NWCoC Coordinated Entry Procedure Manual Final (1.2022)

The Northwest Minnesota Continuum of Care (CoC) will operate a Coordinated Assessment (CA) system in conformance with 24 CFR 578, Homeless Emergency Assistance and Rapid Transition to Housing (HEARTH) Continuum of Care Program Interim Final Rule published in Vol. 77 No.147 of the Federal Register on July 31, 2012.

NORTHWEST CONTINUUM OF CARE COORDINATED ENTRY PROCEDURE MANUAL Version 1.0 Page 1 of 42 NWCOC Coordinated Entry System Procedure Manual Version 1.0 Adopted 01/19/2023

Click Link to access NWCOC Coordinated Entry System Web Homepage User Notes: • • • •

This document has many hyperlinks to quickly direct you to information and policies. You may be able to just click on documents to open them, or you may have to hit (CTRL + Click).

This is meant to be a living document and will be updated as changes to the system are made. The most up–to-date copy will always be on the website linked above.

This document is a companion the NWCoC CES Policy Manual Common terms and definitions can be found at this link: https://www.hmismn.org/definitions

1. Contents

2. Coordinated Entry Procedure Manual Purpose ____________________________________________________________ 4 A.

Terms and Definitions ____________________________________________________________________________ 4

B.

Coordinated Entry System Roles Overview ___________________________________________________________ 7

3. NWCoC CES Introduction ____________________________________________________________________________ 9 A.

NWCoC Housing Provider Participation Expectations __________________________________________________ 10

B.

NWCoC Geographic Coverage Area _______________________________________________________________ 10

C.

Marketing and Outreach _________________________________________________________________________ 10

D.

Safety Planning and Risk Assessment ______________________________________________________________ 11

E.

Nondiscrimination ______________________________________________________________________________ 11

F. Lack of Appropriate Housing or Services ______________________________________________________________ 11 4. NWCoC Coordinated Entry System Overview ____________________________________________________________ 12 A.

Key Roles of The System ________________________________________________________________________ 14

5. Stages Coordinated Entry System _____________________________________________________________________ 15 A.

Access ______________________________________________________________________________________ 16

B. Assessment___________________________________________________________________________________ 17 Page 2 of 42 NWCOC Coordinated Entry System Procedure Manual Version 1.0 Adopted 01/19/2023

C.

Prioritization __________________________________________________________________________________ 24

D.

Placement (The Referral Workflow) ________________________________________________________________ 29

6. Maintaining the Priority List __________________________________________________________________________ 37 7. Project Transfers and Moving On _____________________________________________________________________ 37 A.

Program Transfers to Permanent Supportive Housing __________________________________________________ 37

B.

Violence Against Women Act Transfers _____________________________________________________________ 38

C.

Moving On ____________________________________________________________________________________ 38

8. Geographic Waivers and Flexibility ____________________________________________________________________ 39 A.

Case Conferencing Waiver _______________________________________________________________________ 39

9. Evaluation _______________________________________________________________________________________ 39 10.

Where do I go if I have Questions? __________________________________________________________________ 39

A.

NWCOC coordinator ____________________________________________________________________________ 40

B.

Priority List Manager ____________________________________________________________________________ 40

C.

MNHMIS Website / Helpdesk _____________________________________________________________________ 40

D.

NWCOC Website ______________________________________________________________________________ 40

E.

Grant Managers _______________________________________________________________________________ 40

11.

Do I need to use CES? ____________________________________________________________________________ 40

12.

Tracked Updates ________________________________________________________________________________ 41

Figure 1: Coordinated Entry Implementation ................................................................................................................................... 4 Figure 2 NWCoC Geographic Region ........................................................................................................................................... 10 Figure 3 NWCoC System Map ...................................................................................................................................................... 14 Figure 4 System Roles .................................................................................................................................................................. 15 Figure 5 Stages of NWCoC Coordinated Entry ............................................................................................................................. 22 Figure 6 Client Barriers and Choice .............................................................................................................................................. 26 Page 3 of 42 NWCOC Coordinated Entry System Procedure Manual Version 1.0 Adopted 01/19/2023

Figure 7 Client Eligibility ................................................................................................................................................................ 27 Figure 8 NWCoC Referral Workflow.............................................................................................................................................. 33 Figure 9 NWCoC Referral Workflow Map...................................................................................................................................... 36

2. Coordinated Entry Procedure Manual Purpose

The purpose of this guide is to create a Procedure Manual for users of the Northwest Continuum of Care (NWCOC) Coordinated Entry System (CES). The Procedure Manual is meant to create a how-to or step-by-step guide, rather than policy language.

This manual is developed and informed by approved policy of the NWCoC Governance Charter, ESG and CoC Administration Policies, and the NWCoC Coordinated Entry System Policy Manual. These documents are approved and amended with the approval of the NWCoC Board of Directors. This procedure manual must be updated to reflect changes in policy. This procedure manual is administered by the NWCoC Coordinated Entry Committee.

This manual will outline the different roles for users for the system. These roles include assessors, case managers, housing navigators and the priority list manager. We know that in NWCoC the same person often has the role of both assessor and case manager. This manual will help define the roles to help staff be effective at performing key responsibilities throughout the system.

The following section is helpful for a review of key terms and definitions you may see throughout the document.

Why use a Coordinated Entry? See Figure 1 Coordinated Entry Implementation.

A. Terms and Definitions

FIGURE 1: COORDINATED ENTRY IMPLEMENTATION

Chronically Chronically homeless means: (1) A “homeless individual with a disability,” as defined in Section 401(9) of Homeless the McKinney-Vento Homeless Assistance Act, who: HUD’s definition: i. Lives in a place not meant for human habitation, a Safe Haven, or an emergency shelter; AND Page 4 of 42 NWCOC Coordinated Entry System Procedure Manual Version 1.0 Adopted 01/19/2023

ii. Has been homeless continuously for at least 12 months or on at least four separate occasions in the last 3 years, as long as the combined occasions equal at least 12 months and each break in homelessness separating the occasions included at least 7 consecutive nights of not living as described in (i) above.

MN Homelessness Case Conferencing Dynamic Planning Continuum of Care (COC)

Continuum of Care (CoC) Program

Emergency Shelter Emergency Solutions Grant (ESG)

The State of Minnesota defines as homeless “any individual, unaccompanied youth or family that is without a permanent place to live that is fit for human habitation.” Doubling-up is considered homeless if that arrangement has persisted less than 1 year.

Local process for CES staff to coordinate and discuss ongoing work with persons experiencing homelessness in the community, including the prioritization or active list. The goal of case conferencing is to provide holistic, coordinated, and integrated services across providers, and to reduce duplication.

A dynamic process that uses prioritization criteria (i.e., assessment result, unsheltered status, length of time homeless) to identify the most vulnerable (preferably through a case conferencing process) based on the number of anticipated housing placements across all resources that will occur in the next XX days Group responsible for the implementation of the requirements of HUD’s CoC Program interim rule. The CoC is composed of representatives of organizations, including nonprofit homeless providers, victim service providers, faith-based organizations, governments, businesses, advocates, public housing agencies, school districts, social service providers, mental health agencies, hospitals, universities, affordable housing developers, law enforcement, organizations that serve homeless and formerly homeless veterans, and homeless and formerly homeless persons.

HUD funding source to (1) promote communitywide commitment to the goal of ending homelessness; (2) provide funding for efforts by nonprofit providers, and state and local governments to quickly rehouse homeless individuals and families while minimizing the trauma and dislocation caused to homeless individuals, families, and communities by homelessness; (3) promote access to and effect utilization of mainstream programs by homeless individuals and families; and (4) optimize self-sufficiency among individuals and families experiencing homelessness.

Short-term emergency housing available to persons experiencing homelessness.

HUD funding source to (1) engage homeless individuals and families living on the street; (2) improve the quantity and quality of emergency shelters for homeless individuals and families; (3) help operate these shelters; (4) provide essential services to shelter residents; (5) rapidly rehouse homeless individuals and families; and (6) prevent families and individuals from becoming homeless.

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Emergency Services Program (ESP) Family Homeless Prevention and Assistance Program (FHPAP) Homeless Management Information System (HMIS) Project for Assistance in Transition from Homelessness (PATH) Public Housing Authority (PHA) or Housing Redevelopment Authority (HRA) Permanent Supportive Housing (PSH) Rapid Re-Housing (RRH) Release of Information (ROI) Transitional Housing (TH)

MN Department of Human Service (DHS) Office of Economic Opportunity (OEO) program provides emergency shelter, motel vouchers, day shelter and essential services for children, unaccompanied youth, single adults and families who are experiencing homelessness. The department awards funds biannually to local providers through a competitive application process.

The Family Homeless Prevention and Assistance Program (FHPAP) is designed to provide supportive services and/or financial assistance to families, youth and singles that are homeless or at imminent risk of becoming homeless.

Local information technology system used by a CoC to collect participant-level data and data on the provision of housing and services to homeless individuals and families and to persons at risk of homelessness. Each CoC is responsible for selecting an HMIS software solution that complies with HUD’s data collection, management, and reporting standards.

Substance Abuse and Mental Health Services Administration (SAMHSA)–funded program to provide outreach and services to people with serious mental illness (SMI) who are homeless, in shelter or on the street, or at imminent risk of homelessness.

Local entity that administers Public Housing and Housing Choice Vouchers (HCV) (aka Section 8 vouchers).

Permanent housing with indefinite leasing or rental assistance paired with supportive services to assist homeless persons with a disability or families with an adult or child member with a disability achieve housing stability.

Program emphasizing housing search and relocation services and short- and medium-term rental assistance to move homeless persons and families (with or without a disability) as rapidly as possible into permanent housing.

Written documentation signed by a participant to release his/her personal information to authorized partners.

Program providing homeless individuals and families with the interim stability and support to successfully move to and maintain permanent housing. Transitional housing funds may be used to cover the costs of up to 24 months of housing with accompanying supportive services. Program participants must have a lease (or sublease) or occupancy agreement in place when residing in transitional housing.

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Progressive Engagement Housing First

Access Assessment Prioritization Placement (referral)

Progressive Engagement is the practice of helping households end their homelessness as rapidly as possible, despite barriers, with minimal financial and support resources. More supports are applied to those households who struggle to stabilize.

Housing First is a homeless assistance approach that prioritizes providing permanent housing to people experiencing homelessness, thus ending their homelessness and serving as a platform from which they can pursue personal goals and improve their quality of life. This approach is guided by the belief that people need basic necessities like food and a place to live before attending to anything less critical, such as getting a job, budgeting properly, or attending to substance use issues. Additionally, Housing First is based on the theory that client choice is valuable in housing selection and supportive service participation, and that exercising that choice is likely to make a client more successful in remaining housed and improving their life.

Access points are the places–either virtual or physical–where an individual or family in need of assistance accesses the coordinated entry process.

The standardized assessment process, including assessment information, factors, and documentation of the criteria used for uniform decision-making across access points and staff.

The factors and assessment information with which prioritization decisions will be made for all homeless assistance.

Persons are referred to available CoC housing resources and services in accordance with the CoC’s documented prioritization guidelines.

B. Coordinated Entry System Roles Overview CoC Board Coordinated Entry Committee

Responsible for the general oversight of the CES, including the approval of the CES Policies & Procedures document.

Primary governing body for coordinated entry. Meets at least monthly to oversee the implementation and evaluation of the CES system.

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CoC Coordinator Priority List Manager

Assessor

Case Manager

Housing Navigator Collaborative Applicant HMIS Lead Agency

Participating Project

The CoC Coordinator is responsible for assisting the NWCoC Board of Directors, Coordinated Entry Committee, and General Membership to design and implement a CES. Staff position responsible for supporting or managing day-to-day functions of CES, which may include any combination of the following: maintaining a prioritization list, assisting with matching participants to available housing resources, communicating referrals, facilitating case conferencing meetings, assisting with grievance and appeal processes, monitoring CES activity, and preparing CES monitoring and evaluation reports.

Coordinated Entry Assessors should think of the assessment interview as a time when they should encourage clients to consider all available housing options, rather than presenting CES as the mechanism through which all clients should attempt to access housing resources. NWCOC \Coordinated Entry System Assessors are located at access points across the NWCOC region. The assessor has arguably the most important job in the entire system. It is recognized that most assessors also serve as housing case managers, it is extremely important to distinguish the roles from one another to have an effective system.

The case manager will be working with clients referred by the NWCOC Priority List Manager. The case manager will work with clients to find housing, and while looking for housing find any available resource that may support them. The case manager is responsible for implementing a client centered approach.

This includes informing clients of all available housing options and helping them determine what type of program may be best to support them. The case manager is responsible for notifying the Priority List Manager (PLM) of any openings. This is done through an online form. You will need to e-mail the PLM to get access to this form if you do not have it.

The Housing Navigator will work through Coordinated Entry to identify and assist clients in rapidly securing housing, accessing desired services, and supporting stabilization once housed. The Navigator will utilize the CES Prioritization lists to identify persons who need formal navigation services the most.

Entity that must (at the request of the CoC Board) apply for HUD funding for coordinated entry, including planning grants.

Operates the Homeless Management Information System on the CoC’s behalf. Ensures the CES has access to HMIS software and functionality for the collection, management, and analysis of data on persons served by coordinated entry. Entity designated by the CoC in accordance with HUD’s CoC Program interim rule to operate the HMIS on the CoC’s behalf. The HMIS Lead designated by the CoC may apply for CoC Program funds to establish and operate its HMIS. Agency or organization that has agreed to provide homelessness supports/services on behalf of the CoC. A participating project must execute a CES Participation Agreement with the CoC. The Participation Agreement outlines the standards and expectations for the project’s participation in and compliance with

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Referral Partner Mainstream Resource Provider U.S. Department of Housing and Urban Development U.S. Department of Veteran Affairs

the policies and procedures governing CES operations. For a project to receive CoC or ESG Program funding from HUD, it is required to participate in coordinated entry.

A type of participating project. Referral partner will receive and consider referrals to its project from the CES. It will sign a Referral Partner Agreement with the CES management entity affirming it is aware of and will adhere to all expectations for coordinated entry.

Agency or entity that can provide necessary services or assistance to persons served by coordinated entry. Examples of mainstream system providers include hospitals, mental health agencies, employment assistance programs, and schools.

Federal agency responsible for administering housing and homelessness programs including the CoC and ESG Programs.

Federal agency responsible for providing health care and other services, including assistance to end homelessness, to veterans and their families.

3. NWCoC CES Introduction

Northwest Coordinated Entry System (CES) is not a program, but a way of providing service. Utilizing progressive engagement, CES provides multiple points for access and assessment, while maintaining standardized processes and tools to improve linkage to mainstream and homeless services.

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In HUD’s vision, the coordinated entry process is an approach to coordination and management of a crisis response system’s resources that allows users to make consistent decisions from available information to efficiently and effectively connect people to interventions that will rapidly end their homelessness. 1 CES will help our CoC better identify, document and evaluate system needs, as well as prioritize limited resources, assuring those who are most in need of services are prioritized for services.

The CES in the NWCoC serves at the Homelessness Response System to accomplish the goals of the NWCoC to end homelessness.

A. NWCoC Housing Provider Participation Expectations

As part of the annual CoC application process, each project must indicate an intent to participate in the coordinated entry process.

B. NWCoC Geographic Coverage Area

The Northwest Continuum of Care covers an expansive geographic area FIGURE 2 NWCOC GEOGRAPHIC REGION including three (3) Native Nations and twelve (12) counties. The Native Nations include the Leech Lake Band of Ojibwe, the Red Lake Band of Ojibwe, and the White Earth Nation. The counites include Beltrami, Clearwater, Hubbard, Kittson, Lake of the Woods, Mahnomen, Marshall, Norman, Pennington, Polk, Red Lake and Roseau. The geographic region is visualized in Figure 2 NWCoC Geographic Region.

C. Marketing and Outreach

Each project participating in CES is required to post or otherwise make publicly available a notice (provided by the CoC) that describes coordinated entry. This notice should be posted in the agency waiting areas, as well as any areas where participants may congregate or receive services (e.g., drop-in center). All staff at each agency are required to know which personnel within their agency can discuss and explain CES to a participant who seeks more information. This notice can be found on the NWCoC Coordinated Entry Website.

1

HUD Coordinated Entry Core Elements

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D. Safety Planning and Risk Assessment

The Coordinated Entry System will include access to local domestic violence shelters to ensure that all persons who are fleeing or attempting to flee domestic violence or sexual assault have immediate access to crisis response services. This will include the number to the MN Day One Crisis Line. All persons will have access to this hotline regardless of which access point they initially contact for services and assistance through the NWCoC coordinated entry.

The NWCoC assessment conducted at all NWCoC access points includes questions to screen for risk or potential harm perpetrated on participating as a result of domestic violence, sexual assault, stalking, or dating violence. In the event defined risk is deemed to be present, the participant shall be referred or linked to available specialized services and housing assistance, using a trauma-informed approach designed to address the particular service needs of survivors of abuse, neglect, and violence.

E. Nondiscrimination

The CoC has designated the NWCoC Performance and Evaluation Committee as the entity responsible for monitoring agencies on compliance with all CES requirements, including adherence to civil rights and fair housing laws and regulations. Failure to comply with these laws and regulations may affect its position in the local CoC rating and ranking process.

• • • •

•

Fair Housing Act – prohibits discriminatory housing practices based on race, color, religion, sex, national origin, disability, or familial status.

Section 504 of the Rehabilitation Act – prohibits discrimination on the basis of disability under any program or activity receiving federal financial assistance.

Title VI of the Civil Rights Act – prohibits discrimination on the basis of race, color, or national origin under any program or activity receiving federal financial assistance.

Title II of the Americans with Disabilities Act – prohibits public entities, which include state and local governments and special purpose districts, from discriminating against individuals with disabilities in all their services, programs, and activities, which include housing and housing-related services such as housing search and referral assistance.

Title III of the Americans with Disabilities Act – prohibits private entities that own, lease, and operate places of public accommodation, which include shelters, social service establishments, and other public accommodations providing housing, from discriminating on the basis of disability.

F. Lack of Appropriate Housing or Services

In many areas of the CoC, the CoC has insufficient resources to meet the level of need for a particular type of housing or supportive service; in some cases, no resource or housing opening may be available. The Coordinated Entry process will still focus on and prioritize the people with the highest needs, for whatever resources may be available until new resources can be Page 11 of 42 NWCOC Coordinated Entry System Procedure Manual Version 1.0 Adopted 01/19/2023

developed. Coordinated entry can play a critical role in helping to document these gaps in the crisis response system and justify increased funding to meet the need.

People in a housing crisis who are not likely to be rapidly housed by a project should not be put on a priority list leaving them with the expectation that this will end their homelessness. Case managers at shelters and in the community need to work with people on alternative housing plans, including applying for affordable housing in the community, increasing income from employment and benefits, and exploring other housing opportunities available through the person’s personal support network.

Alternatively, if a person is prioritized for PSH but only RRH resources are available, coordinated entry should have that person access RRH as a bridge or temporary placement, without it negatively affecting their PSH eligibility.

4. NWCoC Coordinated Entry System Overview

The Coordinated Entry System is encompassing of all partners who are part of providing services to people in communities experiencing a housing crisis. Coordinated Entry is the homelessness response system. Figure 3 NWCoC System Map provides a visual of the homelessness response system. A larger version of this graphic is included as Appendix A System Map. The goal of the response system is to get people into permanent housing as soon as possible, with the appropriate level of service.

The NWCoC will continue to strive towards streamlining the system for people who are experiencing homelessness or are at-risk of experiencing homelessness. Systems are designed to learn and adapt to ever changing needs. We can do this through standardizing our processes across the region.

An important note regarding coordinated entry is that housing is not guaranteed for clients who are added to the Priority List. The fact is there is both a limited supply of homeless-dedicated housing and a great need for that limited resource. This, unfortunately means that many people will never receive a housing referral through CES. The system is designed to provide the most intensive resources available to the people who are most vulnerable and at-risk in the region. Using a progressive engagement approach to serving people as rapidly as possible with the minimal amount of resources to solve the housing crisis creates more opportunity for people to access the system. Whenever possible a client should be referred to mainstream resources to solve their housing crisis. Mainstream resources can be defined as “…publicly funded programs that provide services, housing and income supports to poor persons whether they are homeless or not. They include programs providing welfare, health care, mental health care, substance abuse treatment programs and veteran’s assistance.”

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Before determining that a client should be referred to an assessment for supportive housing services the Diversion process will help determine if the client could be more appropriately assisted through prevention resources. The best example of prevention resources is the Minnesota Family Homeless Prevention and Assistance Program (FHPAP). This program typically offers utility payments, deposits, one-time rent payments, and short-term rapid re-housing. The Northwest Minnesota Community Action Programs and Tribal Housing Programs typically have FHPAP funds to assist families. Other prevention resources also exist and agencies and assessors should collaborate and educate themselves on how to best work together to serve clients.

In some cases, a client may have resources available and only require short term assistance or one-time assistance to access stable housing. In this case the NWCoC utilizes a Rapid Resolution pathway to divert the client from remaining homeless or having to wait on the prioritization list.

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FIGURE 3 NWCOC SYSTEM MAP

A. Key Roles of The System

Figure 4 System Roles outlines the basic roles provides a basic breakdown of the four job roles required to operate the Coordinated Entry System (CES). It is noted that at many agencies within the NWCOC the same person may assess a client as Page 14 of 42 NWCOC Coordinated Entry System Procedure Manual Version 1.0 Adopted 01/19/2023

well as provide the case management. This document will hopefully clarify for these individual their role during different times in the process.

Priority List Manager

Assessor

Housing Provider

Housing Navigator

Staff position responsible for supporting or managing day-to-day functions of CES, which may include any combination of the following: maintaining a prioritization list, assisting with matching participants to available housing resources, communicating referrals, facilitating case conferencing meetings, assisting with grievance and appeal processes, monitoring CE activity, and preparing CE monitoring and evaluation reports. The PLM also works to provides technical training to agencies utilizing the CES. Coordinated Entry Assessors should think of the assessment interview as a time when they should encourage clients to consider all available housing options, rather than presenting CES as the mechanism through which all clients should attempt to access housing resources. NWCOC Coordinated Entry System Assessors are located at access points across the NWCOC region. The assessor has arguably the most important job in the entire system. It is recognized that most assessors also serve as housing case managers, it is extremely important to distinguish the roles from one another to have an effective system.

The Housing Provider will be working with clients referred by the NWCOC Priority List Manager.

Typically, the Housing Provider will assign a case manager or other client support staff in this role. The Housing Provider will work with clients to find housing, and while looking for housing find any available resource that may support them. The Housing Provider is responsible for implementing a client centered approach. This includes informing clients of all available housing options and helping them determine what type of program may be best to support them. The Housing Provider is responsible for notifying the Priority List Manager (PLM) of any openings. This is done through an online form. You will need to email the PLM to get access to this form if you do not have it.

The Housing Navigator will work through Coordinated Entry to identify and assist clients in rapidly securing housing, accessing desired services, and supporting stabilization once housed. The Navigator will utilize the CES Prioritization lists to identify persons who need formal navigation services the most.

FIGURE 4 SYSTEM ROLES

5. Stages Coordinated Entry System

The four stages of coordinated entry required by HUD are Access, Assessment, Prioritization, and Placement (Referral). Figure 3 NWCoC System Map provides a visual overview of all stages of the Coordinated Entry System. Figure 5 NWCoC Phases of Coordinated Entry below provides a detail of each the phases.

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Access Access points are the places–either virtual or physical–where an individual or family in need of assistance accesses the coordinated entry process.

Assessment The standardized assessment process, including assessment information, factors, and documentation of the criteria used for uniform decision-making across access points and staff.

Prioritization The factors and assessment information with which prioritization decisions will be made for all homeless assistance.

Placement (referral) Persons are referred to available CoC housing resources and services in accordance with the CoC’s documented prioritization guidelines.

A. Access

Homeless assistance providers that are designated access site across the Continuum of Care (CoC) will provide access to crisis response services for persons experiencing homelessness or at imminent risk of literal homelessness. All access points are approved by the NWCoC Coordinated Entry Committee. A list of current access sites is available on the NWCoC Coordinated Entry Website at the following link. In the NWCoC a “no wrong door” approach has been adopted in which an individual or family can present at any homeless housing and service provider in the geographic area and completes the same assessment process so referral can be consistently made across the CoC. An access site can be an existing agency or point-of-contact where households facing a housing crisis can go or call as a first step to obtaining resources. It is the responsibility of the entire NWCoC community to understand these access sites and how to direct clients to them. It is the responsibility of the NWCoC access sites to market and ensure the communities and partners understand they are a first step to housing resources.

Access, Assessment & Housing Sites in Northwest Minnesota The following outline procedures for providing Access: • •

To ensure that there is sufficient coordination and attention given to certain populations, the CoC may identify specialized access sites, to ensure the appropriate services are offered.

Each project participating in CES is required to post or otherwise make publicly available a notice (provided by the CoC) that describes coordinated entry. This notice should be posted in the agency waiting areas, as well as any areas where participants may congregate or receive services (e.g., dining hall). All staff at each agency are required to know which

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• •

• •

•

• •

personnel within their agency can discuss and explain CE to a participant who seeks more information. This notice can be found on the NWCoC Coordinated Entry Website.

The access sites across the NWCoC provide coverage across the entire geographic region.

The use of virtual meetings, or phone assessments can reduce barriers to access. All CoC access sites have the ability to use translation services. If a need arises to provide access to a client that cannot be met for translation services, or visual or audible impairment the assessor should contact the Priority List Manager and CoC Coordinator for assistance.

The NWCoC does not require a coordinated entry assessment to access emergency shelter, including shelter for fleeing domestic violence. Upon entry into shelter, shelter clients should be connected to coordinated entry within seven days.

Access points will use the NWCoC Assessment process to determine any immediate needs that could be addressed to resolve the housing crisis. Clients that access coordinated entry who are in housing, but at imminent risk of homelessness, will be offered access to homeless prevention services.

Street outreach staff in the NWCoC will be trained on coordinated entry and the assessment process to offer access to coordinated entry. Street outreach staff can provide direct access to coordinated entry, or direct persons experiencing homelessness to the nearest access point and assist with connecting to coordinated entry.

All members of the NWCoC are responsible for understanding the access locations to ensure clients can easily access an assessor and the homelessness response system.

If your agency would like to become a site for clients to access the Coordinated Entry System, e-mail the COC Coordinator.

B. Assessment

a. Assessment for Coordinated Entry Services The NWCoC follows a Progressive Engagement, person-centered approach to ending someone’s homelessness. The assessment stage uses information from the client to understand the housing crisis and tailor assistance to each individual or households needs in assessing what works best for them, with their strengths, and in their specific situation.

All persons served by CES will be assessed using the NWCoC Housing Assessment. All access points must use this assessment to ensure that all persons served are assessed in a consistent manner, using the same process. The NWCoC Housing Assessment documents a set of participant conditions, strengths, needs, and level of vulnerability, allowing the access point and/or assessment staff to identify the appropriate intervention and next steps to resolve the housing crisis and achieve housing stability. Please see NWCoC Website for a copy of the assessment forms.

The NWCoC Administrative Policy sets the referral criteria for each phase of the assessment.

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b. Phases of the Assessment The NWCoC has adopted a phased approach to the NWCoC Housing Assessment to appropriately identify the correct intervention through a Progressive Engagement approach. The assessment process follows Housing First as an evidenced based best practice to provide housing resources without creating barriers to access housing. Figure 5 Phases of NWCoC Coordinated Entry below provides additional detail of each the phases.

Active Listening This first phase will focus on identifying the immediate housing crisis, and clarifying that the CoC crisis response system is the appropriate system to address the potential participant’s immediate needs. This may include presenting the client with options for additional mainstream resources that can solve the crisis. Assessors are encouraged to make warm handoffs by assisting the client to contact other resources. Simply providing phone numbers or brochures is discouraged.

Diversion This phase will focus on identifying the clients existing situation and identify resources that could be used to prevent the client from entering the homeless response system. The Diversion and Rapid Resolution Assessment will assist in determining the appropriate next steps for the client, providing a rapid resolution, assessing for prevention, or referred to the coordinated entry priority list. Clients who are in crisis and unable to access housing should be referred to emergency shelter.

Rapid Resolution The Rapid Resolution process was designed for clients presenting at access sites who are homeless, and with limited resources can access housing. Assessor and client determined short-term resources will solve the housing crisis. Typically, this involves first/last month rent, security deposits, utility connects, and verification that the client will have long term support through a housing choice voucher, subsidized housing, other long-term support, or sufficient income.

Prevention Clients who present at access points that are currently housed and can remain housed for fourteen days should be screened for prevention services. The NWCoC uses the Minnesota Prevention and Assessment Tool to screen for eligibility and prioritization for prevention services.

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Coordinated Entry Assessment In this phase the assessor will seek information to refine, clarify, and verify a participant housing barrier. The information from his assessment supports the NWCoC to evaluate the client’s vulnerability and prioritize for referral to available housing programs.

Interim Assessment Once assessors place a client on the priority list it is the responsibility of that assessor to maintain contact with the client until the client locates housing. An interim assessment can also be completed during the referral process as a housing provider will contact the client. In the event the assessor attempts to complete an Interim Assessment and is unable to make contact, the assessor should make three attempts over five days to make contact. An assessor should use all methods of contact provided by the client. If unable to contact during this phase the person can be exited from the priority list.

Individuals who choose not to participate in data collection upon initial assessment or project entry may later decide that their information can be collected and entered into HMIS. Participant data in HMIS can be updated after an initial CES data collection period and throughout project enrollment to reflect emergence of new information, corrections to previously collected information, or additions of previously unanswered questions. The CoC will continuously work to improve participant engagement strategies to achieve completion rates of required HMIS data elements that are as high as possible.

ASSSESSMENT STAGES

DETAILS

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WHEN TO COMPLETE

FORM

RESPONSIBLE STAFF

Active Listening

Designed to assist assessors in understanding what services the client may be looking for and what kind of referrals can be made to mainstream resources.

Assessor determines the CoC homeless response system is the appropriate system to address the client’s needs. If the client is likely in need of prevention or supportive housing the assessor will move on to the Diversion and Rapid Resolution Assessment.

Diversion and Designed to reduce the number of persons entering Rapid Resolution the homeless response by diverting to mainstream resources or prevention services. This questionnaire will determine if the person should be referred to: • Emergency Shelter or Crisis Housing • Mainstream Resources • Prevention Services • Rapid Resolution • Coordinated Entry Assessment • Housing Stabilization Services

Prevention

The Diversion and Rapid Resolution Assessment will assist in determining if a prevention screening or Coordinated Entry Assessment is required.

Aimed at keeping persons who are at risk of homelessness housed (persons who are either doubled up or in their own housing).

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(Immediately) First point of contact - after person has identified housing crisis or requested homeless services.

Can be completed over the phone or inperson.

Performed once the assessor determines the client is a likely candidate for prevention or supportive housing resources.

Can be completed over the phone or inperson.

Active Listening Guide

Diversion and Rapid Resolution Assessment in (HMIS) or Alternative Assessment

Assessor

Assessor

NWCoC CES Receipt and ROI

ONLY after MPAT Diversion and (HMIS) Rapid Resolution Assessment has determined Prevention

Assessor

Coordinated Entry Assessment

Interim Assessment

Assessment for linkage to the following, but not limited to supportive housing resources (Transitional Housing (TH), Rapid-Rehousing (RRH), Housing Support, Permanent Supportive Housing (PSH) and Long-term Homeless (LTH) Vouchers). Linkage to resources is based on NWCoC prioritization criteria, client-choice, and peer to peer discussion through case conferencing meetings.

NOTE: Being placed on the housing priority list does not guarantee a housing placement. Agencies should do everything possible to resolve the housing crisis without needing supportive housing services (housing with case management).

The goal of the interim assessment is to ensure a client’s situation is kept up to date until the client is housed. Or if the client has self-resolved the client should be removed from the NWCoC Priority List to avoid unsuccessful referrals.

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Services would be appropriate.

Can be completed over the phone or inperson.

Only after Triage/Diversion questionnaire has determined supportive housing resources will be necessary.

All clients who complete Step 3b are anticipated to be added to the NWCoC Prioritization list.

Can be completed over the phone or inperson.

Must be completed a minimum of every 90 days, assessors are encouraged to update every 30 days to ensure accurate referrals.

Coordinated Entry Assessment (HMIS) NWCoC Prioritization List (HMIS)

Assessor Once a client is placed on the list it is the assessor’s job to maintain contact with that client.

NWCoC CES Receipt and ROI

Coordinated Entry Assessment (HMIS) NWCoC Prioritization List (HMIS)

Assessor

FIGURE 5 STAGES OF NWCOC COORDINATED E NTRY c. Assessor Training The CoC will provide at least annual training for persons who will manage access point processes and conduct assessments for CES. Training will be offered at no cost to the agency or staff, and will be delivered by an experienced and professional trainer who is identified by the CoC. Topics for training will include the following: • • • •

Review of CoC’s written CES policies and procedures, including variations adopted for specific subpopulations; Requirements for use of assessment information to determine prioritization; Training on the use of the CES assessment tool; and Criteria for uniform decision-making and referrals.

An outline of access to training for the NWCoC CES can be found as Appendix B Training Access of this procedure manual. d. Discrimination Complaint and Appeal Process The Coordinated Entry Receipt must include the point of contact for filing and addressing any discrimination complaints, which can be filed by participants if they believe the nondiscrimination policy has been violated in their case during the CES process.

Additionally, this form will describe and provide contact information on how to access the appeal process if they are not satisfied with or have any questions regarding how their complaints are handled. This form must be reviewed at the access point by CES staff, and must be signed by each participant. e. Privacy Protections A participant’s request for housing crisis response assistance initiated through phone or email communication will be considered notification of intent and inferred to be client consent to collect, use, and disclose that PII collected via phone or email. CES participating agencies shall obtain written client consent from the participant when the person comes in and additional data are collected during an in-person assessment.

The CoC must protect all participants’ personally identifiable information (PII), as required by HUD’s HMIS Data and Technical Standards, regardless of whether or not PII is stored in HMIS. All CES participating projects will ensure participants’ PII will only be collected, managed, reported, and potentially shared if those data are able to be secured in compliance with the HUDestablished HMIS privacy and security requirements. Training for CES users on data privacy is provided by the HMIS System Administrator.

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As part of the assessment process, participants will be provided with a copy of the NWCoC Release of Information form, which identifies what data will be collected, what data will be shared, which agencies data will be shared with, and what the purpose of the data share is. Participants have the option to decline sharing data; doing so does not make them ineligible for CES. A copy of the NWCoC Release of Information can be found on the NWCOC Coordinated Entry website under forms.

An individual being assessed through coordinated entry has the right to refuse the entry of their data into the HMIS system.

When this happens use the NWCoC Alternative Assessment process. For creating an entry/exit client record in the HMIS, follow the instructions provided by the HMIS or your HMIS Alternative Database provider for entering clients records without personally identifiable information. f. Completing the NWCoC Assessment All of the forms for the NWCoC Assessment are stored on the NWCoC Coordinated Entry website under forms. Each form includes detailed instructions that guide the assessor through the document based on answers from the client.

Detailed instructions for completing the assessment process, including instructions for entering data into HMIS can be found in Appendix C Diversion and Coordinated Entry Data Instructions of this document. This document is also stored on the NWCoC Coordinated Entry website under implementation. g. Completing the NWCoC Alternative Assessment The NWCoC has developed an Alternative Assessment system for Victim Services providers, youth under age 18 who do not have parental consent, and persons unwilling to share data in HMIS. This Alternative Assessment system is also used for individuals who refuse entry into the HMIS. If an individual refuses entry into the HMIS system is does not impact the individual’s ability to receive services.

If a client does not want to consent to their record being shared statewide in HMIS, you will still create and enter data in the client’s record in the system with identifiable information, including their name and SSN. The MN HMIS ROI is only asking clients to consent to having their HMIS data shared statewide. Imagine it as a record in a filing cabinet in your office that will then only be visible to HMIS users at your agency. In this case the client’s record will simply need to be manually “closed” to the statewide data sharing visibility group in HMIS. When a client’s record is closed their information will only be accessible to users at your project and agency.

Assessors can access the Alternative Assessment through e-mailing the NWCoC Priority List Manager. This is to maintain secure access to the Alternative Assessment system. The Alternative Assessment system does not collect personally identifiable information from the client. Collaboration between the Assessor and Priority List Manager will be required to offer services, without sharing any personally identifiable information. Instructions for completing the Alternative Assessment are Page 23 of 42 NWCOC Coordinated Entry System Procedure Manual Version 1.0 Adopted 01/19/2023

included in the form, the questions match the standard assessment. The only difference is the form does not collect contact information or other personally identifiable information.

Additional information regarding data sharing and the HMIS ROI can be found on the MN HMIS website. https://hmismn.helpscoutdocs.com/category/1781-data-sharing-hmis-roi

C. Prioritization

Prioritization is utilized for all dedicated supportive housing programs to help strategically and fairly target available resources, better assuring that those who are most vulnerable receive housing more rapidly than those with who are less vulnerable.

The prioritization process uses the information gathered from the assessment stage to analyze a person’s level of vulnerability.

The persons priority is set based on the NWCoC prioritization guiding values and eligibility through discussions at case conferencing meetings. This process values client choice and a strength-based client-centric approach. In order to provide the best possible outcomes, the NWCoC will use a Dynamic Prioritization process. Dynamic Prioritization is a dynamic process that uses prioritization criteria (i.e., assessment result, unsheltered status, length of time homeless) to identify the most vulnerable (preferably through a case conferencing process) based on the number of anticipated housing placements across all resources that will occur in a set number of days. a. Guiding Values 1. Serve the most vulnerable clients who without supportive services, case management and/or ongoing rental assistance will remain homeless or become homeless.

2. Addressing disparities in the homeless response system and improving access to programs.

3. Clients are referred through a case consultation process to the best available resource.

4. Clients who are not referred to supportive services are offered help problem solving to end their housing crisis.

5. Prioritization is client-centric and strength focused. Clients are referred to services they identified are appropriate to end their housing crisis.

6. Through prioritization clients will be referred to programs they are in fact eligible to receive support from.

The Coordinated Entry System Priority List is a centralized list of persons in need of and seeking designated supportive housing in Northwest Minnesota. It is NOT a Waitlist for those seeking services. The Priority List is meant to be a real time up to date list of the most vulnerable persons in the region seeking services. Persons who are a better fit for less intensive programs should not be on the list.

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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. b. Priority List Location The NWCoC has two priority lists. One is located in the statewide HMIS system, this is the most widely used priority list. Due to requirements from HUD that state a minor (unaccompanied youth under 18 without consent of parent), or person fleeing DV is not allowed to be entered into HMIS another list exists. The Alternative Priority List is in a secure location and can only be accessed through connecting with the NWCoC Priority List Manager. c. Household Prioritization Criteria Individuals will be prioritized based on eligibility and NWCoC prioritization criteria for housing vacancies. Prioritization outcomes will be informed by client choice, program eligibility, and a set of client-centric and strength based focused questions to inform housing programs. Final prioritization of clients will be determined through case conferencing, additional details on case conferencing can be found at Section 5. D. Placement and Section 5. C. j Case Conferencing.

The questions are meant to inform the case conferencing process for making a referral to an eligible program opening.

• • • • • •

What households on the priority list are eligible for the particular housing program opening being discussed?

What is the length of time the eligible households have been homeless? Are any of them Chronic Homeless?

What households have indicated having the greatest amount barriers to accessing housing?

Where do the identified households wish to live? Does it align with the program opening location?

Does the program opening align with the clients identified housing needs? Does it match client choice?

Of the identified households which household is eligible, has the greatest barriers, and aligns with the program opening?

Figure 6 Client Barriers and Choice outlines the client barriers and choices to be considered, and Figure 7 Client Eligibility outlines the eligibility criteria considered. d. Barriers and Client Choice The following criteria is meant to inform the case conferencing process and assist in prioritization of individuals. Clients who meet these criteria should be determined to be the most vulnerable and prioritized based on the guiding values for prioritization.

Barrier or Client Choice

Explanation

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Impact from Societal Issues and Discrimination Interaction with Institutional Systems Clients Physical and Emotional Health Needs Client Choice School Stability Client Reported Barriers

The client answers “Yes” to being asked if discrimination or other societal issues have impacted the ability to access housing. This can include but is not limited to racism, medical diagnosis, disability, gender, or sexual orientation.

The client answers “Yes” to being asked if time spent in institutional settings has impacted their ability to find housing. This can include but it’s not limited to, foster care, jail/prison, chemical healthcare, or registered sex offender.

Without housing clients will have difficulty meeting their current and future emotional or physical health needs.

Clients have choice in determining where they want to live, and are offered a variety of supportive housing options to determine what is best for them.

Certain programs in the NWCoC require school aged children for eligibility. Keeping children safe and in a stabile school environment is a consideration for prioritization.

Client may have additional barriers including, but not limited to, communication access, transportation access, and in general unable to access mainstream resources or benefits on their own.

Clients may require housing in order to safely reunite with children.

Family Reunification FIGURE 6 CLIENT BARRIERS AND CHOICE e. Eligibility Criteria Eligibility Criteria Current Living Situation (Where is someone living the night before being place on priority list?)

Explanation Where a client is currently living impacts the current level of vulnerability and eligibility of programs. The following current living situations are prioritized for referrals.

1. Literally Homeless (HUD Homeless) 2. At-Risk of Homelessness (Will lose housing within 14 days) 3. MN Homeless (doubled up less than 1 year) 4. Institutional; Situation (jail, foster care, hospital, nursing home, psych. Hosp., substance abuse treatment facility)

Length of Time Homeless

The length of time a person remains homeless increases the level of vulnerability and increased the difficulty in accessing stabile housing. The following lengths of time homeless are prioritized for referrals: 1. Chronic Homelessness 2. High Priority Homeless (Long Term Homeless)

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Fleeing Domestic Violence Veteran Status Disability Information

Household Type Household Type FIGURE 7 CLIENT ELIGIBILITY

3. Total Months HUD Homeless 4. Total Months MN Homeless (Doubled-Up, less than one year) Fleeing domestic violence is a consideration for prioritizing referrals, some programs require this for eligibility.

A person’s veteran status is a determining factor in prioritizing for referrals, the CoC will first look to fill program openings specifically for veterans with homeless veterans before other openings.

A person’s disability status can determine eligibility to certain programs and the definition of homelessness they will be categorized in. When reviewing disability information whether the client has a documented or self-reported disability will not impact prioritization for vulnerability of client, however it may impact whether not the client is eligible for the program.

Household size may determine eligibility for certain projects, it does not determine a client’s vulnerability level for prioritization.

Household type may determine eligibility for certain projects, it does not determine a clients’ s vulnerability level for prioritization.

f. Violence Against Women Act and Prioritization No household fleeing a domestic violence situation and is literally homeless should be denied services due to the coordinated entry prioritization policy. DV specific providers do not use HMIS and will place clients on the Alternative Priority List. g. Timeline for Checking Priority List Providers need to access the HMIS Prioritization to check their data after they have entered into HMIS, made changes, and for data accuracy to make sure that the people on the list should be on the list. The frequency of this should be determined by each agency based on amount of people added to the list. h. Adding Households to the Priority List Providers use the HMIS system or the Alternative List to add clients to the Priority List.

Households are added to the Alternative List through using the Alternative Assessment which is for Victim Services providers, youth under age 18 who do not have parental consent, and persons unwilling to share data in HMIS, but wish to still access housing through coordinated entry.

Appendix C Diversion and Coordinated Entry Data Instructions of this document includes detailed instruction for completing the NWCoC Coordinated Entry Assessment and placing a household on the priority list.

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The NWCoC will also provide training to all assessors to add households to the appropriate Priority List. i. CoC Transfers In the event that an assessor determines a household is interested in moving to geographic area outside of the NWCoC the assessor may stop the assessment. At this time the assessor will refer the household to a known organization in the CoC they wish to live in. If you do not know of an organization you may e-mail the Priority List Manager who can work with the other CoC to determine the pathway to access that CoC coordinated entry. j. Case Conferencing for Prioritization The NWCoC uses a case conferencing model to prioritize households for available openings. Case Conferencing will lead to greater collaboration of supportive housing organizations. The peer to peer support is beneficial to providers to learn from one another. Peer to peer decision making also offers a level of accountability to the system for making referrals to programs based on CES criteria. Additional information regarding Case Conferencing can be found in Appendix D Case Conferencing Outline of this document.

In the event of an urgent, time-sensitive situation, a referral may be scheduled by contacting the Priority List Manager.

Case Conferencing Meeting Outline Case Conferencing meetings are routine meetings designed to manage the Coordinated Entry Priority List. The Priority List Manager will facilitate these meetings. Before each Case Conferencing meeting, the Priority List Manager will pull the current Priority List. The list is organized by Housing Category and the Priorities previously established by the NW CoC. There are three Case Conferencing groups based on geography and population served. THe groups set meeting times based on need, at a minimum meeting are held twice per month. The groups are outlined as follows:   

Youth Homelessness (Entire Geographic area of NWCoC) East Area (The county boundaries of Beltrami, Clearwater, and Hubbard) West Area (The count boundaries of (Kittson, Roseau, Lake of the Woods, Marshall, Pennington, Red Lake, Polk, Norman, and Mahnomen)

Case Conferencing Attendance A housing provider will e-mail the NWCoC Priority List Manager to receive access to Case Conferencing. The following housing provider staff should attend case conferencing:   

Housing Navigators Case Managers Street Outreach Staff

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 

Public Housing Providers Anyone who provides direct service to clients and working to enroll clients in housing programs.

Case Conferencing Steps 1. Review current or potential future program openings and how many eligible households should be referred to the program opening; 2. Determine which clients on the list may be eligible for the program opening; 3. Review households to determine which has the highest need for additional supportive housing services; (who is most likely to remain homeless without access to the program opening) then 4. Determine which household or households to refer to the program opening.

D. Placement (The Referral Workflow)

Placement, or better known as referral is the process of actually making a referral to a housing program opening. Referrals are determined by the prioritization process. Housing case managers and service providers will meet at case conferencing and determine which clients will be referred form the list to available openings. The list is not a wait list, it is a priority list and people are served based on vulnerability and need not time on the list. The system cannot be used to screen people out based on perceived barriers, but should assist in addressing barriers to stably house the client.

The referral process can be broken into the following phases, these phases are outlined in further detail in Figure 8 NWCoC Referral Workflow. Figure 9 NWCoC Referral Workflow Map provides a visual reference of the referral process. A larger version of this graphic can be found as Appendix F Referral Workflow Map of this document.

Request a Referral When you have an opening in one of your housing programs, you will notify the Priority List Manager through the Referral Request form. Contact the Priority List Manager for access to this form.

Case Conferencing Housing providers meet for peer to peer discussion to review current households on the priority list and make recommendations for openings in accordance with the NWCOC prioritization procedures outlined in Section 5 C. Prioritization.

Program Referral The Priority List Manager in accordance with the case conferencing peer to peer discussion will make the referrals to the programs through the HMIS, or through e-mail form the Alternative List.

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Acknowledge the Referral The Housing Provider acknowledges in the HMIS or through e-mail (if using the Alternative List) that the referral has been received.

Resolve the Referral The Housing Provider will contact the client to offer entry into the program opening, then document whether the referral was successful or unsuccessful. An unsuccessful referral occurs if you are unable to contact the client, if the client declines entry into the program, or if the client does not actually meet eligibility requirements. Contacting the client and the client accepting program entry is a successful referral, even if the client does not locate housing.

Program Entry Once the client accepts entry into a program and the housing provider has determined the client is eligible the housing provider will enter the client into the housing program using HMIS, or a comparable database for DV providers.

Housing Navigation Assistance Once the client is entered into your program begin to aid the client to locate a unit and assist with lease up. Some geographic areas may have additional support staff specializing in Housing Navigation services. Some geographic areas or subpopulations may also have access to Landlord Risk Mitigation Funds. Use this time to connect client to additional support programs as needed.

Record Housing Outcome Once the client has obtained housing the housing provider will document that in HMIS as the Housing Move-in-Date. If the client is unable to find housing, or you lose contact with the client you will exit the client from the program. At this time, you will also exit the client from Coordinated Entry.

Interim Assessment If determined that contact with the client can be maintained and the client should access a different program complete an Interim Assessment to update the record in coordinated entry.

REFERRAL WORKFLOW STAGES Request a Referral

GOAL/ACTIVITY

WHEN TO COMPLETE

RESOURCE

RESPONSIBLE STAFF

The housing provider informs the Priority List Manager of a program opening. All programs required to fill slots through the coordinated entry priority list need to

Within 3 working days from having a program opening or anticipating you will have a program

Referral Request Form (E-mail Priority

Housing Provider

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request referrals from the Priority List Manager.

opening that needs to be filled through coordinated entry.

List Manager for Form link)

Case Conferencing

Housing providers meet for peer to peer discussion to review current households on the priority list and make recommendations for openings in accordance with the NWCOC prioritization procedures outlined in Section 5 C. Prioritization.

Case Conferencing occurs a minimum of twice per month.

Currently a region-wide meeting on youth, a meeting for the east, and a meeting for the west.

Case Conferencing Meetings

Program Referral

The Priority List Manager in accordance with the case conferencing peer to peer discussion will make the referrals to the programs through the HMIS, or through email form the Alternative List.

Once a client has been identified through Case Conferencing to be referred.

HMIS or E-mail for Alternative List

Acknowledge the Referral

The Housing Provider acknowledges in the HMIS or through e-mail (if using the Alternative List) that the referral has been received.

Within three working days HMIS or E-mail after receiving for Alternative communication from the List Priority List Manager that the referral was made.

Housing Provider

Resolve the Referral (Successful)

The Housing Provider will contact the client to offer entry into the program opening. The client accepting program entry is a successful referral, even if the client does not locate housing.

The Housing Provider will make 3 attempts over a 10-working day period to contact the client. The Client will have 5 working

Housing Provider

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HMIS or E-mail for Alternative List

Housing Providers and Social Service Providers.

Attendance at Case Conferencing is allowed for anyone with resources who has completed the NWCoC CES Training.

Priority List Manager

days to accept entry into the program. The referral outcome (successful/ unsuccessful) should be documented within 3 working days.

The Housing Provider will make 3 attempts over a five-day period to contact the client. The Client will have 5 working days to accept entry into the program. The referral outcome (successful/ unsuccessful) should be documented within 3 working days.

Complete the Program Entry in HMIS or Comparable Database within 3 working days of acceptance into a housing program.

Resolve the Referral (Unsuccessful)

The Housing Provider will contact the client to offer entry into the program opening. An unsuccessful referral occurs if you are unable to contact the client, if the client declines entry into the program, or if the client does not actually meet eligibility requirements.

Program Entry

Once the client accepts entry into a program and the housing provider has determined the client is eligible the housing provider will enter the client into the housing program using HMIS, or a comparable database for DV providers.

Housing Navigation Assistance

Once the client is entered into your Immediately upon entry program begin to aid the client to locate a into the program. unit and assist with lease up. Some geographic areas may have additional support staff specializing in Housing Navigation services. Some geographic areas or subpopulations may also have access to Landlord Risk Mitigation Funds.

Use this time to connect client to additional support programs as needed.

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HMIS or E-mail for Alternative List

Housing Provider

HMIS or Comparable Database for DV Providers

Housing Provider

Case Conferencing Meetings

Housing Provider

Record the Housing Outcome (Successful) Record the Housing Outcome (Unsuccessful)

Interim Assessment

Once the client has obtained housing the housing provider will document that in HMIS as the Housing Move-in-Date.

Record the Housing Move-In-Date within 3 days of move in.

If the client is unable to find housing, leaves the area or self-resolves. you will mark the referral as "client exited program without Housing and exit them from the Housing Program. If the client should be removed from the Priority list, exit them from Coordinated Entry.

Clients will be given a minimum of 10 days to access housing.

Continue to work with the client as long as the client remains engaged in finding housing. If client disengages and you are unable to maintain contact it becomes an unsuccessful housing outcome.

If determined that contact with the client can be maintained and the client should access a different program complete an Interim Assessment to update the record in coordinated entry.

Exit the client from your program, and exit the client from CES within 3 days of determining the client is unable to access housing. Note: This is still a successful referral.

Immediately upon exiting from the program and determining the client should remain on the priority list.

HMIS or Comparable Database for DV Providers HMIS or Comparable Database for DV Providers

Housing Provider

HMIS or E-mail for Alternative List

Housing Provider

Housing Provider

FIGURE 8 NWCOC REFERRAL W ORKFLOW a. Completing the Referral Process Appendix E Coordinated Entry Referral Process of this document outlines the referral process and provides details for completing the process in HMIS. Page 33 of 42 NWCOC Coordinated Entry System Procedure Manual Version 1.0 Adopted 01/19/2023

b. Refusal of Referrals Refusals by projects are acceptable only in certain situations, including these: • • • •

The client does not meet the project’s eligibility criteria.

The person would be a danger to self or others if allowed to stay or enter into a site-based project.

The services available through the project are not sufficient to address the intensity and scope of the participant need, as determined by the project and the client.

The project is at capacity and is not available to accept referrals at this time.

The agency must communicate the refusal to the Priority List Manger within three (3) working days upon receiving the referral.

The agency may communicate the refusal update through e-mail. The Priority List Manager may ask the agency to report the following information to the Case Conferencing group.

• • • •

Why was the referral rejected?

How the referred participant was informed of the rejection?

What alternative resources the client was provided?

Whether the project staff foresee additional, similar refusals occurring in the future. How could this be avoided?

If an agency refuses three (3) referrals in a row the Priority List Manager will share the reasons for refusal with the Coordinated Entry Committee. The Committee will discuss the projects future participation in the CES. c. Referrals with a “Warm Handoff” Whenever possible Housing Providers are encouraged to contact the original assessor of the client being referred to them. The original assessor may have information about the client to help contact, or to help build trust. The original assessor may have a positive relationship with the client and can use that to assist in creating a successful referral.

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d. Referral Timeline Request a Referral 3 Days Within 3 working days of knowing about the opening.

Acknowledge the Referral 3 Days Within 3 working days of receiving the referral from Priority List Manager.

Contact Client

Client Choice

10 Days Make 3 attempts over 10 working days and all communication methods to contact.

5 Days Client is allowed 5 working days to accept entry into the program.

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Program Entry 3 Days Enter the client into the housing program within 3 working days of client accepting.

Housing Search 10+ Days Client is allowed a minimum of 10 days to obtain housing. Client is allowed to search for housing until finding it, no long contacting provider, or choosing to leave the program.

Housing MoveIn-Date or Exit 3 Days Record the housing movein-date within 3 working days of client moving in. Or, exit the client from the program and coordinated entry.

FIGURE 9 NWCOC REFERRAL W ORKFLOW MAP Page 36 of 42 NWCOC Coordinated Entry System Procedure Manual Version 1.0 Adopted 01/19/2023

6. Maintaining the Priority List In order to have an efficient referral system the CES needs the most updated information. Clients on the list for more than 90 days without any contact require a higher amount of effort to reach than someone who’s information was updated a few weeks prior. This leads to inefficiencies for housing providers having to track people down, and increases the number of unsuccessful referrals being made. People on the list who may or may not need assistance and are not being offered any assistance skew the data for document needs.

Agencies and/or assessors that make entries to the priority list need to run a CES Assessor Agency Check report a minimum of once every two weeks. Instructions for accessing this report in HMIS and using the report can be found in Appendix G CES Assessor Agency Check Report Instructions of this document.

Assessors are encouraged to complete Interim Assessments and provide updated assessor notes every 30 days. It is mandatory for assessors to complete Interim Assessments and provide updates assessor notes with 90 days of the date the assessor placed the client on the list. If your agency experiences the loss of an employee, your agency must designate another staff to maintain the previous staff member referrals.

Clients that have been on the list for more than 90 days without an Interim Assessment and updated assessor notes will be removed from the priority list by the Priority List Manager. The Priority List Manager may contact the original assessor to inquire about client updates, but is not required to.

Clients who are exited from the list may be returned to the list as soon as a new assessment is completed by an assessing agency. As the priority list is not a waiting list, a client’s exit from the list will have no impact on the clients referral to services.

7. Project Transfers and Moving On

This section is meant to assist in outlining when it is appropriate to transfer a person to another project type. If you have any questions regarding a project transfer please reach out to the Priority List Manager to explore the possibility.

A. Program Transfers to Permanent Supportive Housing

The NWCoC allows for clients to transfer programs through coordinated entry to better serve the client. In some cases, a client may enter a rapid rehousing program and find themselves in need of more services more intense than what a RRH program

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offers. Chronically homeless clients enrolled in HUD funded programs such as ESG, COC, YHDP, or SSVF for example will maintain their Chronic Homelessness status when enrolled 2.

This is significant as it means a chronically homeless client in need of housing can be enrolled into a program and moved into a PSH program without ever having to become homeless again.

The following outlines the criteria for requesting a client transfer: 1.

2.

3.

4.

Housing Provider assessment determines the client is still in need of Permanent Supportive Housing; The client is offered client choice and to move onto a Housing Choice Voucher or another service; The Priority List Manager may ask that the transfer be discussed and approved by Case Conferencing; and Documentation must be provided and on file that the client was eligible for Permanent Supportive Housing upon entry into the current program.

The Priority List Manager will maintain a record of all project transfers.

B. Violence Against Women Act Transfers

A client who at the time of entering a program was fleeing Domestic Violence may transfer to another project to ensure the safety of the client. If a project wishes to request a transfer to another project the Housing Provider will contract the Priority List Manager. The Priority List Manger will provide the Housing Provider a list of current open referral requests for the Housing Provider to review with the client. If there are no current open referral request the Priority List Manager will send the next available opening to the Housing Provider. Case Conferencing is not required for making a transfer to protect the safety of a victim of domestic violence.

C. Moving On

All clients who have entered programs through the NWCoC Coordinated Entry will be offered opportunity to move on and up to programs with less intensive case management, or without case management as appropriate. This process will occur through client and case manager relationship, and ultimately be the choice of the client. An example of Moving On is a client exiting a Permanent Supportive Housing (PSH) program and maintaining permanent housing through a Housing Choice Voucher. This process makes available a PSH opening for a person who is experiencing homelessness.

https://www.hudexchange.info/faqs/530/is-an-individual-or-family-that-is-receiving-rapid-re-housingassistance/#:~:text=It%20is%20important%20to%20note,chronically%20homeless%20(or%20homeless)%20for 2

Page 38 of 42 NWCOC Coordinated Entry System Procedure Manual Version 1.0 Adopted 01/19/2023

8. Geographic Waivers and Flexibility

The following section outlines areas that the NWCoC has granted additional flexibility due to a regional or local community need within the NWCoC.

A. Case Conferencing Waiver

Providers located in counties of the NWCoC that have less than 10 households on the priority list may bypass case conferencing and e-mail the priority list manager a specific client for referral. With such low numbers the housing provider is able to make the make the best judgement without peer to peer discussion. A provider utilizing this waiver is still expected to participate in case conferencing and offer the peer to peer support as intended. The criteria for prioritizing clients shall also be used by the provider. This procedure waiver will ensure agencies are not waiting unnecessary time for a client referral.

9. Evaluation

The coordinated entry will be evaluated using HMIS data on a quarterly basis. Results will be shared with the coordinated entry committee for suggestion and continuous quality improvement. The following key outcomes will be evaluated, additional items may also be included in quarterly evaluations: • • • • • • •

Number of People Active on the List; Length of Time to Receive a Referral; Length of Time to Receive Entry into a Program; Length of Time to Housing Move-In; Exits without a CES Referral; Number of Successful Referrals; and Number of Unsuccessful Referrals and Reasons.

For all of the above outcomes the CoC will analyze data for any disparities in service delivery for populations known to experience homelessness at a higher rate. This includes but is not limited to demographic analysis of race, gender and sexual orientations.

10.

Where do I go if I have Questions?

This section outlines the various areas you can get help. It is so important to never stay stuck when you are looking for an answer. The homeless response system is complex and there are resources available.

Page 39 of 42 NWCOC Coordinated Entry System Procedure Manual Version 1.0 Adopted 01/19/2023

A. NWCOC coordinator

For questions regarding the homeless response system and the Coordinated Entry System in Northwest Minnesota the COC Coordinator can be of help. You can contact Cory Boushee at coryb@nwmf.org.

B. 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 delores@tvoc.org. Lori can also advise on HMIS system processes. If you have questions regarding the Alternative Priority List, Lori is also the best resource for that.

C. 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 MNHMIS@icalliances.org and someone will quickly response to help.

D. NWCOC Website

The NWCOC has a page dedicated the 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/.

E. 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.

11.

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 (CES).

All federally funded projects by the Continuum of Care program or Emergency Solutions Grant (ESG) program require the use of CES. All homeless designated beds or vouchers must utilize the CES prioritization list to fill ALL open beds/units/vouchers. This includes: Transitional Housing, Rapid Re-housing, Permanent Supportive Housing, Emergency Solutions Grant THP, High Priority Homeless (HPH) or site-based beds and Youth Homeless Demonstration Project.

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

Page 40 of 42 NWCOC Coordinated Entry System Procedure Manual Version 1.0 Adopted 01/19/2023

12.

Tracked Updates

The NWCoC Board of Directors is responsible for setting governing policy for the Northwest Continuum of Care. The NWCoC has approved the NWCoC Coordinated Entry Policy Manual. Any changes to the NWCoC Coordinated Entry Policy Manual will require approval from the NWCOC Board of Directors.

The NWCOC Board of Directors will approve the original version of this NWCoC Coordinated Entry Procedure Manual. Upon approval, the NWCoC Board of Directors grants approval authority to the NWCoC Coordinated Entry Committee to approve changes to this document. The purpose of this is to ensure the CoC can quickly respond to the needs of the CoC and adjust the CES accordingly. This will reduce the time required to make changes that will foster a plan for continuous quality improvement and improved service deliver. Once the document has been approved for changes five (5) times be the Coordinated Entry Committee a review of the changes must me completed by the NWCoC Board of Directors. The Board of Directs may then grant an additional number of changes to be approved by the Coordinated Entry Committee before requiring an additional review.

Change(s) Made

Section Changed

Appendix A. B. C. D. E. F. G.

System Map Training Access Diversion and Coordinated Entry Data Instructions Case Conferencing Outline Coordinated Entry Referral Process Referral Workflow Map CES Assessor Agency Check Report Instructions

Signatures Page 41 of 42 NWCOC Coordinated Entry System Procedure Manual Version 1.0 Adopted 01/19/2023

Date of Change

CES Committee Chair Signature

Signatures As Chair of the NWCoC Board of Directors I attest that this Procedure Manual was approved by vote in accordance with the requirements governance structure approved by the Northwest Continuum of Care.

Chair of the NWCoC Board of Directors Lori Wollman

_______________________________ Signature 01/24/2023 _______________________________

Date As Chair of the NWCoC Coordinated Entry Committee I attest that this Procedure Manual was approved by vote in accordance with the requirements governance structure approved by the Northwest Continuum of Care.

Chair of the NWCoC Coordinated Entry Committee Maureen Hams

_______________________________ Signature _______________________________ 01/25/2023

Date

Page 42 of 42 NWCOC Coordinated Entry System Procedure Manual Version 1.0 Adopted 01/19/2023

NWCoC Coordinated Entry Procedure Manual Appendix A: System Map V: 11/30/22

NWCoC Coordinated Entry Procedure Manual Appendix B: Training Access V: 11/14/22 Before you start the NW CoC Diversion/Coordinated Entry training, complete your HMIS New User Training. The HMIS New User Training is at hmismn.org under Training. When you have completed your HMIS New User Training, you can start the NW CES process: NW COC CES INSTRUCTIONS FOR NEW USERS 1. View the CES videos on the hmismn.org website.

Go to:

hmismn.org, then Training, then Coordinated Entry.

As you scroll down, you will see “What’s Your Role?”

If you will only be entering households into Coordinated Entry, you are an Assessor.

If you are a case manager for a housing program (PSH, YHDP,THP, RR, etc), you are a Housing Provider.

You may also have a dual role as both an Assessor and a Housing Provider.

Click on your role to view the videos and resources. If you are both an Assessor and a Housing Provider, be sure to view the videos and resources under both.

Next, go to Community-Specific Resources and choose Northwest CoC. Print the HMIS Data Entry Instructions under Diversion Resources as you will need to reference them in Step 4 – “The How To” below. This part of the training has a few changes, but the recorded training has not been updated to reflect the changes. When you complete the training, I will provide you with the updated written instructions and walk you through the process.

2. The NW CoC training link is: https://www.nwmf.org/resources/strategicpartnerships/nwcoc/housing-access-coordinated-entry/#tab5e34672e2183c. Scroll down to the Implementation tab. Under this tab, you will find the NW CoC Coordinated Entry System Training Series. There are four steps: 1 - Dynamic Planning 2 - The “Why 3 - System Overview 4 - The How To” All 4 steps are contained in the videos under Steps 2 and 4. The slides are also available for all four steps.

When you have completed the NW CoC training, go to the following link for the quiz:

https://docs.google.com/forms/d/e/1FAIpQLScxGLLnjZkz3W9IoVjECeT4IPuHmX4vDJlp MyRC_pVXC4p7dg/viewform?usp=sf_link.

Notify me by e-mail when you have completed the trainings and quiz. We will set up a follow-up Teams meeting and I will notify the HelpDesk to add the NW CES Diversion and Coordinated Entry to your HMIS providers. My e-mail address is delores@tvoc.org.

Before access can be granted the trainee’s agency must have the following on-file.

1. HMIS Data Sharing Agreement.

2. Updated Coordinated Entry Participation Agreement including all staff who should have access to CES. Links to these forms are available below andd on the NWCoC CES website.

Agency & Staff Agreements • CES Inter-Agency Data Sharing Agreement • Coordinated Entry Participation Agreement

NWCoC Coordinated Entry Procedure Manual Appendix C: Diversion and Coordinated Entry HMIS Data Instructions V: 1/03/23

NW COC DIVERSION ENTRY INSTRUCTIONS Click on Enter Data As and select your Diversion provider. (also called Problem Solving/Diversion/Rapid Resolution) In HMIS, search for an existing record for your client. Search using both name and Social Security number.    

If there is a matching record with a 6-digit number, do not use it. Create a new record.

If there is a matching record, check to see if SHARED is recorded in the Alias field.

If you created the Client record and the client has agreed to Share, add SHARED in the client Alias section.

Update existing HH information in the Client Profile or Households Tab. Add additional Household Members.

1. Create a new Entry/Exit a. b. c. d.

Be sure your EDA is your Diversion provider.

Select “Use Current System Date” Make sure you are in the Head of HH record.

Click on the Entry/Exit tab, then select Add Entry.

If this is an existing record, verify that there is not an open Diversion Entry from a NW CoC agency. If there is an open Diversion Entry from NW CoC, do not create a new entry. Contact the original agency to discuss updates, or contact the Priority List Manager with questions. e. Make the following selections (highlighted in the example below) in the Project Start Data pop-up before continuing to the entry assessment:

Appendix C Diversion and Coordinated Entry Data Instructions

1

Household Members – If this is an existing record, check the box next to the name of every household member that is being served with the Head of Household.

Provider: Your Diversion provider should be filled in automatically.

Type: Select Basic.

Project Start Date: The date of your initial conversation with the client. Adjust the time to 12:00:00 a.m.

2. Coordinated Entry Assessment (Sub-Assessment)

a. Make sure you are in the Head of HH record and that you are in the Diversion Provider. b. Fill out the entry assessment as accurately and completely as possible. c. If it is a multi-person household, complete the assessment for the head of household only. d. If there is an existing assessment without an end date, edit that row and put an end date using the day before your assessment. Your new row should not be given an End Date as it contains the latest information. e. When adding a new assessment, complete the following fields: Date of Assessment - the date of your conversation with the client.

Assessment Location - the location where the conversation was held.

Assessor Details – your name, phone etc.

Assessment Type – select the most accurate option Assessment Level – Select Housing Needs Assessment Prioritization Status: If the client is going to be immediately entered (same day) in Coordinated Entry, you will choose “Placed on Priority List”. If you are going to keep the diversion open for more than a day, choose “Not Placed On Priority List” Choose Save

3. Coordinated Entry Event (Sub-Assessment)

The only time you will create a Coordinated Entry Event is when you are creating a Diversion entry. This sub-assessment is also used to track housing referrals, and if the client has been on Coordinated Entry in the past, there may be other lines with past referrals showing. Do not make any changes to housing referrals you find in this Sub-Assessment. a. Go to the Coordinated Entry Event b. Choose Add c. Complete only these 3 fields (highlighted in yellow in example below) Start Date (date of conversation with HH

Appendix C Diversion and Coordinated Entry Data Instructions

2

Date of Event (same as start date) Event – Choose Problem Solving/Diversion/Rapid Resolution intervention or service.

Save DO NOT ENTER INFORMATION in the Priority List Manager Referral Details.

d. Complete the Client Information.

Where it asks for Contact Information, be sure to get multiple forms of contact (if possible) and add the Case Conferencing Release of Information Date in the Contact Information. e. When you have entered all of the assessment and contact information, choose Save and Exit.

4. EXIT FROM DIVERSION Click on Enter Data As and select your D provider. Make sure you are in the Head of HH record.

Click on the Edit Pencil under the Exit Date for the Diversion record. When the back date mode popup appears, choose Use Current System Date.

Fill out the following 3 fields in the Edit Exit Data pop-up before continuing to the exit assessment.

They are high-lighted in yellow in the example below.

1. Household Members: check the box next to every HH member attached to the entry.

2. Exit Date: The date you are closing the entry. a. Exit Same Day as Entry: Some reasons for same-day exit would be: HH is going to exit immediately to Coordinated Entry HH is over-income for services.

HH declines homeless services b. Exit at Service End: If your agency is able to continue working with the client after the initial conversation, and the household will not need homeless Appendix C Diversion and Coordinated Entry Data Instructions

3

3.

services through Coordinated Entry (Step 3) you may exit them when services cease being offered. Examples of Exit at Service End: HH is seeking one-time assistance with a deposit and/or security deposit and has already identified and been approved for a housing unit. The Assessor has determined the HH is eligible for Rapid Resolution by completing the Rapid Resolution assessment in the Diversion Entry.

HH self-resolves Destination: Select the most accurate answer.

Choose Save & Continue.

5. Edit the Coordinated Entry Event (Sub-Assessment)

This step is required and must be completed in all exits from Diversion.

1.

2.

Click on the edit pencil next to the event you created.

Answer the Yes/No question in the Problem Solving/Diversion/Rapid Resolution Intervention or service result (highlighted in the example below)

3.

Choose save and exit.

Appendix C Diversion and Coordinated Entry Data Instructions

4

If the result of the Diversion assessment is the Household is homeless and in need of housing assistance, proceed to the instructions for Coordinated Entry to put the client on the Priority List.

If the result of the Diversion assessment is Rapid Resolution where you will be offering one-time assistance, keep the Diversion open until the situation is resolved. Add Assessor Notes explaining the Rapid Resolution. If the household is eventually unable to resolve the situation, is still homeless and Rapid Resolution is no longer an option, exit the household from Diversion and enter the HH into Coordinated Entry.

Documents the client needs to sign: HMIS Release of Info NW MN CoC Participant Notice and ROI Other Agency documents, i.e. Agency Release of Info, Tennessen Warning etc.

The Households How-To Guide has detailed instructions on entering, updating, and exiting Household members. https://static1.squarespace.com/static/5e163f4f3411163c1a7fdc95/t/5e1cb8fc59e9f01e93c231c6/157 8940672754/Households-How-To-Guide.pdf.

Appendix C Diversion and Coordinated Entry Data Instructions

5

ENTRY INTO COORDINATED ENTRY INSTRUCTIONS After you have completed the Diversion Entry and Exit, if the HH is homeless, you will do an entry into CES to put them on the Priority List. NW CoC Priority List includes HUD homeless as well as households who are homeless using the MN definition of homeless. MN definition includes doubled up. Before you create a Coordinated Entry record, make sure the Diversion record has an end date and there is not another open CES entry for the NW CoC. 1. EDA to your Coordinated Entry Provider in HMIS 2. If the HH has changed since you did the Diversion entry, go to the Household Tab and make those changes now. Include Date of Birth and Social Security Number for each household member as this data is required for different housing programs. If you are unsure how to add/remove household members, go to hmismn.org, Training, Forms and Instructions, and choose the Households How-To Guide.

Once a client record is created for all household members, you will be able to include them in CES entry/exit.

3. Go to the Entry/Exit tab 4. Select Add Entry/Exit a. Be sure you are in the Head of HH record. b. Make sure all HH members are checked to include them in this entry. c. Provider: Your Coordinated Entry Assessment Provider d. Type: Choose Basic e. Project Start Date: The date you talked to the HH 5. Select Save and Continue to proceed to the Coordinated Entry Assessment. The Coordinated Entry Assessment is done for the Head of HH 6. Edit the Coordinated Entry Assessment. Complete the Coordinated Entry Assessment for the Head of Household only. a. If the client was entered into Coordinated Entry on the same day as the Diversion and the Prioritization Status is “Placed on Prioritization List (as shown below), you will not need to edit the Coordinated Entry Assessment. Make sure the Prioritization Status is as shown in the example:

Appendix C Diversion and Coordinated Entry Data Instructions

6

b. If your Diversion Entry is open for 1 or more days before you determine the client will be homeless without assistance through the Priority List, you will need to add them to the Priority List using 2 rows as shown in the example below: i. Add an end date to the CE Assessment you created in Diversion; the one that shows “not placed on the Prioritization List”. ii. Add an end date to the CE Assessment you created in Diversion; the one that shows “not placed on the Prioritization List” iii. Click Add to enter a new CE Assessment. iv. Fill out the following fields: Date of Assessment (the date you spoke with HH) Assessment Location (where you spoke with HH-your office, library, park, etc.

Assessors Name Assessor’s Organization Assessor’s Title Assessor’s Phone Assessor’s e-mail Assessment Type Assessment Level – Choose Housing Needs Assessment Prioritization Status – Choose Placed on Prioritization List

Your Coordinated Entry Assessment will now show two Assessments, one that was completed in Diversion with an End Date and one for the Coordinated Entry with no End Date.

Do not make any changes or edits to the Coordinated Entry Event you created in Diversion.

7. Answer the remaining questions in the assessment. It is important to have all questions answered as missing data may affect a HH’s priority and eligibility for certain housing programs.

8. Current Living Situation Sub-Assessment: This should be updated each time a clients’ living situation changes.

9. Be sure to add Notes in the CES Assessor’s Notes. You can use the note section to give more detail as to a household’s homeless situation.

Appendix C Diversion and Coordinated Entry Data Instructions

7

EXIT FROM COORDINATED ENTRY INSTRUCTIONS Who should remove the HH from Coordinated Entry? It is not necessarily up to the Assessing Agency to remove a household from the Priority List.

1. Housing Agency: If a HH was referred to a CoC housing program (PSH, THP, RR, YHDP etc.), the agency providing the housing voucher should exit the HH from Coordinated Entry when they are housed.

2. Assessor or Housing Agency: The person receiving information that the HH has selfresolved, left the area, or is no longer in contact with the assessing agency, should exit them from Coordinated Entry. This could be either an assessor or housing case manager who is working with a HH. 3. Priority List Manager: Priority List Manager will remove HH’s who receive an Emergency Housing Voucher.

To exit a client from Coordinated Entry: 1. EDA to Coordinated Entry 2. Put an end-date on the Coordinated Entry Assessment that placed the HH on the Priority list:

a.

3. Go to the Entry/Exit Tab.

4. Select the Edit pencil under the Exit Date for the Coordinated Entry Assessment. Make sure to include all household members who are exiting. You only need to provide an answer for: a. Exit Date – date HH is leaving CE b. Destination: Choose most appropriate response 5. Choose Save and Continue and answer the two questions: a. Agency removing the client (your agency) b. User removing (your name) Appendix C Diversion and Coordinated Entry Data Instructions

8

These instructions, as well as intake forms, trainings, and other NW CoC information are located in the Northwest MN Foundation website: https://www.nwmf.org/resources/strategicpartnerships/nwcoc/ You can find complete information, videos and report resources for Assessors and Housing Providers at hmismn.org/coordinated-entry.

The Minnesota’s HMIS Knowledge Base has information regarding Coordinated Entry, as well as many other HMIS related questions you might have: https://hmismn.helpscoutdocs.com/.

The Households How-To Guide has detailed instructions on entering, updating, and exiting Household members. https://static1.squarespace.com/static/5e163f4f3411163c1a7fdc95/t/5e1cb8fc59e9f01e93c231c6/157 8940672754/Households-How-To-Guide.pdf.

Appendix C Diversion and Coordinated Entry Data Instructions

9

NWCoC Coordinated Entry Procedure Manual Appendix D: Case Conferencing Outline V: 11/14/22 

What are Case Conferencing meetings? o Case Conferencing meetings are routine meetings designed to manage the Coordinated Entry Priority List. The Priority List Manager will facilitate these meetings. o Before each Case Conferencing meeting, the Priority List Manager will pull the current Priority List. The list is organized by Housing Category and the priorities established by the NW CoC. o There are three Case Conferencing groups meeting as follows:  YHDP – Every other Tuesday 10:00 a.m. to 11:00 a.m.  East Area – 2nd and 4th Wed. of each month 9:30 a.m. – 10:30 a.m.  West Area – 1st and 3rd Mondays from 10 a.m. – 12 p.m. o In the event of an urgent, time-sensitive situation, a case conference meeting may be scheduled by contacting the Priority List Manager.



Who should attend Case Conferencing meetings? o Housing Provider Representatives/Case Managers o Street Outreach staff o Advocates for Participants (especially where the ViSpdat score doesn’t reflect client need) o Any direct service providers that can assist with case conferencing participants. Group members will adhere to privacy policies.

•

What is discussed at Case Conferencing? o Current location of client (camping, shelter, doubled up, etc.) o Barriers (review and problem solve) o Safety issues o Past referrals that are still open (review and problem solve) o Households on the list for more than 90 days with no updated documentation. o Households currently in a Transitional or Rapid Rehousing program but the Case Manager has determined they are in need of a Permanent Supportive Housing program. o Next steps: Possible referrals, documentation that needs to be updated, agency roles

If you would like to be part of a Case Conferencing group, please contact Lori Anderson (delores@tvoc.org)

NWCoC Coordinated Entry Procedure Manual Appendix E: Coordinated Entry Referral Process V: 06/27/22

There are 3 steps in the referral process: Request a Referral, Acknowledge the Referral, and Resolve the Referral.

A. Request a Referral:

When you have an opening in one of your housing programs, you will notify the Priority List Manager through the Referral Request form. Contact the Priority List Manager for access to this form.

1. Attend the Case Conference meeting. Households on the Priority List are discussed at Case Conferencing meetings and referrals are made at that time.

In the event of an urgent, time-sensitive situation, fill out the referral request form and e-mail the Priority List Manager with the client HMIS number and details on the household situation.

2. PL Manager puts the referral in Coordinated Entry Event.

3. PL Manager e-mails you that the referral has been made.

B. Acknowledge the Referral

Acknowledge the referral soon after you have received the e-mail advising you of the referral. You do not need to have contact with the household before you acknowledge the referral. By putting in the Date Acknowledged, you are letting the Priority List Manager know you have received the referral. Referrals should be Acknowledged within 3 working days after being notified of the referral.

1. EDA to your Housing Program that received the referral (PSH, THP, YHDP, etc).

2. Open the client record.

3. In the Entry/Exit tab, find the Coordinated Entry line. Click on Interims.

4. Go to the Coordinated Entry Event. Click on the edit pencil on the newest review date – Choose Save & Continue 1

Updated 6-27-22

5. Choose the edit pencil next to the Start Date of the Referral to your housing project.

6. Enter the Date that you are acknowledging receipt of the Referral.

C. Resolve the Referral

Once you have acknowledged the referral, the next step is to reach out to the client to offer them the housing voucher. Referrals, either successful or unsuccessful, should be resolved within two weeks of receiving the referral.

Successful Referral: Mark the referral as successful when you contact the client and confirm their eligibility and intent to enroll in your housing program.

1.

2.

3.

4.

5.

6.

7.

8.

EDA to your Housing Program that received the referral (PSH, THP, YHDP, etc).

Open the client record.

In the Entry/Exit tab, find the Coordinated Entry line. Click on Interims.

Choose Add Interim Review – Review type is Update. Review Date is the date HH accepted the offer.

Choose Save & Continue In the Coordinated Entry Event, click on the Edit Pencil next to the referral to your Housing Program.

In the drop-down box next to the Referral Result, choose “Successful referral: client accepted.

Date of Result will be the date you talk to the client and they accepted the referral.

9. Enroll the client in the Housing Program that accepted the referral. Once you have determined this Household is eligible for the program, you will enroll them in 2

Updated 6-27-22

the Housing Program. Enrollment in the program is not dependent on the household having found housing.

If, after you enroll the HH in your Housing Program (PSH, TH, RR etc.) the HH does not find housing, self-resolves or leaves the area, you will end the referral with the following steps: 1.

2.

3.

4.

5.

6.

7.

8.

9.

EDA to the Housing Provider that accepted the referral.

Open the client record.

Choose Interim on the Coordinated Entry Assessment line.

Choose Add Interim Review (make sure all HH members are checked) Go to the Coordinated Entry Event and click on the edit pencil next to the referral to your project.

Do not change the referral to unsuccessful. The referral itself is still successful.

Go to “Client Exited Program without Housing Choose an answer from the drop-down in the question If Not Housed, Reason.

Add an end-date.

10. Update the Assessor Notes if information has changed.

11. This will return them to the Priority List. If you know that they should not be on the Priority List because they found other housing (Section 8, other subsidized housing) or they have left the CoC, you should exit them from CES so their name does not come up on the PL. 12. Exit them from the Housing Program that received the referral.

Unsuccessful Referral: If the client declines the offer of the voucher, or, if after speaking with the client you determine they don’t meet your program’s eligibility requirements, mark the referral as Unsuccessful and choose the most appropriate reason in the drop-down box. Add the date of result. This will return the HH to the Priority List. If you cannot accept the referral, do not “cancel” the referral; use the “declined” option.

You should make 3 attempts to contact the Household over a two week period using the different contact information the client has provided (phone, text, e-mail, etc.). Give the client a deadline in which to respond. Document the contact attempts (date and type of contact) in the Assessor notes. If you do not hear back after the final attempt, mark the referral as unsuccessful, close their Coordinated Entry Assessment, and exit them from Coordinated Entry.

3

Updated 6-27-22

If the client is already housed, or no longer in need of homeless services, mark the referral as unsuccessful. Choose a reason, end-date, and Save. Remove the HH from the priority list by creating an Exit from Coordinated Entry.

REMEMBER TO PUT IN THE DATES: DATE REFERRAL ACKNOWLEDGED, DATE OF RESULT, AND END DATE. Resources: https://www.hmismn.org/coordinated-entry Housing Provider Report: You can run the housing provider report to track referrals to your programs. The report is part of the

4

Updated 6-27-22

NWCoC Coordinated Entry Procedure Manual Appendix F: Referral Workflow Map V: 11/30/22

NWCoC Coordinated Entry Procedure Manual Appendix G: CE Assessor Agency Check Report Instructions V: 10/26/22

NW COC PRIORITY LIST CLEAN-UP 1-07-23

Run the CE Assessor Agency Check. The report’s full name is MIN-00-CES-222 – CE Assessor Agency Check To find the report, open Connect to Business Objects in ServicePoint. Expand the following folders in order: Public Folder=>Minnesota_live_folder=>SSA Report Gallery=>Coordinated Entry=>Monitoring and Evaluation.

Report Prompts: Select Assessment Provider(s): Use your 4 digit CE Provider (see chart below) Select CoC Code: SKIP EDA Provider: selected automatically – DO NOT CHANGE THIS VALUE! Enter Effective Date: The date you are running the report (4390) Alluma-NWC-Coordinated Entry Assessment (4381) BICAP-NWC-Coordinated Entry Assessment (4383) Care and Share-NWC-Coordinated Entry Assessment (4386) Evergreen-NWC-Coordinated Entry Assessment (4973) Housing Matters-NWC-Coordinated Entry Assessment (4387) ICCC-NWC-Coordinated Entry Assessment (5316) MACV-NWC-Coordinated Entry Assessment (4388) Mahube-NWC-Coordinated Entry Assessment (4389) NWCAA-NWC-Coordinated Entry Assessment (5626) NWICDC-NWC-Coordinated Entry Assessment (4392) Ours to Serve-NWC-Coordinated Entry Assessment

(4394) Red Lake Homeless Shelter, Inc.-NWC-Coordinated Entry Assessment (4395) Red Lake Reservation Housing Authority-NWC-Coordinated Entry Assessment (6301) Sanford Health-CA-NWC-Coordinated Entry Assessment (4391) TVOC-NWC-Coordinated Entry Assessment (4850) White Earth-NWC-Coordinated Entry Assessment

The Interim Check tab will show households who have not had a review in the past 90 days or have no interim review at all. All household’s should have at least one assessment every 90 days.

The agency that does the intake and assessment has the responsibility to keep in contact with the household and update the CES record accordingly. Housing Agencies working with the household for a referral will also update the CES record.

Client CES entries must be updated by adding an Interim Review to the clients CE at least once every 90 days. DO NOT USE THE ASSESSMENT TAB TO UPDATE A RECORD 1. Go to the client’s record in HMIS, (be sure to EDA to CES).

2. Choose Interim in the NW CoC CES project.

3. Add Interim Review, 4. Review type is Update

If you have had contact with the household in the past 90 days, please indicate the type of contact and any changes in the household’s situation in the Assessor Notes.

If you cannot contact a household, or you receive information that shows the household is no longer in need of Coordinated Entry/housing assistance, update the assessor notes showing the date(s) contact was made, type of contact, and result. Exit the household from the Coordinated Entry program. (see Diversion and Coordinated Entry instructions).