C O C Y T N COU D E T A N I COORD M E T S Y S ENTRY (CES) Y R T N E D

C O C Y T N COU D E T A N I COORD M E T S Y S ENTRY (CES) Y R T N E D E T A N I D R COO W O L F K R WO

OVERVIEW THE COORDINATED ENTRY SYSTEM IS A POWERFUL TOOL DESIGNED TO ENSURE THAT HOMELESS PERSONS AND PERSONS AT RISK OF HOMELESSNESS ARE MATCHED AS QUICKLY AS POSSIBLE WITH THE INTERVENTION THAT WILL MOST EFFICIENTLY AND EFFECTIVELY END THEIR HOMELESSNESS.

Assessment & Coordination IC IC H H No wrong door: 211, H.O.P.E & Outreach Teams, Web 211 System Portal Coordination: Rapid Rehousing, Permanent Supportive Housing, “Mainstream Resources”, Handoff CES Accountabili ty Agency Case Management & Supportive Services HUD HUD Continued Case Management & Services as needed Housing Search & Stabilization

PARTNER ORGANIZATIONS Community Action Partnership SBC Catholic Charities Inland Valley Hope Partners Central City Lutheran Knowledge and Education for Your Success (KEYS) Central City Lutheran Mission Life Community Development Citi Link Lighthouse Social Service Centers Homeless Management Information System (HMIS) Mercy House Housing Authority County of San Bernardino New Hope Village, Inc. Family Services of Redlands Salvation Army Foothill AIDS Project (FAP) Sheriff’s HOPE Team (Street Outreach Entity) Foothill Family Shelter Step Up on Second Frazee Community Center Time for Change Foundation Global One Development Center United Way 211 (Coordinating Entity) High Desert Homeless Services U.S. Vets Inland Temporary Homes (Housing Search & Stability) Victor Valley Family Resource Center

211 Calls Person’s Facing Homelessness will be PreScreened Agency Accept Clients Enroll Clients into Housing Program Assign to CM HOPE Providers CES Outreach Collect UDE, Consent Form, & VISPDAT CES HMIS Workflow Housi ng Progr am Case Manag ement Docum entat ion Suppo rtive Resou rces Housing Search & Stabilization HOUSED Case Manager can refer to Housing Specialist

S S E L E HOM H C A E R OUT E V I T C A PRO T N E M E ENFORC

HOPE C.E.S. OUTREACH WILL CONTINUE AS NORMAL. HOMELESS INDIVIDUALS WILL BE ENTERED INTO VI-SPIDAT 211 WILL BE CONTACTED AFTER INPUT TO ADVISE OF THE ENTRY. IF HOUSING IS AVAILABLE THE SUBJECT WILL BE TRANSPORTED IMMEDIATELY.

HOPE C.E.S. HOW DO WE ADDRESS LOCATING A PERSON WHEN HOUSING BECOMES AVAILABLE? IF WE CAN ASSIST YOU, REACH OUT TO US! [email protected] 909-387-0623

COORDINATED ASSESSMENT & HMIS CLIENTTRACK WORKFLOWS ENTERING CLIENTS VI-SPDAT & VI-F-SPDAT ELIGIBILITY AND AVAILABILITY ADMINISTRATION

CLIENTTRACK IS WEB-BASED CLIENTTRACK IS A WEB-BASED APPLICATION (NOTHING TO DOWNLOAD) CAN BE USED WITH ANY WEB BROWSER: INTERNET EXPLORER 7 (OR HIGHER), GOOGLE CHROME, FIREFOX OR SAFARI ACCESS FROM PC’S, LAPTOPS, SMART PHONES OR TABLETS

CLIENTTRACK WORKFLOWS A WORKFLOW IS A STEP BY STEP PROCESSES FOR ENTERING DATA WORKFLOWS ENSURE THAT ALL REQUIRED DATA IS ENTERED PROPERLY

USERS CAN SEARCH FOR EXISTING CLIENTS OR ADD NEW CLIENTS TO THE SYSTEM

VI-SPDAT & VI-F-SPDAT VULNERABILITY INDEX SERVICE PRIORITIZATION DECISION TOOL FOR INDIVIDUALS AND FAMILIES

ELIGIBILITY AND AVAILABILITY View Facilities Create a Reservation Add to a Waiting List Bridge Housing

ADMINISTRATION EACH PARTICIPATING ORGANIZATION WILL NEED TO BE CONFIGURED IN CLIENTTRACK ONGOING ADMINISTRATION FOR NEW AND EXISTING ORGANIZATIONS USER SUPPORT USER TRAINING

D E T A N I D R O O C ENTRY W O L F K WOR O Z N A M A L E S I R MA

INITIAL CLIENT CONTACT WHETHER THE CLIENT CONTACTS A PARTNER ORGANIZATION IN PERSON OR BY PHONE, THE PARTNER SCREENING AND REFERRAL PROCESS CONSISTS OF 4 SIMPLE STEPS: 1. CLIENT IN HOUSING CRISIS CONTACTS PARTNER ORGANIZATIONS ( IN-PERSON OR CALLS) 2. PARTNER ORGANIZATION VERBALLY ASKS THE PRESCREENING QUESTIONS DETAILED IN APPENDIX A. 3. IF THE ANSWERS TO THE PRESCREENING QUESTIONS INDICATE THE CLIENT MAY APPROPRIATE FOR THE CES, MAKE A REFERRAL TO THE HOUSING ASSESSMENT ENTITY BY CONTACTING 211 OPT 42 OR DIRECT LINE (909) 912-6112. 4. IF NOT, PROVIDERS WOULD PROCEED WITH THE CLIENT AS THEY NORMALLY WOULD BASED ON THEIR ORGANIZATION POLICIES AND PROCEDURES.

UNIVERSAL PRE-SCREENING HO PE 211 Calls Prov ider s CES Outr each CES HMIS Workflow

CES HMIS WORKFLOW ONCE THE CLIENT IS REFERRED TO 211 HOUSING COORDINATORS (HC), THEY WILL ENTER THEM INTO THE COORDINATED ENTRY WORKFLOW IN HMIS. THE SYSTEM WILL PROVIDE RECOMMENDATIONS, BASED ON THE SCORE REFLECTED ON THE VI-SPDAT. HC WILL CONSIDER ALL FACTORS AND MAKE THE BEST MATCH INTO THE RECEIVING HOUSING PROGRAM. HC WILL CONTINUOUSLY ADDRESS ANY BASIC NEEDS TO INCLUDE EMERGENCY SHELTER, TRANSITIONAL HOUSING, MOTEL VOUCHER OR ANY BEDS AVAILABLE UNTIL HOUSING IS IDENTIFY. HC WILL CONTINUE TO FOLLOW- UP WITH CLIENT/PROVIDERS UNTIL HMIS REFLECTS ENROLLMENT.

MATCHING PROCESS HOW A PERSON SCORES ON THE VI-SPDAT WILL GUIDE THE HOUSING COORDINATOR RECOMMENDATIONS TO MAKE THE APPROPRIATE MATCH AND REFERRAL. IF AN ASSESSMENT: SCORES 0-3 FOR INDIVIDUALS AND FAMILIES, AN AFFORDABLE HOUSING (AH) REFERRALS WILL BE PROVIDED. “WE ARE NOT REQUIRED TO OFFER HOUSING INTERVENTION AT THIS TIME”. IF A FAMILY OR A VETERAN SCORES 0-3, THEY MAY BE ELIGIBLE FOR RRH PROGRAMS. SCORES 4-7 INDIVIDUAL OR 4-8 FAMILIES, A RAPID RE-HOUSING (RRH) REFERRALS WILL BE PROVIDED. ADDITIONALLY, A REFERRAL TO AH. IF THEY MEET CHRONICALLY HOMELESS CRITERIA (SEE BELOW), THEY MAY BE ELIGIBLE FOR PSH. SCORES 8 INDIVIDUALS OR 9 FAMILIES, A PERMANENT SUPPORTIVE HOUSING (PSH) REFERRAL WILL BE PROVIDED. ADDITIONALLY, A REFERRAL TO AH PROGRAM AND ANY POPULATION-SPECIFIC HOUSING RESOURCE THAT APPLY TO THEM. (MUST HAVE A DIAGNOSABLE DISABILITY)

STEPS OF REFERRAL HOUSING COORDINATOR (HC) REFERS THE CLIENT TO THE RECEIVING HOUSING PROGRAM. COORDINATOR WILL CONTACT WITH VIA EMAIL, PHONE AND THROUGH HMIS. (USE HMIS CLIENT ID #). RECEIVING PROGRAM (RP) ACKNOWLEDGES RECEIPT OF REFERRAL & CONTACT THE CLIENT WITHIN 24 BUSINESS HOURS. RP WILL SCHEDULE AN INTAKE APPOINTMENT WITHIN 2 BUSINESS DAYS HC WILL CONTINUE TO FOLLOW-UP WITH BOTH CLIENT & REFERRED PROGRAM UNTIL HMIS REFLECTS ENROLLMENT

HOUSING RECEIVING PROGRAM WE (HC) WILL MAKE THE REFERRAL TO THE AGENCIES(RP). AGENCIES WILL ACCEPT/ OR RESEND THE CLIENT BACK TO US WITH A NON-ENROLLMENT FORM ONCE ENROLLED WITH A PARTNER THEY PROVIDE CASE MANAGEMENT AND CONTACT THE HOUSING IDENTIFICATION & PLACEMENT (HIP SQUAD), IF NEEDED. Housing Program Case Manageme nt Document ation Supportive Resources

& H C R A SE O I T A Z I L I B A ST N JEFF LITTLE

SBC CES HOUSING SEARCH & STABILIZATION COC COORDINATED PROCESS TO HELP LITERALLY HOMELESS INDIVIDUALS AND FAMILIES FIND HOUSING HELP PEOPLE QUICKLY FIND HOUSING WITHIN ONE MONTH OR LESS. PAY FOR HOUSING HELP PEOPLE PAY FOR HOUSING SHORT TERM; LONGER-TERM HELP AN OPTION. STAY IN HOUSING HELP ACCESS SERVICES SO PEOPLE CAN STAY IN HOUSING.

SBC CES HOUSING SEARCH & STABILIZATION LEAD AGENCY: INLAND HOUSING SOLUTIONS PROGRAM DESIGN AND IMPLEMENTATION LANDLORD RECRUITMENT AND RETENTION HOUSING IDENTIFICATION AND PLACEMENT SERVICES COORDINATION WITH COLLABORATIVE PARTNER AGENCIES COLLABORATIVE PARTNER AGENCIES: CES PARTICIPANTS PERMANENT HOUSING PROGRAM ENROLLMENT HOUSING STABILIZATION CASE MANAGEMENT TENANT-BASED RENTAL ASSISTANCE

SBC CES HOUSING SEARCH & STABILIZATION INLAND HOUSING SOLUTIONS HOUSING IDENTIFICATION & PLACEMENT (HIP) SQUAD RECRUIT LANDLORD PARTNERS TO PROVIDE A VARIETY OF HOUSING OPTIONS FOR SERVICE-ENGAGED HOUSEHOLDS HELP PARTICIPANT HOUSEHOLDS SECURE SUITABLE RENTAL HOUSING BASED ON THEIR UNIQUE NEEDS, PREFERENCES, BARRIERS AND FINANCIAL RESOURCES NEGOTIATE TENANT SCREENING CONCESSIONS & APPROPRIATE, MANAGEABLE LEASE AGREEMENTS WITH LANDLORDS HELP RESOLVE LANDLORD-TENANT ISSUES AND CONCERNS, IF THEY ARISE.

SBC CES HOUSING SEARCH & STABILIZATION COLLABORATIVE PARTNER AGENCIES (CPAS) RENTAL ASSISTANCE & HOUSING STABILIZATION SERVICES HELP PARTICIPANTS COMPLETE PAPERWORK, OBTAIN DOCUMENTS AND ADDRESS BARRIERS AS NEEDED TO APPLY FOR AND SECURE RENTAL HOUSING ASSIST PARTICIPANTS WITH MOVE-IN COSTS, DEPOSITS, UTILITIES & RENTAL SUBSIDIES AS NEEDED TO ACHIEVE HOUSING STABILITY CONNECT PARTICIPANTS TO APPROPRIATE SERVICES & RESOURCES NEEDED TO STABILIZE & REMAIN IN STABLE HOUSING MONITOR PARTICIPANTS’ ON-GOING HOUSING STABILITY AND RESPOND TO CLIENT SERVICE ISSUES IF THEY ARISE

SBC CES HOUSING SEARCH & STABILIZATION CES HOUSING SEARCH AND STABILIZATION REFERRAL PROCESS: 1. CPA ENROLLS ELIGIBLE HOUSEHOLD IN PERMANENT SUPPORTIVE HOUSING SERVICES 2. CPA SUBMITS NOTIFICATION OF HOUSEHOLD ENROLLMENT TO THE HIP SQUAD 3. HIP SQUAD CONTACTS CPA POINT OF CONTACT TO SCHEDULE APPOINTMENT WITH PARTICIPANT AND CASE WORKER 4. CPA CASE WORKER SUBMITS HIP SQUAD HOUSING REFERRAL FORM 5. HIP SQUAD WORKS IN COORDINATION WITH PARTICIPANT AND CPA CASE WORKER TO IMPLEMENT HOUSING IDENTIFICATION AND PLACEMENT STRATEGY

SB COC CES “WORKING LIST” A BY-NAME REGISTRY CALLED THE “WORKING LIST” IS PART OF THE HMIS. THIS LIST IS USED TO TRACK HOW MANY INDIVIDUALS AND HOUSEHOLDS ARE EXPERIENCING LITERAL HOMELESSNESS IN SAN BERNARDINO COUNTY. ALL PROVIDERS MUST UPDATE HMIS WHEN A CLIENT IS HOUSED. THIS WILL SUCCESSFULLY REMOVE THE CLIENT FROM THE WORKING LIST AND HELP SB COC CES TRACK AND REPORT ON HOUSING OUTCOMES.

CES GUIDEBOOK HUD REQUIREMENTS SAN BERNARDINO COUNTY COC REQUIREMENTS/PRIORITIES CES PARTNERS’ OPERATING PRINCIPLES & PROCEDURES

SAN BERNARDINO COUNTY COC COORDINATED ENTRY SYSTEM (CES) BRANDING HOMES & HOPE “A COMMUNITY STABILIZATION PROGRAM” TO HOUSING FOR SAN BERNARDINO COUNTY FAST LINKAGE AND SECURE HOUSING Suggestions?

NOV 1 SOFT OPENING UPDATES – FIRST WEEK 211 HOUSING COORDINATORS AND HOPE TEAM BEGAN ASSESSING CLIENT’S. ST PRO0CESS CHANGES OCCUR WITH ONE ORGANIZATION AT A TIME. TARGET: BE FULLY OPERATIONAL IN JANUARY OF 2017

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