How do I count the beds associated with a rotating shelter—e.g., beds rotate among local religious institutions—but the number of beds may fluctuate depending on the capacity of each institution?

Date Published: November 2017

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When counting rotating shelter projects (often religious institutions), the goal is to calculate how many year-round equivalent beds are associated with the rotating project. To begin this calculation, determine how many beds are used within each institution and the total number of nights per year when the beds are available. Next, prorate the bed inventory in each institution by multiplying each institution’s inventory by the number of year-round bed nights in that institution. The number of year-round bed nights is equal to the total number of nights per year when the beds are available divided by 365. Finally, sum the product of each multiplication (i.e., each institution’s year-round equivalent beds) across all the institutions to derive your total bed count.

For example, assume that a community has four institutions with rotating beds:

  • Institution A has 10 beds;
  • Institution B has 8 beds;
  • Institution C has 15 beds; and
  • Institution D has 18 beds.

Each institution is open for 7 nights per month, or about 84 nights per year (7 x 12 = 84). The number of year-round bed nights per institution is .23 (or 84 / 365 = .23). To prorate the beds per institution, you multiple each institution’s bed inventory by .23 and then sum the resulting prorated inventory across all the institutions to produce the final bed count. In our example, the prorated bed count is:

  1. 10 x .23 = 2.3
  2. 8 x .23 = 1.84
  3. 15 x .23 = 3.45
  4. 18 x .23 = 4.14

The total number of year-round equivalent beds is equal to 2.3 + 1.84 + 3.45 + 4.14 = 11.73 beds (or rounded to 12 beds).

All clients who use these beds should be counted in the AHAR.

View the most recent PDF of all the AHAR FAQs.

Tags: HDX AHAR - Counting Beds In Your AHAR Submission

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