2016 Housing Virginia’s Most Vulnerable Conference Coordinated Entry 2016 Housing Virginia’s Most Vulnerable Conference Presenters: Jillian Fox, CSH Tom Barnett, Fairfax County Office to Prevent and End Homelessness Kathy Sibert, A-SPAN

Agenda for today Provide the context and basic framework for coordinated entry Learn how Fairfax and Arlington are implementing coordinated entry Discussion and questions Jill go over agenda (1 minute)

Who has a coordinated entry system? What is working well? What is challenging? What would you like to hear about today? Jill facilitate – no more than 5 minutes

About CSH Advancing housing solutions that: Improve lives of vulnerable people Maximize public resources Build strong, healthy communities CSH is a national non-profit headquartered in New York with offices in 12 states and staff in 18 states. At CSH, it is our mission to advance housing solutions that deliver three powerful outcomes: improved lives for the most vulnerable people maximized public resources strong, healthy communities across the country. CSH is working to solve some of the most complex and costly social problems our country faces--like those related to homelessness.

HEARTH Act and Systems Coordination The McKinney-Vento Act, as amended by HEARTH Act provided a blueprint for how system components might come together at the local level, envisioning the following: Each project functions as a part of a community’s effort to minimize the time that people experience a housing crisis Homelessness interventions should move clients out of the homelessness system as quickly as possible Systems-level outcomes require systems-level performance and planning Resources are needed for projects to develop coordinated support services that use community networks of services

Clarifying the language Coordinated Entry vs Coordinated Assessment Centralized Intake Provisions in the CoC Program interim rule at 24 CFR 578.7(a)(8) require that CoCs establish a Centralized or Coordinated Assessment System. In this document, HUD uses the terms coordinated entry and coordinated entry process instead of centralized or coordinated assessment system to help avoid the implication that CoCs must centralize the assessment process, and to emphasize that the process is easy for people to access, that it identifies and assesses their needs, and makes prioritization decisions based upon needs. However, HUD considers these terms to mean the same thing. See 24 CFR 578.7(a)(8) for information on current requirements.

Definition Coordinated entry is a process that ensures that all people experiencing a housing crisis in a defined geographic area have fair and equal access, and are quickly identified, assessed for, referred, and connected to housing and homeless assistance based on their needs and strengths, no matter where or when they present for services. It uses standardized tools and practices, incorporates a system-wide Housing First approach, participant choice, and coordinates housing and homeless assistance such that housing and homeless assistance is prioritized for those with the most severe service needs.

Coordinated Entry Policy Brief Qualities of Effective Coordinated Entry Prioritization Outreach Low Barrier Ongoing planning and stakeholder consultation Housing First Orientation Informing local planning Person-Centered Leverage local attributes and capacity Fair and Equal Access Emergency Services Safety Planning Standardized Access and Assessment Using HMIS and other systems for Coordinated Entry Inclusive Referral to projects Full Coverage Referral protocols

4 A’s of Coordinated Entry Covers the geographic area, easily accessed by individuals and families, well advertised. Access Uses comprehensive and standardized tools, performed only when needed and only assess for information necessary to help an individual or family at that moment (Phased Assessment). Assess Uses a referral/placement process that is accurate, informed, effective, standardized, comprehensive, mandatory participation of all providers. Assign Ensure consistency, fairness for clients, trust among providers, system efficiency, compliance with regulations, policies and procedures, monitoring process and outcomes, adjust and evolve over time. Accountability

Homelessness in Arlington County Ending Homelessness in Arlington County

Access to Services Advertising: Street Guide 10 Year Plan Brochure Website All households directed to County DHS Clinical Coordination Unit (CCU) The Centralized Access System(CAS) has a 24/7 response to addressing homelessness One number: 703-228-1010. Nonprofit Partners handle afterhours, weekends, and holidays

Access Coordination is necessary for effectiveness and efficiency: 406 Sq. Miles 140+ Projects in HMIS & DV Database 4 Human Service Regions 15+ Organizations 1 Information and Referral Hotline

Access

County Intake/Assessment Process Every household completes an application for services at the County’s Customer Service Center. ID must be presented at this time. Name on ID will be placed in the HMIS system. Basic information is collected and is focused on their specific needs. The household next meets with a County Intake Worker and completes the triage questionnaire that focuses on the following: Residency Family Composition Details of Current Needs Safety Consent Forms

County Intake/Assessment Process The household and County Intake Worker complete the Intake & Screening SPDAT SPDAT identifies the household barriers to housing and the scoring determines the appropriate housing option: Prevention Diversion RRH PSH Emergency Shelter (option of last resort) The household and the CCU intake worker complete additional Intake Assessment forms that addresses the following: Households strengths Barriers Income/Budget Supporting Documentation (Identification, Proof of Income, Proof of Lease, At Risk of Homelessness Documentation, etc.)

Assess Standard, Consistent Tools VI-SPDAT – singles Housing Service Triage Tool - families Lethality Assessment – domestic violence survivors Other Standardized Forms: Referral for TH & PSH - Homeless Certification Income Verification - Program Agreements Uniform Authorization to Use & Exchange Information

Assess  Assign Written Standards Eligibility Prioritization Recordkeeping Policies & Procedures List Management Referral Process Tenant Selection Criteria for Rejection Client Choice

Assign Phased Development, Continuous Improvement HPRP & TANF-EF Eliminated Family Shelter Wait List Homeless Preference for Housing Choice Vouchers 100,000 Homes Mayors Challenge - Veterans Permanent Supportive Housing Singles Shelters, Hypothermia Prevention Program Homelessness Prevention and Rapid Rehousing

Assign Piloted PSH Process w/ New 55-Bed CoC Project Used HMIS for first time for prioritization pool Challenges Quality Control – Documentation – Communication Training – Time Management – Client Engagement Case staffing using a by-name list Participants: referrers / receivers / coordinators Complexity of client needs, PSH service levels

County Assignment Where will households go? Prevention? Rapid Rehousing? Diversion? Shelter? Prevention or Rapid Rehousing Referral: Referred to Prevention or Rapid Rehousing Case Managers who contacts County Intake Worker within 24 business hours of referral with questions/concerns. Case managers meet with household within 48 business hours of referral Expectations of Prevention and Rapid Rehousing Case Managers: Develop a housing plan and clearly define roles for client and case manager Document program expectations for client and attach to electronic file Focus on resolving most critical barriers (Progressive Engagement) Identify resources Three month recertification

County Assignment Diversion Referral CCU Intake Worker makes referral to the Diversion Specialist. Expectations of Diversion Specialist: Clearly define roles for client and specialist, When possible, develop a shelter diversion plan focusing on all available housing resources (temporary & permanent) Document program expectations for client and in file Focus on resolving most critical barriers (Progressive Engagement) Identify resources Three month recertification (possibly)

County Assignment Emergency Shelter Referral The County Intake Worker will make a referral for shelter via the online HMIS referral system. Shelter Program Managers will contact the CCU intake worker as soon as possible with questions/concerns Household will immediately access shelter after consultation with Program Manager If necessary, County will provide transportation to Shelter Location Shelter Case Manager expectations: Complete APR assessment with household upon shelter entry Inform household that they have approx. eight (8) days to determine an exit strategy On day eight (8), complete the full VI/F SPDAT to determine next step housing Clearly define roles for client and case manager: develop a housing plan, Housing Locator Referral, etc Documented program expectations for client and attach in file Focus on resolving most critical barriers (Progressive Engagement) ID resources

Accountability Drivers for Success Community Partnership / 10-Year Plan Alignment in public funding (local, state, federal) Project Committees & Workgroups Policies, Procedures and Written Standards Homeless Management Information System Training and Communication Memorandum of Understanding?

Accountability Impact on System Performance Measures Homelessness  42 % Chronic  61 %  Length of  Exits to PH

CoC Accountability CoC needs to adjust Centralized Access System now with our learnings from Year 1 We’ve completed Phase 1 of Centralized Access System (CAS) Prevention Services Diversion Services Rapid Re-Housing Emergency Shelter (Option of Last Resort) We’ve done a pilot of Phase 2: As part of Phase II, the following program components will be apart of the process: Transitional Housing Programs Safe Haven Programs Permanent Supportive Housing (PSH) Programs

Thank you! Kathy Sibert, A-SPAN ksibert@a-span.org Tom Barnett, Fairfax OPEH Thomas.Barnett@fairfaxcounty.gov Jillian Fox, CSH Jillian.Fox@csh.org