1 - Learning the Basics
Section 1: Definition
Coordinated Entry (CE) is a process developed to ensure that all people experiencing a housing crisis have fair and equal access and are quickly identified, assessed for, referred, and connected to housing and assistance based on their strengths and needs. HUD noted qualities of an effective CE process include prioritization, low-barrier, Housing First, person-centered, fair & equal access, emergency services, standardized access & assessment, inclusive, referrals, outreach, ongoing local planning & community partner consultation, leveraging local attributes & capacity, safety planning, using HMIS & other systems, and providing full coverage across the CoC. Participation in CE is required for all projects funded by the CoC.
CE refers to the process used to assess and assist in meeting the housing needs of people at risk of homelessness and people experiencing homelessness. CE helps communities systematically assess the needs of program consumers and effectively match each individual or family with the most appropriate resources available to address that individual or family’s particular needs.
CE can
Be a process to connect people in a housing crisis to providers.
Quickly assess strengths and barriers via a standardized tool.
Quickly connect people to appropriate services.
Provide the ability to gain access to the best options to address needs, based on participant choice.
Ensure people with the highest needs are prioritized for the most intensive assistance.
Section 2: Goals & Guiding Principles
Goals of Coordinated Entry:
The highest need, most vulnerable people are prioritized for services.
Housing and supportive systems are used as efficiently and effectively as possible.
Create a comprehensive community-based response system.
Reduce or eliminate the number of people staying on the streets.
Reduce or eliminate the need for agency waiting lists and the “first come first served” idea.
Overall, it is meant to increase and streamline access to housing and services for households experiencing homelessness, match appropriate levels of housing and services based on participant need/choice, and prioritize persons with severe service needs for the most intensive interventions.
Guiding Principles:
Adopt Statewide Standards
Accurate Data
Participant Choice
Performance-Driven Decision- Making
Promote Participant-Centered Practice
Housing First Approach
Prioritize Most Vulnerable
Transparency
Collaboration
Section 3: Process
Access:
Reaching out to Access Points of Coordinated Entry
No Wrong Door + Fair & Equal Access
Assessment:
Diversion or Intake
VI-SPDAT: Vulnerability Index-Service Prioritization Assistance Tool
HP: Homeless Prevention
Prioritization:
The highest need participants are helped first.
Referral:
The participant is referred to an agency who has the most appropriate housing resources.
Section 4: Access Points
Access Points:
Are the engagement points for persons experiencing a housing crisis. Types can be in person, via phone, or vitually. (Single point of access, multiple centralized access, no wrong door, assessment hotline)
May look different depending on each agency (i.e., youth, domestic violence, etc.) and available resources.
Address most immediate needs through referrals.
Fair & equal access and no wrong door.
Participants must be presented with information on how to access CE through any providers/community partner in the region.
Becoming an Access Point:
An access point is a partner agency that completes a Coordinated Entry intake with participants to connect them to the system. Access points are a part of the first step a participant takes when seeking services.
Expectations:
Complete the Institute for Community Alliance (ICA) online training about Coordinated Entry.
Complete assessments with anyone who needs housing, regardless if they qualify for your agency’s program(s).
Enter participant information into the information management system HMIS or DVIMS (for domestic violence providers).
Section 5: Diversion
Diversion is a strategy that prevents homelessness for people seeking shelter by helping them identify immediate alternate housing arrangements and, if necessary, connecting them with services and financial assistance to help them return to permanent housing.
Benefits of diversion include:
Reduces the number of families becoming homeless.
Reduces the demand for shelter beds.
Reduces the size of housing program wait lists.
Conflict resolution.
Participants who have been successfully diverted can still receive short-term case management, connection to mainstream services, support in finding new housing, and rent/utility assistance.
Questions that should be asked include:
Where did you sleep last night? Are you able to sleep there again?
What other housing options do you have for the next few days or weeks?
What issues exist with you remaining in your current housing situation? Can those issues be resolved with financial assistance, case management, etc.?
Is it possible/safe to stay in your current housing unit? What resources do you need to stay/make it safe to stay?
Diversion is not meant for everyone, especially for participants that do not have an immediate safe and appropriate housing alternative. In those cases participants should be admitted to shelters and begin the Coordinated Entry process.
Section 6: Assessment
Vulnerability Index Service Prioritization Decision Assistance Tool (VI-SPDAT):
Used for those who are literally homeless
Many versions: VI-SPDAT, VI-F-SPDAT (Family), TAY-VI-SPDAT (Youth), PR-VI-SPDAT (Prevention), & JD-VI-SPDAT (Justice).
Homeless Prevention (HP):
Used for those who are at risk of homelessness
If a participant enters a shelter, wait 7-14 days to complete the assessment.
If a participant is staying on the streets, complete the assessment immediately
Is a guiding tool, but does not determine what program the participant should go into.
Questions include:
When the current housing loss is expected.
Current take-home income.
Has the participant experienced a sudden and significant decrease in cash income and/or unavoidable increases in expenses in the past 6 months?
Has there been a major change to the household composition in the past 12 months, such as new people coming to live with you or not moving out?
Number of rental evictions.
History (time) of literally homeless.
If the head of the household has a disabling condition.
Any criminal records.
If there are any dependents.
Section 7: Housing Interventions
Diversion:
A participant is able to self-resolve or receive assistance from family or friends.
Homeless Prevention (HP):
A participant is facing housing instability and the intervention would prevent them from becoming literally homeless.
Rapid Rehousing (RRH):
A participant is literally homeless, the intervention would help them obtain permanent housing.
Short to medium-term rental assistance.
Permanent Supportive Housing (PSH):
A participant needs long-term assistance and/or case management, the intervention helps them gain skills to become independent.
Rental assistance combined with services to promote housing stability.
Transitional Housing (TH):
A program providing a participant with interim stability, providing financial assistance to cover up to two years of rent in addition to supportive services.
Section 8: Prioritization
HUD uses the term “prioritization” to refer to the Coordinated Entry-specific process by which all persons in need of assistance who use CE are ranked in order of priority. The highest score is prioritized to receive services first. Prioritization is based on vulnerability and severity of service needs to ensure assistance is received in a timely manner.
Prioritization factors are not based on disability type or diagnosis.
Prioritization factors include:
Vulnerability to illness or death.
High use of crisis/emergency services
Significant health/behavioral challenges
Risk of continued homelessness
Vulnerability to victimization
VI-SPDAT score
Family/Youth status (if the youth is not being served by a youth provider)
Tie Breakers:
Chronic homelessness status
Length of time homeless or on the streets
Currently fleeing domestic violence
Veteran status
Section 9: Referrals
Participants are referred to agencies that offer housing solutions based on prioritization. These agencies can include:
Mainstream resources
Rapid Rehousing and Homeless Prevention programs
Transitional Living and Permanent Supportive Housing
Participants can stay on the prioritization list until successfully housed. Participants have the ability to deny a referral to programs and agencies may deny referrals.
Pull Meetings:
During pull meetings, participants are discussed by providers and referred to agencies based on open case management spots.
These referrals should only happen during these meetings or via email if an emergency arises.
All referrals should be documented in the database to ensure accurate information is provided when the prioritization list is populated.
Participants who select no to a release of information will need to be brought by the agency to every meeting until the participant is pulled into housing as they will not be populated on the list.
Pull meetings may happen weekly, bi-weekly, or monthly based on the region.