Homeless documentation Recordkeeping requirements

Literally homeless (category 1) Written observation by the outreach worker; or Written referral by another housing or service provider; or Certification by the individual or head of household seeking assistance stating that (s)he was living on the streets or in shelter; For individuals exiting an institution-one of the forms of evidence above and Discharge paperwork or written/oral referral, or Written record of intake worker’s due diligence to obtain above evidence and certification individual that they exited institution

Imminent risk of homelessness (category 2) A court order resulting from an eviction action notifying the individual or family that they must leave; or For individual and families leaving a hotel or mote-evidence that they lack the financial resources to stay; or A documented and verifies oral statement; and Certification that no subsequent residence has been identified; and Self certification or other written documentation that they individual lack the financial resources and support necessary to obtain permanent housing

Fleeing/attempting to flee DV (Category 4) For victim service providers: An oral statement by the individual or heard of household seeking assistance which states: they are fleeing, they have no subsequent residence; and they lack resources. Statement must be documented by a self- certification or a certification by the intake worker.

Fleeing attempting to flee dv (Category 4) – cont. For non-victim service providers: Oral statement by the individual or head of household seeking assistance that they are fleeing. This statement is documented by a self-certification or by the caseworker. Where the safety of the individual or family is not jeopardized, the oral statement must be verified; and Self-certification, or other written documentation, that the individual or family lacks the financial resources and support networks to obtain other permanent housing.

Chronically homeless

(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 emergency shelter continuously for at least one year or 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, post-traumatic stress disorder, cognitive impairments resulting from brain injury, or chronic physical illness or disability.

Chronically homeless def. cont. (2) An individual who has been residing in an institutional care facility, including a jail, substance abuse or mental health treatment facility, hospital, or other similar facility, for fewer than 90 days and met all of the criteria in paragraph (1) prior to entering that facility; or

Chronically homeless def. cont. (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.

Guidance of an occasion Each period separating the occasions must include at least 7 nights of living in a situation other than a place not meant for human habitation, in an emergency shelter, or in a safe haven.

Continuum of care program funds are required to maintain and follow written intake procedures to ensure compliance with the “Chronically homeless” definition. The procedures must establish the order of priority for obtaining evidence as third-party documentation first, intake worker observations second, and certification from the individual seeking assistance third.

Amendments in the Coc program

24 CFR 578.105 grant and project changes Minor amendment(s) (changes) Major amendment(s) changes

Minor (Insignificant) changes Changes that would not have impacted your ability to be funded or does not significantly change your grant, program, participants, scope of service. Minor changes does not need hud’s approval… but a courtesy email should be sent to your hud office (HUD REP) to notify them of the minor change. Any changes not considered major must be fully documented in the grantee (Recipient’s) and/or subrecipient(s) records.

Major (significant ) changes The grantee (recipient(s) or subrecipient(s) may not make any significant changes to a project (grant) without prior hud approval. Major (significant) changes must result in a grant amendment signed by hud and the recipient.

Change to grantee or subrecipient Approval of substitution of the recipient is contingent on the new recipient meeting the capacity criteria in the nofa under which the grant was awarded, or the most recent nofa.

Shifting funds and changing subpopulations Is contingent on the change being necessary to better serve eligible persons within the geographic area and ensuring that the priorities established under the nofa in which the grant was originally awarded, or the most recent nofa, are met

Major (significant) changes cont. Significant changes include a change of recipient, a change of project site, additions or deletions in the types of eligible activities approved for a project; A shift of more than 10 percent from one approval eligible activity to another; A reduction in the number of units, and a change in the subpopulation served.

Grant extensions Hud’s discretion- not automatic Extensions are given on what is best for program participate’ s not for the agency Must be approved in writing from your field office Impacts the operating date of potential grants