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!