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CE - Coordinated Entry

1. July 2019 CE Launch Details

1.1. June 2019 CE Launch - Referral Guidance and Training

This pages contains the June 2019 Revised HMIS Referral Guidance document, 4 example workflow documents, and an instructional video on how the workflows are entered via HMIS.

2. Standard 1C - Unsheltered Clients and CE

2.1. How do unsheltered clients access CE?

Any time you encounter a client who is unsheltered, either via outreach or because they contact your agency, you should create an entry for them in the Unsheltered provider (the exception to this is PATH Street Outreach projects, who enter unsheltered clients directly into their project). The Unsheltered Clients OUTREACH workflow includes identifying yourself or someone else as the Case Manager (primary contact) for that client, assessing the client with the appropriate VI-SPDAT assessment, and referring them to shelter in accordance with your Region's Coordinated Entry (CE) plan.

To download the Unsheltered workflow, click here.

2.2. Unsheltered Provider Training Video

The Ohio Balance of State CoC has added an Unsheltered provider to its HMIS in order to help regions prioritize its unsheltered populations in their Coordinated Entry processes, improve Point in Time Count reporting, and end Veteran homelessness.

0:00- Intro
- Purpose of Unsheltered Provider
- Definition of Unsheltered
2:54- When to Use the Unsheltered Provider
5:21- Reporting
- Most Important Data Points
12:03- When to Exit a Household from the Unsheltered Provider
- An Unsheltered Household's Path through Coordinated Entry
- PIT Count process
16:45- DEMO: Enter Household into Unsheltered Provider
31:05-    *Add Case Manager
- Coordinated Entry Meeting, Prioritization Report
41:30- Updating Household's record
- Access Point creates Referral
51:40- Coordinated Entry Review
54:55- Entering Household into PH Project
1:01:10- PH project closes Referral
1:03:17- Household gets housed
-    *RRH/PSH hat
1:07:17-    *Access Point hat
- CE Review
1:10:30- Unsheltered Data Quality Report
1:21:44 - Additional Resources

3. Standard 2C - Available Housing List

3.1. Standard 2C - Available Housing List

To view available housing by county or region, you can run the Available Housing List report in ART>Public Folder>As Needed and Custom.

Click the magnifying glass to the left of the report name, then View Report. This report can be run by region, by county, or on a selection of counties.

Because this report is run in real time (the area's current inventory as of today), there is no need to select a date range. Once you have the area on which you want to run the report in the correct prompt box, click Run Query.

The report has two tabs, the Housing List tab and the Raw Data tab. The Housing List tab lists all projects in the region by county. Projects highlighted in yellow do not participate in HMIS, meaning that referrals to those projects must be made outside of HMIS.

The Raw Data tab contains an alphabetical listing of all the projects that pulled into the report including any Bed Inventory and Target Populations recorded. In the Bed Inventory column, the suffix -i indicates individual beds, -f indicates family beds, and -u indicates units.

So in the example above, our records indicate that Clem House has eight individual beds, while My Sister's Place has two individual beds as well as two units with eight family beds.

The Subpops and Target Pop columns indicate any recorded subpopulations or target populations for each project.

In the example above, our records indicate that the RHY BCPes project has five beds for individuals under 18, while the PSH and TH have nine and six beds for TAY aged 18-24, respectively.

It is the responsibility of the Coordinated Entry Liaison for each Region to maintain the Available Housing List (AHL) as outlined in the Region's CE plan, so if you notice an error please notify them.

If you have any questions about the report email

4. Standard 3A, 5A, 5E, 7D - Coordinated Entry Workflow

4.1. Coordinated Entry Workflow

4.2. Standard 3A Detail - What is a VSP?

VSP stands for Victims Service Providers. This acronym is used to describe agencies whose primary function is to serve survivors of family violence. Many of these agencies receive funds authorized by the Violence Against Women Act (VAWA) and are thus subject to the statutes of that law, including a prohibition against entering data in HMIS (even if that agency also receives HUD funds).

HUD requires that Coordinated Entry (CE) systems include a process to accept referrals from VSPs. Documenting these referrals is different than documenting those from other non-participating providers because it is important to protect the anonymity of the client served by the VSP. That means that instead of referring from the non-participating provider in ServicePoint, Regions must track these referrals outside of HMIS for the purposes of prioritization for available housing.

If you have any questions about how VSP referrals are being handled in your Region, contact your CE Liaison.

5. Component 4 - Diversion

5.1. What is Diversion?

Diversion determines if a household experiencing a housing crisis can return to housing or find alternative housing outside of the crisis response system. Diversion involves utilizing mainstream resources and mediation techniques to assist the household in identifying alternative housing options, including but not limited to returning to their own housing, staying with family/friends, or relocation to another area. Diversion should only take place with people who are literally homeless or at risk of homelessness within seven days prior to the potential housing crisis. Providers should incorporate a strengths-based, person centered approach to help the household maintain or find safe, stable housing.

When a client presents to a Coordinated Entry (CE) access point (AP/ap) with a housing crisis, that client should be interviewed by staff trained in Diversion before being referred or admitted to shelter.

Ohio Balance of State CoC Coordinated Entry and Diversion Resources can also be found here:

Ohio BoSCoC Coordinated Entry

5.2. AP Provider Diversion Workflow and Training Video

AP Provider Diversion Workflow

Coalition on Housing and Homelessness in Ohio

  1. Client presents or calls the access point with a housing crisis meeting the Diversion definition:

    1. During business hours, proceed to step 2.
    2. During off hours, if a client is in need of emergency shelter and a bed is available, provide the client with shelter. Once the access point reopens, proceed to step 3 during business hours

  2. Discuss HMIS Data Privacy Notice & Consent and HMIS Release of Information

    1. on the phone- Verbal agreement
    2. In person- applicants signature is required

  3. Staff works with Head of Household (HoH) to complete HMIS Diversion Form

  4. Begin the diversion conversation using and completing the Diversion Screening Script

  5. If the client is diverted follow the HMIS Diversion Workflow Diversion Workflow 2019 Service Transaction Model

  6. If the client is not diverted at all follow the Coordinated Entry Workflow

5.3. Diversion Screening Tool

COHHIO Diversion Screening Script

Diversion Screening Script

5.4. Verbal Consent to Collect and Share Information

Agencies doing diversion, assessment and referral relative to Coordinated Entry are permitted to obtain verbal consent to collect and share information from clients.

6. Standard 6A, 6B - VI-SPDAT

6.1. Which VI-SPDAT do I use?

Use the VI-SPDAT 2.0 for a single client, not in a household or family, who is not a Transition Age Youth (TAY). A client is considered TAY if they are between the ages of 18-24.

Use the VI-FSPDAT 2.0 for a head of household who is not single. This includes couples or spouses with or without children and single parents with children.

Use the TAY VI-SPDAT for a Transition Age Youth Single where the client is age 18-24.

7. Standard 7A, 8A - Prioritization

7.1. Prioritizing RRH

If your region is prioritizing referrals to RRH, you can do that via the PSH and RRH Eligibility and Prioritization Report.

7.2. Prioritizing PSH

Coordinated Entry requires that all clients be referred to PSH through Coordinated Entry, including being assessed and prioritized via the common assessment and prioritization tool (the VI-SPDAT).

When meeting with your region to determine which client should be referred to an available unit, use the PSH and RRH Eligibility and Prioritization by County Report.