Before Starting the CoC Applicationdpss.co.riverside.ca.us/files/pdf/homeless/hud-2015/2015...the...

Before Starting the CoC Application

The CoC Consolidated Application is made up of two parts: the CoC Application and the CoCPriority Listing, with all of the CoC's project applications either approved and ranked, or rejected.The Collaborative Applicant is responsible for submitting both the CoC Application and the CoCPriority Listing in order for the CoC Consolidated Application to be considered complete.

The Collaborative Applicant is responsible for:

- Reviewing the FY 2015 CoC Program Competition NOFA in its entirety for specific applicationand program requirements.- Using the CoC Application Detailed Instructions for assistance with completing the applicationin e-snaps.- Answering all questions in the CoC Application. It is the responsibility of the CollaborativeApplicant to ensure that all imported and new responses in all parts of the application are fullyreviewed and completed. When doing so, please keep in mind that:

- This year, CoCs will see that a few responses have been imported from the FY 2013/FY 2014CoC Application. Due to significant changes to the CoC Application questions, most of theresponses from the FY 2013/FY 2014 CoC Application could not be imported. - For some questions, HUD has provided documents to assist Collaborative Applicants in fillingout responses. - For other questions, the Collaborative Applicant must be aware of responses provided byproject applicants in their Project Applications.- Some questions require that the Collaborative Applicant attach a document to receive credit.This will be identified in the question. - All questions marked with an asterisk (*) are mandatory and must be completed in order tosubmit the CoC Application.

For Detailed Instructions click here.

Applicant: Riverside City and County CoC CA-608 CoCProject: CoC Registration and Application FY2015 COC_REG_2015_121688

FY2015 CoC Application 11/18/2015

1A. Continuum of Care (CoC) Identification

Instructions:For guidance on completing this form, please reference the FY 2015 CoC Application DetailedInstructions, the CoC Application Instructional Guides and the FY 2015 CoC Program NOFA.Please submit technical questions to the HUDExchange Ask A Question.

1A-1. CoC Name and Number: CA-608 - Riverside City & County CoC

1A-2. Collaborative Applicant Name: County of Riverside

1A-3. CoC Designation: CA

1A-4. HMIS Lead: County of Riverside



1B. Continuum of Care (CoC) Engagement


1B-1. From the list below, select those organizations and persons thatparticipate in CoC meetings. Then select "Yes" or "No" to indicate if CoCmeeting participants are voting members or if they sit on the CoC Board.

Only select "Not Applicable" if the organization or person does not exist inthe CoC's geographic area.

Organization/Person Categories

Participates in CoC

Meetings

Votes,including electing

CoC Board

Sits onCoC Board

Local Government Staff/Officials Yes Yes Yes

CDBG/HOME/ESG Entitlement Jurisdiction Yes Yes Yes

Law Enforcement Yes Yes No

Local Jail(s) Yes No Yes

Hospital(s) Yes No No

EMT/Crisis Response Team(s) Yes No No

Mental Health Service Organizations Yes Yes Yes

Substance Abuse Service Organizations Yes Yes Yes

Affordable Housing Developer(s) Yes Yes No

Public Housing Authorities Yes Yes Yes

CoC Funded Youth Homeless Organizations Yes Yes No

Non-CoC Funded Youth Homeless Organizations Yes Yes Yes

School Administrators/Homeless Liaisons Yes Yes Yes

CoC Funded Victim Service Providers Yes Yes Yes

Non-CoC Funded Victim Service Providers Yes Yes No

Street Outreach Team(s) Yes Yes Yes

Youth advocates Yes Yes No

Agencies that serve survivors of human trafficking Yes Yes No

Other homeless subpopulation advocates Yes Yes Yes

Homeless or Formerly Homeless Persons Yes Yes Yes

Veteran service providers Yes Yes Yes

Faith-Based Organizations Yes Yes Yes

Businesses Yes Yes No



1B-1a. Describe in detail how the CoC solicits and considers the full rangeof opinions from individuals or organizations with knowledge ofhomelessness in the geographic area or an interest in preventing andending homelessness in the geographic area. Please provide twoexamples of organizations or individuals from the list in 1B-1 to answerthis question. (limit 1000 characters)

CoC committees made up of a broad range of organizations meet on a regularbasis and routinely solicit opinions and feedback of organizations serving keyhomeless subpopulations or chronic homeless. Examples of this includeVeteran providers such as the VA and CoC housing providers that are on theCoC Board that have contributed their knowledge and perspective to help ourCoC’s effort to end veteran homelessness that may not have happenedotherwise, including a “takedown” list of names of homeless vets that will behoused by the end of (or near) 2015 through an interagency group that meetsweekly and is part of the CoC. CoC member Operation SafeHouse youthadvocates have also contributed knowledge in ending youth homelessness byhelping adopt ways to accurately count youth during unsheltered counts;facilitating greater community awareness of issues contributing to LGBTQ youthhomelessness; and ensuring appropriate housing and services are available toaddress such issues.

1B-1b. List Runaway and Homeless Youth (RHY)-funded and other youthhomeless assistance providers (CoC Program and non-CoC Program

funded) who operate within the CoC's geographic area. Then select "Yes"or "No" to indicate if each provider is a voting member or sits on the CoC

Board.

Youth Service Provider (up to 10)

RHYFunded?

Participated as a VotingMember

in at least two CoCMeetings

within the last 12 months (between October 1, 2014 and November 15, 2015).

Sat on the CoC Board asactive

member or official at anypoint

during the last 12 months (between October 1, 2014 and November 15, 2015).

Operation SafeHouse Yes Yes No



1B-1c. List the victim service providers (CoC Program and non-CoCProgram funded) who operate within the CoC's geographic area. Then

select "Yes" or "No" to indicate if each provider is a voting member or sitson the CoC Board.

Victim Service Provider for Survivors of

Domestic Violence (up to 10)

Participated as a Voting Member in at least two CoC Meetings

within the last 12 months (between October 1, 2014 and November 15, 2015).

Sat on CoC Board as active member or

official at any point during the last 12 months

(between October 1, 2014 and November 15, 2015).

Shelter From the Storm Yes Yes

Alternatives to Domestic Violence Yes No

1B-2. Does the CoC intend to meet the timelines for ending homelessnessas defined in Opening Doors?

Opening Doors GoalCoC has

establishedtimeline?

End Veteran Homelessness by 2015 Yes

End Chronic Homelessness by 2017 Yes

End Family and Youth Homelessness by 2020 No

Set a Path to End All Homelessness by 2020 No

1B-3. How does the CoC identify and assign the individuals, committees,or organizations responsible for overseeing implementation of specificstrategies to prevent and end homelessness in order to meet the goals ofOpening Doors? (limit 1000 characters)



Specific committees were tasked with ending homelessness among veterans,youth/families, and CH persons, including the Planning Committee and CESWork Group that is working with the 25 Cities Project to end homelessnessamong vets by 2015. Lead CoC members are Karyn Young-Lowe fromLighthouse (SSVF provider) and Michelle Davis, City of Riverside HousingManager (Mayor’s Challenge), the VA, Housing Authority and others who arehousing vets with HUD VASH/SSVF and outreach and engagement workerswho focus on the chronically homeless and veterans. Path of Life and City ofRiverside also represent effort to end CH by 2016. ESG funders/recipients andCoC agencies serving CH and families are on the Standards/Evaluation Commthat drafted CoC Written Standards for PSH, RRH and TH. CES and ESG/CoCwork groups with CoC/ESG RRH agencies was tasked with endinghomelessness among CH persons and outreach and engagement teams andPSH providers were specifically recruited for this committee.

1B-4. Explain how the CoC is open to proposals from entities that havenot previously received funds in prior CoC Program competitions, even ifthe CoC is not applying for any new projects in 2015.(limit 1000 characters)

The CoC designated Collaborative Applicant issued a public RFP for 2015 CoCfunds and encouraged new agencies to apply. For 2014, the CoC decided toincrease the number of PSH/RRH projects by allowing existing TH projects toreallocate to PSH/RRH and created two new RRH projects (through reallocationof low performing projects) for agencies that have never received CoC funds(Lighthouse and Valley Restart). Factors considered for new projects includes:capacity, track record with federal/state funds, CoC participation, etc. In 2016,the CoC will resume its RFP process and encourage non-HUD funded agenciesto apply. A Technical Assistance workshop for agencies who have neverapplied for CoC funds will be held in spring, 2016. The RFP process will beginat least 4 months prior to the 2016 NOFA release to include newagencies/projects to be created through reallocated monies fromunderperforming projects and/or recaptured unspent funds from existingprojects for new PSH/RRH projects.

1B-5. How often does the CoC invite newmembers

to join the CoC through a publicly availableinvitation?

Quarterly



1C. Continuum of Care (CoC) Coordination


1C-1. Does the CoC coordinate with other Federal, State, local, private andother entities serving homeless individuals and families and those at riskof homelessness in the planning, operation and funding of projects? Only

select "Not Applicable" if the funding source does not exist within theCoC's geographic area.

Funding or Program SourceCoordinates with

Planning, Operation and Funding of

Projects

Housing Opportunities for Persons with AIDS (HOPWA) Yes

Temporary Assistance for Needy Families (TANF) Yes

Runaway and Homeless Youth (RHY) Yes

HeadStart Program No

Other housing and service programs funded through Federal, State and local government resources.

Yes

1C-2. The McKinney-Vento Act, as amended, requires CoCs to participatein the Consolidated Plan(s) (Con Plan(s)) for the geographic area servedby the CoC. The CoC Program interim rule at 24 CFR 578.7(c)(4) requiresthat the CoC provide information required to complete the Con Plan(s)

within the CoC’s geographic area, and 24 CFR 91.100(a)(2)(i) and 24 CFR91.110(b)(1) requires that the State and local Con Plan jurisdiction(s)

consult with the CoC. The following chart asks for information about CoCand Con Plan jurisdiction coordination, as well as CoC and ESG recipient

coordination.CoCs can use the CoCs and Consolidated Plan Jurisdiction Crosswalk to assist in answeringthis question.

Number

Percentage

Number of Con Plan jurisdictions with whom the CoC geography overlaps 12

How many Con Plan jurisdictions did the CoC participate with in their Con Plan development process? 11 91.67%

How many Con Plan jurisdictions did the CoC provide with Con Plan jurisdiction level PIT data? 12 100.00%

How many of the Con Plan jurisdictions are also ESG recipients? 4

How many ESG recipients did the CoC participate with to make ESG funding decisions? 4 100.00%



How many ESG recipients did the CoC consult with in the development of ESG performance standards and evaluation process for ESG funded activities?

4 100.00%

1C-2a. Based on the responses selected in 1C-2, describe in greater detailhow the CoC participates with the Consolidated Plan jurisdiction(s)located in the CoC's geographic area and include the frequency, extent,and type of interactions between the CoC and the Consolidated Planjurisdiction(s).(limit 1000 characters)

Among the 12 Con Plan jurisdictions in the county, 11 have a representative onthe CoC’s Board of Governance that meets 6 times/year and a majority attendCoC member meetings that are also 6 times/year. CoC’s CollaborativeApplicant (CA) assists in writing/updating the County’s Consolidated Planadministered by the County’s Economic Development Agency (EDA) thatincludes the CoC’s strategic plan and goals. The CA interacts with EDA andcities of Riverside and Moreno Valley via email (10 times) and 4-5 in personmeetings per year. The countywide Con Plan is primarily used by other ConPlan jurisdictions in the geographic region. During the 2013/2014 HUD NOFAreview process, representatives from Con Plan jurisdictions participated on theCoC’s Independent Review Panel to review, rank and select new projects to befunded in the HUD CoC Application. The review panel members were selectedby the CoC membership and provide recommendations to the CoC Board ofGovernance for final approval.

1C-2b. Based on the responses selected in 1C-2, describe how the CoC isworking with ESG recipients to determine local ESG funding decisionsand how the CoC assists in the development of performance standardsand evaluation of outcomes for ESG-funded activities.(limit 1000 characters)

The CoC CA, ESG cities and the County EDA began meeting quarterly in 2014to align and streamline the application process for each ESG jurisdiction,establish ESG written standards to ensure continuity in the administration ofESG funding and inform the CoC about funding decisions. The CoC formed aStandards and Evaluation Comm this year that includes representatives fromthe ESG/CoC Coordination work group, ESG recipients, CoC program fundedagencies, CDBG jurisdictions, and other CoC members to collaborate in:creation of ESG/CoC written standards; the selection process; and indeveloping performance goals and measures for ESG funded activities. TheCoC uses information from HMIS, ESG funders and PIT data to determineneeds. ESG funders solicit recommendations from CoC members annually aspart of the prioritization/review process for ESG funding to make a greaterimpact and avoid duplication with CoC program funds aimed at endinghomelessness.



1C-3. Describe the how the CoC coordinates with victim service providersand non-victim service providers (CoC Program funded and non-CoCfunded) to ensure that survivors of domestic violence are providedhousing and services that provide and maintain safety and security.Responses must address how the service providers ensure and maintainthe safety and security of participants and how client choice is upheld.(limit 1000 characters)

CoC has two agencies that respond to DV victims/children. Each focuses onmaintaining safety and security, including confidential emergency shelteraccessed through a 24-hour hotline and referrals to safe housing. ADV in thewest provides a TH program up to 180 days. Referrals to are given to housingservices via the hotline and survivors are assisted with a safety plan and urgedto participate in the Verizon HopeLine secure cell phone loan program and Safeat Home program which provides a secure mailing address, home alarm systemfor their permanent housing, and home number once in permanent housing tomaintain safety. Each DV victim/family is assisted with: completing a safetyplan, obtaining a TRO, assistance with mainstream benefits (i.e. incomesupport), personal care, substance abuse, medical and mental health services,access to safe and stable housing, legal assistance and law enforcementreferrals. CoC policies to ensure safety do not require DV programs to input inHMIS.

1C-4. List each of the Public Housing Agencies (PHAs) within the CoC'sgeographic area. If there are more than 5 PHAs within the CoC’s

geographic area, list the 5 largest PHAs. For each PHA, provide thepercentage of new admissions that were homeless at the time of

admission between October 1, 2014 and March 31, 2015, and indicatewhether the PHA has a homeless admissions preference in its PublicHousing and/or Housing Choice Voucher (HCV) program. (Full creditconsideration may be given for the relevant excerpt from the PHA’s

administrative planning document(s) clearly showing the PHA's homelesspreference, e.g. Administration Plan, Admissions and Continued

Occupancy Policy (ACOP), Annual Plan, or 5-Year Plan, as appropriate).

Public Housing Agency Name

% New Admissions into PublicHousing and Housing Choice

Voucher Program from 10/1/14to 3/31/15 who werehomeless at entry

PHA has General or

LimitedHomelessPreference

Housing Authority of the County of Riverside 20.00% Yes-Both

If you select "Yes--Public Housing," "Yes--HCV," or "Yes--Both" for "PHAhas general or limited homeless preference," you must attach

documentation of the preference from the PHA in order to receive credit.



1C-5. Other than CoC, ESG, Housing Choice Voucher Programs andPublic Housing, describe other subsidized or low-income housingopportunities that exist within the CoC that target persons experiencinghomelessness.(limit 1000 characters)

Additional subsidized/low-income housing targeting those who are homeless inthe CoC region includes: a CalWorks Housing Support Program that providesRRH to 200 homeless families (annually) that receive TANF; HousingOpportunities for Persons With AIDS (HOPWA) for individuals/families withAIDS/HIV+ that provides long-term rental assistance through the HousingOptions Program and Short Term Rental, Mortgage, and Utility Assistancethrough subcontractors in the community that serve this population; and ProjectHOME provides a one-year transitional rental subsidy to assist homelessindividuals and families residing in homeless encampments to obtain permanentrental housing. Program services include: housing navigation; move-inassistance; a 12 month rental subsidy; housing case management; and thecoordination of other supportive services to assist the household in reachingself-sufficiency. 27 households were serviced in FY14/15.

1C-6. Select the specific strategies implemented by the CoC to ensure thathomelessness is not criminalized in the CoC's geographic area. Select allthat apply. For "Other," you must provide a description (2000 character

limit)Engaged/educated local policymakers:

X

Engaged/educated law enforcement:X

Implemented communitywide plans:

No strategies have been implemented:



1D. Continuum of Care (CoC) Discharge Planning


1D-1. Select the systems of care within the CoC's geographic area forwhich there is a discharge policy in place that is mandated by the State,the CoC, or another entity for the following institutions? Check all that

apply.Foster Care:

X

Health Care:X

Mental Health Care:X

Correctional FacilitiesX

None:

1D-2. Select the systems of care within the CoC's geographic area withwhich the CoC actively coordinates to ensure that institutionalized

persons that have resided in each system of care for longer than 90 daysare not discharged into homelessness. Check all that apply.

Foster Care:X

Health Care:X

Mental Health Care:X

Correctional Facilities:X

None:



1D-2a. If the applicant did not check all boxes in 1D-2, explain why there isno coordination with the institution(s) and explain how the CoC plans tocoordinate with the institution(s) to ensure persons discharged are notdischarged into homelessness.(limit 1000 characters)

not-applicable



1E. Centralized or Coordinated Assessment(Coordinated Entry)


CoCs are required by the CoC Program interim rule to establish aCentralized or Coordinated Assessment system – also referred to asCoordinated Entry. Based on the recent Coordinated Entry Policy Brief,HUD’s primary goals for coordinated entry processes are that assistancebe allocated as effectively as possible and that it be easily accessibleregardless of where or how people present for assistance. Mostcommunities lack the resources needed to meet all of the needs of peopleexperiencing homelessness. This combined with the lack of a well-developed coordinated entry processes can result in severe hardships forpersons experiencing homelessness who often face long wait times toreceive assistance or are screened out of needed assistance. Coordinatedentry processes help communities prioritize assistance based onvulnerability and severity of service needs to ensure that people who needassistance the most can receive it in a timely manner. Coordinated entryprocesses also provide information about service needs and gaps to helpcommunities plan their assistance and identify needed resources.

1E-1. Explain how the CoC’s coordinated entry process is designed toidentify, engage, and assist homeless individuals and families that willensure those who request or need assistance are connected to properhousing and services.(limit 1000 characters)

The CES is linked to street outreach efforts to cover the entire CoC geographyareas identified as habitable, so people sleeping on the streets are prioritizedfor assistance in the same way as all other homeless persons. VI-SPDAT isused as an outreach tool that helps determine chronicity and medicalvulnerability. Outreach workers administer VI-SPDAT on the streets,encampments, and out of site areas that identifies the best type of support andhousing that fit their needs, including PSH with a Housing First approach andRRH. CoC advertises the CES process in various ways that include: 1) leavingbusiness cards of outreach workers; 2) leaving flyers that describe the processand CES contact information; 3) leaving information at service sites; 4) leavinginformation at public locations; 5) educating mainstream service providers; and6) at events that attract homeless persons; 7) seasonal shelter programs; 8) 2-1-1 help line; and 9) meal programs at community centers and parks.



1E-2. CoC Program and ESG Program funded projects are required toparticipate in the coordinated entry process, but there are many other

organizations and individuals who may participate but are not required todo so. From the following list, for each type of organization or individual,

select all of the applicable checkboxes that indicate how that organizationor individual participates in the CoC's coordinated entry process. If the

organization or person does not exist in the CoC’s geographic area, select“Not Applicable.” If there are other organizations or persons that

participate not on this list, enter the information, click "Save" at thebottom of the screen, and then select the applicable checkboxes.

Organization/Person Categories

Participates inOngoingPlanning

and Evaluation

Makes Referralsto the

CoordinatedEntry

Process

ReceivesReferralsfrom the

CoordinatedEntry

Process

Operates AccessPoint for

CoordinatedEntry

Process

Participates inCase

ConferencingNot

Applicable

Local Government Staff/OfficialsX X X

CDBG/HOME/EntitlementJurisdiction X X

Law EnforcementX X

Local Jail(s)X

Hospital(s)X X

EMT/Crisis Response Team(s)X X

Mental Health ServiceOrganizations X X X X X

Substance Abuse ServiceOrganizations X X X X X

Affordable Housing Developer(s)X

Public Housing AuthoritiesX X X X X

Non-CoC Funded YouthHomeless Organizations X X

SchoolAdministrators/HomelessLiaisons

X X

Non-CoC Funded Victim ServiceOrganizations X X X

Street Outreach Team(s)X X X X X

Homeless or Formerly HomelessPersons X X X X X



Veterans organizationsX X X X

Faith based organizationsX X X X X



1F. Continuum of Care (CoC) Project Review,Ranking, and Selection

InstructionsFor guidance on completing this form, please reference the FY 2015 CoC Application DetailedInstructions, the CoC Application Instructional Guides and the FY 2015 CoC Program NOFA.Please submit technical questions to the HUDExchange Ask A Question.

1F-1. For all renewal project applications submitted in the FY 2015 CoCProgram Competition complete the chart below regarding the CoC’s

review of the Annual Performance Report(s).

How many renewal project applications were submitted in the FY 2015 CoC Program Competition? 26

How many of the renewal project applications are first time renewals for which the first operating year has not expired yet?

4

How many renewal project application APRs were reviewed by the CoC as part of the local CoC competition project review, ranking, and selection process for the FY 2015 CoC Program Competition?

22

Percentage of APRs submitted by renewing projects within the CoC that were reviewed by the CoCin the 2015 CoC Competition?

100.00%

1F-2. In the sections below, check the appropriate box(s) for each sectionto indicate how project applications were reviewed and ranked for the FY

2015 CoC Program Competition. (Written documentation of the CoC'spublicly announced Rating and Review procedure must be attached.)

Type of Project or Program(PH, TH, HMIS, SSO, RRH, etc.) X

Performance outcomes from APR reports/HMIS

Length of stay

% permanent housing exit destinationsX

% increases in incomeX



Monitoring criteria

Participant EligibilityX

Utilization ratesX

Drawdown ratesX

Frequency or Amount of Funds Recaptured by HUDX

Need for specialized population services

YouthX

Victims of Domestic Violence

Families with Children

Persons Experiencing Chronic HomelessnessX

Veterans

None

1F-2a. Describe how the CoC considered the severity of needs andvulnerabilities of participants that are, or will be, served by the projectapplications when determining project application priority. (limit 1000 characters)

The severity of needs and vulnerabilities, such as significant behavioral healthchallenges, youth coming from streets/unsheltered and need time before theycan move to PH, current/past substance abuse, unable to work, people withdisabilities, and other barriers are always considered and prioritized in theapplication review process. As an example in this year’s application, the THproject for youth (Operation SafeHouse) was ranked in Tier 1 over other THprojects due to the severity of needs of this population. APR data reported inHMIS is analyzed by the CoC and HMIS Council year-round to evaluate projecteffectiveness. Both the CoC and DPSS review TH projects to ensureparticipants are moving into PH and that those entering emergency sheltermove to PH within 90 days. The CoC selects an Independent Review Panel ofCoC members (with no conflict) to review and make recommendations aboutpriority ranking and new reallocated and bonus projects to be included.



1F-3. Describe how the CoC made the local competition review, ranking,and selection criteria publicly available, and identify the public medium(s)used and the date(s) of posting. In addition, describe how the CoC madethis information available to all stakeholders. (Evidence of the publicposting must be attached)(limit 750 characters)

The CoC nominated/selected a review panel of 5 non-conflicted CoC members.Each project completed a “Letter of Intent to Renew” to state information basedon HUD performance criteria identified in 2015 NOFA for panel to review. Thedata was used by the panel to make recommendations for CoC Board approvalto reallocate, select new projects and rank in Tier 1 and 2. Review paneldocuments and BOG minutes/agendas with decisions were made publiclyavailable between May - Oct. 26, 2015 via the DPSS website, County Clerk andemails to the CoC. All documents for the review process were posted to theDPSS website on/before Oct. 16 (attached), except for the last BOG meeting onOct. 29 to decide new projects/ PH bonus and final Tier 2 ranking.

1F-4. On what date did the CoC andCollaborative Applicant publicly post all partsof the FY 2015 CoC Consolidated Application

that included the final project applicationranking? (Written documentation of the

public posting, with the date of the postingclearly visible, must be attached. In addition,evidence of communicating decisions to the

CoC's full membership must be attached.)

11/18/2015

1F-5. Did the CoC use the reallocationprocess in the FY 2015 CoC Program

Competition to reduce or reject projects forthe creation of new projects? (If the CoC

utilized the reallocation process, evidence ofthe public posting of the reallocation process

must be attached.)

Yes



1F-5a. If the CoC rejected projectapplication(s) on what date did the CoC andCollaborative Applicant notify those project

applicants their project application wasrejected in the local CoC competition

process? (If project applications wererejected, a copy of the written notification to

each project applicant must be attached.)

11/03/2015

1F-6. Is the Annual Renewal Demand (ARD) inthe CoC's FY 2015 CoC Priority Listing equal

to or less than the ARD on the final HUD-approved FY 2015 GIW?

Yes



1G. Continuum of Care (CoC) Addressing ProjectCapacity


1G-1. Describe how the CoC monitors the performance of CoC Programrecipients.(limit 1000 characters)

The CA oversees monitoring of projects on behalf of the CoC, including: on-sitemonitoring at 6 months of grant period that focuses on: program review,fiscal/HMIS implementation/compliance, including: HUD/DPSS monitoringissues resolved, documentation of eligibility, individual goal achievement andservice plans, housing quality standards, educational assurances and exitsurveys; HMIS staff monitors for compliance with policies/procedures, dataquality, accuracy, timeliness and bed utilization; Fiscal staff monitors timelyspending of funds, submitting monthly claims, maintaining quarterly drawdowns,documenting eligible expenses/match, etc. The CoC, Board of Governance andHMIS Council review APRs 3 months before grant ends to: verify servingeligible clients; maximizing bed utilization; increased housing stability; ensuresupportive services assist clients to: 1) access mainstream benefits, 2) increaseincome and 3) maintain housing stability; and if there are unspent funds.

1G-2. Did the Collaborative Applicant reviewand confirm that all project applicants

attached accurately completed and currentdated form HUD 50070 and

form HUD-2880 to the Project ApplicantProfile in e-snaps?

Yes

1G-3. Did the Collaborative Applicant includeaccurately completed and appropriately signed form HUD-2991(s) for all project

applications submitted on the CoC Priority Listing?

Yes



2A. Homeless Management Information System(HMIS) Implementation

Intructions:For guidance on completing this form, please reference the FY 2015 CoC Application DetailedInstructions, the CoC Application Instructional Guides and the FY 2015 CoC Program NOFA.Please submit technical questions to the HUDExchange Ask A Question.

2A-1. Does the CoC have a governancecharter that outlines the roles and

responsibilities of the CoC and the HMISLead, either within the charter itself or byreference to a separate document like anMOU? In all cases, the CoC’s governance

charter must be attached to receive credit. Inaddition, if applicable, any separate

document, like an MOU, must also beattached to receive credit.

Yes

2A-1a. Include the page number where theroles and responsibilities of the CoC andHMIS Lead can be found in the attached

document referenced in 2A-1. In addition, inthe textbox indicate if the page number

applies to the CoC's attached governancecharter or the attached MOU.

ALT, pages 3-4

2A-2. Does the CoC have a HMIS Policies andProcedures Manual? If yes, in order to receive

credit the HMIS Policies and ProceduresManual must be attached to the CoC

Application.

Yes

2A-3. Are there agreements in place thatoutline roles and responsibilities between the

HMIS Lead and the Contributing HMISOrganizations (CHOs)?

Yes



2A-4. What is the name of the HMIS softwareused by the CoC (e.g., ABC Software)?

Applicant will enter the HMIS software name(e.g., ABC Software).

ClientTrack

2A-5. What is the name of the HMIS softwarevendor (e.g., ABC Systems)?

Applicant will enter the name of the vendor(e.g., ABC Systems).

ClientTrack



2B. Homeless Management Information System(HMIS) Funding Sources


2B-1. Select the HMIS implementationcoverage area:

Single CoC

* 2B-2. In the charts below, enter the amount of funding from each fundingsource that contributes to the total HMIS budget for the CoC.

2B-2.1 Funding Type: Federal - HUDFunding Source Funding

CoC $344,072

ESG $0

CDBG $0

HOME $0

HOPWA $0

Federal - HUD - Total Amount $344,072

2B-2.2 Funding Type: Other FederalFunding Source Funding

Department of Education $0

Department of Health and Human Services $0

Department of Labor $0

Department of Agriculture $0

Department of Veterans Affairs $0

Other Federal $0

Other Federal - Total Amount $0



2B-2.3 Funding Type: State and LocalFunding Source Funding

City $0

County $86,018

State $0

State and Local - Total Amount $86,018

2B-2.4 Funding Type: PrivateFunding Source Funding

Individual $0

Organization $0

Private - Total Amount $0

2B-2.5 Funding Type: OtherFunding Source Funding

Participation Fees $0

Other - Total Amount $0

2B-2.6 Total Budget for Operating Year $430,090



2C. Homeless Management Information System(HMIS) Bed Coverage


2C-1. Enter the date the CoC submitted the2015 HIC data in HDX, (mm/dd/yyyy):

05/13/2015

2C-2. Per the 2015 Housing Inventory Count (HIC) indicate the number ofbeds in the 2015 HIC and in HMIS for each project type within the CoC. If a

particular housing type does not exist in the CoC then enter "0" for allcells in that housing type.

Project TypeTotal Beds

in 2015 HICTotal Beds in HICDedicated for DV

Total Bedsin HMIS

HMIS BedCoverage Rate

Emergency Shelter beds 720 124 530 88.93%

Safe Haven (SH) beds 0 0 0

Transitional Housing (TH)beds

577 54 523 100.00%

Rapid Re-Housing (RRH)beds

120 0 120 100.00%

Permanent SupportiveHousing (PSH) beds

1,023 0 591 57.77%

Other Permanent Housing(OPH) beds

0 0 0

2C-2a. If the bed coverage rate for any housing type is 85% or below,describe how the CoC plans to increase this percentage over the next 12months.(limit 1000 characters)



The low PSH beds are because 427 VASH households (of 539 total) have notbeen entered into HMIS. When these are in HMIS, the total number of bedswould be 1,018, which will increase the HMIS coverage rate to nearly 100%.The CA and HMIS Lead Agency (DPSS), has met with the Housing Authority(HA) and the Veterans’ Administration (VA) to determine who will be enteringthe HUD VASH voucher data into HMIS. DPSS has also discussed with ourtechnical assistance (TDA) consultants. It was agreed that staff resources (theHA’s and the VA’s) need to remain focused on housing homeless veterans toget to meet the Opening Doors goal to get to zero by the end of 2015 (or soonafter). After our CoC accomplishes this, the CoC and CA will do the following toincrease this percentage over the next 12 months: 1) DPSS/HMIS staff continueto input missing VASH data retrieved by HA; and 2) DPSS will meet with HAand VA in early 2016 to determine roles/responsibilities for inputting futureVASH data.

2C-3. HUD understands that certain projects are either not required to ordiscouraged from participating in HMIS, and CoCs cannot require this ifthey are not funded through the CoC or ESG programs. This does NOTinclude domestic violence providers that are prohibited from enteringclient data in HMIS. If any of the project types listed in question 2C-2

above has a coverage rate of 85% or below, and some or all of these ratescan be attributed to beds covered by one of the following programs types,

please indicate that here by selecting all that apply from the list below.(limit 1000 characters)

VA Domiciliary (VA DOM):

VA Grant per diem (VA GPD):

Faith-Based projects/Rescue mission:

Youth focused projects:

HOPWA projects:

Not Applicable:X

2C-4. How often does the CoC review orassess its HMIS bed coverage?

Monthly



2D. Homeless Management Information System(HMIS) Data Quality


2D-1. Indicate the percentage of unduplicated client records with null ormissing values and the percentage of "Client Doesn't Know" or "Client

Refused" during the time period of October 1, 2013 through September 30,2014.

UniversalData Element

PercentageNull orMissing

Percentage Client

Doesn'tKnow

or Refused

3.1 Name 0% 0%

3.2 Social Security Number 1% 8%

3.3 Date of birth 0% 0%

3.4 Race 0% 0%

3.5 Ethnicity 0% 0%

3.6 Gender 0% 0%

3.7 Veteran status 0% 0%

3.8 Disabling condition 0% 0%

3.9 Residence prior to project entry 2% 0%

3.10 Project Entry Date 0% 0%

3.11 Project Exit Date 0% 0%

3.12 Destination 0% 32%

3.15 Relationship to Head of Household 0% 0%

3.16 Client Location 0% 0%

3.17 Length of time on street, in an emergency shelter, or safe haven 19% 0%

2D-2. Identify which of the following reports your HMIS generates. Selectall that apply:

CoC Annual Performance Report (APR):X

ESG Consolidated Annual Performance and Evaluation Report (CAPER):X

Annual Homeless Assessment Report (AHAR) table shells:X



None

2D-3. If you submitted the 2015 AHAR, howmany AHAR tables (i.e., ES-ind, ES-family,

etc) were accepted and used in the last AHAR?

12

2D-4. How frequently does the CoC reviewdata quality in the HMIS?

Monthly

2D-5. Select from the dropdown to indicate ifstandardized HMIS data quality reports are

generated to review data quality at the CoClevel, project level, or both?

Both Project and CoC

2D-6. From the following list of federal partner programs, select the onesthat are currently using the CoC's HMIS.

VA Supportive Services for Veteran Families (SSVF):X

VA Grant and Per Diem (GPD):X

Runaway and Homeless Youth (RHY):X

Projects for Assistance in Transition from Homelessness (PATH):X

None:

2D-6a. If any of the federal partner programs listed in 2D-6 are notcurrently entering data in the CoC's HMIS and intend to begin enteringdata in the next 12 months, indicate the federal partner program and theanticipated start date.(limit 750 characters)



Not applicable.



2E. Continuum of Care (CoC) Sheltered Point-in-Time (PIT) Count


The data collected during the PIT count is vital for both CoCs and HUD.Communities need accurate data to determine the size and scope ofhomelessness at the local level so they can best plan for services andprograms that will appropriately address local needs and measureprogress in addressing homelessness. HUD needs accurate data tounderstand the extent and nature of homelessness throughout thecountry, and to provide Congress and the Office of Management andBudget (OMB) with information regarding services provided, gaps inservice, and performance. This information helps inform Congress'funding decisions, and it is vital that the data reported is accurate and ofhigh quality.

2E-1. Did the CoC approve the final shelteredPIT count methodology for the 2015 sheltered

PIT count?

Yes

2E-2. Indicate the date of the most recentsheltered PIT count (mm/dd/yyyy):

01/27/2015

2E-2a. If the CoC conducted the sheltered PITcount outside of the last 10 days of January

2015, was an exception granted by HUD?

Not Applicable

2E-3. Enter the date the CoC submitted thesheltered PIT count data in HDX,

(mm/dd/yyyy):

05/13/2015



2F. Continuum of Care (CoC) Sheltered Point-in-Time (PIT) Count: Methods


2F-1. Indicate the method(s) used to count sheltered homeless personsduring the 2015 PIT count:

Complete Census Count:X

Random sample and extrapolation:

Non-random sample and extrapolation:

2F-2. Indicate the methods used to gather and calculate subpopulationdata for sheltered homeless persons:

HMIS:X

HMIS plus extrapolation:

Interview of sheltered persons:

Sample of PIT interviews plus extrapolation:

2F-3. Provide a brief description of your CoC's sheltered PIT countmethodology and describe why your CoC selected its sheltered PIT countmethodology.(limit 1000 characters)



The CoC began doing the shelter-based count using data extracted from theHMIS database in 2013 and it has been used since due to its effectiveness. Thesheltered count includes all individuals who stayed in ES or TH on the night ofJanuary 27, 2015. The methods used were three-fold: 1) Right before the point-in-time sheltered count, the 2014 HIC was updated to include any new ES andTH, and overflow beds; 2) Each provider of each ES and TH program includedin the HIC were asked to complete a provider survey form that included all ofthe information contained in the HIC including the number of total beds thatwere occupied; and, 3) HMIS was used to verify the total beds that wereoccupied for HIC listed ES and TH programs. Numbers that were different werereconciled and the reconciled numbers were used to update the 2015 HIC. As aresult, these three steps allowed the CoC to capture the necessary data tocomplete a sheltered count for HUD funded and non-HUD funded ES and THprograms.

2F-4. Describe any change in methodology from your sheltered PIT countin 2014 to 2015, including any change in sampling or extrapolationmethod, if applicable. Do not include information on changes to theimplementation of your sheltered PIT count methodology (e.g., enhancedtraining and change in partners participating in the PIT count).(limit 1000 characters)

There was no change in the sheltered Point-in-Time Count methodology from2014-2015.

2F-5. Did your CoC change its providercoverage in the 2015 sheltered count?

Yes

2F-5a. If "Yes" in 2F-5, then describe the change in provider coverage inthe 2015 sheltered count.(limit 750 characters)

There are two new providers approved in the 2014 NOFA. The bed coveragewas not included in the 2015 PIT and HIC because the start date for the twonew projects was not until July 1, 2015.



2G. Continuum of Care (CoC) Sheltered Point-in-Time (PIT) Count: Data Quality


2G-1. Indicate the methods used to ensure the quality of the data collectedduring the sheltered PIT count:

Training:X

Provider follow-up:X

HMIS:X

Non-HMIS de-duplication techniques:

2G-2. Describe any change to the way your CoC implemented its shelteredPIT count from 2014 to 2015 that would change data quality, includingchanges to training volunteers and inclusion of any partner agencies inthe sheltered PIT count planning and implementation, if applicable. Do notinclude information on changes to actual sheltered PIT countmethodology (e.g., change in sampling or extrapolation method).(limit 1000 characters)

In the 2015 sheltered count, changes made to improve the data qualityincluded: 1) specific instructions were sent to HMIS participating agencies priorto the count reminding them to enter their shelter data into the system withinseven days for any clients who entered/exited on the night of Jan. 27; 2) Twoadditional reminders were sent asking agencies to have all data entered andcorrected by the stated deadline; 3) The data extraction added some steps:First, the PIT Count report was pulled from the HMIS system for allorganizations registered in HMIS. Data integrity tests were then performed onthe HMIS data. Second, all homeless shelters in HMIS were also surveyed; and4) All survey information was then reconciled with data entered in HMIS. A finalreview of all the data was conducted for accuracy.



2H. Continuum of Care (CoC) Unsheltered Point-in-Time (PIT) Count


The unsheltered PIT count assists communities and HUD to understandthe characteristics and number of people with a primary nighttimeresidence that is a public or private place not designed for or ordinarilyused as a regular sleeping accommodation for human beings, including acar, park, abandoned building, bus or train station, airport, or campingground. CoCs are required to conduct an unsheltered PIT count every 2years (biennially) during the last 10 days in January; however, CoCs arestrongly encouraged to conduct the unsheltered PIT count annually, at thesame time that it does the annual sheltered PIT count. The last official PITcount required by HUD was in January 2015.

2H-1. Did the CoC approve the finalunsheltered PIT count methodology for the

most recent unsheltered PIT count?

Yes

2H-2. Indicate the date of the most recentunsheltered PIT count (mm/dd/yyyy):

01/27/2015

2H-2a. If the CoC conducted the unshelteredPIT count outside of the last 10 days of

January 2015, was an exception granted byHUD?

Not Applicable

2H-3. Enter the date the CoC submitted theunsheltered PIT count data in HDX

(mm/dd/yyyy):

05/13/2015



2I. Continuum of Care (CoC) Unsheltered Point-in-Time (PIT) Count: Methods


2I-1. Indicate the methods used to count unsheltered homeless personsduring the 2015 PIT count:

Night of the count - complete census:X

Night of the count - known locations:

Night of the count - random sample:

Service-based count:X

HMIS:

2I-2. Provide a brief description of your CoC's unsheltered PIT countmethodology and describe why your CoC selected its unsheltered PITcount methodology.(limit 1000 characters)

The unsheltered methodology consisted of a complete census street-basedcount and a service-based count conducted within seven days of the count.Volunteers were deployed to count and survey the unsheltered homelesspopulation using street based (interview and observational tools) and service-based interview surveys. A deduplication method was implemented to accountfor individuals who may have been interviewed multiple times which consistedof creating a unique identifier using several fields from the survey. Thededuplication method for the observational surveys used the following fields tocreate a unique identifier (reason for observational tool, type of location, ageobserved, perceived gender, and perceived race). Creation of the uniqueidentifier was conducted in a statistical database using an algorithm with theidentified information to generate a unique ID for each individual counted. Thisprocess allowed data analysts to easily identify and eliminate duplicate records.



2I-3. Describe any change in methodology from your unsheltered PITcount in 2014 (or 2013 if an unsheltered count was not conducted in 2014)to 2015, including any change in sampling or extrapolation method, ifapplicable. Do not include information on changes to implementation ofyour sheltered PIT count methodology (e.g., enhanced training andchange in partners participating in the count).(limit 1000 characters)

not-applicable

2I-4. Does your CoC plan on conducting an unsheltered PIT count in 2016?

Yes

(If “Yes” is selected, HUD expects the CoC to conduct an unsheltered PIT count in 2016. Seethe FY 2015 CoC Program NOFA, Section VII.A.4.d. for full information.)



2J. Continuum of Care (CoC) Unsheltered Point-in-Time (PIT) Count: Data Quality


2J-1. Indicate the steps taken by the CoC to ensure the quality of the datacollected for the 2015 unsheltered population PIT count:

Training:X

"Blitz" count:X

Unique identifier:X

Survey question:X

Enumerator observation:X

None:

2J-2. Describe any change to the way the CoC implemented theunsheltered PIT count from 2014 (or 2013 if an unsheltered count was notconducted in 2014) to 2015 that would affect data quality. This includeschanges to training volunteers and inclusion of any partner agencies inthe unsheltered PIT count planning and implementation, if applicable. Donot include information on changes to actual methodology (e.g., changein sampling or extrapolation method). (limit 1000 characters)



A significant change between the implementation of the 2013 and 2015 countwas the use of the observational survey tool. The primary goal for the 2015 PITwas to interview each homeless person. However, it was understoodinterviewing was not feasible under certain circumstances. Thus, anobservational survey was developed to allow interviewers to recordobservational data (perceived gender, ethnicity, age, physical description) forsuspected homeless people encountered during the street count who wereunable/unwilling to engage. The following were reasons that volunteers wereinstructed to use an observational tool: There were barriers to enter the site; sitewas unsafe to enter; the individual refused to participate; the person wassleeping; there was a language barrier; or the person was unable to respond(i.e., mental issues, intoxication, etc.). This observational tool was used duringboth the general PIT street-based count and the separate youth street-basedcount.



3A. Continuum of Care (CoC) SystemPerformance


3A-1. Performance Measure: Number of Persons Homeless - Point-in-TimeCount.

* 3A-1a. Change in PIT Counts of Sheltered and Unsheltered HomelessPersons

Using the table below, indicate the number of persons who were homeless at a Point-in-Time(PIT) based on the 2014 and 2015 PIT counts as recorded in the Homelessness Data Exchange(HDX).

2014 PIT(for unsheltered count, most

recent year conducted)

2015 PIT Difference

Universe: Total PIT Count of sheltered andunsheltered persons

2,978 2,372 -606

Emergency ShelterTotal

550 609 59

Safe Haven Total 0 0 0

Transitional HousingTotal

540 275 -265

Total Sheltered Count 1,090 884 -206

Total Unsheltered Count 1,888 1,488 -400

3A-1b. Number of Sheltered Persons Homeless - HMIS.Using HMIS data, CoCs must use the table below to indicate the number of homeless personswho were served in a sheltered environment between October 1, 2013 and September 30, 2014.

BetweenOctober 1, 2013

andSeptember 30, 2014

Universe: Unduplicated Total sheltered homeless persons

5,001

Emergency Shelter Total 4,073

Safe Haven Total 0

Transitional Housing Total 1,215



3A-2. Performance Measure: First Time Homeless.

Describe the CoC’s efforts to reduce the number of individuals andfamilies who become homeless for the first time. Specifically, describewhat the CoC is doing to identify risk factors for becoming homeless forthe first time.(limit 1000 characters)

The CoC identifies risk factors as part of its CES and network of CoC homelessservice providers based on fact-finding with general assistance, mainstream,and prevention assistance providers founded on strong collaboration that existswith key CoC partners that work together to outreach and immediately engageindividuals/families, including: Mental (Behavioral) Health, Housing Authority,VA, City of Riverside, youth and veterans providers that are implementing theCES system. The Standards/Evaluation Comm has written standards thatinclude a CoC homeless RRH prevention strategy with CoC/ESG coordinationin conjunction with CES. Steps to reduce first time homeless include:rental/utility assistance to households with highest likelihood of becominghomeless, such as Emergency Food/Shelter Program (EFSP); and, for familieswith low barriers who become homeless, identifying funding/resources forbridge housing and rapidly re-housing families (using CoC funds and HHSCalWorks funds).

3A-3. Performance Measure: Length of Time Homeless.

Describe the CoC’s efforts to reduce the length of time individuals andfamilies remain homeless. Specifically, describe how your CoC hasreduced the average length of time homeless, including how the CoCidentifies and houses individuals and families with the longest lengths oftime homeless.(limit 1000 characters)

The CoC is implementing a countywide Coordinated Entry System based on the25 Cities project pilot that currently uses HomeLink but will transition to HMIS toassess homeless individuals/families using the VI-SPDAT that tracks the lengthof time a client has been on the streets or in ES. The CoC CA has requestedplanning funds that will provide staffing to measure system-wide performance inHMIS, such as length of time homeless. This will be used to help the CoCprioritize and house those with longest length of time homeless. The planningprocess also included creating a CoC Standards/Evaluation Comm this yearthat is developing strategies to prioritize CH individuals/families with longesttime homeless and most severe needs, including: increasing supply ofPSH/RRH, housing individuals/families identified in CES with the longest timehomeless first; and using HMIS data to record episodes of homelessness anddestination at program exit to track agency and system performance.



* 3A-4. Performance Measure: Successful Permanent Housing Placementor Retention.

In the next two questions, CoCs must indicate the success of its projectsin placing persons from its projects into permanent housing.

3A-4a. Exits to Permanent Housing Destinations:In the chart below, CoCs must indicate the number of persons in CoC funded supportiveservices only (SSO), transitional housing (TH), and rapid re-housing (RRH) project types whoexited into permanent housing destinations between October 1, 2013 and September 30, 2014.



Universe: Persons in SSO, TH and PH-RRH who exited

810

Of the persons in the Universeabove, how many of those exited to permanent destinations?

730

% Successful Exits 90.12%

3A-4b. Exit To or Retention Of Permanent Housing:In the chart below, CoCs must indicate the number of persons who exited from any CoC fundedpermanent housing project, except rapid re-housing projects, to permanent housing destinationsor retained their permanent housing between October 1, 2013 and September 31, 2014.



Universe: Persons in all PH projects except PH-RRH

535

Of the persons in the Universe above,indicate how many of those remained in applicable PH projects and how many of those exited to permanent destinations?

481

% Successful Retentions/Exits 89.91%

3A-5. Performance Measure: Returns to Homelessness:

Describe the CoC’s efforts to reduce the rate of individuals and familieswho return to homelessness. Specifically, describe at least threestrategies your CoC has implemented to identify and minimize returns tohomelessness, and demonstrate the use of HMIS or a comparabledatabase to monitor and record returns to homelessness.(limit 1000 characters)



Currently strategies include: 1) expanding RRH beds; 2) providing wrap-aroundservices with case management; 3) developing landlord liaison relationships;and 4) identifying individuals/families who return to homelessness through theCES. The CoC uses HMIS to: record episodes of homelessness by those whoexit RRH, TH, and PSH; monitor clients' Destination at Exit in APRs (analyzingsystemwide data in 2016 will include a deeper analysis of clients’ destinationand returns to homelessness). The CoC generates percentage of eachdestination data element to ensure how many participants exit to a permanentdestination, and which agency has successful outcomes in housing stability.The CoC CA has requested additional planning funds that will provide staffing tomeasure system-wide performance in HMIS, such as those who return tohomelessness. The CoC Standards/Evaluation Comm will analyze system-wide data and continue to identify strategies to minimize returns tohomelessness.

3A-6. Performance Measure: Job and Income Growth.

Describe specific strategies implemented by CoC Program-fundedprojects to increase the rate by which homeless individuals and familiesincrease income from employment and non-employment sources (includeat least one specific strategy for employment income and one for non-employment related income, and name the organization responsible forcarrying out each strategy).(limit 1000 characters)

Every homeless person entering into a residential component of the CoC isassessed for employment as part of a housing first approach. At least one casemanager identifies and provides the services needed for employable residentsthat include pre-employment supports which likely involve life skills such asproper grooming and confidence-building. Other necessary services include job-readiness activities such as effective resumes and interview preparation, andjob searching are obtained through referrals as noted in 3A-6a. Residents thatare temporarily or not employable are helped with non-employment relatedincome through the County Dpt of Public Social Services (CollaborativeApplicant) which provides a wide-range of cash benefits including CalWorks,CalFresh, General Relief, and Medi-Cal. There are numerous office locations.Case managers help provide transportation when necessary, completenecessary paperwork, and assist residents with follow-up to ensure benefits arereceived.

3A-6a. Describe how the CoC is working with mainstream employmentorganizations to aid homeless individuals and families in increasing theirincome.(limit 1000 characters)



Primary organizations include a Workforce Development Center system underthe Economic Development Agency that helps overcome barriers toemployment which include job preparation, job search, job placement,vocational training, mentorship, career guidance, and assistance meeting youreducational goals. There are programs that tailor these services for veterans,youth, and seniors. The system also provides and supports various events,workshops, and other technical assistance and training activities that also helpovercome barriers. County Dpt of Public Social Services administers theCalWORKs Greater Avenues for Independence (GAIN) program which providesmany services that include job search preparation, on-the-job-training,occupational skills training, hiring through GAIN assistance to potentialemployers, etc and Workforce Connection program which encompassesUnsubsidized Employment; Work Experience; On-the-Job-Training; CommunityService and Subsidized Employment.

3A-7. Performance Measure: Thoroughness of Outreach.

How does the CoC ensure that all people living unsheltered in the CoC'sgeographic area are known to and engaged by providers and outreachteams?(limit 1000 characters)

Coordination between outreach teams and housing and homeless assistanceproviders consists of targeted street outreach to all unsheltered individuals andfamilies including those who are CH and hardest to reach. Outreach workersengage unsheltered persons by entering them into a CES by administering theVI-SPDAT which determines chronicity and medical vulnerability of homelesspersons and helps identify the best type of support and housing interventionsthat fit their needs. For families, placement in shelters as bridge housing onlyoccurs when a family's homelessness cannot be immediately prevented. RRHassistance is provided as quickly as possible in order to limit their stay intemporary housing. For individuals, placement in shelters as bridge housing isneeded when appropriate PH is not yet available. A housing first approach isused so such persons are able to maintain their temporary housing and in orderto help assure that such persons maintain their housing once obtained.

3A-7a. Did the CoC exclude geographic areas from the 2015 unsheltered PIT count where

the CoC determined that there were nounsheltered homeless people, including

areas that are uninhabitable (e.g., deserts)?

Yes

3A-7b. What was the the criteria and decision-making process the CoCused to identify and exclude specific geographic areas from the CoC'sunsheltered PIT count?(limit 1000 characters)



The CoC worked with law and code enforcement teams, and homelessoutreach personnel to identify uninhabitable areas, including mountains anddeserts. The criteria and decision-making process included these key personswho are knowledgeable about geographic areas and homeless encampments,abandoned buildings, etc. Such persons concluded that certain uninhabitableareas did not have any known encampments or other areas where homelesspersons inhabit or sleep. Issues of safety were also considered in the decision-making process.



3B. Continuum of Care (CoC) Performance andStrategic Planning Objectives

Objective 1: Ending Chronic Homelessness


Opening Doors, Federal Strategic Plan to Prevent and End Homelessness(as amended in 2015) establishes the national goal of ending chronichomelessness. Although the original goal was to end chronichomelessness by the end of 2015, that goal timeline has been extended to2017. HUD is hopeful that communities that are participating in the Zero:2016 technical assistance initiative will continue to be able to reach thegoal by the end of 2016. The questions in this section focus on thestrategies and resources available within a community to help meet thisgoal.

3B-1.1. Compare the total number of chronically homeless persons, whichincludes persons in families, in the CoC as reported by the CoC for the

2015 PIT count compared to 2014 (or 2013 if an unsheltered count was notconducted in 2014).

2014(for unsheltered count,

most recentyear conducted)

2015 Difference

Universe: Total PIT Count ofsheltered and unsheltered chronically homelesspersons

1,117 532 -585

Sheltered Count of chronicallyhomeless persons

47 113 66

Unsheltered Count of chronicallyhomeless persons

1,070 419 -651

3B-1.1a. Using the "Differences" calculated in question 3B-1.1 above,explain the reason(s) for any increase, decrease, or no change in theoverall TOTAL number of chronically homeless persons in the CoC, aswell as the change in the unsheltered count, as reported in the PIT countin 2015 compared to 2014. To possibly receive full credit, both the overalltotal and unsheltered changes must be addressed.(limit 1000 characters)



During the last two years, there has been a significant decrease overall in CH.This can be attributed to the CoC's focused effort to increase the number ofPSH beds in our inventory for CH and also due to the work being done as a partof the VA/HUD 25 Cities Project and ZERO 2016 initiatives that the RiversideCity/County CoC has been doing related to ending homelessness among Vetsby 2015 and CH by 2016. This effort includes: 1) implementation of the CES; 2)A community team of housing navigators that have been meeting weekly sinceMay 2013 to coordinate outreach efforts to CH persons and to overcomebarriers to housing; and 3) nearly 550 chronically homeless veterans werehoused through HUD VASH vouchers. Conversely, the number of sheltered CHincreased slightly for the same reasons that the CH unsheltered decreased: thecoordination to house CH has resulted in more CH in shelter waiting to bepermanently housed.

3B-1.2. From the FY 2013/FY 2014 CoC Application: Describe the CoC'stwo year plan (2014-2015) to increase the number of permanent supportivehousing beds available for chronically homeless persons and to meet theproposed numeric goals as indicated in the table above. Response shouldaddress the specific strategies and actions the CoC will take to achievethe goal of ending chronic homelessness by the end of 2015.(read only)

The CoC has begun to implement a two year plan that will increase the numberof PSH beds for CH persons. The plan consists on increasing the number ofPSH for CH persons by 1) encouraging PSH programs that do not serve 100%CH to serve 100% CH; 2) requiring PSH programs to fill vacant beds with CH;3) maintaining CoC funded TH beds for youth ages 18 – 24 and victims of DVand reallocating other CoC funded TH beds to PSH for CH; 4) reallocating CoCfunded SSO projects to PSH for CH; 5) supporting the creation of PSH for CHpersons through non-CoC sources of funding. Such funds include state, county,and city funding sources. Support will include funding for the acquisition,rehabilitation, and new construction of units and beds for CH persons; and 6)supporting private investments such as social impact bonds or financing andprivate foundation grants to support the operations of a PSH for CH. CoC willoffer training workshops as well as on-site technical consultation to provideassistance to PSH staff and board members. Presently, 216 or 29% of 735 PSHbeds are for CH. CoC will monitor the action steps noted above throughout theyear through the CoC ranking and review process.

3B-1.2a. Of the strategies listed in the FY 2013/FY 2014 CoC Applicationrepresented in 3B-1.2, which of these strategies and actions wereaccomplished?(limit 1000 characters)



The CoC began implementing all activities in the two year plan noted in 3B-1.2in Feb. 2014; and all strategies were accomplished or in process and on-goingthrough the written standards, CES, and CoC-wide planning. These include: 1)Encouraging PSH programs to serve 100% CH (2/2014); and 2) Require PSHprograms to fill vacant beds with CH (2/14; 3) CoC has maintained TH beds foryouth and reallocated one TH project to PSH for CH (2/14). A DV TH projectwas reallocated in 2014 due to low performance, however, the CoC willprioritize serving DV victims in future new projects; 4) CoC reallocated all SSOprojects to RRH as per HUD 2013 NOFA; 5) Support creation of PSH throughnon CoC sources: MHSA funds were used for rehab/acquisition to create 45new PSH units since 2013 and 75% are CH; 6) CoC has implemented aFunding & Finance Comm in 3/14 to develop a diverse funding strategy toinclude private investments/financing and private foundation grants to supportoperations of PSH for CH.

3B-1.3. Compare the total number of PSH beds (CoC Program and non-CoC Program funded) that were identified as dedicated for use by

chronically homeless persons on the 2015 Housing Inventory Count, ascompared to those identified on the 2014 Housing Inventory Count.

2014 2015 Difference

Number of CoC Program and non-CoC Program funded PSH beds dedicated for use by chronically homelessness persons identified on the HIC.

216 712 496

3B-1.3a. Explain the reason(s) for any increase, decrease or no change inthe total number of PSH beds (CoC Program and non CoC Programfunded) that were identified as dedicated for use by chronically homelesspersons on the 2015 Housing Inventory Count compared to thoseidentified on the 2014 Housing Inventory Count.(limit 1000 characters)

The primary reason for the increase was due to number of HUD VASHvouchers that were used to house chronically homeless veterans. In 2014, 531vouchers were issued and 0 vouchers were noted in the HIC for chronicallyhomeless veterans. In 2015, however, 1,078 vouchers were noted in the HIC forhomeless veterans and 464 were for chronically homeless veterans. In addition,one TH project was reallocated to PSH for CH persons.

3B-1.4. Did the CoC adopt the orders ofpriority in all CoC Program-funded PSH as

described in Notice CPD-14-012: PrioritizingPersons Experiencing Chronic Homelessness

in Permanent Supportive Housing andRecordkeeping Requirements for

Documenting Chronic Homeless Status ?

Yes



3B-1.4a. If “Yes”, attach the CoC’s writtenstandards that were updated to incorporate

the order of priority in Notice CPD-14-012 andindicate the page(s) that contain the CoC’s

update.

Pages 5-9

3B-1.5. CoC Program funded Permanent Supportive Housing Project Bedsprioritized for serving people experiencing chronic homelessness in

FY2015 operating year.Percentage of CoC Program funded PSH beds

prioritized for chronic homelessnessFY2015 Project

Application

Based on all of the renewal project applications for PSH, enter the estimated number of CoC-funded PSH beds in projects being renewed in the FY 2015 CoC Program Competition that are not designated as dedicated beds for persons experiencing chronichomelessness.

135

Based on all of the renewal project applications for PSH, enter the estimated number of CoC-funded PSH beds in projects beingrenewed in the FY 2015 CoC Program Competition that are not designated as dedicated beds for persons experiencing chronic homelessness that will be made available through turnover in the FY 2015 operating year.

62

Based on all of the renewal project applications for PSH, enter theestimated number of PSH beds made available through turnover that will be prioritized beds for persons experiencing chronic homelessness in the FY 2015 operating year.

62

This field estimates the percentage of turnover beds that will beprioritized beds for persons experiencing chronic homelessnessin the FY 2015 operating year.

100.00%

3B-1.6. Is the CoC on track to meet the goal of ending chronic homelessness by 2017?

Yes

This question will not be scored.

3B-1.6a. If “Yes,” what are the strategies implemented by the CoC tomaximize current resources to meet this goal? If “No,” what resources ortechnical assistance will be implemented by the CoC to reach the goal ofending chronically homeless by 2017?(limit 1000 characters)



In addition to the strategies and resources that are being implemented in 3B-1.2a, the CoC is 1) focusing more intensely on CH individuals and familiesthrough assertive street outreach and engagement into areas andencampments where CH persons are known to live; 2) engaging CHhouseholds through the coordinated entry system to help link them to theappropriate PSH provider and level of supportive services; 3) Identifying otherfunding sources, such as Emergency Food and Shelter Program, that can serveas bridge housing for CH households who need a short-term stay while awaitingpermanent housing availability; 4) connecting CH households to mainstreamresources including Medi-Cal and behavioral health services while awaitingPSH placement; 5) connecting CH households to community resources such asfood, transportation, money management, housing counseling services, etc. toensure they maintain their housing; and 6) emphasizing a consumer-drivenmindset that is choice-based.



3B. Continuum of Care (CoC) Strategic PlanningObjectives

Objective 2: Ending Homelessness Among Households with Children andEnding Youth Homelessness


Opening Doors outlines the goal of ending family (Households withChildren) and youth homelessness by 2020. The following questions focuson the various strategies that will aid communities in meeting this goal.

3B-2.1. What factors will the CoC use to prioritize households withchildren during the FY2015 Operating year? (Check all that apply).

Vulnerability to victimization:

Number of previous homeless episodes:X

Unsheltered homelessness:X

Criminal History:

Bad credit or rental history (including not having been a leaseholder):

Head of household has mental/physical disabilities:X

N/A:



3B-2.2. Describe the CoC's plan to rapidly rehouse every family thatbecomes homeless within 30 days of becoming homeless on the street orentering shelter.(limit 1000 characters)

The CoC’s Standards/Evaluation Comm developed written standards for theCoC to rapidly rehouse families and link them with resources to help themachieve longer-term stability/well-being. CES plays a critical role in providing theright intervention for each homeless family to house them within 30 days. CESis designed to help families avoid entering shelters by offering assistance tohelp them remain in their housing for a short period of time before they moveinto PH. If ES is needed for a family, supportive services are provided to helpensure a stay of no more than 30 days. These services are provided within ahousing first/low barrier environment. RRH assistance is provided to alsoensure that a stay in ES is no more than 30 days and is flexible so families withlower barriers receive modest financial assistance and those with higherbarriers receive moderate assistance. CoC has reallocated TH programs toRRH and has worked with ESG recipients to allocate more funding to RRH.

3B-2.3. Compare the number of RRH units available to serve families fromthe 2014 and 2015 HIC.


RRH units available to serve families in the HIC: 0 29 29

3B-2.4. How does the CoC ensure that emergency shelters, transitionalhousing, and permanent housing (PSH and RRH) providers within the CoC

do not deny admission to or separate any family members from othermembers of their family based on age, sex, or gender when entering

shelter or housing? (check all strategies that apply)CoC policies and procedures prohibit involuntary family separation:

X

There is a method for clients to alert CoC when involuntarily separated:

CoC holds trainings on preventing involuntary family separation, at least once a year: X

None:



3B-2.5. Compare the total number of homeless households with children inthe CoC as reported by the CoC for the 2015 PIT count compared to 2014

(or 2013 if an unsheltered count was not conducted in 2014).

PIT Count of Homelessness Among Households With Children2014

(for unsheltered count,most recent year conducted)

2015 Difference

Universe:Total PIT Count of sheltered and unsheltered homelesshouseholds with children:

180 89 -91

Sheltered Count of homeless households with children:

135 79 -56

Unsheltered Count of homeless households with children:

45 10 -35

3B-2.5a. Explain the reason(s) for any increase, decrease or no change inthe total number of homeless households with children in the CoC asreported in the 2015 PIT count compared to the 2014 PIT count.(limit 1000 characters)

The number of sheltered and unsheltered households with children decreasedfrom 180 in 2013 to 89 in 2015. The reduction in sheltered and unshelteredhouseholds with children is due to an increase in the number of new Rapid Re-Housing beds for households with children that were created in 2014 throughvarious funding sources, including: CoC Program funds, Emergency SolutionsGrant funding, the new CalWORKs Housing Support Program funded by theCalifornia Department of Social Services; and VA SSVF funding for veteranfamilies. The reason for the decrease includes: 1) an increase in CoC fundedRRH for 98 new families; 2) increased ESG funding for RRH for families thatincluded funding for 33 new households; and 3) CalWorks funding for homelessfamilies that began in Nov. 2014 for 150 new families; and VA SSVF funding torapidly rehouse 175 families in 2015 (there was no SSVF funding in 2013).

3B-2.6. Does the CoC have strategies to address the unique needs ofunaccompanied homeless youth (under age 18, and ages 18-24), including

the following:Human trafficking and other forms of exploitation? Yes

LGBTQ youth homelessness? Yes

Exits from foster care into homelessness? Yes

Family reunification and community engagement? Yes

Positive Youth Development, Trauma Informed Care, and the use of Risk and Protective Factors in assessing youth housing and service needs?

Yes

Unaccompanied minors/youth below the age of 18? Yes



3B-2.6a. Select all strategies that the CoC uses to address homeless youthtrafficking and other forms of exploitation.

Diversion from institutions and decriminalization of youth actions that stem from being trafficked:X

Increase housing and service options for youth fleeing or attempting to flee trafficking:X

Specific sampling methodology for enumerating and characterizing local youth trafficking:X

Cross systems strategies to quickly identify and prevent occurrences of youth trafficking:X

Community awareness training concerning youth trafficking:X

N/A:

3B-2.7. What factors will the CoC use to prioritize unaccompanied youth(under age 18, and ages 18-24) for housing and services during the FY2015

operating year? (Check all that apply)Vulnerability to victimization:

X

Length of time homeless:X

Unsheltered homelessness:X

Lack of access to family and community support networks:X

N/A:

3B-2.8. Using HMIS, compare all unaccompanied youth (under age 18, andages 18-24) served in any HMIS contributing program who were in an

unsheltered situation prior to entry in FY 2013 (October 1, 2012 -September 30, 2013) and FY 2014 (October 1, 2013 - September 30, 2014).



FY 2013(October 1, 2012 -

September 30, 2013)

FY 2014 (October 1, 2013 -

September 30, 2104)Difference

Total number of unaccompanied youth served in HMIS contributing programs who were in an unsheltered situation prior to entry:

184 172 -12

3B-2.8a. If the number of unaccompanied youth and children, and youth-headed households with children served in any HMIS contributingprogram who were in an unsheltered situation prior to entry in FY 2014 islower than FY 2013, explain why.(limit 1000 characters)

There was a small decrease that can be attributed to the increase in resourcesto the region for unaccompanied youth and children, including services andfunding that focuses on human trafficking and other forms of exploitation.

3B-2.9. Compare funding for youth homelessness in the CoC's geographicarea in CY 2015 to projected funding for CY 2016.

Calendar Year 2015 Calendar Year 2016 Difference

Overall funding for youthhomelessness dedicated projects (CoC Program and non-CoC Program funded):

$523,287.00 $523,287.00 $0.00

CoC Program funding for youthhomelessness dedicated projects:

$138,342.00 $138,342.00 $0.00

Non-CoC funding for youthhomelessness dedicated projects (e.g. RHY or other Federal, Stateand Local funding):

$384,945.00 $384,945.00 $0.00

3B-2.10. To what extent have youth housing and service providers and/orState or Local educational representatives, and CoC representatives

participated in each other's meetings over the past 12 months?Cross-Participation in Meetings # Times

CoC meetings or planning events attended by LEA or SEA representatives: 4

LEA or SEA meetings or planning events (e.g. those about child welfare,juvenille justice or out of school time) attended by CoC representatives:

4

CoC meetings or planning events attended by youth housing and service providers (e.g. RHY providers):

6

3B-2.10a. Given the responses in 3B-2.10, describe in detail how the CoCcollaborates with the McKinney-Vento local eduction liaisons and Stateeducational coordinators.(limit 1000 characters)



The CoC collaborates with local education agencies through the county’s officeof education which provides a homeless liaison to each of the 23 school districtswho work to remove enrollment barriers, increase school attendance, andultimately improve the academic success of homeless children and youth underthe McKinney-Vento Homeless Education Assistance Act. The HomelessLiaison Coordinator for the county serves on the CoC Board. The Riverside andMoreno Valley LEAs this year received new state Local Control andAccountability Plan funds to hire 14 new counselors to outreach to homelessyouth and help pay for homeless-youth services such as bus passes andoutreach events. The funding will also help pay for homework assistance atshelters and nutritional services, books and backpacks. The CoC partnered withthe county Office of Education to do a 2015 homeless youth PIT count andoutreach events. This is the first time a youth count was done in the county.

3B-2.11. How does the CoC make sure that homeless participants areinformed of their eligibility for and receive access to educationalservices? Include the policies and procedures that homeless serviceproviders (CoC and ESG Programs) are required to follow. In addition,include how the CoC, together with its youth and educational partners(e.g. RHY, schools, juvenilee justice and children welfare agencies),identifies participants who are eligible for CoC or ESG programs.(limit 2000 characters)

The CoC collaborates with local education agencies through the RiversideCounty Office of Education which provides a homeless liaison to each of the 23school districts who work to remove enrollment barriers, increase schoolattendance, and ultimately improve the academic success of homeless childrenand youth under the McKinney-Vento Homeless Education Assistance Act. TheRCOE homeless liaison serves on the CoC board and works closely with theCoC leadership to inform the CoC of policies and procedures in place wherehomeless students and families are informed of eligibility in homeless servicesand access to educational services in each of the county’s 23 school districts.The CoC and Office of Education continue to partner to inform homelessfamilies of their eligibility for education services which includes making sure thatfamilies are aware of educational rights as part of regular school mailings andhandouts at the beginning of school year. The CoC works closely withOperation Safehouse, a RHY and CoC Program funded agency providingTransitional Housing to homeless and runaway youth and the DPSS Childrens’Services Division which serves foster youth who transition into homelessnessand children who are removed from their homes and displaced in othercommunities and school districts and are referred to CoC and ESG programs.This also includes Family Reunification services. This year DPSS received $1million to provide rapid rehousing to homeless families with children receivingTANF who are given information about educational services available to themas part of the DPSS Family Stabilization Services.



3B. Continuum of Care (CoC) Performance andStrategic Planning Objectives

Objective 3: Ending Veterans Homelessness


Opening Doors outlines the goal of ending Veteran homelessness by theend of 2015. The following questions focus on the various strategies thatwill aid communities in meeting this goal.

3B-3.1. Compare the total number of homeless Veterans in the CoC asreported by the CoC for the 2015 PIT count compared to 2014 (or 2013 if an

unsheltered count was not conducted in 2014).2014 (for unsheltered count, most recent

year conducted)2015 Difference

Universe: Total PIT count of sheltered and unsheltered homeless veterans:

285 223 -62

Sheltered count of homeless veterans: 104 121 17

Unsheltered count of homelessveterans:

181 102 -79

3B-3.1a. Explain the reason(s) for any increase, decrease or no change inthe total number of homeless veterans in the CoC as reported in the 2015PIT count compared to the 2014 PIT count.(limit 1000 characters)



The total number of homeless veterans reported in the 2015 PIT countdecreased from 181 in 2013 to 102 in 2015. While the overall count andunsheltered count decreased, the sheltered count increased by 17 veterans.The reasons for the overall decrease include: 1) 133 HUD-VASH vouchers wereawarded for FY 2013 and 2014 of which 58 were TBV and 75 were PBV; 2) 26TBV vouchers were awarded in 2014; 3) two SSVF grants totaling $1,310,088were awarded in 2014; 4) The coordinated effort of key partner agencies,including the VA, Housing Authority, Veterans’ providers and CoC housingproviders, as part of the 25 Cities Project and Veterans’ Community PlanningGroup that meets weekly to coordinate specialized veterans outreach teams(mental health, VA, SSVF agencies) and effective and swift housing placementof veterans to be housed. The reason for the slight increase in the shelteredcount is due to engagement of more homeless veterans in ES and TH whilewaiting to be housed in PH.

3B-3.2. How is the CoC ensuring that Veterans that are eligible for VAservices are identified, assessed and referred to appropriate resources,i.e. HUD-VASH and SSVF?(limit 1000 characters)

There are several ways: 1) Creating a homeless veteran “take down” list byname and agency responsible for navigating veterans to appropriate housingand services; 2) Implementing a CES where veterans outreach teams, housingproviders and other homeless services staff enter veterans into the system, andthe list, that helps match them to appropriate housing and services, includingVASH, SSVF, ESG and CoC programs; 3) Coordinating an interagency groupthat meets weekly to case conference and create and implement action plansfor veterans on the list who been determined to be eligible for VA services; 4)Assigning veterans to housing navigators that help identify housing, includingbridge housing if needed, and help veterans obtain and maintain PH; 5)Implementing a Housing First approach that moves veterans into PH as quicklyas possible with right level of services; and 6) Ensuring that right level ofservices including connections to employment and legal services if needed.

3B-3.3. For Veterans who are not eligible for homeless assistance throughthe U.S Department of Veterans Affairs Programs, how is the CoCprioritizing CoC Program-funded resources to serve this population?(limit 1000 characters)



CoC Program-funded projects prioritize veterans and their families who cannotbe effectively assisted with VA services. When it is determined in weeklycoordination meetings of veterans outreach and housing agencies that aveteran cannot be effectively assisted with VA housing and services and hasthe same level of need as a non-veteran (as determined using the VI-SPDATassessment tool) the veteran receives priority in CES. In addition to the CoCProgram-funded resources noted above, other such resources include Section8 Housing Choice Voucher Program; HOPWA, and HOME Program (HOME)tenant-based rental assistance. CoC beds dedicated for homeless veterans areprioritized for veterans ineligible for VA services when they are vacant. The 25Cities Project Community Team meets weekly to case conference and review aby-name “take down” list of homeless veterans to be housed, including ineligibleveterans.

3B-3.4. Compare the total number of homeless Veterans in the CoC ANDthe total number of unsheltered homeless Veterans in the CoC, as

reported by the CoC for the 2015 PIT Count compared to the 2010 PITCount (or 2009 if an unsheltered count was not conducted in 2010).

2010 (or 2009 if anunsheltered count wasnot conducted in 2010)

2015 % Difference

Total PIT count of sheltered andunshelteredhomeless veterans:

120 121 0.83%

Unsheltered count of homelessveterans:

90 102 13.33%

3B-3.5. Indicate from the dropdown whether you are on target to end Veteran

homelessness by the end of 2015.

Yes

This question will not be scored.

3B-3.5a. If “Yes,” what are the strategies being used to maximize yourcurrent resources to meet this goal? If “No,” what resources or technicalassistance would help you reach the goal of ending Veteranhomelessness by the end of 2015?(limit 1000 characters)



Riverside County is working with the 25 Cities Project Community andLeadership teams and an intercounty Veterans Advisory group with SanBernardino County that meets weekly and review a two-county by-name “takedown” list of homeless veterans. There are 382 homeless veterans on theRiverside County take down list (as of Jan. 1, 2015). The most recent update ofthe list shows that 327 homeless veterans have been housed to date. Keypartners in the weekly coordination effort include: VA, SSVF housing providers(serving both counties), Housing Authority, DPSS and the City of Riverside.The City of Riverside’s Mayor, Rusty Bailey, is participating in the USICHMayor’s Challenge to End Homelessness Among Veterans. Based on thesestrategies and effort, the County and City of Riverside will reach the goal by theend of 2015 or in early 2016.



4A. Accessing Mainstream Benefits


4A-1. Does the CoC systematically provideinformation

to provider staff about mainstream benefits,including

up-to-date resources on eligibility andmainstream

program changes that can affect homelessclients?

Yes

4A-2. Based on the CoC's FY 2015 new and renewal project applications,what percentage of projects have demonstrated that the project isassisting project participants to obtain mainstream benefits, which

includes all of the following within each project: transportation assistance,use of a single application, annual follow-ups with participants, and SOAR-

trained staff technical assistance to obtain SSI/SSDI?

FY 2015 Assistance with Mainstream BenefitsTotal number of project applications in the FY 2015 competition (new and renewal):

29

Total number of renewal and new project applications that demonstrate assistance to project participants to obtain mainstream benefits (i.e. In a Renewal Project Application, “Yes” is selected for Questions 3a, 3b, 3c, 4, and 4a on Screen 4A. In a New Project Application, "Yes" is selected for Questions 5a, 5b, 5c, 6, and 6a on Screen 4A).

28

Percentage of renewal and new project applications in the FY 2015 competition that have demonstrated assistance to project participants to obtain mainstream benefits:

97%

4A-3. List the healthcare organizations you are collaborating with tofacilitate health insurance enrollment (e.g. Medicaid, Affordable Care Actoptions) for program participants. For each healthcare partner, detail thespecific outcomes resulting from the partnership in the establishment ofbenefits for program participants.(limit 1000 characters)



California has MediCaid expansion (Covered California). At intake, CoCproviders immediately identify mainstream benefit eligibility, including MediCal,and assist in enrolling. DPSS received state funding to enroll 60,000 people inMediCal and in July, 2015 contracted with 3 non-profits to identity,engage/enroll eligible homeless people in Medicaid: 1) El Sol NeighborhoodEducational Center: links poor communities with access to healthcare and safe,affordable housing; 2) Urban Community Action Projects, Health to HopeClinics’ health care services collaborates with the CoC to employ streetoutreach teams and medical mobile clinic to do outreach/enrollment healthcareand goes to people living on the streets; and 3) Community Connect, operatorof the county’s 211 resource/referral system. Two positive outcomes: Health toHope enrolled 350 homeless people in ACA since July 1, 2015; Clinicas DeSalud is co-located at Martha’s Village TH program and assists clients with ACAenrollment.

4A-4. What are the primary ways that the CoC ensures that programparticipants with health insurance are able to effectively utilize the

healthcare benefits available?Educational materials:

X

In-Person Trainings:X

Transportation to medical appointments:X

Not Applicable or None:



4B. Additional Policies


4B-1. Based on the CoC's FY 2015 new and renewal project applications,what percentage of Permanent Housing (PSH and RRH), Transitional

Housing (TH) and SSO (non-Coordinated Entry) projects in the CoC arelow barrier? Meaning that they do not screen out potential participants

based on those clients possessing a) too little or little income, b) active orhistory of substance use, c) criminal record, with exceptions for state-

mandated restrictions, and d) history of domestic violence.

FY 2015 Low Barrier DesignationTotal number of PH (PSH and RRH), TH and non-Coordinated Entry SSO project applications inthe FY 2015 competition (new and renewal):

29

Total number of PH (PSH and RRH), TH andnon-Coordinated Entry SSO renewal and new project applicationsthat selected “low barrier” in the FY 2015 competition:

25

Percentage of PH (PSH and RRH), TH andnon-Coordinated Entry SSO renewal and new project applications in the FY 2015 competition that will bedesignated as “low barrier”:

86%

4B-2. What percentage of CoC Program-funded Permanent SupportiveHousing (PSH), RRH, SSO (non-Coordinated Entry) and Transitional

Housing (TH) FY 2015 Projects have adopted a Housing First approach,meaning that the project quickly houses clients without preconditions or

service participation requirements?

FY 2015 Projects Housing First DesignationTotal number of PSH, RRH, non-Coordinated Entry SSO, and TH project applications in the FY 2015 competition (new and renewal):

29

Total number of PSH, RRH, non-Coordinated Entry SSO, and TH renewal and new project applications thatselected Housing First in the FY 2015 competition:

25

Percentage of PSH, RRH, non-Coordinated Entry SSO, and TH renewal and new project applications inthe FY 2015 competition that will be designated asHousing First:

86%



4B-3. What has the CoC done to ensure awareness of and access tohousing and supportive services within the CoC’s geographic area to

persons that could benefit from CoC-funded programs but are notcurrently participating in a CoC funded program? In particular, how does

the CoC reach out to for persons that are least likely to request housing orservices in the absence of special outreach?

Direct outreach and marketing:X

Use of phone or internet-based services like 211:X

Marketing in languages commonly spoken in the community:

Making physical and virtual locations accessible to those with disabilities:

Not applicable:

4B-4. Compare the number of RRH units available to serve any populationfrom the 2014 and 2015 HIC.


RRH units available to serve any population in theHIC:

0 29 29

4B-5. Are any new proposed projectapplications requesting $200,000 or more in

funding for housing rehabilitation or newconstruction?

No

4B-6. If "Yes" in Questions 4B-5, then describe the activities that theproject(s) will undertake to ensure that employment, training and othereconomic opportunities are directed to low or very low income persons tocomply with section 3 of the Housing and Urban Development Act of 1968(12 U.S.C. 1701u) (Section 3) and HUD’s implementing rules at 24 CFR part135? (limit 1000 characters)



Not applicable.

4B-7. Is the CoC requesting to designate oneor more

of its SSO or TH projects to serve familieswith children

and youth defined as homeless under otherFederal statutes?

No

4B-7a. If "Yes" in Question 4B-7, describe how the use of grant funds toserve such persons is of equal or greater priority than serving personsdefined as homeless in accordance with 24 CFR 578.89. Description mustinclude whether or not this is listed as a priority in the ConsolidatedPlan(s) and its CoC strategic plan goals. CoCs must attach the list ofprojects that would be serving this population (up to 10 percent of CoCtotal award) and the applicable portions of the Consolidated Plan.(limit 2500 characters)

Not applicable.

4B-8. Has the project been affected by amajor disaster, as declared by President

Obama under Title IV of the Robert T. StaffordAct in the 12 months prior to the opening of

the FY 2015 CoC Program Competition?

No

4B-8a. If "Yes" in Question 4B-8, describe the impact of the naturaldisaster on specific projects in the CoC and how this affected the CoC'sability to address homelessness and provide the necessary reporting toHUD.(limit 1500 characters)

Not applicable.

4B-9. Did the CoC or any of its CoC programrecipients/subrecipients request technicalassistance from HUD in the past two years

(since the submission of the FY 2012application)? This response does not affect

the scoring of this application.

Yes



4B-9a. If "Yes" to Question 4B-9, check the box(es) for which technicalassistance was requested.

This response does not affect the scoring of this application.

CoC Governance:X

CoC Systems Performance Measurement:X

Coordinated Entry:X

Data reporting and data analysis:X

HMIS:X

Homeless subpopulations targeted byOpening Doors: veterans, chronic,

children and families, and unaccompanied youth:

Maximizing the use of mainstream resources:

Retooling transitional housing:

Rapid re-housing:

Under-performing program recipient, subrecipient or project: X

Not applicable:

4B-9b. If TA was received, indicate the type(s) of TA received, using thecategories listed in 4B-9a, the month and year it was received and thenindicate the value of the TA to the CoC/recipient/subrecipient involved

given the local conditions at the time, with 5 being the highest value and a1 indicating no value.

This response does not affect the scoring of this application.

Type of TechnicalAssistance Received

DateReceived

Rate the Value of the Technical Assistance

CoC Structure and Governance; HMIS and PIT; AHAR 05/21/2013 5

CoC structure and governance; HMIS; resource allocation – part of 25Cities community launch

05/20/2014 5

CoC structure and governance; ESG recipient coordination; HMIS and PITcount; Project evaluation; coordinated assessment policies; writtenstandards

11/12/2014 5

CoC structure and governance; coordinated entry expansion; HMISpolicies; subrecipient monitoring; match and leverage requirements; CoCplanning; timely expenditure of grant funds

03/09/2015 5

Meeting with Collaborative Applicant and HMIS Council Chair to strategizenext steps at the next HMIS Council meeting and beyond as well asidentify tasks for the CoC Governance

03/02/2015 4



4C. Attachments


For required attachments related to rejected projects, if the CoC did not reject any projects thenattach a document that says "Does Not Apply".

Document Type Required? Document Description Date Attached

01. 2015 CoC ConsolidatedApplication: Evidence of theCoC's Communication toRejected Projects

Yes 2015 Riverside Co... 11/13/2015

02. 2015 CoC ConsolidatedApplication: Public PostingEvidence

Yes 2015 CoC Consolid... 11/18/2015

03. CoC Rating and ReviewProcedure

Yes Riverside County ... 11/13/2015

04. CoC's Rating and ReviewProcedure: Public PostingEvidence

Yes CoC Rating and Re... 11/18/2015

05. CoCs Process forReallocating

Yes Process for Reall... 11/18/2015

06. CoC's Governance Charter Yes CoC's Governance ... 11/17/2015

07. HMIS Policy andProcedures Manual

Yes HMIS Policies and... 11/17/2015

08. Applicable Sections of ConPlan to Serving PersonsDefined as Homeless UnderOther Fed Statutes

No

09. PHA Administration Plan(Applicable Section(s) Only)

Yes PHA Administrativ... 11/05/2015

10. CoC-HMIS MOU (ifreferenced in the CoC'sGoverance Charter)

No CoC HMIS MOU 11/17/2015

11. CoC Written Standards forOrder of Priority

No CoC Written Stand... 11/17/2015

12. Project List to ServePersons Defined as Homelessunder Other Federal Statutes

No

13. Other No CoC Programs 50070 10/26/2015

14. Other No

15. Other No



Attachment Details

Document Description: 2015 Riverside CoC evidence of communicationto rejected projects

Attachment Details

Document Description: 2015 CoC Consolidated Application: PublicPosting Evidence

Attachment Details

Document Description: Riverside County CoC Rating and ReviewProcedure

Attachment Details

Document Description: CoC Rating and Review Procedure

Attachment Details

Document Description: Process for Reallocation

Attachment Details

Document Description: CoC's Governance Charter



Attachment Details

Document Description: HMIS Policies and Procedures Manual

Attachment Details

Document Description:

Attachment Details

Document Description: PHA Administrative Plan Riverside County CoC(sections only)

Attachment Details

Document Description: CoC HMIS MOU

Attachment Details

Document Description: CoC Written Standards for Order of Priority

Attachment Details


Attachment Details



Document Description: CoC Programs 50070

Attachment Details


Attachment Details




Submission Summary

Page Last Updated

1A. Identification 11/12/2015

1B. CoC Engagement 11/17/2015

1C. Coordination 11/17/2015

1D. CoC Discharge Planning 11/12/2015

1E. Coordinated Assessment 11/17/2015

1F. Project Review 11/17/2015

1G. Addressing Project Capacity 11/17/2015

2A. HMIS Implementation 11/17/2015

2B. HMIS Funding Sources 11/12/2015

2C. HMIS Beds 11/17/2015

2D. HMIS Data Quality 11/17/2015

2E. Sheltered PIT 11/18/2015

2F. Sheltered Data - Methods 11/17/2015

2G. Sheltered Data - Quality 11/17/2015

2H. Unsheltered PIT 11/18/2015

2I. Unsheltered Data - Methods 11/12/2015

2J. Unsheltered Data - Quality 11/17/2015

3A. System Performance 11/18/2015

3B. Objective 1 11/18/2015

3B. Objective 2 11/18/2015

3B. Objective 3 11/18/2015

4A. Benefits 11/17/2015

4B. Additional Policies 11/12/2015

4C. Attachments 11/18/2015

Submission Summary No Input Required



Housing and Urban Development Continuum of Care Program (HUD)

Continuum of Care Housing Program

The Supportive housing program is a HUD grant program where DPSS HPU is the Lead Agency for the CoC. The programs provide outreach, transitional and

permanent housing for homeless persons. DPSS/HPU coordinates the annual application to HUD for new and renewal funding. In addition DPSS/HPU

processes and pays the claims from the project sponsors, provides technical assistance, monitors the recipients for program and fiscal compliance.

� DPSS SHP Administrative Guide

2015 HUD CoC Program Local Request for Proposal (RFP) #DPARC-485

The Department of Public Social Services (DPSS), on behalf of the County of Riverside Continuum of Care, is seeking proposals from qualified parties to provide

new programs under the 2015 U.S. Department of Housing and Urban Development (HUD) Continuum of Care Homeless Assistance Program Consolidated

Application for the County of Riverside.

Please refer to the following documents for information about submitting an application:

� 2015 HUD RFP Terms and Conditions

� 2015 HUD RFP Attachment A

� Addendum #1 - DPARC - 485 - 2015 HUD CoC Application


� 2015 HUD CoC New Program (blank) application

� HUD Coordinated Entry Policy Brief

BACKGROUND

On September 18, 2015, the U.S. Department of Housing and Urban Development (HUD) issued a Notice of Funding Availability (NOFA) for the Continuum of Care (CoC) Programs for 2015. Based on

the NOFA, the County of Riverside Department of Public Social Services, on behalf of the County of Riverside Continuum of Care, seeks competitive proposals for new permanent housing projects for

the following three (3) categories:

1. Permanent Supportive Housing (PSH) projects that exclusively serve chronically homeless individuals, including unaccompanied youth, and families; and/or

2. Rapid Re-Housing Assistance that will serve individuals, families or unaccompanied youth who come directly from the streets, emergency shelters, or are fleeing domestic violence, dating violence,

sexual assault, stalking, or other dangerous or life-threatening conditions that relate to violence against the individual or family member, including a child, that has either taken place within the

individuals’s or family’s primary residence or has made the individual or family afraid to return to their primary nighttime residence; has no other residence; and lacks the resources or support networks

to obtain other permanent housing.

3. Coordinated Entry System: The county also seeks competitive proposals for a new Supportive Services Only (SSO) project for a centralized or coordinated assessment system that will service the

entire county.

A Non-Mandatory Technical Assistance workshop will be on: Tuesday, October 13, 10 a.m. to noon at DPSS Staff Development Building, Rm 115, 22690 Cactus Ave, Moreno Valley, CA 92553

DEADLINE FOR PROPOSALS: On or before Tuesday, October 20, 2015 | Time: 4:00 p.m. Pacific Time

2015 - CoC Program NOFA (released 9/18/2015)

� Notice of Funding Availabilty for the 2015 Continuum of Care Program Competition (Click Here)

FY15 HUD CoC Program Funding application materials and information

The County of Riverside Continuum of Care (CoC) announces that the U.S. Department of Housing and Urban Development released the Notice of Funding Availability for the 2015 CoC Program

Competition on September 18, 2015. The CoC program is designed to:

� -Promote a community-based solution to ending homelessness;� -Provide funding to nonprofits, states, and local governments to prevent and quickly re-house individual and families experiencing homelessness;� -Minimize the trauma and dislocation that individuals, families, and communities experience as a result of homelessness; and � -Promote the effective utilization of mainstream resources.

The deadline for renewal applications to be completed in e-snaps is October 16, 2015.

2015 HUD CoC Program Consolidated Application

� 2015 CoC Priority Listing

� 2015 CoC Planning Application

� 2015 CoC Application Process for Reallocation

� 2015 CoC Consolidated Application

� 2015 CoC Notice to Project Applicants

CoC Rating and Review Procedure

� 2015 CoC Application Renewal Project Evaluation Process

� 2015 CoC Application Renewal Letter of Intent (LOI)

Page 1 of 3Homeless Programs - Housing & Urban Development | Riverside County Department of ...

11/18/2015http://dpss.co.riverside.ca.us/homeless-programs/housing-and-urban-development

10/29/2015 CoC Board of Governance Agenda with Voting Results | 10/29/2015 CoC Board of Governance Meeting Notice & Agenda | 10/1/2015 CoC Board of Governance Minutes

10/1/2015 CoC Board of Governance Agenda with Final Review Panel Recommendations and Staff Reports

9/24/2015 Review Panel Documents – see below

9/24/2015 Review Panel Agenda | Major Changes in 2015 CoC NOFA | Monitoring Report - U.S. Vets: Veterans in Progress TH (2013) | Monitoring Report – U.S. Vets: Veterans in Progress

TH (2014) | Budget Analysis for 2015 NOFA Review Panel | CoC Data Analysis – Gaps | Transitional Housing LOI & Budget Summary | Housing First Checklist | NOFA 2015: Transitional

Housing Presentation for Review Panel

8/17/2015 & 8/18/2015 Review Panel Message - attachments below

Transitional Housing Analysis & Reallocation Policies & Procedures | SNAPS Weekly Focus: What about Transitional Housing? | SNAPS Weekly Focus: Changing the Way We Do

Business

6/17/2015 Review Panel Message - attachments below

6/18/2015 Review Panel Agenda | 6/25/2015 CoC Board of Governance Agenda | Budget Analysis for 2015 NOFA Review Panel

6/11/2015 Review Panel Summary

6/5/2015 CoC Message - attachments below

5/21/2015 Review Panel Summary | CoC Project Description | 2015 LOI Renewal Application – Transitional Housing | 2015 LOI Renewal Application – Permanent & Rapid Re-Housing |

Provider Unspent Funds for LOI Review | Scorecard – Transitional Housing | Scorecard – Permanent Supportive Housing | Fiscal Information for Review Panel

5/14/2015 CoC Message with 4/29/15 Review Panel Summary - attachments below

4/29/2015 Review Panel Agenda | Analysis of Expenditures | FY15 CoC Program Registration Notice | System Performance Measures – Introductory Guide | System Performance Measures

– In Context

4/29/2015 CoC Message

2015 CoC Competition NOFA Resources

https://www.hudexchange.info/e-snaps/fy-2015-coc-program-nofa-coc-program-competition/

FY 2015 CoC Program Competition NOFA Broadcast

https://www.hudexchange.info/resource/4708/fy-2015-coc-program-competition-nofa-broadcast/

Renewal Project Application Detailed Instructions

https://www.hudexchange.info/resource/4043/renewal-project-application-detailed-instructions/

Performance Measures - Project Application Instructional Guide

https://www.hudexchange.info/resource/2911/coc-project-application-performance-measures/

Budgets - Project Application Instructional Guide

https://www.hudexchange.info/resource/2912/coc-project-application-budget-information/

Notice CPD-14-012: Prioritizing Persons Experiencing Chronic Homelessness in Permanent Supportive Housing and Recordkeeping Requirements for Documenting Chronic Homeless

Status

https://www.hudexchange.info/resource/3897/notice-cpd-14-012-prioritizing-persons-experiencing-chronic-homelessness-in-psh-and-recordkeeping-requirements/

Project Application Appeal Process Instructional Guide

https://www.hudexchange.info/resource/4065/project-application-appeal-process-instructional-guide/

HUD FY 2015 Continuum of Care Program Competition: Strategies for Success

http://usich.gov/media_center/videos_and_webinars/hud-fy-2015-continuum-of-care-program-competition-strategies-for-success

Defining Homelessness

� Chronic Homelessness Defined

� HEARTH Homeless Defined

Forms

Independent Review Panel Meetings



� Tenant Change Notice

� SHP Claim Form

� Rent Calculation Worksheet

� HA Inspection Sheet

� HPU/SHP MonitoringTool

� TH Participant Eligibility Worksheet

� PH Participant Eligibility Worksheet

HUD Links

� www.hudhre.info

� www.hud.gov

� Tenant Log



1

Tiffany Nelson

From: Tiffany Nelson on behalf of Jill KowalskiSent: Wednesday, November 18, 2015 1:56 PMCc: Lisa A. Shiner; Rowena Concepcion; Susan K. von ZabernSubject: 2015 HUD CoC Program Consolidated Application for Riverside County has been

submitted

Greetings CoC members, On behalf of the County of Riverside Continuum of Care, I am happy to tell you that the 2015 HUD CoC Program Consolidated Application for the County of Riverside is complete and will be submitted to the U.S. Department today. You may access the full application on the County of Riverside Department of Public Social Services’ website through the following link: http://dpss.co.riverside.ca.us/homeless‐programs/housing‐and‐urban‐development Thank you to everyone who assisted in this effort and especially to the agencies that each submitted renewal and/or new projects. We have asked a lot of you and appreciate you all being so responsive and supportive. I hope you all are able to enjoy the Thanksgiving holiday. Sincerely, Jill Jill Walker Kowalski, MPA Administrative Services Manager II Homeless Programs Unit Adult Services Division Riverside County Department of Public Social Services (DPSS) 4060 County Circle Riverside, CA 92503 951.358.5636 (desk) 951.203.2904 (cell) 951.358.6656 (fax) [email protected] Mission: Partnering with communities to protect and empower vulnerable people. Vision: A County where individuals reach their full potential. Values: Accountability, Collaboration, Respect, Diversity, Integrity and Customer Focus.

County of Riverside Continuum of Care

2015 Continuum of Care Application Renewal Project Evaluation Process

Rationale HUD’s Continuum of Care (CoC) homeless assistance programs serve as the largest single source of funding for homeless services in the County of Riverside. In the 2013-2014 NOFA, Riverside County received more than $8 million from HUD to support 31 projects for homeless individuals and families. HUD awards homeless assistance grants through an annual application process known as the CoC Program Competition. HUD strongly encourages each CoC to implement a thorough review and oversight process at the local level for both new and renewal projects submitted to HUD-CoC Application Process. In accordance with HUD’s Homeless Policy and Program Priorities (as stated in the 2014 HUD CoC Program Application Notice of Funding Availability (NOFA), CoCs should continue to prioritize project applications that address these goals in the FY 2015 Application Process: 1. Strategic Resource Allocation. Each CoC must comprehensively review all existing projects

within its geographic area, using CoC-approved scoring criteria and selection priorities, to determine the extent to which each project is still necessary and addresses the listed policy priorities. Funds for projects that are determined to be underperforming, obsolete, or ineffective should be reallocated to new projects that are based on proven or promising models.

2. Ending Chronic Homelessness. a. Increasing Beds: Consistent with the interim rule, the chronically homeless includes individuals and families who have a qualifying disabling condition who have been homeless and living in a place not meant for human habitation, emergency shelter, or safe haven for one year continuously or over a period of four occasions in the past 3 years. It is important to point out that persons in transitional housing are not considered to be chronically homeless even if they met the criteria prior to entering the transitional housing program. b. Targeting: The chronically homeless should be given priority for non-dedicated PSH beds as vacancies become available through turnover. PSH renewal projects serving specific disabled subpopulations (e.g., persons with mental illness or persons with substance abuse issues) must continue to serve those groups, as required in the current grant agreement. However, the chronically homeless within the specified subpopulation should be prioritized for entry. c. Housing First is a model of housing assistance that is offered without preconditions (such as sobriety or a minimum income threshold) or service participation requirements, and rapid placement and stabilization in permanent housing are primary goals. Research shows that it is effective for the chronically homeless with mental health and substance abuse disorders, resulting in fewer inpatient stays and less expensive interventions than other approaches. Permanent Supportive Housing projects should use a Housing First approach in the design of the program.

3. Removing Barriers to CoC Resources. a. CoCs should review system and project level eligibility criteria for each CoC funded project to identify and remove barriers to accessing services and housing that are experienced by homeless individuals and families. These barriers may employment, income, sobriety, credit repair, etc. b. Centralized or Coordinated Entry System: Centralized or coordinated entry/assessment is a key step in assessing the needs of the homeless requesting assistance and matching the needs of those households to the most appropriate housing and service options. The CoC Program interim rule requires the implementation of a centralized or coordinated assessment (now entry) system. c. Transitional Housing: HUD is strongly encouraging CoCs and recipients to carefully review the transitional housing models within the geographic area for cost-effectiveness, performance, and for the number and type of criteria used to determine eligibility for the program and determine if rapid re-housing may be a better model for the CoC’s geographic area. d. Prioritizing Households Most in Need: CoCs should prioritize those who are identified as most in need (e.g., those who have been living on the street the longest, homeless households with children living in unsheltered situations, those that are considered most medically vulnerable) for placement into appropriate housing. 4. Maximizing the Use of Mainstream Resources. a. HUD strongly encourages CoCs and project applicants to ensure that they are maximizing the use of all mainstream services available. While the CoC Program interim rule allows for the payment of certain supportive service costs, it is more efficient for CoCs to use mainstream resources where possible and use HUD funds for housing-related costs. b. CoCs should be actively preparing for implementation of the Affordable Care Act by determining how these funds may be used by CoC Program recipients to serve the homeless. CoCs should also encourage project recipients to participate in enrollment and outreach activities to ensure eligible households take advantage of new healthcare options. 5. Building Partnerships. a. CoCs should proactively seek to engage in partnerships with Public Housing Agencies (PHA). CoCs and PHAs are encouraged to read and use the following HUD Notice (PIH 2013-15) published June 10, 2013: Guidance on housing individuals and families experiencing homelessness through the Public Housing and Housing Choice Voucher Programs. b. CoCs should assess the extent to which philanthropy plays a role within the community. CoCs and project recipients should consider how to engage with philanthropic organizations in a way to maximize resources and increase progress towards ending homelessness. 6. Other Priority Populations: a. Veterans: CoC Program funded projects should, to the extent possible, prioritize veterans who are ineligible for VA services and their families. CoCs should work closely with the local

Department of Veterans Affairs (VA), and coordinate CoC resources with VA-funded housing and services (e.g., HUD-VASH, Supportive Services for Veteran Families (SSVF)). b. Homeless Youth: CoCs should be able to identify and describe the needs of homeless youth within the geographic area and the current programs designed to serve this population, including performance. Evaluation Process The following are preliminary recommendations for the 2015 County of Riverside Continuum of Care Application Renewal Project Evaluation Process. These recommendations are subject to change based on the release of the final 2015 CoC NOFA Application by HUD and other requirements by the BOG/CoC. Projects are eligible for renewal for FY 2015 NOFA if they are currently operating and have a signed grant agreement with HUD that will expire during the period beginning January 1, 2015 and ending December 31, 2016. Permanent Housing (PH) All PH providers should have the option to submit a project application for renewal if the project(s) meet or exceed project quality goals established by HUD and CoC guidelines which include the following:

at least 80 percent of project participants either remained in permanent housing;

at least 20 percent or more of project participants have employment income (or other sources such as SSI and/or SSDI, for those who are not employable);

at least 54 percent of project participants increased their income from sources other than employment in a given operating year;

at least 56 percent of project participants obtained mainstream benefits; and

at least 60 percent and housing of the project participants came from the street or other locations not meant for human habitation, emergency shelters, or safe havens.

In addition, PSH providers should provide a response to the questions below:

Does your program implement a housing first approach?

Does your program fill vacant beds with only chronically homeless persons? If not, please explain.

PH providers who are not able to meet all goals may be considered low performing. As such, projects:

not meeting two of the goals may be placed in Tier 2;

not meeting three of these goals may be reallocated through Request for Proposal process.

Transitional Housing (TH)

As noted in the 2013-2014 CoC NOFA, HUD recognizes that transitional housing can be an

effective tool in many communities for addressing the needs of specific subpopulations–such as

homeless youth, domestic violence survivors, and the homeless with substance abuse issues.

However, recent research shows that transitional housing is generally more expensive than

other housing models serving similar populations, it is often more service-intensive than most

homeless households need, and that the criteria for entry into many transitional housing

programs are so rigorous that transitional housing beds are under-utilized because homeless

households cannot overcome the barriers to entry. HUD is strongly encouraging CoCs and

recipients to carefully review the transitional housing models within the geographic area for cost-

effectiveness, performance, and for the number and type of criteria used to determine eligibility

for the program and determine if rapid re-housing may be a better model for the CoC’s

geographic area.

All TH providers should have the option to submit a project application for renewal if the project(s) meet or exceed project quality goals established by HUD and CoC guidelines which include the following:

at least 80 percent of project exited from transitional housing to permanent housing;

at least 20 percent or more of project participants have employment income (or other sources such as SSI and/or SSDI, for those who are not employable);

at least 54 percent of project participants increased their income from sources other than employment in a given operating year;

at least 56 percent of project participants obtained mainstream benefits; and TH providers who are not able to meet all goals may be considered low performing. As such, projects:

not meeting two of the goals may be placed in Tier 2;

not meeting three of these goals may be reallocated through Request for Proposal process.

Project Renewal Thresholds Renewal projects must meet minimum project eligibility, capacity, timeliness, and performance standards or they will be rejected from consideration for funding (please refer to the 2015 Renewal Applicants’ Letter of Intent for more detail on the performance standards. When considering renewal projects for award, the CoC will review information from Annual Performance Reports (APRs) from the most current grant year end; fund expenditures, match and leverage, monitoring reports and performance standards on prior grants, and will assess projects using the following criteria on a pass/fail basis: (1) Whether the project applicant’s performance met the plans and goals established in the initial application as amended;

(2) Whether the project applicant demonstrated all timeliness standards for grants being renewed, including that standard for the expenditure of grant funds have been met; (3) The project applicant’s performance in assisting program participants to achieve and maintain independent living and record of success, (4) Whether there is evidence that a project applicant has been unwilling to accept technical assistance, has a history of inadequate financial accounting practices, has indications of project mismanagement, has a drastic reduction in the population served, has made program changes without prior HUD approval, or has lost a project site. The project renewal thresholds to be certified by each project by completing the 2015 Renewal Applicants Letter of Intent (LOI) and reviewed on a pass/fail basis in this process based on the following performance measures: I. HUD APR Performance Results The Homeless Emergency Assistance and Rapid Transition to Housing: Continuum of Care Program interim rule states that HUD may terminate the renewal of any grant and require the recipient to repay the renewal grant if the recipient fails to submit a HUD Annual Performance Report (APR) within 90 days of the end of the program year or if the recipient submits an APR that HUD deems unacceptable or shows noncompliance with the requirements of the grant and this part. The recipient’s submission of the APR helps HUD review whether the recipient is carrying out the project in the manner proposed in the application. Recipients agree to submit an APR as a condition of their grant agreement. This requirement allows HUD to ensure that recipients submit APRs on grant agreements that have expired as a condition of receiving approval for a new grant agreement for the renewal project.

Did your agency submit a HUD Annual Performance Report (APR) for this project within 90 days of the end of the last program year? o

If so, for what time period?___________________________ (note: this will be the time period for the renewal project’s threshold review.

Performance Measures HUD states that CoCs must clearly demonstrate project participants’ success in remaining in permanent supportive housing as reported in 12 month period for all APRs from all CoC-funded permanent supportive housing projects within the CoC. HUD’s national goal is at least 80 percent of participants remain in CoC-funded permanent housing or exited to permanent housing (subsidized or unsubsidized) HUD also states that CoCs must clearly demonstrate the overall percentage of program participants obtaining employment income. The overall percentage of program participants obtaining employment income must meet HUD’s national goal of at least 20 percent or higher and the program participants with other income should be at least 54 percent as reported in a 12 month period for all project APRs or the CoC must show an increase from the previous year to the current year. All PH project application for renewal must meet or exceed project quality goals established by HUD and CoC guidelines. According to your most recent APR: For Permanent Housing

1. What was the % of persons who remained in the permanent housing project as of the

end of the operating year or exited to permanent housing (subsidized or unsubsidized)? _______ If the percentage was lower than 80%, please explain why. This is a new project and has not started yet: □ This is not applicable to this project: □

2. What was the % of persons age 18 through 61 who maintained or increased their earned income as of the end of the operating year or project exit?________

If the percentage was lower than 20%, please explain why. This is a new project and has not started yet: □ This is not applicable to this project: □

3. What was the % of persons age 18 and older who maintained or increased their total income (from all sources) as of the end of the operating year or project exit? ________


4. What was the percentage of project participants obtained mainstream benefits (non-cash benefits)? _________


5. What percentage of project participants came from the street or other locations not meant for human habitation, emergency shelters, or safe havens? __________


In addition, PH providers should provide a response to the questions below:

Does your program implement a housing first approach? _____________

Does your program fill vacant beds with only chronically homeless persons? _________

If not, please explain. This is a new project and has not started yet: □ This is not applicable to this project: □

For Transitional Housing

1. What was the percentage of persons who exited to permanent housing (subsidized or un-subsidized) during the operating year _______ If the percentage was lower than 80%, please explain why.

2. What was the % of persons age 18 through 61 who increased their earned income as of

the end of the operating year or project exit? ________

If the percentage was lower than the 20%, please explain why.

3. The % of persons age 18 and older who increased their total income (from all sources)

as of the end of the operating year or project exit.________

If the percentage was lower than the 54%, please explain why. II. Financial Reporting and Claims Submission The County of Riverside DPSS is on record as the applicant and grantee for the HUD CoC Homeless Program grant funds. As such, the Riverside County DPSS is responsible for ensuring that the funds received by Sub recipients are utilized according to federal law and policy, and that goals established in the Project Application, Technical Submission, and Contract are being met A renewal project’s demonstrated ability to drawdown and spend grant funds timely will be a factor in evaluating performance of each grant. HUD will recapture grant funds remaining unspent at the end of the previous grant period when it renews a grant. 1. Are your monthly claims submitted timely (i.e. by the end of the month following the service

month)?

If the answer is no, please explain your response.

This is a new project and has not started yet: □ This is not applicable to this project: □

2. Has the project returned any funds in the last 3 years?

Year Amount Returned Reason for Return

2013

2012

2011


3. Cost effectiveness

HUD states that the project must be cost-effective and not deviate substantially from the norm in that locale for the type of activity including case management and other supportive services. Is your project cost-effective concerning case management and other supportive services?

Please explain your response.


III. HMIS Participation and Data Quality The Homeless Emergency Assistance and Rapid Transition to Housing: Continuum of Care Program interim rule places a high emphasis on having a functioning and comprehensive HMIS in the CoC jurisdiction as it is critical to gathering unduplicated, aggregated data on homelessness in the community for both the CoC and ESG Programs.

1.


2. If the project is providing participant data in the HMIS – indicate the total number of participants served by the project, and the total number of clients reported in the HMIS.

Total number of participants served by the project: _______ Total number of clients reported in the HMIS: ___________ This is a new project and has not started yet: □ This is not applicable to this project: □

3. If the project is not providing participant data in the HMIS – indicate reason(s) for

non-participation. Cite specific law.


4. For those participant records that were reported in the HMIS, indicate the percentage

of values that were missing (“Null or Missing Values”) and/or unknown (“Don’t Know or Refused”). If there were no unknown values, note a “0” value.

* Indicate the percentage of unduplicated client records with null or missing values during the last 10 days of January 2015:

Universal Data Element

Records with no values (%)

Records where value is

refused or unknown (%)

* Social Security Number

* Date of Birth

* Race

* Ethnicity

* Gender

* Veteran Status

* Disabling Condition

* Residence Prior to Program Entry

* Entry Date

* Exit Date

* Destination

* Length of Time on Street, ES or SH


5. Point-in-Time Count of Households Served on the Last Wednesday in

HH with Children HH w/o Children HH w/ Children Only

Total

January (2015

April (2015

July (2014)

October (2014


IV. Independent Audit Please submit your organization’s most recent audits for the last two years (conducted within the last three years) by a certified CPA, including the management letter with this LOI. V. Match Match must equal 25 percent of the total grant request including Admin costs but excluding leasing costs (i.e., any funds identified for Leased Units and Leased Structures). Match must be met on an annual basis. HUD requires match letters to be submitted with the e-snaps application. Match contributions can be cash, in-kind, or a combination of the two; and, match must be used for an eligible cost as set forth in Subpart D of CoC Program interim rule. For an in-kind match, the recipient may use the value of property, equipment, goods, or services contributed to the project, provided that, if the recipient or sub recipient had to pay for such items with grant funds, the costs would have been eligible. If third party services are to be used as match, the third party service provider that will deliver the services must enter into a memorandum of understanding (MOU) before the grant is executed documenting that the third part will provide such services and value towards the project.

Will your agency be able to provide the match requirement for your renewal project?

VI. Leveraging HUD Continuum of Care Homeless program funding is limited and can provide only a portion of the resources needed to successfully address the needs of homeless families and individuals. HUD encourages applicants to use supplemental resources, including state and local appropriated funds, to address homeless needs. Leveraging includes all funds, resources, and/or services that the applicant can secure on all cash matching behalf of the client being served by the proposed project. Leveraging includes any other services, supplies, equipment, space, etc. that are provided by sources other than the CoC.

Will your agency be able to provide the leveraging requirement (up to 150%) for your renewal project?

VII. HUD and CoC Monitoring Findings HUD requires that CoCs review any monitoring findings.

6. Has your agency received an audit finding on your most recent A-133 or Single Audit?

If Yes, please explain the finding.


7. Has your agency received a fiscal monitoring finding on your most recent DPSS monitoring?

If Yes, please explain the finding.


VIII. Clients Survey/Feedback HUD encourages client surveys particularly exit surveys.

In no, please explain why. This is a new project and has not started yet: □ This is not applicable to this project: □

IX. Fiscal and Program Issues

Does your organization currently have any unresolved fiscal, reporting, or program

If yes, please explain.


Have any funds been returned to any funders within the last 24 mont If yes, please explain.


X. Housing Quality Standards All housing leased with CoC funds or where rental assistance payments are made with CoC funds must meet applicable Housing Quality Standards (HQS).

Does your project meet applicable Housing Quality Standards

Please briefly explain your inspection process for HQS. This is a new project and has not started yet: □ This is not applicable to this project: □

XI. Review CoC Membership Involvement HUD states that a successful CoC will have involvement from a variety of organizations representing the public and private sectors, as well as interested individuals within the CoC jurisdiction(s). These organizations should have an active role in the CoC.

Describe what local Continuum of Care committees, subcommittees, and/or working groups that your agency participates in on a regular basis. Please include the names and titles of those participating as well as their level of involvement/participation.


XII. Participation in Centralized/Coordinated Entry System The CoC program interim rule requires CoCs to use a coordinated entry system, including a standardized assessment tool. The coordinated assessment (entry) is intended to prioritize resources for those with the greatest need, match people with the services that are most likely to help them exit homelessness, reduce the time it takes for clients to access services, and ensure that limited resources are allocated efficiently.

Are you a current participant or do you agree to participate in the CoC’s coordinated entry/assessment system?

Exhibit 3 HEARTH Act Compliance

This section of the LOI asks questions of all renewal projects to ensure compliance with the requirements of the HEARTH Act. (Please note, this section does not encompass all changes under the HEARTH Act and it is recommended that all projects should review the Act in its entirety). I. Participation of Homeless Individuals (1) Each recipient and sub recipient must provide for the participation of not less than one homeless individual or formerly homeless individual on the board of directors or other equivalent policymaking entity of the recipient or sub recipient, to the extent that such entity considers and makes policies and decisions regarding any project, supportive services, or assistance provided under this part. This requirement is waived if a recipient or sub recipient is unable to meet such requirement and obtains HUD approval for a plan to otherwise consult with homeless or formerly homeless persons when considering and making policies and decisions. (2) Each recipient and sub recipient of assistance under this part must, to the maximum extent practicable, involve homeless individuals and families through employment; volunteer services; or otherwise in constructing, rehabilitating, maintaining, and operating the project, and in providing supportive services for the project.

Does your agency provide for the participation of not less than one homeless individual or formerly homeless individual on the board of directors or other equivalent policymaking entity of the recipient or sub recipient, to the extent that such entity considers and makes policies and decisions regarding any project, supportive services, or assistance provided under this part. This requirement is waived if a recipient or sub recipient is unable to meet such requirement and obtains HUD approval for a plan to otherwise consult with homeless or formerly homeless persons when considering and

If not, please provide an action plan/timeline on when your agency will be compliant with this requirement.


Does your agency, to the maximum extent practicable, involve homeless individuals and families through employment; volunteer services; or otherwise in constructing, rehabilitating, maintaining, and operating the project, and in providing supportive

If not, please provide an action plan/timeline on when your agency will be compliant with this requirement.


II. Families with children Under age 18 Does the project accept all families with children under age 18 without regard to the age of any child? In general, under the HEARTH Act, any project sponsor receiving funds to provide emergency shelter, transitional housing, or permanent housing to families with children under age 18. Note there is an exception outlined in the Act: Project sponsors of transitional housing receiving funds may target transitional housing resources to families with children of a specific age only if the project sponsor: (1) operates a transitional housing program that has a primary purpose of implementing evidence based practice that requires that housing units be targeted to families with children in a specific age group; and (2) provides assurances, as the Secretary shall require, that an equivalent appropriate alternative living arrangement for the whole family or household unit has been secured.

ildren under age 18 without regard to the age of any child.

the project will comply with this HEARTH Act requirement.

requirement but qualifies for an exception because it is implementing an evidence based practice that requires housing units targeted to families with children in a specific age group. A narrative is attached explaining how the project will comply with the exception, including identification of the evidenced based practice being utilized.

III. Transitional Housing Lease Agreement Transitional housing means housing, where all program participants have signed a lease or occupancy agreement, the purpose of which is to facilitate the movement of homeless individuals and families into permanent housing within 24 months or such longer period as HUD determines necessary. The program participant must have a lease or occupancy agreement for a term of at least one month that ends in 24 months and cannot be extended.

Do program participants have a lease or occupancy agreement for a term of at least one month that ends in 24 months and cannot be extended?

If no, please explain why.

This is a new project and has not started yet: □

This is not applicable to this project: □

IV. Discrimination Policy Federal and California State laws note that discrimination can be based on race, color, national origin or gender. Discrimination can also be based on age, religion, disability, familial status or sexual orientation. Does your program deny services to potential recipients based on any of the following:

Age

Color

Disability

Familial Status

Gender

Marital Status

National Origin

Race

Religion

Sexual Orientation If you answered “yes” to any of the above, please explain why. V. Faith-based Activities

Does your proposed renewal program use direct program funds to support or engage in any explicitly religious activities, including activities that involve overt religious content, such as worship, religious instruction, or proselytization, or any manner prohibited by law?

VI. § 578.95 Conflicts of Interest Please read and initial to signify understanding and compliance. (a) Procurement. For the procurement of property (goods, supplies, or equipment) and services, the recipient and its sub recipients must comply with the codes of conduct and conflict-of-interest requirements under 24 CFR 85.36 (for governments) and 24 CFR 84.42 (for private nonprofit organizations). Initial _____ (b) Continuum of Care board members. No Continuum of Care board member may participate in or influence discussions or resulting decisions concerning the award of a grant or other financial benefits to the organization that the member represents. (c) Organizational conflict. An organizational conflict of interest arises when, because of activities or relationships with other persons or organizations, the recipient or sub recipient is

unable or potentially unable to render impartial assistance in the provision of any type or amount of assistance under this part, or when a covered person’s, as in paragraph (d)(1) of this section, objectivity in performing work with respect to any activity assisted under this part is or might be otherwise impaired. Such an organizational conflict would arise when a board member of an applicant participates in decision of the applicant concerning the award of a grant, or provision of other financial benefits, to the organization that such member represents. It would also arise when an employee of a recipient or sub recipient participates in making rent reasonableness determinations under § 578.49(b)(2) and § 578.51(g) and housing quality inspections of property under § 578.75(b) that the recipient, sub recipient, or related entity owns. Initial ______ (d) Other conflicts. For all other transactions and activities, the following restrictions apply: (1) No covered person, meaning a person who is an employee, agent, consultant, officer, or elected or appointed official of the recipient or its sub recipients and who exercises or has exercised any functions or responsibilities with respect to activities assisted under this part, or who is in a position to participate in a decision-making process or gain inside information with regard to activities assisted under this part, may obtain a financial interest or benefit from an assisted activity, have a financial interest in any contract, subcontract, or agreement with respect to an assisted activity, or have a financial interest in the proceeds derived from an assisted activity, either for him or herself or for those with whom he or she has immediate family or business ties, during his or her tenure or during the one-year period following his or her tenure. Initial ______ Selection Process The CoC reserves the right to reduce or reject a funding request from the project applicant. The renewal project selection process consists of the following steps: Step 1: Interested agencies must submit a Letter of Intent (LOI) to Renew for each project

eligible for renewal. The Collaborative Applicant will conduct threshold review and prepare LOI

Summary Sheet. The LOI includes the following:

HUD’s established goals through the Annual Performance Review (APR) results

Timely and accurate submission of claims

Unspent funds for the last three years

Cost effectiveness

Match and leverage HUD regulatory requirements

HMIS participation status – data quality, accuracy and timeliness

Bed utilization rate

CoC membership involvement

Monitoring findings – HUD and CoC

Client survey/feedback

Step 2. The LOI Summary Sheet will be reviewed by the Review and Selection Committee. The Committee will be made up of five to seven members of the CoC who do not have a conflict of interest. Members will consist of representatives from public and private organizations. One member will be a consumer representative which may include a homeless or formerly homeless person. All decisions made will be reached through consensus (general agreement).

Step 3: The Committee will determine what projects are renewed and ranked within the Priority Listing. The Committee will make its recommendations known to the CoC which may accept or revise the recommendations. The CoC/Committee may also include additional requirements as part of the evaluation.

Step 4: Recommended agencies will be required to complete a HUD Project Application for each project in e-snaps. The County of Riverside DPSS – Homeless Programs Unit staff will assist agencies with the application process and review each application prior to submitting to HUD. Step 5: Applicants not selected for renewal funding will receive written notification within 10 business days. Applicants will be notified in writing about the process to appeal any decisions. CoC Transparency To ensure transparency and fairness, this process will be 1) publically announced by the CoC; 2) described and distributed in writing to the entire CoC; 3) reviewed by the entire membership of the CoC during a designated meeting; 4) recorded in the minutes of the designated meeting including all decisions made concerning the review and ranking; and 5) minutes will be distributed to the entire CoC.








The Department of Public Social Services (DPSS), on behalf of the County of Riverside Continuum of Care, is seeking proposals from qualified parties to prov










BACKGROUND

On September 18, 2015, the U.S. Department of Housing and Urban Development (HUD) issued a Notice of Funding Availability (NOFA) for the Continuum of

the NOFA, the County of Riverside Department of Public Social Services, on behalf of the County of Riverside Continuum of Care, seeks competitive proposal


1. Permanent Supportive Housing (PSH) projects that exclusively serve chronically homeless individuals, including unaccompanied youth, and families; an

2. Rapid Re-Housing Assistance that will serve individuals, families or unaccompanied youth who come directly from the streets, emergency shelters, or are

sexual assault, stalking, or other dangerous or life-threatening conditions that relate to violence against the individual or family member, including a child, that h

individuals’s or family’s primary residence or has made the individual or family afraid to return to their primary nighttime residence; has no other residence; and


3. Coordinated Entry System: The county also seeks competitive proposals for a new Supportive Services Only (SSO) project for a centralized or coordinate

entire county.

A Non-Mandatory Technical Assistance workshop will be on:

Tuesday, October 13, 10 a.m. to noon at

DPSS Staff Development Building, Rm 115

22690 Cactus Ave, Moreno Valley, CA 92553

DEADLINE FOR PROPOSALS:

On or before Tuesday, October 20, 2015

Time: 4:00 pm Pacific Time




The County of Riverside Continuum of Care (CoC) announces that the U.S. Department of Housing and Urban Development released the Notice of Funding A









9/24/2015 Review Panel Agenda

Major Changes in 2015 CoC NOFA

Monitoring Report - U.S. Vets: Veterans in Progress TH (2013)

Monitoring Report – U.S. Vets: Veterans in Progress TH (2014)

Budget Analysis for 2015 NOFA Review Panel

CoC Data Analysis – Gaps

Transitional Housing LOI & Budget Summary

Housing First Checklist

NOFA 2015: Transitional Housing Presentation for Review Panel


Transitional Housing Analysis & Reallocation Policies & Procedures

SNAPS Weekly Focus: What about Transitional Housing?

SNAPS Weekly Focus: Changing the Way We Do Business



6/25/2015 CoC Board of Governance Agenda

Budget Analysis for 2015 NOFA Review Panel




CoC Project Description

2015 LOI Renewal Application – Transitional Housing

2015 LOI Renewal Application – Permanent & Rapid Re-Housing

Provider Unspent Funds for LOI Review

Scorecard – Transitional Housing

Scorecard – Permanent Supportive Housing

Fiscal Information for Review Panel



Analysis of Expenditures

FY15 CoC Program Registration Notice

System Performance Measures – Introductory Guide

System Performance Measures – In Context


2015 CoC Application Renewal Project Evaluation Process

2015 CoC Application Renewal Letter of Intent (LOI)













Notice CPD-14-012: Prioritizing Persons Experiencing Chronic Homelessness in Permanent Supportive Housing and Recordkeeping Requirements

Status

https://www.hudexchange.info/resource/3897/notice-cpd-14-012-prioritizing-persons-experiencing-chronic-homelessness-in-psh-and-recordkeeping








Forms

� Tenant Log


� SHP Claim Form






HUD Links

� www.hudhre.info

� www.hud.gov

https://www.hudexchange.info/resource/4708/fy 2015 coc program competition nofa broadcast/











The Department of Public Social Services (DPSS), on behalf of the County of Riverside Continuum of Care, is seeking proposals from qualified parties to provide










BACKGROUND

On September 18, 2015, the U.S. Department of Housing and Urban Development (HUD) issued a Notice of Funding Availability (NOFA) for the Continuum of Care (CoC) Programs for 2015. Based on

the NOFA, the County of Riverside Department of Public Social Services, on behalf of the County of Riverside Continuum of Care, seeks competitive proposals for new permanent housing projects for


1. Permanent Supportive Housing (PSH) projects that exclusively serve chronically homeless individuals, including unaccompanied youth, and families; and/or

2. Rapid Re-Housing Assistance that will serve individuals, families or unaccompanied youth who come directly from the streets, emergency shelters, or are fleeing domestic violence, dating violence,

sexual assault, stalking, or other dangerous or life-threatening conditions that relate to violence against the individual or family member, including a child, that has either taken place within the

individuals’s or family’s primary residence or has made the individual or family afraid to return to their primary nighttime residence; has no other residence; and lacks the resources or support networks


3. Coordinated Entry System: The county also seeks competitive proposals for a new Supportive Services Only (SSO) project for a centralized or coordinated assessment system that will service the

entire county.

A Non-Mandatory Technical Assistance workshop will be on: Tuesday, October 13, 10 a.m. to noon at DPSS Staff Development Building, Rm 115, 22690 Cactus Ave, Moreno Valley, CA 92553

DEADLINE FOR PROPOSALS: On or before Tuesday, October 20, 2015 | Time: 4:00 p.m. Pacific Time




The County of Riverside Continuum of Care (CoC) announces that the U.S. Department of Housing and Urban Development released the Notice of Funding Availability for the 2015 CoC Program





� 2015 CoC Application Process for Reallocation

� 2015 CoC Notice to Project Applicants

CoC Rating and Review Procedure

� 2015 CoC Application Renewal Project Evaluation Process

� 2015 CoC Application Renewal Letter of Intent (LOI)


10/29/2015 CoC Board of Governance Agenda with Voting Results | 10/29/2015 CoC Board of Governance Meeting Notice & Agenda | 10/1/2015 CoC Board of Governance Minutes





9/24/2015 Review Panel Agenda | Major Changes in 2015 CoC NOFA | Monitoring Report - U.S. Vets: Veterans in Progress TH (2013) | Monitoring Report – U.S. Vets: Veterans in Progress

TH (2014) | Budget Analysis for 2015 NOFA Review Panel | CoC Data Analysis – Gaps | Transitional Housing LOI & Budget Summary | Housing First Checklist | NOFA 2015: Transitional

Housing Presentation for Review Panel


Transitional Housing Analysis & Reallocation Policies & Procedures | SNAPS Weekly Focus: What about Transitional Housing? | SNAPS Weekly Focus: Changing the Way We Do

Business


6/18/2015 Review Panel Agenda | 6/25/2015 CoC Board of Governance Agenda | Budget Analysis for 2015 NOFA Review Panel



5/21/2015 Review Panel Summary | CoC Project Description | 2015 LOI Renewal Application – Transitional Housing | 2015 LOI Renewal Application – Permanent & Rapid Re-Housing |

Provider Unspent Funds for LOI Review | Scorecard – Transitional Housing | Scorecard – Permanent Supportive Housing | Fiscal Information for Review Panel


4/29/2015 Review Panel Agenda | Analysis of Expenditures | FY15 CoC Program Registration Notice | System Performance Measures – Introductory Guide | System Performance Measures

– In Context

4/29/2015 CoC Message











Notice CPD-14-012: Prioritizing Persons Experiencing Chronic Homelessness in Permanent Supportive Housing and Recordkeeping Requirements for Documenting Chronic Homeless

Status

https://www.hudexchange.info/resource/3897/notice-cpd-14-012-prioritizing-persons-experiencing-chronic-homelessness-in-psh-and-recordkeeping-requirements/








Forms

� Tenant Log









HUD Links

� www.hudhre.info

� www.hud.gov

Tenant Change Notice

� SHP Claim Form



Process for Reallocation for The County of Riverside Continuum of Care

2015 HUD Consolidated Application May, 2015

Through the reallocation process, the County of Riverside Continuum of Care and Board of Governance ensures that projects submitted with the CoC Collaborative Application best align

with the HUD CoC funding priorities and contribute to a competitive application that secures HUD CoC dollars to address and end homelessness in Riverside County. The CoC will make

decisions based on alignment with HUD guidelines, performance measures, and unspent project funds. Reallocated projects will be encouraged to seek funders that will support the

contributions these projects make to the CoC. All renewal projects are reviewed by an Independent Review Panel, whose members are selected in a voting process by the County of Riverside Continuum of Care, to determine if a project should be considered for reallocation. The Independent Review Panel reviews the

renewal projects based on performance criteria and other information each project submits and certifies in a “Letter of Intent to Renew”. The Independent Review Panel makes

recommendations for reallocation to the CoC Board of Governance based on the performance of each renewal project.

The recommendation for reallocation is based on any one of the following HUD criteria:

1) Outstanding obligation to HUD that is in arrears or for which a payment schedule has not been agreed upon;

2) Audit finding(s) for which a response is overdue or unsatisfactory; 3) History of inadequate financial management accounting practices;

4) Evidence of untimely expenditures on prior award; 5) History of other major capacity issues that have significantly impacted the operation of the

project and its performance; 6) Timeliness in reimbursing sub recipients for eligible costs. HUD will consider a project

applicant as meeting this standard if it has drawn down grant funds at least once per month; or 7) History of serving ineligible persons, expending funds on ineligible costs, or fa iling to expend funds within statutorily established timeframes.

HMIS Data Quality. The CoC evaluates all programs on their HMIS quality for the operating year. It is expected that programs will have no greater than 10% of missing values for any of the universal data elements; programs are able to correct incomplete data to improve the

percentages. Data quality outcomes are collected via the monthly Performance Report Cards

and APRs generated for each project.

Ver1.9 HMIS Charter _9/4/14

Continuum of Care for Riverside County

Homeless Management Information System (HMIS) Charter


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Table of Contents

1. VISION FOR RIVERSIDE COUNTY HOMELESS MANAGEMENT INFORMATION SYSTEM (HMIS) . ....................................................................................................................................... 4

1.1 The Purpose of HMIS ..................................................................................................... 4 1.2 Benefits of a Local HMIS ................................................................................................ 4

2. HMIS DEFINITIONS ............................................................................................................... 4

3. CONTINUUM OF CARE STRUCTURE .................................................................................. 7

4. STANDARDS FOR HMIS GOVERNANCE ............................................................................. 7 4.1 CoC Board of Governance ............................................................................................. 7 4.2 HMIS Administrators Council .......................................................................................... 7 4.3 Requests for Policy Addition, Deletion or Change .............. ………….……………………7

5. HMIS DATA QUALITY STANDARDS .................................................................................... 9 5.1 Applicability, Purpose and Goals .................................................................................... 9

5.1.1 Data Quality Plan ................................................................................................ 9 5.1.2 Monitoring by HMIS Lead Agency ....................................................................... 9

5.2 Data Quality Benchmarks ............................................................................................. 10 5.2.1 Data Accuracy Benchmarks ...............................................................................10 5.2.2 Data Completeness Benchmarks .......................................................................10 5.2.3 Data Timeliness Benchmarks .............................................................................10

5.3 Data Quality Required Reports ..................................................................................... 11 5.3.1 Missing Value Report .........................................................................................11 5.3.2 Un-duplication Data Quality Report ....................................................................11 5.3.3 Bed Utilization Report .........................................................................................11 5.3.4 Data Timeliness Report ......................................................................................11

5.4 Reduce Duplications in HMIS for Every CHO ............................................................... 12 5.5 Data Quality and Correction ......................................................................................... 12

6. PRIVACY STANDARDS ....................................................................................................... 13 6.1 Policies and Applications .............................................................................................. 13

6.1.1 Privacy Policy Notice (Posted Sign)....................................................................13 6.1.2 Release of Information (ROI) ..............................................................................13

6.2 Workstation Security Procedures ................................................................................. 15 6.3 Revoking Authorization for HMIS Data Collection ......................................................... 16 6.4 Sharing Client Data ...................................................................................................... 16 6.5 Electronic Sharing of Client Records ............................................................................ 17 6.6 Client’s Access to Their Information ............................................................................. 17 6.7 Client Grievance Process ............................................................................................. 18 6.8 HMIS Software Application – Level Security ................................................................. 18 6.9 Security Review ........................................................................................................... 18

7. SECURITY STANDARDS ..................................................................................................... 20 7.1 Security Management .................................................................................................. 20

7.1.1 Security Plan ......................................................................................................20 7.1.2 Participation Agreement .....................................................................................20 7.1.3 Disaster Recovery Plan ......................................................................................20 7.1.4 Evaluation ..........................................................................................................21


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8. IMPLEMENTING HMIS ......................................................................................................... 21 8.1 HMIS Software Solution ............................................................................................... 21 8.2 Technology Requirements ........................................................................................... 21 8.3 Memorandum of Understanding (MOU) ....................................................................... 22 HMIS Participating Agency & Data Sharing Agreement ................................................ 22 8.4 HMIS End User Agreements ........................................................................................ 23

8.4.1 Removing Authorized Personnel ........................................................................23 8.5 HMIS Licensing ............................................................................................................ 23 8.6 Designate Agency Administrator .................................................................................. 24 8.7 Agency Profiles in HMIS ............................................................................................... 24 8.8 Data Conversion / Data Integration .............................................................................. 25 8.9 Designating CHO End Users ........................................................................................ 26 8.10 Contributing CHOs ..................................................................................................... 26

9. DATA COLLECTION & REPORTING .................................................................................. 26 9.1 Workgroups and Workflows.......................................................................................... 26 9.2 On Whom to Collect Data ............................................................................................. 27 9.3 Using Paper-based Data Collection Forms (See Appendix C) ...................................... 27 9.4 CoC Programs ............................................................................................................. 28

9.4.1.Emergency Shelters ...........................................................................................28 9.4.2 Emergency Solutions Grant Program (ESG) ......................................................29 9.4.3 Supportive Housing Program (SHP) Projects .....................................................29 9.4.4 Veteran’s Affairs Supportive Housing (VASH) Programs ....................................30 9.4.5 Housing Opportunities for Persons with AIDS (HOPWA) Projects ......................30 9.4.6 Dedicated Outreach Projects ..............................................................................30 9.4.7.Homeless Prevention & Rapid Re-Housing (HPRP) Projects .............................31 9.4.8.Victim Service Providers .....................................................................................32

9.5 Client Intake: Completing Required Fields in HMIS ...................................................... 32 9.6 Client Discharge: Exiting Clients from Programs .......................................................... 32

10. TRAINING & TECHNICAL ASSISTANCE .......................................................................... 33 10.1 CHO End User Training ............................................................................................. 33 10.2 Software Upgrade Training Refresher ........................................................................ 34 10.3 Support Desk Procedure ............................................................................................ 34 10.4 Contact Your HMIS System Administrator .................................................................. 34

Appendix A: HMIS Client Consent for Release of Information Form (ROI)…….………….. 35

Appendix B: User Account Request Form ........................................................................... 36 User's Responsibility Statement …………………………………………………….37

Appendix C: Privacy Notice (Posted Sign) ............................................................................ 38 HMIS Mandatory Collection Notice…………………………………………………..39 Appendix D: HMIS Request for Policy Addition, Deletion, or Change …………………….. 40 Appendix E: HMIS Participating Agency & Data Sharing Agreement (MOU) …………… 41 Appendix F: HMIS Monitoring Tool ………………………………………………………………. 44

Appendix G: Client Intake Form – HUD SHP Programs........................................................ 45


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1. VISION FOR RIVERSIDE COUNTY HOMELESS MANAGEMENT INFORMATION SYSTEM (HMIS)

1.1 The Purpose of HMIS

The purpose of HMIS is to record and store client-level information about the numbers, characteristics and needs of persons who use homeless housing and supportive services and about persons who receive assistance for persons at risk of homelessness over time, to produce an unduplicated count of homeless persons for each Continuum of Care, to understand the extent and nature of homelessness locally, regionally and nationally, and to understand services use and measure the effectiveness of programs.

1.2 Benefits of a Local HMIS

The development of a local HMIS is about bringing the power of computer technology to the day-to-day operations of individual homeless assistance providers, knitting together providers within a local community in a more coordinated and effective housing and services delivery system for the benefit of homeless clients and obtaining and reporting critical aggregated information about the characteristics and needs of homeless persons. An HMIS provides significant opportunities to improve access to and delivery of housing and services for people experiencing homelessness. An HMIS can accurately describe the scope of homelessness and the effectiveness of the efforts to ameliorate it. An HMIS can strengthen community planning and resource allocation.

2. HMIS DEFINITIONS

Annual Homeless Assessment Report (AHAR): HUD’s annual report to Congress on the nature and extent of homelessness nationwide.

Annual Performance Report (APR): A reporting tool that HUD uses to track program progress and accomplishments of HUD homeless assistance and HPRP Programs on an annual basis (Formerly known as the Annual Progress Report).

Client: A living individual about whom a Contributory HMIS organization (CHO) collects or maintains protected personal information: (1) because the individual is receiving, has received, may receive, or has inquired about services from CHO; or (2) in order to identify service needs, or to plan or develop appropriate services within the CoC. The New Definition of Homelessness: Literally Homeless: An individual or family who lacks a fixed, regular and adequate nighttime residence, meaning the individual or family has a primary nighttime residence that is a public or private place not meant for human habitation or is living in a publicly or privately operated shelter designed to provide temporary living arrangements. The category also includes individuals who are exiting an institution where he or she resided for 90 days or less who resided in an emergency shelter or place not meant for human habitation immediately prior to entry into the institution.


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Imminent Risk of Homelessness: An individual or family who will imminently lose (within 14 days) their primary nighttime residence provided that no subsequent residence has been identified and the individual or family lacks the resources or support networks needed to obtain other permanent housing. Homeless Under Other Federal Statutes: Unaccompanied youth (under 25) or families with children and youth who do not otherwise qualify as homeless under this definition and are defined as homeless under another federal statute, have not had permanent housing during the past 60 days, have experienced persistent instability, and can be expected to continue in such status for an extended period of time.

Fleeing/Attempting to Flee DV: Any Individual or family which is fleeing or attempting to flee domestic violence, dating violence, sexual assault, or stalking.

Continuum of Care (CoC): The primary decision making entity defined in the funding applications to HUD as the official body representing a community plan to organize and deliver housing and services to meet the specific needs of people who are homeless as they move to stable housing and maximum self-sufficiency.

CoC Program: A program identified by the CoC as part of its services system, whose primary purpose is to meet the specific needs of people who are experiencing a housing crisis. Continuum of Care Program may include:

Homeless Assistance Program: A program whose primary purpose is to meet the specific needs of people who are literally homeless. Homeless assistance programs include outreach, emergency shelter grant, transitional housing, rapid re-housing, permanent housing and permanent supportive housing.

Homelessness Prevention Program: A program whose primary purpose is to meet specific needs of people who are at risk of homelessness. Homelessness prevention programs include those funded by HPRP and other homelessness prevention programs identified by the CoC as part of its service system.

Contributory CoC Programs: A homeless assistance program or homelessness prevention program that contributes Protected Personal Information (PPI) or other client-level data to an HMIS.

Contributory Non-CoC Programs: A program that is neither a homeless assistance program nor a homelessness prevention program that contributes PPI or other client-level data to an HMIS.

Contributory HMIS Organization (CHO): An organization that operates a contributory homeless assistance program or homelessness prevention program or contributory non-homeless assistance program.

Data Recipient: A person who obtains PPI from an HMIS Lead Agency or from a CHO for research or other purpose not directly related to the operation of the HMIS, CoC, HMIS Lead Agency, or CHO.


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End User (or Users): An employee, volunteer, affiliate, associate, and any other individual acting on behalf of a CHO or HMIS Lead Agency who uses or enters data into the HMIS or another administrative database from which data are periodically uploaded to the HMIS.

Homeless Management Information System (HMIS): The information system designated by a CoC to process Protected Personal Information (PPI) and other data in order to create an unduplicated accounting of homelessness within the CoC. An HMIS may provide other functions beyond unduplicated accounting.

HMIS Lead Agency: An organization designated by a CoC to operate the CoC’s HMIS on its behalf.

HMIS Participating Bed: For any residential homeless program, a bed is considered a “participating HMIS bed” if the program makes a reasonable effort to record all universal data elements on all clients served in that bed and discloses that information through agreed upon means to the HMIS Lead Agency at least once annually.

HMIS Software Solution Provider: An organization that sells, licenses, donates, builds or otherwise supplies the HMIS user interface, application functionality and database.

HMIS Vendor: A contractor who is paid to provide services for the operation of a CoC’s HMIS. An HMIS vendor includes an HMIS software solution provider, web server host, and data warehouse provider, as well as a provider of other contracted information technology or support. Non-Contributory CoC Program: A CoC Program that does not contribute PPI or other client-level data to an HMIS.

Participating CoC Program: A contributory CoC Program that makes reasonable efforts to record all the universal data elements and all other required data elements as determined by HUD funding requirements on all clients served and discloses these data elements through agreed upon means to the HMIS Lead Agency at least once annually.

Protected Personal Information (PPI): Information about a client: (1) whose identity is apparent from the information or can reasonably be ascertained from the information; or (2) whose identity can, taking into account any methods reasonable likely to be used, be learned by linking the information with other available information or by otherwise manipulating the information.

Processing: An operation or set of operations performed on PPI, whether or not by automated means, including but not limited to collection, maintenance, use, disclosure, transmission and destruction of the PPI.

Quarterly Performance Report (QPR): A reporting tool that HUD uses to track progress and accomplishments of HPRP funded programs on a quarterly basis.

Research: A systematic investigation, including research development, testing, and evaluation, designed to develop or contribute to general knowledge.


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Unduplicated Accounting of Homelessness: An unduplicated accounting of homelessness includes measuring the extent and nature of homelessness (including an unduplicated count of homeless persons), utilization of homelessness programs over time, and the effectiveness of homelessness programs.

Unduplicated Count of Homeless Persons: An enumeration of homeless persons where each person is counted only once during a defined period of time.

Victim Services Provider: A nonprofit or nongovernmental organization including rape crisis centers, battered women’s shelters, domestic violence transitional housing programs, and other programs whose primary mission is to provide services to victims of domestic violence, dating violence, sexual assault, or stalking.

3. CONTINUUM OF CARE STRUCTURE

The Housing and Homeless Coalition for Riverside, which is officially called the Continuum of Care for Riverside County – CoC, is comprised of public and private agencies along with community residents including homeless and formerly homeless individuals. The CoC was designed to assess the need for homeless and affordable housing services and to develop and recommend a Continuum of Care Plan for the region on behalf of at-risk and homeless individuals and families.

4. STANDARDS FOR HMIS GOVERNANCE

4.1 CoC Board of Governance A member of the HMIS Administrators Council will attend the scheduled CoC Board of Governance meetings.

4.2 HMIS Administrators Council

Policy: The HMIS Administrators Council is made up of members from the community, who both use the HMIS Application and/or are Agency Administrators. Council members are required to attend not less than 75% of scheduled meetings per year. The purpose of these meetings is to: review and maintain compliance of the HMIS Charter, support the point-in-time count, review all participating agencies compliance reports and plan/participate in HMIS compliance monitoring.

Description: To ensure every participating HMIS agency is compliant with HUD and County mandated policies and procedures. It is necessary to be involved in the formulation of these policies and procedures. These meetings will give participating providers the opportunity to voice their concerns as well as determine what and how the policies are written and enforced. The HMIS Administrators Council is also responsible for reviewing HMIS compliance reports and monitoring HMIS implemented program sites.


8

Procedures: 1. The HMIS Administrators Council will host, moderate, and determine where each meeting

will take place. 2. HMIS Administrators Council members will invite participants from various agencies,

rotating participation. 3. The agenda, with topics to be covered, will be distributed out to each participating member

prior to the meeting. 4. Members wishing to add items to the agenda can do so by sending their requests to the

HMIS Administrators Council Chairperson. 5. Changes and additions to the charter require council approval. All requests for changes,

additions or deletions must be submitted on a Request for Policy Change or Addition Form in order to be considered by the committee.

6. Minutes of each meeting will be distributed to each Agency Administrator (1) one week before the next scheduled HMIS Administrators Council Meeting.

Best Practice: 1. Agencies are strongly encouraged to nominate topics they feel should be discussed. 2. Agencies are encouraged to share their ideas and best practices that they feel others in

the community would benefit from as well.

4.3 Requests for Policy Addition, Deletion, or Change

Policy: All requests for changes to the Charter will be made in writing and tracked by the HMIS Lead Agency staff. Requests will be received and voted on by the HMIS Administrators Council prior to being inserted into the HMIS Charter.

Description: All requests for changes, additions, or deletions to the HMIS Charter must be submitted in writing in order to be considered. All Riverside County CoC members are welcome to submit requests. Submitting a request does not guarantee approval of the request. It is recommended that members, who wish to submit a request, attend the HMIS Administrators Council meeting at which the request will be presented to the council. Procedure: 1. Complete an HMIS Request for Policy Addition, Deletion, or Change form and submit it to HMIS Support.

By mail: Attn: HMIS Support

4060 County Circle Drive Riverside, CA 92503

By fax:

Attn: HMIS Support (951) 358-7755

2. Approved requests will be inserted in the HMIS Charter and uploaded to the DPSS website: dpss.co.riverside.ca.us, under DPSS Programs/Homeless Program within 7 business days following approval by the HMIS Administrators Council.

mailto:HMIS


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5. HMIS DATA QUALITY STANDARDS

5.1 Applicability, Purpose and Goals The Data Quality Standards provide a framework for ensuring that our community implements procedures that result in good quality HMIS data. These standards apply to the HMIS Lead Agency, CoC membership and contributory programs. The Data Quality Standard is intended to achieve the following HUD reporting policies:

5.1.1 Data Quality Plan

Policy: The HMIS Lead Agency will develop and implement a data quality plan to ensure consistent data collection and data quality across all CHOs.

Description: 1. At minimum the data quality plan will include the following elements: Identify the responsibilities of all parties in the CoC (CoC primary decision-making entity, HMIS Lead Agency, CHOs, End Users) with respect to achieving good quality HMIS data. 2. Benchmarks for data timeliness, data accuracy and data completeness that are consistent with the revised standards. 3. Special data quality policies and procedures for CHOs that contribute data through data integration. 5.1.2 Monitoring by HMIS Lead Agency

Policy: The HMIS Lead Agency will monitor the overall data quality of the HMIS and the quality of the data produced by individual CHOs and their Contributory Homeless Assistance Programs.

Description: Specifically the Lead Agency will: 1. Utilize the Missing Value Report, Un-duplication Data Quality Report, Bed Utilization

Report, and the Data Timeliness Report to monitor data quality for each Contributory Homeless Assistance Program.

2. Produce monthly program level information for each Contributory Homeless Assistance Program identifying data quality weaknesses and recommending solutions for issues that need to be addressed.

3. Provide regular feedback to individual CHO’s to ensure problems are addressed. 4. Provide training and/or technical assistance to CHO staff to ensure problems are

addressed. 5. Monitor the cleaning and updating of client data that has been identified as non-

compliant with the local data quality standards.


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5.2 Data Quality Benchmarks

Policy: In order to qualify as “participating in the HMIS” all participating CHOs must meet the data quality benchmarks as described in the Continuum of Care for Riverside County’s Data Quality Plan. These benchmarks apply to CHOs whether or not the CHO provides the data directly into the HMIS or submits it to the HMIS Lead Agency for input into HMIS.

5.2.1 Data Accuracy Benchmarks

Description: Information entered into the HMIS must be valid and must accurately represent information on the people that enter any programs that contribute data to the HMIS. Every CHO must enter data on clients in the same way over time, regardless of which staff person is recording the data in the HMIS. Procedure: To determine the accuracy of information in HMIS, CHOs must regularly conduct data quality checks and audits. This can be done by spot checking the data that are entered by HMIS users, comparing the HMIS data to a sample of paper files. Required Benchmark: 95% of data entered into HMIS must reflect what clients are reporting. 5.2.2 Data Completeness Benchmarks Description: To be complete, the HMIS must include all homeless assistance programs (to the maximum extent possible), all clients served by those programs, and all required data elements for each client served. If a client record is missing then the aggregate report on the program will not adequately capture the clients served. Procedure: Paper records – Hard copies must be maintained for any client who does not consent to having their information entered into the HMIS. Required Benchmark: 1. 100% of all HUD funded homeless assistance programs (excluding Domestic Violence programs) must participate in the HMIS. 2. 75% of all beds in non-HUD funded 5.2.3 Data Timeliness Benchmarks Description: To be most useful for reporting, an HMIS must include the most up-to-date information possible, on clients served by CHOs.

1. Procedure: Information must be entered into HMIS within fourteen (14) calendar days from the point of the event, (Intake/enrollment, service delivery, or discharge) to record the information into the HMIS software.


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Required HUD Benchmark: 2. Client information must be entered by CHO’s within 5 business days following the

month in which the client was served by the contributory program. 3. Every CHO must update client information at exit and/or at annual assessment, per

requirements relative to each universal and program-specific data element.

5.3 Data Quality Required Reports The overall standards for HMIS software are presented in the Homeless Management Information System (HMIS) Data Standards Revised Notice dated March 2010. Copies will be available upon request.

5.3.1 Missing Value Report This report calculates the percentage of required client-level data elements with null or missing values divided by the total number of client records. The report will also calculate the number of usable values (all values excluding “Don’t know” and “Refused” responses) in each required field over any desired time period (e.g., last month, last year). The report will be generated for each program, for different types of programs, and across the entire CoC. The program level reports will cover all applicable universal and program-specific data elements. The CoC reports will be limited to the following universal data elements: Name, Social Security Number, Date of Birth, Ethnicity, Race, Veteran Status, Gender, Disabling Condition, Residence Prior to Program Entry, and Zip Code of Last Permanent Address. Percentages will be based on the universe of client records for which the data element is required. For example, percent (%) null for veterans = number of clients with no veteran status recorded/number of adults. 5.3.2 Un-duplication Data Quality Report This report will be available to validate de-duplication results based on the HMIS Lead Agency’s un-duplication approach against other possible combinations of fields. The un-duplication quality reporting highlights records that match, using the HMIS Lead Agency’s primary methodology but have conflicting values in other identifiable fields. 5.3.3 Bed Utilization Report This report will calculate for each program the percentage of beds and family units that are filled on any given night by dividing the number of clients/households served by the total number of beds/units available for occupancy during the specified time period, as well as the average bed and unit utilization rates by program type. The report will help to identify potential data quality issues by flagging facilities with bed or family unit utilization rates above 105% or below 60%. The report requires that client level data as well as Program Descriptor data be entered into HMIS for all clients served in programs that provide beds. 5.3.4 Data Timeliness Report This report calculates for each program the differences between the date on which the Program Entry Date or Program Exit Date was entered on clients and the dates on which actual entry or exit occurred. The report will be based on Program Entry Dates and Program Exit Dates, and compare the dates that these data were entered to the actual vales contained in those fields. The “Creation Date” for these fields is automatically recorded when the user enters data. This data will be compared to the Data Timeliness Benchmark set by the CoC.


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5.4 Reduce Duplications in HMIS for Every CHO

Policy: In order to reduce the duplication of client records, CHO Users should (1) always search for the client in HMIS before creating a new client record (2) avoid using the ‘Anonymous’ button unless you are a Domestic Violence Shelter who has an agreement to use this feature.

Description: The burden of not creating duplicate records falls on each participating agency. The HMIS system does not prevent duplicate client records from entering the database, therefore it is up to each user to ensure every client is first searched for, and if not found, then added. If matches are found, the user must determine if any of the records found, match their client. Having multiple (duplicate) records on the database for a single client causes confusion and inaccurate information being stored and for this the users are discouraged from using Anonymous Client feature. Procedures: 1. When an CHO user is collecting data from a client, the CHO user will first attempt to locate

that client on the system by searching (Add/Find Client button) for them by either name (first, last, and middle), date of birth (DOB), or social security number (SSN).

2. It may be possible that this person already exists, but chose to have just their client identification number (I.D.) PIN recorded instead of their name, social security number, and birth date. It may be required to look in the paper files to determine their client I.D. number PIN.

3. If no matches are found on the database for this client, the CHO user will continue to add the basic Universal Data elements for the client’s intake.

Best Practices: 1. Perform more than one type of search when attempting to find an existing record. Clients

often do not use the exact same name that was previously entered. 2. Using a field other than name tends to be more accurate, and not open for much

interpretation (date of birth, social security number). 5.5 Data Quality and Correction

Policy: Agency Administrators are required to run the Universal Data Quality Report and the Clients in Programs report for each of the agency’s programs and respond to the HMIS Lead Agency’s request for data clean-up.

Description: To produce high quality reliable reports, it is imperative to possess high quality data. HMIS Project Managers will help assure stakeholders that the data contained within HMIS is of high quality. Details of the Data Quality Report can be found in the HMIS Quality Plan. Procedures: 1. At the end of each month, HMIS Support will review the quality of each agency's data by

running reports out of HMIS. 2. HMIS Administrators Council will then distribute to each agency's Executive Director and

HMIS Administrator a scorecard of the results based on their agency's data.


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3. Agency HMIS Administrators are required to work with the HMIS System Administrator to rectify any shortfalls on data quality and fix issues within five business days.

6. PRIVACY STANDARDS

6.1 Policies and Applications CoC HMIS Lead Agency will provide to all Contributory HMIS Organizations (CHOs), and make otherwise publicly available to anyone upon request, an Information Processing and Privacy Notice that: 1. Describes its’ role in the processing of protected personal information (PPI) obtained from CHOs 2. Describes accountability measures for meeting applicable privacy and security obligations 3. Informs data subjects, on how to pursue their privacy rights, with CHOs for including standards and procedures for CHO programs that are covered by HIPAA or other privacy rules.

6.1.1 Privacy Policy Notice (Posted Sign)

Policy: All CHO users who enter data in the HMIS must have a sign posted at their workstation or wherever data is entered which describes how information about the client may be used and disclosed and how the client can get access to their information.

Description: The HIMS Privacy Policy Notice is a brief document describing a consumer's data rights in relation to HMIS. Procedures: 1. Each workstation, desk, or area used for HMIS data collection must post the HMIS

Privacy Policy Notice. 2. If an agency serves Spanish-speaking clients, or clients whose primary language is

not English the agency must also provide the translated Spanish (or other) version of the HMIS Privacy Policy Notice.

3. If an agency has a website, the HMIS Privacy Policy Notice must be posted on that website as well.

Best Practice: An agency could also post the HMIS Privacy Policy Notice in a waiting room, an intake line, or another area where clients congregate before intake occurs. This will give clients another opportunity to read the notice before receiving services. 6.1.2 Release of Information (ROI)

Policy: All clients Informed Consent forms must be stored securely for a minimum of seven

years after the client last received services from the agency.


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Procedures: 1. The Informed Consent form is valid for seven years after the client last received

services from the agency. Therefore, for auditing purposes it is important to keep the Informed Consent form collected for at least that length of time.

2. Informed Consent forms must be kept securely in accordance with standard confidentiality and privacy practices (e.g. locked away in a file cabinet and not accessible without authorization).

3. If an agency does not currently keep client files they must, it will be important to set-up a file system to keep track of these forms.

Best Practices: 1. It is recommended that agencies keep the Informed Consent form in their current

client file with the other information being collected and maintained. It will be easier to locate their information in this manner rather than creating a separate file just for HMIS.

Policy: Agencies will give the clients the first page (double-sided) of the Informed Consent agreement.

Procedures: 1. The first page of the Informed Consent (front and back) detail the client's rights in HMIS data

collection. This information is particularly important to those individuals that agree to participate in HMIS.

2. The CHO End User who is the agency witness on the Informed Consent form should take off the first page and hand it to the client, while filing the signature page.

Best Practice: Some agencies may wish to also provide clients with a photocopy of the signature page, so that they have a record of what was their HMIS participation decision.

Policy: Unless a court order claiming incompetence is known or provided, clients are presumed competent.

Procedures: 1. The industry-wide best practice is to presume that all clients are competent, unless there is

a known court order stating otherwise or obvious assessment to the contrary can be made. 2. If there is a known court order stating the individual is not competent then it is not possible

to obtain an Informed Consent for HMIS. In this case, the CHO end users should mark down “DO NOT ENTER MY INFORMATION...” and sign as the Agency witness.

3. CHO End Users should do their best in attempting to obtain informed consent from individuals that may not appear to be fully competent during intake when there is no court order. If it is not possible to obtain a truly informed decision regarding HMIS participation, the individual should be dealt with as a non-participant in HMIS.

Best Practice: Often individuals may be temporarily incompetent because they are under the influence of a particular substance which affects their ability to make a decision. If possible, delay the Informed Consent process and HMIS data collection, until the client is no longer under the influence and are able to make decisions.


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Policy: Clients may not agree to participate in HMIS. Clients do not have to participate in HMIS

in order to be served by the program.

Procedures: 1. A number of clients will either choose not to participate in HMIS or are not capable of

Informed Consent (for a variety of reasons) however, it is important for reporting purposes that these individuals are still counted.

2. To account for the overall services rendered by an agency, each agency must keep track of how many clients did not participate in HMIS.

3. Agencies are responsible for collecting accurate information to meet program reporting requirements.

Policy: Agencies cannot deny services to an individual solely on the basis of the individual

deciding not to participate in HMIS.

Procedure: 1. When a client decides not to participate in HMIS, an agency cannot deny them services

because of that decision. 2. Agencies are not required to guarantee services to an individual as they may fail other

eligibility criteria, lack of openings, and/or lack of funding. 3. Agencies who encounter clients that refuse to sign the ROI will capture client information on

the manual paper intake form.

Best Practice: Agencies may determine if an individual will or will not receive services before the individual goes through the Informed Consent process. This will eliminate a perceived relationship between HMIS participation and service delivery. 6.2 Workstation Security Procedures Most security breaches are due to human error rather than systematic issues. In order to keep the application and data secure, CHO End Users must also implement some additional security measures.

Policy: CHO End User’s computer screens should be placed in a manner where it is difficult for

others in the room to see the contents of the screen.

Description: The placement of the monitor can play a role in establishing security at the agency. CHO users should consider placing the monitor in a way that it is difficult for others to see the screen without you knowing it. Good placement: When someone walks into the room where the computer is, all they should be able to see should be the back of it. Bad placement: When someone walks into the room, they can look over your shoulder without you knowing it, and read material off the screen.

Policy: Do not write down your username and password and store it in an unsecured manner.


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Description: Do not post your HMIS user name or password information under your keyboard, on your monitor, or laying out for others to see. This type of behavior can lead to large security breaches. Passwords and usernames that are written down must be secured in a locked drawer.

Policy: Don't ever share your login information with anybody (including Site or Project

Managers).

Description: If someone is having trouble accessing HMIS, direct them to contact your Agency Administrator, call or send an e-mail to the HMIS Support Desk. Sharing usernames and passwords, or logging onto a system for someone else is a serious security violation of the user agreement. CHO users are responsible for all actions taken in the system utilizing their logons. With the auditing and logging mechanisms within HMIS any changes anyone makes or actions that are taken will be tracked back to your login.

Policy: When you are away from your computer log out of HMIS or lock down your workstation.

Description: Stepping away from your computer while you are logged into HMIS can also lead to a serious security breach. Although there are timeouts in place to catch inactivity built into the software, it does not take effect immediately. Therefore, anytime when you leave the room and are no longer in control of the computer, you must do one of two things. First, you can lock down your workstation. Most Windows-based operating systems allow users to lock their workstation by simply pressing CTRL-ALT-DELETE keys and choosing “Lock Workstation”. This will require users to enter in their Windows password when returning. Secondly, if this is not an option for you, then at a minimum log out of HMIS. 6.3 Revoking Authorization for HMIS Data Collection

Policy: Clients who initially agree to participate in HMIS have the right to rescind their permission for data collection.

Procedures: 1. Clients must request and complete the Revocation Form from the agency. 2. The agency will file the Revocation Form with the client's previously signed Informed

Consent Agreement. 3. The agency will no longer collect and enter data for HMIS purposes. 4. The agency will access the client's record in HMIS and perform the following:

In the General Information tab, click the 'Do Not Save' box. Click the Update button at the bottom of the tab.

6.4 Sharing Client Data

Policy: HMIS client data may not be shared unless explicitly authorized by the client and an

Agency-to-Agency Agreement is signed.


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Description: Agencies with a number of other service providing agencies while coordinating services for a client. While coordinating services it is important to keep the client's identity confidential unless the client expressly permits their information to be shared and an Agency-to-Agency Agreement is signed. Procedures: 1. CHO users will keep client data confidential at all times and will obtain client permission to

disclose personally identifying information only when necessary. 2. In the future, electronic data sharing between agencies will be enabled with agency and

client consent regarding what agencies have access to their information and what information they would like to share.

6.5 Electronic Sharing of Client Records

Policy: ClientTrack has the ability to allow client information sharing between CHO’s. This is only done with an Agency-to-Agency Agreement implemented. The HMIS Lead Agency staff will enable agencies to share client records electronically if both agencies agree AND the client consents to the sharing of their information.

Description: The HMIS application allows groups of agencies to share the same client record as they provide and coordinate services for the individual/family. Agencies who wish to have the ability to share records with one another will need to sign an agreement between each other. Clients will also have the added ability to decide if they want their information shared with another agency, as well as what information they would like to have shared. ClientTrack has the flexibility to allow the agencies to specify which classification of data they would like to share and with whom. 6.6 Client’s Access to Their Information

Policy: Clients have the right to a copy of their Universal and Program-Specific data contained

within County of Riverside HMIS.

Procedures: 1. Clients may request a copy of their information contained within County of Riverside HMIS. 2. Agencies are required to provide them a print out from the County of Riverside HMIS of the

Universal and Program-Specific data elements. 3. Agencies are not required to print out any additional information although it is optional and

allowed. Best Practices: 1. Case management notes are typically not shared with the client. However, consider

providing the client related information such as their goals, outcomes, referrals, and services provided.

2. If utilizing paper forms with data entry into County of Riverside HMIS occurring later, consider making a photocopy of the paper forms for the client if they request a copy.

3. If entering data directly into County of Riverside HMIS without utilizing paper forms, consider automatically printing a copy of the information for the client.


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6.7 Client Grievance Process

Policy: Clients have the right to file a Grievance form regarding potential violations of their

privacy rights regarding HMIS participation.

Procedures: 1. A client must request and complete the Grievance form from the agency. 2. The client may choose to turn the form into an agency manager or another person of

authority not related to the grievance OR may mail the form directly to the CoC . 3. If the agency receives a completed Grievance form, they must submit it promptly to the CoC 4. The County of Riverside HMIS Homeless Programs Unit will review the grievance,

research the nature of the complaint, and will respond to the grievant within 30 days.

Policy: No action or punishment will be taken against a client if they choose to file a grievance.

Procedure: 1. The agency named in the grievance, the County of Riverside HMIS Homeless Programs

Unit, and other participating HMIS agencies will not refuse or reduce services to the client because of filing a grievance.

2. A thorough investigation will occur if a client reports retaliation due to filing a grievance. 6.8 HMIS Software Application – Level Security Within the HMIS software itself, there are additional layers of security built into the system. This results in making the system harder to access without appropriate permissions. These security features include:

128-bit encryption of the connection between a CHO end users computer and the HMIS application

Users are organized into security groups in which the groups are given specific permissions on what they can access in HMIS

Passwords are automatically and randomly generated thereby enforcing strong password protection. This means that it would not be possible to guess one's password based on social knowledge of the person (e.g. dog's name, maiden name, favorite activities, etc…)

A CHO end users connection to the application will automatically close down after a period of time of inactivity in the HMIS software.

There are logging and audit systems in the background recording each user's activities in adding, viewing, and editing information.

6.9 Security Review

Policy: The HMIS Lead Agency must complete an annual security review to ensure the implementation of the security requirements for itself and the CHOs. This security review will include the completion of a security checklist ensuring that each of the security standards is implemented in accordance with the HMIS security plan.


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Description: Each agency is given, at the time of training, guidelines for providing a secure environment for their clients and employees who utilize HMIS. It has been determined that one year, after an agency has implemented HMIS, is a sufficient amount of time for all issues to be identified and rectified. At the one year mark, DPSS will conduct and monitor a security audit at the agency’s location. Five areas of security will be examined and documented:

1. Physical and Environmental Security: a. PC location out of public area b. Printer location c. PC access

2. Personnel Security: a. Passwords b. Signed Agreements c. Number of authorized users d. Training provided when needed

3. Application Program and Usage Security: a. Printing b. Browser Security c. Screen Savers d. Warnings e. Inactivity lock-outs

4. PC Configuration: a. OS Version b. Browser Configuration c. Browser Version d. Patch/Update levels current? e. Virus Protection with updates? f. Firewall?

5. Network Configuration a. Internet Access Method b. Firewall/router c. Other network users

Procedures: 1. The HMIS Project Manager will notify the agency's Executive Director and/or Agency

Administrator of an upcoming monitoring. The monitoring will be scheduled ahead in advance, and there will be unannounced HMIS security monitoring visits. .

2. HMIS Project Manager will perform the monitoring and create a results report. This report will be submitted to the agency's Executive Director, the HMIS Administrators Council, and a copy will be filed at the HMIS Lead Agency Headquarters.

3. Any deficiencies in practices or security must be resolved immediately. A follow-up audit will be conducted to ensure that the changes have taken affect.

Policy: Agencies are required to immediately resolve any issues discovered during an HMIS

security audit.


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Description: In order to maintain the high level of security, client privacy, and confidentiality practices set-up in this charter, security audits will be conducted by HMIS Project Manager on a regular basis. Agency Administrators will work with the HMIS Project Manager to schedule an audit and to assist the HMIS Project Manager in performing the audit. The audit will cover many topics and includes: Informed Consent Agreement, privacy notices, technology security, and data entry practices. The details of the audit can also be found in the HMIS Quality Plan.

7. SECURITY STANDARDS

Through a set of administrative, physical and technical safeguards, the security standards are to: (1) ensure the confidentiality, integrity, and availability of all HMIS information; (2) protect against any reasonable anticipated threats or hazards to security; and (3) ensure compliance by End Users. 7.1 Security Management

Policy: The HMIS Lead Agency will develop, update, and maintain a Security Plan through the life

of the HMIS system.

7.1.1 Security Plan The HMIS Lead Agency will submit the Security Plan to the HMIS Administrators Council and the CoC for review. The Security Plan will be reviewed by the HMIS Administrators Council annually.

The HMIS Security Plan must include the following: 1. Information System Name 2. HMIS Lead Agency and security office contact information 3. Authorizing official of the CoC 4. Participating organizations and Security Officer information 5. System environment, including the primary hardware, software and communications

equipment, and the use of any devices, such as personal digital assistants, that may raise special security concerns

6. Interconnections with other systems 7. Related laws and regulations 8. Plan update and approval procedures 9. Security plan version history 7.1.2 Participation Agreement As part of the HMIS Participation Agreement, all CHOs participating in HMIS will agree to abide by the specific provisions of the HMIS Security Plan. 7.1.3 Disaster Recovery Plan The HMIS Lead Agency will develop a Disaster Recovery Plan. The Disaster Recovery Plan will include the following:

Testing or training annually. Each current HMIS End User will be made aware of his or her role in the plan.

A process for communicating with local disaster planning committee officials both prior to and during disasters, as well as protocols for communication with staff, CoC representatives, and CHOs.


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Identification of critical resources such as data, equipment, organizational governance and financial documents and means of protecting them.

7.1.4 Evaluation The HMIS Lead Agency will complete an annual security review to ensure the implementation of the security requirements for itself and for CHOs. The security review will include completion of a security checklist, ensuring that each of the security standards is implemented in accordance with the HMIS Security Plan.

8. IMPLEMENTING HMIS

8.1 HMIS Software Solution The HMIS solution for the CoC is a web based computer software application called ClientTrack created by Data Systems International (DSI) DSI is located in Salt Lake City, Utah 8.2 Technology Requirements

Policy: All computers authorized to access County of Riverside HMIS must meet the minimum requirements as established in this charter.

Procedures: All computers that will access CoC HMIS on behalf of the agency must meet the minimum requirements. This includes agency's on-site desktops and laptops as well as home computers. Accessing HMIS from home is never allowed due to security breaches. It is difficult to ensure that a computer in the home meets the technical standards and that users are abiding by the same privacy, confidentiality, and security procedures as they would in the office. Unauthorized individuals (spouses, children, and relatives) could gain access to HMIS in a home environment more easily than in an office environment. Agency Administrators must ensure that these computers meet the following standards:

1. Internet access: Any computer that will be used for HMIS must be able to connect to Internet Explorer 7.0 or higher for the purpose of accessing the HMIS software.

2. Internet browser software: The browser must be capable of 128-bit encryption. 3. Internet connection speed: If you are using dial-up connection to get to the Internet, the

minimum speed is 33.6 kbs (33,600 bytes/second). 4. Hardware processor: The PC speed should be at least 350 MHz. 5. Hardware RAM memory: The PC should have at least 64MB RAM. 6. Screen resolution: Screen resolution should be at least1024 x 768 pixels. 7. Firewall: For your computer or network, an active firewall must be present either on that PC or

as a part of the network. 8. Virus protection: For your computer or network, virus protection software must be present and

active with current virus definitions and regularly scheduled virus updates occurring. 9. Login access: Each computer must utilize and activate a login screen. 10. Screen-saver password: Each computer must activate a screen-saver password which is set

to turn on when the computer is unattended or has not been in use during a reasonable amount of time (typically 10 minutes).

Best Practices:


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Agencies should also consider these recommendations in preparation for fully utilizing all the capabilities within HMIS as well as incorporating standard industry practices:

1. Operating system version: Each computer should be on a currently supported version of an operating system (e.g. Windows, Mac O/S). The oldest version of Windows supported by Microsoft is 98. Windows 98, 98 Second Edition (SE), and Millennium Edition (ME) are going to be supported through June 30, 2006.

2. Operating system updates: Each computer accessing HMIS should be current in applying all of the available critical security patches. Patches should be installed within 24 hours of notification of availability.

3. Anti-Spyware software: For your computer or network, anti-spyware software should be present, active, and with current definitions.

4. Browser software version: Each computer should be on a current version of the browser. Internet Explorer 7.0 or higher.

5. High-speed connection: Ideally each computer should have access to at least a DSL/Broadband high-speed line instead of dial-up connection. This will result in a much improved experience over connecting with dial-up speeds.

6. Standard office software: In order to use downloaded data from HMIS, you should have software that can interpret comma-delimited files, such as spreadsheet, word processing, or database software (examples like Microsoft’s Excel, Word and Access). There are a number of options here. It is not a requirement that you have this software since it is not required that you download HMIS data. There are computers that will download data from HMIS. It will need a compressed file expander to unzip the files additional options beyond the Microsoft Office software.

7. Compressed file expander for WinZip and Aladdin Expander are of this type of software. It is not a requirement that you have this software unless you intend to download data.

8.3 Memorandum of Understanding (MOU) HMIS Participating Agency & Data Sharing Agreement

Policy: In order to systematically share data, the participating agencies will jointly establish a data sharing network formalized by the execution of an MOU. (see, Appendix F)

Description: The CHO End User Agreement is a contract between the agency and the Continuum of Care, with Riverside County DPSS acting on behalf, of the CoC’s agent regarding participation in HMIS (using the ClientTrack software.) The agreement outlines specific requirements on confidentiality, data entry, responsibilities, security, reporting, and other items deemed necessary for proper HMIS operation and compliance. Procedures:

1. The agency's Executive Director (or other empowered officer) will sign one copy of the Agency Agreement, maintain a copy for your files and mail the copy to:

2. A copy will be filed at DPSS 3. Any questions regarding the terms of the Agency Agreement should be directed to CoC

HMIS Lead Agency.

Attn: Riverside County HMIS Lead Agency Riverside County Department of Public Social Services 4060 County Circle Drive


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Riverside, CA. 92503 8.4 HMIS End User Agreements

Policy: An HMIS End User Agreement must be signed and kept for all agency personnel or volunteers that will collect or use HMIS data on behalf of the agency.

Description: The HMIS End User Agreement is a document between a participating agency and its employees, contractors, or volunteers who are authorized to collect HMIS data and/or record that data into the system for the purpose of agreeing to abide by the rules in the specified. Procedures:

1. Before an authorized agency personnel begins collecting data on behalf of HMIS, the individual must sign a HMIS End User Agreement form.

2. An agency must store the signed HMIS End User Agreement for each individual that will collect data for HMIS or will operate the HMIS software.

3. An agency must retain signed HMIS End User Agreements upon revoking an individual's authorization or in terminating an individual's employment indefinitely.

8.4.1 Removing Authorized Personnel

Policy: The CoC HMIS System Administrator must be notified within three business day when an individual is no longer authorized to access HMIS on the agency's behalf.

Procedures: 1. Within one business day of revoking an individual's authorization for HMIS access, the

agency will contact the HMIS System Administrator via support email [email protected].

2. The agency will complete a Change User Account Form and email or fax - Attn: HMIS System Administrator – Fax number 951-358-3926.

3. Upon receipt of the ‘Change User Account’ Form, the HMIS Project Manager will immediately deactivate and/or delete that individuals' CHO user account. The individual will not be able to log into HMIS at that time.

8.5 HMIS Licensing

Policy: In order to participate in HMIS, an agency must obtain a license for each CHO End User that the agency designates (a minimum of two licenses is required). Initial purchase of licenses will be made by the HMIS Lead Agency.

Description: To participate in the CoC HMIS, each agency must have a minimum of two dedicated CHO End Users. The Agency will need to designate two users per program, one to be used as a backup and one agency administrator. As of July 1, 2011 agencies who receive HUD funding should absorb the cost of licenses through their HUD grants and additional licenses and renewal fees will be at the expense of each participating agency thereafter, unless other arrangements have been made or agreed to.

mailto:[email protected]


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Procedures:

1. Each agency will fill out the appropriate “User Account Request Form” for each designated CHO end user and signed by the agency’s Executive Director or other authorizing figure and submit the forms to the HMIS Lead Agency.

2. When new agencies request participation into the HMIS system, a site visit will be scheduled and all policy and security requirements will be evaluated.

3. Once approved for HMIS participation, agency profiles will be built and training will be scheduled for end users as well as any possible Agency Administrators.

4. After successful completion of training, the agency can begin using HMIS immediately on client intakes.

8.6 Designate Agency Administrator

Policy: All participating Organizations must designate an Agency Administrator.

Description: The organization’s Executive Director or other officer must designate an individual to act as the organization’s Agency Administrator. The Agency Administrator role possesses different responsibilities than a typical End User and as applicable should be Administrative staff level. The Agency Administrator is accountable for the following items: (activities)

Acts as the first tier of support for CHO End Users Act as the main point of contact for HMIS Lead Agency for HMIS related issues. Completes the agency’s Profile Worksheet to be used to set up the organization in HMIS. Ensure client privacy, confidentiality, and security Maintain compliance with technical requirements for participation Store a copy of and enforce End User Agreements Post Privacy Notice Enforce data collection, entry, exit, and quality standards Assist HMIS staff with technical assistance, CHO user training and monitoring. Attends HMIS Administrator Council meetings Maintains the agency's Approved End Users List spreadsheet to reflect all of the authorized

individuals. Requests training and/or technical assistance on behalf of the agency’s CHO end users. Runs the Universal Data Quality Report for each of the agency’s programs and responds to

the HMIS Lead Agency’s request for data clean-up. Runs the Clients in Program report for each of the agency’s programs and responds to the

HMIS Lead Agency’s request for data clean-up. Procedures: The Agency Administrator is designated as an oversight person and has the overall responsibility for meeting the HMIS requirements. CHO End Users are authorized by their Agency Administrator to access HMIS after signing the CHO End User Agreement with their agency and completing the required training(s). 8.7 Agency Profiles in HMIS


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Policy: Agencies are not allowed to enter client data into HMIS until their agency profile is set-up in HMIS .

Description: Within HMIS, each agency will have an organizational profile that contains the programs and services the agency offers. HMIS staff will work with each agency individually to design their profiles. Procedures:

1. The Agency Administrator will complete the Profile Worksheet to assist in the organization of how an agency's profiles will work in ClientTrack, before updating profiles in ClientTrack.

2. The Agency Administrator will contact the HMIS Lead Agency staff, on behalf of the CoC for the purpose of reviewing the Profile Worksheet.

3. HMIS staff will work with the Agency Administrator to ensure that the profiles are organized in a way that is useful for the agency, consistent with standard practices, and meets reporting needs.

4. The HMIS System Administrator will complete the agency profile set-up in ClientTrack based on the final Profile Worksheet.

5. At the request of the Agency Administrator, the HMIS System Administrator will make any necessary changes to the agency profiles.

8.8 Data Conversion / Data Integration

Policy: Agencies utilizing systems other than the County of Riverside Continuum of Care HMIS are responsible for following the same data requirements as the CHOs that enter data into the CoC’s county-wide HMIS.

Description: Agencies may already collect client data in another system, whether it is packaged software or homegrown. There may be a desire to carry over information from that system into HMIS. There are two general ways to accomplish this:

1. Data Conversion: This is a one-time transfer of data from the old system into HMIS and users

would actively utilize HMIS after that. 2. Data Integration: This is a regularly scheduled data transfer from the current system into HMIS 3. Either option is complex with the number of variables involved in performing these tasks. In

general these are very specific requirements for conversion and integration. Agencies should contact the HMIS System Administrator if they desire to do either one.

Data Conversion Requirements:

1. HMIS Informed Consent must be collected for records that will be converted from one system to the next. Records will not be converted for clients where there is no signed Informed Consent Agreement because the client will not have agreed to allow their information to be entered into HMIS.

2. Beyond CHO End Users, agencies are required to pay for the cost of data conversion. Riverside County DPSS will assist in the introductions to ClientTrack but will not take part in pricing or contract negotiations.

Data Integration Requirements:


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1. The system that will primarily be used for client-level data must be in full compliance with HMIS standards as directed in the Federal Register. (Fed. Reg. HMIS Data Stds, 2013) Notice CPD-13-017

2. Agencies must still follow the same Policies and Procedures as other agencies. These policies and procedures protect client privacy, confidentiality, and security.

3. There may be additional costs to the agency to set-up data integration into HMIS, as well as on-going costs.

4. Agencies must be aware that if this option is chosen, they will not have access to the benefits of using HMIS. Their clients will not be able to:

Have their record electronically shared with other agencies to provide them with easier intakes and faster service delivery

Participate in the rapid entry, client id with bar code solution Receive coordinated case management service across multiple agencies Benefit from a community-wide collaboration effort to make service delivery better

8.9 Designating CHO End Users

Policy: Any individual working on behalf of the agency (ex: employee, contractor, and/or volunteer), that will collect information for HMIS purposes must be designated a CHO End User; and therefore is subject to these Policies and Procedures.

Description: Anyone who collects HMIS data (electronic or paper) or creates reports from the system should be designated as a CHO End User. Due to client privacy, confidentiality, and security procedures, all persons in these positions must follow the standards and procedures set forth for security and confidentiality. Individuals who have not had the proper training will not be equipped to respond to clients' questions on HMIS informed consent, revocation, intake forms, and other aspects. An individuals who is designated as a CHO End User that does not work with the HMIS software directly, is still required to take the Policies and Procedures training class. Individuals who do work with the HMIS software will take this class as well as specific training on the HMIS software. Procedures:

1. After an individual is identified as a CHO End User, the HMIS Project Manager or in some cases, the Agency Administrator must follow the User Administration procedures in this document for adding authorized users.

2. This individual is required to complete the appropriate user training, as outlined in the “Training Procedures” stated in this document.

8.10 Contributing CHOs

Under the HMIS license for ClientTrack, any agency may participate in HMIS if they have signed the HMIS Agreement and filled out the User Access Request form required for each licensed user. Each participating agency is responsible for their clients' data. Any type of agency that provides services to persons in need is eligible.

9. DATA COLLECTION & REPORTING

9.1 Workgroups and Workflows Procedures: (System Administrator to insert procedures for workgroup and workflow data entry)


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Enter the same data for all family members receiving services

Check clients into beds… 9.2 On Whom to Collect Data

Policy: Agencies are required to attempt data collection on individuals who are homeless and/or who are receiving services from the agency.

Procedures:

1. For HMIS purposes, HUD's minimum standards require that individuals who are homeless and receive services from an agency must be approached for HMIS data collection. Therefore, during the intake process, it is important to identify these persons.

2. Once these persons are identified, they must go through the Informed Consent process. For Riverside County CoC, the Head of Household is the primary client or representative as identified by the household.

3. Information must be collected separately for each family member, rather than collecting data for the family as a whole.

Best Practices:

1. Agencies should also collect HMIS data for individuals or families not yet homeless but are receiving services from the agency. One of the greatest benefits of HMIS to an agency is the ability to create reports describing its 'clients' characteristics, outcomes of the services they receive, and general agency operating information. Entering only HMIS data for homeless persons will give the agency only a partial picture. By including homeless and non-homeless persons in HMIS, agencies will be able to generate reports that wholly describe their operations.

2. Agencies should collect HMIS data on individuals or families that make contact with the agency, but are not able to receive services from the agency. HMIS possesses the ability to count the persons that attempt to enroll in an agency's programs/services, even though they may not actually end up receiving those services. The agency will be able to create reports about the characteristics of these individuals and use this information for a number of reasons. The agency could use this data to determine if they are being improperly referred to or to quantify the additional need to funding.

9.3 Using Paper-based Data Collection Forms (See Appendix C)

Policy: Agencies may choose to collect client data on paper and enter it into the HMIS software later, rather than entering it directly in the system. If data is collected by paper first, that information must be entered into the HMIS system within seven days, If ClientTrack is unavailable agencies must use client intake forms that have been approved by the HMIS Lead Agency to collect data on all clients served until HMIS is available.

Description: Each agency will incorporate HMIS into its own operating processes. Some agencies will prefer to interview clients and simultaneously enter their information directly into the computer. Other agencies will find it easier to collect information on paper first, and then have someone enter the data later. HMIS paper-based forms that enable collection of the Universal, community, and Program-Specific and HPRP Data Standards are available. The forms that the agencies should use:

Head of Household Intake form Other Household Member Intake form


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Service Delivery Tracking form Discharge form

During the HMIS Policies and Procedures training, CHO end users will learn how to use these forms to fulfill their data collection obligations. Procedures: 1. Agencies may utilize the HMIS paper-based forms for initial data collection. 2. CHO End Users will have fourteen (14) calendar days from the point of the event

(intake/enrollment), service delivery, or discharge) to record the information into HMIS. 3. Universal and Program-Specific forms will be available to participating agencies. Best Practices: 1. The HMIS Lead Agency strongly recommends that all agencies that enter data into the HMIS

complete the program specific data fields even if the funding received by the agency does not dictate they do so. The additional data points on the client will prove extremely helpful for the agency when reporting on client outcomes measurement/progress, internal accounting for services delivered, and external reporting to funders.

2. Agencies whose intake and assessment forms do not capture all of the desired universal and program specific data should request the customized HMIS ClientTrack intake form from the HMIS Lead Agency.

9.4 CoC Programs HUD now requires that all CoC Programs, especially those that house homeless individuals (Homeless Assistance Programs and HPRP homeless prevention programs) and are identified on the HMIS Housing Inventory Chart (HIC), collect universal data and program information on all clients served by CoC Programs regardless of whether the program participates in the HMIS.

Policy: Organizations that provide emergency shelter to homeless individuals and/or families must capture data on each client as specified in the HMIS Data Standards Revised Notice.

9.4.1. Emergency Shelters The following Universal and Program Specific Data Elements must be captured and input into HMIS for each client served including children in an emergency shelter:

Name

Social Security Number

Date of Birth

Race

Ethnicity

Gender

Veteran Status (Not Children)

Disabling Condition

Residence Prior to Program

Entry (Not Children)

Zip Code of Last Permanent

Address (Not Children)

Program Entry Date

Program Exit Date

Income & Source

Non-Cash Benefits

Physical Disability

Developmental Disability

Chronic Health Condition

HIV/AID’s

Mental Health

Substance Abuse

Domestic Violence

Destination


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Organizations that provide emergency shelter services to homeless individuals and/or families and receive funding under the Emergency Solutions Grant (ESG) must capture data on each client as specified in the HMIS Data Standards Revised Notice.

9.4.2 Emergency Solutions Grant Program (ESG) The following Universal and Program Specific Data Elements must be captured and input Into HMIS for each client served including children in an emergency shelter funded by ESG:

Name


Date of Birth

Race

Ethnicity

Gender


Disabling Condition





Program Entry Date

Program Exit Date

Income & Source

Non-Cash Benefits

Physical Disability



HIV/AIDS

Mental Health

Substance Abuse

Domestic Violence

Destination

Policy: Organizations that provide Supportive Housing which includes transitional housing, permanent housing, safe havens and single room occupancy for homeless individuals and/or families must capture data on each client as specified in the HMIS Data Standards Revised Notice.

9.4.3 Supportive Housing Program (SHP) projects The following Universal and Program Specific Data Elements must be captured and input into HMIS for each client served including children in an SHP:

Name


Date of Birth

Race

Ethnicity

Gender


Disabling Condition





Program Entry Date

Program Exit Date

Income & Source

Non-Cash Benefits

Physical Disability



HIV/AIDS

Mental Health

Substance Abuse

Domestic Violence

Destination

Policy: Organizations that provide housing for homeless veterans must capture data on each client as specified in the HMIS Data Standards Revised Notice.


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9.4.4 Veteran’s Affairs Supportive Housing (VASH) programs The following Universal and Program Specific Data Elements must be captured and input into HMIS for each client served including children in an SHP:

Name


Date of Birth

Race

Ethnicity

Gender


Disabling Condition





Program Entry Date

Program Exit Date

Income & Source

Non-Cash Benefits

Physical Disability



HIV/AIDS

Mental Health

Substance Abuse

Domestic Violence

Destination

Policy: Organizations that provide housing for individuals that suffer from HIV and AIDS must capture data on each client as specified in the HMIS Data Standards Revised Notice.

9.4.5 Housing Opportunities for Persons with AIDS (HOPWA) projects The following Universal and Program Specific Data Elements must be captured and input into HMIS for each client served including children in an SHP:

Name


Date of Birth

Race

Ethnicity

Gender


Disabling Condition





Program Entry Date

Program Exit Date

Income & Source

Non-Cash Benefits

Physical Disability



HIV/AIDS

Mental Health

Substance Abuse

Domestic Violence

Destination

Policy: Organizations that provide outreach services for homeless individuals and/or families and are funded by a HUD dedicated outreach grant must capture data on each client as specified in the HMIS Data Standards Revised Notice.

9.4.6 Dedicated Outreach Projects The following Universal and Program Specific Data Elements must be captured and input into HMIS for each client served including children in an SHP:

Name


Date of Birth

Race

Ethnicity

Gender


Disabling Condition


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Program Entry Date

Date of Contact

Date of Engagement

Program Exit Date:

Income & Source

Non-Cash Benefits

Physical Disability



HIV/AIDS

Mental Health

Substance Abuse

Domestic Violence Destination

Policy: Organizations that provide Homeless Prevention and Rapid Re-housing (HPRP) services for homeless individuals and families who are at risk of becoming homeless must capture data on each client as specified in the HMIS Data Standards Revised Notice.

9.4.7. Homeless Prevention & Rapid Re-Housing (HPRP) projects The following Universal and Program Specific Data Elements must be captured and input into HMIS for each client served including children in an SHP:

Name


Date of Birth

Race

Ethnicity

Gender


Disabling Condition





Program Entry Date

Program Exit Date:

Income & Source

Financial Assistance Provided

Housing Relocation &

Stabilization Services Provided

Non-Cash Benefits

Physical Disability



HIV/AIDS

Mental Health

Substance Abuse

Domestic Violence

Destination


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9.4.8. Victim Service Providers

Policy: Victim service providers are instructed not to disclose personally identifying data about any client for purposes of HMIS, per the requirement of the Violence Against Women and Department of Justice Reauthorization Act of 2005 (Pub. L. 09-162) (VAWA)

9.5 Client Intake: Completing Required Fields in HMIS

Policy: During client intake, CHO Users must complete the Universal and Program-Specific Community required fields for all clients.

Description: All agencies are required to complete the Universal fields regardless of funding sources. Agencies that receive homeless assistance grant funds are required to complete the Program-Specific fields. Agencies not required to complete the Program-Specific fields still have to implement this standard for their agency anyway. CHO Users are required to abide by the data collection rules already set forth. Procedures: 1. To complete the Universal fields for intake, CHO users will follow in the HMIS system the

workflow that is set-up for their program. 2. To complete the Program-Specific required fields, CHO users will follow in the HMIS system

the workflow that is set-up for their program. Best Practice: CHO users should be aware of their agency's data requirements and internal standards. Agencies may decide to collect additional pieces of information outside of the Universal and Program-Specific fields that are needed for its own operations and funding sources. This guide merely establishes the minimum or baseline level of required data. 9.6 Client Discharge: Exiting Clients from Programs

Policy: During discharge or program exit, CHO Users must complete the Universal and Program-Specific required fields for all clients in the HMIS system within 14 calendar days.

Description: During client discharge from a program, there are additional data collection requirements. Again, all agencies must complete the Universal and Program-Specific fields. These fields can be found in the HUD-40118 Assessment. Procedures: 1. To complete the Universal and Program-Specific required fields for discharge, CHO users

must go to the HUD-40118 Assessments and enter the program exit date. 2. To complete the Program-Specific required fields, CHO Users must also go to the Homeless

Management, Income and Benefits, Education, Employment, and Health tabs and respond to the fields marked required.


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10. TRAINING & TECHNICAL ASSISTANCE

10.1 CHO End User Training

Policy: Organizations who are required to enter data into the County-wide HMIS must select two individual’s, a primary and a secondary user. New users are required to complete new user training before being given access to the HMIS.

Description: The CHO End User training will cover the following Topics:

HMIS Policy Objects & Links Dashboard Diagnosis Intake Workflow Exit Workflow Program Enrollments Services Housing Check-in Housing Check-out Master Assessment Universal Data Assessment Required Repots

Procedures: 1. There are several prerequisites for attending the HMIS End User training:

The agency must have signed and returned the contract containing the HMIS participation requirement or HMIS stand alone agreement before the agency’s staff can attend CHO End User training.

The agency must submit a training request form to the HMIS System Administrator before a training date can be scheduled.

All users to be trained must have a User Access Request Form filled out and signed by the Agency’s Executive Director prior to training. The user request forms are to be mailed or faxed to the HMIS System Administrator prior to training attendance.

Fax To: Attn: System Administrator (951) 358-4972 or Mail To: Attn: System Administrator Riverside County DPSS 4060 County Circle Drive Riverside, CA 92503

2. Individuals can contact the HMIS System Administrator to see when the next training is being offered. Training spots are allocated on a first-come first-serve basis. Typically class sizes are 3-5 individuals.

3. Upon completion of training, they will be given a login and password that will give them access to the County-wide HMIS system’s website https://clienttrack.net/riverside.

https://hmis.riversidedpss.org/


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4. The HMIS System Administrator will immediately activate the CHO end user and assign appropriate security levels. At this point, the individual is able to work in the HMIS.

10.2 Software Upgrade Training Refresher

Policy: All participating agencies are required to participate in on-site training refresher after

every system upgrade.

Description: HMIS will evolve over time to include additional new HUD requirements as well as functions that agencies and the community have requested. At least twice (2) a year, upgrades to ClientTrack will occur requiring the need for each user or at minimum 1 user from each participating organization to participate in a training refresher. Procedures:

1. Five (5) business days prior to ClientTrack being upgraded, the HMIS System Administrator will send an e-mail notice to all active HMIS users informing them of the time and date of the system upgrade.

2. Five (5) business days after ClientTrack has been upgraded, HMIS will begin scheduling the on-site training refresher.

10.3 Support Desk Procedure

Policy: HMIS Users who need training and/or technical assistance must send request to the HMIS support in-box.

Procedures:

1. Support tickets are reviewed daily and will be answered within 3 business days. 10.4 Contact Your HMIS System Administrator

Policy: CHO Users should send all requests for technical assistance and training to the HMIS support email box first before attempting to contact the HMIS System Administrator.

Procedures: HMIS System Administrator will be the best resource for finding out specific information regarding ClientTrack functionality, technical issue and reporting. But before contacting the System Administrator, CHO users should send their request to the HMIS Support Email box. If no response has been received within three (3) consecutive business days excluding Friday, CHO users may call HMIS staff for assistance.


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Appendix A: HMIS Client Consent for Release of Information (ROI)

CONSENT FOR

RELEASE OF INFORMATION

As of __________ (Day/Mo./Yr) I, _________________________ (Head of Household Name) And (All Household Members Names) _______________________, _____________________, _________________________, ________________________, _________________________ authorize_______________________________ (Organization Name) to share the following information with participating Contributory Homeless Management Information System (HMIS) Organizations or CHO’s:

Last Name

Middle Initial

First Name

Birth Date

Client Age

Gender


Marital Status

Relationship to Head of Household Veteran Status

Ethnicity

Race

The purpose of this disclosure is to coordinate with the County’s participating homeless assistance/prevention network members excluding confidential care. I certify that this request has been made freely, voluntarily and without coercion and that the information given above is accurate to the best of my knowledge. I understand that I may revoke this authorization at any time except to the extent that action has already been taken to comply with it. Unless revoked in writing, this release of information is valid. Once service provision is provided, re-disclosure of my records by those receiving the above authorized information may not be provided without my further written consent. ____________________________________ _____________________________________ SIGNATURE OF CLIENT OR GUARDIAN SIGNATURE OF SPOUSE OR PARTNER

________________________ ________________________ DATE DATE


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Appendix B: User Account Request Form

Homeless Management Information System

User Account Request Form

New User Delete User Change User Information Other Today’s Date _ _/_ _/_ _

Organization & Program Information

Organization Name _____________ _____________________________ ________________ Organization Main Office Address: ___________ ____________ _ _________ ___ _ _________ _______ _______ (Street) (City) (State) (Zip Code) Location ___________ ____________ _ _________ ___ _ _________ _______ _______ (where user uses HMIS) (Street) (City) (State) (Zip Code) Program Type:

Emergency Shelter Homeless Outreach Transitional Housing Homelessness Prevention and Rapid Re-Housing Permanent Supportive Housing Services Only Program Other, if so explain _____________ _____________________________ ________________

Note: This form must be completed and filed with DPSS for new users and users needing to be deleted. If you have any questions, please contact HMIS Support at 951-358-6458 or [email protected] Fax completed forms to: (951) 358-7755, or scan and email to: [email protected]

HMIS User Information

User First & Last Name (print or type) _____________ _____________________________ ________________ Job Title _____________ ________________ User Office Phone (_____)______ ______________ Ext _____ _ _ User E-Mail Address _____________ _____________________________ ________________

Authorization & Confidentiality Statement I agree to maintain strict confidentiality of information obtained through the Homeless Management Information System (HMIS) Network. This information will be used only for the legitimate client services and administration of the above name organization. Any breach of confidentiality will result in the immediate termination of participation in HMIS.

______________ _____________________________ ________________ _ _________ ___ _

Employee Signature Date ______________ _____________________________ ________________ _ _________ ___ _

Executive Director’s Signature/Authorization Date


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USER’S RESPONSIBILITY STATEMENT

Your user name and password give you access to the HMIS Network. Initial each item below to indicate your understanding of the proper use of your user name and password. Then, sign where indicated. Failure to uphold the confidentiality standards set forth below is grounds for immediate termination from HMIS. Initial Only __ I understand that my user name and password are for my use only. __ I understand that I must take all reasonable means to keep my password physically secure. __ I understand that the only individuals who can view HMIS information are authorized users and the

clients to whom the information pertains. __ I understand that I may only view, obtain, disclose, or use the database information that is necessary

in performing my job.

__ I understand that these rules apply to all users of HMIS, whatever their work role or position. __ I understand that hard copies of HMIS information must be kept in a secure file. __ I understand that once hard copies of HMIS information are no longer needed, they must be properly

destroyed to maintain confidentiality. __ I understand that if I notice or suspect a security breach, I must immediately notify DPSS Contracts

Administration Unit at 951-358-3293. I understand and agree to the above statements.

_____________ _____________________________ ________________ _ _________ ___ _ Employee Signature Date

Note: This form must be completed and filed with DPSS for new users and users needing to be deleted. If you have any questions, please contact HMIS Support at 951-358-6458 or [email protected] Fax completed forms to: (951) 358-7755, or scan and email to: [email protected]


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Appendix C: Privacy Notice (Posted Sign)

PRIVACY NOTICE

THIS NOTICE DESCRIBES HOW INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION.

PLEASE READ IT CARFULLY.

Effective Date: ______________

Our Duty to Safeguard your Protected Information _________________________(Agency Name) collects information about who uses our services. We will ask for your permission to enter the information we collect about you and your family into a computer program called the Continuum of Care for Riverside County HMIS. Although the CoC HMIS helps us keep track of your information, individual and identifiable information about you is considered “Personal Protected Information” (PPI). We are required to protect the privacy of your identifying information and to give you notice about how, when and why we may use or disclose the information you give us. We are also required to follow the privacy practices described in this Notice, although _____________________ (Agency Name) reserves the right to change our privacy practices and the terms of this Notice at any time. You may request a copy of the notice from any [participating CoC HMIS Collaborative Agency.

How We May Use and Disclose Your Information

We use and disclose collective information for a variety of reports. We have a limited right to include some of your information for reports on homelessness and services needed by those who are homeless. Information that could be used to tell who you are will never be used for these reports. We will not turn your information over to a national database. We must have your written consent to use or disclose your information unless the law permits or requires us to make the use of or to disclose without your permission. Please review the Client Informed Consent/Release of Information Authorization for details.

Individual Rights Regarding Your Information

You have the right to receive services even if you choose NOT to participate in the CoC HMIS. However, clients may be refused program entry for not meeting other agency eligibility criteria.

You have the right to ask for information about who has seen your information. You have the right to see your information and change it, if it is not correct.


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Continuum of Care for Riverside County HOMELESS MANAGEMENT INFORMATION SYSTEM

MANDATORY COLLECTION NOTICE

We collect personal information directly from you for reasons that are discussed in our privacy statement. We may be required to collect some personal

information as mandated by law or as requested from organizations that fund this program. Other personal information we collect is necessary to operate programs, improve services and

better understand the needs of homelessness. We collect appropriate information only. A Privacy Notice is available upon request.


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Appendix D: HMIS Request for Policy Addition, Deletion, or Change

HMIS Request for Policy Addition, Deletion, Change Organization: _______________________________________________ Name: ____________________________________________________ Date: ___________________________ I request that the following change(s) be made to the HMIS Policy & Procedure Manual: Change the following existing policy: ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Delete the following existing policy: ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Add the following:

Provide in clear and concise language the policy to be considered by the HMIS Administrators Council to be inserted / deleted in or from the current Policy and Procedure manual. Please be clear and specific. Policy: ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Provide a brief description of the policy or process. Please be clear and specific. Description: ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Provide in detail the procedure for the policy identified above. Please be clear and specific. Procedures:


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Appendix E: HMIS Participating Agency & Data Sharing Agreement (MOU)

Agency Name: ______________________________________ Agency Name: ______________________________________

Continuum of Care (CoC)

Homeless Management Information System

MEMORANDUM OF UNDERSTANDING (MOU) HMIS Participating Agency & Data Sharing Agreement

For the Continuum of Care for Riverside County The Homeless Management Information System (HMIS) is administered and maintained by Riverside County Department of Public Social Services (RCDPSS) which acts on behalf of the CoC as the HMIS lead agency. The HMIS is a web-enabled database used by organizations that provide homeless, prevention, outreach and housing services within the County of Riverside to capture information about the persons they serve. This MOU outlines multi-directional sharing relationship between multiple organizations. In order to systematically share data, the participating agencies must jointly establish a data sharing network formalized by the execution of this MOU. This MOU is entered into on __________ (day/mo./yr.) by the Contributory HMIS Organization(s) (CHO) listed on the signatory page. (See attached Signatory Page(s).) This executed MOU shall establish a Data Sharing Network comprised solely of those Participating Agencies listed on the Signatory Page(s). Each Agency listed on the Signatory Page(s) agrees as following: I. General Understanding:

1. In this Agreement, the following terms shall have the following meanings:

a. Client” refers to a consumer of services;


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b. “CHO” is a Contributory HMIS Organization and shall refer to any service provider organization which participates in this MOU;

c. “Data Sharing Network” shall refer collectively to all CHO’s that are Participating in this MOU;

d. “HMIS” refers to the County of Riverside county-wide Homeless Management

Information System;

e. “HMIS Administrators” refers to the designated individuals who are responsible for overseeing the daily operational aspects of the HMIS.

f. Data shared will be limited to the universal elements only.

2. The Executive Director of each CHO is ultimately responsible for ensuring that users within his/her agency abide by all policies stated in this MOU.

a. The HMIS Administrators Council shall authorize data sharing to begin. Data sharing shall not begin without authorization from the HMIS Administrators Council and all CHO’s obtain the original copy of this MOU, which has been signed and dated by the Executive Director and HMIS Administrator of each CHO.

b. Only the CHO which is both listed on the signatory page and whose Executive

Director and HMIS Administrator have signed and dated the signatory page, shall be considered a partner in the MOU.

c. Each CHO understands any addition, subtraction or modification to the

signatory page shall require that a new, original MOU be signed and dated by the Executive Director and the HMIS Administrator of each Partner wishing to participate in the Data Sharing Network.

d. The CHO agrees not to release any client information collected by the other

CHO stored within the HMIS data base to any organization or individual not in the Data Sharing Network.

e. The CHO will ensure that all persons within its’ organization accessing HMIS

have read and understand the HMIS Charter. The CHO will also ensure that all persons who are issued a User ID and password for the HMIS abide by this MOU, including the confidentiality rules and regulations.

f. The HMIS Administrator will implement monitoring procedures to ensure compliance with client consent and data sharing procedures as defined by this agreement.

II. Terms and Conditions

1. The parties hereto agree that this agreement is the complete and exclusive statement of the agreement between parties and supersedes all prior proposals and understandings, oral and written, relating to the subject matter of this agreement.


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a. No CHO shall transfer or assign any rights or obligations without written consent of the other CHO’s. b. This agreement may be terminated by submitting written notice to the HMIS Administrators Council and informing all of the HMIS Administrators of all CHO’s with 30 days advance notice. In the event that other parties desire continuation of the data sharing agreement, a new MOU shall be executed among the interested parties.

Contributory Housing Organizations (CHO’s) currently participating in RCDPSS’ Data Sharing Network: (Only CHO’s signing agreement will be listed for each Agreement /MOU). This may include other organizations /agencies desiring to participate in the Riverside County CoC HMIS Data Sharing Network and who have read, understood and signed this agreement with its conditions. Agency Name: ______________________________________ _________________________________________________ _____________________ Authorized Organization Representative Signature Date Agency Name: ______________________________________ _________________________________________________ _____________________ Authorized Organization Representative Signature Date _________________________________________________ _____________________ HMIS Administrator Date *This agreement is between these two parties only and any further sharing will require additional agreements between all parties involved. HPUHMISDatasharing2013 by MB:mb


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Appendix F: HMIS Monitoring Tool

HUD GRANT MONITORING – HMIS REVIEW

Note: The HMIS Self-Assessment Survey that sponsors complete prior to the monitoring visit will have to be verified by HMIS staff. Additionally, this monitoring form will need to be completed during the actual site visit.

YES NO COMMENT

1. Are the Privacy Notice and Mandatory Collection Notice posted and visible to clients?

2. Does sponsor have a copy of the HMIS Policies and Procedures?

3. Is the HMIS issued equipment accounted for? If applicable - Provide a status of equipment.

4. Do HMIS users use username and password for their computer?

5. Does the sponsor use a firewall to protect internal network servers and local user computers?

6. Do all computers used for HMIS have virus protection?

7. Do HMIS users have signed User-Agreement properly documented and filed?

8. Do HMIS users run reports to verify data quality and completeness?

9. Was there documentation in each client file of the HMIS data fields?

10. Is sponsor utilizing HMIS intake form?

HMIS staff will run the following Data Integrity reports to be discussed during the exit interview:

Missing Value Report

Duplicate Client Report


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Appendix G: Client Intake Form – HUD SHP Programs

Client Intake and Exit Form - HUD SHP Programs

Please fill out a separate form for each family member including children

Program Bed Check In:

Facility

Entry/Enrollment Date 3 .12 Room #

- - 2 0 Bed #

Name 3 .1

First Client Client

Middle Doesn't Refused

Last Know to provide

Suffix (Jr. Sr. I, II)

Social Security Number 3 .2 Client Client

- - Full SSN Partial SSN Doesn't Refused

Know to provide

Date of Birth 3 .3

- - Client Client

month day year Full DOB Approximate Doesn't Refused

Know to provide

Gender 3 .6

Female Client Client

Male Doesn't Refused

Transgender M to F Know to provide

Transgender F to M

Other

Ethnicity 3 .5 Client Client

Non-Hispanic/non-Latino Doesn't Refused

Hispanic/Latino Know to provide

Race 3 .4

American Indian/ Alaskan Native

Asian Client Client

Black/ African American Doesn't Refused

Native Hawaiian/Other Pacific Islander Know to provide

White

Relationship to Head of Household

Head of Household/Self Guardian of HH

Parent of HH Spouse of HH

Son of HH Other family member of HH

Daughter of HH Other non-family of HH

Dependent Child of HH Other caretaker of HH

Grandparent


46

Disabling Condition 3 .8 Client Client

No Doesn't Refused

Yes Know to provide

Veteran Info 3 .7

No: never served on active duty (go on to next question) Client Client

(does not include reserves or nat l guard unless called to act ive duty) Doesn't Refused

Know to provide

Yes: Active Duty in U.S. armed forces or active duty in the reserves

Military Branch Client Client

Army Doesn't Refused

Air Force Know to provide

Navy

Marines

Other

Service Era

Post 9-11 (Sept. 11, 2001 to Present) Client Client

Persian Gulf (8/1991 to 9/10/2001) Doesn't Refused

Post Vietnam (May 1975-July 1991) Know to provide

Vietnam (August 1964 to April 1975)

Between Korean & Vietnam (Feb 1955 to July 1964)

Korean War (June 1950 to Jan 1955)

Between World War I & WW II (Dec 1918 - Aug 1940)

World War I (Aug 1917 to Nov 1918)

Discharge Status Client Client

Honorable Doesn't Refused

General Know to provide

Medical

Bad Conduct

Dishonorable

other

Client Client

Served in a war zone? No Yes Doesn't Refused

Know to provide


47

Prior Residence 3 .9

Emergency Shelter including hotel/motel paid for with emergency voucher

Transitional Housing for Homeless persons Client

Permanent Housing for formerly homeless persons Doesn't

Psychiatric hospital/ facility Know

Substance abuse treatment facility or detox center

Hospital (non-psychiatric)

Jail, prison or juvenile detention facility

Staying or living in a family member's room, apartment or house Client

Staying or living in a friend's member's room, apartment or house Refused

Hotel/ motel paid for without emergency shelter voucher to provide

Foster care home or foster care group home

Place not meant for human habitation (vehicle,streets,abandoned buildings

SafeHaven

Rental by client, VASH subsidy

Rental by client, other subsidy

Rental by client, no subsidy

Owned by client, subsidy

Owned by client, no subsidy

Length of stay in previous place

1 week or less

More than one week but less than a month Client Client

One to three months Doesn't Refused

More than 3 months but less than 1 year Know to provide

One year plus

Prior Zip Code 3 .10

Full zip code - Client Client

Partial zip - Doesn't Refused

Know to provide

Housing Status ( 3 .11)

Literally homeless Client Client

Imminently losing housing (14 days) Doesn't Refused

Unstably housed and at risk Know to provide

Stably housed-rent

Stably housed - own

Chronic Homelessness (Adult member or Head of Household )

Continuously Homeless 1 yr. or more

4 or more (15 day) episodes in prior 3 years

AND

Substance use disorder

Serious Mental Illness


Chronic Physical Illness or Disability


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Barriers

Alcohol Abuse 4 .8

No Date identified Client Client

Yes mm/dd/yyyy Doesn't Refused

Know to provide

Is it expected to be of long continued & indefinite duration No

& does it substantially impair ability to live independently Yes

Currently receiving treatment? No Yes

Chronic Health Condition 4 .5 Client Client

No Date identified Doesn't Refused

Yes mm/dd/yyyy Know to provide


Developmental Disability 4 .4 Client Client




Substance Abuse Problem 4 .8



Know to provide




HIV/AIDS 4 .6 Client Client




Mental Illness 4 .7



Know to provide




Physical disability 4 .3 Client Client





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Domestic violence 4 .9 Client Client

No (skip to next question) Doesn't Refused

Yes Know to provide

How long ago did it occur (last)?

0-3 months Client Client

3-6 months Doesn't Refused

6-12 months Know to provide

1 yr. +

Income (past 30 days) 4.1

No (skip to Non-Cash benefits)

Yes: complete source questions

Income and Source NO YES If yes, monthly amount

Earned Income $________________

Unemployment insurance $________________

Supplemental Security Income (SSI) $________________

Social Security Disability Income (SSDI) $________________

Veteran's disability $________________

Private Disability $________________

Worker's compensation $________________

TANF/CalWorks $________________

General Assistance (GA/GR) $________________

Retirement- Social Security $________________

Veteran's pension $________________

Other pension (from another job) $________________

Child support $________________

Alimony/spousal support $________________

Other $________________

Total Monthly income $________________

Non-Cash benefits (last 30 days) 4.2

No (skip to next question)


Source of Non-Cash Benefit NO YES If yes, monthly amount

food stamps/SNAP/Cal-Fresh/ $________________

Medicaid/Medi-Cal $________________

Medicare $________________

State Children's health (Healthy Families) $________________

Supplemental Nutrition (WIC) $________________

TANF/CalWorks Child Care $________________

TANF/CalWorks Transportation $________________

Other TANF/CalWorks Services $________________

Section 8, public housing $________________

Other source $________________


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Employment Assessment

Employed No Client Client

Yes Doesn't Refused

Know to provide

If yes, hours worked in last week

Employment Type/tenure

Permanent Client Client

Temporary Doesn't Refused

Seasonal Know to provide

Looking for Work No Client Client

Yes Doesn't Refused

Know to provide

Looking for additional work No Client Client

or increased hours Yes Doesn't Refused

Know to provide

Adult Education Assessment

Currently in school No Client Client

or working on degree Yes Doesn't Refused

Know to provide

Received Vocational training No Client Client

or apprenticeship Yes Doesn't Refused

Know to provide

Highest grade no school completed 11th grade Client

completed nursery school - 4th grade 12 grade, no diploma Doesn't

5th or 6th grade High school diploma Know

7th or 8th grade GED

9th grade Post-secondary school Client

10th grade Refused

to provide


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Children's Education Assessment Client Client

Currently in school No Doesn't Refused

Yes Know to provide

If enrolled, name of school

Type of school Client Client

Public Doesn't Refused

Private Know to provide

If enrolled, was the child connected to the McKinney-Vento homeless school liaison

Client Client

No Doesn't Refused

Yes Know to provide

If not enrolled, last date of enrollment

mm/dd/yyyy

If not enrolled, identify problems enrolling child

None Client Client

Residency requirements Doesn't Refused

Availability of school records Know to provide

Birth certificates

Legal guardianship requirements

Transportation

Lack of available preschool program

immunization requirements

physical examination records

other

Health Assessment

General health Status excellent Client Client

very good Doesn't Refused

good Know to provide

fair

poor

pregnancy status No Client Client

Yes Doesn't Refused

Know to provide


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Client Discharge Form - HUD SHP Programs

Exit Date 3 .13 - - 2 0

Destination 4 10

Emergency Shelter including hotel/motel paid for with emergency voucher

Transitional Housing for Homeless persons Client

Permanent Housing for formerly homeless persons Doesn't

Psychiatric hospital/ facility Know

Substance abuse treatment facility or detox center

Hospital (non-psychiatric)

Jail, prison or juvenile detention facility

Rental by client, no subsidy

Owned by client, no subsidy

Staying or living with family, temporary, apartment or house

Staying or living with friend's, temporary, apartment or house

Hotel/ motel paid for without emergency shelter voucher

Foster care home or foster care group home

Place not meant for human habitation (vehicle,streets,abandoned buildings)

Other Client

SafeHaven Refused

Rental by client, VASH subsidy to provide

Rental by client, other subsidy

Owned by client, subsidy

Staying or living with family, permanent, apartment or house

Staying or living with friend's, permanent, apartment or house

Deceased

Reason for leaving

Left for a housing opportunity before completing program

Completed program

Non-payment of rent/occupancy charge

Non-compliance with program

Criminal activity/destruction of property/violence

Reach maximum time allowed by program

Needs could not be met by program

Disagreement with rules/persons

Death

unknown/disappeared


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Services

AIDS/HIV prevention Housing counseling

Alcoholism counseling Housing Placement (referral)

Anger Management Housing Placement asst

Animal caretakers/pet care Housing Search asst

App asst- ID Independent Living Prog (referral)

App asst-birth cirt Independent Living Skills Inst.

Application assistance Individual counseling

benefits assistance Individual treatment plan

benefits- co healthcare Job finding asst

budgeting Job search/placement

budgeting asst Job training/placement

bus passes Legal services(referral)

career counseling Life Skills Education

case/care management Mainstream benefits

child care material goods

clothing mental health care

community integration mental health counseling

counseling mental health eval

day care mental health services (referral)

dental care money management

detox outreach contact

DMH intens. Case mgt parenting skills classes

DMH services permanent supportive housing

Drivers license asst personal care

Drug abuse couns. personal enrichment

Dual Diag. phone call on behalf of client

education prescription

employment asst- referral psychiatric care

employment counselors psychiatrist (referral)

employment prep security deposit

employment shower/towel/toiletries

employment asst social security asst

enforce of housing rights social security dis. App

Entitlements education substance abuse services

Food-breakfast substance abuse treatment (referral)

Food-dinner substance abuse/dual diagnosis

Food-lunch train ticket

Food items transport to/from appts

Food Stamps (referral) transportation

Food Voucher(s) transportation voucher

GED instruction utility assistance

Health Care services (referral) utility deposit

HIV/AIDS Services veterans benefits asst

HIV/AIDS Services (referral) vocational assessment

Housing Advocacy vocational services

Housing Application Asst

Housing Status 3 .11

Literally homeless Client Client

Imminently losing housing (14 days) Doesn't Refused

Unstably housed and at risk Know to provide

Stably housed-rent

Stably housed - own

Barriers

Alcohol Abuse 4 .8



Know to provide




54


Chronic Health Condition 4 .5 Client Client




Developmental Disability 4 .4 Client Client




Substance Abuse Problem 4 .8



Know to provide




HIV/AIDS 4 .6 Client Client




Mental Illness 4 .7



Know to provide




Physical disability 4 .3 Client Client





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Income (past 30 days) 4.1

No (skip to Non-Cash benefits)


Income and Source No Yes If yes, monthly amount

Earned Income $________________

Unemployment insurance $________________

Supplemental Security Income (SSI) $________________

Social Security Disability Income (SSDI) $________________

Veteran's disability $________________

Private Disability $________________

Worker's compensation $________________

TANF/CalWorks $________________

General Assistance (GA/GR) $________________

Retirement- Social Security $________________

Veteran's pension $________________

Other pension (from another job) $________________

Child support $________________

Alimony/spousal support $________________

Other $________________

Total Monthly income $________________

Non-Cash benefits (last 30 days) 4.2

No (skip to next question)


Source of Non-Cash Benefit No Yes If yes, monthly amount

food stamps/SNAP/Cal-Fresh/ $________________

Medicaid/Medi-Cal $________________

Medicare $________________

State Children's health (Healthy Families) $________________

Supplemental Nutrition (WIC) $________________

TANF/CalWorks Child Care $________________

TANF/CalWorks Transportation $________________

Other TANF/CalWorks Services $________________

Section 8, public housing $________________

Other source $________________


56

Employment Assessment

Employed No Client Client

Yes Doesn't Refused

Know to provide

If yes, hours worked in last week

Employment Type/tenure

Permanent Client Client

Temporary Doesn't Refused

Seasonal Know to provide

Looking for Work No Client Client

Yes Doesn't Refused

Know to provide

Looking for additional work No Client Client

or increased hours Yes Doesn't Refused

Know to provide

Adult Education Assessment

Currently in school No Client Client

or working on degree Yes Doesn't Refused

Know to provide

Received Vocational training No Client Client

or apprenticeship Yes Doesn't Refused

Know to provide

Highest grade no school completed 11th grade Client

completed nursery school - 4th grade 12 grade, no diploma Doesn't

5th or 6th grade High school diploma Know

7th or 8th grade GED

9th grade Post-secondary school Client

10th grade Refused

to provide


57

Children's Education Assessment Client Client

Currently in school No Doesn't Refused

Yes Know to provide

If enrolled, name of school

Type of school Client Client

Public Doesn't Refused

Private Know to provide

If enrolled, was the child connected to the McKinney-Vento homeless school liaison

Client Client

No Doesn't Refused

Yes Know to provide

If not enrolled, last date of enrollment

mm/dd/yyyy

If not enrolled, identify problems enrolling child

None Client Client

Residency requirements Doesn't Refused

Availability of school records Know to provide

Birth certificates

Legal guardianship requirements

Transportation

Lack of available preschool program

immunization requirements

physical examination records

other

County of Riverside Continuum of Care

WRITTEN STANDARDS

Permanent Supportive Housing Rapid ReHousing Transitional Housing ADOPTED OCTOBER 28, 2015

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Riverside Continuum of Care (CoC) Written Standards for Providing Continuum of Care Assistance

The Riverside County CoC is responsible coordinating and implementing a system-wide approach to meet the needs of the population and subpopulation experiencing homelessness within the geographic area of Riverside County. Both the Emergency Solution Grant Rules and Regulations (ESG) and the Homeless Emergency Assistance and Rapid Transition to Housing (HEARTH) Continuum of Care Program Interim Rules state that the CoC, in consultation with recipients of ESG program funds within the geographic area,

(1) Establish and consistently follow written standards for providing CoC assistance. (2) Establish performance targets appropriate for population and program type. (3) Monitor recipient and sub-recipient performance.

In accordance with Title 24 of the Code of Federal Regulations (24 CFR) Part 578, the Riverside County CoC has developed the following written standards. In conjunction with 24 CFR Part 578, these standards will apply to all projects that receive Riverside County CoC funding and are intended as basic minimum standards to which subrecipients can make additions and more stringent standards applicable to their own projects. In addition, all projects must comply with the Notice of Funding Availability (NOFA) under which the project was originally awarded and, as applicable, the Consolidated Appropriations Act of 2014 and the Further Continuing Appropriations Act of 2015. The goal of these standards is to synthesize key elements of the HUD regulations with the processes and priorities of the Riverside County CoC to ensure that the CoC programs are administered fairly and methodically. The goals of the written standards are to:

Assist with the coordination of service delivery across the geographic area and will be the foundation of the county-wide coordinated entry system.

Assist in assessing individuals and families consistently to determine program eligibility.

Assist in administering programs fairly and methodically. Establish common performance measurements for all CoC components. Provide the basis for the monitoring of all CoC and ESG funded projects.

These written standards include policies and procedures for evaluating individuals’ and families’ eligibility for assistance for

1. Permanent Supportive Housing (PSH) 2. Rapid Re-Housing (RRH) 3. Transitional Housing (TH)

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All programs that receive ESG or CoC funding are required to abide by these written standards. The CoC strongly encourages programs that do not receive either of these sources of funds to accept and utilize these standards.

CoC and ESG Coordination These written standards have been developed in conjunction with ESG recipients (Riverside County Economic Development Agency (EDA), City of Riverside, and the City of Moreno Valley) and with service providers to allow for input on standards and the process for full implementation of the standards throughout the CoC from the prospective of those organization that are directly providing homeless and housing services, PSH, RRH and TH. The CoC Written Standards have been approved by the CoC, the County and City ESG recipients. These written standards will be reviewed and revised at least annually. Revisions that would affect the Coordinated Entry process would be made as soon as possible. The Riverside County CoC will continue to build upon and refine this document.

Housing First Model Irrespective of the program type, HUD encourages CoCs to implement a housing first approach to housing assistance. The housing first approach incorporates a model of housing assistance that prioritizes rapid placement and stabilization in permanent housing that does not have service participation requirements or preconditions (such as sobriety or a minimum income threshold). Transitional housing and supportive service only projects may be considered to be using a housing first model if they operate with low-barriers, work to quickly move people into permanent housing, do not require participation in supportive services, and, for transitional housing projects, do not require any preconditions for moving into the transitional housing (2015 HUD CoC NOFA).

Coordinated Entry System To minimize barriers to housing access and ensure timely placement, subrecipients are required to receive referrals through Riverside County’s Coordinated Entry System (CES). The CES uses a no-wrong door approach in which homeless individuals who engage with any agency within the Riverside County CoC are entered into the system. This system ensures that every homeless individual is known by name, provides assistance based on individual’s

4

unique needs, and matches them to the right housing fit. See Appendix B, Riverside County CoC Coordinated Entry System (CES) Workflow.

Universal Assessment All individuals will be assessed using a comprehensive, universal assessment tool called the Vulnerability Index Service Prioritization Decision Assistance Tool (VI-SPDAT). This tool guarantees that individuals’ levels of need and eligibility determinations are made in an informed and objective manner.

Homeless Management Information System All subrecipients are required to participate in the Homeless Management Information System (HMIS) per the ESG and CoC Interim Rule (24 CFR 576 and 578). HMIS provides an opportunity to document homelessness and helps to ensure coordination between service providers while avoiding duplication of services and client data.

Written Standards for Permanent Supportive Housing Permanent supportive housing is considered permanent housing. HUD’s regulatory definition of “permanent housing” states:

“The term ‘permanent housing’ means community-based housing without a designated length of stay, and includes both permanent supportive housing and rapid re-housing.”

Using a housing first approach, program participants are provided with rapid access to permanent housing with minimal preconditions. Good credit or rental history are not required to receive housing. Tenants can remain in their homes as long as the basic requirements of tenancy are met—paying the rent (as applicable), not interfering with other tenants’ use of their homes, not causing property damage, etc. This ensures participants have a private and secure place to make their home, just like other members of the community, and provides them with a stable foundation from which they can pursue their goals.

The Riverside County CoC-PSH program provides permanent housing and supportive services to individuals and families with a disability, prioritizing those who are chronically homeless. The program is designed to reintegrate this highly vulnerable population into the community by addressing their basic needs for housing and providing ongoing support. There are two key components of the Riverside County CoC-PSH program: permanent housing and supportive services.

5

Eligible Clients Eligible clients must also meet eligibility criteria as defined in the NOFA under which the program was funded. For dedicated permanent supportive housing beds, when a participant exits the program, the bed must be filled by another chronically homeless participant unless there are no chronically homeless persons located within the CoC’s geographic area. This concept only applies to permanent supportive housing projects. (24 CFR 578.3, 2015 HUD CoC NOFA). For permanent supportive housing beds within a CoC’s geographic area that are not currently dedicated specifically for use by the chronically homeless, CoCs and projects are strongly encouraged to prioritize the chronically homeless in non-dedicated permanent supportive housing beds as they become available through turnover. This concept only pertains to permanent supportive housing projects (24 CFR 578.3, 2015 HUD CoC NOFA).

Prioritizing Chronically Homeless PSH is not a one-size-fits-all approach and should only be offered to those households that truly need that level of support. Thus, in order to use our limited resources in the most effective means possible, the Riverside County CoC is committed to prioritizing those most in need through an established order of priority. Within that order of priority, all CoC-PSH funded programs are required to fill vacant beds with chronically homeless individuals (CPD-14-012 (7/28/14)). The Riverside County CoC has developed an order of priority to establish a uniform process for prioritizing placement into PSH through the CES. The overarching intent of this order of priority is to ensure that chronically homeless persons with the longest lengths of time homeless and the most severe service needs.

6

In compliance with HUD’s “Order of Priority in CoC Program-funded Permanent Supportive Housing”, the Riverside County CoC prioritizes as follows:

First Priority–Chronically Homeless Individuals and Families with the Longest History of Homelessness and with the Most Severe Service Needs. A chronically homeless individual or head of household as defined in 24 CFR 578.3 for whom both of the following are true: i. The chronically homeless individual or head of household of a family has been homeless and living in a place not meant for human habitation, a safe haven, or in an emergency shelter for at least 12 months either continuously or on at least four separate occasions in the last 3 years, where the cumulative total length of the four occasions equals at least 12 months; and ii. The CoC or CoC Program recipient has identified the chronically homeless individual or head of household, who meets all of the criteria in paragraph (1) of the definition for chronically homeless, of the family as having severe service needs.

Chronically Homeless Individuals and Families with the Longest History of Homelessness and

with the Most Severe Service Needs.

Chronically Homeless Individuals and Families with the Longest History of Homelessness.

Chronically Homeless Individuals and Families with the Most Severe Service Needs.

All Other Chronically Homeless Individuals and Families.

7

Second Priority–Chronically Homeless Individuals and Families with the Longest History of Homelessness. A chronically homeless individual or head of household, as defined in 24 CFR 578.3, for which both of the following are true: i. The chronically homeless individual or head of household of a family has been homeless and living in a place not meant for human habitation, a safe haven, or in an emergency shelter for at least 12 months either continuously or on at least four separate occasions in the last 3 years, where the cumulative total length of the four occasions equals at least 12 months; and,

ii. The CoC or CoC program recipient has not identified the chronically homeless individual or the head of household, who meets all of the criteria for chronically homeless, of the family as having severe service needs. Third Priority–Chronically Homeless Individuals and Families with the Most Severe Service Needs. A chronically homeless individual or head of household as defined in 24 CFR 578.3 for whom both of the following are true: i. The chronically homeless individual or head of household of a family has been homeless and living or residing in a place not meant for human habitation, a safe haven, or in an emergency shelter on at least four separate occasions in the last 3 years, where the total length of those separate occasions equals less than one year; and ii. The CoC or CoC program recipient has identified the chronically homeless individual or the head of household, who meets all of the criteria in paragraph (1) of the definition for chronically homeless, of the family as having severe service needs. Fourth Priority–All Other Chronically Homeless Individuals and Families. A chronically homeless individual or head of household as defined in 24 CFR 578.3 for whom both of the following are true: i. The chronically homeless individual or head of household of a family has been homeless and living in a place not meant for human habitation, a safe haven, or in an emergency shelter for on at least four separate occasions in the last 3 years, where the cumulative total length the four occasions is less than 12 months; and ii. The CoC or CoC program recipient has not identified the chronically homeless individual or the head of household, who meets all of the criteria in paragraph (1) of the definition for chronically homeless, of the family as having severe service needs.

8

HUD’s “Order of Priority in Permanent Supportive Housing Beds Not Dedicated or Prioritized for Persons Experiencing Chronic Homelessness” is as follows:

First Priority–Homeless Individuals and Families with a Disability with the Most Severe Service Needs. An individual or family that is eligible for CoC Program-funded PSH who has been living or residing in a place not meant for human habitation, a safe haven, or in an emergency shelter for any period of time, including persons exiting an institution where they have resided for 90 days or less but were living or residing in a place not meant for human habitation, a safe haven, or in an emergency shelter immediately prior to entering the institution and has been identified as having the most severe service needs.

Second Priority–Homeless Individuals and Families with a Disability with a Long Period of Continuous or Episodic Homelessness.

An individual or family that is eligible for CoC Program-funded PSH who has been living or residing in a place not meant for human habitation, a safe haven, or in an emergency shelter continuously for at least 6 months or on at least three separate occasions in the last 3 years where the cumulative total is at least 6 months. This includes persons exiting an institution where they have resided for 90 days or less but were living or residing in a place not meant

Homeless Individuals and Families with a Disability with the Most Severe Service Needs.

Homeless Individuals and Families with a Disability with a Long Period of Continuous or Episodic

Homelessness.

Homeless Individuals and Families with Disability Coming from Places Not Meant for Human

Habitation, Safe Havens, or Emergency Shelters.

Homeless Individuals and Families with a Disability Coming from Transitional Housing.

9

for human habitation, a safe haven, or in an emergency shelter immediately prior to entering the institution and had been living or residing in one of those locations for at least 6 months or on at least three separate occasions in the last 3 years where the cumulative total is at least 6 months.

Third Priority–Homeless Individuals and Families with Disability Coming from Places Not Meant for Human Habitation, Safe Havens, or Emergency Shelters.

An individual or family that is eligible for CoC Program-funded PSH who has been living in a place not meant for human habitation, a safe haven, or an emergency shelter. This includes persons exiting an institution where they have resided for 90 days or less but were living or residing in a place not meant for human habitation, a safe haven, or in an emergency shelter immediately prior to entering the institution.

Fourth Priority–Homeless Individuals and Families with a Disability Coming from Transitional Housing. An individual or family that is eligible for CoC Program-funded PSH who is coming from transitional housing, where prior to residing in the transitional housing lived on streets or in an emergency shelter, or safe haven. This priority also includes homeless individuals and homeless households with children with a qualifying disability who were fleeing or attempting to flee domestic violence, dating violence, sexual assault, or stalking and are living in transitional housing–all are eligible for PSH even if they did not live on the streets, emergency shelters, or safe havens prior to entry in the transitional housing.

CoC Records In addition to the records required in 24 CFR 578.103, Riverside County CoC documents and maintains the following documentation:

1. Evidence of written standards that incorporate the priorities in Section III. of this Notice, as adopted by the CoC;

2. Evidence of a standardized assessment tool; The use of a standardized assessment tool may be evidenced by written policies and procedures referencing a single standardized assessment tool that is used by all CoC Program-funded PSH recipients within the geographic area.

3. Evidence that the written standards were incorporated into the coordinated assessment policies and procedures.

Recipient Recordkeeping Requirements In addition to the records required in 24 CFR 578.103, recipients of Riverside County CoC Program-funded PSH that is required by grant agreement to document chronically homeless

10

status of program participants in some or all of its PSH beds must maintain the following records:

1. Written Intake Procedures; 2. Evidence of Chronically Homeless Status

a. Evidence of homeless status b. Evidence of the duration of the homelessness:

o Evidence that the homeless occasion was continuous, for at least one year; o Evidence that the household experienced at least four separate homeless

occasions over 3 years; o Evidence of diagnosis with one or more of the following conditions: substance

use disorder, serious mental illness, developmental disability (as defined in Section 102 of the Developmental Disabilities Assistance Bill of Rights Act of 2000 (42 U.S.C. 15002), post-traumatic stress disorder, cognitive impairments resulting from brain injury, or chronic physical illness or disability.

Leasing Requirements Leasing projects involve the leasing of property or portions of property (including single units) not owned by the recipient for use in providing PSH or supportive services. With leasing projects, the lease is between the subrecipient and the landowner while the occupancy agreement or sublease is between the subrecipient and program participant. Leasing funds may be used to pay up to 100% of the costs of leasing a structure for up to three years. When electricity, gas, and water are included in the rent, these utilities may be paid from leasing funds. If the landlord does not provide utilities, these utility costs are an operating cost, except for supportive service facilities. Leasing funds cannot be used to lease units or structures owned by the recipient, sub-recipient, or their parent, subsidiary, or affiliated organization. HUD has the authority, however, to grant an exception to the ownership clause for good cause.

PSH Written Standards #1 – No Designated Length of Stay Program participants are provided housing without a designated length of stay that permits them to live as independently as possible. Consistent with the definition of permanent housing in section 401 of the McKinney-Vento Act and § 578.3 of this interim rule, the permanent housing component is community-based housing without a designated length of stay that permits formerly homeless individuals and

11

families to live as independently as possible. The interim rule clarifies that Continuum of Care funds may be spent on two types of permanent housing: permanent supportive housing for persons with disabilities (PSH) and rapid rehousing that provides temporary assistance (i.e., rental assistance and/or supportive services) to program participants in a unit that the program participant retains after the assistance ends.

Leasing and Occupancy Agreements A key component in CoC leasing and rental assistance is leasing and occupancy agreements. All participants must have a signed agreement outlining the terms of their housing. Two individuals in a shared housing situation must have their own lease and their own bedroom unless the two individuals are presented together as a household.

PSH Written Standards #2 – Lease Agreement The program participant must be the tenant on a lease for a term of at least one year that is renewable and is terminable only for cause. The lease must be renewable for terms that are a minimum of one month long. HUD clarifies that to be permanent housing, “the program participant must be the tenant on a lease for a term of at least one year that is renewable and is terminable only for cause. The lease must be renewable for terms that are a minimum of one month long. HUD has determined that requiring a lease for a term of at least one year that is renewable and terminable only for cause, assists program participants in obtaining stability in housing, even when the rental assistance is temporary (CFR 578.77).

Rental Assistance & Restrictions Rental assistance grants are differentiated from leasing grants in that these grants provide rental assistance to eligible persons for permanent housing. For rental assistance grants, the lease is between the program participant and the landowner or sub lessor. Grant funds may be used for permanent supportive housing rental assistance. Rental assistance cannot be provided to a program participant who is already receiving rental assistance, or living in a housing unit receiving rental assistance or operating assistance through other federal, State, or local sources.

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PSH Written Standards #3 – Restricted Assistance and Disabilities Permanent supportive housing can only provide assistance to individuals with disabilities and families in which one adult or child has a disability.

Supportive Services Once in housing, program participants have access to the support services that they need and want to live as independently as possible. Although PSH is designed for people who need supportive services, accepting these services is not a condition of housing. A person’s home is a place to live rather than a treatment setting. As such, supportive services are voluntary, but can and should be used to persistently engage tenants and ensure housing stability. Tenants receive assistance in defining their needs and preferences through annual assessments of service needs and individualized support plans that reflect those preferences. On-site residential supervision is provided as needed to facilitate the adequate provision of supportive services to the residents (CFR 578.37).

PSH Written Standards #4 – Supportive Services Supportive services designed to meet the needs of program participants must be made available to the program participants.

PSH Written Standards #5 – Duration of Supportive Services Assistance Supportive services to enable program participants to live as independently as possible must be provided throughout the duration of their residence. Recipients and subrecipients may require the program participants to take part in supportive services that are not disability-related services provided through the project as a condition of continued participation in the program. Examples of disability-related services include, but are not limited to, mental health services, outpatient health services, and provision of medication, which are provided to a person with a disability to address a condition caused by the disability. Notwithstanding this provision, if the purpose of the project is to provide substance abuse treatment services, recipients and subrecipients may require program participants to take part in such services as a condition of continued participation in the program (CFR 578.75).

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Supportive services are voluntary, but can and should be used to persistently engage tenants to ensure housing stability - Supportive services are proactively offered to help tenants achieve and maintain housing stability, but tenants are not required to participate in services as a condition of tenancy. Techniques such as harm reduction and motivational interviewing may be useful. Harm reduction techniques can confront and mitigate the harms of drug and alcohol use through non-judgmental communication while motivational interviewing may be useful in helping households acquire and utilize new skills and information.

PSH Written Standards #6 – Supportive Services Agreement Program participants may be required to take part in supportive services that are not disability-related services (including substance abuse treatment services) provided through the project as a condition of continued participation in the program. However, HUD tends to believe that these kind of requirements can be barriers and should be rare and minimal if used as all.

Housing Quality Standards (HQS) Under the CoC Program, all housing that is leased with Continuum of Care program funds, or for which rental assistance payments are made with Continuum of Care program funds, must meet the applicable Housing Quality Standards (HQS) under 24 CFR 982.401 of this title, except that 24 CFR 982.401(j) applies only to housing occupied by program participants receiving tenant-based rental assistance.

HQS dictates that, at a minimum, the unit must have a living room, a kitchen, and a bathroom. HQS requirements also dictates that the bathroom must be contained within the unit, afford privacy (usually meaning a door, although no lock is required), and be for the exclusive use of the occupants. Additionally, the unit must have suitable space and equipment to store, prepare, and serve food in a sanitary manner. This includes a requirement for an oven and stove or range, a refrigerator of appropriate size for the family, and a kitchen sink with hot and cold running water. Hot plates are not acceptable substitutes for stoves or ranges. However, a microwave oven may be used in place of a conventional oven, stove, or range if the oven/stove/range are tenant supplied or if microwaves are furnished in both subsidized and unsubsidized units in the building or premises.

The CoC Program also allows for shared housing/roommate situations in projects with leasing or rental assistance funds. Each household must have the bedroom size that fits their household size. In other words, 2 individuals in a shared housing situation must have their own lease, and their own bedroom. The only situation where 2 people would be sharing one bedroom would be if they presented together as a household.

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PSH Written Standards #7 – One Person per Bedroom Two individuals in a shared housing situation must have their own lease and their own bedroom unless the two individuals are presented together as a household.

Program Income Program income includes the following (CFR 578.97):

(a) Defined. Program income is the income received by the recipient or subrecipient directly generated by a grant-supported activity.

(b) Use. Program income earned during the grant term shall be retained by the recipient, and added to funds committed to the project by HUD and the recipient, used for eligible activities in accordance with the requirements of this part. Costs incident to the generation of program income may be deducted from gross income to calculate program income, provided that the costs have not been charged to grant funds.

(c) Rent and occupancy charges. Rents and occupancy charges collected from program participants are program income. In addition, rents and occupancy charges collected from residents of transitional housing may be reserved, in whole or in part, to assist the residents from whom they are collected to move to permanent housing.

PSH Written Standards #8 – Program Income Program income generated from rent and occupancy charges may be collected from program participants and added to funds committed to the project by HUD and used for eligible program activities.

Calculating Occupancy Charges and Rent Calculating occupancy charges and rent (b) (1) (2) (3) notes the following about occupancy agreements (CFR 578.77):

(b) Calculation of occupancy charges. Recipients and subrecipients are not required to impose occupancy charges on program participants as a condition of residing in

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the housing. However, if occupancy charges are imposed, they may not exceed the highest of: (1) 30 percent of the family’s monthly adjusted income (adjustment factors include the number of people in the family, age of family members, medical expenses, and child-care expenses);

(2) 10 percent of the family’s monthly income; or

(3) If the family is receiving payments for welfare assistance from a public agency and a part of the payments (adjusted in accordance with the family’s actual housing costs) is specifically designated by the agency to meet the family’s housing costs, the portion of the payments that is designated for housing costs.

PSH Written Standards #9 – Calculating Occupancy Charges and Rent

If occupancy charges are imposed, they may not exceed the highest of: 1) 30 percent of the family’s monthly adjusted income (adjustment factors include the number of people in the family, age of family members, medical expenses, and child-care expenses); 2) 10 percent of the family’s monthly income; or 3) If the family is receiving payments for welfare assistance from a public agency and a part of the payments (adjusted in accordance with the family’s actual housing costs) is specifically designated by the agency to meet the family’s housing costs, the portion of the payments that is designated for housing costs.

Recipients or subrecipients must examine a program participant’s income initially, and at least annually thereafter, to determine the amount of the contribution toward rent payable by the program participant. Adjustments to a program participant’s contribution toward the rental payment must be made as changes in income are identified (CFR 578.77).

PSH Written Standards #10 – Examining Program Participant’s Initial Income A program participant’s initial income must be examined at least annually to determine the amount of the contribution toward rent payable by the program participant and adjustments to a program participant’s contribution toward the rental payment must be made as changes in income are identified. As a condition of participation in the program, each program participant must agree to supply the information or documentation necessary to verify the program participant’s income. Program participants must provide the recipient or subrecipient with information at any time regarding changes in income or other circumstances that may result in changes to a program participant’s contribution toward the rental payment (CFR 578.77).

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Recordkeeping Requirements In order to use the limited resources of the Pasadena CoC in the most effective means possible, the Riverside County CoC has established uniform recordkeeping requirements for all PSH grant recipients. These requirements ensure compliance with HUD’s definition of homelessness, chronic homelessness, and the recordkeeping requirements set forth in CFR 578.103 and Notice CPD-14-012. The following documentation of annual income must be kept by recipient or subrecipient:

(i) Income evaluation form specified by HUD and completed by the recipient or subrecipient; and

(ii) Source documents (e.g., most recent wage statement, unemployment compensation statement, public benefits statement, bank statement) for the assets held by the program participant and income received before the date of the evaluation;

(iii) To the extent that source documents are unobtainable, a written statement by the relevant third party (e.g., employer, government benefits administrator) or the written certification by the recipient’s or subrecipient’s intake staff of the oral verification by the relevant third party of the income the program participant received over the most recent period; or

(iv) To the extent that source documents and third-party verification are unobtainable, the written certification by the program participant of the amount of income that the program participant is reasonably expected to receive over the 3-month period following the evaluation.

PSH Written Standards #11 – Verifying Program Participant’s Initial Income Each program participant must agree to supply the information or documentation necessary to verify the program participant’s income.

Recalculating Occupancy Charges and Rent In order to use the resources of the Riverside County CoC in the most effective means possible, the Riverside County CoC has established uniform recordkeeping requirements for all PSH grant recipients. These requirements ensure compliance with HUD’s definition of homelessness, chronic homelessness, and the recordkeeping requirements set forth in 24 CFR 578.103 and Notice CPD-14-012. All records must be retained for the greater of 5 years.

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Income must be calculated in accordance with 24 CFR 5.609 and 24 CFR 5.611(a). Recipients and subrecipients must examine a program participant’s income initially, and if there is a change in family composition (e.g., birth of a child) or a decrease in the resident’s income during the year, the resident may request an interim reexamination, and the occupancy charge will be adjusted accordingly.”

PSH Written Standards #12 – Recalculating Occupancy Charges and Rent If there is a change in family composition (e.g., birth of a child) or a decrease in the resident’s income during the year, the resident may request an interim reexamination, and the occupancy charge will be adjusted accordingly.

Termination of Rental Assistance PSH program recipients may terminate assistance to a participant who violates program requirements or conditions of occupancy utilizing a formal process that recognizes the due process of law. Recipients may resume assistance to a participant whose assistance has been terminated.

Recipients that are providing permanent supportive housing for hard-to-house populations of homeless persons must exercise judgment and examine all circumstances in determining whether termination is appropriate in the most severe cases.

PSH Written Standards #13 – Termination of Assistance Assistance may be terminated to a program participant who violates program requirements or conditions of occupancy by providing a formal process that recognizes the due process of law.

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Determining Written Standards for Rapid Rehousing Rapid rehousing is considered permanent housing. Rapid Re-housing is an intervention designed to move homeless individuals and families into permanent housing as quickly as possible. Rapid Re-housing programs focus on eliminating barriers to moving individuals and families quickly into permanent housing by providing housing location services and financial assistance for housing related expenses (e.g. rent arrears, ongoing rental assistance, moving costs). Rapid Re-housing services are designed with a housing first approach to get individuals and families in permanent housing and keep them stable once they are there. In Riverside County, Rapid Re-Housing is a critical strategy for ending homelessness for households with children due to the shortage of affordable housing. It is also a high priority for single adults who assess as self-sufficient and can address affordability through a combination of shared housing and increasing income.

Types of rapid rehousing assistance include:

Rental assistance; Case management; Supportive services; and Security deposits.

Eligible Clients Eligible clients must meet HUD’s Category 1 definition of homelessness which is: Individuals and families who lack a fixed, regular, and adequate nighttime residence:

An individual or family with a primary nighttime residence that is a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings, including a car, park, abandoned building, bus or train station, etc.

An individual or family living in a supervised publicly or privately operated shelter designated to provide temporary living arrangements (including congregate shelters, transitional housing, and hotels and motels paid for by charitable organizations or by federal, state, or local government programs for low income individuals);

An individual who is exiting an institution where he or she resided for 90 days or less and who resided in an emergency shelter or place not meant for human habitation immediately before entering that institution; or

An individual fleeing or attempting to flee domestic violence if also literally homeless; Eligible clients must also meet eligibility criteria as defined in the NOFA under which the program was funded.

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Prioritizing Rapid Rehousing Recently, HUD provided guidance for rapid rehousing in terms of prioritizing subpopulations. HUD noted in a SNAPS In Focus: Rapid Re-Housing As a Model and Best Practice, August 6, 2014, that Rapid re-housing can be effective for many populations, such as families with children, youth aging out of foster care, domestic violence survivors, single adults, and veterans, but should be targeted to those households that would not be able to get out of homelessness without the assistance. It is particularly a key strategy for achieving the Opening Doors goal of ending family, youth, and child homelessness by 2020 (SNAPS In Focus: Rapid Re-Housing As a Model and Best Practice, 8/6/14). Rapid re-housing should prioritize people with more challenges, including those with no income, poor employment prospects, troubled rental histories, and criminal records. Providers should link participants with community resources that will help them achieve longer-term stability and well-being. Now is the time for communities to be working together to establish written standards for administering rapid re-housing and thinking strategically about how this type of assistance will be used most effectively within the CoC (SNAPS In Focus: Rapid Re-Housing As a Model and Best Practice, 8/6/14).” Rapid re-housing is an effective intervention for many different types of households experiencing homelessness, including those with no income, with disabilities, and with poor rental history. The majority of households experiencing homelessness are good candidates for rapid re-housing. The only exceptions are households that can exit homelessness with little or no assistance, those who experience chronic homelessness and who need permanent supportive housing, and households who are seeking a therapeutic residential environment, including those recovering from addiction.

Families with Children

Domestic Violence Survivors

Single Adults

Veterans

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The Riverside County CoC will prioritize the following subpopulations:

1) families with children 2) domestic violence survivors 3) single adults 4) veterans that can exit homelessness with little or no assistance, those who

experience chronic homelessness and who need permanent supportive housing, and households who are seeking a therapeutic residential environment, including those recovering from addiction.

Lease Requirements In compliance with HUD requirements, Riverside County CoC clarifies that to be permanent housing, the program participant must be the tenant on a lease for a term of at least one year that is renewable and is terminable only for cause. The lease must be renewable for terms that are a minimum of one month long. HUD has determined that requiring a lease for a term of at least one year that is renewable and terminable only for cause, assists program participants in obtaining stability in housing, even when the rental assistance is temporary.

RRH Written Standards #1 – Lease Agreement The program participant must be the tenant on a lease for a term of at least one year that is renewable and is terminable only for cause. The lease must be renewable for terms that are a minimum of one month long.

Rental Assistance The Riverside County CoC and ESG funds may provide supportive services and/or short-term (up to 3 months) and/or medium-term (for 3 to 24 months) tenant-based rental assistance, as necessary to help a homeless individual or family, with or without disabilities, move as quickly as possible into permanent housing and achieve stability in that housing (CFR 578.51, 578.53).

RRH Written Standards #2 – Rental Assistance Program participants may receive short-term (up to 3 months) and/or medium-term (for 3 to 24 months) tenant-based rental assistance.

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Riverside County CoC and ESG programs may set a maximum amount or percentage of rental assistance that a program participant may receive, a maximum number of months that a program participant may receive rental assistance, and/or a maximum number of times that a program participant may receive rental assistance. The recipient or subrecipient may also require program participants to share in the costs of rent. For the purposes of calculating rent for rapid rehousing, the rent shall equal the sum of the total monthly rent for the unit and, if the tenant pays separately for utilities, the monthly allowance for utilities (excluding telephone) established by the public housing authority for the area in which the housing is located (CFR 578.37).

RRH Written Standards #3 – Amount of Rental Assistance Standards for determining the share of rent and utilities costs that each program participant must pay, if any, will be based on the following guidelines:

The maximum amount of rent that a participant will pay can be up to 100% of the rental amount;

The maximum percentage of income paid by participants towards rent at program completion shall be no more than 50%. However, in certain circumstances, on a case-by-case basis, there may be participants whose rental share may exceed 50% of the rent based on their financial circumstances. In general, the goal will be that participants pay generally no more than 50% of their income in rent;

100% of the cost of rent in rental assistance may be provided to program participants. However to maximize the number of households that can be served with rapid re-housing resources, it is expected that the level of need will be based on the goal of providing only what is necessary for each household to be stably housed for the long term;

Rental assistance cannot be provided for a unit unless the rent for that unit is at or below the Fair Market Rent limit, established by HUD;

The rent charged for a unit must be reasonable in relation to rents currently being charged for comparable units in the private unassisted market and must not be in excess of rents currently being charged by the owner for comparable unassisted units.

RRH Written Standards #4 – Duration of Assistance Program participants may receive up to 24 months of rental assistance. However, it is expected that program participants will only receive the level of assistance necessary to be stably housed for the long-term.

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Grant funds may be used for rental assistance for homeless individuals and families. Rental assistance cannot be provided to a program participant who is already receiving rental assistance, or living in a housing unit receiving rental assistance or operating assistance through other federal, State, or local sources (CFR 578.51).

RRH Written Standards #5 – Receiving Rental Assistance through Other Sources

Rental assistance cannot be provided to a program participant who is already receiving rental assistance, or living in a housing unit receiving rental assistance or operating assistance through other federal, State, or local sources.

Security Deposits Grant funds may be used for security deposits in an amount not to exceed 2 months of rent. An advance payment of the last month’s rent may be provided to the landlord, in addition to the security deposit and payment of first month’s rent (CFR 578.51).

RRH Written Standards #6 – Security Deposits including Last Month’s Rent Program participants may receive funds for security deposits in an amount not to exceed 2 months of rent.

Case Management

The Riverside County CoC has defined case management as a “collaborative process that assesses, plans, implements, coordinates, monitors, and evaluates the options and services required to meet the client’s health and human service needs. It is characterized by advocacy, communication, and resource management and promotes quality and cost-effective interventions and outcomes. Case management focuses on housing stability and placement, with an emphasis on the arrangement, coordination, monitoring, and delivery of services related to housing needs and improving housing stability. A meeting with a case manager is required in order to receive RRH assistance, although it is not necessarily the first step. Some communities might have a screening, intake, assessment and eligibility determination process that precedes assignment to a case manager, while other communities will have case managers performing the eligibility task. Regardless of the arrangement, the meeting with the case manager should be regarded not only as a program

Resolve question of HUD vs. California Law

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requirement, but also as an early opportunity to help a household improve its housing stability during and beyond the period of RRH assistance.

RRH Written Standards #7 – Case Management Program participants must meet with a case manager not less than once per month to assist the program participant in ensuring long-term housing stability.

Supportive Services Continuum of Care funds may provide supportive services, as set forth in § CFR 578.53, and/or short-term (up to 3 months) and/or medium-term (for 3 to 24 months) tenant-based rental assistance, as set forth in § CFR 578.51(c), as necessary to help a homeless individual or family, with or without disabilities, move as quickly as possible into permanent housing and achieve stability in that housing.

RRH Written Standards #8 – Supportive Services Program participants may receive supportive services as set forth in § 578.53 (see Appendix B)

RRH Written Standards #9 – Duration of Supportive Services Program participants may receive supportive services for no longer than 6 months after rental assistance stops.

Re-evaluating Participants In compliance with HUD requirements, CoC and ESG programs must re-evaluate, not less than once annually, that the program participant lacks sufficient resources and support networks necessary to retain housing without Continuum of Care assistance and the types and amounts of assistance that the program participant needs to retain housing. The recipient or subrecipient may require each program participant receiving assistance to notify the recipient or subrecipient of changes in the program participant’s income or other

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circumstances (e.g., changes in household composition) that affect the program participant's need for assistance. When notified of a relevant change, the recipient or subrecipient must reevaluate the program participant’s eligibility and the amount and types of assistance that the program participant needs (CFR 578.37).

RRH Written Standards #10 – Re-evaluation

Program participants must be re-evaluated, not less than once annually, in order to determine whether program participants lack sufficient resources and support networks necessary to retain housing without Continuum of Care assistance and the types and amounts of assistance that the program participant needs to retain housing.

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Determining Written Standards for Transitional Housing Transitional housing means housing, where all program participants have signed a lease or occupancy agreement, the purpose of which is to facilitate the movement of homeless individuals and families into permanent housing within 24 months or such longer period as HUD determines necessary. The program participant must have a lease or occupancy agreement for a term of at least one month that ends in 24 months and cannot be extended (CFR 578.3). Riverside County CoC understands that there are families and individuals who need more assistance than rapid re-housing offers but who do not qualify for permanent supportive housing. Transitional housing should be reserved for those populations that most need that type of intervention – programs that serve domestic violence survivors and youth and those that provide substance abuse treatment come to mind first – rather than being used either as a holding pattern for those that really need permanent supportive housing or those that need less intensive interventions (SNAPS Weekly Focus (9/18/2013)).

The Riverside County CoC strongly encourages recipients to carefully review the transitional housing projects for cost-effectiveness, performance, and for the number and type of eligibility criteria to determine if rapid re-housing might be a better model for the CoC’s geographic area.

Eligible Clients Individuals and families defined as Homeless under the following categories are eligible for assistance in TH projects:

Category 1 – Literally Homeless Category 2 – Imminent Risk of Homelessness Category 4 – Fleeting/Attempting to Flee Domestic Violence

HUD’s Category 1 definition of homelessness is: Individuals and families who lack a fixed, regular, and adequate nighttime residence:

An individual or family with a primary nighttime residence that is a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings, including a car, park, abandoned building, bus or train station, etc.;

An individual or family living in a supervised publicly or privately operated shelter designated to provide temporary living arrangements (including congregate shelters,

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transitional housing, and hotels and motels paid for by charitable organizations or by federal, state, or local government programs for low income individuals); or

An individual who is exiting an institution where he or she resided for 90 days or less and who resided in an emergency shelter or place not meant for human habitation immediately before entering that institution.

Eligible clients must also meet eligibility criteria as defined in the NOFA under which the program was funded. The 2015 HUD CoC NOFA states that recent research shows that transitional housing is generally more expensive than other housing models serving similar populations with similar outcomes. HUD also recognizes that transitional housing may be an effective tool for addressing certain needs such as:

housing for underage homeless youth; safety for persons fleeing domestic violence; and assistance with recovery from addiction.

Prioritizing Transitional Housing The Riverside County CoC prioritizes TH as follows (2015 HUD CoC NOFA):

1) Domestic violence survivors and youth ages 18 – 24 will be prioritized for transitional housing if they are not assessed as chronically homeless.1

1 In the HEARTH Act, chronically homeless is defined as (1) An individual who: (i) Is homeless and lives in a place

not meant for human habitation, a safe haven, or in an emergency shelter; and (ii) Has been homeless and living or residing in a place not meant for human habitation, a safe haven, or in an emergency shelter continuously for at least one year or on at least four separate occasions in the last 3 years; and (iii) Can be diagnosed with one or more of the following conditions: substance use disorder, serious mental illness, developmental disability (as defined in section 102 of the Developmental Disabilities Assistance Bill of Rights Act of 2000 (42 U.S.C. 15002)), post-traumatic stress disorder, cognitive impairments resulting from brain injury, or chronic physical illness or disability; (2) An individual who has been residing in an institutional care facility, including a jail, substance abuse or mental

Domestic Violence Survivors and Youth Ages 18-24, if not chronically homeless

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2) All chronically homeless individuals and families will not be served through transitional housing unless other housing is not available (Coordinated Entry Brief, pg. 5).2 Such households will be served by permanent supportive housing through a Housing First approach.

3) Eligible single veterans and veterans with families, will be served by permanent supportive housing through the HUD VASH voucher program or the Supportive Services for Veteran Families program.

Leasing Requirements Riverside County program participants in transitional housing must enter into a lease agreement for a term of at least one month. The lease must be automatically renewable upon expiration, except on prior notice by either party, up to a maximum term of 24 months (CFR 578.51).

TH Written Standards #1 – Lease Agreement The program participant must have a lease or occupancy agreement for a term of at least one month that ends in 24 months and cannot be extended” unless a “homeless individual or family may remain in transitional housing for a period longer than 24 months, if permanent housing for the individual or family has not been located or if the individual or family requires additional time to prepare for independent living” as noted in § 578.79 Limitation on transitional housing. Transitional housing facilitates the movement of homeless individuals and families to PH within 24 months of entering TH. Grant funds may be used for acquisition, rehabilitation, new construction, leasing, rental assistance, operating costs, and supportive services (CFR 578.37).

health treatment facility, hospital, or other similar facility, for fewer than 90 days and met all of the criteria in paragraph (1) of this definition, before entering that facility; or (3) A family with an adult head of household (or if there is no adult in the family, a minor head of household) who meets all of the criteria in paragraph (1) of this definition, including a family whose composition has fluctuated while the head of household has been homeless. 2 Chronically homeless households are no longer considered chronically homeless once they become residents of

transitional housing programs. As a result, such households are no longer eligible for permanent supportive housing programs that are restricted to serve only chronically homeless households. In addition, HUD strongly encourages permanent supportive housing providers to fill vacant beds with chronically homeless households.

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TH Written Standards #2 –Duration of Leasing Agreement The lease with program participant “must be automatically renewable upon expiration, except on prior notice by either party, up to a maximum term of 24 months.”

TH Written Standards #3 – Duration of Assistance In order to facilitate the movement of program participants to PH within 24 months of entering TH.

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Supportive Services Riverside County CoC and ESG programs must provide supportive services with the following duration (CFR 578.53):

(1) For a transitional housing project, supportive services must be made available to residents throughout the duration of their residence in the project.

(2) Services may also be provided to former residents of transitional housing and current residents of permanent housing who were homeless in the prior 6 months, for no more than 6 months after leaving transitional housing or homelessness, respectively, to assist their adjustment to independent living.

TH Written Standards #4 – Supportive Services Supportive services must be made available to program participants “throughout the duration of their residence” and such services “may also be provided to former residents of transitional housing and current residents of permanent housing who were homeless in the prior 6 months, for no more than 6 months after leaving transitional housing or homelessness, respectively, to assist their adjustment to independent living.”

Calculating Occupancy Charges & Rent Rents and occupancy charges collected from program participants are program income. In addition, rents and occupancy charges collected from residents of transitional housing may be reserved, in whole or in part, to assist the residents from whom they are collected to move to permanent housing.

TH Written Standards #5 – Calculating Occupancy Charges & Rent Recipients and subrecipients of funding for transitional housing “are not required to impose occupancy charges on program participants as a condition of residing” in transitional housing. “However, if occupancy charges are imposed, they may not exceed the highest of:

(1) 30 percent of the family’s monthly adjusted income (adjustment factors include the number of people in the family, age of family members, medical expenses, and child-care expenses);

(2) 10 percent of the family’s monthly income; or

(3) If the family is receiving payments for welfare assistance from a public agency and a part of the payments (adjusted in accordance with the family’s

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actual housing costs) is specifically designated by the agency to meet the family’s housing costs, the portion of the payments that is designated for housing costs.

(4) Income. Income must be calculated in accordance with 24 CFR 5.609 and 24 CFR 5.611(a). Recipients and subrecipients must examine a program participant’s income initially, and if there is a change in family composition (e.g., birth of a child) or a decrease in the resident’s income during the year, the resident may request an interim reexamination, and the occupancy charge will be adjusted accordingly.

Rapid Re-Housing Limitations A homeless individual or family may remain in transitional housing for a period longer than 24 months, if permanent housing for the individual or family has not been located or if the individual or family requires additional time to prepare for independent living. However, HUD may discontinue assistance for a transitional housing project if more than half of the homeless individuals or families remain in that project longer than 24 months (CFR 578.79).

TH Written Standards #6 – Limitations Assistance for a transitional housing project may be discontinued “if more than half of the homeless individuals or families remain in that project longer than 24 months.”

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Appendix A: Riverside County CoC CES Workflow

Individual/Family in a Housing Crisis

CES Lead Agency

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CES Roles & Responsibilities

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Appendix B: Supportive Services § 578.53 Supportive services. (a) In general. Grant funds may be used to pay the eligible costs of supportive services that address the special needs of the program participants. If the supportive services are provided in a supportive service facility not contained in a housing structure, the costs of day-to-day operation of the supportive service facility, including maintenance, repair, building security, furniture, utilities, and equipment are eligible as a supportive service. (1) Supportive services must be necessary to assist program participants obtain and maintain housing.

(2) Recipients and subrecipients shall conduct an annual assessment of the service needs of the program participants and should adjust services accordingly. (b) Duration. (1) For a transitional housing project, supportive services must be made available to residents throughout the duration of their residence in the project.

(2) Permanent supportive housing projects must provide supportive services for the residents to enable them to live as independently as is practicable throughout the duration of their residence in the project.

(3) Services may also be provided to former residents of transitional housing and current residents of permanent housing who were homeless in the prior 6 months, for no more than 6 months after leaving transitional housing or homelessness, respectively, to assist their adjustment to independent living.

(4) Rapid rehousing projects must require the program participant to meet with a case manager not less than once per month as set forth in § 578.37(a)(1)(ii)(F), to assist the program participant in maintaining long-term housing stability. (c) Special populations. All eligible costs are eligible to the same extent for program participants who are unaccompanied homeless youth; persons living with HIV/AIDS; and victims of domestic violence, dating violence, sexual assault, or stalking. (d) Ineligible costs. Any cost that is not described as an eligible cost under this section is not an eligible cost of providing supportive services using Continuum of Care program funds. Staff training and the costs of obtaining professional licenses or certifications needed to provide supportive services are not eligible costs. (e) Eligible costs. (1) Annual Assessment of Service Needs. The costs of the assessment required by § 578.53(a)(2) are eligible costs.

(2) Assistance with moving costs. Reasonable one-time moving costs are eligible and include truck rental and hiring a moving company.

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(3) Case management. The costs of assessing, arranging, coordinating, and monitoring the delivery of individualized services to meet the needs of the program participant(s) are eligible costs. Component services and activities consist of:

(i) Counseling;

(ii) Developing, securing, and coordinating services;

(iii) Using the centralized or coordinated assessment system as required under § 578.23(c)(9). (iv) Obtaining federal, State, and local benefits;

(v) Monitoring and evaluating program participant progress;

(vi) Providing information and referrals to other providers;

(vii) Providing ongoing risk assessment and safety planning with victims of domestic violence, dating violence, sexual assault, and stalking; and

(viii) Developing an individualized housing and service plan, including planning a path to permanent housing stability.

(4) Child care. The costs of establishing and operating child care, and providing child-care vouchers, for children from families experiencing homelessness, including providing meals and snacks, and comprehensive and coordinated developmental activities, are eligible.

(i) The children must be under the age of 13, unless they are disabled children.

(ii) Disabled children must be under the age of 18.

(iii) The child-care center must be licensed by the jurisdiction in which it operates in order for its costs to be eligible.

(5) Education services. The costs of improving knowledge and basic educational skills are eligible.

(i) Services include instruction or training in consumer education, health education, substance abuse prevention, literacy, English as a Second Language, and General Educational Development (GED).

(ii) Component services or activities are screening, assessment and testing; individual or group instruction; tutoring; provision of books, supplies, and instructional material; counseling; and referral to community resources.

(6) Employment assistance and job training. The costs of establishing and operating employment assistance and job training programs are eligible, including classroom, online and/or computer instruction, on-the-job instruction, services that assist individuals in securing employment, acquiring learning skills, and/or increasing earning potential. The cost of providing reasonable stipends to program participants in employment assistance and job training programs is also an eligible cost.

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(i) Learning skills include those skills that can be used to secure and retain a job, including the acquisition of vocational licenses and/or certificates.

(ii) Services that assist individuals in securing employment consist of:

(A) Employment screening, assessment, or testing;

(B) Structured job skills and job-seeking skills;

(C) Special training and tutoring, including literacy training and pre-vocational training; (D) Books and instructional material;

(E) Counseling or job coaching; and

(F) Referral to community resources.

(7) Food. The cost of providing meals or groceries to program participants is eligible.

(8) Housing search and counseling services. Costs of assisting eligible program participants to locate, obtain, and retain suitable housing are eligible.

(i) Component services or activities are tenant counseling; assisting individuals and families to understand leases; securing utilities; and making moving arrangements.

(ii) Other eligible costs are:

(A) Mediation with property owners and landlords on behalf of eligible program participants;

(B) Credit counseling, accessing a free personal credit report, and resolving personal credit issues; and

(C) The payment of rental application fees.

(9) Legal services. Eligible costs are the fees charged by licensed attorneys and by person(s) under the supervision of licensed attorneys, for advice and representation in matters that interfere with the homeless individual or family’s ability to obtain and retain housing.

(i) Eligible subject matters are child support; guardianship; paternity; emancipation; legal separation; orders of protection and other civil remedies for victims of domestic violence, dating violence, sexual assault, and stalking; appeal of veterans and public benefit claim denials; landlord tenant disputes; and the resolution of outstanding criminal warrants.

(ii) Component services or activities may include receiving and preparing cases for trial, provision of legal advice, representation at hearings, and counseling.

(iii) Fees based on the actual service performed (i.e., fee for service) are also eligible, but only if the cost would be less than the cost of hourly fees. Filing fees and other necessary court costs are also eligible. If the subrecipient is a legal services provider and performs the services itself, the eligible costs are the subrecipient’s employees’ salaries and other costs necessary to perform the services.

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(iv) Legal services for immigration and citizenship matters and issues related to mortgages and homeownership are ineligible. Retainer fee arrangements and contingency fee arrangements are ineligible.

(10) Life skills training. The costs of teaching critical life management skills that may never have been learned or have been lost during the course of physical or mental illness, domestic violence, substance abuse, and homelessness are eligible. These services must be necessary to assist the program participant to function independently in the community. Component life skills training are the budgeting of resources and money management, household management, conflict management, shopping for food and other needed items, nutrition, the use of public transportation, and parent training.

(11) Mental health services. Eligible costs are the direct outpatient treatment of mental health conditions that are provided by licensed professionals. Component services are crisis interventions; counseling; individual, family, or group therapy sessions; the prescription of psychotropic medications or explanations about the use and management of medications; and combinations of therapeutic approaches to address multiple problems.

(12) Outpatient health services. Eligible costs are the direct outpatient treatment of medical conditions when provided by licensed medical professionals including:

(i) Providing an analysis or assessment of an individual’s health problems and the development of a treatment plan;

(ii) Assisting individuals to understand their health needs;

(iii) Providing directly or assisting individuals to obtain and utilize appropriate medical treatment;

(iv) Preventive medical care and health maintenance services, including in-home health services and emergency medical services;

(v) Provision of appropriate medication;

(vi) Providing follow-up services; and

(vii) Preventive and non-cosmetic dental care.

(13) Outreach services. The costs of activities to engage persons for the purpose of providing immediate support and intervention, as well as identifying potential program participants, are eligible.

(i) Eligible costs include the outreach worker’s transportation costs and a cell phone to be used by the individual performing the outreach.

(ii) Component activities and services consist of: initial assessment; crisis counseling; addressing urgent physical needs, such as providing meals, blankets, clothes, or toiletries; actively connecting and providing people with information and referrals to homeless and mainstream programs; and publicizing the availability of the housing and/or services provided within the geographic area covered by the Continuum of Care.

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(14) Substance abuse treatment services. The costs of program participant intake and assessment, outpatient treatment, group and individual counseling, and drug testing are eligible. Inpatient detoxification and other inpatient drug or alcohol treatment are ineligible.

(15) Transportation. Eligible costs are:

(i) the costs of program participant’s travel on public transportation or in a vehicle provided by the recipient or subrecipient to and from medical care, employment, child care, or other services eligible under this section.

(ii) Mileage allowance for service workers to visit program participants and to carry out housing quality inspections;

(iii) The cost of purchasing or leasing a vehicle in which staff transports program participants and/or staff serving program participants;

(iv) The cost of gas, insurance, taxes, and maintenance for the vehicle;

(v) The costs of recipient or subrecipient staff to accompany or assist program participants to utilize public transportation; and

(vi) If public transportation options are not sufficient within the area, the recipient may make a one-time payment on behalf of a program participant needing car repairs or maintenance required to operate a personal vehicle, subject to the following:

(A) Payments for car repairs or maintenance on behalf of the program participant may not exceed 10 percent of the Blue Book value of the vehicle (Blue Book refers to the guidebook that compiles and quotes prices for new and used automobiles and other vehicles of all makes, models, and types);

(B) Payments for car repairs or maintenance must be paid by the recipient or subrecipient directly to the third party that repairs or maintains the car; and

(C) The recipients or subrecipients may require program participants to share in the cost of car repairs or maintenance as a condition of receiving assistance with car repairs or maintenance.

(16) Utility deposits. This form of assistance consists of paying for utility deposits. Utility deposits must be a one-time fee, paid to utility companies.

(17) Direct provision of services. If the a service described in paragraphs (e)(1) through (e)(16) of this section is being directly delivered by the recipient or subrecipient, eligible costs for those services also include:

(i) The costs of labor or supplies, and materials incurred by the recipient or subrecipient in directly providing supportive services to program participants; and

(ii) The salary and benefit packages of the recipient and subrecipient staff who directly deliver the services.

Before Starting the CoC Applicationdpss.co.riverside.ca.us/files/pdf/homeless/hud-2015/2015...the...

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