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COORDINATED ENTRY FOR ALL Santa Barbara County

Coordinated Entry System

Emily Allen, Director, Homeless and Veterans Impact Initiatives Home For Good Santa Barbara County Northern Santa Barbara County United Way

•  What is Coordinated Entry? •  Requirements and Characteristics •  Steps and Process

–  Pre-Screening –  Prevention –  Emergency Services –  Diversion –  Assessment –  Referral

•  Document Ready •  Overview of Documents and Forms •  The CES List & HMIS

What is Coordinated Entry?

“Coordinated entry is a process developed to ensure that all people experiencing a housing crisis have fair and equal access and are quickly identified, assessed for, referred, and connected to housing and assistance based on their strengths and needs.” HUD

What is Coordinated Entry?

Santa Barbara County Coordinated Entry Due to HUD mandate, as of January 23, 2018, the County of Santa Barbara has implemented a Coordinated Entry System. A Coordinated Entry System (CES) is a community-wide system to standardize and expedite the process by which people experiencing homelessness, or who are at risk of homelessness, access housing and homeless resources.

Home For Good Santa Barbara County supports a Coordinated Entry System, a no-wrong door,

countywide system that engages and connects individuals and families experiencing homelessness to the optimal resources for their needs. We believe that everyone deserves a safe place to call home for good.

www.HomeForGoodSBC.org

Coordinated Entry System Requirements

•  Full coverage of the entire geographic area of the Continuum of Care (CoC)

•  Non-discriminatory access •  Well-advertised •  Standardized process and assessment tools that

prioritize vulnerability •  Safety Planning

Coordinated Entry System Characteristics •  Cultural and Linguistic Competency •  Fair and Equal Access •  Homeless Management Information System •  Inclusive •  Informing Local Planning •  Leverage Local Attributes And Capacity •  Low Barrier •  Trauma Informed Care Training Requirement •  Participant Autonomy •  Person Centered-Approach •  Referral Protocols •  Ongoing Planning and Stakeholder Consultation

Coordinated Entry System Characteristics Low barrier. The Santa Maria / Santa Barbara County Continuum of Care’s Coordinated Entry System is Housing First oriented, such that people are housed quickly without preconditions or service participation requirements. The CoC’s Coordinated Entry System does not screen people out for assistance due to perceived barriers to housing or services, including, but not limited to, too little or no income, active or a history of substance use, domestic violence history, resistance to receiving services, the type or extent of disability- related services or supports that are needed, history of evictions or poor credit, lease violations or history of not being a leaseholder, or criminal record–with exceptions for state or local restrictions that prevent projects from serving people with certain convictions.

Coordinated Entry System Process


Step #1: Know the Name & Need of Our Homeless Neighbors

•  Physical Entry Points & Outreach –  Entire CES Process Including Assessment


Step #2: Assist Clients in Preparing for Permanent Housing Opportunities

•  Document Ready in HMIS –  Come alongside clients to get required documentation for eligibility and

expedite processing. Use PSH or RRH Checklist to report Document Readiness is complete and client is eligible for housing intervention. Create a Housing Action Plan for housing opportunities outside of the Coordinated Entry System.


Step #3: Refer Clients to Eligible Housing Opportunities

•  Permanent Supportive Housing Vacancy Form (For PSH & RRH)

•  CES Case Conferencing, Document Ready, Matching and Referral Process

•  Documenting Change of Status (Location Tracker/Non-Acceptance Form)

•  Move-in

Coordinated Entry Happens At •  Regional Entry Points & Coordinated Outreach

CESHOTLINE:805-450-3558

Coordinated Entry Process

•  Pre-Screening •  Emergency Services • Prevention •  Diversion •  Assessment •  Referral

Pre-Screening

1. Can you please tell me where you slept last night? 2. Do you have a place to sleep tonight? 3. Are you currently in danger? 4.  Have you ever been in special education? 5. What is your biggest need today?

Emergency Services

If pre-screening questions determine that a consumer has an emergency need for medical or mental health care or shelter, the client will be immediately considered for referral to the appropriate provider. See the Resource Guide at www.HomeForGoodSBC.org for resources or call 2-1-1 for free confidentially assistance in multiple languages.

Emergency Services

Safety Plan

If pre-screening questions determine that an individual or family is fleeing or attempting to flee domestic violence, sexual assault or human trafficking entry point staff shall connect the consumer with a victim service provider by the process outlined in the CES Policies and Procedures. If an individual or family wants to use homeless services who will develop a Safety Plan.

Emergency Services You may call 9-1-1 or a local law enforcement non-emergency line. See the Resource Guide at www.HomeForGoodSBC.org for additional resources or call 2-1-1 for free confidentially assistance in multiple languages.

Survivor/Victim Hotlines: The individual should call in a private space on an unmonitored phone. Domestic Violence Solutions (24-Hour Crisis & Information Hotlines) •  Santa Barbara: (805) 964-5245 •  Lompoc: (805) 736-0965 •  Santa Maria: (805) 925-2160 •  Santa Ynez Valley: (805) 686-4390 National Human Trafficking Resource Center: 1 (888) 373-7888�Standing Together to End Sexual Assault (Rape Crisis) 24-Hour Hotline: 1-805-564-3696 North County Rape Crisis and Child Protection Center: 805-736-7273

Prevention Households that may avoid becoming homeless through the receipt of available housing supports will be referred by Regional Entry Point staff to short-term rental assistance, utility assistance, Legal Aid, landlord conciliation or conflict resolution service’s and other homeless prevention services as appropriate.

•  Financial Assistance/Budgeting •  Community Resources •  Services •  Landlord Tennant Mediation/Legal Assistance

Diversion If pre-screening questions determine that a consumer is not literally homeless, Entry Point staff shall connect the consumer with prevention resources. Diversion resources might also be appropriate for individuals and families.

All people requesting shelter are screened for other safe and appropriate housing options (temporary or permanent) and resources to obtain/maintain their housing. People who have other safe and appropriate housing options or resources are diverted from emergency shelter and instead offered problem-solving assistance and immediate linkage to homeless prevention assistance, as needed, desired and available. Families eligible for CalWORKs should be made aware of those resources

Assessment

Assessment If pre-screening questions determine that a consumer is literally homeless, Entry Point staff shall walk the consumer through the standard process.

•  Offer an overview of CES. •  Have the individual or family fill out an HMIS Release of Information. •  Collect Universal Data elements intake questions and enter the answers into HMIS •  Complete the VI-SPDAT. •  Remind the consumer that the VI-SPDAT is not a guarantee of housing. •  Begin to address any immediate needs and formulate a housing plan. Everyone needs a housing plan not a placement on a list. If this is a family be aware of CalWORKs and FUP/HA. •  Give the CES contact and evaluation information.

Assessment Trauma Informed Care Training Requirement •  Agency Certifies Staff Has Completed Trauma Informed Care Training •  T3 Center For Social Innovation Self-Paced Online Training

Referral

As Part Of The CES Process •  To homeless service providers •  To mainstream resources

As An Outcome Of The CES Process •  Permanent Supportive Housing •  Rapid Re-Housing

Referral Enrollment: Permanent Supportive Housing

Once a housing opportunity becomes available and a match(es) for that opportunity has been suggested, providers have five business days to determine eligibility. If the client is eligible for the program, then the providers shall spend up to five business days attempting to locate the matched client(s) and an additional five business days to enroll the client in to their program. If a client cannot be located or enrolled within these time periods after a match or referral has been made, he or she shall be returned to the Coordinated Entry System to be considered for future match opportunities.

Referral Enrollment: Permanent Supportive Housing

If, after being referred to a housing program, a client misses his or her appointment to sign a lease, and does not sign the lease within five business days from the initial missed appointment, then the referral shall be revoked and the client shall be returned to the Coordinated Entry System to be considered for future match opportunities.

Referral Enrollment: Rapid Rehousing

Rapid rehousing programs should let the CES Coordinating Agency know how many referrals they think they have the capacity to enroll and immediately serve at any given time.

Upon receiving client referrals from the CES Coordinating Agency, rapid rehousing programs shall have five business days to determine if they are eligible for their program. If the client is eligible, then the rapid rehousing program has another five business days to confirm their enrollment.


If during the initial five business day period, the CES Coordinating Agency accepts individualized evidence submitted by a rapid re-housing program that the program does not have the capacity to enroll and immediately serve a specific client, then the referral may be considered rejected and the client shall be returned to his, or her, previous place. The Coordinating Agency shall confirm that the rejection of a referral does not run afoul of any anti-discrimination policies followed by the Santa Maria / Santa Barbara County Continuum of Care, including Housing First principles.


Rapid rehousing programs have 30 to 90 days to secure housing for the clients referred. If clients cannot be housed within 30 to 90 days, then the program will participate in case conferencing with the CES Coordinating Agency to determine alternative strategies for housing placement.

Coordinated Entry Data Standards

This must always be captured!

! CE Assessment: Housing Needs (VI-SPDAT) ! CE Event (capture key referral and placement events) ! Update Current Living Situation

Move-in If the Housing Provider approves the individual or family, lease-up occurs and the Housing Navigator works to secure any move-in resources needed. Again, in some regions, Local Flexible Funds are available to help with deposit, furnishings, and other potential barriers to the individual or family moving in and retaining their housing. CES should be present for the move-in unless the individual or family declines this.

Document Ready in HMIS

•  Document Ready Checklist - Permanent Supportive Housing •  Document Ready Checklist - Rapid Re-Housing

Overview of Documents and Forms

www.HomeForGoodSBC.org

Resources For Providers


Guidance •  CES Policies and Procedures •  CES Guide •  CES Core Elements


Assessment •  Open HMIS ROI English or Open HMIS ROI Spanish •  Standard Adult Intake or Standard Adult Intake (all adults) (Spanish) •  Standard Child Intake or Standard Child Intake (Spanish) (Soon) •  VI-SPDAT Individual (with required training) or VI-SPDAT Individual (with required training for bilingual staff) (Spanish) •  VI-SPDAT Family (only for households with minor child/children) (with required training) or VI-SPDAT Family (with required training for bilingual staff) (Spanish)


Client Forms •  Contact Sheet •  Housing Preference Form •  Discrimination Complaint Form •  Evaluation Form (coming soon!) •  Online Evaluation form (www.HomeForGoodSBC.org)


Documenting Changes in Status •  Change of Status (Google) Form •  Location Tracker Form •  Non-Acceptance Form


Documenting Homelessness for PSH and RRH •  Chronically Homeless Certification •  Chronic Homelessness Documentation Checklist •  Chronic Homelessness HUD Flowchart •  Homelessness Certification


Documenting Disability for PSH and RRH •  Disability Verification Form •  Disability Certifying FAQ •  Single VI-SPDAT Score Revision Worksheet

•  1 year + may re-administer VI-SPDAT •  Qualified assessor may recommend score revision with clear and specific rational


Other Federal Forms •  Emergency Transfer Plan Notice •  Emergency Transfer Request English •  Emergency Transfer Request Spanish •  Right to Fair Housing English •  Right to Fair Housing Spanish •  Discrimination Complaint Form

CES List & HMIS

•  Document Ready PSH •  Document Ready RRH •  Avoiding Multiple VI-SPDATS •  Move-In Dates

THANK YOU!�

www.HomeForGoodSBC.org [email protected]