RSR data dictionary

<?xml version="1.0" encoding="UTF-8"?>

Every client-level XML file.

RSR:ROOT with xsi:schemaLocation="urn:rsrNamespace RsrClientSchema.xsd"; xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"; xmlns:RSR="urn:rsrNamespace"

Every client-level XML file.

Contains RSR-FILE-004 through RSR-FILE-010 in XSD order

Every client-level XML file.

5.2.0

Every client-level XML file.

1–150 characters; special characters are excluded but the excluded set is not listed.

Every client-level XML file.

1–150 characters; special characters are excluded but the excluded set is not listed.

Every client-level XML file.

1–150 characters; special characters are excluded but the excluded set is not listed.

Every client-level XML file.

Valid email address

Every client-level XML file.

999,999,9999 x99999; extension is optional and requires one space before x.

Every client-level XML file.

YYYY; must equal the submission reporting period year (2025 for this dictionary).

Every client-level XML file.

Use the reporting year assigned to the RSR submission.

Child elements must follow the order in the official XSD

Every reportable client.

No formal length or pattern is published in the reviewed documents.

Every Recipient Report.

Pulled from the organization profile in HRSA EHBs.

No formal length or pattern is published in the reviewed documents.

Every Recipient Report.

Pulled from the organization profile in HRSA EHBs.

No formal length or pattern is published in the reviewed documents.

Every Recipient Report.

Pulled from the organization profile in HRSA EHBs.

Required address component; keep leading zeros in ZIP codes.

Every Recipient Report.

Pulled from the organization profile in HRSA EHBs.

Valid EIN; exact pattern is not stated in the reviewed documents.

Every Recipient Report.

Pulled from the organization profile.

Valid 12-character UEI assigned through SAM.gov.

Every Recipient Report.

Pulled from the organization profile.

No formal length or pattern is published in the reviewed documents.

Every Recipient Report.

No formal length or pattern is published in the reviewed documents.

Every Recipient Report.

No formal length or pattern is published in the reviewed documents.

Every Recipient Report.

No formal length or pattern is published in the reviewed documents.

When applicable.

No formal length or pattern is published in the reviewed documents.

When applicable.

A valid email address.

Every Recipient Report.

Yes or No.

RWHAP Parts C and D Recipient Reports.

Numeric percent from the Notice of Award.

When the MAI designation response is Yes.

Use the most recent official percentage designation for the reporting period; do not calculate from client data.

Provider organizations whose GCMS contract dates overlap the reporting period.

At least one provider must be listed for each Recipient Report.

Select contracts whose dates overlap the RSR period.

One or more RSR service categories per provider.

Every listed provider must have at least one funded service.

Combined from applicable contracts, including RWHAP-related funded services.

Exempt or not exempt.

For each listed provider.

Brief reason based on one or more manual exemption criteria.

When the provider exemption box is selected.

Free text; do not include protected health information.

When the submitter has useful feedback.

Checked / certified.

Before certifying the Recipient Report.

Existing HAB-assigned provider ID

Required only for a batch submission; normally not required for a file uploaded inside one Provider Report.

Assigned in the RSR web system; when submitted it is cross-checked against the Provider Report.

Existing HAB-assigned registration code

May be included and cross-checked; not required for a normal web upload.

Assigned in the RSR web system; when submitted it is cross-checked against the Provider Report.

Valid EIN.

Expected for the Provider Report; missing data creates a warning rather than an error.

Pulled from the organization profile.

Valid 12-character UEI assigned through SAM.gov.

Expected for the Provider Report; missing data creates a warning rather than an error.

Pulled from the organization profile.

Exactly 10 digits; preserve leading zeros if any.

Report when the provider has an NPI.

Required address component.

Every Provider Report.

Pulled from the organization profile.

Required address component.

Every Provider Report.

Pulled from the organization profile.

Required address component.

Every Provider Report.

Pulled from the organization profile.

Required address component.

Every Provider Report.

Pulled from the organization profile.

Repeat for each contact; at least one organization contact is required.

At least one contact record must be present.

Repeat for each contact; at least one organization contact is required.

At least one contact record must be present.

Repeat for each contact; at least one organization contact is required.

At least one contact record must be present.

Repeat for each contact; at least one organization contact is required.

At least one contact record must be present.

Repeat for each contact; at least one organization contact is required.

When applicable.

Repeat for each contact; at least one organization contact is required.

When applicable.

Select one provider type.

Every Provider Report.

Free text description.

When Provider type is Other provider type.

Yes; No; Unknown.

Every Provider Report.

Select one ownership type.

Every Provider Report.

Yes or No.

Every Provider Report.

No; Yes; Unknown.

Every Provider Report.

No formal length or pattern is published in the reviewed documents.

Every Provider Report.

No formal length or pattern is published in the reviewed documents.

Every Provider Report.

No formal length or pattern is published in the reviewed documents.

Every Provider Report.

No formal length or pattern is published in the reviewed documents.

When applicable.

No formal length or pattern is published in the reviewed documents.

When applicable.

A valid email address.

Every Provider Report.

Select one status.

Every Provider Report.

Acknowledged / certified.

Every Provider Report.

Combined from GCMS/Recipient Report funding relationships.

Mark Delivered for each applicable funded service.

For each service delivered using RWHAP, RWHAP-related, or EHE funding.

Compare program/service records with the funded service list and mark each category actually delivered.

Select applicable additional service categories.

Provider-only agencies that generated and used their own RWHAP-related funding for the service.

Include only services delivered with the provider’s own RWHAP-related funding.

Free text related to the warning; never include protected health information.

For each warning that remains when submitting the Provider Report.

Free text; do not include protected health information.

When the submitter has useful feedback.

Checked / certified.

Before submitting the Provider Report.

No formal length or pattern is published in the reviewed documents.

Every listed site.

See the named code set.

Every listed site.

No formal length or pattern is published in the reviewed documents.

Every listed site.

No formal length or pattern is published in the reviewed documents.

When applicable.

No formal length or pattern is published in the reviewed documents.

Every listed site.

No formal length or pattern is published in the reviewed documents.

Required for a domestic address; international rules are not formally specified.

No formal length or pattern is published in the reviewed documents.

Every listed site under the form rules shown.

No formal length or pattern is published in the reviewed documents.

International addresses.

No formal length or pattern is published in the reviewed documents.

Expected for each site; missing/incomplete data create a warning.

No formal length or pattern is published in the reviewed documents.

When a website is available; missing or invalid data create alerts.

No formal length or pattern is published in the reviewed documents.

Each active site should report accurate hours; the 2025 form uses a more standardized entry method.

See the named code set.

Each delivered/uploaded client service must be linked to at least one site.

Yes or No.

Every Provider Report.

Yes when the agency provided qualifying HC&T services during the reporting period.

Whole number 0 or greater, subject to the stated cross-field limits.

When HIV counseling and testing services provided = Yes.

Count qualifying individuals tested.

Whole number 0 or greater, subject to the stated cross-field limits.

When HIV counseling and testing services provided = Yes.

Count qualifying negative results/individuals.

Whole number 0 or greater, subject to the stated cross-field limits.

When HIV counseling and testing services provided = Yes.

Count qualifying positive results/individuals.

Whole number 0 or greater, subject to the stated cross-field limits.

When HIV counseling and testing services provided = Yes.

Count qualifying positive individuals with a documented referral.

Most recent residence ZIP; service-site ZIP as proxy when needed; 99999 when neither residence nor proxy is known.

Providers reporting eligible clients in client-level data.

Assign each distinct eligible client to the most recent residence ZIP; use service-site ZIP as proxy when needed, then 99999 only if no residence or proxy exists.

Whole number greater than 0.

For every ZIP code row.

Count distinct reportable clients assigned to each ZIP. The sum should equal the total clients in the uploaded client-level file(s).

Whole number; enter 0 if none.

Every Provider Report.

Count qualifying prescribers in the unit or subunit funded to provide RWHAP services, including subcontract providers.

Whole number; enter 0 if none.

Every Provider Report; EHE-funded providers count EHE-eligible clients.

Count eligible clients treated with MAT by the funded unit/subunit; exclude clients treated only by an outside organization.

0 or greater

Calculated after client-level XML is uploaded.

Count accepted ClientReport records, normally distinct ClientUci values after duplicate records are rejected.

0 or greater

Calculated whenever a client-level validation check runs.

For each rule, count distinct client records or ClientUci values that meet the rule’s trigger condition.

40 uppercase hexadecimal characters plus one uppercase letter

The guide requires it for every client record. The manual says all core and support services but omits EHE Initiative Services from this requirement line; confirm EHE scope against the current XSD and live RSR system.

Generate with an approved HAB UCI/eUCI utility using the client’s full date of birth (year, month, and day), SexAtBirthID, and consistently recorded name inputs. Use complete documented names, not nicknames or initials. The result is 40 uppercase hexadecimal characters plus one A–Z suffix. The reviewed PDFs do not publish the full encryption algorithm.

12=Alive; 6=Deceased; 7=Unknown

Clients receiving OAHS, Medical Case Management, Non-Medical Case Management, or EHE Initiative Services.

Use status at the end of the reporting period. If the client left care, use the last known status. If the provider’s funding ended during the year, HAB recommends using the status at the time funding ended.

Valid calendar year meeting the date rules

Every reportable client.

Extract YYYY from the locally held full date of birth; only the year is submitted.

1=Hispanic/Latino; 2=Non-Hispanic/Latino

Every reportable client.

1=Mexican, Mexican American, Chicano/a; 2=Puerto Rican; 3=Cuban; 4=Another Hispanic, Latino/a or Spanish origin

When EthnicityID = 1 (Hispanic/Latino/a).

1=White; 2=Black or African American; 3=Asian; 4=Native Hawaiian/Pacific Islander; 5=American Indian or Alaska Native

Every reportable client; report all races that apply.

1=Asian Indian; 2=Chinese; 3=Filipino; 4=Japanese; 5=Korean; 6=Vietnamese; 7=Other Asian

When RaceID = 3 (Asian).

1=Native Hawaiian; 2=Guamanian or Chamorro; 3=Samoan; 4=Other Pacific Islander

When RaceID = 4 (Native Hawaiian/Pacific Islander).

1=Male; 2=Female; 4=Unknown

Every reportable client. The value may be Unknown, but the element may not be missing.

Integer up to four digits; no decimals

Clients receiving OAHS, Medical Case Management, Non-Medical Case Management, or EHE Initiative Services.

Calculate income as a percent of the applicable federal poverty measure and report a whole number up to four digits. HAB prefers HHS guidelines unless the agency already uses Census thresholds. Use the latest value on file; an earlier-year collection does not need to be repeated at year end, but changes should be documented. The documents do not give the full household-size or rounding procedure.

1=Stable/permanent; 2=Temporary; 3=Unstable

Clients receiving OAHS, Medical Case Management, Non-Medical Case Management, Housing Services, or EHE Initiative Services.

Classify the latest living arrangement using the Stable/permanent, Temporary, and Unstable definitions in the manual.

A valid collection date; Guide examples use mm,dd,yyyy; the manual shows MM/DD/YYYY. Confirm the current XSD.

Same client/service scope as HousingStatusID.

1=HIV negative; 2=HIV-positive, not AIDS; 3=HIV-positive, AIDS status unknown; 4=CDC-defined AIDS; 7=HIV indeterminate for infants under 2 only

Clients receiving OAHS, Medical Case Management, Non-Medical Case Management, or EHE Initiative Services. For an HIV-affected client whose HIV status is unknown, omit this tag.

Classify the status at year end; once CDC-defined AIDS, continue reporting CDC-defined AIDS.

1=Male-to-male sexual contact; 2=Injection drug use; 3=Hemophilia/coagulation disorder; 4=Heterosexual contact; 5=Blood transfusion, components, or tissue; 6=Perinatal transmission; 9=Not reported or not identified

Clients receiving OAHS, Medical Case Management, Non-Medical Case Management, or EHE Initiative Services; omit for an affected client whose HIV status is unknown.

10=Private-Employer; 11=Private-Individual; 2=Medicare; 12=Medicaid, CHIP or other public plan; 13=VA, Tricare or other military care; 14=IHS; 15=Other plan; 16=No insurance/uninsured

Clients receiving any core medical service, Non-Medical Case Management, or EHE Initiative Services.

Report every coverage source held during any part of the year. Also report No insurance when the client was uninsured at any time, even if another plan applied during another part of the year. Classify COBRA as Private–Employer and exchange coverage as Private–Individual.

Valid diagnosis year

A new client receiving OAHS, Medical Case Management, Non-Medical Case Management, or EHE Initiative Services when HIV status is neither negative nor indeterminate; report if known.

Extract the year from the documented HIV diagnosis date.

1=No; 2=Yes

Clients of an EHE Initiative-funded provider who received a core medical, support, or EHE service. The guide says All; the manual narrows this to EHE-funded providers.

Yes only when the person has never received care from this HIV services provider.

1=No; 2=Yes

Clients of an EHE Initiative-funded provider when NewClient = No and the client received OAHS, Medical Case Management, Non-Medical Case Management, or EHE Initiative Services.

Yes when at least one provider service occurred in the calendar year immediately before the report year.

8=OAHS; 10=Oral Health; 11=EIS; 13=Home Health; 14=Home and Community-Based Health; 15=Hospice; 16=Mental Health; 17=Medical Nutrition; 18=Medical Case Management; 19=Substance Abuse Outpatient; 20=Non-Medical Case Management; 21=Child Care; 23=Emergency Financial Assistance; 24=Food Bank/Home-Delivered Meals; 25=Health Education/Risk Reduction; 26=Housing; 28=Linguistic; 29=Medical Transportation; 30=Outreach; 32=Psychosocial Support; 33=Referral; 34=Rehabilitation; 35=Respite; 36=Substance Abuse Residential; 42=Other Professional; 46=EHE Initiative

For each core medical, support, or EHE service category with at least one actual visit day.

Map the service record to the allowed ServiceID.

Whole number 1 through 365

With each reported service-visit ServiceID.

Count distinct calendar days per client and service category. Multiple same-category services on one day count once; omit zero-visit categories. If client eligibility has a gap, count only visits during eligible periods.

9=AIDS Pharmaceutical Assistance LPAP/CPAP; 12=Health Insurance Premium and Cost Sharing Assistance for Low-Income Individuals

When AIDS Pharmaceutical Assistance or Health Insurance Premium and Cost-Sharing Assistance was delivered.

Map the delivered non-visit service to ServiceID 9 or 12.

2=Yes

With each reported ServiceDelivered ServiceID.

Use the fixed value 2 (Yes) when the service was delivered; omit undelivered services.

Valid date; Guide examples use mm,dd,yyyy; the manual shows MM/DD/YYYY. Confirm the current XSD.

HIV-positive clients receiving OAHS; not required for HIV-indeterminate infants under age 2.

Use the earliest qualifying HIV OAHS visit with this provider; if the true first date cannot reasonably be found, use the earliest available record.

One date per distinct qualifying visit day; Guide examples use mm,dd,yyyy; the manual shows MM/DD/YYYY. Confirm the current XSD.

HIV-positive clients receiving OAHS; not required for HIV-indeterminate infants under age 2.

Report one date for every distinct qualifying OAHS visit day during the full year, regardless of payor. The number of dates should equal the Element 16 OAHS visit count.

Integer; no formal lower or upper schema bound is published

HIV-positive clients receiving OAHS; not required for HIV-indeterminate infants under age 2.

Valid date; Guide examples use mm,dd,yyyy; the manual shows MM/DD/YYYY. Confirm the current XSD.

With each reported CD4 Count.

Integer copies/mL; use the assay lower bound, or 0 when an undetectable result has no known bound

HIV-positive clients receiving OAHS; not required for HIV-indeterminate infants under age 2.

Report integer copies/mL. Convert log result L as 10^L. For undetectable results, use the assay lower bound or 0 if the bound is unavailable.

Valid date; Guide examples use mm,dd,yyyy; the manual shows MM/DD/YYYY. Confirm the current XSD.

With each reported viral-load Count.

1=Yes; 8=No

HIV-positive clients receiving OAHS; not required for HIV-indeterminate infants under age 2.

Yes when ART began or continued at any time in the reporting period; otherwise No.

1=No; 2=Yes; 3=Not medically indicated

HIV-positive clients receiving OAHS; use Not medically indicated when appropriate. The guide separately mentions age 18 or older.

1=No; 2=Yes; 3=Not applicable

HIV-positive OAHS clients whose SexAtBirthID is Female; not required for HIV-indeterminate infants under age 2.

Valid date; Guide examples use mm,dd,yyyy; the manual shows MM/DD/YYYY. Confirm the current XSD.

Newly diagnosed OAHS clients with a documented positive test during the reporting period.

Use the first documented positive test date. A documented test from another site is acceptable; client self-report alone is not.

Valid date; Guide examples use mm,dd,yyyy; the manual shows MM/DD/YYYY. Confirm the current XSD.

Newly diagnosed OAHS clients; first qualifying OAHS visit on or after the positive test, within the reporting period.

Use the first qualifying OAHS medical visit with a prescribing provider on or after HivPosTestDate.