1. South Dakota Housing for the Homeless Consortium
Coordinated Entry System Training
Pierre, SD
July 10, 2018

2. CES Training Agenda Tuesday, July 10, 2018
10:00 AM – 10:10 AM Welcome, introductions, announcements
10:10 AM - 11:00 PM SDCES Policy and Procedure Manual
11:00 PM - 12:00 PM VI-SPDAT (3 populations) video training # 1 (60 minutes)
12:00 PM – 01:00 PM Lunch on your own
01:00 PM – 01:30 PM VI-SPDAT training video # 2 single adults (25 minutes)
01:30 PM – 02:30 PM CES workflow intro/demo/overview
02:30 PM – 02:45 PM Break
03:15 PM – 05:00 PM CES workflow in HMIS, CES Scripts (3) CES initial/intro script, VI-SPDAT script, CES closing script

3. SD CES Training Goals Describe organization Inform on core elements
Develop understanding of roles and responsibilities
Explain processes
Practice work flow from assessment to referral
Learn about participant experiences
Prepare to go live
Please ask Questions!

4. SDHHC CES Policy and Procedures
CES Overview/HUD
HUD requires each CoC to establish and operate CES
CoC and ESG rules require use of CES processes
Intention is to prioritize people most in need of assistance
CES is to provide information on service needs & gaps
Information obtained used to strategically allocate resources

5. HUD CES Resources https://www.hudexchange.info/
Coordinated Entry Core Elements
Notice Establishing Additional Requirements for a Continuum of Care Centralized or Coordinated Entry System, CPD-17-10
Notice Prioritizing Persons Experiencing Chronic Homelessness and other Vulnerable Homeless Persons in Permanent Supportive Housing and Recording Keeping Requirements for Documenting Chronic Homeless Status CPD
CES Self-Assessment

6. SDHHC CES Policy and Procedures CES Core elements
Access
Assessment
Prioritization
Referral

7. SDHHC CES Policy and Procedures CES Core elements
Access
Equal for all participants
Engagement point for persons experiencing a housing crisis
SD CES access at specified Access Points
Helpline Center state wide telephone access
Physical Access Points Rapid City, Cornerstone Rescue Mission Aberdeen, Journey Home Sioux Falls, ICAP

8. SDHHC CES Policy and Procedures CES Core elements
Assessment
Completed at all Access Points
The same standardized assessment processes are used
Reflects the prioritization model developed
Screens for prevention and diversion, crisis, identifies needs and barriers,
Evaluates vulnerability to prioritize assistance

9. SDHHC CES Policy & Procedures CES Core elements
Prioritization
Based on specific and defined criteria
Made publicly available
Applied consistently
Used to fill all vacancies in Receiving Programs

10. SDHHC CES Policy & Procedures CES Core elements
Referral
All CoC Program and ESG Program Funded projects must accept referrals exclusively through CES
Referrals are made via standardized prioritization processes and case conferencing

11. SDHHC CES Policy & Procedures Process
SDHDA contracted with Corporation for Supportive Housing
CoC Planning Grant funds 7 months Technical Assistance with CSH
August 2017 CES Design Lab
Executive Summary (
CES Committee & CSH weekly conferences until January 2018
Manuel drafts written
PAC approved SD CES Manual in March 2018

12. SDHHC CES Policy & Procedures Manual
Table of Contents
Purpose
Definitions and General Policies
Roles and Expectations
Specific Policies & Procedures
Access
Assessment
Referral
Case Conferencing
V. Fair Housing, Regulatory, and Statutory Requirements
VI. Prioritization and Eligibility
VII. Evaluation and Updating Manual
VIII. Appendices

13. SDHHC CES Policy & Procedures Manual
I. Purpose - CES System Functions/Objectives II. Definitions & General Policies VI-SPDAT - Set of assessment tools for CES. Universal assessment and vulnerability prioritization tool. Receiving Programs - CoC funded Rapid Re-housing and Permanent Supportive Housing Programs are Receiving Programs. Emergency Services - People are able to access emergency services independent of CES including emergency shelters. The goal is to help folks to access CES as soon as possible.
Purpose page 2. CES P/P manual yellow highlight
CES Functions objectives yellow highlight
VI-SPDAT page 5. yellow
Access Points page 6
Receiving Programs page 6

14. SDHHC CES Policy & Procedures
III. Roles and Expectations
CES Project Manager-Duties
Works with all parts of CES and oversees efforts statewide
Works closely with Access Points, Regional Coordinators, Receiving Programs, etc.
Regional Coordinators
SD CES is organized into 4 Regions.
Each region has designated Regional Coordinator-Duties
Case conferencing
Provide leadership in region
Assist in grievance process
Communicate with stakeholders
Monitor wait list with CES Project Manager & participate in referral process
SDCES P/P Page 8

15. SDHHC CES Policy & Procedures
IV. Specific Policies and Procedures
1. Access
Access points complete intake in HMIS
2. Assessments and Special Populations
Standardized script is used
Prioritizes interventions for Rapid Re-housing and PSH, not emergency services
Households are screened by criteria
Specific VI-SPDAT completed for 3 populations; families, individuals, youth
Encouraged participants to self-remedy housing crisis & explore options
Page 9-10

16. SDHHC CES Policy & Procedures
3. Referral
Made throughout intake processes & following case conferencing
Folks seeking assistance should be referred to something, program, agency, etc.
We don’t want to just place people on waiting lists!
Referrals
Prevention Services
Domestic Violence Services
Veteran Services
Emergency Shelter
CoC funded housing options
Other applicable services
Eligible participants (literally homeless) enter a wait list status
Regional Coordinators and CES Project Manager monitor wait list & make appropriate referrals based on case conferencing with stakeholders and results from intake and assessment processes
Page 11 yellow highlights

17. SDHHC CES Policy & Procedures
3. Referral Receiving Program has 2 business days to acknowledge referral and must act on referral within 7 days. Receiving Programs may reject referrals, if program is unable to contact participant for seven days after acknowledgment and acceptance. Attempts to contact participants documented in HMIS. Receiving Program is responsible for updating HMIS including discharge
Page 11

18. SDHHC CES Policy & Procedures
4. Case Conferencing
Managing by name list
Processes for referring & managing vacancies
Requires communication on community, region & state level
Tool to resolve barriers and prioritize participants
Households have 5 business days to accept housing offers
Rejecting offer households do not loose their place in prioritization
(as long as other participants are not deemed more vulnerable)
Page 12
CES Staff training at least annually page 13

19. SDHHC CES Policy & Procedures
Grievance Process
MOU’s
ROI’s

20. SDHHC CES Policy & Procedures
V. Fair Housing, Regulatory, and Statutory Requirements and Protections
All SDHHC/SD-CoC funded projects shall follow non- discrimination and equal opportunity provisions of Federal Civil Rights Law.
All persons seeking assistance have the right to be treated with dignity and respect
There is a right to appeal decisions (Grievance Process)
Page 14

21. SDHHC CES Policy & Procedures
VI. Prioritization and Eligibility
Assessors-Access Point Staff
Communicate assessment results clearly to participants
Assessors need determine if participants are working to resolve housing crisis and encourage to continue
Emphasize importance of having reliable way to communicate with participants
Quantify to participants essential documents needed
Page 15

22. SDHHC CES Policy & Procedures
VII. Evaluating and Updating
CES involves significant development of systemic processes and change
Adjustments to original processes are expected
CES will be reviewed & evaluated at least yearly
Ongoing opportunities for stakeholder feedback
FAQ section being developed
Adjustments and changes to CES Manual are approved by PAC, Governing Board of SDHHC
Page 16

23. VI-SPDAT VI-SPDAT training Video

24. CES Training Lunch Break
Tuesday, July 10, 2018

25. VI-SPDAT
2. VI-SPDAT training Video

26. CES Workflow in HMIS Introduction Demonstration Overview Scenarios
SDHHC CES Policy & Procedures
CES Workflow in HMIS Introduction Demonstration Overview Scenarios

27. SDHHC CES Policy & Procedures
Afternoon Break

28. CES Script Drafts Work Flow in HMIS
Initial Script
VI-SPDAT Script
Closing Script
Practice CES workflow

29. SD CES Training 7-10-18 Adjourned
Reconvene Wednesday, July 11, :00 AM – 2:00 PM SD Housing Development Authority