Coordinated Entry Policies and Procedures Training - PowerPoint Presentation

Coordinated Entry Policies and Procedures Training Northeast Minnesota continuum of care 2017

Overview of Training Coordinated Entry Background What is Coordinated Entry? Why do we need Coordinated Entry? Coordinated Entry Policies and Procedures Guiding Principles Implementation and Planning Marketing, Education, and Training Access Assessment Referrals Prioritization Domestic Violence Veterans

What is Coordinated Entry? Coordinated Entry is an approach to coordination and management of a Continuum of Care’s housing crisis response system. CES enables CoC providers and homeless assistance staff to make consistent decisions from available information to efficiently and effectively connect people in crisis to interventions that will rapidly end their homelessness.

Coordinated entry is: A way to help those seeking housing and services to access programs more efficiently by: Making fewer phone calls Undergoing fewer screenings Being realistic with participants about their near-term options, giving them the opportunity to assess their situation honestly and identify housing resources Identifying and prioritizing individuals and families based on vulnerability and severity of service needs. Coordinated entry is not: A stand-alone solution to end homelessness or a solution to the shortage of affordable housing stock. The CES supports the purpose of the NE CoC To prevent, respond to, and help end homelessness in Northeastern Minnesota.

Why do we need Coordinated Entry? A local CES ensures that people get the help that they need to end their homelessness swiftly, and to streamline access to limited resources so that clients can be prioritized by the severity of their barriers to housing. Without a CES, each homeless assistance project operates with their own unique eligibility criteria, assessment tools, and referral processes. The Department of Housing and Urban Development (HUD) requires each community receiving HUD CoC and ESG funds for housing to develop and implement a centralized or coordinated assessment system in its community Communities that fail to develop and implement a centralized or coordinated intake system will not qualify for future HUD funding National research indicates that coordinated intake is a key factor in the success of homeless prevention

Coordinated Entry Policies and Procedures

Guiding Principles Promote client centeredness , treating every person with dignity and offering quality assistance, have easy access to the CES, and participate in their own housing plan. Prioritize the most vulnerable for available housing and services. Provide timely access and appropriate referrals to housing programs and support services . Strive to shorten the number of days between onset or threat of homelessness and access to prevention or re-housing services. Eliminate barriers to housing placement. Identify system practices and individual project eligibility criteria which may contribute to excluding participants from services and work to eliminate those barriers. Adopt statewide standards , but allow flexibility for local customization beyond baseline standard. Create transparency and accountability within the CES for participants, service providers, and funders. Promote collaborative and inclusive planning in decision making practices. State and local communities will use coordinated entry data to analyze local and statewide housing needs and create a diversity of housing options. Exercise continuous improvements efforts. Focus on evaluation and adapting to meet the current needs of providers and consumers. Continually strive for effectiveness and efficiency and agree to make changes when those objectives are not achieved. Acknowledge and honor tribal sovereignty; respect cultural, regional, programmatic, and philosophical differences. In alignment with the Minnesota Coordinated Entry System Policies and Procedures, the NE CoC Coordinated Entry System has adopted the following guiding principles:

Implementation and Planning Governance The Northeast Minnesota Continuum of Care Governing Board is responsible for the management of the NE CoC Coordinated Entry System. Work Group The CES Committee supports CES planning in the NE CoC , including drafting policies, procedures, assessment tools, and other documents needed to support the work of CES.

Marketing, Education, and Training Strategies for marketing CES include: 1. Ensuring CES contact numbers are updated in commonly used resource guides. 2. Targeting non-housing provider groups who may encounter households experiencing homelessness Hospitals and clinics Law enforcement Faith communities Mental Health providers

CES training will be made available to the following groups: Access Points and Assessors Homeless Housing Providers Stakeholder groups Law enforcement Health care providers Faith communities Local government entities Coordinated Entry 101

Coordinated Entry Tools and Resources All CES documents and resources (training, policies/procedures, helpful links) can be found on the NE CoC website: NEMinnesotaContinuumofCare.org

The Coordinated Entry Process in NE MN Access Step 1 Assessment Prevention Step 2 Assessment/VI-SPDAT Referral Client is Housed!

Access How does a household access coordinated entry? CES This Photo by Unknown Author is licensed under CC BY-SA

Access (continued) Household does NOT meet the HUD or MN long term definition of homelessness: Provide referral(s) to mainstream resources and connect household to local prevention program (Prevention) Household accesses CES through one of the access points identified on the NE CoC Access Points Chart Assessor completes the Step 1 Assessment with household or refers household to 211 to complete Step 1 (determined by county) Household meets the HUD or MN long term definition of homelessness: Schedule a Step 2/VI-SPDAT assessment within 10-14 days. (Step 2)

Forms Needed Step 1 Assessment: used to determine if diversion, prevention, or homeless services (emergency shelter or housing first) are most appropriate.

Prevention Households that are not identified as meeting the HUD or MN LTH definition of homeless should be referred to your local Family Housing Prevention and Assistance Program (FHPAP) to apply for prevention services. Aitkin/Carlton: Lakes and Pines CAC Lake/Cook: AEOA Koochiching/Itasca: KOOTASCA Community Action

Step 2/VI-SPDAT Assessment HMIS USERS Household signs HMIS Data Privacy Notice Complete VI-SPDAT and Supplemental Questions Enter data into HMIS Household receives CES receipt Assessor is responsible for following up with households after completing assessment 1 2 3 4 5

Forms Needed HMIS Privacy Data Notice VI-SPDAT (Single, Family, or Youth) VI-SPDAT Script HMIS Supplemental Questions CES Receipt

Step 2/VI-SPDAT Assessment Non-HMIS USERS Assessors must add participants to the non-HMIS priority list if participants choose not to consent to sharing their data in HMIS, the assessor’s program does not use HMIS, or it is a domestic violence provider. Household signs the NE CoC Coordinated Entry System Participant Notice and Consent for Release of Information Complete VI-SPDAT (using VI-SPDAT Script as a supplemental tool) and Supplemental Questions Household receives CES receipt Assessor is responsible for following up with households after completing assessment 3 4 1 2

Step 2/VI-SPDAT Non-HMIS Users (continued. . . ) Remove client name from forms and assign an identifying code using first initial, last initial, birthdate (FLMMDDYYYY) Priority List Manager adds the individual to the non-HMIS priority list 5 Scan documents and email to the priority list manager: NECESPriorityListManager@gmail.com 6 7

Forms Needed NE CoC Coordinated Entry System Participant Notice and Consent for Release of Information VI-SPDAT (Single, Family, or Youth) HMIS Supplemental Questions CES Receipt

Referrals Using the ces priority list to fill a housing program vacancy

Housing Agency notifies the Priority List Manager of program vacancy. Priority List Manager identifies a household based on priorities determined by the NE CoC (within 3 business days) Priority List Manager sends referral (via HMIS and/or email) and connects the Assessor (working with household) to the Housing Agency Housing Agency works with Assessor to contact household. Housing Agency completes an Agency Denial Form and emails to Priority List Manager and receives a new referral Housing Agency notifies the Priority List Manager of the referral outcome Housing Agency completes a Client Denial Form with household and emails to Priority List Manager. If referral is denied If household denies housing opportunity HMIS: Housing Agency exits household from HMIS CES priority list and notifies Assessor and Priority List Manager via email. If household is housed If Housing Agency denies referral Start Here Non-HMIS: Housing Agency notifies Priority List Manager and Assessor via email. Priority List Manager archives household on non-HMIS priority list.

Forms Needed Agency Denial Form Client Denial Form Contact Log

Prioritization How do we decide who gets housing?

Rapid Re-Housing / Transitional Housing Single VI-SPDAT Score: 4-7 Family VI-SDPAT Score: 4-8 Youth VI-SPDAT Score: 4-7 The Rapid Re-Housing and Transitional Housing Priority List will be prioritized according to the following prioritization criteria:1. Chronic Homeless 2. Months Homeless 3. VI-SPDAT Score 4. Disability Status 5. MN Long Term Homeless Definition 6. Length of time on the Coordinated Entry Priority List

Rapid Re-Housing / Transitional Housing (Continued) At least 75% of all TH units within the NE CoC must be filled with households that score for TH based on the VI-SPDAT and meet the criteria of at least one of the priority groups: Youth Youth parents Domestic violence survivors Persons being released from correctional facilities Pregnant women Persons in the early stages of AOD addiction recovery Veterans

Permanent Supportive Housing will be prioritized with the following criteria: 1. Chronic Homeless 2. Months Homeless 3. VI-SPDAT Score 4. Disability Status 5. MN Long Term Homeless Definition 6. Length of time on the Coordinated Entry Priority List Single VI-SPDAT Score: 8+Family VI-SDPAT Score: 9+Youth VI-SPDAT Score: 8+ Permanent Supportive Housing

Chronic Homelessness 1st Priority : Chronically homeless individuals and families with the longest history of homelessness and with the most severe service needs. 2 nd Priority : Chronically homeless individuals and families with the longest history of homelessness. 3rd Priority: Chronically homeless individuals and families with the most severe service needs. 4th Priority: All other Chronically homeless individuals and families. Order of priority dedicated/prioritized for Chronic PSH Chronically homeless households with disabilities will be prioritized according to HUD’s guidance provided in the “Notice on Prioritizing Persons Experiencing Chronic Homelessness and Other vulnerable Homeless Persons in PSH…” released on July 25 th , 2016 (CPD 16-11), with the exception of policy 3)K iii. This document prescribes the following order for PSH prioritization:

Chronic Homelessness (Continued) 1st Priority : Homeless individuals and families with a disability with long periods of episodic homelessness and severe service needs. 2 nd Priority : Homeless individuals and families with a disability with severe service needs. 3 rd Priority: Homeless individuals and families with a disability coming from places not meant for human habitation, safe haven, or emergency shelter without severe service needs.4th Priority: Homeless individuals and families with a disability coming from transitional housing. Order of priority for non-dedicated/prioritized for Chronic PSH

Domestic Violence Victims of Domestic Violence or Sexual Assault that choose to access the Coordinated Entry System will be offered housing where they believe they may be able to live safely.

Veterans Veterans are prioritized as follows: If Coordinated Entry scores two households identically, one household is a Veteran household and the other is not, the Veteran Household should be served first. A Veteran, for CES purposes, is defined as qualifying after a single day of federal Active Duty Service, including Active Duty for training, regardless of discharge. The NE CoC CES coordinates closely with the MN Veteran’s Registry to ensure Veterans have access to all resources potentially available to them.

Priority List Manager The Priority List Manager for Coordinated Entry in the NE is Cara Lundquist (NE CoC Co-Coordinator). The Priority List Manager is available M-F 8:30am - 4:30pm to assist with Coordinated Entry related questions. ( NECESPriorityListManager@gmail.com) The Priority List Manager is responsible for: Providing Coordinated Entry HMIS data quality reports on a quarterly basis to each Access Point. Managing the available housing resources in HMIS to keep data up to date and clean in Eligibility Point in HMIS Managing referrals to vacant program openings. When a referral is sent to a Housing Provider the Priority List manager will include the original Coordinated Entry assessor on the referral. Facilitating or participating in regular CES meetings specific to Priority List Management Completing quarterly reporting of CES data and outcomes (according to the NE CoC Coordinated Entry Policies) to the NE CoC Governing BoardAnalyzing reports for trends and system needs and communicate to Coordinated Entry Work Group on a quarterly basisCommunicating policy and procedure questions to the NE CoC Governing Board for resolution

A weekly Coordinated Entry Updates and Reminders email is sent out every Monday that includes updated information about Coordinated Entry in the Northeast CoC . The HMIS and Non-HMIS Priority List are included in this email for CES Assessors to review for data quality. If Assessors identify any clients on the list that have been housed without RRH, TH, or PSH, they will exit the clients and notify the Priority List Manager.

Questions? Comments? Ideas to make CES Even Better? Please email Cara Lundquist (necesprioritylistmanager@gmail.com)