Albany County Continuum of Care –
Coordinated Assessment System
March 19, 2015
Systems Committee
www.caresny.org
Agenda & Goals
• Define requirements of a Coordinated Assessment System
– What is the goal of developing a system
– Why is it required
– Who is required participate
• Present the designed system
– Required participants for the pilot and phase I
– How the system was developed
• Detail expectations of PSH Providers
– Client Flow
• Detail how feedback is being requested during the Pilot
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Coordinated Assessment…
• “…is defined to mean a centralized or coordinated process
designed to coordinate program participant intake,
assessment, and provision of referrals. A centralized or
coordinated assessment system covers the geographic area, is
easily accessed by individuals and families seeking housing or
services, is well advertised, and includes a comprehensive and
standardized assessment tool.”
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The Goal of the System
• To link all Emergency Solutions, CoC funded, and non CoC
funded programs
• To create a shared comprehensive assessment for all
homeless households
• To create an effective and efficient referral system
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Areas for Future Development
• Prevention and Rapid Rehousing Assessment & Referrals
• Client referrals from:
– Non Contracted Shelters
– MRT
• Follow up tracking for:
– DV
– Unaccompanied Youth
• Mental Health SPOA
**These areas are not a part of the Pilot or Phase I and are not a
part of todays Coordinated Assessment training.
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Why a Coordinated System
– The Homeless Emergency Assistance and Rapid
Transition to Housing Act (HEARTH Act)
• Consolidating three HUD homeless assistance programs
• Revising HUD's definition of homeless
• Revising the Emergency Shelter Grant program (now the
Emergency Solutions Grant)
• Creating the Rural Housing Stability Program to replace the
Rural Homelessness Grant Program
• Codifying in law the Continuum of Care Planning Process
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HUD: Required Participants
• Emergency Solutions Grant
– Focuses on Coordination of systems – both the homeless and housing
services systems and systems that MAY discharge into homelessness
• Continuum of Care Program Interim Rule
– Clearly defines the CoC’s responsibilities
– Requires increased collaboration between recipients of Emergency
Solutions Grant (ESG) funding and CoCs
– Highlighted Responsibilities includes Establishing and operating a
centralized/coordinated assessment system
Required Participants in Albany Count.
Pilot
– Emergency Shelters
• Interfaith Partnership for the Homeless (Safe Haven and Shelter)
– Permanent Housing Providers
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Albany Housing Authority Sub-grantees
Albany Housing Coalition
Interfaith Partnership for the Homeless
Homeless Action Committee
OASA Sub-grantees
Support Ministries
Required Participants in Albany Count.
Phase I
– Emergency Shelters
• Interfaith Partnership for the Homeless (Safe Haven and Shelter)
• Morton Avenue Shelter
• Catholic Charities – Mercy House and Lwanga
– Transitional Housing Providers
• Addiction Care Center
– Permanent Housing Providers
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Albany Housing Authority Sub-grantees
Albany Housing Coalition
Capital Area Peer Services
HATAS
Interfaith Partnership for the Homeless
Homeless Action Committee
OASA Sub-grantees
Support Ministries
Pilot Development
• Systems Committee:
– Meeting since May 2014
– Divided into two subcommittees
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Intake & Assessment Sub-committee - developed the assessment form and vulnerability process
Housing and Referrals Sub-committee - developed client flow and the referral process
– Volunteer CA Coordinator was chosen
– Committee consists of representatives from:
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UTA
Legal Aid
HATAS
CARES
Interfaith
ACDSS
SPARC
Equinox
St. Catherine’s
Albany County Department of Mental Health
City of Albany
Catholic Charities
Role of the Volunteer CA Coordinator
The volunteer CA Coordinator will guide the new system and track
client movement through the CoC System.
The coordinator is responsible for:
• Organizing and reporting vacancies and anticipated vacancies
• Reporting the number of homeless households that enter the
homeless system
• Reporting the number of homeless households eligible for PSH
• Reporting PSH referral options by client
• Reporting acceptance/denials by PSH
• Reporting eligible HH whom become inactive
Client Flow: Pilot
CA
Coordinator
CA
Coordinator
IPH
ACDSS
Deems client
homeless
HATAS
HHES
Documents
homeless
number
IPH
Determines PSH
eligibility
PSH
eligible
list
IPH
IPH
Shares
Assessment and
selected Housing
Opportunities
with CA
Coordinator
Once
documentation
is collected it is
shared with PSH
& CA
Coordinator
Selects PSH
Housing
Opportunities
with the
client
CA
Coordinator
1 week
PSH 1
PSH 1 to 3
Determines if
client qualifies for
their waiting list
PSH 2
PSH 3
PSH
waiting
list
CA
Coordinator
PSH
options
list
15 days
IPH
Begins packaging
Disability
Documentation
PSH Reporting Flow - Vacancies
Vacancies
PSH
CA
Coordinator
Anticipated
Vacancies (ready for
occupancy in 30 days)
Vacancy ready
for occupancy
The CA Coordinator should receive Vacancies and Anticipate Vacancies from PSH
providers weekly via email.
Shelter Provider Reporting Flow to PSH &
CA Coordinator
CA
Coordinator
Complete Applications
Assessment Form
Shelter Provider
Sends completed
application to PSH and
alters the Coordinator
Shelter Provider
Proof of Homelessness
notifies coordinator
of sent application
Proof of Chronic
Homelessness
Proof of Disabling
Condition
PSH
The CA Coordinator should receive Vacancies and Anticipate Vacancies from PSH
providers weekly via email.
PSH Reporting Flow – Client Interview
CA
Coordinator
Eligible HH is
contacted
PSH
Is contacted
Review PSH
Program list
and
determines
next eligible
client with
PSH
The CA Coordinator coordinates with the PSH Provider to ensure the most vulnerable
client is next on the waiting list for an interview.
PSH Reporting Flow
Client Interview & Vacancy Match
CA
Coordinator
PSH
Sets
interview
date with
eligible HH
Eligible
HH is
accepted
Eligible
HH is
denied
Accept/Denial
is documented
PSH Waiting Lists
• Current waiting lists
– Should be cleaned up
• Pilot waiting lists
– Will follow priority order
• Chronic with highest vulnerability score
• Chronic with lower vulnerability score
• Non-chronic with highest vulnerability score
• Non-chronic with lower vulnerability score
**If two applications have the same outcome score the date of
application to that PSH provider will determine priority
– Cannot be maintained separately by each PSH
Summary PSH Actions
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Report vacancy status weekly
Review applications for completeness
Follow priority selection rules
Clean up current waiting lists
Provide feedback on the pilot
Next Steps
• Contact CARES
– All questions can be emailed to Anquinette Hayles ahayles@caresny.org