NWCOC Housing Access Coordinated Entry Training

NWCOC Housing Access

Coordinated Entry

Training12/17/2020

Options for engaging today

Menti – planned engagement points and Quizzes ☺

Q and A in the webinar if you have a question. If it seems we need to stop to

answer a question we will do so.

We have a live Q and A at the end and will plan to answer as many questions

as we can. If we run out of time we can create a document to send out.

Chat feature if you need assistance.

NWCOC Housing Access

Coordinated Entry Training

Agenda

Why do we do CES and Guiding Principles

Current CES Training Resources and Staff Access

System Overview

5 Minutes Break

Staff Roles

Assessor Workflow

Referral Workflow

Where do I go if I have questions?

Frequently Asked Questions

Live Q and A

Press Record!

Why we do CES?

Utilizing progressive engagement, an approach to helping households end their homeless as rapidly as possible using the

least financial and support resources needed to be successful with each household. The CES provides multiple

points for clients to access resources. While maintaining standardized processes and tools to improve linkage to

mainstream and homeless services.

Source: NWCOC Policy Manual

Quiz Break – Use the Menti

What best describes CES?

A waiting list for housing resources across northwest Minnesota.

A homeless response system that diverts people from needing housing resources

with mainstream and prevention resources whenever possible and prioritizes

limited supportive housing resources for the most vulnerable.

A process some bureaucrat dreamed up that were forced to follow.

The VI-SPDAT assessment.

Current CES Training Resources

The NWCOC Website has a Housing

Access/Coordinated Entry page with a

tab called Training and Useful Tools.

Helpful links like the MN HMIS

Coordinated Entry Website

The new NWCOC System Manual

The website also includes a page on

forms and policies for the NWCOC

CES.

NWCOC Policy Manual

NWCOC Prioritization Policy

Training is a requirement for staff who

participate in CES.

The NWCOC is always working to provide

the most up to date training materials.

When trainings are updated it will be

communicated by e-mail.

If you or your staff need to take NWCOC

CES training e-mail Lori Anderson, Priority

List Manager at [email protected]

Access to the CES System

In order for you or your staff to access the NWCOC CES the following needs to

be completed.

1. Training.

2. NWCOC Inter-Agency Data Sharing Agreement

3. NWCOC CES Participation Agreement

Once all of these items are completed the NWCOC Priority List Manager will

notify you that your access has been approved.

Access grants the following.

View/Edit Clients in HMIS that are in CES

View the NWCOC Priority List in HMIS and the Google Doc for DV, Minors and those

who refused to give information.

Request referrals to your program.

Quiz Break – Use the Menti

Who do I e-mail to complete NWCOC trainings?

My grant manager.

Ben Carson

The NWCOC Priority List Manager

The NWCOC Coordinator

System Overview – Access Points

An access point is an existing agency

or point-of-contact where households

facing a housing crisis can go or call

to be screened for entry to or

diversion from the regional homeless

response system.

NWCOC Access Sites

System Overview – Prioritization

The CES system uses a Prioritization Policy to determine eligibility for supportive housing programs. To ensure the resources go to those who need them most!

This policy informs the Priority List Manager in the referral process and allows the assessor to inform the client what types of programs they may be eligible for.

The Prioritization Policy looks at multiple factors, including chronic homeless, length of time homeless, prior resident and the VI-SPDAT score of a client is weighted the highest.

The policy also factors where people are coming from.

1. Unsheltered people are prioritized first;

2. then coming from Emergency Shelter; then

3. Transitional Housing

Rapid Re-Housing can be a tricky program for CES.

If your program is HUD funded and can serve up to 24 months and even longer with case management it is likely your program aligns with PSH. You should be striving to serve the most vulnerable.

If your program is short-term and comes with limited case management, you may not be equipped to serve the most vulnerable (highest scores). If you have questions you can contact the Priority List Manager and COC Coordinator.

System Overview – Prioritization –

Priority List

The NWCOC CES Priority List is not the Waiting List

A real-time up to date list of persons in NEED of supportive housing resources.

Persons on the list have generally tried all other forms of help, like utility assistance or one-time rent payments. Or it has been determined that without housing services and case management they will be homeless.

Prioritizes the most vulnerable and people with the highest needs.

The Google Doc Priority List.

For DV survivors, youth under 18, and clients who refused information.

The rest of the process is the same. Instead of using HMIS to interact with the priority list, you use the google doc.

For access to the google doc e-mail Lori Anderson, Priority List Manager at [email protected]

The length of time

someone has been

homeless is an

indicator of

vulnerability and

a factor in being

prioritized for

services.

The length of time

a person has been

on the priority list

is not.

Quiz Break – Use the Menti

What factors do not inform the prioritization of a client?

Length of time homeless

Disability status

VI-SPDAT Score

Length of time on priority list

System Overview – Stages –

Stage 1 Triage (Diversion)

System Overview – Stages –

Stage 2 Prevention

System Overview – Stages –

Stage 3 Assessment

Link to Forms

System Overview – Stages –

Stage 4 Placement

Quiz Break – Use the Menti

What is the purpose of Triage (Diversion)?

Learn about demographic information.

Collect information about the clients situation to pair with the most appropriate

resources and divert clients from entering the homeless response system.

Send clients to other locations for help.

When is it recommended to assess someone for supportive housing?

5-10 days

Asap

15-20 days

System Overview – CES Workflows –

Client has a safe place to stay, but is looking

for housing resources.

Assessor performs Triage/Diversion

questions

Client indicates that they have a safe place

to stay.

Client is interested in finding their own

housing.

Assessor will refer client to mainstream resources. (Section 8

HCV)

If Assessor feels that client is in need of Supportive Housing Services the Assessor may wish to further

assess and place on NWCOC Priority List and maintain client contact.

If Client does not return Assessor may assume housing crisis was solved.

System Overview – CES Workflows –

Client has a safe place to stay, but is at-risk

of losing their housing.

Assessor performs Triage/Diversion

questions

Client indicates that they have a safe place to stay but may lose

it.

Assessor will refer to Prevention Resources and other Mainstream

resources

If Assessor feels that client is in need of Supportive Housing Services the Assessor may wish to further assess and place on NWCOC Priority List and maintain client contact.

If Client does not return Assessor may assume housing crisis

was solved.

System Overview – CES Workflows –

Client has no safe place to stay.

Assessor performs Triage / Diversion Questions

Assessor finds our client has No Safe Place to Stay

Assessor makes referral to Emergency Shelter

Assessor will Assess Client using VI-SPDAT

Assessor will Place on NWCOC Priority List and

provide client CES Receipt

Maintain Contact with Client and address

barriers such as help with obtaining vital docs

Priority List Manager Refers to a program

opening in HMIS

Housing Program Case Manager accepts the referral in HMIS - this removes client from

Priority List

Housing Program Manager works with

Client to find housing.

While searching for housing, Housing Program Manager will assist in addressing barriers to stable housing. This can include connecting with mental health case managers. However,

a client cannot be required to connect with the suggested referrals as a requirement under a housing first approach.

Housing Program Manager document the referral as successful when accepted into the program. Or unsuccessful if client needs to be exited from the

program.

If client is not housed and is still in need of supportive housing

services case manager puts client back on list.

If ES does stay

does not resolve

housing crisis

System Overview – Where are all the

system resources to refer to?

The NWCOC Housing Resource Guide can assist in finding resources

available during each stage of the system. Link to Housing Resource Guide

The NWCOC System does not consider a phone number or brochure a

referral. A referral means calling on behalf of the client to get

information and setup an appointment.

Break?

5 Minutes.

Submit questions in the Q and A

Staff Roles – Basic Roles

Lets Priority List Manager know of

openings

Receives client referrals from Priority

List Manager

Works to house clients in program

Updates HMIS with outcome of client

referral (i.e., successful or

unsuccessful program enrollment)

Continues to support clients in maintaining

housing for duration of enrollment in

program

Housing Program / Case Manager

Supports client in obtaining necessary eligibility documentation, including vital documents

Link households to community resources

Use motivational interviewing, client-centered and harm reduction practices to help clients reach desired goals

Support housing search through search assistance, applications help, advocacy with landlords or property managers, and education on tenants rights and responsibilities.

Housing Navigator

Manages the priority list

Refers clients on priority list to agencies with openings

Provides training and technical assistance to NW CoC agencies regarding CES/HMIS

Priority List Manager

Determines level of resources needed through triage

Places client on coordinated entry Priority list

Maintains contact with client and updates CES entry as needed

Assessor

It is the goal of the CoC to hire more Housing

Navigators, but each agency must take on aspects

of housing navigation to ensure clients are

equitably housed. This falls to assessors and

housing case managers now. The YHDP projects do

have limited housing navigation services available.

The system

acknowledges

that many of

you play

multiple roles.

This is mean to

help determine

what hat to

wear when.

Staff Roles – Assessor Workflow

Step 1: Referral to Mainstream Resources,

Self-Resolve, or Emergency Shelter

Self Resolve (Clients have a safe place for next 3 days)

1.Staying with family or friends

2.Returning to housing in another city/county state

3.Seeking other financial assistance or support services to utilize money for rent (food baskets, rent assistance, county EA, gas $) from church, county, family, or friends.

4.Asking landlords for a payment plan

Emergency Shelter (Client does not have a safe place

to stay)

• Assist client in finding emergency shelter (or hotel)

• When possible safely house the client before determining if client should be assessed for housing resources

• If unable to find emergency shelter assess for housing resources to get client referred to program ASAP

Connection to Mainstream Resources

• Ask client about whether they have sought assistance for food baskets, veterans’ services, county social services, employment and job training, medical assistance, social security, mental health, etc.

Staff Roles – Assessor Workflow

Step 2: Conduct Prevention Screen

If it is determined that mainstream resources will not be enough do a

prevention screen.

FHPAP providers will use the M-PAT tool.

Others will use the NWCOC Triage (Diversion) Questionnaire.

Use the NWCOC Housing Resource Guide to find prevention resources

Determine if a security deposit or one-time rent payment can get them on

track.

Rapid Re-Housing Programs also offer this service.

Staff Roles – Assessor Workflow

Step 3: Assessment and Referral to NWCOC

Priority List This is the point when the assessor makes the determination that the client

will remain homeless or become homeless without supportive services (rent

assistance and case management)

The assessor will use the appropriate VI-SPDAT for the client and use the HMIS

process for placing the person on the list.

It is the Assessor’s responsibility to maintain contact with the client and

update notes in CES documenting client need (date, type of contact, result,

CM initials)

Getting into housing is hard. This is a good time to make sure you and your client have

done everything possible in step 1 and 2. Again, the Priority List is not a waiting list. Even

if step 1 and 2 are not instantly successful it is okay to determine the client is not in need

of supportive services. Work with them to find a housing choice voucher or other resource.

Staff Roles – Assessor Workflow

Step 4: Assignment and CES Receipt

Provide the client with a NWCOC CES Receipt

This helps with client choice and encourages clients to maintain contact.

It is still the responsibility of the assessor to maintain contact.

The client should be reassessed every 6 months or when there has been a

major change such as a disability diagnosis, or living situation.

The assessor should maintain contact with the client every thirty (30) days.

The assessor should try and contact the client 3 times in 5 business days with any

and all means of communication.

It is not possible for assessors to follow up with everyone

who walks through the door in need of services, which is

why it is so important to only perform a VI-SPDAT with

clients who need supportive housing services.

Sixty-Two (62) Clients

on list greater than 180

days Fifty (50) greater

than 360 days, Eleven

(11) greater than 730

Days.

This not only does not

help system planning it

hurts HUD System

Performance Measures

11-3-2020 Priority List

Quiz Break – Use the Menti

What step should be included as part of assessor step 1

The Triage Questionnaire

Offering long term housing assistance

When should a client be placed on the priority list.

As soon as they say they are looking for a new place to live.

Once it has been determined that mainstream and prevention resources will not

resolve the housing crisis and a VI-SPDAT assessment has been completed.

Staff Roles –

The Referral

Workflow

Serving high need and high

barrier populations takes

significant time and

resources.

The timelines proposed in

the workflow are meant to

be a guideline, not hard and

fast rule.

61% of the clients being

served in programs are non-

white. These clients are

likely to experience

additional barriers to finding

housing, consider allowing

more time.

If appropriate

Where do I go if I have questions NWCOC COORDINATOR

For questions regarding the homeless response system and the Housing Access Coordinated Entry System in Northwest Minnesota the COC Coordinator can be of help. You can contact Cory Boushee at [email protected].

PRIORITY LIST MANAGER

For questions regarding the priority list or client referral process in Northwest Minnesota, the Priority List Manager can be the best resources. You can contact Lori Anderson at [email protected]. Lori can also advise on HMIS system processes. If you have questions regarding the Google Doc list , Lori is also the best resource for that.

MNHMIS WEBSITE / HELPDESK

The Institute of Community Alliances who serves as the lead agency for HMIS can answer any questions regarding the role of HMIS in coordinated entry and how to use HMIS. https://www.hmismn.org/coordinated-entry You can also e-mail the Help Desk at [email protected] and someone will quickly response to help.

NWCOC WEBSITE

The NWCOC has a page dedicated the Housing Access Coordinated Entry System that has training resources, policies, and forms related for agencies. https://www.nwmf.org/resources/strategic-partnerships/nwcoc/housing-access-coordinated-entry/.

GRANT MANAGERS

The program you are operating has a grant manager that can assist you with questions. Work with your supervisor if you need to ask a question of your grant manager. An important note is grant managers are not able to grant any variance to the policy and procedures of the NWCOC CES. Any variance to policy needs to be granted by the NWCOC board or a policy change needs to be implemented.

Frequently Asked Questions Do I need to use CES?

If your agency is providing supportive services it is likely your program requires the use of the Coordinated Entry System. All federally funded projects by the Continuum of Care program of Emergency Solutions Grant (ESG) program require the use of CES. This includes all homeless designated beds or vouchers must utilize the CES prioritization list to fill ALL openbeds/units/vouchers. This includes: Transitional Housing, Rapid Re-housing, Permanent Supportive Housing, Emergency Solutions Grant THP, Community Living Solutions (formerly GRH), Long-term Homeless and Chronic Homeless voucher or site-based beds. Bridges, VASH, SSVF, and YHDP.

I am already working with a client in a different program and they need help, can I house them without using coordinated entry?

The simplest answer is no. You may end up still working with this client. But, they should work through all of the triage, prevention, and if needed assessment stages as everyone else does.

My grant says I need to use coordinated entry, but my funder says I only have to use certain parts.

It is important to remember there is only one CE system in NWCOC, meaning your grant funder cannot approve a change to how your program interacts with the CES system. The NWCOC has authority over the CE system. If you have questions regarding whether or not your program slots need to be filled with the CE system, please reach out the NWCOC Coordinator.

Live Q and A

Use the Q and A box below. Or will build into manta.

What’s next for training?

Working with MESH to develop a COC Homeless Response System training plan

that includes Coordinated Entry.

We will get this training up on the website.

Have been working with ICA on HMIS user groups and once they get started

again will include some CES.

As always please reach out to Cory, COC Coordinator or Lori, Priority List

Manager if you have any questions.

Do not stay stuck! We can provide help or locate the right person to help you

if we know.

Thank You!