1. Norm Suchar Director, Office of Special Needs Assistance Programs
Notice Establishing Additional Requirements for a Coordinated Entry System Considerations for Balance of State CoCs
Norm Suchar
Director, Office of Special Needs Assistance Programs

2. Coordinated Entry System in Context
Rapid
Re-housing
Temporary Shelter
Market Rate Housing
Community-Based Housing, Services and Supports
Diversion
Street Outreach
Permanent Supportive Housing
Transitional Housing
Coordinated Entry
Households avoid homelessness
Targeted Prevention

3. Coordinated Entry System Elements
Core Elements
Access
Assessment
Prioritization
Referral
Infrastructure Elements
Planning
Management & Oversight
Data
Evaluation
= must be documented in written policies and procedures

4. Core Elements: Access Points
Same assessment approach at all access points.
May include separate access points for:
adults without children
adults accompanied by children
fleeing DV, dating violence, sexual assault, stalking, other dangerous or life-threatening conditions
unaccompanied youth
persons at risk of homelessness

5. Marketing and Accessibility
Core Elements: Access
Ensuring Access:
Emergency Services
Homeless Prevention
Marketing and Accessibility
Safety Planning
Street Outreach

6. Put it in writing - Required Elements: Access
CoC’s written CE policies and procedures must:
Document a process ensuring access to emergency services during off hours
Document steps taken to ensure 1) access points are accessible to individuals with disabilities and 2) effective communication with individuals with disabilities
Address the needs of individuals and families who are fleeing violence
Describe how street outreach efforts funded under ESG or CoC are linked to the CE process

7. Coordinated Entry System Elements
Core Elements
Access
Assessment
Prioritization
Referral
Infrastructure Elements
Planning
Management & Oversight
Data
Evaluation

8. Required Elements: Assessment
Participant presents at access point
Assessment process
Standardized process to document needs and preferences
Could be completed in phases
Participant autonomy & client-centered
CoC provides assessor training at least once annually

9. Put it in writing - Required P&P Elements: Assessment
Establish criteria used for uniform decision-making
Prohibit “screening out” people from assistance
Protect all data collected through the CE assessment process
Establish that the assessment process cannot require disclosure of specific disabilities or diagnosis
Provide training to staff administering CE processes

10. Coordinated Entry System Elements
Core Elements
Access
Assessment
Prioritization
Referral
Infrastructure Elements
Planning
Management & Oversight
Data
Evaluation
= must be documented in written policies and procedures

11. Required Elements: Prioritization
Participant presents at access point
Assessment
Process
Prioritization
Definable set of criteria
Consistent with CoC and ESG written standards
Master Lists or BNL
P&P

12. Put it in writing – P&P Required Elements: Prioritization
Include the factors and assessment information used for prioritization decisions
Clearly distinguish between the interventions that will and those that will not be prioritized
Document process for participants to file a discrimination complaint
Specify the conditions for participants to maintain their place in CE prioritization lists when the participant rejects options

13. Coordinated Entry System Elements
Core Elements
Access
Assessment
Prioritization
Referral
Infrastructure Elements
Planning
Management & Oversight
Data
Evaluation

14. Required Elements: Referral
Participant presents at access point
Assessment
Process
Prioritization
Referral
Uniform process for all beds, units & services
Does not screen out
CE = only referral source

15. Required Elements: Referral
Non-discrimination
CoC and all agencies participating in the coordinated entry process comply with the equal access and nondiscrimination provisions of Federal civil rights laws.
CoC’s referral process is informed by Federal, State, and local Fair Housing laws and regulations and ensures participants are not “steered” toward any particular housing facility or neighborhood because of race, color, national origin, religion, sex, disability, or the presence of children.

16. Put it in writing – P&P Required Elements: Referral
Document assessment, vulnerability and need-based factors used to make prioritization decision
Include a process by which individuals and families may appeal coordinated entry decisions
Document protocol for participant rejection of a referral
Describe the process by which persons will be prioritized for referrals to homelessness prevention services

17. Coordinated Entry System Elements
Core Elements
Access
Assessment
Prioritization
Referral
Infrastructure Elements
Planning
Management & Oversight
Data
Evaluation

18. Infrastructure Element: Planning
Shelter Providers
Housing Providers
Service Programs
Outreach
Teams
Mainstream Systems
Crisis Response System that promotes homelessness as rare, brief, non recurring
Principles
Goals
Standards
Gaps

19. Put it in writing - Required P&P Elements: Planning
Establish policies guiding CE operations
Define CE geography, participation expectations and roles, training, oversight and management
Align written standards for providing CoC assistance with written policies and procedures for CE
Ensure equal access to CE for all persons

20. Coordinated Entry System Elements
Core Elements
Access
Assessment
Prioritization
Referral
Infrastructure Elements
Planning
Management & Oversight
Data
Evaluation

21. System Element: Oversight
Oversight & Management
Each CoC must establish or update its coordinated entry process in accordance with the goals established by the CoC and requirements in the Coordinated Entry Notice.
HUD does not prescribe a specific governance, oversight or management approach to the design, planning, implementation, or ongoing operation of coordinated entry.

22. Coordinated Entry System Elements
Core Elements
Access
Assessment
Prioritization
Referral
Infrastructure Elements
Planning
Management & Oversight
Data
Evaluation

23. Infrastructure Element: Data Management
Document participant needs and preferences
Maintain master list/ By Name List
Coordinate participant service delivery
Evaluate CE
Evaluate CoC System
Protect participant privacy
Maintain data security

24. Put it in writing - Required P&P Elements: Data Management
Ensure adequate privacy protections of all participant information
Define protocol for participant consent to share data
Prohibit the denial of services if participants don’t share
If using HMIS, ensure all users are trained and understand CoC privacy and security expectations

25. Coordinated Entry System Elements
Core Elements
Access
Assessment
Prioritization
Referral
Infrastructure Elements
Planning
Management & Oversight
Data
Evaluation

26. Infrastructure Element: Evaluation
Annual CE evaluation answers the following questions:
Does CE work for persons experiencing a housing crisis?
Does CE work for providers of homeless assistance?
Is CE functioning according to CoC’s design principles?
Is CoC system more efficient and effective as a result of CE?

27. Put it in writing - Required P&P Elements: Evaluation
Define frequency and methods by which CE evaluation will be conducted

28. Future TA Tools and Products
Coordinated Entry Process Self-Assessment
CE Toolkit of Community Samples – via NAEH Center for Capacity Building website
Coordinated Entry Guidebook
Coordinated Entry Implementation Guide
Coordinated Entry Policies and Procedures Template
Guide to Coordinated Entry Data Management
Designing a Community-Specific Assessment Tool
CE and Advanced System Planning
Fair Housing Considerations for Coordinated Entry