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COORDINATED ASSESSMENT SYSTEM: BACKGROUND

April 9, 2014

HUD

HUD Definition (CoC Interim Rule, Section 578.3)

A centralized or coordinated process designed to Coordinate program participant intake, Coordinated assessment, and Coordinate the provision of referrals.

A centralized or coordinated assessment system Covers the geographic area, Is easily accessed by indiv./fam. seeking housing or services, Is well advertised, and Includes a comprehensive and standardized assessment tool.

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HUD

HUD is requiring CoCs to develop and implement a coordinated access and assessment system for all CoC-and ESG-funded programs

Research shows that coordinated access systems help communities to end homelessness

Results of Research –Why became HUD Policy

Move people through the system - faster Reduce duplication of efforts Serve clients effectively Assist with ending chronic homelessness Make a better match of services to clients’ needs,

reducing returns to homelessness Diversion & Prevention Interim / Transitional Housing Rapid Rehousing Permanent Supportive Housing

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Emergency Shelter

Transitional Housing

Permanent Supportive Housing

Rapid Re-Housing

Homelessness Prevention

Community Supports

TCHCCoordinatedAssessment

SystemCAS

Paradigm shift: Screen IN not OUT

Former System:“Should we accept this household into our program?”

New System:“What housing /service assistance is best for each household and ends their housing crisis quickly and permanently?”

Program-Centric Unique forms and assessment processes to

each organization Does not necessarily ensure match

between need and service received Uneven knowledge about available

housing and service interventions in the CoC

Client-Centric and System Driven Standard forms and assessment processes

used by every program for every client Coordinated referral process across the

CoC Accessible information about available

housing and service interventions in the CoC

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Guiding Question for CAS

Access

Coordinated Referral

Standardized Access and Assessment

Assess Assign

“What housing and service assistance strategy, of the services that are

available, is best for each household?”

• Access points: Homeless Hotline (TCHC CAS) 817-996-8800• Ahomewithhope.orgAccess

• Intake and Assessment in HMIS HAF – Housing Assessment (Any case manager in system)

• Documentation ofPriorityStatus Assessment (TCHC CAS)Assess

• Referral process completed using assessment tracks and eligibility matrix with robust real-time inventory of housing and other resources (TCHC CAS)

• Dynamic PriorityStatus System Assign

• Metrics generated from HMIS• CoC/ESG Agency MOA for CAS Use• Policies and Procedures• Quarterly CoC Board of Directors Reporting/CAS CoC Committee

Accountability

CAS Pieces

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CAS Homeless Hotline

The Household is Homeless

What is the “best fit” housing option for them?

Does it have availability?

Make referral Do they have somewhere else to stay while they wait?

Have them stay there

What shelter has availability?

The Household is not yet Homeless

Are they at risk of homelessness?

What support do they need

to avoid homelessness?

What community resources could help

address their situation?

Y N

Y N

Y N

CAS HMIS Call Center Demo

Connie Nieswiadomy, CoC I&R Specialist

817-996-8800

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What can be assessed by phone?

Risk of becoming homeless Risk of remaining homeless Housing options outside of the homeless

assistance system - DIVERSION Vulnerability to homelessness

Self-sufficiency Service needs Healthy status Eligibility Income and Education

CAS

HAF(any agency,

HMIS)

Resource Inventories

Mario Puga, CoC Resource Specialist

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COORDINATED ASSESSMENT SYSTEM: IDENTIFYING PRIORITY CLIENTS

April 1, 2014

Why prioritize? • Meet the goal of ending chronic

homelessness• Ending the homelessness of persons

with the longest experiences of homelessness

• Targeting scarce resources to accomplish these goals

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HAF – Housing Assessment Form

ETO Based

Available to all HMIS users

Assesses for Possible Housing Interventions

Setting Priorities• HUD NOFAs• Federal “Opening Doors” Plan• Real CoC PIT and HIC numbers• CoC Board of Directors Policy

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Setting Priorities• PSH Policy dedicating 85% to CH• CH with the longest lengths of stays• CH women experiencing victimization

Priority Status• Priority 1: CH for 2 years + (individuals or

families)• Priority 2: CH less than 2 years (individuals

or families)• Priority 3: Non CH Homeless presenting

with significant barriers and special subpopulations: Veterans, Families with Children, AIDS, DV

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Priority Status Applied to Housing Opportunities

• In effect “Pre-Certifying” clients as both eligible and on priority status basis

• FIFO – First in First Out: Documentation of Priority Status (DOPS) classifications are time stamped by TCHC

• A P1 classified client is equal to another P1 classified client: housing either gets us to our goal.

Case Manager Seeking Housing Solution for Client

Documents Homelessness

Gather Documentation of

Disability

Attach Documentation to

client record in HMIS

Request CAS Documentation of

Priority Status

CAS researches and provides Priority Status Classification

DOPS form

Case Manager Proceeds with

seeking housing avaialable

1 2

3 4

5 6

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Documentation• HUD required documentation of homelessness and

disability• Documentation of homelessness

Forms at: AHomeWithHope.orgCritical Documents menu

Documentation of Priority Status• Clients on EXISTING wait lists need to be

assigned their DOPS

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REQUEST DOPS

Mario@ahomewithhope.org

DOPS FORM

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Are we meeting HUD Requirements?

HUD Definition (CoC Interim Rule, Section 578.3)

A centralized or coordinated process designed to Coordinate program participant intake: TCHC CAS and CoC Planning Coordinated assessment, and: TCHC CAS, HMIS and CoC Planning Coordinate the provision of referrals: TCHC CAS and HMIS

A centralized or coordinated assessment system Covers the geographic area: Tarrant and Parker (work to do on Arl and Parker) Is easily accessed by indiv./fam. seeking housing or services: Telephone,

Internet, 211 Is well advertised, and: 211 and Homeless Hotline marketing Includes a comprehensive and standardized assessment tool: DOPS and CAF

and HMIS standardized tools

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Next Steps

TCHC will present the CAS system on April 15CoC Round Table-HAF Housing AssessmentCoC General Meeting-CAS System

TCHC Public Open House Friday May 9

Documentation of Priority Status - DOPS

Client Name: Client Date of Birth:

Client HMIS/ETO Number:

The Tarrant County Homeless Coalition Coordinated Assessment System office verifies that the above named client holds the following priority status documented in the HMIS as of [DATE HERE]:

P1 – Priority 1

Individual with a disability that has been documented by a medical professional or receiving Supplemental Security Income or Social Security Disability Insurance benefits. Living or residing in a place not meant for human habitation, safe haven, or in emergency shelter for at least 2 years.

P2 – Priority 2 Individual or a family with at least one individual or an individual that has been documented by a medical professional and is receiving Supplemental Security Income of Social Security Disability Insurance benefits. Living or residing in a place not meant for human habitation, safe haven, or in emergency shelter for at least 1 year or on at least 4 separate occasions in the last 3 years.

P3 – Priority 3 Non-chronic homeless individual or household with children that have been assessed and denied P1 or P2 status that still face multiple barriers to self-sufficiency and are a priority sub-population:

DV - Victims of Domestic Violence VET - Veteran HIV/AIDS – HIV/AIDS positive

FAM - Household with children under the age of 18 SMI – Severely Mentally Ill UY – Unaccompanied Youth

NP – Non Priority Individual does not meet priority status. Reason for NP status:

Authorizing Official Signature

____________________________ Mario Puga CoC Housing and Resource Inventory Specialist (817) 996-7666 mario@ahomewithhope.org

DOPS

TCHC – Coordinated Assessment System DOPS Form - Rev. April 1, 2014