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 I am one of the NE CoC Coordinators and also the Coordinated Entry Priority List Manager The NE CoC began a Regional CES process in September 2017 Some Counties began their own CES processes as early as September 2015, and we are working to build off of that progress. We want to ensure broad/common understanding of the CES process in the Northeast.

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 not: 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. 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. CES is not the end all/be all solution to homelessness. It is a tool to help make the process of housing the individuals with the highest needs easier and more efficient.

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 The CoC program interim rule (24 CFR 578) released by HUD in 2012 requires that CoC’s establish and operate a “centralized or coordinated assessment system” or Coordinated Entry System. Both the CoC and ESG program interim rule (76 FR part 75953) require that projects operated by recipients and subrecipients of CoC or ESG grant funds must participate in the established coordinated entry process.

Coordinated Entry Policies and Procedures

Guiding Principles In alignment with the Minnesota Coordinated Entry System Policies and Procedures, the NE CoC Coordinated Entry System has adopted the following 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.

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 Local Coordinated Entry work groups are responsible for identifying the best marketing strategy for your counties. The NE CoC CES Committee will provide guidance and resources for marketing to local groups when needed/requested.

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 Local trainings that will be provided on (at least) an annual basis include: access point protocol, assessment tools, prioritization protocol, referral process, and data collection. Statewide trainings include: Collaborative planning – domestic violence, culturally specific trainings.

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!

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

Access (continued) 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 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 meets the HUD or MN long term definition of homelessness: Schedule a Step 2/VI-SPDAT assessment within 10-14 days. (Step 2) An access point is an existing agency or point-of-contact where households facing a housing crisis are screened for entry or diversion from the CES. Access points for each County were identified by the CES Committee Access points for your County should be clearly advertised so that clients are aware of how to access CES The Step 1 assessment should be completed with every household before determining if a household should complete Step 2 HUD

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 1 Household signs HMIS Data Privacy Notice 3 Enter data into HMIS 5 Assessor is responsible for following up with households after completing assessment 2 Complete VI-SPDAT and Supplemental Questions 4 Household receives CES receipt Your agency should determine which HMIS Data Privacy Notice is appropriate. Client must consent to statewide data sharing to be entered into CES in HMIS If client does not consent, ask the client to complete a NE CES ROI to be entered into CES outside of HMIS The VI-SPDAT is an assessment tool that is used across the state of MN to determine risk and prioritization when providing housing services to families and individuals. The VI-SPDAT Supplemental questions were determined by the CoC CES Committee and are used to help make referral decisions. The assessor is responsible for following up with the household after completing the assessment unless determined otherwise by local CES group. When following up with the client, the assessor should add objective notes to the client profile that provides an update on client current status. All clients should receive a receipt and information about mainstream resources after completing the assessment.

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 Household receives CES receipt 3 1 This process is similar to the Step 2 process for HMIS Users. It is optional for an agency not using HMIS to partner with an agency that can enter CES clients into HMIS on their behalf. In this instance, the HMIS ROI would need to be signed. 4 2 Complete VI-SPDAT (using VI-SPDAT Script as a supplemental tool) and Supplemental Questions Assessor is responsible for following up with households after completing assessment

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

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

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

Housing Agency notifies the Priority List Manager of program vacancy. Housing Agency completes an Agency Denial Form and emails to Priority List Manager and receives a new 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. Housing Agency notifies the Priority List Manager of program vacancy. If Housing Agency denies referral Housing Agency completes a Client Denial Form with household and emails to Priority List Manager. HMIS: Housing Agency exits household from HMIS CES priority list and notifies Assessor and Priority List Manager via email. If household denies housing opportunity Priority List Manager identifies a household based on priorities determined by the NE CoC (within 3 business days) If referral is denied If household is housed Housing Agency sends an email to Priority List Manager All Housing Agencies requesting referrals should complete a Program Eligibility Form. This helps to more easily identify referrals for programs. The Priority List Manager uses the HMIS Priority List and Non-HMIS Priority List to identify a household based on priorities. The PLM sends a referral to the housing agency within 3 business days If the housing agency determines the referral meets program criteria, the housing agency works with the assessor to contact the household. If housing agency denies the household, they must complete the Agency Denial Form and email a copy to the PLM. Clients are allowed choice of their housing placement. If a household denies a housing opportunity, the housing agency must work with the client to complete a Client Denial Form and email the form to the PLM. If the client is housed or is identified as already having found housing, the Housing Agency must notify the PLM and assessor working with client via email and either A) Exit the client from CES in HMIS or B) If client is not in CES, the PLM will exit the client. 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 notifies the Priority List Manager of the referral outcome

Forms Needed Agency Denial Form Client Denial Form Contact Log

How do we decide who gets housing? 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 Single VI-SPDAT Score: 8+ Family VI-SDPAT Score: 9+ Youth VI-SPDAT Score: 8+ 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

Chronic Homelessness 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 25th, 2016 (CPD 16-11), with the exception of policy 3)K iii. This document prescribes the following order for PSH prioritization: Order of priority dedicated/prioritized for Chronic PSH 1st Priority: Chronically homeless individuals and families with the longest history of homelessness and with the most severe service needs. 2nd 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. Per HUD requirements, the NE CoC CES prioritizes households for CES based on Chronic homeless HUD Homeless/MN LTH Length of Time Homeless VI-SPDAT Score

Chronic Homelessness (Continued) Order of priority for non-dedicated/prioritized for Chronic PSH 1st Priority: Homeless individuals and families with a disability with long periods of episodic homelessness and severe service needs. 2nd Priority: Homeless individuals and families with a disability with severe service needs. 3rd 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.

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 Board Analyzing reports for trends and system needs and communicate to Coordinated Entry Work Group on a quarterly basis Communicating 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 Questions? Comments? Ideas to make CES Even Better? Please email Cara Lundquist (necesprioritylistmanager@gmail.com)