Chicago Coordinated Entry System (CES) One List and Housing Provider Contact Protocols:

Transcription

1 Chicag Crdinated Entry System (CES) One List and Husing Prvider Cntact Prtcls: One List: Individuals and Head f Husehld Members included n reprt: Generatin f a By Name List f Individuals and Husehlds experiencing hmelessness in Chicag The By Name List f individuals and husehlds experiencing hmelessness (the One List) is generated t address tw imprtant areas f the CES. First, the list prvides a cunt the number f individuals and husehlds wh are experiencing hmelessness and thus, in need f husing. Next, the One List serves as a husing priritizatin list and is used t match individuals and husehlds t the apprpriate husing prvider based n their experiencing with chrnic hmelessness, the scre n their Vulnerability Index (VI) and length f time hmeless. Entries and Exits: The reprt is generated frm the Hmeless Management Infrmatin System (HMIS) that is based n the creatin f entries and exits fr clients int prjects created within the database. Fllwing the creatin f an entry int a prject, HMIS users add assessment infrmatin that includes individuals hmeless status and current residence/living situatin. Individuals will be listed n the One List if they are experiencing hmelessness (husing status is hmeless, at imminent risk f lsing husing, and, fr yuth, unstably hused, and they are in an accrdant current residence/living situatin. The reprt will include all individuals and husehlds wh experience hmelessness and have a current entry int a prject in HMIS. Fr example, an individual entered and assessed via the Crdinated Entry System Skilled Assessrs Prject has an active entry t reflect their current enrllment in the prject. The individual will remain in this prject, and stay active, until they are exited when hused r in respnse t ther prvided data. Anther instance includes an individual entered int an Emergency Shelter. This individual will have an active entry in this prject until the Veteran leaves the prject and has an assciated exit. The reprt will include all individuals experiencing hmelessness wh left (exited) frm a prject during the selected perid, three mnths prir t the running f the reprt. Fr example, an individual will be n the One List if the individual exits frm an Emergency Shelter t a hmeless destinatin (r ne that is unknwn/nt reprted) within the three-mnth perid prir t running the reprt. Cnversely, a Veteran wh exits frm an Emergency

2 Transfer Request Individuals and Husehlds n lnger appearing n reprt: Shelter (t a hmeless r unknwn destinatin) in a perid extending lnger than three mnths befre the running f the reprt will n lnger appear n the list. Prjects may request that clients be transferred t prjects either within the same type r prgram mdel r t ne that prvides a differing level f supprt. Prjects can submit a Transfer Request Frm via an Update (Interim) Assessment in HMIS. Navigate t the client recrd fr whm the transfer will be requested Fllw the steps t create an Update Assessment. Select the Assessment titled, Chicag Crdinated Entry System (CES) Transfer Request Frm and cmplete all requested details. Apprval will subsequently be added t the frm by the Matching Team. The Matching Team will ntify the cntact persn indicated in the frm f the apprval and match f the client t a newly identified prject. Individuals and Head f Husehld members will be remved frm the reprt fr the fllwing reasns: The individual enters a permanent husing ptin such as Permanent Husing, Rental by client, r Staying with Family, permanent tenure. The individual left frm a prject (Exit) and did nt have any subsequent cntact with (Entry) a prvider wh entered the infrmatin int HMIS during the three-mnth perid prir t the running f the reprt. The individual s husing status and assciated current residence was crrected t indicate that the Veteran was nt experiencing hmelessness and nt in need f cnnectin t a husing prvider. Fr Veterans, the Veteran s status was reviewed and was nt fund t be a Veteran. Referrals: Initial Cntact Guidelines fr attempts t gain cntact with Individuals and Heads f Husehld Husing Prviders shuld attempt t cntact the referred individual and/r husehld fr a perid f 10 days frm the date f the match. During this perid, prviders shuld attempt t cntact the individual and/r head f husehld n a minimum f three ccasins using a variety f means during different days/weeks. The Ntes n cntacting client sectin f the Chicag CC Standardized Husing Assessment may include details t help identify the ptimal means f cntacting the individual r head f husehld. The first attempt shuld include a direct phne call using the number listed n the Assessment. Subsequent attempts shuld include the use f if prvided.

3 If prvided, the current (Husing Prvider) Case Manager shuld be ntified f the request t cntact and meet with the individual r head f husehld via bth and phne. The assessments frequently include infrmatin fr the Emergency Cntact. Effrts shuld be made t cntact the individual and head f husehld via the Emergency Cntact. A letter shuld be sent t the individual r head f husehld via the mailing address prvided t ntify the individual that effrts are being made t discuss pprtunities fr permanent husing with the applicant. Actin after failed initial cntact Husing Prviders will change the Need Status f the Referral t indicate that they have nt been able t cntact the Veteran within the 10 day perid f time fllwing the Match Change the Need Status t Rematch Needed: Nt able t cntact client The Husing Prvider will n lnger need t respnd t the referral. The individual (and husehld) will be cnnected t anther husing prvider when they re-establish cntact with the CES. The individual and/r husehld will be remved frm the One List if they are nt currently engaged with a husing r service prvider fr a perid f 90 days. They will be matched again fllwing their reengagement with a prject. Actin after determining n viable cntact infrmatin If a matched husehld meets the fllwing criteria, the husing prvider shuld change the Need Status f the Referral t indicate that a re-match is needed and include a nte t say n viable cntact infrmatin is available: Nt enrlled in any prject in Chicag, Past prject/s have n way f reaching the persn, N viable cntact infrmatin fr the persn r emergency cntact, N infrmatin in the assessment r n HMIS that culd lead t finding this individual Referrals: Updating Referral Need Status Initial and subsequent update f Need Status fllwing cntact with Individual r Husehld The updating f Need Status allws fr the crdinatin f referrals t Husing Prviders. In additin, the details utline the current needs r barriers that may be impacting a single prvider r the system in cnnecting individuals and husehlds t husing.

4 Husing prviders shuld update the Need Status within tw-business days f receipt f the referral. The initial status will be CES: Matched: Awaiting respnse by Husing Prvider. The status shuld be changed t reflect the current wrk f the Husing Prvider in cntacting the individual r husehld and cmpleting the initial intake/enrllment prcess. The Need Status ptins are utlined in the Referral Need Status Glssary t prvide cnsistent details t assist with the apprpriate respnse selectin. The ptins f Attempted cntact, Intake scheduled, and Awaiting prgram eligibility cnfirmatin are available t assist prviders in selecting the apprpriate initial respnse.

5 Subsequent updating f Referral Need Status Requesting assistance in cntacting the Individual r Husehld The cntinued tracking f the referral as the individual r husehld wrks with the Husing Prvider further allws fr the tracking f necessary resurces needed t cnnect the individual r husehld t husing. The referral shuld be updated t reflect the individual r husehld s mvement tward husing r cntinued challenges presented t the Husing Prvider. Updates shuld be made t reflect imprtant events that may include: the scheduling f an intake, steps in the receipt f a vucher if applicable, and challenges in maintaining cntact. The referral shuld be updated within tw-business days f the change in status. Fr example, an individual awaiting an inspectin fr a vuchered husing unit shuld have the status changed t CES: Vuchered: Inspectin pending within tw business days f this event. Husing prviders shuld reach ut t all cntacts included in the matching cnnected t the individual r husehld. Theses cntacts are included t help facilitate a rapid cnnectin between all team member t help cnnect the individual t the identified husing prject. Husing Prviders can update the Referral Need Status t Rematch Needed: Nt able t cntact client. Referrals with this status will be reviewed during the Cmmunity Team Meetings. Prir t selecting this ptin, the husing prvider shuld attempt t cntact the Veteran, emergency cntact persn, and referral partner if this infrmatin is prvided in the assessment. The status f Rematch Needed: Nt able t cntact client shuld be selected after tw unsuccessful attempts at reaching the individual. This shuld ideally be selected after five days have elapsed frm the initial referral with active effrts made t cntact the individual.

6 Referral Need Status: Updating the Referral Need Status Matched: Awaiting respnse by Husing Prvider Husing Unit Identificatin: Husing search remains in prgress Vuchered: Inspectin Pending Glssary: Referral Need Status A match frm the By Name List (One List) is made t an identified husing prject via a referral in HMIS. The referrals are used t track the husing prject s prgress in cntacting the individual r husehld, cmpleting an intake, entering the individual r husehld int the prgram, and ultimately, helping them secure permanent husing. The match is made with the initial status designated as CES: Matched: Awaiting respnse by Husing Prvider. The status shuld be updated t reflect the individual r husehld s significant prgress twards husing (r lack theref). The initial referral (match) is made with the designatin f CES: Matched: Awaiting respnse by Husing Prvider. This status shuld be updated by the husing prject within tw business days f receipt f the referral. The cntinuatin f this status past this tw-day perid indicates that the husing prject has nt respnded apprpriately t the referral and mre infrmatin is needed frm the prject. Individuals are prvided with the ability t decide whether they will engage with the selected husing prject. The Husing Prvider shuld change the match frm CES: Matched: Awaiting respnse by the Husing Prvider while the individual is deciding if they will mve frward with enrllment r decline t participate and engage with the Husing Prvider. The status, Husing Unit Identificatin: Husing search remains in prgress shuld be selected t indicate that the individual r husehld has nt entered a prject in respnse t the nging search fr a unit. The individual r husehld has cmpleted the intake prcess and has been accepted int a prject. They are expected t the entered int the prject nce the unit has been secured. This status reflects that the search fr the unit remains the greatest area f fcus fr their mvement int permanent husing. The status, Vuchered: Inspectin Pending can be used by all prjects that prvide vuchers t individuals and/r husehlds t secure units. This can be selected t reflect the prvisin and use f bth CHA and VASH vuchers. This status shuld be selected if the wait fr an inspectin remains the current challenge fr the individual and/r husehld s mve int the identified unit. Initial Prcess: RRH/SSVF Only - Enrlled and awaiting unit Rapid Re-husing (RRH) prjects enrll individuals and/r husehlds prir t their entrance int permanent husing. RRH prjects (including ESG, SSVF, and HUD funded prjects) can select this need status t indicate that the individual

7 (HMIS Update Assessment) and/r husehld has been accepted and/r enrlled and are awaiting a permanent husing unit. Please nte: RRH prjects will need t select this need status alng with the creatin f an Entry int the prject in HMIS. Once the client enters permanent husing, an Update Assessment shuld be cmpleted t cmplete the prcess. Rematch Needed: Nt able t cntact client Rematch Needed: Client declined t participate Rematch Needed: Nt eligible fr prject CES Team Only: Matched t alternate prvider The Cntact Prtcl prvides guidelines fr prviders t fllw in engaging a referred Individual r husehld. The status, Rematch Needed: Nt able t cntact client shuld be selected fllwing a prvider s prlnged attempt t successfully cntact the Individual r husehld via phne, , emergency cntact, and current husing prvider. This status will indicate that the Matching Team shuld send the prject an additinal referral. The prject shuld ensure that all effrts were made t cntact the referred client, but shuld als act expediently t make this status update t ensure a match can be made as sn as needed. An individual r husehld may select t refrain frm engaging with the identified husing prject. The status f Rematch Needed: Client declined t participate can be added t indicate the individual r husehld s refusal. It is recmmended that a nte be added t share details f the individual r husehld s refusal (if prvided) t help ensure success with the subsequent match. The status, Rematch Needed: Nt eligible fr prgram shuld be selected if the individual r husehld des nt meet identified eligibility criteria. Effrts are made t ensure that individuals r husehlds are nly matched t prjects fr which they are qualified. Hwever, infrmatin can later be prvided that indicates they are ineligible. It is recmmended that a nte be added t share details f the individual r husehld s ineligibility fr the prject t help ensure success with the subsequent match. Please nte: Please d nt select this ptin if the Individual r husehld des nt participate in scheduled intake meetings r des nt return attempts at cntact. This is nly used t indicate they were nt a gd match fr the prject. The inclusin f a nte will help identify the issue and ensure the individual r husehld is matched t anther prject fr which they will qualify. Individuals r husehlds may be matched t a secnd prject fr the fllwing reasns: ineligible t participate, decline t participate, fund in need f different supprt based n revised assessment, and cntinued lack f respnse frm husing prvider regarding referral. The riginal referral will nt be deleted r remved, but will have the status added f Matched t alternate prvider.

8 Vuchered VASH Need SSVF Referral Vuchered: Nt Apprved fr/received Vucher Needs Rematch Initial Prcess: Attempted Cntact Initial Prcess: Intake Scheduled Initial Prcess: Intake Scheduled, n participatin by client Initial Prcess: Awaiting prgram eligibility cnfirmatin Please nte: This referral status is added primarily by All Chicag, CSH, r Cathlic Charities. The status, Vuchered VASH need SSVF referral was added t allw fr JBVAMC team members t indicate that a Veteran needed a referral via HMIS. Please nte: This referral status is added primarily by JBVAMC. The status, Vuchered: Nt Apprved fr/received Vucher Needs Rematch can be used by all prjects that prvide vuchers t individuals and/r husehlds t secure units. This can be selected t reflect the prvisin and use f bth CHA and VASH vuchers. This status shuld be selected if an individual r family was referred t a vucher prgram, but was fund t be ineligible r refused the vucher. If prvided, please use the ntes sectin t include details fr the denial f the vucher. Husing prviders have been asked t update referrals within tw business days f their receipt. Prviders may select t add Initial Prcess: Attempted cntact t demnstrate that they have received the referral and are in the initial stage f utreach tward the individual r husehld. The status, Initial Prcess: Intake Scheduled indicates that the husing prject has been in cntact with the individual r husehld and has set up an initial meeting t mve tward enrllment in the prgram. Husing prviders have indicated that they have frequently scheduled intake appintments with individuals r husehlds and have had difficulty ensuring their participatin. This status shuld be added t indicate that the individual r husehld did have an appintment scheduled, but did nt participate. This status shuld be selected if this remains the main challenge in the individual s r husehld s engagement in their prject. Husing prviders may need t secure additinal dcumentatin t make decisins regarding enrllment. This status shuld be selected if this is the main fcus f the interactin with the individual r husehld and the current barrier t the individual r husehld s enrllment in their prject. Please nte: HMIS enrllment data is prvided at match t help husing prviders begin t verify Chrnic Hmeless status if needed t assess apparent eligibility fr the prject. Upladed dcumentatin (i.e. Disability Letters and Hmeless Verificatin Dcumentatin) will be in the client s recrd and able t be dwnladed upn receiving the match.

9 Rematch Needed: Nt a Veteran PSH Only: Cmpleted intake and awaiting unit (HMIS Prject Entry) A Veteran may be referred t a husing prject, but later verified nt t be a Veteran (by nt serving in active military duty). The referral will have the status f Rematch Needed: Nt a Veteran and the individual will be subsequently rematched t a mre apprpriate husing prvider. This status shuld be selected t indicate that the individual r husehld has cmpleted the intake prcess and has been accepted int the PSH prject. The PSH prvider may be actively searching fr a unit (and an Entry int the prject in HMIS has nt been cmpleted). Hwever, the individual r husehld is expected t mve int a unit nce identified. Please nte: Once the individual r husehld has mved int a unit, an Entry shuld be cmpleted fr the prject in HMIS. This Entry will remve the individual r husehld frm the One List and als allw the prject t cllect necessary data as part f their assessment prcess. JBVAMC Only: Hused with VASH Incarcerated: Ck Cunty Jail This status shuld be added when a Veteran mves int their apprved unit utilizing a VASH vucher. Please nte: This status shuld primarily be added by JBVAMC staff. This status shuld be chsen when the Husing Prvider learns that the head f husehld has been incarcerated in the Ck Cunty Jail. Please nte: This need status shuld nt be chsen fr heads f husehlds detained in ther jail facilities. If the head f husehld is nt detained in Chicag, please chse Incarcerated: Other. Incarcerated: Ck Cunty Juvenile Detentin Center Incarcerated: Other Family Referrals Only: Need This status shuld be added when the matched Husing Prvider learns that the yuth has been detained in the Ck Cunty Juvenile Detentin Center. Please nte: This need status shuld nt be chsen fr yuth detained in ther juvenile detentin facilities. If the yuth is nt detained in Chicag, please chse Incarcerated: Other. This status shuld be added when the Husing Prvider learns that the head f husehld is detained in a jail, prisn, r juvenile detentin center nt lcated in Chicag. It is recmmended t include a nte with infrmatin related t the individual s lcatin and/r length f time the individual is expected t be incarcerated. System Navigatrs are available t serve family husehlds whm Husing Prviders are having difficulty reaching r enrlling. The status Family Referrals

10 assistance in cntacting Family Only: Need assistance in cntacting Family shuld be chsen when additinal assistance is needed t cmplete a family s enrllment int a husing prvider. Examples f when this status is apprpriate include: A family has n means f transprtatin t an intake appintment, a family needs assistance in btaining eligibility dcumentatin, Please nte: This status shuld nly be chsen fr husehlds f mre than ne individual. Nt Hmeless N need fr rematch Nt Currently Living in Chicag N need fr rematch Vuchered: Inspectin Apprved An individual r husehld may be referred t a prject, but already in permanent husing (i.e. living with a family r friend n a permanent basis). The status Nt Hmeless N need fr rematch shuld be chsen. It is recmmended that a nte als be added t the referral t help the HMIS Team apprpriately verify that the Individual r husehld is nt hmeless and shuld be remved frm the One List. Select the need status Nt Currently Living in Chicag N need fr rematch if the individual r family matched t yur prject is nt currently residing in Chicag. Fr example, the individual may have been assessed while in Chicag, but has mved t a surrunding suburb in the interim perid f cntact. The individual r family will be exited frm the CES Skilled Assessrs prject and remved frm the One List if they are nt currently residing in Chicag. The status, Vuchered: Inspectin Apprved can be used by all prjects that prvide vuchers t individuals and/r husehlds t secure units. This can be selected t reflect the prvisin and use f bth CHA and VASH vuchers. This status can be used t indicate that the individual s r husehld s apartment has been inspected and apprved, and the individual r family has nt mved int the unit. Vuchered: Inspectin nt apprved The status, Vuchered: Nt Apprved fr/received Vucher Needs Rematch can be used by all prjects that prvide vuchers t individuals and/r husehlds t secure units. This can be selected t reflect the prvisin and use f bth CHA and VASH vuchers. This status can be used t indicate that the primary reasn that the individual r family is unhused is that their chsen apartment has been inspected, but nt apprved.