STATE OF INDIANA 2011 POINT-IN-TIME (PIT) HOMELESS COUNT JANUARY 26, 2011 STATE OF INDIANA 2011 POINT-IN-TIME (PIT) HOMELESS COUNT JANUARY 26, 2011 INDIANA HOUSING AND COMMUNITY DEVELOPMENT AUTHORITY

IHCDA POINT-IN-TIME CONTACTS Contact PersonQuestions on Kelli Barker Unsheltered count, PIT grant Kelly Pickell Sheltered count, HMIS, Data collection, reports Kirk Wheeler CoC responsibilities Bookmark our Point-In-Time website:

PIT COUNT 2011: WED., JAN. 26 Purpose: To understand the size, scope and characteristics of homeless individuals and families on a local and state level. To achieve our fair share of McKinney-Vento funds. Required for McKinney-Vento Balance of State application- must be conducted the last 7 days of January Required for State Emergency Shelter Grant recipients Importance of accurate data: Plan services and programs appropriately to address local needs Measure progress in addressing homelessness Measure performance of individual programs and the system as a whole

BENEFITS OF ACCURATE DATA ON HOMELESSNESS Components of PIT Count: 1.Sheltered count Shelters & TH using HMIS Shelters & TH not using HMIS DV Shelters Faith-based shelters 2.Unsheltered count Service-based locations (food pantries, trustee offices, hospitals, etc.) - required Public Places/ Street count - optional

HOMELESS DEFINITION An unsheltered homeless person resides in a place not meant for human habitation: Such as cars, parks, sidewalks, abandoned buildings, streets, parks, etc. A sheltered homeless person resides in: Emergency shelters. Includes temporary emergency weather shelters and domestic violence shelters. Transitional housing (for homeless persons who originally came from the streets or emergency shelters). Residential programs for runaway/homeless youth (not foster care or government funded youth programs) Hotel, motel, or apartment voucher arrangements paid by a public or private agency because the person or family is homeless.

WHO IS NOT COUNTED? Individuals living in doubled-up situations or precariously housed, on the edge of becoming homeless Formerly homeless persons living in permanent supportive housing (SHP, SRO, or S+C permanent housing) units Children or youth who are temporarily residing in institutions due to a parent’s homelessness or abandonment (i.e. emergency foster care, treatment facilities) Adults in mental health facilities, chemical dependency facilities, or criminal justice facilities

2010 SUMMARY OF PIT COUNT Not enough planning time Info not passed down from previous coordinators Inconsistent data collection methods among regions Challenges combining DV survey monkey data with HMIS data for reports Confusion about required data, some surveys thrown out that shouldn’t have been Challenges getting non-HMIS shelter participation Data was entered late, causing delays in reporting Results were not shared in a timely manner

2011 PIT CHANGES: KEEP IT SIMPLE Started earlier. More time to plan. Two separate surveys. One for DV shelters, one for all others. Same basic content, different format. Not new, but worth repeating: All regions conduct service-based count. Street count held if applicable (larger cities mainly) Use HMIS for all data entry, except for DV shelters (which will use a secure SurveyMonkey) COC’s complete data entry– provided with small grant to reimburse expenses involved with count. Allocations based on 2010 PIT #’s.

VOLUNTEER TRAININGS (WEBINARS) PROVIDED Two Webinar trainings for Coordinators & volunteers provided by IHCDA in mid-January: 1. Survey volunteers training Jan. 13, 10-11:30 pm EST Jan. 20, 1-2:30 pm EST(repeat) 2. HMIS data entry volunteers Jan. 19, 10-11:30 am EST Jan. 24, 1-2:30 pm EST (repeat) Register online:

PLANNING TIMELINE Housing Inventory Chart (HIC) sent to each PIT Coordinator & CoC chair in PDF format. Contact made w/ all shelters on list. Confirm participation & HIC chart information. By Nov. 30 th : Coordinators any updates to Kelly Pickell at IHCDA Planning Shelter Count (Nov.) Develop list of service-based locations throughout entire region. Confirm participation. Coordinate count logistics. If street count: Plan locations, times and volunteer logistics. By Dec. 31 st : Coordinators submit unsheltered count plan to IHCDA Planning Unsheltered Count (Dec.) Determine volunteer need. Recruit volunteers (Dec. & Jan.). Attend Webinar trainings 1) Co- coordinators 2) Day-of count survey volunteers 3) HMIS data entry volunteers Volunteer Recruitment (Jan.) Other misc. tasks (if applicable): Secure participant incentives- backpacks, blankets, toiletries Outreach to rural counties. Ensure comprehensive regional count

SHELTERED COUNT: HOUSING INVENTORY CHART The Housing Inventory Chart (HIC) is found on our website and will be ed to each PIT Leader. Contact all shelters on the HIC by Nov. 30th. Ask the following: ‐ Confirm that the details on the HIC. Have they added beds? ‐ Confirm participation in count (date, times, survey). ‐ For Non-HMIS shelters: Will collection volunteers will be needed or will staff be used. Explain training requirements. ‐ For HMIS shelters: Explain that HMIS data should be up-to- date as of ‐ Ask for ideas on service-based locations (particularly in rural counties) ‐ Note contact person, address, phone and . Send all HIC updates to by November 30

SHELTERED COUNT: HMIS After the count is held, all sheltered count data (excluding DV shelter surveys) will be entered into HMIS by data entry volunteers. Residential programs that currently use HMIS: Residential programs that currently use HMIS have it simple. Make sure your data is accurate and you’ll be prepared for the Point In Time Count. Prior to January 26 th, run Demographics Report to make sure that your data is up-to-date and accurate. Make sure any clients who are no longer residing at your facility have been discharged. Make sure all data about clients who stayed at your shelter on 1/26 are entered into HMIS by Friday, 1/28.

Programs that do not currently use HMIS: Trained volunteers or trained shelter staff will complete paper surveys. These surveys need to be filled out for every family that comes to the shelter. One survey per family. Surveys are returned to COC PIT contact by Friday, 1/28. COC needs to designate “Data Entry Volunteers” who will be responsible for entering this data into HMIS. These Data Entry Volunteers will need to fill out a Point In Time Code of Ethics and fax it to IHCDA by January 12 th so that we know who needs access to HMIS and for which shelters. Ideally these volunteers will already be familiar with HMIS, however training will be held for ALL users on January 19 th and 24 th. The data that is collected from non-participating shelters will be not be shared with other HMIS programs and will only be used for the Point In Time Count. If a shelter wants to begin using HMIS on a regular basis we can train their staff and provide logins at no charge. SHELTERED COUNT: HMIS

Domestic Violence Programs Victims of domestic violence do meet HUD’s definition of Literally Homeless and should be included in the Point In Time count. Domestic Violence programs are prohibited from entering data into HMIS due to the Violence Against Women Act of Paper surveys will be given to the staff at domestic violence programs. Data entry: The staff at the domestic violence programs (or a designated COC Data Entry Volunteer) will be responsible for entering their surveys into a Survey Monkey account. Because of the sensitive nature of their data no personally identifiable data will be collected. Staff need to go through Data Entry training. New for 2011!: DV shelter surveys have slightly different format to make DV surveys more easily identifiable during data entry process. SHELTERED COUNT: DV PROGRAMS

WHY AN UNSHELTERED COUNT? Estimated 1/3 to 1/4 of adult homeless population are unsheltered Find out how many homeless don’t use shelters & where they live Provides good data on chronically homeless Find out what they need and will accept to end their homelessness This is your opportunity to document that unsheltered homeless people exist in your community!

WHO IS CHRONICALLY HOMELESS? HUD’s definition of chronic homelessness is: A homeless person with a disabling condition who has either been continuously homeless for a year or more OR has had at least four (4) episodes of homelessness in the past three (3) years. To be considered chronically homeless, persons must have been sleeping in a place not meant for human habitation (e.g., living on the streets) and/or in emergency shelter during that time. HUD’s definition of an episode of homeless is: A separate, distinct, and sustained stay on the streets and/or in an emergency homeless shelter. In addition, to be identified as chronically homeless, a person must have a disabling condition, defined as follows: A diagnosable substance use disorder, serious mental illness, developmental disability, or chronic physical illness or disability, including the co-occurrence of two or more of these conditions. A disabling condition limits an individual’s ability to work or perform one or more activities of daily living. Chronically Homeless Families will be tracked this year!

UNSHELTERED COUNT: DEVELOPING A PLAN Two Types: 1.Service-based locations* - required! 2.Street Count When to conduct count? What are peak hours? Consider focusing count during hours when shelters are open. Where to go? Consider how to reduce duplication, how to identify key intercept points w/ free community resources (libraries, health clinics, emergency rooms, food pantries, clothing banks, church meals, etc.) Who to count? Know homeless definitions, communicate to volunteers and staff who would NOT be counted. How to count? No head counts, all completed by survey or HMIS.

COUNTING UNSHELTERED HOMELESS PERSONS The best methods to use will vary by type of community: – Urban / Suburban Service-based count of key non shelter service providers;* Might combine with complete coverage of downtown and canvassing of other known locations – Suburban / Rural Service- based* and Known locations or Combination of both *minimum required

UNSHELTERED COUNT: SERVICE-BASED LOCATIONS All COC’s are required to do a service-based count Good way to capture people not found in obvious places in street count If an area is conducive for a street count can do a combination of both public places & service-based count. Be mindful of duplication Ex.’s: Trustee offices, soup kitchens, food pantries, emergency rooms, outreach programs, libraries, day centers, community centers, community health clinics, community mental health centers, jails & police stations, day labor sites, clothing programs, warming centers, community action agencies, TANF offices, Social Security offices, drop-in centers, employment centers, churches, schools, housing offices, detox, psychiatric/addiction treatment centers, etc.

UNSHELTERED COUNT: PUBLIC PLACES/STREET COUNT Who to Count? Count all adults, children and unaccompanied youth sleeping in places not meant for human habitation, which include: Streets, parks, alleys, parking ramps, under bridges, all night commercial establishments (movie theaters, laundromats, restaurants), abandoned buildings, building roofs or stairwells, chicken coops and other farm outbuildings, bus stations, caves, campgrounds, vehicles, etc. Where to Find Them? Solicit input from PATH/ACT outreach teams, police dep’t, etc. Ask interviewed person to identify other locations (snowball effect)

UNSHELTERED COUNT: MINIMIZING DUPLICATION Survey ‐ 1 st Question for Unsheltered: Have you been asked these questions today? ‐ Minimum info. required to be counted: Name (or at least Initials) and Date of Birth. Try to get SSN for unduplication. Clearly specify and assign boundaries of surveyors in advance Coordinate timing of locations; determine intercept points in your communities

Some Service-Based Programs already use HMIS, however clients that are seen that day will need to be entered into a separate program in HMIS. It is recommended that Paper Surveys be filled out for all clients. All paper surveys collected during the unsheltered count will be entered into HMIS by trained Data Entry Volunteers. Data Entry Volunteers must fill out a modified Code of Ethics and fax it to IHCDA by January 12 th so we know who needs access to HMIS. Ideally these volunteers will already be familiar with HMIS, however Webinar training will be held for ALL users. Survey Site/Location will be entered into HMIS. The data that is collected from the Unsheltered Count will be not be shared with other HMIS programs and will only be used for the Point In Time Count. UNSHELTERED COUNT: HMIS

UNSHELTERED COUNT: RECRUITING VOLUNTEERS Where can I find volunteers? PATH & ACT Teams –mental health outreach teams. Consider using formerly homeless people to conduct public places count Representatives from social service agencies Community members, University social work students Primary need for volunteers: Coordinating/planning volunteers Data entry volunteers Day of count survey volunteers – Service –based locations Street count and Shelters (non-HMIS shelters only)

VOLUNTEER RECRUITMENT- OTHER CONSIDERATIONS Recruit enough people to go out in teams of two or more. Do not send alone. Pair experienced person w/ less experienced. Determine where volunteers are needed and assign all volunteers in advance of count. Consider developing uniform identification badge/name tag visible to count participants Webinar Training for survey volunteers: 1/13 & 1/20 Webinar Training for data entry volunteers: 1/19 & 1/24.

SURVEY Will be posted online with all PIT information and documents. Data entry must be complete by February 18, 2011 in order to be counted. This allows each Continuum three weeks to enter data.

AFTER THE COUNT Post Count Timeline  Data Entry must be completed by February 18 th.  IHCDA staff compare Data Collected with Housing Inventory Chart  Preliminary Sheltered-Count numbers are sent to PIT Leaders by February 26 th. PIT Leaders confirm numbers by March 5 th.  Preliminary Unsheltered Count numbers are sent to PIT by March 26 th. PIT Leaders confirm numbers by April 5 th.  Final Point-In-Time Numbers are released in early summer.

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