From: Laura RoachTo: "atigrai@swapinc.org"; "bpalumbo13@outlook.com"; "Telly3043@hotmail.com"; "c_lovejones@yahoo.com";

"rsc@smithhillcdc.org"; Jessica Nin; "lgalloway@westelmwood.org"; "lydiaadrianmarie@gmail.com";"michelle.paul3121@gmail.com"; "Miguelina_jimenez@yahoo.com"; "rsc@omnidevelopmentcorp.com";"hedwards@eghousing.com"

Cc: Margaux Morisseau; "communityoutreach@smithhillcdc.org"; "bphilippe@westelmwood.org";"mcarlson@swapinc.org"; "abarge@omnidevelopmentcorp.com"; "jkodis@amoshouse.com";"aberno@sojournerri.org"; "Kearns@onenb.org"; "kgervais@pawthousing.org"; "Reina Garcia"

Subject: Accessing Home Team Meeting Notes and UpdatesDate: Thursday, October 18, 2018 5:34:05 PMAttachments: Accessing Home Back on Track Client Note.pdf

Accessing Home Resident Services Goal Setting.pdfAccessing Home Resident Services Intake Survey.pdfConfidentiality Agreement, Back-on-Track.pdfReporting Back on Track.pdf

Good Afternoon Accessing Home AmeriCorps Team! It was great seeing you all this week. I’m glad to hear you are settling in well at your sites. Below aresome updates and notes from the meeting. Accessing Home AmeriCorps Meeting, 10.16.2018

· Upcoming Meetings:o The next Accessing Home Team Meeting (Mandatory)

When: Tuesday, October 30, 2:00PM-4:00PMWhere: Sankofa Community Room, 70 Westfield Street, Providence, RI

o Rent RIte Lesson 1 TrainingWhen: Thursday, November 1, 10am – 4pm

Where: the Housing Network of RI, 1070 Main Street, Pawtucket, RI, 3rd FloorParking: There is free street parking in a lot across the streetFood: Lunch will be provided

o Rent RIte Lesson 2 TrainingWhen: Tuesday, November 6, 9am – 4pm

Where: the Housing Network of RI, 1070 Main Street, Pawtucket, RI, 3rd FloorFood: Breakfast and lunch will be provided

· Time keeping through OnCorps: Hopefully I was able to answer any questions you hadregarding time keeping through OnCorps. I will be following up with you individually if weneed to resolve any further issues. Please remember to submit your Bi-Weekly Service Logfor the first pay period if you haven’t already: https://goo.gl/forms/ZfCWFJ5nGHQkSGV42

· Reporting for Back on Track: Unfortunately we didn’t have enough time to go over all ofthe reporting forms for Back on Track. I have attached all of the reporting forms along withreporting instructions. You can also view the reporting instructions at this link:http://neighborworksbrv.org/wp-content/uploads/2018/10/Reporting-Back-on-Track.pdf .We will go over the reporting further at the next meeting. I will be following up with youindividually with your unique reporting folders shortly. Please contact me with questions!

· Online Learning: In preparation for your Rent RIte training, please complete the followingHUD training modules.Visit https://www.hudhousingcounselors.com/become-hud-housing-counselor and create anaccount by clicking the “Sign Up” button in the top right-hand corner and following the

mailto:atigrai@swapinc.orgmailto:bpalumbo13@outlook.commailto:Telly3043@hotmail.commailto:c_lovejones@yahoo.commailto:rsc@smithhillcdc.orgmailto:jnin@neighborworksbrv.orgmailto:lgalloway@westelmwood.orgmailto:lydiaadrianmarie@gmail.commailto:michelle.paul3121@gmail.commailto:Miguelina_jimenez@yahoo.commailto:rsc@omnidevelopmentcorp.commailto:hedwards@eghousing.commailto:mmorisseau@neighborworksbrv.orgmailto:communityoutreach@smithhillcdc.orgmailto:bphilippe@westelmwood.orgmailto:mcarlson@swapinc.orgmailto:abarge@omnidevelopmentcorp.commailto:jkodis@amoshouse.commailto:aberno@sojournerri.orgmailto:Kearns@onenb.orgmailto:kgervais@pawthousing.orgmailto:rgarcia@housingnetworkri.orghttps://urldefense.proofpoint.com/v2/url?u=https-3A__goo.gl_forms_ZfCWFJ5nGHQkSGV42&d=DwMFAg&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=2oAGbJPAKyWbnSHe3qYtahpN8RmoIuavWe6Ck-64o6k&m=O_Gy7F6plrIqict2MBwbbWrjqj3o7YCLMlW-wfUryrg&s=pIBbqgMa-_37uW4u2k8upiHoHgAiAcE1btAbxoZuBJg&e=http://neighborworksbrv.org/wp-content/uploads/2018/10/Reporting-Back-on-Track.pdfhttps://www.hudhousingcounselors.com/become-hud-housing-counselor

Back on Track Client Note

Fill this form out whenever you follow up with a client and put it in the client’s file.

NOTE

Client’s First and Last Name

Date of Contact

Type of Contact

Duration of Contact

List all resource referrals made:

Notes from contact:

Back on Track Goal Setting

Resident Name Date

Goal Plan/Strategy Responsible Person Target Date 1.

2.

3.

Please sign and date:

Resident Date Resident Services Cooridantor Date

Back on Track Intake Survey

The purpose of this survey is to help your resident services coordinator understand why you

were referred to resident services. Your answers to the following questions will help inform

your resident services coordinator to better serve you. All information will be kept confidential.

1. CONTACT/DEMOGRAPHIC INFORMATION

1. Name (First & Last)*

2. Age

3. Residential Address (Street Address, Apt #, City, Zip) *

4. Phone Number*

5. Alternate Phone Number

6. Email Address

7. Preferred Method of Contact Phone

Email Text message

8. Marital Status Single Separated Widowed

Married Divorced Other:

9. Race (Select all that apply) Black Hispanic Pacific Islander Other

White Asian Native American Race Declined

10. Gender Female Other

Male

11. What is your citizenship status? US Citizen or National Refugee/Asylee

Lawful Permanent Resident Alien of the US

Other

12. Are you an active duty military service member or a veteran of the armed forces of the US?

Active Duty Military Veteran

N/A

13. Are you the immediate family member of an active duty military service member or a veteran of the armed forces of the US?

I am the immediate family member of an active duty military service member

I am the immediate family member of a veteran N/A

Back-on-Track Intake Survey

2

2. HOUSEHOLD INFORMATION

14. What is your gross monthly household income? This is your salary/wages before taxes. *

$

15. How often do you get paid? * Weekly Bi-Weekly Other

Monthly Bi-Monthly

16. What is your occupation(s)? *

17. What sources of income do you have? * Employment

Self-employment SSI SSDI

Alimony Child support Unemployment TANF/Other cash

assistance Other

18. How many people are in your household, including yourself? *

1 4 7 Other:

2 5 8

3 6 9

19. What languages are spoken in your household?

English Portuguese Portuguese Creole Wolof

Spanish Spanish Creole French Other:

20. Do you or anyone in your household participate in any of the following programs? Please check all that apply. *

SNAP WIC Medicare/Medicaid TANF RI Works N/A

LIHEAP Childcare Assistance Free or reduced school lunch Section 8/public housing Other:

21. Are you currently homeless?

Yes No

22. What is the size of your apartment/house?

Studio 1 BR

2 BR 3 BR Other

23. How long have you lived in your apartment?

24. What is your monthly rent? *

$

25. What is your average monthly utility cost? *

$

Back-on-Track Intake Survey

3

26. Is your housing affordable, i.e. is your rent + utilities 30% or less of your total income? *

Yes No

27. On a scale of 1 to 5, how stable do you feel in your housing right now? *

Very stable

5 4 3 2

Very Unstable

1

28. Do you have any overdue bills? Yes No

29. Do you have any of the following accounts?

Checking Retirement

Savings Investment Other

30. If known, what is your credit score?

Score: I do not know

3. REASON FOR REFERRAL

31. Why were you referred to resident services (or walk-in)? *

Non-payment of rent

Housekeeping issue

# of months owed:

Total arrears owed:

Amount you can pay:

Other:

32. Are you currently on a payment plan for unpaid rent?

No In-house (i.e. made w/

property manager) payment plan

Court-ordered payment plan

33. If you are on a payment plan, are you current with that plan?

Yes N/A

No

34. Have you received any lease violation notices from Property Management in the past 12 months? *

No Late Notice Notice to appear in court

Demand Notice Other:

35. Have you appeared in court for a lease violation in the past 12 months? *

Yes No

36. Please explain the circumstance of your referral to resident services: *

Back-on-Track Intake Survey

4

4. ADDITIONAL COMMENTS

The information I have provided on this form is true to the best of my knowledge. I understand that some of this information may be

aggregated shared with Accessing Home for reporting and funding purposes.

Participant Signature Date

Resident Services Coordinator

Do you have any additional concerns or comments?

1

Confidentiality Agreement:

Back on Track

Philosophy of Confidentiality

Accessing Home’s service coordinators will strive to maintain the confidentiality of each resident’s confidential information in

accordance with applicable legal and ethical standards. We recognize that in order for our residents to build trusted relationships

with service coordinators, it is important for them to understand that the confidential information they share with our service

coordinators will not be disclosed to any other party, including property staff, or family members, without the expressed written

consent of the resident, unless required by law. To that end, our service coordinators will request that residents complete and sign

this “Confidentiality Agreement” to obtain such permission.

This fully executed “Confidentiality Agreement” will permit the service coordinator to utilize handwritten files, typed files, and

Resident Services Web-based intake form to facilitate efforts to document services, collaborate with others, evaluate the value of

community services and, in general, improve your access to programs and services that will help you remain self- sufficient.

Definition of Confidential Information

Confidential information is defined as information that is resident related, including information documented in the records of

Accessing Home, as well as information disclosed in confidence by the resident to the service coordinator. Information provided on

intake forms will be provided to Accessing Home for the purposes of grant reporting. All grant reporting is anonymous.

Exceptions to Right of Confidentiality

Federal and/or state law may require me, as your service coordinator, to disclose the following information:

• Adult/Elderly/Child Protective Services referrals: It may be necessary to report residents who are endangered or exploited.

• It may be necessary to disclose information pursuant to a proper court order.

• It may be necessary to report any information related to suspected fraudulent activity or other violations of law on your part.

Finally, as a condition of your participation in this housing program, you agreed in your lease that any employee or contractor, including

service coordinators, has a responsibility to report lease violations to the property manager.

Service Coordinator Confidentiality Pledge

As your service coordinator, I agree to protect your right to privacy and confidentiality. I will not disclose any information about you

without your written permission, unless I am required by law to do so.

Service Coordinator Signature

Date: /_ /_

Resident Signature

Date: /_ /_

REPORTING BACK ON TRACK

Accessing Home

BACK ON TRACK

• What is Back on Track?

• Back on Track is an Accessing Home program to provide housing stabilization services to households in-need

• These housing stabilization services are typically provided one-on-one

• These services may include:

• Eviction prevention

• Employment services

• Benefits screening

• Financial Coaching

• How do I find clients for Back on Track?

• This depends on your host site. You may get clients referred to you by property management, your supervisor, outside organizations, or walk-ins.

• You may need to conduct community outreach to identify clients. Community outreach may include:

• Newsletters

• Flyers

• Community events

• Website development

• If you need help developing a referral process for Back on Track refer to this Tool Kit: http://neighborworksbrv.org/wp-content/uploads/2018/10/Implementing-Back-on-Track-Eviction-Prevention.pdf

http://neighborworksbrv.org/wp-content/uploads/2018/10/Implementing-Back-on-Track-Eviction-Prevention.pdf

REPORTING FOR BACK ON TRACK

• Integrating data into program management is essential delivering any service effectively. This document explains how to use the Accessing Home Back on Track forms to accurately capture data about the activities you perform and the clients you serve.

• The data you submit through the Reporting Tool will be used to:

1) Measure the effectiveness of our interventions

2) Inform decision-making and planning for the program

3) Secure and maintain program funding

• Feedback: Accessing Home is always receptive to feedback. If you have any suggestions to improve reporting for Back on Track please contact the Program Manager at lroach@neighborworksbrv.org.

mailto:lroach@neighborworksbrv.org

BACK ON TRACK FORMS

• There are 4 important forms for reporting Back on Track services:

1. Confidentiality Form: It is important to have the client understand and sign the confidentiality form so they know their information will be respected. They should also know their information will be aggregated anonymously for reporting purposes.

2. Intake Form: This form is important for screening the client for the types of benefits, programs, and services they may be eligible for.

3. Goal Setting Form: This form will help you and your client identify clear steps towards resolving their challenges. This will provide you the framework to follow-up with clients.

4. Client Note: Make sure you take notes whenever you follow up with a client to monitor their progress.

5. Bonus Form!, Payment plan: Depending on your site, you may be negotiating payment plans to help a client get back on track with rent.

http://neighborworksbrv.org/wp-content/uploads/2018/10/Confidentiality-Agreement-Back-on-Track.pdf

http://neighborworksbrv.org/wp-content/uploads/2018/10/Accessing-Home-Resident-Services-Intake-Survey.pdf

http://neighborworksbrv.org/wp-content/uploads/2018/10/Accessing-Home-Resident-Services-Goal-Setting.pdf

http://neighborworksbrv.org/wp-content/uploads/2018/10/Accessing-Home-Back-on-Track-Client-Note.pdf

http://neighborworksbrv.org/wp-content/uploads/2017/11/E.-Payment-Plan-Template.xlsx

TIPS FOR WORKING WITH CLIENTS 1:1

• Do not have the client fill out the forms themselves. Use the forms as a framework for a discussion and fill out the forms as you learn more about the client’s circumstance.

• Empower the client. Help the client access resources by being an advocate and a cheerleader. For example, if a client is anxious about contacting a resource consider calling the resource with them.

• Follow-up with your client in a timely manner. Set reminders for yourself to follow up on certain dates to make sure the client is meeting their goals.

• Know that mistakes happen and you can almost always fix them. If you give a client wrong or incomplete information you can call them and give them the correct information.

• Be honest, transparent, and don’t make promises you can’t keep. If you are concerned a client is truly at risk for eviction make sure you are upfront with them so they can start looking for alternative housing.

SUBMITTING FORMS TO ACCESSING HOME

• Accessing Home aggregates all client

forms to track client outputs and

outcomes

• After filling out the paper forms you

should submit the forms via online links

• You will be given a link to your personal

reporting folder. You will be able to view

all client notes and intake forms in a

spreadsheet.

Example of your personal

reporting folder

SUBMITTING AN ELECTRONIC INTAKE

Click the “Back on Track

Reporting Forms”

Click the link to your

personal Back on Track

Intake Form

The form will open in a

new tab

ELECTRONIC INTAKE, CONT.

• Enter YOUR work email and name

• Hit “NEXT”

• After you submit the form, you will

receive a copy of the form to your email.

Retain a copy for your records

ELECTRONIC INTAKE, CONT.

• Fill out the Contact Information/Demographics section of the Intake Form and hit “Next”.

• You’ll notice that not all of the questions asked on the paper form are listed on the electronic form. This is to protect the privacy of the client.

• It is very important to maintain copies of the intake forms in a secure location at your site. Your site supervisor should have access to your paper files.

• If your site restricts you from reporting the name of the client, enter a unique identifier. You should be able to match the client with the unique identifier when asked.

ELECTRONIC INTAKE, CONT.

• Fill out the Household Information portion of the intake form

• To determine the answer to question 26 use the following formula:

• ((Monthly Rent + Average Monthly Utility Cost) / Monthly Gross Income) * 100 = Percent of Income Devoted to Housing

• Example: (($736 + $120) / $1,600) * 100 = 53.5%

• This client’s housing is not affordable because his housing costs more than 30% of his gross monthly income

ELECTRONIC INTAKE, CONT.

• Fill out the Reason for Referral section of

the intake form.

• Be detailed in explaining the

circumstances of the client’s referral. This

description will help to determine

relevant resources for the client.

• Hit “NEXT”

ELECTRONIC INTAKE, CONT.

• If relevant, type additional comments

regarding the household.

• Hit “NEXT”

SUBMITTING THE GOAL SETTING FORM

• Enter the Back on Track Goal Setting

information onto the last page of the

intake form

• Hit “SUBMIT”

• You will have the option to “Edit your

response” after submitting

• You will receive a copy of the completed

form in your email

SUBMITTING A CLIENT NOTE

Click the “Back on Track

Reporting Forms”

Click the link to your

personal Client Note

Form

The form will open in a

new tab

SUBMITTING A CLIENT NOTE, CONT.

• Fill out the form

• Hit “SUBMIT”

• You will have the option to “Edit your

response” after submitting

• You will receive a copy of the completed

form in your email

VIEWING YOUR CLIENT NOTES

Click the “Back on Track

Client Notes” spreadsheet

There are 2 tabs on the spreadsheet:

1) Intake Responses

2) Client Note Responses

You can click between the tabs to view the

data from every form you have submitted in

FINDING RESOURCES FOR YOUR CLIENTS

• There are several websites you can go to for resources referrals for a variety

of needs.

1. The Accessing Home Resident Services Portal provides you with a list of

suggestions for creating clients goals

2. The Accessing Home Resource Database is a crowd-sourced collection of

resources sorted by category. The Accessing Home Resource Map

corresponds to the database.

3. NWBRV also maintains a Resident Resource Guide.

4. Aunt Bertha and the United Way are also great resources.

http://neighborworksbrv.org/accessing-home/accessing-home-americorps-member-portal/resident-services-portal/

https://docs.google.com/spreadsheets/d/1rdElVy6bb3BmXO-BVIueLIq8T61y2946NGh1oE-lFtI/edit?usp=sharing

https://www.google.com/maps/d/edit?mid=19LLBHo_uDNp86ZbIwADHdJT2Py8&ll=41.785023931489796%2C-71.40399649999995&z=10

http://neighborworksbrv.org/community-engagement/resident-resource-guide/

https://www.auntbertha.com/

http://www.211.org/

instructions on the page. Once you have created an account, you can log on at any time toreview the required modules at this link: https://www.hudhousingcounselors.com/training-online-modules❏ 1.1 Budget❏ 1.2 Credit❏ 1.3 Managing Assets❏ 1.4 Protecting Assets❏ 2.1 Renting vs. Buying❏ 2.2 Affordable Housing Options❏ 3.1 History and Overview❏ 3.2 Violations and Complaints❏ 6.1 Obtaining and Maintaining Tenancy❏ 6.2 Eviction

· Site Visits: Next week I will follow up with you all about setting up site visits. Thank you for your service! Laura RoachAccessing Home Program ManagerNeighborWorks® Blackstone River Valley | www.NeighborWorksBRV.org Mailing Address: 719 Front Street Suite 103 | Woonsocket, RI 02895Office: 401.762.0993 ext. 205 | Direct Line: 401.257.6083 | Fax: 401.769.1010Follow us on: Facebook | Twitter | YouTube| Pinterest | Google+| LinkedIn

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