1 Norm Suchar Director, Office of Special Needs Assistance ProgramsNotice Establishing Additional Requirements for a Coordinated Entry System Considerations for Balance of State CoCs Norm Suchar Director, Office of Special Needs Assistance Programs

2 Coordinated Entry System in ContextRapid Re-housing Temporary Shelter Market Rate Housing Community-Based Housing, Services and Supports Diversion Street Outreach Permanent Supportive Housing Transitional Housing Coordinated Entry Households avoid homelessness Targeted Prevention

3 Coordinated Entry System ElementsCore Elements Access Assessment Prioritization Referral Infrastructure Elements Planning Management & Oversight Data Evaluation = must be documented in written policies and procedures

4 Core Elements: Access PointsSame assessment approach at all access points. May include separate access points for: adults without children adults accompanied by children fleeing DV, dating violence, sexual assault, stalking, other dangerous or life-threatening conditions unaccompanied youth persons at risk of homelessness

5 Marketing and AccessibilityCore Elements: Access Ensuring Access: Emergency Services Homeless Prevention Marketing and Accessibility Safety Planning Street Outreach

6 Put it in writing - Required Elements: AccessCoC’s written CE policies and procedures must: Document a process ensuring access to emergency services during off hours Document steps taken to ensure 1) access points are accessible to individuals with disabilities and 2) effective communication with individuals with disabilities Address the needs of individuals and families who are fleeing violence Describe how street outreach efforts funded under ESG or CoC are linked to the CE process

7 Coordinated Entry System ElementsCore Elements Access Assessment Prioritization Referral Infrastructure Elements Planning Management & Oversight Data Evaluation

8 Required Elements: AssessmentParticipant presents at access point Assessment process Standardized process to document needs and preferences Could be completed in phases Participant autonomy & client-centered CoC provides assessor training at least once annually

9 Put it in writing - Required P&P Elements: AssessmentEstablish criteria used for uniform decision-making Prohibit “screening out” people from assistance Protect all data collected through the CE assessment process Establish that the assessment process cannot require disclosure of specific disabilities or diagnosis Provide training to staff administering CE processes

10 Coordinated Entry System ElementsCore Elements Access Assessment Prioritization Referral Infrastructure Elements Planning Management & Oversight Data Evaluation = must be documented in written policies and procedures

11 Required Elements: PrioritizationParticipant presents at access point Assessment Process Prioritization Definable set of criteria Consistent with CoC and ESG written standards Master Lists or BNL P&P

12 Put it in writing – P&P Required Elements: PrioritizationInclude the factors and assessment information used for prioritization decisions Clearly distinguish between the interventions that will and those that will not be prioritized Document process for participants to file a discrimination complaint Specify the conditions for participants to maintain their place in CE prioritization lists when the participant rejects options

13 Coordinated Entry System ElementsCore Elements Access Assessment Prioritization Referral Infrastructure Elements Planning Management & Oversight Data Evaluation

14 Required Elements: ReferralParticipant presents at access point Assessment Process Prioritization Referral Uniform process for all beds, units & services Does not screen out CE = only referral source

15 Required Elements: ReferralNon-discrimination CoC and all agencies participating in the coordinated entry process comply with the equal access and nondiscrimination provisions of Federal civil rights laws. CoC’s referral process is informed by Federal, State, and local Fair Housing laws and regulations and ensures participants are not “steered” toward any particular housing facility or neighborhood because of race, color, national origin, religion, sex, disability, or the presence of children.

16 Put it in writing – P&P Required Elements: ReferralDocument assessment, vulnerability and need-based factors used to make prioritization decision Include a process by which individuals and families may appeal coordinated entry decisions Document protocol for participant rejection of a referral Describe the process by which persons will be prioritized for referrals to homelessness prevention services

17 Coordinated Entry System ElementsCore Elements Access Assessment Prioritization Referral Infrastructure Elements Planning Management & Oversight Data Evaluation

18 Infrastructure Element: PlanningShelter Providers Housing Providers Service Programs Outreach Teams Mainstream Systems Crisis Response System that promotes homelessness as rare, brief, non recurring Principles Goals Standards Gaps

19 Put it in writing - Required P&P Elements: PlanningEstablish policies guiding CE operations Define CE geography, participation expectations and roles, training, oversight and management Align written standards for providing CoC assistance with written policies and procedures for CE Ensure equal access to CE for all persons

20 Coordinated Entry System ElementsCore Elements Access Assessment Prioritization Referral Infrastructure Elements Planning Management & Oversight Data Evaluation

21 System Element: OversightOversight & Management Each CoC must establish or update its coordinated entry process in accordance with the goals established by the CoC and requirements in the Coordinated Entry Notice. HUD does not prescribe a specific governance, oversight or management approach to the design, planning, implementation, or ongoing operation of coordinated entry.

22 Coordinated Entry System ElementsCore Elements Access Assessment Prioritization Referral Infrastructure Elements Planning Management & Oversight Data Evaluation

23 Infrastructure Element: Data ManagementDocument participant needs and preferences Maintain master list/ By Name List Coordinate participant service delivery Evaluate CE Evaluate CoC System Protect participant privacy Maintain data security

24 Put it in writing - Required P&P Elements: Data ManagementEnsure adequate privacy protections of all participant information Define protocol for participant consent to share data Prohibit the denial of services if participants don’t share If using HMIS, ensure all users are trained and understand CoC privacy and security expectations

25 Coordinated Entry System ElementsCore Elements Access Assessment Prioritization Referral Infrastructure Elements Planning Management & Oversight Data Evaluation

26 Infrastructure Element: EvaluationAnnual CE evaluation answers the following questions: Does CE work for persons experiencing a housing crisis? Does CE work for providers of homeless assistance? Is CE functioning according to CoC’s design principles? Is CoC system more efficient and effective as a result of CE?

27 Put it in writing - Required P&P Elements: EvaluationDefine frequency and methods by which CE evaluation will be conducted

28 Future TA Tools and ProductsCoordinated Entry Process Self-Assessment CE Toolkit of Community Samples – via NAEH Center for Capacity Building website Coordinated Entry Guidebook Coordinated Entry Implementation Guide Coordinated Entry Policies and Procedures Template Guide to Coordinated Entry Data Management Designing a Community-Specific Assessment Tool CE and Advanced System Planning Fair Housing Considerations for Coordinated Entry