Coordinated Entry Community Samples Toolkit

Coordinated Access System Operations Manual

This operations manual includes written standards, policies and procedures, and an overview of the Houston/Harris County CoC’s access, assessment and prioritization processes. The manual also includes expected outcomes for each project type and the community’s workflow for HMIS and coordinated access.

Publication Information: Houston, TX | September 2015

Street Guide

This document is a map of local providers with contact numbers for where to go for help from these resources.

Publication Information: Houston, TX | October 15, 2016

Housing Access for Washtenaw County Flowchart

This flowchart depicts the process for accessing the Ann Arbor, MI coordinated entry system.

Publication Information: Ann Arbor, MI

Coordinated Access to Homeless Assistance in Connecticut

This one page document is designed to provide a general overview of Connecticut's Coordinated Access Networks (CANs). Communities can review this document to better understand how to create materials to explain and publicize their coordinated entry systems.

Publication Information: CT Coalition to End Homelessness

Coordinated Assessment: Client Information Sheet

This bilingual information sheet is designed to provide information to the general community and providers about the local coordinated entry system.

Publication Information: ECHO (Austin, TX) | December 2015

Fact Sheet: Affirmatively Furthering Fair Housing Marketing Plan

This document provides an overview of the requirements for Affirmative Fair Housing Market Plans.

Publication Information: Fair Housing Center of West Michigan

Affirmative Fair Housing Marketing Plan - Multifamily Housing and Affirmative Fair Housing Marketing Plan - Single family Housing

These templates were developed by HUD for communities to use in the development of affirmative fair housing marketing plans. These plans are required by HUD for coordinated entry systems, per the CoC Program interim rule.

Publication Information: HUD | February 2015

Vets@Home Toolkit: Effective Homeless Crisis Response Systems for Veterans

This toolkit was produced as part of the Vets@Home technical assistance (TA) effort. It is focused on efforts that CoCs can take to best serve veterans experiencing homelessness, however there are several overlaps with best practices that a CoC can undertake with implementing its own coordinated entry system for all populations.

Publication Information: HUD | October 2015

Coordinated Entry Poster 1 and Coordinated Entry Poster 2

These posters are intended to help advertise the availability of resources throughout the Milwaukee CoC’s coordinated entry system.

Publication Information: IMPACT Inc. (Milwaukee, WI) | April 2015

Southern Nevada Coordinated Intake Prezi

This Prezi provides a broad overview of Southern Nevada’s coordinated intake pilot for homeless households without children.

Publication Information: Las Vegas, NV | June 15, 2016

Los Angeles County Resource Map

This online resource map gives information on resources available in the Los Angeles CoC.

Publication Information: Los Angeles, CA

Los Angeles County Coordinated Entry Process

This document provides a description of the various components of and process for the Los Angeles CoC's coordinated entry system.

Publication Information: Los Angeles. CA

Coordinated Entry System Overview

This document provides an overview of the Los Angeles CoC's coordinated entry system.

Publication Information: Los Angeles, CA

Checklist: Incorporating Domestic Violence Providers into a Coordinated Assessment Process

This checklist provides tips for communities to consider as they integrate projects that serve survivors of domestic violence, into their local coordinated entry system.

Publication Information: NAEH | September 2012

PHA Guidebook to Ending Homelessness

This guidebook includes a chapter on how Public Housing Authorities (PHAs) can be engaged in local coordinated entry systems.

Publication Information: U.S. Interagency Council on Homelessness

Screening for Housing First: Phase One of the Assessment Road Map

This report analyzes fifteen assessment tools that are currently used by CoCs with persons experiencing homelessness. The report describes the relative reliability of each tool in assessing clients for the appropriate service and/or housing intervention.

Publication Information: Canadian Observatory on Homelessness; Mental Health Commission of Canada

25 Cities Coordinated Assessment and Housing Placement (CAHP) Initiative: Key Job Descriptions

This document describes the roles and responsibilities of the "Assessor," or the staff person who uses an assessment tool to determine their priority for PSH and RRH and the role of the "Housing Navigator," who works to assist in collecting all basic documents needed to be placed in housing.

Publication Information: Washington, D.C.

Authorization to Use or Disclose PHI

This document outlines the policies and procedures for disclosing Personal Health Information (PHI) as part of the local coordinated entry system.

Publication Information: Washington, D.C. | November 14, 2016

Suggested District of Columbia Coordinated Assessment and Housing Placement System Messaging

This collection of documents provides information on all aspects of the coordinated entry assessment process including client messaging, Authorization to Disclose Protected Health Information, and VI-SPDAT Tool.

Publication Information: Washington, D.C. | February 2015

Coordinated Assessment and Housing Placement (CAHP) Dos and Don'ts

This document provides information on how to explain the benefits of participating in Washington D.C.'s coordinated entry system.

Publication Information: Washington, D.C. | June 2014

Assessment Tools for Allocating Homelessness Assistance: State of the Evidence

This report presents the opinions and recommendations of key researchers and policy practitioners, on the current strengths and deficiencies of assessment tools used to assist people experiencing homelessness.

Publication Information: HUD Office of Policy Development and Research | February 2015

Greater Los Angeles Coordinated Entry System: VA Survey Packet

This information packet provides survey instructions, the survey instrument, a checklist and contact information, all of which are specific to veterans that are being assessed through the Los Angeles CoC's coordinated entry system.

Publication Information: Los Angeles, CA

Coordinated Assessment: Understanding Assessment Tools Webinar

This webinar covers how communities should approach the assessment phase of their coordinated intake system. Staff from NAEH also discuss what should happen during your assessment process and what questions to ask when selecting assessment tools.

Publication Information: NAEH | November 2013

Vulnerability Assessment Tool for Determining Eligibility and Allocating Services and Housing for Homeless Adults

This tool is used to assess clients for the Seattle, WA CoC's coordinated entry system.

Publication Information: Seattle, WA | June 2015

Chronic Severity of Need Index

This Dayton CoC tool is designed to guide the prioritization of those individuals who meet the criteria of chronically homeless. Each item equals 1 point unless otherwise noted. In addition to the resulting total score, the specific needs and barriers of each individual will be considered.

Publication Information: Dayton, OH | June 2015

DOPS Prioritization Matrix MDHA

This matrix shows how Dallas prioritized homeless categories using VI-SPDAT scores.

Publication Information: Dallas, TX | July 15, 2016

MDHA DOPS Form

Case managers complete this form and send to the Dallas CoC's coordinated entry system office via email to request priority status classification. The office then researches and provides classification and is placed on the Central Housing Priority list.

Publication Information: Dallas, TX

Notice on Prioritizing Persons Experiencing Chronic Homelessness and Other Vulnerable Homeless Persons in Permanent Supportive Housing and Recordkeeping Requirements for Documenting Chronic Homeless Status

This HUD Notice states the requirements for CoC and their projects to follow when serving persons experiencing chronic homelessness, as well as other vulnerable populations.

Publication Information: HUD | July 2014

Introduction to Coordinated Entry: National Conference on Ending Family and Youth Homelessness

This presentation was provided by HUD staff, and focuses on the fundamentals of coordinated entry. A section of the presentation focuses on prioritization and waiting lists, and offers examples from communities that have implemented coordinated entry systems.

Publication Information: HUD | February 2015

Frequently Asked Questions on the Notice CPD-14-012

This HUD Notice states the requirements for CoC and their projects to follow when serving persons experiencing chronic homelessness, as well as other vulnerable populations.

Publication Information: HUD | July 2014

Permanent Supportive Housing (PSH) Common Application

The purpose of this application is to provide participating housing programs preliminary information for client intake as well as to collect and report data that is consistent with HUD's recordkeeping requirements and ensure consistency with the Charlotte CoC's prioritization of chronically homeless individuals and families for local PSH slots.

Publication Information: Charlotte, NC

Memorandum of Understanding (MOU) between CoC Coordinated Entry System and Providers

This sample MOU shows the agreement between and responsibilities of the Milwaukee CoC service provider agencies and the CE system entitities.

Publication Information: Milwaukee, WI

Master List Template and Benchmark Generation Tool

This HUD template can be used to assist in the creation of a by-name list.

Publication Information: HUD

Vets@Home Toolkit: Connecting to Permanent Housing

This toolkit was produced as part of the Vets@Home technical assistance (TA) effort. This toolkit focuses on connecting veterans to permanent housing options. Several examples are provided on how best to make partnerships to build community resources, which is likely beneficial for coordinated entry referral efforts.

Publication Information: HUD | October 2015

The Assessment and Referral Processes: Coordinated Assessment Checklist Addendum

This document provides guidance on how CoCs can design an optimal referral process for their coordinated entry system.

Publication Information: NAEH | January 2013

Investing in Futures: Coordinated Entry Policies and Procedures

This policy on coordinated entry also documents their local process for making referrals. Communities can use this to identify ways in which their local coordinated entry policies can identify and implement their referral process.

Publication Information: Snohomish County, WA Department of Human Services | September 2015

Las Vegas: Coordinated Intake PowerPoint Presentation

This presentation outlines the state of homelessness in Nevada and plans to pilot a Coordinated Intake approach throughout the state.

Publication Information: Las Vegas, NV | September 14, 2016

Single Men Shelter Matrix

This sample matrix developed by the Milkwaukee CoC with the intention of mapping out visually the various barriers inherent in current emergency shelters prior to the coordinated entry system. This can be the first step in identifying the barriers that must be removed in various programs in order for CE to succeed.

Publication Information: Milwaukee, WI | December 15, 2016

Northeast Florida Continuum of Care Written Standards of Operating Policies & Procedures for Coordinated Intake & Assessment

These sample written standards for the Jacksonville CoC define each housing and services type.

Publication Information: Jacksonville, FL | July 1, 2015

Coordinated Intake Provider Tool

This two-page document succinctly summarizes the providers' responsiblities for the Las Vegas CoC's coordinated entry system.

Publication Information: Las Vegas, NV | July 7, 2015

Southern Nevada CoC Coordinated Intake Process for Households without Children

This document explains in detail the Coorinated Intake Process for the Las Vegas CoC including intake, assessment and prioritzation processes.

Publication Information: Las Vegas, NV

Milwaukee CoC Coordinated Entry System Manual

This draft Coordinated Entry System Manual provides a wealth of information on all aspects of Milwaukee's CE system including key design decisions, system model, job descriptions, budget projections, implementation timeline and initial screening tool.

Publication Information: Milwaukee, WI | September 13, 2016

CA Customer Satisfaction Survey

This is a brief survey that the Charlotte CoC completes with clients who are served via their coordinated entry system.

Publication Information: Charlotte, NC

Assessment & Referral Manual

The Dayton CoC developed a set of written policies and procedures to guide the implementation of their local coordinated entry system.

Publication Information: Dayton, OH | January 2016

Hawai'i Family Draft Coordinated Entry Policies and Procedures Manual

This Coordinated Entry System Policies and Procedures document is an operational manual, providing guidance and direction for the day to day operation, management, oversight, and evaluation of Hawai'i’s coordinated entry approach.

Publication Information: OrgCode Consulting

A Coordinated Entry System for Los Angeles: Lessons from Early Implementation

This report presents key lessons learned from the initial implementation of the Los Angeles CoC’s coordinated entry system. Communities, particularly those with large and nuanced geographies, are encouraged to use this report to identify how they can enhance their local planning efforts.

Publication Information: Abt Associates | May 2015

Coordinated Assessment: The Advanced Class

This training is meant to address the barriers that communities may face when they are farther along in the planning and implementation phases of coordinated entry.

Publication Information: Abt Associates | July 2013

District of Columbia Coordinated Assessment and Housing Placement (CAHP) Policy and Procedures Manual

This document provides the policies and procedures of the Washington D.C. CoC's coordinated entry system, which includes details on assessment, release of information, training, housing navigation, and housing matching priotization process.

Publication Information: Washington, D.C.

Coordinated Assessment-Centralized Intake System (CA-CI) for Homeless Services and Housing

This report provides an analysis and set of recommendations for improvements to the Orange County CoC’s implementation of coordinated entry system. Analysis includes a review of the community’s current crisis response system.

Publication Information: Focus Strategies | February 2015

Strengthening the Shasta County Homeless Response System

This report outlines several recommendations specific to the Shasta County, CA community, as they consider the best methods to implement their coordinated entry system. Communities are encouraged to review this report and identify how the process for identifying recommendations can be integrated into their own local planning process.

Publication Information: HomeBase | September 2015

Coordinated Entry Process Self-Assessment

This tool provides a list of both required and recommended Coordinated Entry (CE) elements. Continuums of Care (CoCs) can use this Self-Assessment as a reference to help identify key aspects of CE design, implementation, and management; compare the results against existing CoC plans and/or practices to gauge the extent to which the CoC currently includes these elements; and as a general outline for a set of policies and procedures a CoC must adopt to support the ongoing management of CE processes and functions.

Publication Information: HUD | March 2017

Los Angeles Action Camp PowerPoint

This presentation is from an action camp held in Los Angeles to strategize and plan for their second year of implementing the CoC's coordinated entry system.

Publication Information: Los Angeles, NV | August 2015

Coordinated Assessment Checklist

This checklist is meant to help communities conceptualize what issues they should begin considering early on in the coordinated assessment planning process. It also offers a timeline within which these actions might take place, though this timeline will vary by community.

Publication Information: NAEH | March 2012

Homeless System Evaluator Tool

This tool is designed to help communities determine how well they are preventing and ending homelessness based on data from their system. The tool helps determine whether a community’s homeless assistance system moves people into permanent housing quickly, helps people remain in housing, and generates these and other positive outcomes cost-effectively.

Publication Information: NAEH | February 2014

Coordinated Entry and Systems Change

This webinar provides an overview of coordinated entry, as well as the critical components: access, diversion, assessment and prioritization, and referral. This webinar is meant for communities just getting started with coordinated entry, as well as those working to improve existing strategies.

Publication Information: NAEH | September 2015

West Virginia Coalition to End Homelessness CoC Coordinated Access

The West Virginia Coalition to End Homelessness (WVCEH) developed a set of written standards to guide the local implementation of coordinated entry. The standards define key terms for their coordinated entry system, and describe their access, assessment and prioritization processes.

Publication Information: West Virginia Coalition to End Homelessness

RFQ and Application for Coordinated Entry

This is a sample RFP that was used to solicit organizations to participate in the Charlotte CoC's coordinated entry system.

Publication Information: Charlotte, NC | January 2014

Coordinated Intake & Assessment Appeals Process for Clients

This document outlines the Jacksonville CoC's client grievance and appeal process.

Publication Information: Jacksonville, FL

Coordinated Intake & Assessment Appeals Process for Member Agencies

This document outlines the Jacksonville CoC's agency grivenance and appeals process.

Publication Information: Jacksonville, FL

Intake Specialist with Coordinated Entry System Job Description

This document provides the job description of the central intake specialist for the Jacksonville CoC's coordinated entry system.

Publication Information: Jacksonville, FL

Coordinated Entry Assistant Manager Job Description

This is a sample job description of a Coordinated Entry Assistant Manager for the Milwaukee CoC's coordinated entry system.

Publication Information: Milwaukee, WI

Coordinated Intake Change Advisory Team Meeting Agenda

Sample meeting agenda for core advisory group that meets regularly for the Las Vegas CoC to review progress of CE system.

Publication Information: Las Vegas, NV

Charlotte Memorandum of Understanding (MOU)

This MOU is an agreement between the Charlotte CoC and the local providers that are participating in the coordinated entry system.

Publication Information: Charlotte, NC

Southern Nevada Coordinated Intake FAQs

This document provides responses to frequently asked questions of providers participating in the Las Vegas, NV CoC's coordinated entry system and those with general inquiries about how the system works.

Publication Information: Las Vegas, NV

Charlotte Mecklenberg CA Information Sheet

This document provides an overview of the Charlotte, NC CoC's coordinated entry system.

Publication Information: Charlotte, NC

Houston/Harris County CoC Coordinated Entry System Presentation

This presentation provides an overview of the Houston/Harris County CoC's coordinated entry system.

Publication Information: Houston, TX

Connecticut Coordinated Access: Background Information and Coordinated Access Network (CAN) Map

This presentation provides an overview of the CT Coordinated Access Networks (CANs).

Publication Information: CT Coalition to End Homelessness

District of Columbia Coordinated Assessment and Housing Placement for Single Individuals Organizational Structure

This sample document explains how tasks associated with the implementation of the Washington D.C.'s coordinated entry system for single individuals are divided among four primary teams.

Publication Information: Washington, D.C. | September 15, 2016

King County: Matrix of Community Coordinated Entry Models

This matrix provides a snapshot of eight unique implementations of coordinated entry systems. Information is provided on the access, assessment and prioritization processes for each community, as well as an overview of the relative strengths and challenges with each implementation.

Publication Information: Focus Strategies | December 2014

Continuum of Care Planning Grant Request for Proposals

This local project plan was developed by the Homeless Alliance of Western NY as the CoC started its initial design of a coordinated entry system. The CoC’s project plan includes key dates and milestones, as well as a brief analysis of five local Cocs that have already begun the implementation of their coordinated entry system.

Publication Information: Homeless Alliance of Western New York | August 2015

SNAPS Weekly Focus: Why Coordinated Assessment is Critical to Ending Homelessness Locally

This message from HUD SNAPS leadership provides a brief description of why HUD is focused on ensuring CoCs have implemented coordinated assessment systems. Communities can use this document to reinforce key HUD messages on the definition and application of coordinated entry.

Publication Information: HUD | July 2013

CoC's Coordinated Assessment System Prezi

This presentation provides an overview of the coordinated entry system requirement under the CoC Program interim rule. The presentation explains the intent and details associated with this responsibility.

Publication Information: HUD | September 2013

CoC Program Interim Rule

The CoC Program interim rule codifies into regulation the requirements and expectations that HUD has for the homeless assistance projects that it funds through the CoC Program. Included in the interim rule is a definition of coordinated assessment/centralized intake (now referred to as “coordinated entry”).

Publication Information: HUD | July 2012

Coordinated Entry Policy Brief

This policy brief summarizes HUD’s views on goals for the coordinated entry process. This brief does not establish requirements for Continuums of Care (CoCs), but rather is meant to inform local efforts to further develop CoCs’ coordinated entry processes.

Publication Information: HUD | February 2015

Notice Establishing Additional Requirements for a Continuum of Care Centralized or Coordinated Assessment System

The Notice establishes new requirements that CoCs and recipients of CoC Program and Emergency Solutions Grants (ESG) Program funding must meet related to the development and use of a centralized or coordinated assessment system. It also provides guidance on additional policies that communities should consider incorporating into written policies and procedures to achieve improved outcomes for people experiencing homelessness. Each CoC is expected to establish or update its coordinated entry process in accordance with the interim rule and this Notice by January 23, 2018.

Publication Information: HUD | January 23, 2017

Coordinated Assessment Toolkit

This toolkit is intended to assist communities with the planning and implementation of their coordinated assessment system. The toolkit suggests best practices for coordinated entry, provides several sample community documents, and links to trainings completed by NAEH on the topic.

Publication Information: NAEH | August 2013

Coordinated Assessment 101: Understanding the Basics

This training covers the fundamental requirements on coordinated entry, per the CoC Program interim rule. The training also presents distinct models of implementation and includes presentations from providers who have experience with coordinated entry.

Publication Information: NAEH | February 2013

Agency Partner Agreement for Utah Homeless Management Information System

This document details the agreement between the agency partner and the Salt Lake CoC's HMIS Lead Agency to share data, as well as data collection and reporting expectations.

Publication Information: Salt Lake City, UT

Revised Helen Report

This document is a report on the Charlotte CoC's coordinated entry system's performance. The report looks at number of clients referred, placed, and type of assistance received.

Publication Information: Charlotte, NC

How to Prepare your HMIS for Coordinated Assessment and Other HUD Requirements

This document summarizes the key questions that a CoC must ask of its HMIS to determine if it is the appropriate tool for coordinated entry.

Publication Information: Clarity Human Services (Sacramento, CA) | August 2014

HMIS Agency Participation Agreement (APA) between Coalition for the Homeless of Houston/Harris County (CFTH, HMIS Lead Agency) and Agency (HMIS Partner Agency)

This document is the Houston CoC's agency participation agreement for HMIS.

Publication Information: Coalition for the Homeless (Houston/Harris County) | March 2013

Coordinated Entry and Homeless Management Information Systems (HMIS) FAQs

This HUD frequently asked questions (FAQs) document responds to questions about the coordinated entry process and how it relates to Homeless Management Information Systems (HMIS) for Continuums of Care (CoC).

Publication Information: HUD | March 2015

HMIS Data Standards Manual

The HMIS Data Standards Manual is intended to serve as a reference and provide basic guidance on HMIS data elements for CoCs, HMIS Lead Agencies, HMIS System Administrators, and users. While HUD does not require the use of HMIS for coordinated entry, any CoCs using HMIS for this purpose must follow the data collection requirements in the Manual.

Publication Information: HUD | July 2017

Los Angeles Coordinated Entry System HMIS Survey Video

This video training instructs users of the Los Angeles CoC on how to use HMIS to collect assessment data for their local coordinated entry system.

Publication Information: Los Angeles, CA

NW Social Service Connections’ HMIS/CMIS Inter-Agency Data Sharing Agreement for Agencies in Multnomah County

This is the interagency data sharing agreement used by the Portland CoC's HMIS. The agreement discusses how data will be protected and used.

Publication Information: NW Social Services Connections (Portland, OR) | June 2015

Coordinated Entry Customer Survey

This survey document is provided to individuals who contacted the central intake point in the Milwaukee CoC to gather information on the experience of those accessing the system.

Publication Information: Milwaukee, WI

CA Oversight Eval of Pilot Diversion Project

This is a local, brief evaluation of the Charlotte CoC's diversion pilot program.

Publication Information: Charlotte, NC

Charlotte Summary Report

This is a sample local evaluation of the Charlotte CoC's coordinated entry system.

Publication Information: Charlotte, NC

Housing Access for Washtenaw County (HAWC) Quarterly Report

This local report documents the CoC's performance in meeting its local standards for evaluating its coordinated entry system.

Publication Information: Washtenaw County Continuum of Care (Michigan)

Coordinated Entry Toolkit: Evaluation

This section of a toolkit on coordinated entry systems, outlines the steps that CoCs are encouraged to take when preparing for an evaluation of their coordinated entry system. The checklist considers both HUD requirements for the system performance measures, as well as potential evaluation process models.

Publication Information: Building Changes

Coordinated Access Data Dashboard

This interactive dashboard report allows users to drill down for details on key performance indicators for the state's coordinated access system.

Publication Information: CT Coalition to End Homelessness | February 2017

Los Angeles Homelessness Analysis Collaborative: Monthly Housing Update - December 2015

This report presents the monthly indicators for the Los Angeles CoC's coordinated entry system.

Publication Information: Los Angeles, CA | December 2015

Home for Good: Standards of Excellence

This document includes the Los Angeles CoC's performance goals and quality standards for outreach programs, engagement services, emergency/crisis/interim housing, and permanent supportive housing projects in the Los Angeles CoC.

Publication Information: Los Angeles, CA | May 2014

Coordinated Assessment Evaluation Tool

The tool has two parts: one part should be completed before a coordinated entry system has been implemented, and one part should be completed six months to a year after implementation. Communities can use this tool as a quick way to assess how well their coordinated assessment system is functioning.

Publication Information: NAEH | March 2012

System Performance Measures in Context

This document briefly summarizes the HUD system performance measures.

Publication Information: HUD | July 2014

System Performance Measures Introductory Guide

The purpose of this introductory guide is to help CoCs understand how HUD expects CoCs to calculate and use the system performance measures as the established selection criteria for awarding CoC Program projects and to evaluate system performance.

Publication Information: HUD | May 2015

System Performance Measures Tools

The purpose of the System Performance Measures Tools page is to provide Continuums of Care (CoCs), Homeless Management Information System (HMIS) administrators, and HMIS vendors the tools necessary to consistently calculate and analyze system performance measures.

Publication Information: HUD | June 2016

CoC System Performance Measures Videos

These videos can Continuum of Care (CoC) leaders, System Administrators, and other community stakeholders in understanding the system performance measures and facilitate conversations about how to effectively use the HUD-required system performance measures. Each video provides a detailed description of the purpose of the measure, an illustrated depiction of how the measure is calculated, and some considerations for how the results can be used locally to inform system planning.

Publication Information: HUD | October 2015