ROLE of the COORDINATED ENTRY ASSESSORS in the WESTCHESTER COORDINATED ENTRY PROGRAM

1. . ROLE of the COORDINATED ENTRY ASSESSORS in the WESTCHESTER COORDINATED ENTRY PROGRAM Tuesday, May 15, 2018

2. Hearth Act Regulation (enacted 2009) mandates that ESG and CoC funded projects must utilize Coordinated Entry.  HUD strategy: provide encouragement, guidance and incentives and then a deadline. CoC has been working on this for past few years. Policy/Procedure manual approved by Board Sept 2017. Official launch date was 12/11/17.

3. Opportunities for Improved Services • Better knowledge and utilization of resources • Matching services to customers • Increased fairness • Consistent process • Improved data • Customer-centered • Easy access • Standardized, progressive forms and process  • Housing stabilization

4. Key Elements of Coordinated Entry • Access • Assessment • Prioritization • Referral

5. ACCESS • Access Points: • DSS District Offices • Emergency Shelters • Drop Ins • Street Outreach Workers Key Elements of Coordinated Entry

6. ASSESSMENT • Length of Time Homeless measured in # of months homeless in the last 3 years. • HAT (Homeless Assessment Tool – formerly known as the VI-SPDAT/Family SPDAT) produces a score used to prioritize the customer on a list. The HAT must be recorded in HMIS. • Participants are also assessed for specific Disabilities. Key Elements of Coordinated Entry

7. PRIORITIZATION • The number of months homeless and their HAT score will determine their place on the list • List is system generated in HMIS • List is sortable for Length of Time Homeless, HAT score, Disability, # of household members, and other eligibility factors. Key Elements of Coordinated Entry

8. REFERRAL • Referrals are made by DSS Coordinated Entry Administrator using prioritization list in HMIS • At Referral, email is sent to Housing Provider staff and Coordinated Entry Assessor at most recent Access Point used by client. • Referral triggers Coordinated Entry Assessor and Housing Provider to work together to transition participant in Permanent Housing as swiftly as possible. Key Elements of Coordinated Entry

10. Coordinated Entry Assessors are involved in all phases of Coordinated Entry: Access, Assessment, Prioritization, and Referral. • Coordinated Entry Assessors’responsibilities include, but are not limited to: • • Initial & primary contact for the Coord Entry Process • • Complete: • HMIS Release of Info/Provide Info Sheet • HMIS Data Elements/COPY to Coord Entry Project • HAT (formerly known as the VI-SPDAT) • Chronic Homelessness assessments • • Collecting and uploading available documents • Provide customer with RECEIPT – upload to HMIS Key Elements of Coordinated Entry

11. Coordinated Entry Assessors’responsibilities, continued • Notification to clients of Eligibility/Referral decisions • Linking customers to the provider agency • Participation in case conferences • • Responding to requests by the Coord Entry Admin. Key Elements of Coordinated Entry

12. Coordinated Entry Assessor key tasks: • Enroll participants into Coordinated Entry in HMIS • Data for # of months homeless must match check-in records in HMIS, or be supplemented by documentation upload into HMIS • e.g. if a participant’s dashboard in HMIS shows 3 months at Jan Peek, 6 months at Open Arms, but the person says they were on the streets as well for 4 months, • enter 13 months homeless AND upload signed self-certification for the extra 4 months. Key Elements of Coordinated Entry

13. Coordinated Entry Assessor key tasks: • Enroll participants into Coordinated Entry in HMIS • Data for barriers/ disabilities must be supplemented by documentation upload into HMIS • HAT (Homeless Assessment Tool) completed in HMIS. • Provide CE participant with CE Receipt • ALL Coordinated Entry participants must have: • # of months homeless matching HMIS check-in records plus uploaded supplemental docs • disabilities matching uploaded documentation • completed HAT. Key Elements of Coordinated Entry

15. Live demos with Daniel Gore & Allison McSpedon • CE workflow - how to enroll in HMIS, including default function • how to check months homeless • how to upload documents into Client Track • how to complete a HAT in Client Track Coordinated Entry in HMIS instructions

16. Coordinated Entry Assessor key tasks: • Link Coordinated Entry participants to Permanent Housing after referral • Notify client when Referral is made • Arrange meeting between client and Housing Provider staff • Coordinate with Housing Provider to transition participant to permanent housing • Any issues – contact Coordinated Entry Admin. Key Elements of Coordinated Entry

17. Coordinated Entry Assessor key tasks: • Participate in Coordinated Entry Referral Conference (CERC) • This workgroup maintains the by-name list of all Coordinated Entry participants who have been referred and allows Coordinated Entry Assessors and Housing provider staff to coordinate actions needed to move every household into Permanent Housing. • CERC meets twice each month: • 1st Tuesday at 12pm via Conference Call • 3rd Tuesday at 12pm in Room 217 of 112 E. Post Road Key Elements of Coordinated Entry

18. ACTION STEP #1: Add new sections to Coordinated Entry enrollment (Financial, DV, etc.) for all active participants by June 1st. ACTION STEP #2: Review # of months homeless for all active participants and reconcile to check-in records & upload supplemental documents as needed by June 30th. ACTION STEP #3: Upload documentation of barriers/ disabilities for all active participants by July 15th. ACTION STEPS

19. All of this activity is being tracked in HMIS and discussed at the CoC Board level in order to evaluate the success of the program and what changes need to be made to promote its further success. We are also gathering feedback at CERC meetings and from consumers.

21. All materials related to Coordinated Entry can be accessed through this link: https://tinyurl.com/CESPolicy

22. Contact Information: Coordinated Entry JoMarie Tarchoun, Program Administrator jjcf@westchestergov.com Craig Wong, Program Administrator cqw1@westchestergov.com Westchester County CoC Karl Bertrand, Co-Chair kbertrand@programdesign.com Annette Peters-Ruvolo, Co-Chair apr5@westchestergov.com Trish Quattrocchi, Manager II paq1@westchestergov.com

23. Questions and Answers