FY 2016 CoC Application Detailed Instructions

FY 2016 Continuum of Care (CoC) Application

Detailed Instructions

Introduction

The purpose of this document is to provide guidance for completing the FY 2016 Continuum of Care

(CoC) Application for the FY 2016 CoC Program Competition. The FY 2016 CoC Application is the first of two parts of the CoC Consolidated Application. The second part is the CoC Priority Listing which includes all of the Project Applications submitted to the CoC which were reviewed, approved, and ranked or rejected for FY 2016 funding.

The CoC Application and the CoC Priority Listing are separate submissions in e-snaps ; therefore,

Collaborative Applicants must ensure that both the CoC Application and the CoC Priority Listing, with all project applications either approved and ranked or rejected, are submitted in e-snaps prior to the application submission deadline.

IMPORTANT INFORMATION:

For the FY 2016 Continuum of Care (CoC) Application, the Detailed Instructions have been updated to provide clear, concise information to assist Collaborative Applicants in completing the application.

All Collaborative Applicants are strongly encouraged to review this guidance along with the key documents listed below when completing the FY 2016 Application.

The CoC application should be completed using these Detailed Instructions as well as in conjunction with the following documents:

1.

Notice of Funding Availability (NOFA) for the FY 2016 Continuum of Care (CoC) Program

Competition ;

2.

FY 2016 General Section of the NOFA ;

3.

CoC Program Interim Rule at 24 CFR 578 ; and,

4.

CoC Application Instructional Guide .

The following are key points for Collaborative Applicants :

1.

Per 24 CFR 578.9, the Collaborative Applicant is responsible for compiling and submitting the CoC Consolidated Application for the FY 2016 CoC Program Competition. The

Collaborative Applicant must obtain the CoCs approval as outlined in the CoC’s policies and procedures in Section 578.9(b), prior to submitting the application in e-snaps.

2.

A few questions have changed for the FY 2016 Continuum of Care (CoC) Application from

FY 2015 but most have not. Some information from the previous year’s responses has been prepopulated for the FY 2016 Application but the Collaborative Applicant must enter appropriate responses where information was not prepopulated. For all questions, including both those that were prepopulated and those that were not, the Collaborative Applicant should carefully review and complete all questions and prepopulated answers to ensure accuracy and update as necessary.

3.

Collaborative Applicants should carefully read each question in conjunction with the Detailed

Instructions and the documents listed above and review each response to ensure it sufficiently answers the question.

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4.

The Collaborative Applicant must respond to each question separately unless a response specifically indicates the Applicant should refer to another question. This means when reviewing the response for a particular question in the FY 2016 Application, HUD will not consider information that was provided for any other question in the application unless the instructions specifically state otherwise.

5.

The Collaborative Applicant should pay close attention to the maximum character limits that are set for each of the questions requiring a narrative response. HUD recommends the

Applicant first draft narrative responses in a word process program then copy and paste their responses into e-snaps.

This will also assist Collaborative Applicants with the length of their response as most word processing programs provide the total number of characters.

6.

For questions where HUD instructs the Collaborative Applicant to use data that was entered into the Homelessness Data Exchange (HDX) (e.g., HIC, PIT), it is imperative that the data entered into the FY 2016 CoC Application matches exactly the data in the HDX. HUD will verify the data that is entered in the application against data in the HDX. This means that

Collaborative Applicants must pull their data directly from HDX and not from other sources as there might be slight variations due to data clean-up.

7.

The Collaborative Applicant must respond to each question truthfully based on the current circumstances within the CoC.

8.

Questions 1C-2, 1C-4, and 2D-3 in the CoC Application requires the use of outside documents to assist the Applicant in answering these question. The documents listed in the chart below will be available on the HUD Exchange CoC Program Competition page under

“ Forms and Supporting Documents .” The contents of these three documents are arranged in alphabetical order. To find the information for this application, search for the CoC and only print the pages relevant to that CoC rather than printing the entire report for each.

Note: HUD will send a list serve message when the CoC Con Plan Jurisdiction and ESG

Recipient Crosswalks and CoC-PHA Crosswalk documents are made available on HUD

Exchange.

Document

CoC Con Plan Jurisdiction and ESG Recipient Crosswalks

CoC-PHA Crosswalk

AHAR Submission Report

Relevant CoC

Application Question (s)

IC-2

1C-4

2D-3

9.

To help CoCs keep track of all applicable attachments, the following chart lists each attachment and the question which they correspond to in the FY 2016 CoC Application.

HUD prefers attachments be uploaded as PDF files, but HUD will accept the following: zip, xls, xlsx, tif, jpeg, pdf, img, rtf, pptx, ppt, txt, bmp, jpg, png, zipx, doc, docx, ZIP*, gif, tiff.

For larger sized PFD files, CoC may use Zip files. Maximum size 5MB.

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Attachments to the FY 2016 CoC Application Relevant CoC Application

Question(s)

1F-2 CoC Rating and Review Procedures . e.g. Documentation of the publicly posted rating, review, selection of projects for all projects (new and renewal)

CoC’s Process for Reallocating.

If the CoC used the reallocation process, it must attach evidence of the public posting of the reallocation process that includes a copy of the written and publicly posted process.

1F-5

Attachments to the FY 2016 CoC Application Relevant CoC Application

Question(s)

1F-2 The CoC Rating and Review Procedures . Public Posting

Evidence. Documentation of incorporation of objective criteria.

Project Ranking and Funding Decisions

2016 CoC Consolidated Application:

2016 CoC Consolidated Application:

Public Posting Evidence.

Evidence of the CoC’s communication to rejected participants (communicated outside of e-snaps).

Other Attachments

PHA Administration Plan ( Applicable section(s) only)

1F-4

1F-5, 1F-5a

CoC’s Governance Charter

CoC-HMIS MOU

(If referenced in the CoC’s Governance Charter)

HMIS Policy and Procedure Manual

1C-4

2A-1, 2A-1a

2A-1, 2A-1a

2A-2

3B-a.4, 3B-1.4a

4B-7a

CoC Written Standards for Order of Priority

Project List to Serve Persons Defined as Homeless Under Other

Federal Statutes ( if applicable)

Applicable Sections of the Consolidated Plan to Serve Persons

Defined as Homeless Under Other Federal Statues ( if applicable)

HDX – System Performance Measures

4B-7a

3A-8, 3A-8a

Attachments to the CoC Priority Listing*

Final HUD-Approved FY 2016 GIW

HUD 2991, Certification of Consistency with the Consolidated

Plan

1F-6

1G-3

*The form HUD-2991 and the Final HUD-approved GIW are required Attachments to the Priority

Listing , not the FY 2016 CoC Application. They must be referenced for the applicable question in the CoC application.

10.

For the FY 2016 CoC Program Competition, there are multiple questions in the CoC

Application that require the CoC to gather data from Project Application(s), submitted as a part of the CoC Priority Listing in the CoC Consolidated Application in order to fully and accurately respond to the questions. HUD will score the CoC Application questions based on actual responses in the Project Applications. The chart below serves as a reference for CoCs to note which CoC Application questions require information from Project Application(s).

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The detailed instructions for each question specify the relevant project types for a particular question.

Questions that require a cross reference to Project Application question(s) and coordination with the Project Applicants

CoC Application Question Related Project Application Question(s)

4A-2: Mainstream Benefits New: Screen 4A, questions 5a, 5b, 5c, 6 and 6a

Renewal: Screen 4A, questions 2a, 2b, 2c, 3,

3a

4B-1: Low barriers to project entry

4B-2: Housing First

New: Screen 3B, question 5b

Renewal: Screen 3B, question 3b

New: Screen 3B, question 5a, 5b, 5d and 5d

Renewal: Screen 3B, question 4a, 4b, 4c, and

4d

11.

In the FY 2016 CoC Program Competition, not all CoCs may be eligible to receive permanent housing bonus funding . CoCs seeking permanent housing bonus funds must demonstrate that they fulfill the FY 2016 HUD Appropriation Act requirements, as outlined in paragraph III.A.h. of the NOFA:

The FY 2016 HUD Appropriations Act requires that, in order for a CoC to receive funding for a new project, other than through reallocation, the CoC must demonstrate that all project applications are evaluated and ranked based on the degree to which they improve the CoC’s system performance. Further, FY 2016 CoC Program funding must prioritize those CoCs that have demonstrated a capacity to reallocate funding from lower performing projects to higher performing projects as demonstrated through the CoC's local selection process.

The documentation for this will be based on answers CoCs provide to application questions in section 1F of the CoC Application.

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1A.

1B.

Table of Contents

CoC Application: Part 1 CoC Structure and Governance

Continuum of Care (CoC) Identification

Continuum of Care (CoC) Engagement

1C. Continuum of Care (CoC) Coordination

1D. Continuum of Care (CoC) Discharge Planning

1E. Continuum of Care (CoC) Centralized or Coordinated Assessment

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

1G. Addressing Project Capacity

CoC Application: Part II Data Collection and Quality

2A. Homeless Management Information System (HMIS) Implementation

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

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

26

28

29

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

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

31

35

2F. Continuum of Care (CoC) Sheltered Point-in-Time (PIT) Count: Methods 35

2G. Continuum of Care (CoC) Sheltered Point-in-Time (PIT) Count: Data Quality 38

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

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

39

40

2J. Continuum of Care (CoC) Unsheltered Point-in-Time (PIT) Count: Data Quality 42

6

6

10

16

17

18

25

CoC Application: Part III CoC Performance and Strategic Planning Objectives

3A. Continuum of Care (CoC) System Performance-Project Performance

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

Objective 1: Ending Chronic Homelessness

3B Objective 2: Ending Homelessness among Households with Children and

Ending Youth Homelessness

3B Objective 3: Ending Veteran Homelessness

CoC Application: Part IV Cross-Cutting Policies

4A. Accessing Mainstream Benefits

4B. Additional Policies

43

49

52

60

62

64

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CoC Application: Part 1 CoC Structure and Guidance

1A Continuum of Care (CoC) Identification

The fields for this section are read-only. The information is prepopulated based on the information entered in the CoC Applicant Profile. The Collaborative Applicant listed on this form must match the

Collaborative Applicant that registered the CoC during the FY 2016 CoC Program Registration process. If this information is different, it must have been approved as outlined in Section E. on page

2 of the FY 2016 CoC Program Competition NOFA.

If the information in this section is not correct or if the field is blank, contact the HUD Exchange esnaps Ask-A-Question (AAQ) at www.hudexchange.info/get-assistance/ .

1B Continuum of Care (CoC) Engagement

CoC Coordination and Engagement

CoCs must clearly demonstrate coordination with other systems of care that serve homeless individuals and families. HUD expects CoCs to have an inclusive and outcome-oriented community process including an organizational structure(s) and decision-making process for developing and implementing a CoC strategy that is includes representatives from both the private and public sectors, has a fair and impartial project ranking, review and selection process, and has created, maintained, and built upon a community-wide inventory of housing for homeless families.

Inclusive Structure and Participation

CoCs must clearly demonstrate they solicit and consider opinions from individuals and organizations with knowledge of homelessness or have an interest in preventing or ending homelessness in the geographic area.

HUD expects CoCs to demonstrate an open invitation process for individuals and organizations located within its geographic area that serve homeless persons, particularly victim service providers and homeless youth providers; and show that the CoC accepts and considers proposals from organizations that have not previously received CoC Program funding.

1B-1 From the list below, select those organizations and persons that participate in CoC meetings.

Then select “Yes” or “No” to indicate if the CoC meeting participants are voting members or if they sit on the CoC Board. Only select “Not Applicable” if the organization or person does not exist in the CoC’s geographic area.

“ Responsibilities of the Continuum of Care ” (24 CFR 578.7) requires CoCs to conduct regular meetings with the full CoC membership to carry out their responsibilities.

Organizations and persons may also include early childhood partners, (i.e., groups that serve infants, toddlers, young children and their families), that work with homeless programs.

Instructions:

From the list of Organization/Person Categories provided:

1.

Indicate each organization/person that Participates in CoC Meetings by selecting “Yes” from the dropdown menu if they have participated at least twice or more between July 1, 2015 and June 30, 2016;

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2.

Select “No” if the organization or person was present in the CoC’s geographic area but did not participate in CoC meetings or participated less than twice between

July 1, 2015 and June 30, 2016; or

3.

If an organization or person is not present in the CoC’s geographic area, select

“Not Applicable”.

In the column, Votes, Including Electing CoC Board :

1.

For each response in the

“Organization/Person Categories”

select “Yes” if they had voting authority, including electing the CoC Board within the CoC between July 1, 2015 and June

30, 2016; or

2.

Select “No” if an organization/person participated in CoC meetings but did not have voting authority or if they did not vote to elect the CoC board.

In the column, Sits on CoC Board :

1.

For each organization or person within the CoC between July 1, 2015 and June 30, 2016, select “Yes” if that organization or person participated as an official or active member of the

CoC Board; or

2.

Select “No” if the organization or person does not sit on the CoC Board, or

3.

Select “Not Applicable” if the organization or persons is not present in the CoC’s geographic area.

1B-1a Describe in detail how the CoC solicits and considers the full range of opinions from individuals or organizations with knowledge of homeless or an interest in preventing and ending homelessness in the geographic area. Provide two examples of organizations or individuals from the list in 1B-1 to answer this question.

Instructions: (Limit 1000 characters)

Describe:

1.

How the CoC uses an inclusive structure and application process that considers the full range of opinions from organizations or persons with knowledge of homelessness or those who show an interest in preventing or ending homelessness within the CoC’s geographic area; and

2.

Select at least two organizations or persons from question 1B-1 and describe how: a.

the CoC draws upon the knowledge and expertise of homelessness from the two organization(s) or person(s); b.

the CoC draws upon these organizations’ or persons’ knowledge and expertise of homelessness to structure committees, subcommittees, and workgroups; and c.

these organizations/persons are incorporated into the specific committees, subcommittees, and workgroups.

1B-1b List Runaway and Homeless Youth (RHY)-funded and other youth homeless assistance providers (CoC funded and Non-CoC Program funded) who operate within the CoC’s geographic area. Then select, “Yes” or “No” if each provider is a voting member or sits on the CoC Board.

CoCs must clearly demonstrate that their membership includes, and has an open invitation process for, individuals and organizations particularly homeless youth providers.

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Instructions:

Youth Service Provider (up to 10)

1.

Enter the name(s) of up to 10 youth service providers that operate within the CoC’s geographic area, regardless of whether they receive CoC Program funding; or

2.

If there are no RHY-funded or other youth service providers operating within the CoC’s geographic area: a.

enter “Not Applicable” in the blank box under “Youth Service Provider”; and b.

select “No” across the row.

RHY Funded?

1.

Select “Yes” for each provider that was entered if the organization listed in the “Youth

Service Provider” column is RHY funded; or

2.

Select “No” if the youth homeless assistance providers operating within the CoC’s geographic area are not RHY funded.

Participated as a Voting Member in at least two CoC Meetings between July 1, 2015 and June

30, 2016.

1.

Select “Yes” for each provider that was entered if they participated as a voting member in at least two CoC meetings between July 1, 2015 and June 30, 2016; or

2.

Select “No” if the provider did not participate as a voting member in at least two CoC meetings between July 1, 2015 and June 30, 2016.

Sat on the CoC Board as active member or official at any point between July 1, 2015 and June

30, 2016.

1.

Select “Yes” For each provider that was entered, if they sat on the CoC Board as an active member or official at any point between July 1, 2015 and June 30, 2016; or

2.

Select “No” if they did not sit on the CoC Board or were not an active member or official at any point between July 1, 2015 and June 30, 2016.

1B-1c List the victim service 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.

Victim service providers play an integral role in their CoC’s homeless response system by providing shelter, housing, and services to victims and survivors of domestic violence, dating violence, sexual assault and stalking.

It is critical that projects are connected to the broader CoC’s homeless assistance system and all available housing and services to ensure there is a process to connect individuals and families who present through the domestic violence system or the general homeless service system to the resources of either system.

CoCs must clearly demonstrate their membership includes and has an open invitation process for individuals and organizations, particularly domestic violence service providers.

For the remainder of these detailed instructions HUD will use the term “domestic violence” when referring to victims/survivors of domestic violence, dating violence, sexual assault and stalking.

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Instructions:

Victim Service Provider for Survivors of Domestic Violence (up to 10)

1.

Enter the name(s) of up to 10 domestic service providers within the CoCs geographic area;

Participated as a Voting Member in at least two CoC meetings between July 1, 2015 and June

30, 2016

1.

Select “Yes” from the dropdown menu for each provider that was entered in the first column, if they participated as a voting member in at least two CoC meetings between July 1, 2015 and June 30, 2016; or

2.

Select “No” if they did not participate as a voting member in at least two CoC meetings between July 1, 2015 and June 30, 2016;

Sat on CoC Board as an active member or official at any point between July 1, 2015 and June

30, 2016

1.

Select “Yes” from the dropdown menu for each provider entered in the first column if they sat on the CoC Board as an active member or official during the dates listed; or

2.

Select “No” if they did not sit on the CoC Board as an active member or official.

1B-2 Explain how the CoC is open to proposals from entities that have not previously received funds in prior CoC Program competitions, even if the CoC is not applying for any new projects in 2016.


New projects include both new projects created through reallocating and new permanent housing bonus projects.

Describe:

1.

The process the CoC used to announce it was open to proposals from previously unfunded entities for FY 2016 project applications;

2.

If the CoC does not accept proposals from organizations that have not previously received

CoC Program funding or did not announce that it is open to proposals from non-CoC Program funded organizations, this must be stated clearly in the response; and

3.

The factors the CoC considers in determining whether to include a new project on the CoC

Project Priority Listing.

1B-3 How often does the CoC invite new members to join the CoC through a publicly available invitation?

Publicly available invitations may be posted in the newspapers with general circulation within the area, on the CoC’s website, on other websites affiliated with the CoC, Facebook, publicly accessible forums, announcements-oral or written to local boards and commissions, etc.

Instructions:

From the dropdown menu, select the frequency that best matches how often the CoC invites new members to join the CoC through a publicly available invitation.

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1C Continuum of Care (CoC) Coordination

1C-1 Does the CoC coordinate with Federal, State, local, private and other entities serving homeless individuals and families and those at risk of homelessness in the planning, operation and funding of projects? Only select “Not Applicable” if the funding sources do not exist within the CoC’s geographic area.

CoCs must demonstrate coordination with other systems of care that serve homeless individuals and families, including sources of funding other than the CoC Program. Additionally, CoCs must include an organizational structure(s) and decision-making process for developing and implementing the

CoCs strategy that is inclusive of representatives from both the private and public sectors.

Instructions:

Funding or Program Source

1.

Select “Yes” from the dropdown menu for each funding or program source listed if that funding or program source coordinated with the CoC in planning, operation, and funding of projects;

2.

Select “No” for those the CoC does not coordinate with the funding source, or

3.

Select “Not Applicable” if the funding source does not exist within the CoC’s geographic area.

1C-2 The McKinney-Vento Act, requires CoCs to participate in the Consolidated Plan(s)

(Con Plan(s)) for the geographic area served by the CoC. The CoC Program interim rule at

24 CFR 578.7 (c)(4) requires the CoC to provide information to complete the Con Plan(s) within the CoC’s geographic area, and 24 CFR 91.100(s)(2)(i) and

24 CFR 91.100(b)(2) require the State and local Con Plan jurisdiction(s) to consult with the

CoC. The following chart asks for information about CoC and Con Plan jurisdiction coordination and CoC and ESG recipient coordination.

The CoCs must refer to the CoC-Con Plan Jurisdiction and ESG Recipient Crosswalk which is arranged alphabetically by CoC to answer this question.

States are also Con Plan jurisdictions and must be included in the total number of Con Plan jurisdictions and ESG recipients, where State Con Plan jurisdictions and State ESG jurisdictions include areas within the CoC’s geographic area .

The CoC-Con Plan Jurisdiction and ESG Recipient Crosswalk report identifies when each

Preliminary Pro Rata Need (PPRN) geographic area claimed by a CoC is a Consolidated Plan (Con

Plan) jurisdiction or Emergency Solutions Grants (ESG) recipient.

A PPRN geographic area is considered a Con Plan jurisdiction if it receives direct Community

Development Block Grant (CDBG) funding and is required to complete its own Con Plan.

A PPRN geographic area is considered an ESG recipient if it receives direct ESG funding. In cases where the PPRN geographic area does not receive direct CDBG or ESG funding, that PPRN geographic area falls under the state’s CDBG or ESG Program, regardless of whether the state issues sub-awards for CDBG or ESG funds to that particular geographic area.

Note: CoCs must consult with each Con Plan jurisdiction and ESG Program recipient overlapping with its geographic area. For those PPRN geographic areas that fall under the State’s CDBG or ESG

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program, the consultation requirement between a CoC and the State is applicable even if the State elected not to sub-award funds within the geographic area of a particular PPRN geographic area.

Instructions:

CoCs must use the CoC-Con Plan Jurisdiction and ESG Recipient Crosswalk in completing this question .

The Collaborative Applicants must complete the chart even if they do not receive funding from an

ESG recipient.

Number of Con Plan Jurisdictions with whom the CoC geography overlaps

 Enter the number from the crosswalk labeled “Number of 2016 PPRN geographies.” See the example below.

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

1.

Of the “ Number of Con Plan Jurisdictions with whom the CoC geographic area overlaps” , indicate how many jurisdictions the CoC participates with in the Con Plan development process.

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

2.

This must address information the CoC provides to the Con Plan jurisdiction that helps in the completion of their plan(s).

Example: Providing PIT count data for the development or update of the plans for six Con

Plan jurisdictions.

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

3.

Insert the number from the crosswalk “Total ESG Recipients”–see the example chart below.

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

4.

Of the number provided for “ How many of the Con Plan jurisdictions are also ESG recipient ”, enter the number of jurisdictions the CoC participated with to make ESG funding decisions.

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1C-2a Based on the responses in 1C-2, describe in greater detail how the CoC participated with the

Consolidated Plan jurisdiction(s) located in the CoC’s geographic area and include the frequency and type of interactions between the CoC and the Consolidated Plan

Jurisdiction(s).


Using the information provided in 1C-2, describe the collaboration between the CoC and the Con

Plan jurisdiction(s) within the CoC’s geographic area around efforts to prevent and end homelessness.

Describe:

1.

How many Con Plan jurisdictions the CoC collaborated with, out of the total number of overlapping jurisdictions;

Example: The CoC collaborated with four out of six Con Plan jurisdictions.

2.

Using the Con Plan jurisdiction(s), “ Number of Con Plan Jurisdictions with whom the

CoC geographic area overlaps” , provide the frequency (e.g., annually, quarterly, monthly, etc.) of the interactions between the CoC and each Con Plan jurisdictions(s);

Example: Monthly planning meetings with 12 Con Plan jurisdictions; attended six Con Plan jurisdiction meetings quarterly to update plans, etc.

3.

Describe the extent of the CoC’s interactions with the Con Plan jurisdictions (e.g., hours annually, quarterly, monthly, weekly, etc.); and

Example: The CoC meets four hours per quarter with six Con Plan jurisdiction.

4.

Type of interactions the CoC engages in with each Con Plan jurisdiction (e.g., planning, meetings, phone calls, email, workshops, etc.)

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Example: Attended planning quarterly meetings, weekly phone calls, quarterly workshops, etc. with six Con Plan jurisdictions.

1C-2b Based on the responses in 1C-2, describe how the CoC is working with ESG recipients to determine local ESG funding decisions and how the CoC assists in the development of performance standards and evaluation of outcomes for ESG-funded activities.

The CoC Program interim rule at 24 CFR 578.7(c)(5) requires CoCs to consult with State and local government Emergency Solutions Grants (ESG) Program recipients* within the CoC’s geographic area on the plan for allocating ESG funds, as well as reporting on and evaluating the performance of

ESG recipients and sub recipients.

Note: *ESG recipients are the States, local governments, and territories that receive a direct ESG program award from HUD. In this context, ESG recipients do not include any entities that are sub awarded ESG program funds (i.e., ESG sub recipients).


Describe:

1.

How the CoC works with ESG recipient(s) to determine funding allocation and performance plans;

2.

The type of information the CoC provides to the ESG recipient(s) (such as Con Plan jurisdiction level PIT data, HMIS data, ESG sub recipient information for the development of performance standards);

Example: Provided PIT count data for the development and update to the Consolidated

Plan; and

3.

How the CoC evaluates outcomes of ESG project activities to aid in the development of performance standards or if the CoC has a larger role.

1C-3 Describe how the CoC coordinates with victim service providers and non-victim service providers (CoC Program funded and Non-CoC program funded) to ensure survivors of domestic violence are provided housing and services that provide and maintain safety and security. Responses must address how the service and security of participants and how client choice is upheld.

Addressing the Needs of Victims of Domestic Violence


CoCs must describe their efforts to address the needs of persons fleeing all forms of domestic violence, including dating violence, sexual assault, and stalking. The responses must address services for the victims of domestic violence and their families. This includes supporting individual choice including but not limited to housing, services, and location.

Describe:

1.

How the CoC ensures persons fleeing domestic violence are offered available, safe housing and services from any of the following programs: a.

CoC Program; b.

ESG Program;

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c.

Programs funded by the Department of Justice (DOJ); d.

Program funded by Health and Human Services (HHS); e.

Other locally available programs (for these programs, indicate what they are); and

2.

How data about a household is shared between victim service providers and homeless assistance providers in a manner that protects personally identifiable information (PII).

1C-4 List each of the Public Housing Agencies (PHAs) within the CoC’s geographic area. If there are more than 5 PHAs within the CoCs geographic area, list the 5 largest PHAs. For each

PHA, provide the percentage of new admissions that were homeless at the time of admission between July 1, 2015 and June 30, 2016 and indicate whether the PHA has a homeless admission preference in its Public Housing and/or Housing Choice Voucher (HCV) program.

Refer to the HUD CoC-PHA Crosswalk to determine which PHAs are within your geographic area.

When the CoC-PHA Crosswalk is published on HUD Exchange, a list serve message will be sent notifying CoCs.

HUD recognizes CoCs may have relationships with other PHAs within their geographic area and the

CoC-PHA Crosswalk that is provided has known errors . Therefore, applicants may rely on the local information rather than the Crosswalk when addressing this question. For 1C-4, provide the required information on the five largest PHAs or the five PHAs with which your organization has a working relationship. If there are fewer than five PHAs within a CoC’s geographic area, the CoC must report on all of the PHAs listed in the crosswalk.

Instructions:

1.

Public Housing Authority Name

 Enter the names of up to five PHAs within the CoC’s jurisdiction in the first column, either the five largest or the five the CoC has working relationship with;

# of public housing units + Housing Choice Vouchers = size of PHA

2.

% New Admissions into Public Housing and Housing Choice Voucher Program

(HCV) from July 1, 2015 and June 30, 2016 who were homeless at entry.



For each PHA:

Enter the higher percentage of total new admissions to the PHA or HCV program between July 1, 2015 and June 30, 2016 that were homeless at entry.

Example: A PHA had 3 percent of admissions that were homeless upon entry and the HCV had 8 percent of admission that were homeless upon entry. The CoC must enter the higher percent (8 percent).

% New admissions who were = Total new homeless admissions (7/1/15 to 6/30/16) X 100

Homeless at entry Total new admissions 7/1/15 to 6/30/2016

Note: For the purposes of this application, HUD defines General and Limited Preference as follows:

General Preference: Places all of the members of a certain category (or categories) of households above other households on a list.

Limited Preference: Often referred to as a “set-aside”, is a defined number of public housing units or HCVs made available on a priority basis to a certain type of applicant for housing assistance. This includes Project-Based Vouchers (PBVs) to be used to serve certain type of applicants.

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3.

PHA has General or Limited Homeless Preference



From the dropdown menu select the appropriate response for each Public Housing

Agency Listed:

Yes-Public Housing

Yes-HCV; or

Yes-Both

 If “Yes” was selected for General or Limited Homeless Preference, the

Collaborative Applicant must attach : a.

an excerpt from the PHA(s) plan that clearly identifies the homeless preferences; or b.

a letter from the PHA(s) that addresses homeless preferences; or

Example: An excerpt from the PHA’s administrative planning document(s) such as the

Administration Plan, Admissions and Continued Occupancy Policy (ACOP),

Annual Plan, or 5-Year Plan, as appropriate.

4.

If “No” was selected, you must attach a document that states “Not Applicable”.

HUD will not accept website links or hyperlinks as a substitute for meeting the attachment requirements for this question. The required documents must be attached to the CoC Application.

1C-5 Other than CoC, ESG, Housing Choice Voucher Program and Public Housing, describe other subsidized or low-income housing opportunities that exist within the CoC that target persons experiencing homelessness.


Describe:

1.

What other type(s) of subsidized or low-income housing opportunities exist within the CoC’s geographic area that are directed toward people experiencing homelessness; and

2.

How the other types of subsidized or low-income housing opportunities are being used to house people experiencing homelessness?

Example: A CoC might be assisting projects to set homeless preferences, or projects have independently established homeless preferences.

1C-6 Select the specific strategies implemented by the CoC to ensure that homelessness is not criminalized in the CoC’s geographic area. Select all that apply.

Many jurisdictions have attempted to address homelessness, in particular those living on the streets, by creating laws and ordinances that criminalize the actions of homeless persons in public spaces.

CoCs and providers play an important role in educating and persuading local governments and law enforcement to not implement practices and laws that make it more difficult for people experiencing homelessness to exist in a community.

HUD expects CoCs to have specific strategies to ensure homelessness is not criminalized such as engaging or educating local policy makers, engaging or educating law enforcement, implementing community plans or engaging or educating businesses.

Instructions:

7/26/16 15

1.

Check all of the strategies your CoC has implemented to ensure homelessness is not criminalized; or

2.

If the CoC spans multiple communities check all of the strategies your CoC has implemented in at least one community within the CoC’s geographic area.

1D Continuum of Care (CoC) Discharge Planning

The McKinney-Vento Act requires State and local governments to have policies and protocols in place to ensure persons being discharged from a publicly-funded institution or system of care, where they have resided for more than 90 days, are not discharged immediately into homelessness.

According to the 2015 Annual Homelessness Assessment Report to Congress (AHAR), 13 percent of individuals were in institutional settings the night before becoming homeless.

HUD will award no points for this question if the CoC does not coordinate with or assist in State or local discharge planning efforts.

1D-1 Select the system(s) of care within the CoC’s geographic area for which there is a discharge policy in place that is mandated by the State, the CoC, or another entity for the following institutions.

There may be more than one discharge policy in place for a given system of care, or there may be a discharge policy in place for one but not all systems of care that are listed.

Instructions:

1.

For each system of care listed, select only those that have at least one version of an established discharge policy in place that is either a State mandated policy, a CoC mandated policy or mandated by another entity; or

2.

Select “None” if none of the systems of care have established a discharge policy in place.

Note: Do not select a system of care if the CoC, State, or local government is in the process of developing a discharge policy and there is no other alternate discharge policy in place.

1D-2

Select the system(s) of care within the CoC’s geographic area that the CoC actively coordinates with to ensure institutionalized persons that have resided in each system of care for longer than 90 days are not discharged into homelessness. Check all that apply.

Instructions:

1.

Select each system of care that exists in the CoC’s geographic area and indicate whether the

CoC actively coordinates with the selected systems of care to implement strategies to prevent homelessness among discharged persons leaving that system of care, where they have resided for more than 90 days; or

2.

Select “None” if the system(s) of care do not actively coordinate with the CoC.

Note: If a system of care is not selected in this question, the Applicant must answer question 1D-2a.

1D-2a If the applicant did not check all of the boxes in 1D-2 , explain why there is no coordination with the institution(s) that were not selected and explain how the CoC plans to coordinate with the institution(s) to ensure persons discharged are not discharged into homelessness.

If the Applicant selected all of the systems of care in 1D-2, enter “ Not Applicable

” for 1D-2a.


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For every institution that was not selected in 1D-2, the Collaborative Applicant must:

1.

Describe how, going forward, the CoC plans to coordinate on discharge planning, policies, and practices to ensure persons are not discharged into homelessness;

2.

Describe the specific reasons or barriers to coordinating discharge planning with the State, local planning efforts to ensure persons are not discharged into homelessness;

3.

Describe the specific reasons or barriers to coordinating discharge planning with the institutions the response must indicate this for each institution; and

4.

If the system of care does not exist within the CoCs geographic area, the response must clearly state this for each system of care from the question 1D-2.

1E Continuum of Care (CoC) Centralized or Coordinated Assessment System

The CoC Program Interim Rule requires CoCs to establish a Centralized or Coordinated Assessment

System, which HUD refers to as the Coordinated Entry Process. Based on the recent Coordinated

Entry Policy Brief , HUD’s primary goals for coordinated entry processes are that assistance is allocated as effectively as possible and that it is easily accessible no matter where or how people present.

1E-1 Explain how the CoC’s coordinated entry process is designed to identify, engage, and assist homeless individuals and families that will ensure those who request or need assistance are connected to proper housing and services.

HUD recognizes CoCs are configured differently and might approach this coverage in a variety of ways. Applicants should consider the following when responding to this question:



The response must identify the types of organizations (e.g., local government, law enforcement, CDBG/HOME/ESG entitlement jurisdictions, affordable housing developers, early childhood programs, educational authorities, mental health organizations).



CoCs covering large geographic areas including statewide, Balance of State, or large regional

CoCs may use several separate coordinated entry processes, each covering a portion of the

CoC. However, HUD expects, that combined, these separate coordinated entry processes will cover the entire CoC.


Describe how the CoC performs the following using the Coordinated Entry Process:

1.

Ensures it is accessible to those least likely to have access;

2.

Ensures persons receive assistance and are housed as quickly as possible;

3.

Makes it easy for persons experiencing homelessness or a housing crisis to access the appropriate housing and service intervention;

4.

Prioritizes assistance in a standardized manner to ensure people who are most in need of assistance, including those with the longest histories of homelessness and the most severe services needs receive assistance in a timely manner;

5.

Lowers barriers to entering programs and receiving assistance; and

If applicable, HUD asks applicants to respond to #6 below; however, your answer will not affect your score for this question .

It is for informational purposes for HUD.

7/26/16 17

6.

Describe the community’s efforts to create by-name lists, either through a Registry Week or other method.

1E-2 CoC Program- and ESG Program-funded projects are required to participate in the coordinated entry process, but there are many other organizations or individuals who may participate but are not required to do so. From the following list, for each type of organization or individual, select all of the applicable checkboxes that indicate how that organization or individual participated 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 who participate but are not on this list, enter the information in the blank box, click “Save” at the bottom of the screen and then select the applicable checkboxes.

HUD expects CoCs to be engaging with a broad range of organizations including those listed for this question. Organizations and persons may also include early childhood partners, (i.e., groups that serve infants, toddlers, young children and their families), that work with homeless programs.

Instructions:

1.

For Organization or Person Categories in the first column, select all that apply across the row to that organization or person:



Participates in Ongoing Planning and Evaluation



Makes Referrals to the Coordinated Entry Process



Receives Referrals from the Coordinated Entry Process



Operates Access Point for Coordinated Entry Process



Participates in Case Conferencing



Does Not Participate



Does not Exist, select if the organization or person is not present in the CoC’s geographic area; or

2.

If there are other organizations or persons who participated but are not on the list: a.

enter the organizations or persons in the blank row; b.

select “Save”; and c.

check the box to the right of the textbox to complete your response.

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

All responses for this section must clearly demonstrate the existence of a coordinated, inclusive, outcome-oriented community process for the solicitation, objective review, ranking and selection of

CoC Program project application(s).

To ensure the delivery of homeless assistance is open, inclusive, and transparent, CoCs must ensure the process for review, ranking, and selection is available to the public. CoCs must be able to demonstrate the use of a ranking and selection process for project applications that is available to the public. CoCs must also make publicly available all parts of the CoC Consolidated Application, and

CoC Priority Listing with all project applications accepted, ranked or rejected.

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In the event HUD is notified and confirms that a CoC did not notify project applicants who submitted their project applications to the CoC by the required deadline, whether their project application(s) were accepted and ranked or rejected in writing, outside of e-snaps including the reason(s) for the rejection–no later than 15 days before the application deadline, the CoC will automatically receive 0 points for this selection criteria.

Examples: Posting in the newspapers with general circulation within the area, on the CoC’s website, on other websites affiliated with the CoC, Facebook, publicly accessible forums, announcements-oral or written to local boards and commissions, etc.

Note: If a CoC posted any part of the project review, ranking, or selection prior to the FY 2016 CoC competition, it must be publicly posted again within the timeframe specified in the FY 2016

CoC Program Competition NOFA.

In the FY 2016 CoC Program Competition, not all CoCs may be eligible to receive permanent housing bonus funding . CoCs seeking permanent housing bonus funds must demonstrate that they fulfill the FY 2016 HUD Appropriation Act requirements, as outlined in paragraph III.A.h. of the

NOFA:

The FY 2016 HUD Appropriations Act requires that, in order for a CoC to receive funding for a new project, other than through reallocation, the CoC must demonstrate that all project applications are evaluated and ranked based on the degree to which they improve the CoC’s system performance. Further, FY 2016 CoC Program funding must prioritize those CoCs that have demonstrated a capacity to reallocate funding from lower performing projects to higher performing projects as demonstrated through the CoC's local selection process.

The documentation for this will be based on answers CoCs provide to application questions in section

1F of the CoC Application – specifically 1F-1 and 1F-5.

1F-1 For all renewal project applications submitted in the FY 2016 CoC Program Competition, complete the chart below regarding the CoC’s review of the Annual Performance Report(s)

(APR).

The response to this questions impacts a CoC’s eligibility to receive permanent housing bonus funding per paragraph III.A.h. of the NOFA.

Project Annual Performance Reports (APRs) are an important tool for CoCs as they review and rank projects for the priority listing. Therefore, HUD expects CoCs to be reviewing project APRs to evaluate project performance outcomes.

Given the importance of the APR for CoCs to use in reviewing projects, HUD encourages CoCs to request that project applicants:

1.

Submit their most recent APR to the CoC at the time they submit their project application,

2.

Submit a PDF copy of the APR to the CoC at the same time the APR is due to HUD, or

3.

Run the APR report for each project in HMIS.

Note that because e-snaps was not available for CoC funded grants funded in FY 2014, project applicants will not have submitted an FY 2014 APR. Thus, CoCs should either use APRs for grants funded in FY 2013 for items one or two above or simply run the report in HMIS (per item 3 above).

Instructions:

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1.

How many renewal project applications were submitted in the FY 2016 CoC Program

Competition?



Enter the total number of Project Applications that are being submitted for renewal in the

FY 2016 CoC Program Competition.

2.

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



Enter the number of renewal project that have not expired by the application deadline.

Example: A FY 2015 new 1-year project that began operating May 1, 2016 will not have submitted it first APR yet as the operating year end date is

April 20, 2017. This would not be counted in the number of renewal project for the FY 2016 application.

3.

How many renewal project application APR’s were reviewed by the CoC as part of the local CoC competition project review, ranking, and selection process for the FY 2016

CoC Program Competition?

The number in this field cannot exceed the difference between the first and second columns.



Enter the total number of renewal project application APRs the CoC reviewed.

Example: A CoC has nine renewal project applications for the FY 2016 CoC Program

Competition. Two of these renewals were new projects in FY 2015 that were not yet required to submit an APR. The CoC would only report the seven renewal projects that have available APRs. The two that were new projects and were not required to submit an APR would not be counted in the total.

1F-2 In the sections below, check the appropriate box(es) for each selection to indicate how project applications were reviewed and ranked for the FY 2016 CoC Program Competition.

Written documentation of the CoC’s publicly announced Rating and Review procedure must be attached.

CoCs must submit written documentation of a review, rating, and ranking process for all projects

(new and renewal).

Selection criteria for the review, rating, and ranking of project applications must be clear and explicit.

Written documentation must demonstrate the use of criterion that is measurable, quantifiable, and objective way.

The CoC’s review, rating, and ranking procedure may include additional factors besides the ones listed in the checklist provided. For example, your CoC may review, rate, and rank based on how well a project reduces returns to homelessness, ensures that participants move into permanent housing quickly, or improves the safety of people fleeing domestic violence or human trafficking.

Instructions:

1.

Performance Outcomes and APR Reports/HMIS



Select each of the performance outcomes from APR reports, HMIS data, etc. the CoC uses during project application review and ranking.

2.

Monitoring Criteria

7/26/16 20

a.

select the following criteria only if it is used for review, rating, and ranking project applications; and b.

attach documentation that reflects the incorporation of the criteria that was publicly posted.

3.

Need for specialized population services

1.

select the following criteria only if it is used for review and ranking applications; and

2.

attach documentation that reflects the incorporation of the criteria.

If “None” is selected, no other criterion can be selected.

4.

For each selection, written documentation that clearly reflects the incorporation of the objective criteria in the review, ranking, and selection process must be attached to this application.

The date the notice was posted must be visible in the screenshot or attachment. HUD will not accept website links or hyperlinks as a substitute for meeting the requirements for this question. Written documentation may include: a.

published written policies and procedures for the FY 2016 CoC Program Competition in the CoC’s Governance Charter or a stand-alone document; b.

dated meeting minutes and evidence the meeting minutes were made available to the

CoC’s full membership; or c.

posted on the CoC’s website or on a partner site within the CoC (e.g., county/city website).

1F-2a Describe how the CoC considered the severity of needs and vulnerabilities of participants that are, or will be, served by the project applications when determining project application priority.

HUD strongly encourages projects to lower barriers serving persons with the highest needs and vulnerabilities. The CoC’s review, ranking, and selection process must account for the higher difficulty in serving these populations.

Severity of needs and vulnerabilities related to determining project review, ranking, selection, and priority include, but are not limited to:



Low or no income;



Current or past substance abuse;



Criminal records-with exception of restrictions imposed by federal, state or local law or ordinance;



Chronic homelessness in the CoC Program-funded projects;



Having been or currently a victim of domestic violence;



Lesbian, Gay, Bisexual, Transgender, Questioning (LGBTQ) status;



Significant health, behavioral health challenges or disability which require a significant level of support in order to maintain permanent housing;



High utilization of crisis or emergency services, including emergency rooms, jails, and psychiatric facilities to meet basic needs;

7/26/16 21



Coming from the streets or other unsheltered situations including pregnant women, infants, toddlers, and youth;



Vulnerability to illness or death; and



Vulnerability to victimization, including physical assault, human trafficking, or sex trafficking.


1.

Describe how the CoC factors a project’s population into the review, ranking, and selection process;

Example: This could take the form of factoring into the evaluation of a project performance outcomes (such as weighting performance outcomes with the difficulty of serving higher need populations) or could serve as a stand-alone criterion the CoC uses to review, rank, and select projects.

2.

Describe the needs and vulnerabilities of the populations the CoC is taking into account (refer to the above list); and

3.

Indicate whether projects serving these populations receive special consideration in the review, ranking, and selection process.

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.

Evidence of public posting must be attached.

HUD will not accept website links or hyperlinks as a substitute for meeting the requirements for this question. The required documents must be attached to the CoC Consolidated Application.


All notice of public postings for this question must be attached to the CoC application.

Acceptable public postings include: newspapers with general circulation within the area; on the

CoC’s website, on other websites affiliated with the CoC, Facebook; publicly accessible forums; announcements–oral or written–to local boards and commissions, etc.

Description must include the following:

1.

Date used to publicly share the review, ranking, and selection criteria for the FY 2016 CoC

Program Competition;

2.

The medium(s) and manner in which the information was made available to stakeholders;

Example: Public posting on CoC webpage, posted in local newspaper with general circulation within the CoC’s geographic area.

Attachment– Applicants must upload attachments in e-snaps under “ CoC Rating and

Review Procedure: Public Posting Evidenc e.”

The attachment must be readable and the date of the public posting(s) must fall within the

FY 2016 CoC Program Competition application period, even if the CoC conducted an internal competition prior to the opening of the FY 2016 CoC Program Competition.

Example: A CoC may have held a local competition 1 month prior to HUD officially opening the FY 2016 CoC Program Competition. Even though the CoC may have posted the results at that time, it must publicly repost the results of this

7/26/16 22

meeting during the official FY 2016 CoC Program Competition application period.

Attachments may include, but are not limited to:



RFP solicitation with the date it was posted;

 Screen shot of a webpage posting on the CoC or Collaborative Applicant’s webpage that clearly shows the date it was posted;



A copy of a newspaper advertisement clearly showing the date; or



Dated minutes from a CoC meeting.

1F-4 On what date did the CoC and Collaborative Applicant publicly post all parts of the

FY 2016 CoC Consolidated Application that included the final project application ranking?

Written documentation of the public posting, with the date of the posting clearly visible, must be attached. In addition, evidence of communicating decisions to the CoC’s full membership must be attached.

HUD will not accept website links or hyperlinks as a substitute for meeting the requirements for this question. The required documents must be attached to the CoC Consolidated Application.

Note: If the CoC and Collaborative Applicant posted the information publicly prior the FY 2016

CoC Program Competition, it must post the information again no later than 2 days before the application submission deadline on September 12, 2016.

Instructions:

1.

Enter the date the CoC publicly posted all parts of the FY 2016 CoC Consolidated

Application that included the CoC Application and CoC Priority Listing with the all project application(s) either approved and ranked or rejected;

2.

Attach the documentation of the public posting that clearly shows all parts of the CoC

Consolidated Application that includes the date; and

3.

If the CoC notified the community (project applicants, interested stakeholders, etc.) via another method (e.g., email), include a copy of the dated email that clearly shows the website link where the CoC Consolidated Application was posted and the date it was sent.



The posting date must be no later than 2 days before the application submission deadline and must be attached to the FY 2016 CoC Application as “ 2016 CoC Consolidated

Application: Public Posting Evidence .



The preferred method of acceptable documentation is a screen shot of the web page(s) that meets this criterion.



The date must be visible and readable in the screen shot.



CoCs that do not have a website must post this information to a partner website within the

CoC (e.g., county/city website)



Regardless of how this information was communicated, that CoC must post the entire

CoC Consolidated Application on its website or a partner website.

1F-5 Did the CoC use the reallocation process in the FY 2016 CoC Program Competition to reduce or reject projects for the creation of new projects? If the CoC utilized the reallocation process, evidence of the public posting of the reallocation process must be attached.

7/26/16 23

The response to this questions impacts a CoC’s eligibility to receive permanent housing bonus funding per paragraph III.A.h. of the NOFA.

CoC’s should be able to demonstrate the ability to reallocate lower performing projects to create new higher performing projects.

Instructions:

1.

Select” Yes” from the dropdown menu if the CoC used the reallocation process in the

FY 2016 CoC Program Competition to reduce and/or cut eligible renewal projects in order to create new projects through reallocation in the local CoC Competition process; or

2.

Select “No” from the dropdown menu if the CoC did not use the reallocation process in the

FY 2016 CoC Program Competition.

If the CoC used the reallocation process between the FY 2013 and FY 2016 CoC Program

Competitions, the CoC’s must:

1.

Attach documentation that demonstrates the CoC encouraged new and existing providers to apply for new projects through reallocation;

Documentation must include how: a.

the reallocation process is communicated throughout the CoC’s geographic area; and b.

the CoC encouraged new and existing providers to apply for new project using the reallocation process; or

2.

Demonstrate the CoC has cumulatively reallocated at least 20 percent of the CoC’s ARD in the FY 2013, FY 2014, and FY 2015 CoC Program Competitions.



Attach documentation of the amount of ARD reallocated by the CoC in FY 2013, FY

2014, and FY 2105 CoC Program Competitions. (Attach as CoCs Process for

Reallocating).

HUD will confirm this information by reviewing each year’s ARD and the percentage of the

ARD submitted under the reallocation process.

1F-5a If the CoC rejected project application(s), on what date did the CoC and Collaborative

Applicant notify those project applicants that their project application was rejected? If project applications were rejected, a copy of the written notification to each project applicant must be attached.

The CoC must notify project applicants, in writing outside of e-snaps , of any rejected FY 2016 project applications no later than 15 days before the application deadline to allow any eligible project applicant(s) that attempted to participate in the CoC’s planning process and believe they were denied the right to participate in the CoC process in a reasonable manner time to appeal the CoC’s decision to HUD as a Solo Applicant (see Section X.C. of the FY 2016 CoC Program Competition

NOFA for more information on Solo Applicants).

Note: All documentation must clearly display the date of the notification.

Instructions:

1.

If the CoC rejected project application(s), enter the date the CoC and Collaborative Applicant notified those project applicant(s) of the rejected project; and

7/26/16 24

2.

The following information must be attached to the CoC Application as

“ 2016 CoC Consolidated Application: Evidence of the CoC’s Communication to Reject

Projects

”: a.

documentation of the notification to all project applicants of either the ranked position of their project application(s) or rejection of their project application(s);

Example: A copy of the email message or form letter with date that was sent to notify all project applicant(s)community members and key stakeholders of the ranking and where it can found on the CoC or partner website; b.

written notification with date to rejected project applicant(s); c.

documentation of the decision(s) and ranking(s); or d.

documentation that all FY 2016 project applicants and stakeholders were directed to a website that provided them with the decisions and rankings.

1F-6 In the Annual Renewal Demand (ARD), is the CoC’s FY 2016 CoC Priority Listing equal to or less than the ARD on the final HUD-approved FY 2016 Grant Inventory Worksheet

(GIW)?

Accurate Grant Inventory Worksheets (GIW) are an important tool for HUD to determine the final

Annual Renewal Demand (ARD) amount for each CoC and the total ARD for the CoC Program

Competition in a given year. CoCs must ensure that information provided on the

FY 2016 GIW is as accurate as possible.

Any changes to the FY 2016 final HUD-approved GIW after June 27, 2016 must have been submitted for approval by the local HUD CPD Field Office, in consultation with HUD Headquarters no later than July 22, 2016.

CoCs are prohibited from making changes to the final HUD-approved GIW after July 22, 2016.

Instructions:

1.

Select “Yes” if the total sum of all renewal projects and new reallocated projects is equal to or less than the ARD on the final HUD-approved GIW. For a confirmation of your CoC’s

ARD, see the Final Continuum of Care (CoC) Final ARD Report that will be posted to the

HUD Exchange after August 5, 2016; or

2.

Select “No” if the total sum of all renewal and new reallocated projects is greater than the

ARD on the final HUD-approved GIW.

1G Continuum of Care Addressing Project Capacity

CoCs must demonstrate their ability to monitor the project performance of CoC Program grants and capacity of recipients whose renewal applications are included on the CoC Project Listing in the

CoC’s FY 2016 CoC Program Competition.

HUD expects each CoC to implement a thorough review and oversight process at the local level for both new and renewal project applications submitted to HUD in the FY 2016 CoC Program

Competition.

1G-1 Describe how the CoC monitors the performance of CoC Program recipients.

CoCs must have monitored applicants and projects for all of the following:

7/26/16 25

1.

Utilization rates;

2.

Increasing housing stability;

3.

Participant eligibility;

4.

Length of time homeless;

5.

Destination upon program exit;

6.

Increasing participant income; and

7.

Connecting program participants to mainstream benefits.


Describe:

1.

The criteria and processes the CoC uses for monitoring recipients for each of the above criteria;

Example: The CoC has developed a monitoring tool for review of each recipient to include utilization rates, increasing housing stability, participant eligibility, and length of time homeless, destination upon program exit, increasing participant income, and connecting program participant to mainstream benefits. The tools identify each of the criterion and measures compliance; and

2.

How the CoC assesses project capacity to implement CoC Program requirements including the timely submission of APRs and timely draws from e LOCCS to successfully carry out the requirements of the McKinney-Vento Act, 24 CFR part 578, and local priorities.

1G-2 Did the Collaborative Applicant include accurately completed and appropriately signed form

HUD-2991for all project applications submitted on the CoC Priority Listing?

Each CoC must submit a certification by the jurisdiction in which the proposed project(s) are, or for new project applications where they will be located, and that the project’s application for funding is consistent with the jurisdiction’s HUD-approved Consolidated Plan. A certification is required for each project the CoC submits to HUD for funding consideration.

HUD will award the Collaborative Applicant “0” points if this form is missing entirely, missing any information, incorrectly dated, or not signed by the correct authorizing official .

To reduce the potential for a call back to correct this deficiency, CoCs should ensure project names submitted in e-snaps match the project names listed on HUD-2991. The certification must be made in accordance with the provisions of the consolidated plan regulations at 24 CFR part 92, subpart F.

Instructions:

1.

From the dropdown menu, select “Yes” to confirm that all project applications (new, renewal,

CoC planning, and UFA, if applicable) are included on the HUD-2991 and dated between

May 1, 2016 and September 14, 2016. CoCs have the option to either: a.

include a single HUD-2991 for each jurisdiction that is correctly completed and dated and includes a list of the project applications, by name , that were sent to the jurisdiction with the form for signature, or b.

include a HUD-2991 for each project application that is correctly completed and dated.

2.

Select “No” if neither of the above apply.

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CoC Application: Part II Data Collection and Quality

2A Homeless Management Information System (HMIS) Implementation

Per 24 CFR 578.7, CoCs are responsible for working with the HMIS Lead to develop, follow, and annually update a governance charter. The Governance Charter should include all policies and procedures needed to comply with 24 CFR part 578 and with HMIS requirements as prescribed by

HUD.

CoCs must clearly demonstrate the existence of a functioning HMIS that facilitates the collection of information on homelessness using residential and other homeless services and stores the data electronically.

2A-1 Does the CoC have a Governance Charter (GC) that outlines the roles and responsibilities of the CoC and the HMIS Lead, either within the Charter itself or by reference to a separate document such as an MOU/MOA? In all cases, the CoC’s Governance Charter must be attached to receive credit. In addition, any separate document, such as an MOU/MOA must also be attached to receive credit.

Instructions:

1.

Select “Yes” for this question only if the Governance Charter: a.

is signed and dated, must be evident in the attachment; b.

clearly indicates the CoC has formally approved or adopted the Governance Charter; c.

includes details on the roles and responsibilities of both the CoC and HMIS Lead in the Governance Charter or in a separate document (e.g., MOU, MOA); and

2.

Attach the CoC’s Governance Charter and any separate documents referenced in the Charter regarding the roles and responsibility of the CoC and HMIS Lead.

HUD will award “0” points for this question if the Governance Charter or separate referenced documentation is not attached; or

3.

Select “No” if: a.

any of the above criteria are not met by the existing Governance Charter; or b.

the CoC does not have a Governance Charter that was developed with the HMIS Lead; or c.

the CoC has not yet approved or implemented a Governance Charter.

2A-1a Include the page number where the roles and responsibilities of the CoC and HMIS Lead can be found in the attached document referenced in 2A-1. In addition, in the textbox indicate if the page number applies to the CoC’s attached Governance Charter or MOU/MOA.

HUD will award 0 points to CoCs who:

Fail to attach a Governance Charter, or separate documents like an MOU or MOA to this application, even if the roles and responsibilities between the CoC and HMIS lead are outlined in another document; and

If the roles and responsibilities cannot be identified on the page number indicated.

7/26/16 27

Instructions:

1.

If “Yes” was selected in 2A-1: a.

enter the page number(s) in the textbox where the roles and responsibilities can be found; b.

identify the document as either the Governance Charter or separate document such as an MOU or MOA;

Example: Page 10-14 GC or Page 10-14 MOU

2.

If the roles and responsibilities are referenced in both the Governance Charter and a separate document, indicate the page number(s) for both documents;

Example: Page 10-14 GC and Page 21-25 MOA; or

3.

If you selected “No” to

2A-1 or the CoC does not have one of these documents, enter “ Not

Applicable

” in the textbox.

2A-2 Does the CoC have a HMIS Policies and Procedures Manual? If yes, in order to receive credit, the HMIS Policies and procedures manual must be attached to the CoC Application.

HUD expects CoCs to establish local policies and procedures through the development of a HMIS

Policies and Procedures Manual that includes the roles and responsibilities of the HMIS Lead and the

Contributing HMIS Organizations (CHOs) which details the policies, procedures, guidance, and standards that govern operations of a CoC’s HMIS for both the HMIS Lead and the CHOs.

This manual must outline the roles and responsibilities of all agencies and persons with access to the

HMIS data and how HMIS data is secured and protected.

Instructions:

1.

Select “Yes” if the CoC has developed an HMIS Policies and Procedures Manual that: a.

outlines the roles and responsibilities of all organizations; b.

identifies persons with access to the HMIS data; c.

outline how HMIS data is secured and protected;

2.

Enter in the textbox the page number(s) where policies and procedures can be found in the attached document; and

3.

If “Yes” is selected, the applicant must attach the HMIS Policies and Procedures Manual to the FY 2016 CoC Application in the attachments section as “

HMIS Policies and Procedures

Manual”.

If the HMIS Policies and Procedures Manual is also a part of the CoC Governance Charter, then only attach the title page and the relevant sections of the Governance charter that includes the HMIS Policies and Procedures; or Select “No” if the CoC has not yet developed an HMIS Policies and Procedures Manual.

2A-3 Are there agreements in place that outline the roles and responsibilities between the HMIS

Lead and the Contributing HMIS Organizations (CHOs)?

1.

Select “Yes” if there are agreements in place that outline the roles and responsibilities between the HMIS Lead and the CHO(s); or

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2.

Select “No” if there are no agreements in place.

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

Instructions:

In the textbox, enter the name of the HMIS software the CoC uses.

2A-5 What is the name of the HMIS software vendor?

Instructions:

In the textbox, enter the name of the HMIS software vendor.

2B Homeless Management Information System (HMIS) Funding Sources

2B-1 Select the HMIS implementation coverage area.

Instructions:

To answer this question, consider whether the HMIS covers a single CoC or multiple CoC.

From the dropdown menu, select the type of coverage area that best reflects the CoC’s participation:

Single CoC: Select this option if your CoC is the only CoC participating in the HMIS; or

Multiple CoCs: Select this option if your CoC is one of many CoCs participating in one HMIS, unless that HMIS is a statewide implementation; or

Statewide: Select this option if your CoC is part of a statewide HMIS implementation.

HUD recognizes that some implementations might fall into both “statewide” and “multiple-CoC”. A multi-CoC implementation that includes all CoC’s in one state should select only “ statewide

” for this question.

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

Accessing funding from sources other than CoC Program funding is an important part of implementing and expanding your HMIS. HUD is interested in determining the funding sources a

CoCs HMIS budget is comprised of since other HUD-funded programs, Federal agencies, state, and local governments require the use of HMIS.

Instructions:

For each of the funding categories the Collaborative Applicant works with, the CoC and the HMIS

Lead must:

1.

Identify the total amount of funding from each source that contributes to the total HMIS budget and enter that amount; and

2.

If the total amount of for a particular funding category is $0, the Collaborative

Applicant must enter “0” in the associated field

.

2C Homeless Management Information System (HMIS) Bed Coverage

HMIS bed coverage rates and occupancy and utilization rates are not the same.

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HMIS bed coverage calculations indicate the proportion of year-round beds that are included in the

CoCs HMIS. The goal is to have all year-around beds included in the CoCs HMIS (this means 100 percent HMIS bed coverage rate).

The bed coverage rate is the total number of HMIS participating beds divided by the total number of beds dedicated to homeless individuals and families in the geographic area covered by the CoC as reported in the 2016 HIC.

HUD will assess CoCs on the HMIS bed coverage rate for each of the following project types:

1.

Emergency Shelter;

2.

Safe Haven;

3.

Transitional Housing;

4.

Rapid Re-housing;

5.

Permanent Supportive Housing;

6.

Other permanent housing, which includes permanent housing beds that might or might not have a disability requirement; and

7.

Occupancy or utilization rates indicate the proportion of beds utilized by homeless persons on a given day.

2C-1 Enter the date the CoC submitted the 2016 Housing Inventory Count (HIC) in Homeless Data

Exchange (HDX) (mm/dd/yyyy).

HUD required CoCs to conduct a HIC on a single day during the last 10 days of January 2016 and submit that data into the HDX by 7:59:59 p.m. EST on May 2, 2016.

HUD will award “0” points if the CoC did not submit the 2016 HIC date into the HDX by the required deadline.

Instructions:

HUD will verify the date entered with actual data from HDX.

1.

Enter the month, day and year (mm/dd/yyyy) the CoC submitted the 2016 HIC data into

HDX; or

2.

Enter “Not Applicable” if the CoC did not conduct a HIC.

2C-2 Per the 2016 Housing Inventory Count (HIC), indicate the number of beds in the 2016 HIC and in HMIS for each project type within the CoC. If a particular project type does not exist in the CoC then enter “0” for all cells in that project type.

Instructions:

Beds funded by victim service providers are prohibited from entering client-level data into HMIS and will be excluded from the auto-calculation for Emergency Shelter and Transitional Housing.

If a CoC’s only beds for a specific project type are prohibited from entering client level data into

HMIS, HUD will treat this as 100 percent coverage.

HMIS Bed Coverage Rate will calculate automatically in e-snaps .

For each Project Type, enter:

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1.

Total Beds from the 2016 HIC;

2.

Total Beds in the HIC Dedicated for Domestic Violence; and

3.

Total Beds in HMIS; or

4.

Enter “0” in every column if a project type does not exist within the CoC’s geographic area.

2C-2a If the bed coverage rate for any project type is below 85 percent, describe how the CoC plans to increase the bed coverage rate for each of these project types in the next 12 months.


HUD will award

“0” points

to CoCs that do not include a plan with the specific actions it will take to increase the bed coverage rate over the next 12 months.

If the HMIS bed coverage rate for any project type identified in 2C-2 is below 85 percent:

1.

Describe the specific actions the CoC will take to increase the bed coverage rate for each project type that was below 85 percent; or

2.

Enter “Not Applicable” in the textbox if all of the rates were 86 percent or above in

2C-2.

2C-3 If any of the project types listed in question 2C-2 above have a bed coverage rate below 85 percent and some or all of these rates can be attributed to beds covered by one of the following project types, indicate that here by selecting all that apply from the list below.

HUD recognizes that certain projects are either not required to or discouraged from participating in

HMIS. CoCs cannot require them to participate if they are not funded through the CoC or ESG

Programs. This does NOT include domestic violence providers that are prohibited from entering client data into HMIS but must use a comparable data collection system.

Instructions:

For those projects the CoCs works with that are either not required to, or discouraged from participating in the HMIS system, this question provides an opportunity for CoCs to inform HUD’s future guidance and technical assistance.

1.

Select from the list of Project Types , those that are not included in HMIS; or

2.

Select Not Applicable if there are project types listed in 2C-2 that have coverage rates of below 85 percent and the lower rate can be attributed to beds covered by one of the programs listed.

2C-4 How often does the CoC review or assess its HMIS bed coverage?

Instructions:

Select the frequency (monthly, quarterly, semi-annually, never) that best reflects how often the CoC reviewed or assessed the HMIS bed coverage in its geographic area for all project types.

2D Homeless Management Information System (HMIS) Data Quality

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2D-1 Indicate the percentage of unduplicated client records with null or missing values and the percentage of “Client Doesn’t Know” or “Client Refused” within the last 10 days of January

2016.

CoCs must report the number of unduplicated client records with null or missing values for the

Universal Data Elements on a single day, as selected by the CoC, within the last 10 days of January

2016.

To ensure the data quality report is accurate and does not include an inflated number of missing and null values, CoCs must work with their HMIS Lead to ensure they are including only records required to collect this information in the equation.

Instructions:

Using the information provided above:

1.

For each Universal Data Unit, enter the Percentage of Null or Missing client records; and

2.

For each Universal Data Unit, enter the Percentage Client Doesn’t Know or Refused .

The basic calculation to determine the percentage of Null or Missing and Doesn’t Know or Refused is as follows:

(# records with missing/null/Refused) – (# street outreach clients without engagement date (for each element))

# of total active records in HMIS on specified date

Other items that will dramatically skew the missing/null rates include:

Street Outreach Clients: It is important to remember information is not collected from street outreach clients until they are engaged in a project or with an outreach worker. CoCs must remove any street outreach clients without an engagement date from the calculation.

Example: To determine the percentage of records missing Date of Birth–

If 50 records are missing Date of Birth out of 200 active records on January 30 and five of the client records are street outreach clients, use the following to determine the number to correct enter:

(# of records missing date of birth - # of street outreach clients) = Percent of missing

# of total active records date of birth

Types of Clients : Because all Universal Data Elements are not collected on all types of clients (e.g., HUD does not expect CoCs to collect Veteran status for minor children because that status cannot apply to minors), it is important to select only the client records to which this information could apply.

Example: Of 200 active clients, there are 50 missing veteran statuses. Based on the previous example (50-5)/200=22.5 percent missing rate. However, this includes all active clients.

If instead the percentage is calculated based on the number of active adult client records, to the extent that missing records were located in the minor children’s records, the percentage of records missing veteran status decreased.

7/26/16 32

From the example, of 200 active client records and 50 missing veteran statuses, if only 125 of those are ACTIVE ADULT clients, and of those 125, only 5 records are missing veteran status, then the new calculation would be 5/125=4 percent. The 4 percent calculation is the calculation that must be used.

To assist in the calculation of the missing/null values and rates of clients that

“ don’t know ” or “ refused

”, use the following to determine the clients from whom Universal

Data Elements are collected.

Universal Data Elements Data Collected from

3.1 Name

3.2 Social Security Number

3.3 Date of birth

3.4 Race

3.5 Ethnicity

3.6 Gender

3.7 Veteran status

3.8 Disabling condition

3.9 Residence prior to project entry

3.10 Project Entry Date

3.11 Project Exit Date

3.12 Destination

3.15 Relationship to Head of Household

3.16 Client Location

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

All Clients

All Clients

All Clients

All Clients

All Clients

All Clients

All Adults

All Adults

Heads of Household/Adults

All Clients

All Clients


All Clients

Heads of Household


2D-2 Identify which of the following reports your HMIS generates. Select all that apply.

Instructions:

CoCs must demonstrate their ability to generate HUD reports and that tables submitted to HUD were accepted and used in the last Annual Homeless Assistance Report (AHAR).

HUD reports include:



CoC Annual Performance Report (APR)



ESG Consolidated Annual Performance and Evaluation Report (CAPER)



Annual Homeless Assistance Report (AHAR) Table shells

1.

Select from the list provided, the HUD reports your CoC’s HMIS is able to generate;

2.

If there are other reports HMIS can generate, enter the description of these reports in a blank textbox, select “Save” and then select the checkbox to the right of the textbox to complete your response; or

3.

If “None” is selected, you cannot select any other report options.

7/26/16 33

2D-3 If you submitted the 2016 AHAR, how many AHAR tables (i.e., ES-ind, ES-family, etc.) were accepted and used in the last AHAR?

Instructions:

Refer to the AHAR Submissions Report on HUD Exchange to answer this question. (See example below)

1.

Use the total number of accepted tables listed under your CoC then select from the dropdown menu the total AHAR tables that were accepted and used in the last AHAR; or

2.

Select “

0

” from the dropdown menu if your CoC did not submit AHAR data.

It is not necessary for CoCs to print the entire AHAR Submission Report. The report is arranged alphabetically by CoC and can be searched on HUDExchange and only print pages relevant to each

CoC.

2D-4 How frequently does the CoC review data quality in the HMIS?

Instructions:

From the dropdown menu, select:

1.

The frequency the CoC reviews the quality of project-level data to identify data quality challenges such as timeliness issues and missing data.

If you are unsure how often your CoC reviews data quality, you should work with the CoC and HMIS Lead to best answer this question.

2D-5 Select from the dropdown menu to indicate if standardized HMIS data quality reports are generated to review data quality at the CoC level, project level, or both.

Instructions:

1.

From the dropdown menu, select each the CoC has a standardized HMIS data quality report for:



Only the CoC;



Only the Projects within the CoC;



Both the CoC and the Projects within the CoC; or

2.

Select “None” if there CoC does not have standardized HMIS quality data reports. If you select “None” you cannot select other options.

2D-6 From the following list of Federal partner programs, select the ones that are currently using the CoC’s HMIS.

Instructions:

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In many cases, Federal partner programs are required or encouraged (by their funders) to use the

CoC’s HMIS.

Select all that apply:

1.

Check the box for each Federal partner program that currently uses the CoC HMIS; and

2.

If there are other partners not listed who use the CoC’s HMIS: a.

enter the program name in the blank box; b.

select “Save “and; c.

click the checkbox to the right to complete your response; or

3.

Select “None” If there are no Federal partner programs using the CoC HMIS. If you select

“None” you cannot select other options.

2D-6a If any of the Federal partner programs listed in 2D-6 are not currently entering data in the

CoC’s HMIS and intend to begin entering data in the next 12 months indicate the federal partner program and the anticipated start date.


Provide the name and anticipated start date for each Federal partner program listed in 2D-6 that are not currently entering data into the CoCs HMIS but intend to begin in the next 12 months.

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

The data collected during the PIT count is vital for both the CoCs and HUD. HUD needs accurate data to understand the extent and nature of homelessness throughout the country, and to provide

Congress and the Office of Management and Budget (OMB) with information regarding services provided, gaps in service, and performance. Accurate, high quality data is vital to inform Congress’ funding decisions.

2E-1 Did the CoC approve the final sheltered PIT count methodology for the 2016 sheltered PIT count?

Instructions:

From the dropdown menu:

1.

Select “Yes” if the CoC reviewed and approved the final sheltered PIT Count methodology for the 2016 sheltered PIT count; or

2.

Select “No” if the CoC did not review and approve the final sheltered PIT count methodology.

2E-2 Indicate the date of the most recent sheltered PIT count (mm/dd/yyyy),

Instructions:

Enter the mm/dd/yyyy the CoC conducted its most recent sheltered PIT count.

2E-2a If the CoC conducted the sheltered PIT count outside of the last 10 days of January 2016, was an exception granted by HUD?

Instructions:

7/26/16 35

If the sheltered PIT count was not conducted during the last 10 days of January, to be considered for points HUD must have granted an exception to the last 10 days of January 2016 requirement.

1.

Select “Yes” if the count was not conducted during the last 10 days of January and the CoC received an exception from HUD;

 When the Applicant selects “Yes”, HUD will review documentation to confirm an exception was granted; or

2.

Select “No” if the count was conducted during the last 10 days of January.

2E-3 Enter the date the CoC submitted the sheltered PIT count data into HDX (mm/dd/yyyy).

Instructions:

HUD requires CoCs to submit the data that was collected during the sheltered PIT count into the

HUD Homelessness Data Exchange (HDX) by 7:59:59 PM ET on May 2, 2016.

Enter the date (mm/dd/yyyy) the CoC submitted its sheltered PIT count data into the HDX.

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

CoCs must be able to collect and report data on sheltered homeless persons during the 2016 PIT count that includes the methods used to ensure an accurate count of homeless individuals and families, including subpopulation information, and the processes in place to ensure data quality and whether there were any changes to the methodology used.

2F-1 Indicate the method(s) used to count sheltered homeless persons during the 2016 PIT count.

Instructions:

1.

Select all method(s) that apply which were used by the CoC to conduct the 2016 sheltered PIT count that is consistent with the guidelines in Point-in-Time Count Methodology Guide .

Complete Census Count: a.

providers counted the total number of sheltered homeless persons residing in each program on the night designated as the PIT count. b.

CoCs that relied completely on their HMIS to conduct their sheltered PIT count should select this option.

Random Sample and Extrapolation: a.

the CoC used a random sample and extrapolation techniques to estimate the number and characteristics of sheltered homeless persons from data gathered at most emergency shelters and transitional housing programs. b.

the random sample may be based on HMIS data or some other data source.

Non-random Sample and Extrapolation: a.

the CoC used a non-random sample and extrapolation techniques to estimate the number and characteristic of sheltered homeless persons from data gathered at most emergency shelters and transitional housing programs. b.

the non-random sample may be based on HMIS data or some other data sources.

7/26/16 36

2.

If The CoC used a method other than the ones identified to estimate the number and characteristics of sheltered homeless persons that is consistent with the guidelines in

Point-in-Time Count Methodology Guide : a.

provide a brief description of the other method in the blank textbox and “Save” then check the box to the right to complete your response; and b.

the description must demonstrate how it is a reliable method and consistent with HUD guidance on conducing the sheltered PIT count.

2F-2 Indicate the method(s) used to gather and calculate subpopulation data for sheltered homeless persons.

CoCs may use a variety of methods to collect and produce subpopulation information on sheltered homeless persons and may employ more than one method in order to produce the most accurate data.

Instructions:

1.

Select all of the methods the CoC used to collect subpopulation data on sheltered homeless persons during the most recent PIT count.

HMIS– The CoC used HMIS to gather subpopulation information on sheltered homeless persons without extrapolating for any missing data;

HMIS plus ExtrapolationThe CoC used HMIS data and extrapolation techniques to estimate the subpopulation information of sheltered homeless persons in the CoC.

Extrapolation techniques accounted for missing data;

Interview of sheltered persons– The CoC conducted interviews in emergency shelters, Safe

Havens, and transitional housing to gather subpopulation information on sheltered homeless persons without extrapolating for any missing data;

Sample of PIT interviews plus extrapolationThe CoC conducted interviews with a sample of sheltered homeless adults and unaccompanied youth to gather subpopulation information.

The results from the interviews were extrapolated to the entire sheltered homeless populations to provide statistically reliable estimates for all sheltered persons.

2.

If the CoC used a method different than those listed above, use the blank box to provide a brief description then “Save” and check the box to the right to complete your response.

2F-3 Provide a brief description of your CoC’s sheltered PIT count methodology and describe why your CoC selected its sheltered PIT count methodology.

HUD has developed system performance measures to assess the overall impact of CoCs homeless assistance efforts. These measures track the average length of time of homeless episodes, rates of return to homelessness, and other factors that determine whether a CoC is effectively serving persons experiencing homelessness. CoCs should be using these measures and analyzing how they can improve their system to achieve better performance. CoCs must demonstrate how they are working to reduce the number of individuals and families who become homeless for the first time.


Using cost, performance, and outcome data, CoCs should improve how resources are utilized to end homelessness, including CoC and ESG Program funds, State and local funds, public and assisted

7/26/16 37

housing units, and mainstream service resources. CoCs should manage the performance of all projects in the community and reallocate resources whenever doing so will better help them end homelessness.

Scoring is based on CoC system-wide performance related to reducing homelessness within the CoCs defined geographic area.

Describe:

1.

The CoC’s sheltered PIT count methodology; and

2.

Why your CoC selected its sheltered PIT count methodology.

2F-4 Describe any change in methodology from your sheltered PIT count in 2015 to 2016, including any change in sampling or extrapolation method, if applicable. Do not include information on changes to the implementation of your sheltered PIT count methodology (e.g., enhanced training or change in partners participating in the PIT count).


The response to this question should focus solely on the methodology changes outlined in question

2F-1 rather than focusing on data quality changes which you will address in Section 2G of this application.

HUD has only approved the following sheltered count methodologies (see 2F-1 for definitions):



Complete census count;



Random sample and extrapolation; and



Non-random sample and extrapolations.

1.

If the CoC changed its sheltered PIT count methodology to a completely different methodology in 2016 (e.g., from a complete census count to a random sample and extrapolation method), describe: a.

the new methodology the CoC used; b.

why the CoC changed its methodology, or

2.

Enter “Not Applicable” in the textbox if the CoC did not change its sheltered PIT count methodology.

2F-5 Did your CoC change its provider coverage in the 2016 sheltered count?

Instructions:

1.

Select “Yes” if the CoC changed its provider coverage between 2015 and 2016 in either of the following situations: a.

any projects that were included in the 2016 PIT count that were not included in the

2015 PIT counts, e.g., projects recently added to the HIC, new projects; or b.

any projects that were included in 2015 that were not included in the 2016 PIT count; or

2.

Select “No” if the CoC did not change its provider coverage between 2015 and 2016 for either situation a. or b. above.

7/26/16 38

2F-5a If “ Yes

” in 2F-5, then describe the change in provider coverage in the 2016 sheltered count.


If you selected “Yes” in 2F-5, then describe:

1.

The changes in provider coverage; and

2.

Why projects were included or excluded in 2016 as compared to 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 data collected during the sheltered PIT count.

Instructions:

1.

Select all the method(s) the CoC used to ensure high quality data was collected on sheltered homeless persons during the most recent PIT count.

Training: The CoC trained providers on the protocol and data collection forms used to complete the sheltered PIT counts;

Follow-up: The CoC reminded providers about the sheltered PIT count and followed-up with providers to ensure the maximum possible response rate from all programs;

HMIS: The CoC used HMIS to verify data collected from providers for the sheltered PIT count;

Non-HMIS Un-duplicated techniques: The CoC used non HMIS based strategies to verify that each sheltered homeless person was only counted once during the sheltered PIT count;

2.

If a method other than the ones identified was used that is consistent with the guidelines in

Point-in-Time Count Methodology Guide : a.

provide a brief description of the method in the blank box; b.

click “Save”; and c.

check the box to the right to complete your response.

2G-2 Describe any changes to the way your CoC implemented its sheltered PIT count from 2015 to

2016 that would change data quality, including changes to training volunteers and inclusion of any partner agencies in the sheltered PIT count planning and implementation, if applicable.

Do not include information on changes to actual sheltered PIT count methodology (e.g., change in sampling or extrapolation method).


1.

Describe changes that were made to the implementation of the sheltered PIT count that were intended to improve data quality; or

Examples of improvements may include:



Improved training of volunteers that improved data collection; or



Better volunteer recruitment for the count.

7/26/16 39

2.

Enter “Not Applicable” in the text box if the CoC did not change how it implemented its sheltered PIT count.

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

HUD requires CoCs to conduct an unsheltered PIT count every 2 years (biennially) during the last 10 days in January; however, HUD also strongly encourages CoCs to conduct the unsheltered PIT count annually at the same time that they conduct annual sheltered PIT counts. HUD required CoCs to conduct the last biennial PIT count during the last 10 days in January 2015.

The unsheltered PIT count assists communities and HUD in understanding the characteristics and number of people 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 cars, parks, abandoned buildings, bus or train stations, airports, or campgrounds.

2H-1 Did the CoC approve the final unsheltered PIT count methodology for the most recent unsheltered PIT count?

Instructions:

1.

Select “Yes” if the CoC reviewed and approved the final unsheltered PIT count methodology for the most recent unsheltered PIT Count; or

2.

Select “No” if the CoC did not approve the final unsheltered PIT Count methodology.

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

Instructions:

Enter the month, day, and year (mm/dd/yyyy) the CoC conducted its most recent unsheltered PIT count.

2H-2a If the CoC conducted the unsheltered PIT count outside the last 10 days of January 2016 (or most recent count), was an exception granted by HUD?

Instructions:

HUD requires CoCs to request and receive an exception if the CoC would not be able to conduct the unsheltered PIT count during the last 10 days of January.

1.

Select “Yes” if the CoC conducted the unsheltered PIT count outside of the last 10 days and

HUD granted an exception–HUD will review documentation to confirm whether it granted and an exception; or

2.

Select “No” if the CoC conducted the unsheltered PIT count outside the last 10 days without a

HUD exception; or

3.

Enter “Not Applicable” if the CoC conducted the count during last 10 days of January.

2H-3 Enter the date the CoC submitted the unsheltered PIT count date in HDX (mm/dd/yyyy).

Instructions:

For the most recent count, enter the month, day, and year (mm/dd/yyyy) the CoC submitted unsheltered PIT count data into the HDX.

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

7/26/16 40

2I-1 Indicate the methods used to count unsheltered homeless persons during the 2016 or most recent PIT Count.

Instructions:

Data produced from PIT Counts must be based on the use of reliable counting methods.

CoCs may use one or more methods to count unsheltered homeless persons.

1.

Indicate the method(s) the CoC used for the most recent PIT count from the following:

Night of the Count Complete Census: The CoC canvassed the entire geographic area covered by the CoC.

Night of the Count Known Locations : The CoC canvassed only specific neighborhoods, blocks, census tracts, or other geographic areas within the CoC to count unsheltered homeless people staying in those locations.

Night of the Count Random Sample: The CoC identified all geographic areas in the community where people who are unsheltered might be located and selected a random sample of these areas to canvas. The CoC then extrapolated the data from the random sample to derive the unsheltered count estimate.

Service Based Count: The CoC surveyed people at various social service locations or other public or private locations to identify people who were unsheltered, but not counted, on the night of the count (either because CoCs did not use a night of the count approach or because unsheltered people were missed on the night of the count). In order to obtain an unduplicated count, every person interviewed in a service-based count must be asked where that person was sleeping on the night of the most recent count.

HMIS: CoCs may use HIMIS with their street outreach to survey people within the geographic area.

2.

If the CoC used a method other than the ones identified for estimating unsheltered homeless persons that is consistent with the guidelines in, Point-in-Time Count Methodology Guide : a.

provide a brief description of the method in the blank box; b.

click “Save”; and c.

check the box to the right to complete your response.

2I-2 Provide a brief description of your CoC’s unsheltered PIT count methodology and describe why your CoC selected this unsheltered PIT count methodology.


Describe the CoC’s unsheltered PIT count methodology. The description should include an explanation of why the CoC selected the unsheltered PIT count methodology it used.

2I-3 Describe any change in methodology from your unsheltered PIT count in 2015 (or 2014 if an unsheltered count was not conducted in 2015) to 2016, including any change in sampling or extrapolation method, if applicable. Do not include information on changes to implementation of your sheltered PIT count methodology (e.g., enhanced training or change in partners participating in the count).

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The following are HUD-approved unsheltered count methodologies:



Night of the count–complete census;



Night of the count–known locations;



Night of the count–random sample; and



Service-based count.

1.

Describe the new methodology the CoC used for the 2016 unsheltered PIT count compared to the 2015 (or 2014 if an unsheltered count was not conducted in 2015)–from the above approved methodologies–the response should focus solely on methodology changes– do not include a description of changes to implementation of the unsheltered PIT count (e.g. improved training) or other changes that affect data quality as addressed in 2J ; and

2.

Describe why the CoC changed its methodology; or

3.

If the CoC did not change its unsheltered PIT count methodology, enter

“Not Applicable”.

2I-4 Has the CoC taken extra measures to identify unaccompanied homeless youth in the PIT count?

Instructions:

Select “Yes” if the CoC counted youth in the 2016 PIT count; or

Select “No” if the CoC did not count youth in the 2016 PIT count.

2I-4a If the response in 2I-4 was “no” describe any extra measures that are being taken to identify youth and what the CoC is doing for homeless youth.

Instructions : (Limit 1000 characters)

Describe any extra measures the CoC is taking to identify unaccompanied homeless youth within the

CoC’s geographic areas.

Example: Outreach teams identify any new areas where homeless youth gather, working with non-CoC providers to identify homeless youth.

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

To ensure the data quality of the unsheltered PIT count, it is critical that CoCs engage in activities to reduce the occurrence of counting unsheltered homeless persons more than once during a PIT count.

These strategies are known as deduplication techniques. Deduplication techniques should always be implemented when the PIT count extends beyond a single night or when the PIT count is conducted during the day at service locations used by homeless people as well as at night shelters.

2J-1 Indicate the steps taken by the CoC to ensure the quality of the data collected for the 2016 unsheltered population PIT count.

Instructions:

1.

Select the steps the CoC has taken to reduce the occurrence of counting unsheltered homeless persons more than once during the 2016 PIT count.

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Training: The CoC conducted training(s) for PIT enumerators or CoC staff;

Blitz Count:

The CoC used a “blitz” approach, or a one-night count that was completed on the same night as the sheltered count, where the CoC counts persons experiencing homelessness at a time when it is unlikely they would be counted more than once by different counters (i.e., late in the night or early in the morning);

Unique Identifier: The CoC used a unique identifier, such as a combination of date of birth, first and last name initials, or gender assigned to unsheltered homeless persons to ensure accuracy of data collected;

Survey Question: The CoC asked specific survey question(s) of each participant, including asking if they have already been interviewed, to ensure accuracy of data collected; or

Enumerator Observation: The enumerator(s) recorded observations of unsheltered homeless persons that assisted in ensuring the data quality.

2.

If a technique other than those listed above, use the blank box to: a.

Describe how the strategy used is reliable and consistent with HUD guidance in Pointin-Time Count Methodology Guide ; b.

Select “Save”; and c.

Check the box to the right to complete your response.

2J-2 Describe any change to the way the CoC implemented the unsheltered PIT count from 2015

(or 2014 if an unsheltered count was not conducted in 2015) to 2016 that would affect data quality. This includes changes to training volunteers and inclusion of any partner agencies in the unsheltered PIT count planning and implementation, if applicable. Do not include information on changes to actual methodology (e.g., change in sampling or extrapolation method).


Describe:

1.

Any changes made to the implementation of the unsheltered PIT count that was intended to improve the data quality. Do not include changes to the counting methodology.

Examples:



Better stakeholder engagement (e.g., including homeless youth in count implementation);



Improved training of volunteers to improve data collections; or



Better volunteer recruitment.

2.

If the CoC did not change how it implemented it unsheltered PIT count, enter

“Not Applicable” in the textbox.

CoC Application: Part III CoC Performance and Strategic Planning Objectives

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3A Continuum of Care (CoC) System Performance-Project Performance

3A-1 Performance Measures: Number of Persons Homeless – Point-in-Time Count

CoCs will be scored related to the collection, use, and submission of data from the last PIT count for

2016 or 2015 if a count was not conducted in 2016. The last required PIT count year was 2015; however, many CoCs committed to conducting a 2016 PIT count in the FY 2015 CoC Application.

If the CoC conducted a 2016 PIT count, the 2016 data should be used for this requirement.

In order to receive credit, the numbers entered must match exactly what the CoC entered in the HDX for 2016 (or 2015 if an unsheltered count was not conducted in 2015). Applicants should pull data directly from HDX and not from any other source as there may be slight variations due to data cleanup.

For CoC mergers and splits, see CoC Application FAQs for detailed guidance on PIT counts.

CoCs must demonstrate an overall reduction in the number of individuals and families who were homeless on the night of the count. CoC will be scored on the overall quantitative change in their PIT count number of both sheltered and unsheltered homeless persons from 2015 to 2016.

3A-1a Change in PIT Counts of Sheltered and Unsheltered Homeless Persons

Using the table provided, indicate the number of persons who were homeless at the

Point-in-Time (PIT) based on the 2015 and 2016 PIT counts (or the two most recent years’ PIT counts were conducted) as recorded in the Homelessness data Exchange (HDX).

Instructions:

Fill in the chart using information from HDX:

Universe: Total PIT Count of sheltered and unsheltered persons.

The numbers for 2015 and 2016, and the difference between these 2 years will automatically populate;

Emergency Shelter Total

Enter the Emergency Shelter Total for 2015 and 2016.

Safe Haven Total

Enter the Safe Haven Total for 2015 and 2016.

Transitional Housing Total

Enter the Transitional Housing Total for 2015 and 2016.

Total Sheltered Count

The numbers for 2015 and 2016, and the difference between these 2 years will automatically populate.

Total Unsheltered Count

Enter the Total Unsheltered Count for 2015 and 2016.

3A-1b Number of Sheltered Persons Homeless – HMIS

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Instructions:

Using HMIS data, enter the number of homeless persons who were served in a sheltered environment for each category provided.

3A-2 Performance Measure: First-Time Homeless. Describe the CoC’s efforts to reduce the number of individuals and families who become homeless for the first time. Specifically, describe what the CoC is doing to identify risk factors for becoming homeless.


Describe:

1.

The process the CoC uses to identify specific risk factors within its community for becoming homeless for the first time;

Examples:



Fact-finding with general assistance providers to discover situations where people are criminalized.



Fact-finding with mainstream service providers and institutions to identify who is being discharged to homelessness and why.



Coordinating with prevention assistance providers to determine reasons why households need assistance.

2.

The strategies and steps implemented to prevent individuals and families from becoming homeless for the first time.

Examples:



Coordination with prevention assistance as part of shelter intake or other coordinated entry process.



Implementing a diversion and prevention assessment at access points to coordinated entry.

3.

Partnerships the CoC uses to address individuals and families at risk of becoming homeless.

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

Describe the CoC’s efforts to reduce the length of time individuals and families remain homeless. Specifically, describe how the CoC has reduced the average length of time homeless, including how the CoC identifies and houses individuals and families with the longest lengths of time homeless.


Describe:

1.

How the length of time individuals and families remain homeless has been reduced in the

CoC’s geographic area;

2.

Ongoing efforts the CoC will carry out to continue to reduce the length-of-time individuals and families remain homeless;

3.

Specific efforts currently being used to track and record the length-of-time individuals and families have remained homeless;

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4.

The planning process to reduce length-of-time individuals and families remain homeless; and

5.

How data from CoC and ESG-funded projects are considered in relation to the identification of and provision of housing for individuals and families with the longest length of time homeless.

3A-4 Performance Measure: Successful Permanent Housing Placement or Retention

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

3A-4a Exits to Permanent Housing Destinations

Instructions:

Fill in the chart to indicate the extent to which projects exit program participants into permanent housing (subsidized or non-subsidized) or the retention or program participants in CoC Programfunded permanent housing.

In the chart provided:

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

Enter the number of persons in CoC-funded Supportive Services Only (SSO), Transitional

Housing (TH), and Rapid Rehousing (RRH) project types who exited into permanent housing destinations between October 1, 2014 and September 30, 2015;

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

Using the total provided in Universe: Persons in SSO, TH and PH-RRH who exited , enter the number of program participants that exited to permanent housing destinations:

Example: 52 persons exited from a TH project and 42 went to a permanent housing destination, the total entered for this question is 42;

% of Successful Exits

–will automatically calculate.

3A-4b Exit to or Retention of Permanent Housing

Instructions:

In the chart provided, CoCs must indicate the number of persons who exited from any CoC-funded permanent housing project except Rapid Rehousing (RRH) to permanent housing destinations or retained their permanent housing between October 1, 2014 and September 30, 2015.

Universe: Persons in all PH projects except PH-RRH

Enter the total number of persons in all PH projects except PH-RRH

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?

Using the number in Universe: Persons in all PH projects except PH-RRH, enter the number of persons who exited to permanent destinations.

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Example: 575 persons are in all PH projects except PH-RRH. Of these, 477 exited to permanent housing destinations. The total number for this question is 477.

% Successful Retentions/Exits

This will automatically be calculated.

3A-5 Performance Measure: Returns to Homelessness. Describe the CoCs efforts to reduce the rate of individuals and families who return to homelessness. Specifically, describe strategies your CoC has implemented to identify and minimize returns to homelessness, and demonstrate the use of HMIS or a comparable database to monitor and record returns to homelessness.


Describe:

1.

The extent to which individuals and families exiting homelessness experience additional spells of homelessness;

2.

How the number of individuals and families who return to homelessness will be reduced in the community;

3.

The strategies that have been implemented to identify individuals and families who return to homelessness; and

4.

The use of HMIS, or a comparable database, within the CoC to monitor and record returns to homelessness by program participants who exit rapid rehousing, transitional housing, and permanent supportive housing.:

3A-6 Performance Measure: Job and Income Growth. Describe the CoC’s strategies to assist CoC

Program-funded projects to increase program participants’ cash income from employment and non-employment non-cash income sources.


Describe:

1.

Strategies the CoC has developed to assist CoC Program-funded projects to increase program participants’ cash income from employment, non-employment, and non-cash sources; and

2.

Strategies that have been implemented by CoC Program-funded projects to increase participants access to employment and non-employment, non-cash income sources

(mainstream benefits);

3.

How the CoC Program–funded projects have been assisted to implement the strategies; and

4.

The CoC Program-funded projects’ success at increasing program participant income from employment and non-employment, non-cash income sources (mainstream benefits).

3A-6a Describe how the CoC is working with mainstream employment organizations to aid homeless individuals and families in increasing their income.


Describe:

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1.

The primary mainstream employment organization(s) the CoC works with to increase income for homeless individuals and families;

Examples: State Vocational Services, One-Stop, Employment Agencies.

2.

The role of these organizations and the steps they have taken to assist homeless individuals and families to increase their income; and

3.

Estimate the percentage of CoC funded SH, TH, and PH-including PH-RRH and PSHprojects whose participants are connected to these organizations regularly. The project must have a clear relationship with one or more of the mainstream organizations that have been identified.

Example: The CoC Program funds 5 TH project, 1 SH, project, and 4 PH projects, for a total of 10 CoC-Program funded projects. Of these 10 projects, 4 have a relationship with mainstream employment organization. The CoC should indicate that 40 percent of its SH, TH, and PH projects are regularly connecting participants with employment services.

3A-7 Performance Measures: Thoroughness of Outreach.

What was the criteria and decisionmaking process the CoC used to identify and exclude specific geographic areas from the

CoCs unsheltered PIT count??

Instructions: (Limit 1000 Characters)

Describe:

1.

Coordination between street outreach teams and/or providers who conduct street outreach, with housing and homeless assistance providers in the CoC’s geographic area;

2.

The method(s) the participating organizations use to identify and track persons who are unsheltered; and

3.

Strategies used to move those who are unsheltered into a sheltered or permanently housed situation.

3A-7a Did the CoC completely exclude geographic areas from the most recent unsheltered PIT count

(i.e., no one counted there and, for communities using samples, the area was excluded from both the sample and extrapolation) where the CoC determined there were no unsheltered homeless people, including areas that are uninhabitable (e.g. deserts, wilderness, etc.).

Instructions:

From the dropdown menu select:

1.

“Yes” if areas were excluded during the 2016 unsheltered PIT count; or

2.

“No” if no areas were excluded during the 2016 unsheltered PIT count.

3A-7b Did the CoC completely exclude geographic areas from the most recent unsheltered PIT count

(i.e., no one counted there and, for communities using samples, the area was excluded from both the sample and extrapolation) where the CoC determined there were no unsheltered homeless people, including areas that are uninhabitable (e.g. deserts, wilderness, etc.).

Instructions: (Limit 1000 Characters)

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If the CoC answered “Yes” to question 3A-7a, the Collaborative Applicant must provide a detailed description of:

1.

The factors used to determine which geographic areas were excluded; and

2.

How it determined there were no unsheltered homeless people in that area.

3A-8 Enter the date the CoC submitted the system performance measure data into HDX

(mm/dd/yyyy). The System Performance Report generated by HDX must be attached.

Instructions:

Enter the month, day, and year the CoC submitted their system performance measure data into

HDX. CoCs are required to attach a copy of their HDX report that shows all of the system performance measures that were submitted to HUD. Submit as HDX-System Performance

Measures.

3A-8a If the CoC was unable to submit their System Performance Measures data to HUD via the

HDX by the deadline, explain why and describe what specific steps they are taking to ensure they meet the next HDX submission deadline for System Performance Measures data.


1.

Provide an explanation for not meeting the deadline;

Possible reasons for not meeting the deadline include: changes in the geographic coverage of a CoC (e.g., CoCs that merged or split) or HMIS vendor issues (e.g., changes in vendor or the vendor was unable to provide the data); and

2.

Provide an explanation of the steps the CoC is taking to ensure it meets the next HDX submission deadline for System Performance Measures data.

These steps should be directly related to the issues the CoC identified as preventing the timely submission for the most recent System Performance Measures for this year’s data.

3B Continuum of Care (CoC) Performance and Strategic Planning Objectives

3B Objective 1 Ending Chronic Homelessness

To end chronic homelessness by 2017, HUD encourages three focus areas through the implementation of Notice CPD 14-012: Prioritizing Persons Experiencing Chronic Homelessness in Permanent Supportive Housing and Recordkeeping requirements for Documenting Chronic

Homeless Status.

The three focus areas are:

1.

Targeting persons with the highest needs and longest histories of homelessness for existing and new permanent supportive housing;

2.

Prioritizing chronically homeless individuals, youth and families who have the longest histories of homelessness; and

3.

The highest needs for new and turnover units.

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3B-1.1

Compare the total number of chronically homeless persons, which includes persons in families, in the CoC as reported by the CoC for the 2016 PIT compared to 2015 (or 2014 if an unsheltered count was not conducted in 2015).

In the last column,

“Differences” will automatically populate .

Instructions:

Fill in the chart using data the CoC reported for the 2016 PIT compared to 2015 (or 2014 if an unsheltered count was not conducted in 2015).

Universe: Total PIT Count of sheltered and unsheltered chronically homeless persons

This will automatically populate.

Sheltered Count of chronically homeless persons,

Enter the number for unsheltered count from the most recent year conducted in the first column and the total for 2016 in the second column; and

Unsheltered Count of chronically homeless persons

Enter the number of unsheltered chronically homeless for 2015 (or the most recent year) in the first column, and 2016 in the second column.

3B-1.1a

Using the “differences” calculated in question 3B-1.1 above, explain the reason(s) for any increase, or no change in the overall TOTAL number of chronically homeless persons in the

CoC, as well as the change in the unsheltered count, as reported in the PIT count in 2016 compared to 2015. Both the overall total and unsheltered changes must be addressed in the response.

For this question, in those instances of CoC mergers and splits, see CoC Application FAQs for guidance on PIT Counts.


Using the first row in question 3B-1.1, Universe (Total PIT Count of sheltered and unsheltered chronically homeless persons):

1.

State if the total number of sheltered and unsheltered chronically homeless persons reported by the CoC in the most recent count increased, or remained the same;

2.

Explain any increase or no change to the number of chronically homeless individuals and families in the CoC; and

3.

Describe any changes in PIT count methodology.

3B-1.2

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 2016 Housing Inventory count (HIC), as compared to those identified on the 2015 Housing Inventory Count.

Instructions:

Fill in the chart with data the CoC submitted in the HIC:

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

Enter the number of CoC Program and non-CoC Program funded PSH beds dedicated for use by chronically homeless persons identified on the HIC for 2015 and 2016 and calculate the difference.

Do not include PSH projects identified in the HIC with an “Inventory Type” of

“Under Development (U).”

3B-1.2a

Explain the reason(s) for any increase, or no change in the total number of PSH beds (CoC program funded or non-CoC Program funded) that were identified as dedicated for use by chronically homeless persons on the 2016 Housing Inventory Count compared to those identified on the 2015 Housing Inventory Count.


Describe the reason(s) for any increase, or no change indicated in the chart in question 3B-1.2.

Examples: Improved data quality, loss or gain of projects/beds, or changes in project policies.

3B-1.3

Did the CoC adopt the Orders of Priority into their standards for all CoC Program funded

PSH as described in Notice CPD-14-012: Prioritizing Persons Experiencing Chronic

Homelessness in Permanent Supportive Housing and Recordkeeping Requirements for

Documenting Chronic Homeless Status ?

Instructions:

1.

Select “Yes” only if: a.

The CoC has approved and formally adopted Orders of Priority listed in

Notice CPD-14-012: Prioritizing Persons Experiencing Chronic Homelessness in

Permanent Supportive Housing and Recordkeeping Requirements for Documenting

Chronic Homeless Status ; and b.

The document clearly shows how persons are selected for permanent supportive housing based on the criteria listed in the Orders of Priority; or

2.

Select “No” if the CoC has not adopted the

Orders of Priority .

3B-1.3a

If “Yes” was selected for question 3B-1.3, attach a copy of the CoC’s written standards or other evidence that clearly shows the incorporation of the Orders of Priority in Notice CPD

14-012 and indicate the page(s) for all documents where the Orders of Priority are found.

Instructions:

HUD will award “0” points for question 3B-1.3a if the CoCs fails to attach written standards or other evidence showing the incorporation of the Orders of Priority or if the Orders of Priority are not clearly reflected in the written standards or other evidence.

Written evidence or standards may include:



A written standard or evidence document, signed and dated by the CoC that shows the incorporation of the Orders of Priority and their formal adoption; or



The Governance Charter that shows the incorporation of the Orders of Priority have been adopted; or



Coordinated Entry policy or procedure that clearly shows the incorporation of the Orders of

Priority ; or

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

Training materials that are used that include the incorporation of the Orders of Priority .

If “ Yes ” was selected in question 3B-1.3: a.

attach a copy of the CoC’s written standards or other evidence, signed by the CoC and dated, that clearly shows the incorporation of the Orders of Priority attached to the application as CoC Written Standards for Orders of Priority ; and b.

enter the page number(s) for each document that contain the CoC’s written standards or other evidence; or c.

if “No” was selected for 3B-1.3, select “Not Applicable”.

3B-1.4 Is the CoC on track to meet the goal of ending chronic homelessness by 2017?

If the CoC is part of a Zero: 2016 community, the Collaborative Applicant should respond to meeting the goal of ending chronic homelessness by 2016.

HUD will not score this question but will use the information gathered for Technical Assistance.

HUD expects Applicants to provide a straightforward response if the community expects to meet the goal of ending chronic homelessness by 2017.

Instructions:


1.

“Yes” from the dropdown menu if the CoC is on track to meet the goal by 2017; or

2.

“No” if the CoC will not meet this goal.

3B-1.4a

If the response to question 3B-1.4 was “Yes” what are the strategies that have been implemented by the CoC to maximize current resources to meet this goal? If “No” was selected, what resources or technical assistance will be implemented by the CoC to reach to goal of ending chronically homelessness by 2017?

HUD will not score responses to this question but will use the information gathered to assist it in understanding the CoCs efforts to meet the goal and barriers to reaching this goal. HUD may also use this information for Technical Assistance.


1.

If “Yes” was selected for question 3B-1.4, indicate the strategies the CoC is using to maximize current resources to reach the goal of ending chronic homelessness by

December 31, 2017; or

2.

If the answer is “No” for question 3B-1.4, indicate what resources or technical assistance would help your CoC to reach this goal.

3B-Objective 2 Ending Homelessness among Households with Children and Ending Youth

Homelessness

HUD will evaluate CoCs based on the extent to which they are making progress to achieve the goal of ending homelessness among households with children by 2020.

3B-2.1 What factors will the CoC use to prioritize households with children during the FY 2016

Operating year? (Check all that apply)

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As a part of the ongoing development of CoC coordinated entry processes, CoCs are increasingly prioritizing assistance for households with children who are most vulnerable or have the highest needs, rather than prioritizing households who are “motivated” or possess other characteristics that may increase their chances for success (See Coordinated Entry Policy Brief ).

Instructions:

1.

Select all of the factors the CoC will use to prioritize households with children during the

FY 2016 operating year, or

2.

Select “NA” if none of the factors are being used.

3B-2.2 Describe the CoC’s strategies including concrete steps to rapidly rehouse every household with children within 30 days of those families becoming homeless.

To effectively house every family within 30 days of becoming homeless, CoCs must incorporate swift, permanent housing strategies into the CoC’s plan and coordinated entry process.

Strategies and planning should not screen out families based on factors that have no bearing on housing success and should follow a “

Housing First

” approach.


Describe:

1.

What the CoC is doing to identify families and house them more quickly than is the current time frame;

2.

The strategies the CoC and providers will take in the FY 2016 operating year to meet the objective of ensuring every family that becomes homeless will be rehoused within

30 days of becoming homeless; and

3.

How CoC and ESG jurisdictions are maximizing CoC- and ESG-funded Rapid Rehousing to meet this goal.

3B-2.3

Compare the number of RRH units available to serve families from 2015 and 2016 Housing

Inventory Count (HIC).

The Collaborative Applicant must pull the data on households with children in the 2015 and 2016

HIC to accurately answer this question.

Instructions:

Fill in the chart using data the CoC submitted in the HIC:

Enter only the number of RRH units available to serve families/households with Children in

2015 and 2016.

1.

Include projects identified with the Demonstration (DEM) project type with their RRH inventory; and

2.

Do not include projects identified with RRH/DEM project type in the HIC with an

“Inventory Type” of “Under Development (U).”

The “Difference”–will automatically calculate.

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3B-2.4 How does the CoC ensure emergency shelters, transitional housing, and permanent housing

(PSH and RRH) providers within the CoC do not deny admission to or separate any family members from other members of their family based on age, sex, gender or disability when entering shelter or housing? (Check all that apply)

Involuntary separation of family members most commonly takes the form of separating male members of the household to admit female members into a project. The CoC Interim Rule at

24 CFR 578.93 (e) and 24 CFR 576.102(b) explicitly prohibit any kind of involuntary family separation and the denial of admission to selected family members, including those described above in all CoC Program-funded projects and ESG-funded emergency shelters. HUD’s FAQ 1529 provides additional clarification on this requirement.

Instructions:

1.

Select all of the options from the checklist that apply to the actions and policies that are in place to ensure housing providers in the CoC do not deny admission to or separate family members from other members of their families based on age, sex, gender, or disability when entering a shelter or housing;

2.

If the CoC uses other methods: a.

enter the methods in the blank row; b.


check the box to the right to complete your response; or

3.

Select “None” if the CoC does not have actions or policies that ensure housing providers in the CoC do not prevent or does not prevent involuntary family separation.

3B-2.5 Compare the total number of homeless households with children in the CoC as reported by the CoC for the 2016 PIT count compared to 2015 (or 2014 if an unsheltered count was not conducted in 2015).

The areas in gray will automatically populate.

Instructions:

Fill in the chart using data the CoC submitted the 2016 PIT count compared to 2015 or the most recent year conducted;

Universe: Total PIT Count of sheltered and unsheltered homeless households with children

This row will automatically populate;

Sheltered Count of homeless households with children

Enter the total sheltered count for 2015, or the most recent year conducted in the second column, and the count for 2016 in the third column; and

Unsheltered Count of homeless households with children

Enter the total unsheltered count for 2015, or the most recent year conducted, in the second column and the count for 2016 in the third column.

3B-2.5a Explain the reason(s) for any increase, or no change in the total number of homeless households with children in the CoC as reported in the 2016 PIT count as compared to the

2015 PIT count.

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This question asks for the “Total” number of homeless households with children, which means the total number of “households” and not the total number of persons in households with children.


Using the information in question 3B-2.5, explain the reason(s) for any increase, or no change in the total number of homeless households with children for:

1.

Sheltered Count of homeless households with children

Include any changes including PIT Count methodology; and

2.

Unsheltered Count of homeless households with children

Include any changes in PIT count methodology.

3B-2.6

From the list below select the strategies the CoC uses to address the unique needs of unaccompanied homeless youth including youth under age 18 and youth ages 18-24.

CoCs should have specific strategies that address the unique needs of homeless youth.

Instructions:

For each of the strategies listed in the first column, use the dropdown menu to answer “Yes” or “No” for each the CoC uses for youth under 18, and youth 18 to 24.

The following are examples of strategies that CoCs have adopted to address these unique needs of homeless youth:



Dedicated youth street outreach that identifies and reaches out to areas that are popular with youth;



Full participation and incorporation of dedicated youth homeless housing and service providers (including RHY) in the CoC and consistently enter data into HMIS;



Development of dedicated housing and services for youth;



Active collaboration with mainstream providers (e.g. education, child welfare, early childhood services and supports, juvenile justice, after school organizations, youth job training, public housing authorities, TANF, etc.) for the prevention and early intervention of youth homelessness;



Improved youth count methodology both during the annual Point-in-Time count and during independent counts;

 Youth orientation added to the development and implementation of the CoC’s coordinated entry process;



Homeless and/or formerly homeless youth included on CoC-wide planning committees;



Cultural and linguistic competency training; and



Innovative private partnerships with the philanthropic and research community focused on homeless youth.

3B-2.6a.

Select all strategies the CoC uses to address homeless youth trafficking and other forms of exploitation.

Human Trafficking and other forms of exploitation are unique and dangerous conditions that many homeless youth experience. Youth who are being trafficked are homeless, generally under Category

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4 of the “Homeless” definition at 24 CFR 578.3, and therefore may be eligible for certain forms of homeless assistance under the CoC Program, subject to other restrictions that may apply.

HUD considers human trafficking, including sex trafficking, to be “other dangerous and life threatening conditions that relate to violence against the individual or family member” under paragraph 4 of the definition of “homeless” in 24 CFR 578.3.

CoC should be key leaders and partners in the efforts to reduce homeless youth trafficking and the negative impacts it has on the lives of homeless youth.

Instructions:

For each proven strategy the CoC uses to address homeless youth trafficking and other forms of exploitation:

1.

Select all of the strategies the CoC is currently undertaking or is committed to implementing in the FY 2016 operating year including youth under 18 and youth ages 18-24 and check the boxes; or

2.

If the CoC uses strategies other than those listed in 3B-2.6a

: a.

enter the strategy in the blank row b.


check the box to the right to complete the response; or

3.

If the CoC does not have strategies specific to homeless youth trafficking or other forms of exploitation, select “NA” for each age group.

3B-2.7

What factors will the CoC use to prioritize unaccompanied homeless youth including under

18, and youth ages 18-24 for housing and services during the FY 2016 operating year?

Check all that apply.

As part of the ongoing development of CoC coordinated entry processes, CoCs are increasingly prioritizing assistance for unaccompanied homeless youth who are most vulnerable or have the highest needs, rather than prioritizing youth who are “motivated” or possess other characteristics that might increase their chances for success (See Coordinated Entry Policy Brief for more information).

Instructions:

1.

Select all factors the CoC will use during the FY 2016 operating year to prioritize unaccompanied homeless youth, including youth under 18 and youth ages 18-24, children and youth-headed households with children; or

2.

If the CoC uses factors other than those already listed: a.

enter these factors in the blank row; b.



3.

Select “N/A” if the CoC will not use any prioritization factors for unaccompanied homeless youth, children, or youth-headed households with children.

3B-2.8

Using HMIS, compare all unaccompanied homeless youth including under age 18, and youth ages 18-24 served in any HMIS contributing program who are in an unsheltered situation

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prior to entry in FY 2014 (October 1, 2013 to September 30, 2014) and FY 2015 (October 1,

2014 to September 30, 2015).

The Collaborative Applicant must use the CoC’s HMIS data on all unaccompanied homeless youth age 24 and younger served during FY 2014 and FY 2015 who reported living in an unsheltered situation as their residence prior to entry when entering a HMIS-reporting project.

Do not include minors in adult-headed households.

The chart will automatically calculate the “ Difference” between numbers served in each year in the third cell.

Unsheltered situations include any settings not meant for human habitation, e.g., cars, parks, abandoned buildings, etc.

Instructions:

To answer this question, HUD provided vendors with programming specifications to program HMIS to pull data for this question from the following fields:

Field No Field name

2.4.2 Project Type

3.3

3.9

Date of Birth

Relevant Data

1, 2, 3, 9, 10, 13

Resulting in client ages <= 24

Residence Prior to Project Entry 16

3.10

3.16

Project Entry Date

Client Location

In FY 2014 and FY 2015

In CoC

Consult with your HMIS Lead on how to obtain the data for this question from your HMIS.



Enter the total number of unaccompanied youth served in HMIS contribution program who were in an unsheltered situation prior to entry.

3B-2.8a If the number of unaccompanied homeless youth and children, and youth-headed households with children served in any HMIS contributing program that were in an unsheltered prior to entry in in FY 2014 is lower than FY 2015, explain why.

In order to end youth homelessness, communities must serve the hardest to reach and most vulnerable youth populations, including youth living in unsheltered residences. HUD expects CoCs and the organizations serving youth experiencing homelessness in their communities to maximize their resources to meet the needs of youth living in unsheltered residences.


Using the information in 3B-2.8, if the number of unaccompanied homeless youth and children, and youth-headed households with children served in any HMIS contributing program that were in an unsheltered situation prior to entry in FY 2014 (between October 1, 2013 and September 30, 2014) is lower than in FY 2015 (Between October 1, 2014 and September 30, 2015), explain why.

3B-2.9

Compare funding for youth homelessness in the CoC geographic area in Calendar Year 2016 and for Calendar Year 2017.

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When answering this question only consider projects dedicated to unaccompanied youth. If a project is dedicated to all families, including youth headed households with children, do not include that project in the total funding.

Instructions:

Fill in the chart – enter “ 0 ” if no funding is dedicated for any category :

Overall funding for youth homelessness dedicated projects (CoC Program and non-CoC

Program funded)

Enter the total amount of CoC Program funding that was available during the FY 2016 for youth homeless projects, including youth-specific Project Applications submitted in the FY

2016 CoC Program Competition; and

CoC Program funding for youth homelessness dedicated projects

Enter the total projected amount of CoC Program funding for youth homelessness dedicated projects expected available in FY 2017; and

Non-CoC funding for youth homelessness dedicated projects (e.g., RHY or other Federal,

State and local funding)

Enter the total amount of non-CoC Program funding for dedicated youth homeless projects expected to be available in through FY 2016, including RHY and other Federal, state and local funding sources; or

Enter “ 0

” if no funding is dedicated for category.

3B-2.10 To what extent have youth services and education representatives, and CoC representative participated in each other’s meetings between July 1, 2015 and June 30, 2016.

The McKinney-Vento Act requires CoCs to collaborate with State and Local Educational Agencies

(SEA and LEA), principally through the McKinney Vento Act Local Education Liaisons (local liaisons) and State Coordinators, for the coordinated and continued identification of persons eligible for both homelessness and educational services, and the continued effort in the provision of the services. HUD also recognizes that other partnerships play a vital role in ensuring these efforts are successful and encourages applicants to include collaborations with other school district staff (e.g., counselors, teachers, librarians) and other public and private educational programs, agencies and organizations in their narrative response to the following questions.

One way the CoC can demonstrate meeting this statutory requirement is attending and participating in meetings held by the State Educational Agencies (SEA) and Local Educational Agencies (LEA), and by having representatives from those bodies, as well as those from other youth housing and service providers in the CoC’s geographic area, attend and participate in CoC meetings and planning events.

HUD also expects that, at a minimum, CoCs have a liaison for early childhood services and supports that works directly with local early childhood agencies to work toward optimum health and development of infants, toddlers, and young children.

HUD expects this form of cross participation will have occurred at least once during the past 12 months (between July 1, 2015 and June 30, 2016).

Instructions:

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Fill in the chart:

CoC meetings or planning events attended by Local Education Agencies (LEA) or State

Educational Agencies representatives

Enter the total number of times the CoC meetings or planning events were attended by an LEA or

SEA representative between July 1, 2015 and June 30, 2016.

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

Enter the total number of times a representative from the CoC has attended a LEA or SEA meet or planning event between July 1, 2015 and June 30 2016.

CoC meeting or planning events attended by youth housing and service providers

(e.g., RHY providers

Enter the number of times youth housing and service providers have attended a CoC meeting or planning even between July 1, 2015 and June 30, 2016.

3B-2.10a

Based on the responses in 3B-2.10, describe in detail how the CoC collaborates with the

McKinney-Vento local educational authorities and school districts.


Describe:

1.

How the CoC collaborates with local liaisons, state coordinators, school districts, early childhood programs, and other educational partners to identify individuals and families who experience homelessness; and

2.

How the CoC collaborates with liaisons, state coordinators, school districts, early childhood administrators, and other educational partners to assure the provision of homelessness and educational services.

Examples:



CoC and specific education partners, working together to develop safeguards to protect homeless students from discrimination based on homelessness;



CoC includes specific education partners on its committees or subcommittees to address homelessness among families and unaccompanied youth;



Specific education partners participate in the CoCs strategic planning activities;



CoC participate in school district strategic planning and activities;



Cross training provided between CoC programs and specific education partners to share program understanding and best practices; and



Head Start Director, or child care, Healthy Start, Maternal, Infant, and Early

Childhood Home Visiting (MIECHV) provider is included in the CoCs strategic planning activities; or the CoC has an MOU in place with a Head Start Program.

3B-2.11 How does the CoC ensure homeless individuals and families who become homeless are informed of their eligibility for and receive access to educational services? Include the policies and procedures that homeless service providers (CoC and ESG Programs) are required to follow.

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Describe:

1.

How the CoC and LEAs inform homeless individuals and families of their eligibility for services; and

2.

The policies the CoC has established that require CoC- and ESG-funded projects to ensure all children are enrolled in early childhood programs or in school positioned for success in education, and are connected to appropriate education related services in the community.

3B-2.12 Does the CoC or any HUD-funded projects within the CoC have any written agreements with a program that serves infants, toddlers, and youth children, such as Head Start; Child

Care and Development Fund; Healthy Start; Maternal, Infant, Early Childhood Home

Visiting programs; Public Pre-K; and others?

HUD will not score responses to this question but will use the information gathered to assist in its understanding the CoCs efforts to work with childcare providers within the community.

Instructions: ( Limit 1000 characters)

List each childcare program with which the CoC or its projects have a written agreement, (e.g.,

MOU/MOA) that serves infants, toddlers, and youth children, such as Head Start; Child Care and

Development Fund; Healthy Start; Maternal, Infant, Early Childhood Home Visiting programs

(MIECHV; Public Pre-K; and others.

3B Continuum of Care (CoC) Performance and Strategic Planning Objectives

Objective 3: Ending Veteran Homelessness

HUD’s Strategic Plan outlines the goal of ending Veteran homelessness by the end of 2016. The following questions focus on the various strategies CoCs are using to make progress towards ending veteran homelessness by the end of calendar year 2016.

Success in ending Veteran homelessness is dependent on ensuring Veterans are quickly identified, assessed, referred, and assisted by either Veteran specific resources like HUD-VASH and SSVF, or, when ineligible for these resources, that are assisted by CoC Program-funded resources.

3B-3.1

Compare the total number of homeless Veterans in the CoC as reported by the CoC for the

2016 PIT count compared to 2015 (or 2014 if an unsheltered count was not conducted in

2015).

Instructions:

Fill in the chart using the data the CoC reported for 2016 PIT count compared to 2015 (or 2014 if your CoC did not conduct an unsheltered count in 2015).

Universe: Total PIT count of sheltered and unsheltered homeless veterans

The “ Difference” column will automatically populate.

Sheltered count of homeless veterans

Enter the sheltered count from 2015, (or 2014 if a sheltered count was not conducted in 2015), in the second column and the count from 2016 in the third column; and

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Unsheltered count of homeless veterans

Enter the unsheltered count from 2015 (or 2014 if an unsheltered count was not conducted in

2015) in the second column and the count from 2016 in the third column.

3B-3.1a

Explain the reason(s) for any increase or no change in the total number of homeless veterans in the CoC as reported in the 2015 PIT compared to the 2016 PIT count.

For instances of CoC mergers and splits, see CoC Application FAQs for guidance on PIT counts.


Using the information in the first row of the chart in question 3B-3.1

, describe:

1.

The reason(s) for any increase or no change in the PIT count of homeless veterans from 2015 to 2016 (or most recent); and

2.

Any changes to the PIT count methodology or other reasons that explain sheltered, unsheltered, and total PIT count changes for lack of change.

3B-3.2

Describe how the CoC identifies, assesses and refers homeless veterans who are eligible for

Veteran’s Affairs services and housing to appropriate resources such as HUD-VASH and

SSVF.


Each of the responses should include the following:



Actions that are conducted by the CoC Program funded organizations; local VA Medical

Center; VA-funded organizations; and organizations funded by other sources (identify these other sources of funding).

Describe:

1.

How outreach teams identify homeless veterans;

Example: Canvassing known encampments during PIT count, outreach workers ask persons living in the encampment if they’ve ever been in the military.

2.

How veterans are assessed to determine their eligibility for Veterans Affairs services and housing to the appropriate resources such as HUD-VASH, and SSVF; and

Example: All persons experiencing homelessness are assessed using a common assessment tool, e.g., VI-SPDAT, which requests veteran status.

3.

Concrete steps in the process that non-VA funded organization use to engage with VA funded organizations or the local VAMC to refer veterans to the most appropriate VA funded resources.

Example: Once a person is identified as a veteran, they are referred to the nearest VA facility to determine eligibility for VA medical care and/or housing.

3B-3.3 Compare the total number of homeless Veterans in the CoC and the total number of unsheltered homeless veterans in the CoC, as reported by the CoC for the 2016 PIT count compared to the 2010 PIT count (or 2009 if an unsheltered count was not conducted in 2010).

Instructions:

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Fill in the chart:

1.

Enter the total PIT count of sheltered and unsheltered homeless veterans for 2010 (or 2009 if a count was not completed in 2010) and 2016 in the second and third columns; and

2.

Enter the unsheltered count of homeless veterans for 2010 and 2016 in the second and third columns.

3B-3.4

Indicate from the dropdown whether you are on target to end Veteran homelessness by the end of 2016.

Instructions:

From the dropdown menu enter:

1.

“Yes” if your CoC is on target to end homelessness by the end of 2016; or

2.

“No” if your CoC is not on target to end homelessness by the end of 2016.

3B-3.4a

If “Yes” what are the strategies being used to maximize your current resources to meet this goal? If “No” what resources or technical assistance would help reach the goal of ending

Veteran homelessness by the end of 2016.

Instructions:

If the answer to question 3B-4 is “ Yes

”, describe the strategies that your CoC is using to maximize your current resources to meet this goal.

CoC Application: Part IV Cross-Cutting Policies

4A Accessing Mainstream Benefits

Mainstream benefits may include, but are not limited to Medicaid, Medicare, and Section 8 housing vouchers, WIC, SNAP, local Workforce programs, transportation, early childhood education, Head

Start, Healthy Start, MIECHV, and SSI/SSDI.

Systematic means CoCs review mainstream programs for changes on a regularly scheduled basis

(e.g., monthly, quarterly or annually), and the CoC communicates information about these programs, including any changes to all projects within the CoC. Information is shared in a uniform and complete manner.

4A-1 Does your CoC systematically provide information to provider staff about mainstream benefits, including up-to-date resources on eligibility and program changes that can affect homeless clients?

Instructions:


1.

“Yes” if your CoC provides information to provider staff about mainstream benefits and resources; or

2.

“No” if you do not provide this information.

4A-2 Based on the CoC’s FY 2016 new and renewal project applications, what percentage of projects have demonstrated they are assisting project participants to obtain mainstream

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benefits? This includes projects providing all of the following: transportation assistance, use of a single application, annual follow-ups with participants, and SOAR-trained staff technical assistance to obtain SSI/SSDI?

To answer this question, the Collaborative Applicant must determine the number of projects that are applying for new and renewal funding in the FY 2016 CoC Program Competition that have demonstrated the project is, or will assist project participants to obtain mainstream benefits.

Only new and renewal project applications that are asked these questions should be included in the calculation. For instance, HMIS project applications and SSO-Coordinated Entry new project applications should not be included in the calculation.

The Collaborative Applicant must look at the mainstream benefits questions on Screen 4A of each new and renewal project application .

To consider a project as successfully assisting project participants to obtain mainstream benefits, the project must meet the following criteria:



For applicable new project applications: on Screen 4A, a “Yes” response to at least one of the five questions: 5a, 5b, 5c, 6, and 6a; or



For applicable renewal project applications: on Screen 4A, a “Yes” response to at least one of the five questions: 2a, 2b, 2c, 3 and 3a

Instructions:

1.

Enter the information from above in each of the following sections:

Total number of project applications in the FY 2016 competition (renewal and new)

2.

Enter the total number of project applications in the FY 2016 CoC Program Competition

(new and renewal) in the box to the right;

Total number of renewal and new project applications that demonstrate assistance to project participants to obtain mainstream benefits (in a review project application, “Yes” is selected for questions 2a, 2b, 2c, 3 and 3a. In a New Project Application, “Yes” is selected for questions 5a, 5b, 6c, 6 and 6a screen 4A); and

3.Enter the total number of renewal and new project applications that demonstrate assistance to project participants to obtain mainstream benefits.

Percentage of renewal and new product applications in the FY 2016 competition that have demonstrated assistance to project participants who obtain mainstream benefits

This will automatically calculate.

4A-3 List the organizations (public, private, non-profit and other) that you collaborated with to facilitate health insurance enrollment, (e.g., Medicaid, Medicare, Affordable Care options) for program participants. For each organization you partner with, detail the specific outcomes resulting from the partnership in the establishment of benefits.

HUD encourages CoCs to partner with relevant organizations to facilitate health insurance enrollment for program participants in their CoC funded programs.

Instructions: (Limit 1000 characters);

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1.

List up to three organizations the CoC collaborates with (public, private, nonprofit, or other) to assist homeless program participants to enroll in health insurance; and

2.

From the organizations listed above, describe an outcome resulting from one of these partnerships.

Examples:



The CoC worked with healthcare navigators to increase enrollment of program participants by 75 percent in the last 12 months;



The CoC is working with XYZ Healthcare Alliance, a philanthropic organization to provide children’s health clinics to also serve homeless families with children. Over

500 children were served in the past 12 months.

4A-4 What are the primary ways the CoC ensures program participants with health insurance are able to effectively utilize the healthcare benefits available?

Instructions:

1.

Select all that apply from the list of ways the CoC ensures project participants are able to effectively access and utilized the healthcare benefits available to them;

2.

If the CoC uses actions that are not listed, then indicate the other ways the CoC assist participants to access and utilize available healthcare benefits in the blank textbox, select

“Save” then check the box to the right to complete your response; or

3.

If the Collaborative Applicant selects “None” or “Not Applicable,” no other options can be selected.

4B Additional Policies

Consistent with fair housing and nondiscrimination requirements, persons experiencing homelessness cannot be screened out of, denied admission or otherwise subjected to discrimination in programs because they have a disability.

The CoC should ensure individuals and families experiencing homelessness are able to access CoC resources without being screened out because of perceived barriers to housing or services, including, but not limited to, lack of employment or income, drug or alcohol use, or having a criminal record.

This means, the coordinated entry process should not screen people out for assistance because of these perceived barriers.

This also means the CoC should review project-level eligibility criteria for all programs and work, in coordination with the coordinated entry process and those programs, to lower barriers to entering programs or receiving assistance and to prioritize rapid placement into permanent housing.

In general, CoC should also work with programs to remove service participation requirements; however, when a program chooses to maintain service participation requirements due to the nature of the program, e.g., Recovery Housing, a CoC’s system can only be considered low-barrier if program participants have a choice about whether to participate in that program and that program does not create additional barriers to entering the program.

HUD considers a project to be low barrier only if policies and procedures do not screen out for any of the characteristics identified above.

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Example: If a project admits potential clients with zero income but screens out potential clients who actively use substances, this would not be considered a low barrier project.

4B-1 Based on the CoCs FY 2016 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 are low barrier?

Instructions:

HUD will require any program that identifies as a low barrier project in the project application and is subsequently awarded FY 2016 CoC Program funds, to operate as a low barrier project.

To respond to this question, the Collaborative Applicant must review Screen 3B question 5b of all of project applications, and screen 3B, question 3b for renewal project applications.

Using the information on Screen 4B, 5b for the first two questions will determine the percentage of new and Screen 3B question 3b for renewa l PH (PSH and RRH), TH and non-coordinated entry SSO projects that are low barrier.

Using the Applicant must complete the following:

Total number of PH (PSH and RRH), TH and non-coordinated entry project applications in the FY 2016 competition (new and renewal)

Enter the total number of project applications in the FY 2016 competition (new and renewal);

Total number of PH (PSH and RRH), TH and non-Coordinated Entry SSO renewal and new project applications that selected “low barrier” in the FY 2016 competition

Enter the number of PH (PSH and RRH), TH and non-coordinated entry SSO renewal and new project applications that selected “low barrier” in the FY 2016 competition.

Percentage of PH (PSH and RRH), TH and non-Coordinated Entry SSO renewal and new project applications in the FY 2016 competition that will be designated as “low barrier”


4B-2 What percentage of CoC Program funded Permanent Supportive Housing (PSH), Rapid

Rehousing (RRH), Supportive Services Only (SSO) non-Coordinated Entry and Transitional

Housing (TH) FY 2016 projects have adopted a Housing First approach, meaning that the project quickly houses clients without preconditions or service participation requirements?

Housing First is an approach to homeless assistance that prioritizes rapid placement and stabilization in permanent housing and does not have service participation requirements or preconditions such as sobriety or a minimum income. See the Housing First Policy Brief for more information.

Projects using a Housing First approach may offer supportive services; however, participation in these services is based on the needs and desires of the program participants that they believe will help them achieve their goals. However, program participants should not be required to participate in services and cannot be required to participate in disability-related services.

The following are specific steps to support a Housing First approach:



Use of data to more quickly and stably house homeless persons;



Engage landlords and property owners;

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

Remove barriers to entry and unnecessary requirements; and



Adopt client-centered service methods.

Instructions:

HUD will require any project(s) that have been identified as using a Housing First approach at the time of application to operate as a Housing First project, if awarded.

To determine the number of new and renewal PH (PSH and RRH), TH, and non-Coordinated Entry

SSO projects that are committed to the use of the Housing First approach, the Collaborative

Applicant must complete the following in the chart provided:

Total number of PSH, RRH, non-Coordinated entry SSO and TH project applications in the

FY 2016 competition (new and renewal)

Enter the total number of PSH, RRH, non-Coordinated Entry SSO and TH project applications in

FY 2016;

Total number of PSH, RRH, non-Coordinated Entry SSO, and TH renewal and new project applications in the FY 2016 competition that selected Housing First in the FY 2016

Using screen 3B of the project applications, questions 5a, 5b, 5c and 5d for new project applications and screen 3B questions 4a, 4b, 4c and 4d for renewal project applications:

Enter the total number of applications that will be designated as Housing First;

Percentage of PSH, RRH, non-Coordinated Entry SSO, and TH renewal and new project applications in the FY 2016 competition that will be designated as Housing first


4B-3 What has the CoC done to ensure awareness of, and access to housing and supportive services within the CoCs geographic area to persons that could benefit from CoC-funded programs but are not currently participating in a CoC funded program? In particular, how does the CoC reach out to persons that are least likely to request housing or services in the absence of special outreach?

Those who may require outreach include, but are not limited to: households with barriers related to language; transportation; cognitive and physical disabilities; access to phone or internet; and other barriers the CoC identified as a significant issue in the communities it serves.

Instructions:

1.

Select each method used by the CoC to ensure awareness of and access for those who are not currently participating in a CoC-funded program;

2.

If the Collaborative Applicant uses other methods that are not listed: a.

Enter the methods in the blank row; b.



3.

Select “Not Applicable” if the CoC does not utilize any of these or similar methods to reach individuals who are not likely to participate. If “Not Applicable” is selected, no other option can be selected.

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4B-4 Compare the number of RRH units available to serve any population from the 2015 and 2016

HIC.

Instructions:

1.

For both 2015 and 2016, enter the RRH units available to serve any population from the HIC for each year; and

2.

The “Difference” will automatically populate.

4B-5 Are any new proposed project applications requesting $200,000 or more in funding for housing rehabilitation or new construction?

All recipients of CoC Program funding must comply with Section 3, Employment Policy as stated in

24 CFR Part 135.

Instructions


1.

“Yes” if there are new proposed project application(s) requesting $200,000 or more for housing rehabilitation or new construction; or

2.

“No” if there are no requests for new proposed project applications requesting $200,000 or more for housing rehabilitation or new construction.

4B-6 If “Yes” was selected in question 4B-5, describe the activities the project(s) will undertake to ensure employment, training and other economic opportunities are directed to low or very low income persons to comply with Section 3 of the Housing and Urban Development Act of

1968 (12 U.S.C. 1791(u) (Section 3) and HUDS implementing rules at 24 CFR part 135.


Describe:

1.

How the project(s) will ensure employment, training and other economic opportunities will be directed to low or very low income persons; and

2.

Identify if the project(s) will complete the following activities: a.

Establish a preference policy for hiring low or very low income persons residing in the service area; b.

Advertise at social service agencies; c.

Advertise at Employment, Training, Community centers, and local newspapers d.

Notify area Youth Build programs of job opportunities; and e.

Establish a preference policy for Section 3 for competitive contracts that are greater than $100,000.

4B-7 Is the CoC requesting to designate one or more of its SSO or TH projects to serve families with children and youth defined as homeless under other Federal statues?

Through the FY 2016 CoC Application, CoCs can request to serve homeless households that include families with children and youth defined as homeless under other Federal statutes who are unstably

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housed according to paragraph 3 of the definition of homeless (24 CFR 578.3). If a CoC is approved to serve participants eligible under paragraph 3, the CoC can only request up to 10 percent of the total funding request amount and must attach the name(s) of the project(s) that have been identified to serve this population. The only eligible project types to serve this population per the FY 2016 CoC

Program Competition NOFA are TH and SSO projects.

If HUD does not approve a CoC’s request to serve homeless households that included families with children and youth defined in paragraph 3, any awards for the project(s) proposed in FY 2016 to be used for this purpose will be conditioned upon award that no funds may be used to serve this population and will be required to affirm that the project(s) will serve eligible homeless participants.

See 24 CFR 578.54 and 24 CFR 578.89 for more information about this limitation.

Instructions:

Select:

1.

“Yes” if the Collaborative Applicant intends to request up to 10 percent of its funds to be used for this purpose; or

2.

“No” if the CoC does not intent to make this request.

4B-7a If “Yes” to question 4B-7, describe how the use of grant funds to serve such persons is of equal or greater priority than serving persons defined as homeless in accordance with 24

CFR 578.89. Description must include whether or not this is listed as a priority in the

Consolidated Plan(s) and its CoC strategic plan goals. In addition, CoC must attach the list of projects that would be serving this population (up to 10 percent of CoC total award and the applicable portions of the Consolidated Plan.


Provided a detailed response for the following:

1.

Justification that serving this population is of equal or greater priority than serving the homeless as defined under paragraphs (1), (2), and (4) of the definition of homelessness in

24 CFR 578,3;

2.

Demonstrate that serving this population is of equal or greater priority, which means that it is equally or more cost effective in meeting the overall goals and objectives of the plan submitted under Section 427 (b) (1) (B) of the McKinney-Vento Act, especially in respect to children and unaccompanied youth, than serving the homeless as defined under paragraphs

(1), (2), and (4) of the definition of homeless in 24 CFR 578.3;

3.

How will the requirements in Section 427(b)(1)(F) of the Act be met;

4.

Describe how the CoC will meet the goals and outcomes established for one of the following measures: a.

preventing homelessness among the subset of families with children and youth who meet the criteria of paragraph (3) of the definition of homelessness; or b.

achieving independent living in permanent housing among families with children and youth through the provision of eligible assistance to those:



With a history of doubling-up and other temporary housing situations;

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

Those who are living in a temporary housing situation due to lack of available and appropriate emergency shelter;



Address persons with chronic disabilities;



Chronic physical health or mental health conditions;



Substance addiction;



Histories of domestic violence or childhood abuse; or



Multiple barriers to employment.

5.

Attach to this application a copy of: a.

the applicable portion of the Consolidated Plan that lists the population as a priority as

“Applicable Sections of the Consolidated Plan Supporting Serving Persons Defined as

Homeless under Other Federal Statues”; and b.

identify the:

(1) Specific project(s) that will use the funding for this purpose (up to 10 percent of the CoC total ward) as attachment “Project List to Serve Persons Defined as

Homeless Under Other Federal Statues”;

(2) Project name(s) as listed on the CoC Priority Listings; and

(3) Amount of funding in the project that will be used to serve this population.

4B-8 Has the project been affected by a major disaster, as declared by President Obama under Title

IV of the Robert T. Stafford Disaster Relief and Emergency Assistance Act , as amended

(Public Law 93-288) in the 12 months prior to the opening of the FY 2016 CoC Program

Competition?

CoC geographic areas impacted by a major disaster in the 12 months prior to the publication of the

FY 2016 CoC Program Competition NOFA must notify HUD in writing prior to the close of the FY

2016 CoC Program Competition if consideration is requested for the award of minimum points for the Performance and Strategic Planning section for this Competition (Section VII.A.6).

Instructions:

1.

Select “Yes” if the CoC has been affected by a federally declared disaster under the

Robert T.

Stafford Disaster Relief and Emergency Assistance Act and the CoC is requesting consideration for the award of minimum points for the Performance and Strategic Planning section for this competition; or

2.

Select “No” if the CoC is not requesting consideration for the award of minimum points for the Performance and Strategic Planning section or this does not apply.

4B-8a If “Yes” in question 4B-8, describe the impact of the major disaster on specific projects in the CoC and how this affected the CoCs ability to address homelessness and provide the necessary reporting to HUD.


If the CoC selected “Yes” to 4B-8 and is asking for consideration for the award of minimum points for the Performance and Strategic Planning section describe the following:

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1.

The actual impact the major disaster had on specific projects within the CoC;

2.

How it affected the CoCs ability to address homelessness;

Examples: Forced a project to close, affected the CoCs ability to provide reporting to

HUD, etc.;

3.

How the disaster affected the CoCs ability to provide necessary reporting to HUD; and

4.

Notification to HUD must be provided in writing prior to the close of the application deadline and must be sent via email to:

Address notification to Norm Suchar, Director, Office of Special Needs Assistance Programs, at CoCDisaster@hud.gov

4B-9 Did the CoC or any of its CoC program recipients/sub recipients request technical assistance from HUD in the past year, since the submission of the FY 2015 application? This response does not affect the scoring of this application.

The response to this question will not affect scoring and is intended to assist HUD in determining future technical assistance.

Instructions:

1.

Select “Yes” if the CoC or any of the CoC Program recipients or sub recipients requested technical assistance from HUD since the submission of the FY 2015 CoC Consolidated

Application.; or

2.

Select “No” if the CoC or any of the CoC Program recipients or sub recipients did not request technical assistance.

4B-9a If “Yes” was selected in question 4B-9, check the box (es) which apply to the technical assistance that was requested. This response does not affect the scoring of this application.

Instructions:

1.

Check all of the boxes that apply to technical assistance that was requested; or

2.

If Technical Assistance was provided that is not listed: a.

Provide a brief description in the blank box; b.


Check the box to the right to complete your response.

4B-9b Indicate the type(s) of technical assistance that was provided, using the categories listed in

4B-9a, provide the month and year the CoC Program recipient or sub-recipients received the assistance and the value of the technical assistance to the CoC/recipient/sub-recipient involved given the local conditions at the time, with 5 being the highest value and 1 indicating no value.

The response to this question does not affect scoring and is intended to assist HUD in determining future technical assistance.

Instructions:

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Type of Technical Assistance Received :

Enter up to 5 descriptions of assistance the CoC received.

Example: Coordinated Assessment, Youth Homelessness, etc.

Date Received :

Enter the date the training was received; and

Rate the Value of the Technical Assistance :

Rate the value of the training from 5 (highest value) to 1 (no value).

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FY 2016 CoC Application Detailed Instructions

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