiving
financial
management-related
services.
74 Financial The individual 1 = Yes Required for Financial education is designed to help Residents receiving
Education participated in general 2 = No Financial individuals or families manage their budgets, Earned Income Tax
Service financial education 77 = Information not Literacy. increase income, build savings, and gain Credit (EITC).
services, including collected Optional for assets to improve financial stability. It may Residents with no
training related to others. include practical advice on how to manage financial account
financial literacy, debt, avoid risky financial products, and build receiving a financial
budgeting, or credit good credit. It may be delivered to adults or account.
education activities. youth. Residents receiving
financial
management-
related services.
74 Financial If the individual The number of service Required for Count each service interaction as one. For Residents receiving
Education received financial interactions as a whole Financial example, if the resident attended a weekly Earned Income Tax
Service education services, number. If none, enter Literacy. budgeting workshop for 4 weeks, count 4 Credit (EITC).
Number input the number of "0". Optional for interactions. Residents with no
times they received others. financial account
the service. If service was provided but exact number is receiving a financial
unknown, enter 1. account.
Residents receiving
financial
management-
related services.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 25
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Section E – Education
Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
44 Highest The highest degree or 0 = No schooling Required for Indicate the highest level of education Residents without a
Education level of education completed, Nursery school, Education and completed by the individual, regardless of High School Diploma
Level completed by the or Kindergarten Reentry. whether it was completed prior to or during or GED attain a High
individual. 1 - 11 = Grade 1 through 11 Optional for the reporting period. For youth currently School Diploma or
12 = 12th grade, no others. enrolled in K-12 school, indicate the most GED.
diploma recent grade they completed. Residents attaining a
13 = High school diploma higher level of
14 = GED or alternative education or license/
credential certification.
15 = Less than 1 year of Residents enrolled in
college credit educational or
16 = 1 or more years of vocational program.
college credit, no degree Residents attained a
17 = Associate's degree license/ certification.
18 = Bachelor's degree Residents receiving
19 = Master's degree education-related
20 = Professional degree services.
(e.g., MD, DDS, DVM, LLB,
JD)
21 = Doctorate degree
77 = Information not
collected
88 = Individual refused
99 = Individual does not
know

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 26
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
46 Enrollment in The individual is 1 = Individual is enrolled in Required for Vocational training is not related to education Residents without a
Educational or currently enrolled in educational training Education and training, such as grade school, junior college, High School Diploma
Vocational educational or 2 = Individual is enrolled in Reentry. university, or graduate school. Vocational or GED attain a High
Program vocational training at vocational training Optional for training is related to work, including non- School Diploma or
the time of data 3 = Not enrolled in others. academic, work-related education. GED.
collection. educational or vocational Residents attaining a
training For youth who are enrolled in K-12 school, higher level of
77 = Information not select "Individual is enrolled in educational education or license/
collected training." certification.
88 = Individual refused Residents enrolled in
99 = Individual does not educational or
know vocational program.
Residents attained a
license/ certification.
Residents receiving
education-related
services.
47 License or The individual attained 1 = Occupational skills Required for The certificate or license must have been Residents without a
Certificate a vocational/ license Education and attained during the reporting period. The High School Diploma
Attainment occupational license 2 = Occupational skills Reentry. license or certificate can be from an or GED attain a High
or certificate while certificate Optional for educational or vocational program. School Diploma or
receiving service 3 = Other license or others. GED.
coordination from the certificate recognized by Residents attaining a
ROSS program. state higher level of
4 = Individual did not attain education or license/
a license or certificate certification.
77 = Information not Residents enrolled in
collected educational or
88 = Individual refused vocational program.
99 = Individual does not Residents attained a
know license/ certification.
Residents receiving
education-related
services.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 27
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
48 Degree The individual attained 1 = High school diploma/ Required for The degree must have been attained during Residents without a
Attainment a degree or diploma GED Education and the reporting period. High School Diploma
while receiving service 2 = AA or AS diploma Reentry. or GED attain a High
coordination from the 3 = BA or BS diploma Optional for School Diploma or
ROSS program. 4 = Other degree others. GED.
5 = No degree attained Residents attaining a
77 = Information not higher level of
collected education or license/
88 = Individual refused certification.
99 = Individual does not Residents enrolled in
know educational or
vocational program.
Residents attained a
license/ certification.
Residents receiving
education-related
services.
59 Adult Basic The individual 1 = Yes Required for Adult Basic Education includes training in Residents without a
Education received training to 2 = No Education and basic reading, writing, literacy, and math High School Diploma
Service improve their basic 77 = Information not Reentry. skills. This could also include digital literacy or or GED attain a High
skills such as literacy collected Optional for computer classes. It can also include pre- School Diploma or
and numeracy. others. admission college prep classes or non-credit GED.
adult education classes. This service could Residents attaining a
take the form of one-on-one tutoring, group higher level of
classes, or online classes. education or license/
certification.
This does not include ESL, GED prep, Residents enrolled in
enrollment in post-secondary education, educational or
occupational skills training, or employment- vocational program.
related services. Residents attained a
license/ certification.
Residents receiving
education-related
services.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 28
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
59 Adult Basic If the individual The number of service Required for Count each service interaction as one. For Residents without a
Education received adult basic interactions as a whole Education and example, if an individual attended tutoring High School Diploma
Service education services, number. If none, enter "0". Reentry. sessions three times per week for 12 weeks, or GED attain a High
Number input the number of Optional for count 36 interactions. School Diploma or
times they received others. GED.
the service. If service was provided but exact number is Residents attaining a
unknown, enter 1. higher level of
education or license/
certification.
Residents enrolled in
educational or
vocational program.
Residents attained a
license/ certification.
Residents receiving
education-related
services.
60 ESL Class The individual with 1 = Yes Required for English as a Second Language (ESL) classes Residents without a
Service limited English 2 = No Education and help non-native English speakers learn and High School Diploma
proficiency received 77 = Information not Reentry. practice their spoken or written English. ESL or GED attain a High
English as a Second collected Optional for instruction reduces language barriers that can School Diploma or
Language (ESL) others. preclude meaningful access by persons with GED.
instruction to help Limited English Proficiency (LEP) to Residents attaining a
them improve their employment. This may take the form of group higher level of
language skills. classes, online classes, or one-on-one tutoring education or license/
or practice sessions. certification.
Residents enrolled in
educational or
vocational program.
Residents attained a
license/ certification.
Residents receiving
education-related
services.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 29
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
60 ESL Class If the individual The number of service Required for Count each service interaction as one. For Residents without a
Service received ESL service, interactions as a whole Education and example, if an individual attended ESL High School Diploma
Number input the number of number. If none, enter "0". Reentry. classroom sessions three days per week for or GED attain a High
times they received Optional for 12 weeks, count 36 interactions. School Diploma or
the service. others. GED.
If service was provided but exact number is Residents attaining a
unknown, enter 1. higher level of
education or license/
certification.
Residents enrolled in
educational or
vocational program.
Residents attained a
license/ certification.
Residents receiving
education-related
services.
87 High School/ The individual 1 = Yes Required for These educational services are designed to Residents without a
GED participated in an 2 = No Education and help individuals complete the requirements High School Diploma
Preparation organized program of 77 = Information not Reentry. to obtain a high school diploma, GED, or or GED attain a High
Service study or a GED collected Optional for equivalent. They may take the form of in- School Diploma or
preparation class to others. person classes, online courses, or one-on-one GED.
attain secondary tutoring. Residents attaining a
school diploma or higher level of
equivalent. Adult basic education services or other non- education or license/
credit courses are excluded. certification.
Residents enrolled in
educational or
vocational program.
Residents attained a
license/ certification.
Residents receiving
education-related
services.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 30
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
87 High School/ If the individual The number of service Required for Count each service interaction as one. For Residents without a
GED participated in High interactions as a whole Education and example, if the individual attended an online High School Diploma
Preparation School/ GED number. If none, enter "0". Reentry. course every day for 30 days, count 30 or GED attain a High
Service preparation, input the Optional for interactions. School Diploma or
Number number of times they others. GED.
received the service. If service was provided but exact number is Residents attaining a
unknown, enter 1. higher level of
education or license/
certification.
Residents enrolled in
educational or
vocational program.
Residents attained a
license/ certification.
Residents receiving
education-related
services.
88 Post- The individual is 1 = Yes Required for This may include assistance in enrolling in Residents without a
Secondary/ attending a post- 2 = No Education and courses, applying for financial aid, or other High School Diploma
College secondary school or 77 = Information not Reentry. support to help individuals enroll or stay in a or GED attain a High
Education program, including collected Optional for post-secondary program. School Diploma or
Service college (either full or others. GED.
part-time), and Residents attaining a
assistance is provided higher level of
to enable the education or license/
individual to enroll certification.
and/or remain in the Residents enrolled in
organized program of educational or
study. vocational program.
Residents attained a
license/ certification.
Residents receiving
education-related
services.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 31
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
88 Post- If the individual The number of service Required for Count each service interaction as one. For Residents without a
Secondary/ received post- interactions as a whole Education and example, if the individual met with a High School Diploma
College secondary/ college number. If none, enter "0". Reentry. counselor twice to receive assistance in or GED attain a High
Education education services, Optional for applying for a postsecondary program, count School Diploma or
Service input the number of others. 2 interactions. GED.
Number times they received Residents attaining a
the service. If service was provided but exact number is higher level of
unknown, enter 1. education or license/
certification.
Residents enrolled in
educational or
vocational program.
Residents attained a
license/ certification.
Residents receiving
education-related
services.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 32
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Section F – Health
Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
22 Primary Health The individual has a 1 = Yes Required for A primary care provider (PCP) provides Residents without
Care Provider personal primary 2 = No Health & routine medical care and serves as the entry health insurance
health care provider at 77 = Information not Wellness, point for substantially all medical and health receive health
the time of data collected Substance Use, needs. A PCP is most often a doctor but may insurance.
collection. 88 = Individual refused and Elderly/ also be a nurse practitioner or physician Residents attend
99 = Individual does not Residents with assistant. medical examinations
know Disabilities. at least once every 12
Optional for months.
others. Residents receiving
health-related
services.
Residents with fewer
emergency room
visits.
23 Health The individual has 1 = Yes, covered through Required for Insurance coverage may be held or purchased Residents without
Coverage health insurance employer or union (current Health & by this individual or any family member. If a health insurance
coverage at the time or former) Wellness, person is covered by more than one plan, you receive health
of data collection. 2 = Yes, purchased Substance Use, may select multiple options. insurance.
Multiple options may insurance from insurance and Elderly/ Residents attend
be selected. company Residents with Private plans that pay for one type of service, medical examinations
3 = Medicare Disabilities. such as dental care or accident coverage, are at least once every 12
4 = Medicaid/Medical Optional for not considered to be health coverage. months.
Assistance others. Residents receiving
5 = TRICARE or other health-related
military health care services.
6 = VA health care Residents with fewer
7 = Indian Health Service emergency room
8 = Other health insurance visits.
or health coverage plan
9 = No coverage
77 = Information not
collected
88 = Individual refused
99 = Individual does not
know

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 33
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
24 Medical The individual 1 = Yes Required for Routine medical examination, physical exam Residents without
Examination received a routine 2 = No Health & or checkup performed by primary care health insurance
Status medical examination 77 = Information not Wellness, provider. This could include annual wellness receive health
within the last 12 collected Substance Use, visits covered by Medicare, well-woman insurance.
months. 88 = Individual refused and Elderly/ visits, annual physicals, or other routine Residents attend
99 = Individual does not Residents with examinations. medical examinations
know Disabilities. at least once every 12
Optional for months.
others. Residents receiving
health-related
services.
Residents with fewer
emergency room
visits.
28 Emergency The individual was 1 = Yes Optional for all. This includes any visits to the ER or Residents without
Room/ treated in the 2 = No admittance to a hospital. Do not include health insurance
Hospital Visit emergency 77 = Information not routine medical care received at a doctor's receive health
department or collected office or visits to urgent care or walk-in insurance.
hospitalized within the 88 = Individual refused clinics. Residents attend
last 12 months. 99 = Individual does not medical examinations
know This element could be considered sensitive at least once every 12
information. HUD encourages grantees to months.
establish policies and procedures for Residents receiving
collection of sensitive information and health-related
discourages grantees from collecting and services.
reporting this information in the absence of Residents with fewer
said policies. emergency room
visits.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 34
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
28 Emergency If the individual went The number of emergency Optional for all. Count each visit/hospitalization one, even if Residents without
Room/ to the emergency room visits or the individual remained in the hospital for health insurance
Hospital Visit room or was hospitalizations as a whole multiple days. receive health
Number hospitalized, input the number. If none, enter "0". insurance.
number of times this This element could be considered sensitive Residents attend
occurred within the information. HUD encourages grantees to medical examinations
last 12 months. establish policies and procedures for at least once every 12
collection of sensitive information and months.
discourages grantees from collecting and Residents receiving
reporting this information in the absence of health-related
said policies. services.
Residents with fewer
emergency room
visits.
35 Medical Care The individual is 1 = Yes Required for The medical or health care services are Residents without
Service referred or connected 2 = No Health & provided by a physician or medical health insurance
to medical care or 77 = Information not Wellness, professional. Medical services also include receive health
health care services to collected Substance Use, dental services, home health services, insurance.
address physical and Elderly/ telehealth services, receiving durable medical Residents attend
health needs, such as Residents with equipment and other adaptive equipment, medical examinations
primary care services, Disabilities. prescription medication and medication at least once every 12
home health services, Optional for management, dietary support, and lifeline months.
or dental care. others. programs, as well as prevention or Residents receiving
intervention services. This does not include health-related
annual physical examinations, which are services.
captured under Medical Examinations. Residents with fewer
emergency room
The referral may be from the ROSS-SC or a visits.
partner or service provider, such as a
community health center.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 35
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
35 Medical Care If the individual is The number of service Required for Count each service interaction as one. For Residents without
Service referred or connected interactions as a whole Health & example, if an individual was referred to health insurance
Number to medical care or number. If none, enter "0". Wellness, medical services three times for different receive health
health care services, Substance Use, health issues, count 3 interactions. insurance.
input the number of and Elderly/ Residents attend
times they were Residents with If service was provided but exact number is medical examinations
referred. Disabilities. unknown, enter 1. at least once every 12
Optional for months.
others. Residents receiving
health-related
services.
Residents with fewer
emergency room
visits.
36 Mental Health The individual is 1 = Yes Required for These services include being treated by Residents without
Service referred or connected 2 = No Health & credentialed psychiatrists, psychologists, health insurance
to mental health or 77 = Information not Wellness, therapists, and mental health counselors. receive health
behavioral health collected Substance Use, Mental health services may be delivered insurance.
services, such as and Elderly/ online or in person, and may be delivered in a Residents attend
counselling or Residents with one-on-one setting or in a group setting. medical examinations
psychotherapy. Disabilities. Prescription medication and medication at least once every 12
Optional for management for mental health concerns are months.
others. also considered mental health services. Residents receiving
health-related
The referral may also be from the ROSS-SC or services.
a partner or service provider, such as a Residents with fewer
community health center. emergency room
visits.
This element could be considered sensitive
information. HUD encourages grantees to
establish policies and procedures for
collection of sensitive information and
discourages grantees from collecting and
reporting this information in the absence of
said policies.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 36
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
36 Mental Health If the individual is The number of service Required for Count each service interaction as one. For Residents without
Service referred or connected interactions as a whole Health & example, if an individual received two health insurance
Number to mental health number. If none, enter "0". Wellness, referrals to mental health services, enter 2. receive health
services, input the Substance Use, insurance.
number of times they and Elderly/ If service was provided but exact number is Residents attend
were referred. Residents with unknown, enter 1. medical examinations
Disabilities. at least once every 12
Optional for This element could be considered sensitive months.
others. information. HUD encourages grantees to Residents receiving
establish policies and procedures for health-related
collection of sensitive information and services.
discourages grantees from collecting and Residents with fewer
reporting this information in the absence of emergency room
said policies. visits.
77 Food and The individual 1 = Yes Required for Food and nutrition services could include Residents without
Nutrition received services to 2 = No Health & support in helping individuals improve the health insurance
Service help them improve 77 = Information not Wellness, quality of their diets, such as cooking classes, receive health
their access to collected Substance Use, training on healthy eating, or meeting with insurance.
nutritious food, such and Elderly/ nutritionists. It may also include services that Residents attend
as food banks or food Residents with help improve their access to food, such as medical examinations
delivery services. Disabilities. congregate meal sites, food banks, cooking at least once every 12
Optional for services, and food delivery services. months.
others. Residents receiving
Participation in the Supplemental Nutrition health-related
for Women, Infants & Children program (WIC) services.
is considered a service. However, Residents with fewer
Supplemental Nutrition Assistance Program emergency room
(SNAP) is excluded. visits.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 37
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
77 Food and If the individual The number of service Required for Count each service interaction as one. For Residents without
Nutrition received food and interactions as a whole Health & example, if the individual visited a food bank health insurance
Service nutrition services, number. If none, enter "0". Wellness, every week for the entire year, count 52 receive health
Number input the number of Substance Use, interactions. If the individual received daily insurance.
times they received and Elderly/ services, count 365 interactions. Residents attend
the service. Residents with medical examinations
Disabilities. If service was provided but exact number is at least once every 12
Optional for unknown, enter 1. months.
others. Residents receiving
health-related
services.
Residents with fewer
emergency room
visits.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 38
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Section G – Substance Use

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
37 Substance Use The individual is 1 = Yes Required for These services include treatment for use of Residents with drug
Disorder referred or connected 2 = No Substance Use. addictive substances such as tobacco, alcohol, or alcohol
Service to substance use 77 = Information not Optional for and legal or illegal drugs. Examples of dependency are
disorder services. collected others. treatment providers are the American Lung receiving voluntary
Association or other smoking cessation substance use
programs, physicians, mental health workers, treatment.
alcohol and drug treatment facilities, and
Alcoholics Anonymous (AA). These services
may also include prevention and intervention
services.

The referral may be from the ROSS-SC or a

partner or service provider, such as a
community health center.

This element could be considered sensitive

information. HUD encourages grantees to
establish policies and procedures for collection
of sensitive information and discourages
grantees from collecting and reporting this
information in the absence of said policies.
37 Substance Use If the individual was The number of service Required for Count each service interaction as one. For Residents with drug
Disorder referred or connected interactions as a whole Substance Use. example, if the individual received two or alcohol
Service to substance use number. If none, enter "0". Optional for referrals to substance use disorder services, dependency are
Number disorder services, others. enter 2. receiving voluntary
input the number of substance use
times they were If service was provided but exact number is treatment.
referred. unknown, enter 1.

This element could be considered sensitive

information. HUD encourages grantees to
establish policies and procedures for collection
of sensitive information and discourages
grantees from collecting and reporting this
information in the absence of said policies.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 39
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
38 Substance Use The individual is being 1 = The individual is being Optional for all. A substance use disorder involves patterns of Residents with drug
Treatment treated by a medical treated for a substance use symptoms caused by using a substance that an or alcohol
professional or a disorder individual continues taking despite its negative dependency are
treatment facility for 2 = The individual is not effects. These substances may be legal, such as receiving voluntary
substance use or being treated for a alcohol, or an illicit drug. substance use
dependence. substance use disorder but treatment.
did receive treatment in This element could be considered sensitive
past 12 months information. HUD encourages grantees to
3 = The individual was not establish policies and procedures for collection
treated for a substance use of sensitive information and discourages
disorder in past 12 months, grantees from collecting and reporting this
but did receive such information in the absence of said policies.
treatment over a year ago Inform individuals of confidentiality of their
4 = The individual never responses.
received treatment for a
substance use disorder
77 = Information not
collected
88 = Individual refused
99 = Individual does not
know

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 40
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Section H – Elderly/Residents with Disabilities

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
31 Activities of If assessed, individual 1 = Toileting hygiene Optional for all. Activities of Daily Living (ADLs) are basic Residents receiving
Daily Living demonstrated need 2 = Feeding or eating activities of daily life and include tasks that are voluntary elderly-
(ADL) Count for assistance in 3 = Dressing upper body required to live independently. related services.
completing one or 4 = Dressing lower body Select all ADLs that the resident requires Residents receiving
more Activities of 5 = Grooming assistance with: voluntary disability-
Daily Living (ADLs) at 6 = Bathing (1) Toileting hygiene – using the toilet related services.
the time of 7 = Toilet transferring appropriately and/or cleaning oneself Residents receiving
assessment. Select all 8 = Transferring (2) Feeding or eating – getting food from the Supplemental
that apply. 9 = Ambulation/ plate to one’s mouth Security Income and
locomotion (3) Dressing upper body – selecting clothes, Social Security
putting them on, and adequately managing Disability Insurance.
If none, enter "0". one’s personal appearance for the upper body
If information was not (4) Dressing lower body – selecting clothes,
collected, enter "-1". putting them on, and adequately managing
one’s personal appearance for the lower body
(5) Grooming – combing hair, shaving, brushing
teeth, and other personal appearance tasks
(6) Bathing – washing one’s face and body in
the bath or shower
(7) Toilet transferring – getting to and from
toilet
(8) Transferring – being able to move from one
body position to another. This includes being
able to move from a bed to a chair, or into a
wheelchair. This can also include the ability to
stand up from a bed or chair in order to grasp a
walker or other assistive device
(9) Ambulation/Locomotion – being able to
walk around and/or get from place to place

If the individual was assessed but no needs

identified, select 0. If the individual did not
receive an assessment, select Information Not
Collected.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 41
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
32 Instrumental If assessed, individual 1 = Telephone Required for Instrumental Activities of Daily Living (IADLs) Residents receiving
Activities of demonstrated need 2 = Traveling Elderly/ are more complex activities of daily life than voluntary elderly-
Daily Living for assistance in 3 = Shopping Residents with ADLs and include tasks that may be required to related services.
(IADL) Count completing one or 4 = Preparing meals Disabilities. live independently. Select all IADLs that the Residents receiving
more Instrumental 5 = Housework Optional for resident requires assistance with: voluntary disability-
Activities of Daily 6 = Medications others. (1) Telephone/Communications – being able to related services.
Living (IADLs) at the 7 = Money management use basic communication devices like the Residents receiving
time of assessment. phone and mail sorting Supplemental
Select all that apply. If none, enter "0". (2) Transportation/Traveling – managing Security Income and
If information was not transportation such as driving or organizing Social Security
collected, enter "-1". and obtaining other means of transportation Disability Insurance.
(3) Shopping – shopping required for basic
items like groceries, toiletries, et cetera
(4) Preparing meals – task required to get a
meal on the table, such as cutting, heating,
cooking food items
(5) Housework – cleaning kitchen after eating,
keeping one’s living space reasonably clean
and tidy, doing laundry, and keeping up with
home maintenance
(6) Managing medications – obtaining
medication and taking them as directed
(7) Money management – managing finances,
such as paying bills and managing financial
assets

If the individual was assessed but no needs

were identified, select 0. If the individual did
not receive an assessment, select Information
Not Collected.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 42
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
33(a) Adult Personal The individual with a 1 = Toileting hygiene Required for Adult personal assistance is designed to help Residents receiving
Assistance chronic illness or a 2 = Feeding or eating Elderly/ individuals manage Activities of Daily Living voluntary elderly-
Service disability needing help 3 = Dressing upper body Residents with (ADLs). These are basic activities that are related services.
with daily living, 4 = Dressing lower body Disabilities. required for daily living and include: toilet Residents receiving
received assistance 5 = Grooming Optional for hygiene, feeding and eating, dressing, voluntary disability-
with Activities of Daily 6 = Bathing others. grooming, bathing, and transferring and related services.
Living (ADLs). Select all 7 = Toilet transferring moving throughout the home. (See data Residents receiving
that apply. 8 = Transferring element 31: Activities of Daily Living for a full Supplemental
9 = Ambulation/locomotion description.) Services may be delivered one- Security Income and
on-one in the home, such as through a Social Security
If none, enter "0". personal aide, or through group programs such Disability Insurance.
If information was not as adult day care.
collected, enter "-1".
33(b) Adult Personal The individual with a 1 = Telephone Required for Adult personal assistance is designed to help Residents receiving
Assistance chronic illness or a 2 = Traveling Elderly/ individuals manage Instrumental Activities of voluntary elderly-
Service disability needing help 3 = Shopping Residents with Daily Living (IADLs). These may include more related services.
with daily living, 4 = Preparing meals Disabilities. complex activities such as shopping, preparing Residents receiving
received assistance 5 = Housework Optional for meals, and paying bills. (See data element 32: voluntary disability-
with Instrumental 6 = Medications others. Instrumental Activities of Daily Living for a full related services.
Activities of Daily 7 = Money management description.) Services may be delivered one- Residents receiving
Living (IADLs). Select on-one in the home, such as through a Supplemental
all that apply. If none, enter "0". personal aide, or through group programs such Security Income and
If information was not as adult day care. Social Security
collected, enter "-1". Disability Insurance.
39 Isolation The individual 1 = Yes Required for This service includes helping a resident to Residents receiving
Intervention received isolation 2 = No Elderly/ increase or improve their social connections by voluntary elderly-
Service intervention services 77 = Information not Residents with interacting with other residents, property related services.
to help them improve collected Disabilities. activities, or community activities. Services Residents receiving
or increase their social Optional for may also include identifying recreational or voluntary disability-
connections. others. other activities in the community, or helping related services.
residents engage in online activities or Residents receiving
communication. Supplemental
Security Income and
Social Security
Disability Insurance.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 43
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
39 Isolation If the individual The number of service Required for Count each service interaction as one. For Residents receiving
Intervention received isolation interactions as a whole Elderly/ example, if the individual attended monthly voluntary elderly-
Service intervention services, number. If none, enter "0". Residents with resident social events, enter 12. related services.
Number input the number of Disabilities. Residents receiving
times they received Optional for If service was provided but exact number is voluntary disability-
the service. others. unknown, enter 1. related services.
Residents receiving
Supplemental
Security Income and
Social Security
Disability Insurance.
89 Independent An elderly individual 1 = Yes Required for Independent living services may include Residents receiving
Living Service or individual with a 2 = No Elderly/ apartment cleaning, laundry, shopping, voluntary elderly-
disability received 66 = N/A Residents with cooking, and money management, and related services.
assistance in obtaining 77 = Information not Disabilities. referrals to supports that help individuals Residents receiving
services to help them collected Optional for manage aspects of their home. voluntary disability-
remain in their own others. related services.
home. Residents receiving
Supplemental
Security Income and
Social Security
Disability Insurance.
89 Independent If the individual The number of service Required for Count each service interaction as one. For Residents receiving
Living Service received independent interactions as a whole Elderly/ example, if the individual received daily voluntary elderly-
Number living service, input number. If none, enter "0". Residents with services for laundry/cleaning/cooking for the related services.
the number of times Disabilities. entire year, count 365 interactions. Residents receiving
they received the Optional for voluntary disability-
service. others. If service was provided but exact number is related services.
unknown, enter 1. Residents receiving
Supplemental
Security Income and
Social Security
Disability Insurance.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 44
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Section I – Public Assistance

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
17 Supplemental The individual 1 = Yes Required for all. The Supplemental Nutrition Assistance N/A
Nutrition received 2 = No Program (SNAP) is a federally-funded financial
Assistance Supplemental 77 = Information not assistance program for low-income families to
Program Nutrition Assistance collected help facilitate access to healthy food.
(SNAP) Program (SNAP) 88 = Individual refused
benefits at the time of 99 = Individual does not
data collection. know
18 Temporary The individual 1 = Yes Required for all. The Temporary Assistance for Needy Families N/A
Assistance to received cash or other 2 = No program (TANF) is federally funded but is
Needy support services under 77 = Information not administrated by each state. TANF is a
Families the Temporary collected financial assistance program for low-income
(TANF) Assistance for Needy 88 = Individual refused families that have children and for pregnant
Families (TANF) 99 = Individual does not women in their last three months of
Program at the time of know pregnancy.
data collection.
19 Supplemental The individual 1 = Yes Required for all. Supplemental Security Income (SSI) is a Residents receiving
Security received 2 = No federal income supplement program voluntary elderly-
Income (SSI) Supplemental Security 77 = Information not designed to help older adults and blind related services.
Income (SSI) benefits collected individuals or people with disabilities who Residents receiving
at the time of data 88 = Individual refused meet income and asset thresholds. SSI is paid voluntary disability-
collection. 99 = Individual does not through federal general revenues, not related services.
know through Social Security taxes. Residents receiving
Supplemental
Security Income and
Social Security
Disability Insurance.
20 Social Security The individual 1 = Yes Required for all. Social Security Disability Insurance (SSDI) is a Residents receiving
Disability received Social 2 = No federal income supplement program voluntary elderly-
Insurance Security Disability 77 = Information not designed to help adults with disabilities who related services.
(SSDI) Insurance (SSDI) collected meet income and asset thresholds. It is paid Residents receiving
benefits at the time of 88 = Individual refused through federal Social Security taxes. voluntary disability-
data collection. 99 = Individual does not related services.
know Residents receiving
Supplemental
Security Income and
Social Security
Disability Insurance.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 45
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
41 Benefits / The individual 1 = Yes Required for all. This service includes assistance in applying for Residents receiving
Entitlement received services to 2 = No any government entitlement, veteran’s voluntary elderly-
Service help them access or 77 = Information not benefits or social services “safety net” related services.
apply for government collected programs and/or any other public benefit Residents receiving
benefits, including program. These programs may be offered at voluntary disability-
Medicare/Medicaid, the federal, state, or local level and may related services.
income assistance, include income assistance, utility assistance, Residents receiving
utility assistance, or food assistance, Medicare/Medicaid. This Supplemental
other government service may also involve helping individuals Security Income and
programs. access other private insurance or benefits, Social Security
such as life insurance or supplemental health Disability Insurance.
insurance. This may include assisting
individuals to apply for benefits, maintain or
re-determine their eligibility for benefits, or
understand the benefit options available to
them.
41 Benefits / If the individual The number of service Required for all. Count each service interaction as one. For Residents receiving
Entitlement received benefits interactions as a whole example, if the individual met with a ROSS-SC voluntary elderly-
Service services, input the number. If none, enter "0". three times to help them apply for benefits, related services.
Number number of times they enter 3. Residents receiving
received the service. voluntary disability-
If service was provided but exact number is related services.
unknown, enter 1. Residents receiving
Supplemental
Security Income and
Social Security
Disability Insurance.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 46
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Section J – Housing
Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
56 Household The household's self- The household’s average Optional for all. Housing costs include the rent or mortgage N/A
Housing Cost reported monthly monthly housing costs in payment, plus utilities, fees, and taxes that
Amount housing costs, including U.S. dollars, rounded up or are not already included in the rent or
rent/mortgage and down to the nearest dollar. mortgage payment.
other costs such as
utilities and taxes. If this information is not
collected, enter "-1".
57 Household The household's self- The household’s average Optional for all. Transportation costs include car loan N/A
Transportation reported monthly monthly transportation payments, vehicle insurance, gas, and public
Cost Amount transportation costs, costs in U.S. dollars, transportation or taxi fare. Do not include
including personal rounded up or down to the vacations or other infrequent costs related to
vehicles or public nearest dollar. transportation.
transportation.
If this information is not
collected, select "-1".
58 Adequate The resident has 1 = Yes Optional for all. This means that the individual is able to get N/A
Transportation adequate 2 = No around for day-to-day needs, such as work,
transportation to 77 = Information not shopping, and doctor's appointments.
manage day-to-day collected
needs.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 47
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
75 Pre-Housing Prior to purchase or 1 = Yes Optional for all. Housing counselling may include training on N/A
Counseling rental, the individual 2 = No financial aspects of finding and securing
Service received counselling or 77 = Information not housing, such as building credit to prepare for
services related to the collected a home purchase, or practical aspects, such as
financial and practical understanding tenant and landlord
aspects of buying or responsibilities. Events such as Bank-
renting a home. sponsored mortgage seminars open to the
general public or simply going to a bank and
being guided through the process are
excluded. Sweat-equity programs that offer
homeownership counseling, such as Habitat
for Humanity, are also excluded.

If an individual has attended pre-housing

counseling and did not purchase a home or
relocate to market rate housing, they may still
be counted as receiving pre-housing
counseling.
75 Pre-Housing If the individual The number of service Optional for all. Each service interaction counts as one. For N/A
Counseling participated in pre- interactions as a whole example, if the individual attended a three-
Service housing counseling, number. If none, enter "0". part homebuyer education workshop, count 3
Number input the number of interactions.
times they received the
service. If service was provided but exact number is
unknown, enter 1.
76 Post-Housing After purchase or 1 = Yes Optional for all. Post-housing counselling may be provided by N/A
Counseling rental, the individual 2 = No the ROSS program, partner, or service
Service received counselling or 77 = Information not provider. This type of counselling may cover
services related to the collected topics such as navigating tenant-landlord
ongoing financial and conflicts, avoiding foreclosure and default,
practical responsibilities and refinancing a mortgage.
of homeowners or
renters.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 48
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
76 Post-Housing If the individual The number of service Optional for all. Each service interaction counts as one. For N/A
Counseling participated in post- interactions as a whole example, if the individual attended two
Service housing counseling, number. If none, enter "0". sessions with a foreclosure counselor, count 2
Number input the number of interactions.
times they received the
service. If service was provided but exact number is
unknown, enter 1.
81 Housing The individual received 1 = Yes Required for all. Housing retention services can include N/A
Retention housing retention 2 = No assistance with eviction prevention;
Service assistance to help them 77 = Information not assistance with preparing, organizing and
maintain their tenancy collected understanding documents for lease
and avoid eviction. recertification; and assistance with apartment
inspection compliance. It also includes linking
individuals with a member of the property
management team for assistance with
understanding their lease and house rules.
81 Housing If the individual The number of service Required for all. Count each service interaction as one. For N/A
Retention received housing interactions as a whole example, if the individual met with a housing
Service retention assistance, number. If none, enter "0". counselor twice to discuss an eviction issue,
Number input the number of count 2 interactions.
times they received the
service. If service was provided but exact number is
unknown, enter 1.
93 Housing The individual with 1 = Yes Required for all. This service involves providing information or N/A
Placement housing was provided 2 = No assistance to the individual and/or family
Service assistance to help them 77 = Information not members regarding temporary or permanent
transfer to another collected housing options. This may include assistance
property, to a different with an individual’s transition back to their
unit within the apartment from short-term care facility or
property, or to an hospital or relocation to another unit or
alternative care facility, property due to safety concerns, renovations,
either permanently or special accommodations, etc.
temporarily.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 49
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
93 Housing If the individual The number of service Required for all. Count each service interaction as one. For N/A
Placement participated in a interactions as a whole example, if participant met with the ROSS-SC
Service housing placement number. If none, enter "0". or service provider once to identify temporary
Number service, input the housing options, count 1 interaction.
number of times they
received the service. If service was provided but exact number is
unknown, enter 1.
94 Permanent If an individual moved Date in a YYYY-MM-DD Required for all. If the individual currently resides at the N/A
Housing out of the property, format. property, enter "2100-01-01".
Placement/ enter the date they
Turnover Date moved out. If the individual moved out of the property,
enter the date they moved out. You may
consult with the Housing Specialist at the PHA
or TDHE.
94 Permanent If the individual has 1 = Moved Out: Purchased Required for all. If an individual has moved out because of N/A
Housing moved out of the ROSS a home RAD conversion, select “Moved Out: Other".
Placement/ property, enter the 2 = Moved Out: Another If an individual has not moved out and still
Turnover reason for their move- apartment or rental resides at the property, select "N/A".
Reason out. property
3 = Moved Out: Higher
Level of Care
4 = Moved Out: With family
5 = Moved Out: Other
6 = Moved Out: Unknown
7 = Eviction
8 = Death
66 = N/A
77 = Information not
collected

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 50
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Section K – Other Supportive Services

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
43 Crisis The individual 1 = Yes Optional for all. This service includes intervening during a time N/A
Intervention/ received or was 2 = No of personal crisis that could otherwise have
Support referred to services 77 = Information not consequences for the health, well-being, and
Counseling/ related to crisis collected safety of the family or individual. This may be
Family Support intervention, either an internal experience of emotional
Service supportive change/distress or a disastrous event.
counselling, or family
support to manage Activities in this area can include counseling
personal or family for issues such as bereavement, self-esteem, or
distress or challenges. overall well-being; referrals for psychiatric
intervention; assisting resident’s family in
finding supports to manage a family crisis;
contact with resident’s family regarding
available services for the resident; contact with
resident’s family members regarding resident’s
functioning or changes in functioning;
addressing domestic or community violence;
counseling/education/information related to
transition/move-out to higher level of care or
alternative living arrangements; or assistance
in securing Intervention/Support through a
community provider (e.g. 911, mobile crisis
unit, suicide prevention hotline, Adult
Protective Services).

This element could be considered sensitive

information. HUD encourages grantees to
establish policies and procedures for collection
of sensitive information and discourages
grantees from collecting and reporting this
information in the absence of said policies.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 51
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
43 Crisis If the individual The number of service Optional for all. Count each service interaction as one. For N/A
Intervention/ received crisis interactions as a whole example, if the ROSS-SC referred the individual
Support intervention services, number. If none, enter "0". to a community crisis response service, and
Counseling/ count the number of later contacted their family to discuss service
Family Support times they received options, count 2 interactions.
Service the service.
Number If service was provided but exact number is
unknown, enter 1.

This element could be considered sensitive

information. HUD encourages grantees to
establish policies and procedures for collection
of sensitive information and discourages
grantees from collecting and reporting this
information in the absence of said policies.
72 Legal The individual 1 = Yes Required for all. This refers to legal services including receiving Residents involved
Assistance received legal 2 = No legal aid, receiving legal counsel, or in the justice system
Service assistance or aid to 77 = Information not participating in legal clinics. These services may receiving legal aid
help them address collected be related to a criminal issue or it may be services.
legal issues, including related to a civil issue such as will preparation
civil matters and and estate planning, advanced directives and
criminal matters. end-of-life decision making, personal injury, or
custody and divorce proceedings.
72 Legal If the individual The number of service Required for all. Count each service interaction as one. For Residents involved
Assistance received legal interactions as a whole example, if the individual attended three in the justice system
Service assistance service, number. If none, enter "0". meetings with a legal aid attorney to draft a receiving legal aid
Number input the number of will, count 3 interactions. services.
times they received
the service. If service was provided but exact number is
unknown, enter 1.
82 Household The individual 1 = Yes Required for all. Household or life skills services may include N/A
Skills/Life Skills participated in a 2 = No Good Neighbor trainings, household
Service course or training 77 = Information not management, food preparation, civic
regarding life or collected engagement, navigating community resources,
household skills, such citizenship classes, driver’s education, etc.
as Good Neighbor
trainings or drivers'
education classes.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 52
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
82 Household If the individual The number of service Required for all. Count each service interaction as one. For N/A
Skills/Life Skills participated in a interactions as a whole example, if the individual attended one
Service household or life skills number. If none, enter "0". workshop on voting and one workshop on food
Number training, input the prep, count 2 interactions.
number of times they
received the service. If service was provided but exact number is
unknown, enter 1.
83 Needs During the reporting 1 = Yes Required for all. This data element refers to individual Intake N/A
Assessment period, the individual 2 = No Assessments that ROSS grantees may
Service received an Intake 77 = Information not administer to individuals to identify their
Assessment that collected service needs. This may be a one-time
identifies their service assessment at the outset of the program, or it
needs and priorities in may include follow-up assessments focused on
order to help the a specific topic, such as a health assessment or
ROSS-SC connect them financial assessment.
to appropriate
services and Despite its name, this data element does not
resources. refer to Community Needs Assessments, which
are administered to residents throughout the
entire ROSS property and are meant to help
ROSS grantees determine their Areas of Need.
Do not count Community Needs Assessments
under this element.
83 Needs If the individual The number of service Required for all. Count the number of assessments an individual N/A
Assessment received an individual interactions as a whole has completed. For example, if the individual
Service Intake Assessment number. If none, enter "0". completed an initial Intake Assessment and
Number during the reporting later completed a specialized Health
period, or any follow- Assessment, count 2 interactions.
up assessments, input
the number of If service was provided but exact number is
assessments they unknown, enter 1.
received.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 53
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
84 Service The individual 1 = Yes Required for all. This data element is used as a general "Other" N/A
Coordination received service 2 = No category to capture the delivery of other
Service coordination that is 77 = Information not services that are not recorded under other
not otherwise collected data elements. This element should only be
recorded under other used if the specific service that the individual
data elements. received does not match any of the other
services listed. If the service is already
recorded under another data element, do not
count it under Service Coordination. Service
Coordination could also include referrals to the
Connect Home program or other referrals not
captured elsewhere.
84 Service If the individual The number of service Required for all. Count each service as one, excluding any N/A
Coordination received service interactions as a whole services that are already recorded elsewhere.
Service coordination (that is number. If none, enter "0". For example, if a resident met with the ROSS-
Number not recorded SC twice, count 2 interactions.
elsewhere), input the
number of times they If service was provided but exact number is
received the service. unknown, enter 1.
86 3 to 5 Years The individual 1 = Yes Required for all. This may include educational services delivered N/A
Childhood received assistance 2 = No to a child before they start primary school,
Education obtaining early 77 = Information not even if they are younger than 3 or older than 5.
Service childhood education collected Such programs offer childcare combined with a
for a child who is not developmentally appropriate educational
yet enrolled in primary component. Examples of programs include
school, such as pre-K Head Start and Pre-K.
or Head Start.
Record for Head of Household only, NOT for
child.
90 Transportation The individual 1 = Yes Required for all. Transportation services may include bus N/A
Assistance received 2 = No passes/tokens, rides in a service provider-
Service transportation 77 = Information not owned van, arranging carpools, connecting to
services to participate collected city/county special transportation
in medical or other opportunities, assistance with personal auto
personal repair, etc.
appointments,
religious, social, or
recreational activities.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 54
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
90 Transportation If the individual The number of service Required for all. Count each service interaction as one. For N/A
Assistance received interactions as a whole example, if the individual received a bus pass
Service transportation number. If none, enter "0". each month for the year, count 12 interactions.
Number services, input the
number of times they If service was provided but exact number is
received the service. unknown, enter 1.
91 Outreach An individual who is 1 = Yes Optional for all. This service should reflect the ROSS-SC's efforts N/A
Service not yet enrolled in the 2 = No to encourage residents to participate in ROSS.
ROSS program 77 = Information not This may include one-on-one meetings, group
participated in collected meetings, or outreach to new residents. It may
outreach activities to also be used to count an individual's
encourage them to attendance at a community event designed to
participate in the ROSS encourage participation in ROSS, such as a PHA
program, such as resource fair. Outreach campaigns that do not
attending a involve direct communication with a
community event or prospective participant, such as e-newsletters
meeting one-on-one or distributing flyers, are excluded.
with the ROSS-SC.
91 Outreach If the individual The number of service Optional for all. Count each contact as one. For example, if the N/A
Service received outreach interactions as a whole ROSS-SC spoke to a prospective participant
Number services, input the number. If none, enter "0". twice about joining the program, count 2
number of times they contacts.
received the service.
Do not count outreach services as Service
Coordination.

If service was provided but exact number is

unknown, enter 1.
92 General The individual 1 = Yes Optional for all. This service includes sharing “quality time” or N/A
Information received general 2 = No sharing general information with a resident
and Referral support from the 77 = Information not with no particular service rendered, other than
Service ROSS-SC, with no collected addressing the resident’s desire/need for
specific service conversation or interaction.
rendered.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 55
 RESIDENT OPPORTUNITY AND SELF-SUFFICIENCY PROGRAM: ROSS DATA GUIDE 4.0

Areas of Need
Fixed Data Element Data Element Required to
ID Name Description Response Options Respond Additional Information Relevant KPIs
92 General If the individual The number of service Optional for all. Count each contact as one. For example, if the N/A
Information received general interactions as a whole ROSS-SC met with a participant three times for
and Referral information and number. If none, enter "0". general discussion, count 3 contacts.
Service referral services, input
Number the number of times Do not count general information or referrals
they received the as Service Coordination.
service.
If service was provided but exact number is
unknown, enter 1.

U.S DEPARTMENT OF HOUSING & URBAN DEVELOPMENT | OFFICE OF PUBLIC AND INDIAN HOUSING 56