Per HUD’s Continuum of Care (CoC) Program interim rule, each CoC is required to implement a coordinated entry system that covers the geographic area of their CoC. The purpose of this toolkit is to provide CoCs with a wide array of examples of coordinated entry documents that have been created by communities from across the country. Ideally, by having these sample documents readily accessible online, communities will be able to identify aspects of various coordinated entry approaches that might work well for the development and implementation of their own coordinated entry system.
These sample resources are organized by each chapter topic in HUD’s Coordinated Entry Guidebook, and present examples from large, urban communities, as well as suburban and rural CoCs. Regardless of the type of CoC that you are, where you are in your design and implementation process of coordinated entry, the Coordinated Entry Community Samples Toolkit should provide you with additional ideas and examples that can help bolster your local coordinated entry system.
Learn about HUD’s Coordinated Entry Requirements
Disclaimer: Community example documents that are in the toolkit are not official HUD resources. These documents may not be in alignment with HUD guidance. Please review and use at your own risk.
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
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
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 | Expires January 31, 2021
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 System Overview
This webpage provides a description of the various components of and process for 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 | March 2018
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
This tool is used to assess clients for the Seattle, WA CoC's coordinated entry system.
Publication Information: Seattle, WA | June 2015
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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
Maintaining a Dynamic Housing Priority List - MDHA Presentation
This matrix shows how Dallas prioritized homeless categories using VI-SPDAT scores.
Publication Information: Dallas, TX | April 26-27, 2017
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
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
CoC's Coordinated Assessment System Prezi
This presentation provides an overview of Coordinated Assessment System requirement under the Continuum of Care (CoC) Program interim rule. Coordinated Assessment Systems is the CoC's approach to organizing and providing services to persons experiencing a housing crisis within a specific geographic area. The presentation explains the intent and details associated with this responsibility.
Publication Information: HUD | September 2013
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
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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 | January 2016
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
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
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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
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
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 | November 2017
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
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
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-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
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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
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
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
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
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
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
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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
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
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
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
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
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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
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