Below is an alphabetical list of the fields and options located on the Residence Units Data Entry page. To jump directly to the information for a specific field or option, press <Ctrl+F> to access your browser's search feature and enter the name of the field/option in question.
NOTE: A gear icon next to a field or option in this list indicates that it is optional (and therefore not automatically in all AWARDS databases). If you do not see one of these fields/options in your AWARDS database and would like to request that it be turned on, please contact the Help Desk for assistance.
In the Address field, type or make changes to the street address of the residence unit.
TIP: Do not include commas or semi-colons in addresses; instead, use dashes where separation is needed.
TIP: When multiple residence units are located in the same building, be sure the enter the address exactly the same for each.
In the Apt/Bed field, type or make changes to the apartment number/letter of the residence unit.
Click the Availability drop-down arrow and make a selection to indicate the type of availability for the residence unit. Options include: "Year-Round," "Seasonal," or "Overflow." There is also a blank option. The default selection is "Year-Round."
Click the Bed Type drop-down arrow and make a selection to indicate whether the bed is "Facility-Based," "Voucher," or "Other." There is also a blank option. The default selection is "Facility-Based."
In the City field, type or make changes to the city in which the residence unit is located.
Click the Client Location drop-down arrow and make a selection to indicate the continuum of care within which clients occupying this residence unit are located. Available selections are those made for the program using Agency Program Information > Add/Edit Entire Program using the Continuum of Care field.
NOTE: If no Continuum of Care selections have been made for this program, the Client Location drop-down list will be empty.
In the County field, type or make changes to the county in which the residence unit is located.
First Available Date
In the First Available Date field, type or make changes to the date on which the residence unit was first available for client occupancy (using mm/dd/yy format).
TIP: The first available date entered should be on or before the admission date of the first client to have lived in that unit.
NOTE: If the first available date for a residence unit is more than 30 days ago, you must have the Start Period Backdating permission.
Click the Gender drop-down arrow and select the gender of consumers that this residence unit is available to. The default value is "Either." Other available options are "Male" and "Female."
Click the Household Type drop-down arrow and make a selection to indicate whether the residence unit is for "Households without children," "Households with at least one adult and one child," or "Households with only children." This option is blank by default.
TIP: For apt/beds that share the same Unit ID, the household type selection must also be the same. If different household types are selected for apt/beds with the same Unit ID, an error message is displayed when the page is saved.
Last Available Date
A date should be entered in the Last Available Date field if the corresponding residence unit will no longer be available for occupancy. It can only be filled in if the residence unit is currently unoccupied.
TIP: To archive a residence unit that was previously occupied but that is no longer available for use, enter the date of last occupancy in the Last Available Date field. To delete a residence unit that was never occupied, enter a last available date that's the same as the first available date for that unit. For more information, see Maintaining Residence Units Information.
Participates in HMIS
Click the Participates in HMIS drop-down arrow and make a selection to indicate whether the unit is part of the HMIS. Options include: "Yes," "No," and "Unknown." The default selection is "Yes."
Click the SmokeFree drop-down arrow and indicate whether the residence unit is smoke free. The default value is "Either." Other available options are "Yes" and "No."
In the State field, type or make changes to the two letter abbreviation for the state in which the residence unit is located.
Click the Target Population drop-down arrow and make a selection to indicate whether the target population is "Chronic Homeless Bed," "Veteran Bed," or "Youth." There is also an "N/A" option, which is the default.
If "Youth Bed" is selected, a corresponding Accepted Youth option is displayed. Selections available in that drop-down include: "Youth age 0 to 18," "Youth age 0 to 24," and "Youth age 18 to 24." The default selection is "Youth age 0 to 18."
In the Unit ID field, type or make changes to the numerical ID for the unit or bed being created. If this field is left blank when creating a new unit, AWARDS automatically assigns the Unit ID to the unit. IDs are assigned sequentially for the entire database.
NOTE: The Unit ID is a unique identifier for a residential unit. A group of beds comprising one apartment shares a single Unit ID. An apartment with only one bed has its own Unit ID.
In the Zip field, type or make changes to the zip code of the residence unit.