1. Coordinated entry community training
Johnna Coleman, Coordinated Entry Coordinator
Racquel Wiles, HMIS Data support coordinator

2. AGENDA Welcome Safety Planning Presentation- Refuge House Break
HMIS Overview- Racquel Wiles, HMIS Data Support Coordinator, Big Bend Continuum of Care
Coordinated Entry Overview, Coordinated Entry Coordinator, Big Bend Continuum of Care
Q and A

3. Coordinated entry process
2.Collect Consent, Prescreening & VI-SPDAT
Kearney
Outreach
1. Household facing homelessness will present at an Access Point to be screened.
Ability 1st
2-1-1
Coordinated Entry Workflow
and
Prioritization
HOPE
CCYS
4. Referral is made, Client meets eligibility, Client is enrolled and Housing Search Begins
3. Client works with case manager to collect necessary paperwork while continuing to seek readily available community resources.
Coordinated Entry is a systematic approach to addressing homelessness locally
Primary goals for these systems are:
Ensure that homeless assistance is allocated as effectively as possible
Make resources easily accessible to all persons in need, to prioritize resources for persons with the highest needs and longest periods of time homeless, to ensure fair and equal access to resources, identify gaps and service needs across our CoC, as well as to meet the
HUD requirement for CE implementation.
Referral
HOUSING SEARCH
HOUSING PLACEMENT AND STABILIZATION

4. Coordinated Entry System
Access
Point
Diversion
Households avoid homelessness
Market Rate Housing
Community Based Housing, Services and Support
Prevention
Temporary Shelter
This graphic can be a helpful way to understand fundamental aspects of coordinated entry. In reading this from left to right, coordinated entry begins at the access point or through outreach into the crisis response system. The assessment process that promotes a planned and intentional “flow” or referral for participants from initial crisis response, such as shelter or outreach, to permanent housing. This redesigned system approach also allows us to ensure the most vulnerable participants are prioritized for assistance.
The old model of continuums of care might have portrayed the same component types but without the systematic response which assists participants to quickly and successful navigate their way to permanent housing. The old system might have had prolonged program stays, participants cycling in and out of programs, or participants with the greatest need and highest vulnerability unable to access the very programs designed to meet their needs.
The old model of the CoC system places the focus on individual programs with the core organizing question being: “Should we accept this household into our program?” 
The new system approach inverts that structure and places the emphasis back on the persons experiencing homeless. The new systems asks: “What housing /service assistance is best for each household and quickly ends their housing crisis permanently?”
Rapid Rehousing
Transitional Housing
Permanent Supportive Housing
Outreach

5. What am I going to be doing differently?
Project Centered Approach
Person Centered Approach
Is this person eligible for my project?
No longer focused on:
Individual project waiting lists
Unique screening process
Minimize duplication of services
What is the best project for this person?
Now focused on:
Centralized prioritization list
Consistent assessment process
Maximize program resources

6. Coordinated entry System Core Elements
ACCESS
ASSESSMENT
PRIORITIZATION
REFERRAL

7. ACCESS to Coordinated Entry
Requirements
Response
Full Coverage - system is accessible throughout entire geographic area
CoC funded street outreach programs must be linked to the CE process
Must allow for people to access emergency services with as few barriers as possible
All access points must use same assessment tool
CoC and ESG funded programs and support services are well marketed to eligible persons
Must ensure safety of persons fleeing Domestic Violence
Must ensure privacy protections are extended to all participants from access through referrals
Access points, 2-1-1, and outreach teams make the system accessible throughout the entire geographic area
Street Outreach programs included in CE process
Maintain ease of access to emergency services
CoC wide implementation of Prescreen and VI-SPDAT tool to access all clients accessing Coordinated Entry
Updated Service Guide and marketing materials to be distributed throughout the community
Safety training for staff provided by DV Victim service provider staff
Updated Coordinated Entry Policies and Procedures included privacy protections are extended to all participants from access through referrals

8. ACCESS POINTS and Outreach teams
Big Bend CoC has adopted a multi-site access model.
Kearney Center- Single Adults
HOPE Community- Families
CCYS (Emergency/Transitional Shelters & Drop in Center)- Youth
Ability 1st
Phone accessibility for household who cannot physically present to an Access Point
Outreach Teams (AVH, Endeavors, Ability 1st, VA, CCYS)
More information about location specific assessment times will be released soon.

9. Coordinate entry Assessment
Requirement
Response
Assessment tool:
OrgCode tested and validated VI-SPDAT
Assessment provides access to all participating services within the CoC
Ease of comprehension for both consumer and staff
Follows the Housing First philosophy
Collects all UDE’s and gathers enough information to identify preliminary eligibility for housing options and supportive services
Assessment tool should be:
Tested, valid and appropriate
Comprehensive
User friendly
Housing first oriented
Collects enough information for potential options for housing and supportive services

10. ASSESSMENT PROCESS Phase 2 VI-SPDAT Phase 1 Consent and Pre-Screening
Explanation of Coordinated Entry and Consent
Pre-screening should be completed immediately or soon as trained staff becomes available
Diversion/Prevention questions included in prescreening
Immediate access to emergency services
Collection of UDE’s same as initial HMIS intake requirements
Reiteration of Coordinated Entry and Consent
VI-SPDAT within 7-14 days after pre-screening by trained staff.
Household will work with assigned case manager
VI-SPDAT score will be considered for referral and prioritization
Collection of VI-SPDAT score and any other vital information needed to make referral
The assessment process gathers information about a person presenting to the crisis response system and
uses that information to understand what factors contributed to the housing crisis and what types of
interventions might help resolve the crisis. Structuring assessment processes in a standardized way ensures
only necessary information is collected; clients are not subject to inordinately long and intrusive interviews that
get repeated by different providers at each stage of engagement; and determinations of service priority order
and referral are consistently applied.
Each agency listed above will have a different assessment process based on their agency’s intake policies and
procedures, but all prescreening should be completed with 3 days of presenting to an access point and VI-SPDAT assessments should be completed within 7 to 14 days of prescreening.
Diversion and prevention questions have been added to the pre-screening to ensure that households who can be diverted or prevented from entering into homelessness receive any services available.
The VI-SPDAT will only be provided to people who meet the following HUD definition of “literally
homeless” (also referred to as Category 1 Homeless):
Individual or family who lacks a fixed, regular, and adequate nighttime residence, meaning:
(i) Has a primary nighttime residence that is a public or private place not meant for human
habitation;
(ii) Is living in a publicly or privately operated shelter
designated to provide temporary living arrangements (including congregate shelters,
transitional housing, and hotels and motels paid for by charitable organizations or by federal,
state and local government programs); or
(iii) Is exiting an institution where (s)he has resided for 90 days or less and who resided in an
emergency shelter or place not meant for human habitation immediately before entering that
institution

11. Prioritization And Case Conferencing
Requirement
Response
Factors to be considered in Prioritization:
Significant physical, mental, and behavioral health challenges or functional impairments
High utilization of crisis or emergency services (emergency rooms, jails, and psychiatric facilities)
Unsheltered populations, especially youth
Vulnerability to illness or death
Risk of continued homelessness
Vulnerability to victimization, including physical assault, trafficking, or sex work
Other factors determined by the community and based on severity of needs
Factors considered in Prioritization:
Chronic Status: focuses on those individuals who have experienced multiple episodes of homelessness and are generally those with the highest need and vulnerability. In addition, this population has been identified as being the largest user of homeless system resources.
VI-SPDAT Score: targets the most vulnerable clients in the homeless system as determined by their total VI-SPDAT score.
Length of Time Homeless: length of time an individual has experienced homelessness, giving priority to the person that has experienced homelessness the longest.
Overall Wellness: targets individuals with medical needs who will be prioritized when they have behavioral health conditions or histories of substance use which may either mask or exacerbate current conditions.
Date of VI-SPDAT Assessment: criteria will be the date of the individual’s assessment, giving priority to the earliest date of assessment.
Coordinated Entry Policy has been updated to address each of the factors to being considered in the prioritization process. These factors are intended to help identify and prioritize homeless persons within the geographic area for access to housing and services based on severity of needs. CoCs are prohibited from using any assessment tool or the prioritization process, if it would discriminate based on race, color, religion, national origin, sex, age, familial status, disability, type or amount of disability or disability-related services or supports required. In addition, CoCs are prohibited from discriminating based on actual or perceived sexual orientation, gender identity, or marital status.
Assessment tools might not produce the entire body of information necessary to determine a household’s prioritization, either because of the nature of self-reporting, withheld information, or circumstances outside the scope of assessment questions. For these reasons, it is important that case workers and others working with households have the opportunity to provide additional information through case conferencing or another method of case worker input. It is important to remember, however, that only information relevant to factors listed in the coordinated entry written policies and procedures may be used to make prioritization decisions, and must be consistent with written standards.
The coordinated entry prioritization policies should be established by the CoC with input from all community stakeholders and must ensure that ESG projects are able to serve clients in accordance with written standards.
A community-wide list generated during the prioritization process, referred to variously as a “By Name List,” “Active List,” or “Master List,” is not required, but can help communities effectively manage an accountable and transparent referral process. If a community-wide list is used, CoCs must extend the same HMIS data privacy and security protections prescribed by HUD in the HMIS Data and Technical Standards to “By Name List,” “Active List,” and “Master List” data. The Active List is what the community will use during case conferencing. During case conferencing, case managers and housing specialist will come together to discuss project openings and client concerns.

12. What are all these lists??
CoC- Wide Master By-Name List
CoC-Wide Active List
RRH
Self-Resolving or Accessing Main Stream Resources to locate housing.
Inactive List
VETERANS
CoC-Wide Master By Name List is a list of all known individuals who have experienced homelessness in the CoC and who have not been confirmed as housed.
A CoC Wide Active List is a list of all clients who have accessed services in the last 90 days. Those who have not accessed services are place on an Inactive List until it is confirmed that they are housed or deceased or begin to access services again. Those on the active list should be continuously engaged with case management and working towards finding housing.
PSH

13. Vi-spdat scores Single Adult Assessment and VISPDAT (2.0)
Family Assessment and VI-FSPDAT
Transition Age Youth Assessment and TAY-VISPDAT
Single adults and including veterans
Use for pregnant/parenting individual/families including veteran families
Use for single young adults between years old (can also be used for single adult resources)
Score and Recommendations
0-3: no housing intervention
4-7: an assessment for Rapid Re-Housing
8+: an assessment for Permanent Supportive Housing/Housing First
4-8: an assessment for Rapid Re-Housing
9+: an assessment for Permanent Supportive Housing/Housing First
0-3: no moderate or high intensity services be provided at this time
4-7: assessment for time-limited supports with moderate intensity
8+: assessment for long-term housing with high service intensity

14. Referral Process
After prioritization is made, clients will be referred to an appropriate service.
If client is able to self-resolve, no referral will be made to CoC housing provider but may be referred to any other mainstream services within the system.
If client is eligible for RRH or PSH, client will be referred after case conferencing by Coordinated Entry Coordinator, if an availability is open and the client is next in the prioritization list.
Case managers can make referrals for clients to any other mainstream services if they are eligible and funding is available.
The primary focus of Coordinated Entry to appropriately house clients, as quickly and efficiently as possible, using limited community resources. We have to be willing to think outside the box and work together to create more affordable housing options for our clients.

15. WHAT’s NEXT Tuesday, May 1st – Thursday, May 3rd
CoC Staff will be available for scheduling agency Coordinated Entry consultations during this week. Please to schedule a day and time that works for you and your staff in this week.
- Agency staff will have the opportunity to address any questions or concerns about Coordinated Entry prior to implementation, which begins on May 7th
- Staff workflow review and recommendations
Monday, May 7, Kearney Center
Tuesday, May 8, HOPE Community
Wednesday, May 9, 2018 (9a-12p) - CCYS Emergency Shelter
Wednesday, May 9, 2018 (1p-4p) - CCYS Drop In/Street Outreach
Thursday, May 10, SSVF/VA Outreach
Friday, May 11, Ability 1st

16. QUESTIONS???
Please feel free to ask any questions that you may have. If I do not know the answer, I will search to find it.
This is a new system and it will take some tweaking and adjusting over the next couple of months to ensure that we have a successfully functioning system.