Before Starting the CoC Application

Transcription

1 Before Starting the CoC Application The CoC Consolidated Application is made up of two parts: the CoC Application and the CoC Priority Listing, with all of the CoC's project applications either approved and ranked, or rejected. The Collaborative Applicant is responsible for submitting both the CoC Application and the CoC Priority Listing in order for the CoC Consolidated Application to be considered complete. The Collaborative Applicant is responsible for: - Reviewing the FY 2015 CoC Program Competition NOFA in its entirety for specific application and program requirements. - Using the CoC Application Detailed Instructions for assistance with completing the application in e-snaps. - Answering all questions in the CoC Application. It is the responsibility of the Collaborative Applicant to ensure that all imported and new responses in all parts of the application are fully reviewed and completed. When doing so, please keep in mind that: - This year, CoCs will see that a few responses have been imported from the FY 2013/FY 2014 CoC Application. Due to significant changes to the CoC Application questions, most of the responses from the FY 2013/FY 2014 CoC Application could not be imported. - For some questions, HUD has provided documents to assist Collaborative Applicants in filling out responses. - For other questions, the Collaborative Applicant must be aware of responses provided by project applicants in their Project Applications. - Some questions require that the Collaborative Applicant attach a document to receive credit. This will be identified in the question. - All questions marked with an asterisk (*) are mandatory and must be completed in order to submit the CoC Application. For Detailed Instructions click here. FY2015 CoC Application Page 1 11/18/2015

2 1A. Continuum of Care (CoC) Identification Instructions: For guidance on completing this form, please reference the FY 2015 CoC Application Detailed Instructions, the CoC Application Instructional Guides and the FY 2015 CoC Program NOFA. Please submit technical questions to the HUDExchange Ask A Question. 1A-1. CoC Name and Number: - Ithaca/Tompkins County CoC 1A-2. Collaborative Applicant Name: Human Services Coalition of Tompkins County, Inc. 1A-3. CoC Designation: CA 1A-4. HMIS Lead: Tompkins County Department of Social Services FY2015 CoC Application Page 2 11/18/2015

3 1B. Continuum of Care (CoC) Engagement Instructions: For guidance on completing this form, please reference the FY 2015 CoC Application Detailed Instructions, the CoC Application Instructional Guides and the FY 2015 CoC Program NOFA. Please submit technical questions to the HUDExchange Ask A Question. 1B-1. From the list below, select those organizations and persons that participate in CoC meetings. Then select "Yes" or "No" to indicate if 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. Organization/Person Categories Participates in CoC Meetings Votes, including electing CoC Board Local Government Staff/Officials Yes Yes Yes CDBG/HOME/ESG Entitlement Jurisdiction Yes Yes Yes Law Enforcement Yes No No Local Jail(s) No No No Hospital(s) Yes No No EMT/Crisis Response Team(s) No No No Mental Health Service Organizations Yes Yes Yes Substance Abuse Service Organizations Yes Yes Yes Affordable Housing Developer(s) Yes Yes Yes Public Housing Authorities Yes No No CoC Funded Youth Homeless Organizations Yes Yes Yes Non-CoC Funded Youth Homeless Organizations Yes Yes Yes School Administrators/Homeless Liaisons Yes Yes Yes Sits on CoC Board CoC Funded Victim Service Providers Not Applicable Not Applicable Not Applicable Non-CoC Funded Victim Service Providers Yes Yes Yes Street Outreach Team(s) Yes Yes Yes Youth advocates Yes Yes Yes Agencies that serve survivors of human trafficking Yes Yes Yes Other homeless subpopulation advocates Yes Yes Yes Homeless or Formerly Homeless Persons Yes Yes No Shelter Provider Yes Yes Yes Faith Community Yes Yes No Local Foundations Yes Yes Yes FY2015 CoC Application Page 3 11/18/2015

4 1B-1a. Describe in detail how the CoC solicits and considers the full range of opinions from individuals or organizations with knowledge of homelessness in the geographic area or an interest in preventing and ending homelessness in the geographic area. Please provide two examples of organizations or individuals from the list in 1B-1 to answer this question. (limit 1000 characters) The CoC has active members from all of the direct homeless service providers. It continually reviews its membership and seeks out participants from sectors not currently represented using the HSC non-profit listserv (over 2,800 subscribers) and local media. Staff from TCDSS, Rescue Mission shelter, Salvation Army, and homeless housing providers TCAction and Second Winds make regular visits to homeless encampments and report at CoC meeting on the barriers they find to getting people into housing and services. In response to increased heroin abuse admissions, the Alcohol and Drug Council provides free kits and training to agencies on how to administer Narcan and make opiate blocker injections available. Members of the Board speak with City/County officials to keep them informed, obtain info on rural homeless and to access local funding. HSC, the lead CoC agency convenes the Homeless and Housing Task Force bi-monthly, averaging 40 participants to discuss current services and barriers. 1B-1b. List Runaway and Homeless Youth (RHY)-funded and other youth homeless assistance 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. Youth Service Provider (up to 10) RHY Funded? Participated as a Voting Member in at least two CoC Meetings within the last 12 months (between October 1, 2014 and November 15, 2015). The Learning Web Yes Yes Yes Family & Children's Services (Open Doors Program) Yes Yes Yes Tompkins County Department of Youth Services Yes Yes Yes Sat on the CoC Board as active member or official at any point during the last 12 months (between October 1, 2014 and November 15, 2015). FY2015 CoC Application Page 4 11/18/2015

5 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 Provider for Survivors of Domestic Violence (up to 10) Participated as a Voting Member in at least two CoC Meetings within the last 12 months (between October 1, 2014 and November 15, 2015). The Advocacy Center Yes Yes Sat on CoC Board as active member or official at any point during the last 12 months (between October 1, 2014 and November 15, 2015). 1B-2. Does the CoC intend to meet the timelines for ending homelessness as defined in Opening Doors? Opening Doors Goal End Veteran Homelessness by 2015 End Chronic Homelessness by 2017 End Family and Youth Homelessness by 2020 Set a Path to End All Homelessness by 2020 Yes Yes Yes Yes CoC has established timeline? 1B-3. How does the CoC identify and assign the individuals, committees, or organizations responsible for overseeing implementation of specific strategies to prevent and end homelessness in order to meet the goals of Opening Doors? (limit 1000 characters) FY2015 CoC Application Page 5 11/18/2015

6 Membership in the CoC requires participation in at least one subcommittee. Members choose which committee they feel is appropriate for their agency. Some agencies such as TCDSS and TCAction serve on more than one committee. In addition, the Board Chairs will ask individuals and agencies to join a specific committee to further that work plan. The Homeless Solutions, HMIS, Barriers to Services, and Development subcommittees work on Opening Doors goals including: increasing the supply of supportive housing beds; mobile outreach for services, streamlining the coordinated entry system, identifying and eliminating barriers to service; mobile outreach; a team approach to working on individual homeless cases, surveying homeless to assure accurate information. The Youth subcommittee works on goals related to ending youth homelessness, including surveys of needs, and training to educational liaisons and youth outreach staff in the community. 1B-4. 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 (limit 1000 characters) The CoC is completely open to proposals from previously unfunded entities. The CoC Coordinator posted information about the NOFA and solicited proposals for new project ideas several times this year on the CoC website, the Tompkins County webpage of new grant opportunities, the Human Services Coalition non-profit listserv (over 2,800 subscribers), the CoC and Homeless and Housing Task Force lists (over 400 recipients), announced the call for proposals at several local forums, and submitted the posting to local media contacts. The CoC takes special care to make sure we include the local faith community and builders not just the usual service providers Factors the CoC considers in determining whether to include a new project in the project listing include: Whether it met HUD s requirements for the Permanent Housing Bonus Usage of the Housing First model Project s target population (priority subpopulations are chronically homeless, families with children, and youth) 1B-5. How often does the CoC invite new members to join the CoC through a publicly available invitation? Annually FY2015 CoC Application Page 6 11/18/2015

7 1C. Continuum of Care (CoC) Coordination Instructions: For guidance on completing this form, please reference the FY 2015 CoC Application Detailed Instructions, the CoC Application Instructional Guides and the FY 2015 CoC Program NOFA. Please submit technical questions to the HUDExchange Ask A Question. 1C-1. Does the CoC coordinate with other 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 source does not exist within the CoC's geographic area. Funding or Program Source Housing Opportunities for Persons with AIDS (HOPWA) Temporary Assistance for Needy Families (TANF) Runaway and Homeless Youth (RHY) HeadStart Program Other housing and service programs funded through Federal, State and local government resources. Coordinates with Planning, Operation and Funding of Projects Not Applicable Yes Yes Yes Yes 1C-2. The McKinney-Vento Act, as amended, 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 that the CoC provide information required to complete the Con Plan(s) within the CoC s geographic area, and 24 CFR (a)(2)(i) and 24 CFR (b)(1) requires that the State and local Con Plan jurisdiction(s) consult with the CoC. The following chart asks for information about CoC and Con Plan jurisdiction coordination, as well as CoC and ESG recipient coordination. CoCs can use the CoCs and Consolidated Plan Jurisdiction Crosswalk to assist in answering this question. Numbe r Number of Con Plan jurisdictions with whom the CoC geography overlaps 2 Percen tage How many Con Plan jurisdictions did the CoC participate with in their Con Plan development process? % How many Con Plan jurisdictions did the CoC provide with Con Plan jurisdiction level PIT data? % How many of the Con Plan jurisdictions are also ESG recipients? 1 How many ESG recipients did the CoC participate with to make ESG funding decisions? % FY2015 CoC Application Page 7 11/18/2015

8 How many ESG recipients did the CoC consult with in the development of ESG performance standards and evaluation process for ESG funded activities? % 1C-2a. Based on the responses selected in 1C-2, describe in greater detail how the CoC participates with the Consolidated Plan jurisdiction(s) located in the CoC's geographic area and include the frequency, extent, and type of interactions between the CoC and the Consolidated Plan jurisdiction(s). (limit 1000 characters) Representatives from both the County (TCDSS and Youth Services) and the City (CoC co-chair is the Director of the Urban Renewal Agency) are members of the CoC board. The CoC lead is a member of both the Tompkins County Planning Board and the Ithaca Urban Renewal Agency s Governance Committee. In those capacities, the CoC Lead has provided specifically information during the development of the two Consolidated Plans that were both redone during this past year. As part of the process, the CoC lead participated in surveys, focus groups and provided feedback during the monthly board meetings. The CoC also contributed to the Analysis of Impediments to Fair Housing Choice for the City of Ithaca. On average the CoC Leads spend 6-10 hours per month interacting and providing feedback to both City and County Planning efforts through meetings, s and phone calls. 1C-2b. Based on the responses selected 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. (limit 1000 characters) The Ithaca/Tompkins County CoC geographic area receives ESG funds through the New York State Office of Temporary and Disability Assistance (OTDA) Solutions to End Homelessness Program (STEHP). Tompkins County Dept. of Social Services and Tompkins Community Action (both CoC Board members) receive STEHP funding for rapid re-housing and homelessness prevention. These funds are used to provide security deposits, rental assistance, and case management to eligible clients. Reports regarding program performance and client demographics are provided to OTDA quarterly and reviewed annually by the CoC, which provides input about the funding decisions. Both entities are part of the HMIS system and rely on that data to make funding decision. 1C-3. Describe the how the CoC coordinates with victim service providers and non-victim service providers (CoC Program funded and non-coc funded) to ensure that survivors of domestic violence are provided housing and services that provide and maintain safety and security. Responses must address how the service providers ensure and maintain the safety and security of participants and how client choice is upheld. (limit 1000 characters) FY2015 CoC Application Page 8 11/18/2015

9 The Advocacy Center (AC) provides domestic violence services for Tompkins County and operates a confidential safe house. AC works closely with the CoC and other community service providers to ensure that victims of domestic violence receive comprehensive services such (i.e. 24 hour hotline, emotional support, confidential shelter, prevention education, other information and other information and referrals). AC works with victims to prepare individual safety plans that are focused on victim empowerment. Housing is central to victim safety and AC works with victims and community partners to secure safe housing that meets victim needs. Security of personal information about victims is a high priority. Only information that is necessary for service provision is collected. All information is confidential and not shared with other providers unless the client signs a specific release of information (ROI). Any statistical information that is shared is aggregate and not client specific. Ithaca Housing Authority 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 CoC s 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 October 1, 2014 and March 31, 2015, and indicate whether the PHA has a homeless admissions preference in its Public Housing and/or Housing Choice Voucher (HCV) program. (Full credit consideration may be given for the relevant excerpt from the PHA s administrative planning document(s) clearly showing the PHA's homeless preference, e.g. Administration Plan, Admissions and Continued Occupancy Policy (ACOP), Annual Plan, or 5-Year Plan, as appropriate). Public Housing Agency Name % New Admissions into Public Housing and Housing Choice Voucher Program from 10/1/14 to 3/31/15 who were homeless at entry 45.00% No PHA has General or Limited Homeless Preference 1C-5. Other than CoC, ESG, Housing Choice Voucher Programs and Public Housing, describe other subsidized or low-income housing opportunities that exist within the CoC that target persons experiencing homelessness. (limit 1000 characters) FY2015 CoC Application Page 9 11/18/2015

10 Additional subsidized/low-income housing opportunities within our CoC that target persons experiencing homelessness include: Second Wind Cottages (9 units targeting chronically homeless men), Rescue Mission s Court Street Place (10 beds targeting homeless men),the Rescue Mission's SROs (15 beds targeting homeless individuals and families),and the Learning Web s Youth Outreach Program (targeting homeless youth age 16-24). The CoC works with developers of new affordable housing projects in order to encourage homeless preferences and facilitate referrals of homeless clients. Currently Ithaca Neighborhood Housing has 10 beds dedicated for homeless applicants in two of their housing developments (Cedar Creek & Breckenridge Place). 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. For "Other," you must provide a description (2000 character limit) Engaged/educated local policymakers: Engaged/educated law enforcement: Implemented communitywide plans: No strategies have been implemented: Hired Community Outreach Worker: The heart of Tompkins County is the Ithaca Commons, a pedestrian mall located in the center of downtown Ithaca. As a center of activity with many places to sit and hang out, the Commons is a draw for many of the homeless population. This past year a collaborative effort was funded by the County, City and the Ithaca Downtown Alliance, for a Community Outreach Worker to work with the homeless population and others in the downtown corridor and the surrounding parks. Previously, if there was a disturbance, or a shop owner was uncomfortable, the police were called. The purpose of the Outreach Worker, who is an employee of Family and Children s Service, a mental health provider and active CoC member, is to decriminalize homelessness. The Outreach Worker is building relationships and trust with the homeless person; she is there to help them make a plan, walk them to appointments and connect them to services without police intervention. FY2015 CoC Application Page 10 11/18/2015

11 1D. Continuum of Care (CoC) Discharge Planning Instructions: For guidance on completing this form, please reference the FY 2015 CoC Application Detailed Instructions, the CoC Application Instructional Guides and the FY 2015 CoC Program NOFA. Please submit technical questions to the HUDExchange Ask A Question. 1D-1. Select the systems 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? Check all that apply. Foster Care: Health Care: Mental Health Care: Correctional Facilities None: 1D-2. Select the systems of care within the CoC's geographic area with which the CoC actively coordinates to ensure that institutionalized persons that have resided in each system of care for longer than 90 days are not discharged into homelessness. Check all that apply. Foster Care: Health Care: Mental Health Care: Correctional Facilities: None: FY2015 CoC Application Page 11 11/18/2015

12 1D-2a. If the applicant did not check all boxes in 1D-2, explain why there is no coordination with the institution(s) and explain how the CoC plans to coordinate with the institution(s) to ensure persons discharged are not discharged into homelessness. (limit 1000 characters) n/a FY2015 CoC Application Page 12 11/18/2015

13 1E. Centralized or Coordinated Assessment (Coordinated Entry) Instructions: For guidance on completing this form, please reference the FY 2015 CoC Application Detailed Instructions, the CoC Application Instructional Guides and the FY 2015 CoC Program NOFA. Please submit technical questions to the HUDExchange Ask A Question. CoCs are required by the CoC Program interim rule to establish a Centralized or Coordinated Assessment system also referred to as Coordinated Entry. Based on the recent Coordinated Entry Policy Brief, HUD s primary goals for coordinated entry processes are that assistance be allocated as effectively as possible and that it be easily accessible regardless of where or how people present for assistance. Most communities lack the resources needed to meet all of the needs of people experiencing homelessness. This combined with the lack of a welldeveloped coordinated entry processes can result in severe hardships for persons experiencing homelessness who often face long wait times to receive assistance or are screened out of needed assistance. Coordinated entry processes help communities prioritize assistance based on vulnerability and severity of service needs to ensure that people who need assistance the most can receive it in a timely manner. Coordinated entry processes also provide information about service needs and gaps to help communities plan their assistance and identify needed resources. 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. (limit 1000 characters) The CoC s HMIS subcommittee is moving toward a fully coordinated entry process in Ithaca/Tompkins County. At present we use a no wrong door policy. The key agencies that work on identifying, engaging and assisting homeless individuals and families meet and communicate regularly via the Homeless Solutions Team meetings, the CoC meetings, and the Homeless and Housing Task Force meetings. Members of the Homeless Solutions Team do regular weekly outreach to homeless encampments and the emergency shelter. The Homeless Solutions Team uses signed waivers from the homeless individual to discuss the person s case in detail with other local providers in order to house the individual or family as quickly as possible. At the meetings mentioned above, which occur at minimum monthly, agencies report on any openings in housing projects. The 211 call center is a centralized resource of information, offering housing referral assistance through calling 211 (also including online chat or walk-ins). FY2015 CoC Application Page 13 11/18/2015

14 1E-2. CoC Program and ESG Program funded projects are required to participate in the coordinated entry process, but there are many other organizations and 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 participates 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 that participate not on this list, enter the information, click "Save" at the bottom of the screen, and then select the applicable checkboxes. Organization/Person Categories Local Government Staff/Officials 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 Not Applicable CDBG/HOME/Entitlement Jurisdiction Law Enforcement Local Jail(s) Hospital(s) EMT/Crisis Response Team(s) Mental Health Service Organizations Substance Abuse Service Organizations Affordable Housing Developer(s) Public Housing Authorities Non-CoC Funded Youth Homeless Organizations School Administrators/Homeless Liaisons Non-CoC Funded Victim Service Organizations Street Outreach Team(s) Homeless or Formerly Homeless Persons FY2015 CoC Application Page 14 11/18/2015

15 Department of Social Services Catholic Charities Emergency Shelter FY2015 CoC Application Page 15 11/18/2015

16 1F. Continuum of Care (CoC) Project Review, Ranking, and Selection Instructions For guidance on completing this form, please reference the FY 2015 CoC Application Detailed Instructions, the CoC Application Instructional Guides and the FY 2015 CoC Program NOFA. Please submit technical questions to the HUDExchange Ask A Question. 1F-1. For all renewal project applications submitted in the FY 2015 CoC Program Competition complete the chart below regarding the CoC s review of the Annual Performance Report(s). How many renewal project applications were submitted in the FY 2015 CoC Program Competition? 4 How many of the renewal project applications are first time renewals for which the first operating year has not expired yet? 0 How many renewal project application APRs were reviewed by the CoC as part of the local CoC competition project review, ranking, and selection process for the FY 2015 CoC Program Competition? 4 Percentage of APRs submitted by renewing projects within the CoC that were reviewed by the CoC in the 2015 CoC Competition? % 1F-2. In the sections below, check the appropriate box(s) for each section to indicate how project applications were reviewed and ranked for the FY 2015 CoC Program Competition. (Written documentation of the CoC's publicly announced Rating and Review procedure must be attached.) Type of Project or Program (PH, TH, HMIS, SSO, RRH, etc.) Performance outcomes from APR reports/hmis Length of stay % permanent housing exit destinations % increases in income Efficient use of funding FY2015 CoC Application Page 16 11/18/2015

17 Monitoring criteria Participant Eligibility Utilization rates Drawdown rates Frequency or Amount of Funds Recaptured by HUD CoC participation, positive neighborhood impact Need for specialized population services Youth Victims of Domestic Violence Families with Children Persons Experiencing Chronic Homelessness Veterans None 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. (limit 1000 characters) The CoC adopted Standards for Order of Priority (attachment 11), and ranked project applications according to type of housing provided (permanent supportive housing over transitional), and their priority population served. In these orders of priority, chronically homeless families with children with the longest history of homelessness and the most severe service needs are prioritized first. These prioritization standards detail a checklist of needs and vulnerabilities, including: having low or no income, veteran status, current/past substance abuse, criminal record, victim of domestic violence, LGBTQ status, resistance to receiving services, significant health or behavioral health impairments, high utilization of crisis or emergency services (emergency rooms, jails, psychiatric facilities), coming from the streets/unsheltered situations (youth/children especially), vulnerability to illness/death, vulnerability to victimization (physical assault, trafficking, sex work). FY2015 CoC Application Page 17 11/18/2015

18 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. In addition, describe how the CoC made this information available to all stakeholders. (Evidence of the public posting must be attached) (limit 750 characters) The CoC Coordinator posted information about the NOFA and solicited proposals for new project ideas several times this year on the CoC website, the Tompkins County webpage of new grant opportunities, the Human Services Coalition non-profit listserv (over 2,800 subscribers), the CoC and Homeless and Housing Task Force lists (over 400 recipients), announced the call for proposals at several local forums (9/1,& 10/7), and submitted the posting to local media contacts. Preliminary call for new project proposals listserv/other lists/website: July 28, 2015; NOFA posted on website: Sept. 29, 2015, NOFA posting on listserv/other lists/website: Sept. 30, Reminder to lists: Oct. 14, F-4. On what date did the CoC and Collaborative Applicant publicly post all parts of the FY 2015 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.) 11/18/2015 1F-5. Did the CoC use the reallocation process in the FY 2015 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.) Yes FY2015 CoC Application Page 18 11/18/2015

19 1F-5a. If the CoC rejected project application(s) on what date did the CoC and Collaborative Applicant notify those project applicants their project application was rejected in the local CoC competition process? (If project applications were rejected, a copy of the written notification to each project applicant must be attached.) 11/02/2015 1F-6. Is the Annual Renewal Demand (ARD) in the CoC's FY 2015 CoC Priority Listing equal to or less than the ARD on the final HUDapproved FY 2015 GIW? Yes FY2015 CoC Application Page 19 11/18/2015

20 1G. Continuum of Care (CoC) Addressing Project Capacity Instructions For guidance on completing this form, please reference the FY 2015 CoC Application Detailed Instructions, the CoC Application Instructional Guides and the FY 2015 CoC Program NOFA. Please submit technical questions to the HUDExchange Ask A Question. 1G-1. Describe how the CoC monitors the performance of CoC Program recipients. (limit 1000 characters) The CoC s Ranking Committee (6 members who are not funding applicants), perform annual site visit of each CoC-funded project, as well as review data from meeting reports and APRs. A notice is sent inviting all CoC members to participate in the site visits. In addition, each CoC funded project reports on availability of beds, and waiting lists at the monthly CoC and H&HTF meetings which gives all providers a chance to discuss issues and ask questions. During the site visits the projects are monitored on the criteria used for reviewing renewals: stability of housing, utilization, serving chronically homeless, efficient use of funding, active participation in the CoC and positive neighborhood impact. Efficient use of funding was weighted double. 1G-2. Did the Collaborative Applicant review and confirm that all project applicants attached accurately completed and current dated form HUD and form HUD-2880 to the Project Applicant Profile in e-snaps? Yes 1G-3. Did the Collaborative Applicant include accurately completed and appropriately signed form HUD-2991(s) for all project applications submitted on the CoC Priority Listing? Yes FY2015 CoC Application Page 20 11/18/2015

21 2A. Homeless Management Information System (HMIS) Implementation Intructions: For guidance on completing this form, please reference the FY 2015 CoC Application Detailed Instructions, the CoC Application Instructional Guides and the FY 2015 CoC Program NOFA. Please submit technical questions to the HUDExchange Ask A Question. 2A-1. Does the CoC have a governance charter 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 like an MOU? In all cases, the CoC s governance charter must be attached to receive credit. In addition, if applicable, any separate document, like an MOU, must also be attached to receive credit. Yes 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 the attached MOU A-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. Yes 2A-3. Are there agreements in place that outline roles and responsibilities between the HMIS Lead and the Contributing HMIS Organizations (CHOs)? Yes FY2015 CoC Application Page 21 11/18/2015

22 2A-4. What is the name of the HMIS software used by the CoC (e.g., ABC Software)? Applicant will enter the HMIS software name (e.g., ABC Software). ClientTrack 2A-5. What is the name of the HMIS software vendor (e.g., ABC Systems)? Applicant will enter the name of the vendor (e.g., ABC Systems). ClientTrack Inc FY2015 CoC Application Page 22 11/18/2015

23 2B. Homeless Management Information System (HMIS) Funding Sources Instructions For guidance on completing this form, please reference the FY 2015 CoC Application Detailed Instructions, the CoC Application Instructional Guides and the FY 2015 CoC Program NOFA. Please submit technical questions to the HUDExchange Ask A Question. 2B-1. Select the HMIS implementation coverage area: Single CoC * 2B-2. In the charts below, enter the amount of funding from each funding source that contributes to the total HMIS budget for the CoC. 2B-2.1 Funding Type: Federal - HUD Funding Source Funding CoC $0 ESG $10,320 CDBG $0 HOME $0 HOPWA $0 Federal - HUD - Total Amount $10,320 2B-2.2 Funding Type: Other Federal Funding Source Funding Department of Education $0 Department of Health and Human Services $0 Department of Labor $0 Department of Agriculture $0 Department of Veterans Affairs $0 Other Federal $0 Other Federal - Total Amount $0 FY2015 CoC Application Page 23 11/18/2015

24 2B-2.3 Funding Type: State and Local Funding Source Funding City $0 County $0 State $0 State and Local - Total Amount $0 2B-2.4 Funding Type: Private Funding Source Funding Individual $0 Organization $0 Private - Total Amount $0 2B-2.5 Funding Type: Other Funding Source Funding Participation Fees $0 Other - Total Amount $0 2B-2.6 Total Budget for Operating Year $10,320 FY2015 CoC Application Page 24 11/18/2015

25 2C. Homeless Management Information System (HMIS) Bed Coverage Instructions: For guidance on completing this form, please reference the FY 2015 CoC Application Detailed Instructions, the CoC Application Instructional Guides and the FY 2015 CoC Program NOFA. Please submit technical questions to the HUDExchange Ask A Question. 2C-1. Enter the date the CoC submitted the 2015 HIC data in HD, (mm/dd/yyyy): 05/13/2015 Project Type 2C-2. Per the 2015 Housing Inventory Count (HIC) indicate the number of beds in the 2015 HIC and in HMIS for each project type within the CoC. If a particular housing type does not exist in the CoC then enter "0" for all cells in that housing type. Total Beds in 2015 HIC Total Beds in HIC Dedicated for DV Total Beds in HMIS HMIS Bed Coverage Rate Emergency Shelter beds % Safe Haven (SH) beds Transitional Housing (TH) beds Rapid Re-Housing (RRH) beds Permanent Supportive Housing (PSH) beds Other Permanent Housing (OPH) beds % % % % 2C-2a. If the bed coverage rate for any housing type is 85% or below, describe how the CoC plans to increase this percentage over the next 12 months. (limit 1000 characters) n/a FY2015 CoC Application Page 25 11/18/2015

26 VA Domiciliary (VA DOM): 2C-3. HUD understands that certain projects are either not required to or discouraged from participating in HMIS, and CoCs cannot require this 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 in HMIS. If any of the project types listed in question 2C-2 above has a coverage rate of 85% or below, and some or all of these rates can be attributed to beds covered by one of the following programs types, please indicate that here by selecting all that apply from the list below. (limit 1000 characters) VA Grant per diem (VA GPD): Faith-Based projects/rescue mission: Youth focused projects: HOPWA projects: Not Applicable: 2C-4. How often does the CoC review or assess its HMIS bed coverage? Quarterly FY2015 CoC Application Page 26 11/18/2015

27 2D. Homeless Management Information System (HMIS) Data Quality Instructions: For guidance on completing this form, please reference the FY 2015 CoC Application Detailed Instructions, the CoC Application Instructional Guides and the FY 2015 CoC Program NOFA. Please submit technical questions to the HUDExchange Ask A Question. 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" during the time period of October 1, 2013 through September 30, Universal Data Element Percentage Null or Missing Percentage Client Doesn't Know or Refused 3.1 Name 0% 0% 3.2 Social Security Number 1% 7% 3.3 Date of birth 0% 0% 3.4 Race 1% 0% 3.5 Ethnicity 1% 0% 3.6 Gender 0% 0% 3.7 Veteran status 1% 0% 3.8 Disabling condition 1% 0% 3.9 Residence prior to project entry 1% 0% 3.10 Project Entry Date 0% 0% 3.11 Project Exit Date 0% 0% 3.12 Destination 1% 4% 3.15 Relationship to Head of Household 0% 0% 3.16 Client Location 0% 0% 3.17 Length of time on street, in an emergency shelter, or safe haven 0% 0% 2D-2. Identify which of the following reports your HMIS generates. Select all that apply: CoC Annual Performance Report (APR): ESG Consolidated Annual Performance and Evaluation Report (CAPER): Annual Homeless Assessment Report (AHAR) table shells: FY2015 CoC Application Page 27 11/18/2015

28 None 2D-3. If you submitted the 2015 AHAR, how many AHAR tables (i.e., ES-ind, ES-family, etc) were accepted and used in the last AHAR? 12 2D-4. How frequently does the CoC review data quality in the HMIS? Quarterly 2D-5. Select from the dropdown to indicate if standardized HMIS data quality reports are generated to review data quality at the CoC level, project level, or both? Project 2D-6. From the following list of federal partner programs, select the ones that are currently using the CoC's HMIS. VA Supportive Services for Veteran Families (SSVF): VA Grant and Per Diem (GPD): Runaway and Homeless Youth (RHY): Projects for Assistance in Transition from Homelessness (PATH): None: 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. (limit 750 characters) FY2015 CoC Application Page 28 11/18/2015

29 n/a FY2015 CoC Application Page 29 11/18/2015

30 2E. Continuum of Care (CoC) Sheltered Point-in- Time (PIT) Count Instructions: For guidance on completing this form, please reference the FY 2015 CoC Application Detailed Instructions, the CoC Application Instructional Guides and the FY 2015 CoC Program NOFA. Please submit technical questions to the HUDExchange Ask A Question. The data collected during the PIT count is vital for both CoCs and HUD. Communities need accurate data to determine the size and scope of homelessness at the local level so they can best plan for services and programs that will appropriately address local needs and measure progress in addressing homelessness. 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. This information helps inform Congress' funding decisions, and it is vital that the data reported is accurate and of high quality. 2E-1. Did the CoC approve the final sheltered PIT count methodology for the 2015 sheltered PIT count? Yes 2E-2. Indicate the date of the most recent sheltered PIT count (mm/dd/yyyy): 01/29/2015 2E-2a. If the CoC conducted the sheltered PIT count outside of the last 10 days of January 2015, was an exception granted by HUD? No 2E-3. Enter the date the CoC submitted the sheltered PIT count data in HD, (mm/dd/yyyy): 05/13/2015 FY2015 CoC Application Page 30 11/18/2015

31 2F. Continuum of Care (CoC) Sheltered Point-in- Time (PIT) Count: Methods Instructions: Complete Census Count: For guidance on completing this form, please reference the FY 2015 CoC Application Detailed Instructions, the CoC Application Instructional Guides and the FY 2015 CoC Program NOFA. Please submit technical questions to the HUDExchange Ask A Question. 2F-1. Indicate the method(s) used to count sheltered homeless persons during the 2015 PIT count: Random sample and extrapolation: Non-random sample and extrapolation: HMIS: 2F-2. Indicate the methods used to gather and calculate subpopulation data for sheltered homeless persons: HMIS plus extrapolation: Interview of sheltered persons: Sample of PIT interviews plus extrapolation: 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. (limit 1000 characters) A combination of HMIS data and provider surveys was used for the sheltered count. These methods were chosen because of the small size of our community and small number of places where sheltered homeless would be found, so we felt that extrapolation was not necessary. FY2015 CoC Application Page 31 11/18/2015

32 2F-4. Describe any change in methodology from your sheltered PIT count in 2014 to 2015, 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 and change in partners participating in the PIT count). (limit 1000 characters) No change. 2F-5. Did your CoC change its provider coverage in the 2015 sheltered count? No 2F-5a. If "Yes" in 2F-5, then describe the change in provider coverage in the 2015 sheltered count. (limit 750 characters) n/a FY2015 CoC Application Page 32 11/18/2015

33 2G. Continuum of Care (CoC) Sheltered Point-in- Time (PIT) Count: Data Quality Instructions: For guidance on completing this form, please reference the FY 2015 CoC Application Detailed Instructions, the CoC Application Instructional Guides and the FY 2015 CoC Program NOFA. Please submit technical questions to the HUDExchange Ask A Question. 2G-1. Indicate the methods used to ensure the quality of the data collected during the sheltered PIT count: Training: Provider follow-up: HMIS: Non-HMIS de-duplication techniques: 2G-2. Describe any change to the way your CoC implemented its sheltered PIT count from 2014 to 2015 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). (limit 1000 characters) In order to de-duplicate the count, a comparison of personally identifying information (PII), such as name, date of birth, and Social Security Number was done. In order to obtain the highest quality count of the sheltered population, the CoC Coordinator reviewed HUD guidance and trainings on conducting a PIT count. Written instructions to providers were distributed. FY2015 CoC Application Page 33 11/18/2015

34 2H. Continuum of Care (CoC) Unsheltered Pointin-Time (PIT) Count Instructions: For guidance on completing this form, please reference the FY 2015 CoC Application Detailed Instructions, the CoC Application Instructional Guides and the FY 2015 CoC Program NOFA. Please submit technical questions to the HUDExchange Ask A Question. The unsheltered PIT count assists communities and HUD to understand 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 a car, park, abandoned building, bus or train station, airport, or camping ground. CoCs are required to conduct an unsheltered PIT count every 2 years (biennially) during the last 10 days in January; however, CoCs are strongly encouraged to conduct the unsheltered PIT count annually, at the same time that it does the annual sheltered PIT count. The last official PIT count required by HUD was in January H-1. Did the CoC approve the final unsheltered PIT count methodology for the most recent unsheltered PIT count? Yes 2H-2. Indicate the date of the most recent unsheltered PIT count (mm/dd/yyyy): 01/29/2015 2H-2a. If the CoC conducted the unsheltered PIT count outside of the last 10 days of January 2015, was an exception granted by HUD? Not Applicable 2H-3. Enter the date the CoC submitted the unsheltered PIT count data in HD (mm/dd/yyyy): 05/13/2015 FY2015 CoC Application Page 34 11/18/2015

35 2I. Continuum of Care (CoC) Unsheltered Pointin-Time (PIT) Count: Methods Instructions: For guidance on completing this form, please reference the FY 2015 CoC Application Detailed Instructions, the CoC Application Instructional Guides and the FY 2015 CoC Program NOFA. Please submit technical questions to the HUDExchange Ask A Question. 2I-1. Indicate the methods used to count unsheltered homeless persons during the 2015 PIT count: Night of the count - complete census: Night of the count - known locations: Night of the count - random sample: Service-based count: HMIS: 2I-2. Provide a brief description of your CoC's unsheltered PIT count methodology and describe why your CoC selected its unsheltered PIT count methodology. (limit 1000 characters) Two methods were used for the 2015 unsheltered count: night of the count canvassing (i.e., PIT volunteers canvass entire CoC geography or known locations on the night of the count) and "post-night of the count surveys within 7 days following the PIT count night (e.g., service-based count at locations where people who are homeless go for assistance)areas were not selected randomly, but an effort was made to use local knowledge to target known locations (e.g., areas with known concentrations of unsheltered homeless people). Again, these methods were chosen because our geographic area is small enough to attempt a complete census. FY2015 CoC Application Page 35 11/18/2015

36 2I-3. Describe any change in methodology from your unsheltered PIT count in 2014 (or 2013 if an unsheltered count was not conducted in 2014) to 2015, 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 and change in partners participating in the count). (limit 1000 characters) No change. 2I-4. Does your CoC plan on conducting an unsheltered PIT count in 2016? (If Yes is selected, HUD expects the CoC to conduct an unsheltered PIT count in See the FY 2015 CoC Program NOFA, Section VII.A.4.d. for full information.) Yes FY2015 CoC Application Page 36 11/18/2015

37 2J. Continuum of Care (CoC) Unsheltered Pointin-Time (PIT) Count: Data Quality Instructions: For guidance on completing this form, please reference the FY 2015 CoC Application Detailed Instructions, the CoC Application Instructional Guides and the FY 2015 CoC Program NOFA. Please submit technical questions to the HUDExchange Ask A Question. 2J-1. Indicate the steps taken by the CoC to ensure the quality of the data collected for the 2015 unsheltered population PIT count: Training: "Blitz" count: Unique identifier: Survey question: Enumerator observation: None: 2J-2. Describe any change to the way the CoC implemented the unsheltered PIT count from 2014 (or 2013 if an unsheltered count was not conducted in 2014) to 2015 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). (limit 1000 characters) No change. FY2015 CoC Application Page 37 11/18/2015

38 3A. Continuum of Care (CoC) System Performance Instructions For guidance on completing this form, please reference the FY 2015 CoC Application Detailed Instructions, the CoC Application Instructional Guides and the FY 2015 CoC Program NOFA. Please submit technical questions to the HUDExchange Ask A Question. Universe: Total PIT Count of sheltered and unsheltered persons Emergency Shelter Total 3A-1. Performance Measure: Number of Persons Homeless - Point-in-Time Count. * 3A-1a. Change in PIT Counts of Sheltered and Unsheltered Homeless Persons Using the table below, indicate the number of persons who were homeless at a Point-in-Time (PIT) based on the 2014 and 2015 PIT counts as recorded in the Homelessness Data Exchange (HD) PIT (for unsheltered count, most recent year conducted) 2015 PIT Difference Safe Haven Total Transitional Housing Total Total Sheltered Count Total Unsheltered Count A-1b. Number of Sheltered Persons Homeless - HMIS. Using HMIS data, CoCs must use the table below to indicate the number of homeless persons who were served in a sheltered environment between October 1, 2013 and September 30, Universe: Unduplicated Total sheltered homeless persons Between October 1, 2013 and September 30, 2014 Emergency Shelter Total 373 Safe Haven Total 0 Transitional Housing Total FY2015 CoC Application Page 38 11/18/2015

39 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 for the first time. (limit 1000 characters) A Barriers to Services subcommittee of the CoC meets regularly to share encountered barriers to housing, and is conducting a survey of all area assistance providers in order identify risk factors to homelessness. Three CoC programs, TCDSS, the Learning Web and TC Action, receive STEHP funding through NYS OTDA for rapid re-housing and homelessness prevention. These funds are used to provide security deposits, rental assistance, and case management to families, individuals and youth. The total annual STEHP allocation to Tompkins County is $339,910 with 12% designated for rapid rehousing and 45% designated for homelessness prevention. Catholic Charities receives funding from the IURA and a local foundation for security deposits and to help with arrears. CoC agencies are also work to eliminate barriers to housing including housing discrimination. Members of the CoC get education on What to do if Your Client Gets an Eviction Notice on a regular basis from LawNY. 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 your 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. (limit 1000 characters) In the CoC adopted Standards for Order of Priority (attachment 11), chronically homeless families with children with the longest history of homelessness and the most severe service needs are prioritized first for CoC-funded permanent housing openings. Finding housing for families (especially large families) is difficult due to the high cost of housing and the low subsidy rate. Using HMIS data, the Rescue Mission Emergency Shelter saw a decrease in length of stay from 26.1 to 22.1 days. Families are housed primarily in motels until a rental unit can be identified. The motel stays last winter were longer than normal which was due particularly to a harsh winter with sub-zero temperatures for extended periods of time. It has been noted by all providers that the availability of suitable housing options for clients has gotten worse this past year. The CoC is dedicated to re-housing people as rapidly as possible but people are leaving the County to find affordable housing. FY2015 CoC Application Page 39 11/18/2015

40 * 3A-4. Performance Measure: Successful Permanent Housing Placement or Retention. In the next two questions, CoCs must indicate the success of its projects in placing persons from its projects into permanent housing. 3A-4a. Exits to Permanent Housing Destinations: In the chart below, CoCs must indicate the number of persons in CoC funded supportive services only (SSO), transitional housing (TH), and rapid re-housing (RRH) project types who exited into permanent housing destinations between October 1, 2013 and September 30, Universe: Persons in SSO, TH and PH-RRH who exited Of the persons in the Universe above, how many of those exited to permanent destinations? Between October 1, 2013 and September 30, 2014 % Successful Exits 80.00% A-4b. Exit To or Retention Of Permanent Housing: In the chart below, CoCs must indicate the number of persons who exited from any CoC funded permanent housing project, except rapid re-housing projects, to permanent housing destinations or retained their permanent housing between October 1, 2013 and September 31, Universe: 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? Between October 1, 2013 and September 30, 2014 % Successful Retentions/Exits 93.55% A-5. Performance Measure: Returns to Homelessness: Describe the CoC s efforts to reduce the rate of individuals and families who return to homelessness. Specifically, describe at least three 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. (limit 1000 characters) FY2015 CoC Application Page 40 11/18/2015

41 Strategies our CoC has implemented to identify individuals and families who return to homelessness and minimize returns include: 1) Use of homelessness prevention funding to prevent evictions. 2) Training programs for formerly homeless tenants in housing projects such as the Life Skills Coach at Tompkins Community Action, who assist individuals or families in improving their employability/income. 3)Making sure that families are receiving all the assistance and subsidies for which they are eligible. 4) Our HMIS lead periodically looks back several years to see who had repeated entered the shelter, as well as tracking who has received homelessness prevention or rapid re-housing assistance, and their outcomes. Using HMIS to monitor these returns to homelessness help service providers deliver more intensive and effective case management for those who do return to homelessness. 3A-6. Performance Measure: Job and Income Growth. Describe specific strategies implemented by CoC Program-funded projects to increase the rate by which homeless individuals and families increase income from employment and non-employment sources (include at least one specific strategy for employment income and one for nonemployment related income, and name the organization responsible for carrying out each strategy). (limit 1000 characters) In TCAction s CoC-funded projects, each tenant is supported by staff to develop and reach the individual/ family s goals; to complete their education; gain job skills needed to improve employability and increase job retention and develop financial literacy. TCA has partnered with local company, Ithaca Bakery, to employ TCA program participants when referred. Lakeview s Ithaca SRO provides counseling to all residents and uses individual service plans to encourage and engage residents. Lakeview Rehabilitation Counselors receive training on benefits counseling. CoC member agencies LAW NY (which provides legal aid, such as assistance with Social Security Disability applications) and Department of Social Services are active on the CoC and work closely with housing providers like the Lakeview SRO on applications for all benefits for which a participant may be eligible. 3A-6a. Describe how the CoC is working with mainstream employment organizations to aid homeless individuals and families in increasing their income. (limit 1000 characters) Our CoC primarily works with Workforce New York, as well as Challenge Industries. Challenge has a representative visit the Friendship Center (drop-in center at the Emergency Shelter) regularly to do outreach to clients about their services and provide employment counseling. 100% of CoC-funded projects have a clear relationship with either Workforce NY or Challenge. TCAction has partnered with a local company, Ithaca Bakery, to employ TCAction program participants when referred. Women are referred to programs at the Women's Opportunity Center for employment training, computer skills and retail training through their Retail training Center. FY2015 CoC Application Page 41 11/18/2015

42 3A-7. Performance Measure: Thoroughness of Outreach. How does the CoC ensure that all people living unsheltered in the CoC's geographic area are known to and engaged by providers and outreach teams? (limit 1000 characters) Our street outreach team consists of representatives from Department of Social Services, the Rescue Mission, Second Wind Cottages, the Salvation Army, and a Community Outreach Worker from Family & Children s Services of Ithaca. All of these outreach workers are active members of the Continuum of Care. These outreach workers meet on a regular basis, as well communicate via and phone, regularly in order to stay updated on who is currently living outside and what services have been accessed or need to be accessed. The strategies employed by the street outreach team include first to engage and build a trusting relationship with the individual or family which can sometimes take some time. They then work with the individual or family to apply for the appropriate permanent housing program and TCDSS assistance including mental health and substance counseling. Service providers regularly make themselves available at the Friendship Center Drop-in for consults. 3A-7a. Did the CoC exclude geographic areas from the 2015 unsheltered PIT count where the CoC determined that there were no unsheltered homeless people, including areas that are uninhabitable (e.g., deserts)? No 3A-7b. What was the the criteria and decision-making process the CoC used to identify and exclude specific geographic areas from the CoC's unsheltered PIT count? (limit 1000 characters) n/a FY2015 CoC Application Page 42 11/18/2015

43 3B. Continuum of Care (CoC) Performance and Strategic Planning Objectives Objective 1: Ending Chronic Homelessness Instructions: For guidance on completing this form, please reference the FY 2015 CoC Application Detailed Instructions, the CoC Application Instructional Guides and the FY 2015 CoC Program NOFA. Please submit technical questions to the HUDExchange Ask A Question. Opening Doors, Federal Strategic Plan to Prevent and End Homelessness (as amended in 2015) establishes the national goal of ending chronic homelessness. Although the original goal was to end chronic homelessness by the end of 2015, that goal timeline has been extended to HUD is hopeful that communities that are participating in the Zero: 2016 technical assistance initiative will continue to be able to reach the goal by the end of The questions in this section focus on the strategies and resources available within a community to help meet this goal. 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 2015 PIT count compared to 2014 (or 2013 if an unsheltered count was not conducted in 2014). Universe: Total PIT Count of sheltered and unsheltered chronically homeless persons Sheltered Count of chronically homeless persons Unsheltered Count of chronically homeless persons 2014 (for unsheltered count, most recent year conducted) 2015 Difference B-1.1a. Using the "Differences" calculated in question 3B-1.1 above, explain the reason(s) for any increase, decrease, 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 2015 compared to To possibly receive full credit, both the overall total and unsheltered changes must be addressed. (limit 1000 characters) FY2015 CoC Application Page 43 11/18/2015

44 There was one more unsheltered chronically homeless individual in 2015 than 2014, and a total of 4 more chronically homeless counted in the 2015 PITC versus the This most likely has to do with the Emergency Shelter being operated by a different organization in 2015, and increasing their capacity. We made a concerted effort to better coordinate the unsheltered count in 2015, so we think that the increase in unsheltered may be due to a more accurate count. Another factor is the increasing difficulty in finding housing. There is a vacancy rate of less than 1% in the City and slightly over 2% for the County. Low vacancy rates for rental units create strong competition for available units and help inflate prices so that DSS subsidies are not competitive and those with minimum wage jobs cannot afford housing. 3B-1.2. From the FY 2013/FY 2014 CoC Application: Describe the CoC's two year plan ( ) to increase the number of permanent supportive housing beds available for chronically homeless persons and to meet the proposed numeric goals as indicated in the table above. Response should address the specific strategies and actions the CoC will take to achieve the goal of ending chronic homelessness by the end of (read only) The CoC s plan to end homeless centers around working with a variety of service providers to develop supportive housing tailored to meet the unique needs of specific populations. These types of housing are more likely to be places where people want to stay. In 2014 Tompkins Community Action will open Magnolia House with 14 beds for women dealing with recovery where they can stay with their young children. The services at Magnolia house, including parenting skills, will help the participants maintain stable housing. Also in 2014, Second Winds cottages will open 6 units of housing for homeless men. Many of these men will also be in recovery and will be given support by the Community Faith Partnership. Second Winds Cottages has plans to build another 6 units and a community room within the next few years. These units are also available for men being discharged from incarceration, a population that can often find themselves homeless for lack of available housing. The Rescue Mission will be looking to add to the 10 beds for homeless men that opened in B-1.2a. Of the strategies listed in the FY 2013/FY 2014 CoC Application represented in 3B-1.2, which of these strategies and actions were accomplished? (limit 1000 characters) TC Action did open Magnolia House (8/2014, 14 beds), and increased from 14 beds to 28, with a bed added for a child under the age of 5 in each woman s apartment. Second Wind Cottages opened their 6 cottages for homeless men, as well as an additional 3 in November, The Rescue Mission has not yet added any additional beds at this time. TC Action is currently applying for funding to open Amici House, which will be permanent supportive housing for youth (16-25 years old) with 22 units/48 beds. FY2015 CoC Application Page 44 11/18/2015

45 3B-1.3. 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 2015 Housing Inventory Count, as compared to those identified on the 2014 Housing Inventory Count. Number of CoC Program and non-coc Program funded PSH beds dedicated for use by chronically homelessness persons identified on the HIC Difference B-1.3a. Explain the reason(s) for any increase, decrease or no change in 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 2015 Housing Inventory Count compared to those identified on the 2014 Housing Inventory Count. (limit 1000 characters) The 2014 HIC listed 26 beds dedicated for chronically homeless, and the 2015 listed 18, which was inaccurate. All CoC-funded PSH beds (Magnolia House, Chartwell House, Lakeview SROs) are dedicated for chronically homeless. Also, Magnolia House expanded to 28 beds since the submission of the HIC. Second Wind Cottages (currently non-coc funded) now has 9 beds, all dedicated for chronically homeless men. The actual total of CoC and non-coc funded PSH dedicated for chronically homeless is 63 (6 Rescue Mission SROs, 8 Lakeview SROs, 12 Chartwell House, 28 Magnolia House, 9 Second Wind Cottages). 3B-1.4. Did the CoC adopt the orders of priority in all CoC Program-funded PSH as described in Notice CPD : Prioritizing Persons Experiencing Chronic Homelessness in Permanent Supportive Housing and Recordkeeping Requirements for Documenting Chronic Homeless Status? Yes 3B-1.4a. If Yes, attach the CoC s written standards that were updated to incorporate the order of priority in Notice CPD and indicate the page(s) that contain the CoC s update. page 1-2 3B-1.5. CoC Program funded Permanent Supportive Housing Project Beds prioritized for serving people experiencing chronic homelessness in FY2015 operating year. FY2015 CoC Application Page 45 11/18/2015

46 Percentage of CoC Program funded PSH beds prioritized for chronic homelessness FY2015 Project Application Based on all of the renewal project applications for PSH, enter the estimated number of CoC-funded PSH beds in projects being renewed in the FY 2015 CoC Program Competition that are not designated as dedicated beds for persons experiencing chronic homelessness. 0 Based on all of the renewal project applications for PSH, enter the estimated number of CoC-funded PSH beds in projects being renewed in the FY 2015 CoC Program Competition that are not designated as dedicated beds for persons experiencing chronic homelessness that will be made available through turnover in the FY 2015 operating year. 0 Based on all of the renewal project applications for PSH, enter the estimated number of PSH beds made available through turnover that will be prioritized beds for persons experiencing chronic homelessness in the FY 2015 operating year. 7 This field estimates the percentage of turnover beds that will be prioritized beds for persons experiencing chronic homelessness in the FY 2015 operating year. 0.00% 3B-1.6. Is the CoC on track to meet the goal of ending chronic homelessness by 2017? This question will not be scored. Yes 3B-1.6a. If Yes, what are the strategies implemented by the CoC to maximize current resources to meet this goal? If No, what resources or technical assistance will be implemented by the CoC to reach the goal of ending chronically homeless by 2017? (limit 1000 characters) We have a small number of chronically homeless in our community (9 in 2015 PITC). Our CoC adopted the Orders of Priority for Permanent Housing (attachment 11), which prioritizes the chronically homeless. Additional existing beds have been designated for chronically homeless that were not previously. We are also pursuing new housing development that would be dedicated to 100% chronically homeless individuals It would be a safe haven supportive housing project. Currently all of the housing for chronically homeless is for those who are in recovery or working on their addiction. This housing would help get those who are not ready for this step off the street and into a supportive housing environment. Funding to build these units would help the CoC reach the goal of ending chronic homelessness by FY2015 CoC Application Page 46 11/18/2015

47 3B. Continuum of Care (CoC) Strategic Planning Objectives Objective 2: Ending Homelessness Among Households with Children and Ending Youth Homelessness Instructions: For guidance on completing this form, please reference the FY 2015 CoC Application Detailed Instructions, the CoC Application Instructional Guides and the FY 2015 CoC Program NOFA. Please submit technical questions to the HUDExchange Ask A Question. Opening Doors outlines the goal of ending family (Households with Children) and youth homelessness by The following questions focus on the various strategies that will aid communities in meeting this goal. Vulnerability to victimization: Number of previous homeless episodes: Unsheltered homelessness: Criminal History: 3B-2.1. What factors will the CoC use to prioritize households with children during the FY2015 Operating year? (Check all that apply). Bad credit or rental history (including not having been a leaseholder): Head of household has mental/physical disabilities: N/A: FY2015 CoC Application Page 47 11/18/2015

48 3B-2.2. Describe the CoC's plan to rapidly rehouse every family that becomes homeless within 30 days of becoming homeless on the street or entering shelter. (limit 1000 characters) When a family with children presents to any of the service providers in our CoC, they are assisted with applying for rapid re-housing assistance, security deposit assistance, Housing Choice Voucher Program, and other appropriate programs. The CoC adopted written standards for order of priority, which prioritize families with children first in all other categories. Catholic Charities has hired a Service Navigator, who primarily assists people with finding housing. Family & Children s Services Community Outreach Worker does street outreach daily and assists people with finding housing. Both Tompkins Community Action and Ithaca Housing Authority are using Family Unification vouchers as they become available, as well as Solutions to End Homelessness Program (STEHP) funding for rapid re-housing and homelessness prevention.these funds are used to provide security deposits, rental assistance, and case management to eligible clients. 3B-2.3. Compare the number of RRH units available to serve families from the 2014 and 2015 HIC Difference RRH units available to serve families in the HIC: B-2.4. How does the CoC ensure that 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, or gender when entering shelter or housing? (check all strategies that apply) CoC policies and procedures prohibit involuntary family separation: There is a method for clients to alert CoC when involuntarily separated: CoC holds trainings on preventing involuntary family separation, at least once a year: Although not a policy of the CoC, none of our housing providers voluntarily separate family members. Some of our permanent housing projscts do serve men or women only. None: FY2015 CoC Application Page 48 11/18/2015

49 3B-2.5. Compare the total number of homeless households with children in the CoC as reported by the CoC for the 2015 PIT count compared to 2014 (or 2013 if an unsheltered count was not conducted in 2014). Universe: Total PIT Count of sheltered and unsheltered homeless households with children: Sheltered Count of homeless households with children: Unsheltered Count of homeless households with children: PIT Count of Homelessness Among Households With Children 2014 (for unsheltered count, most recent year conducted) 2015 Difference B-2.5a. Explain the reason(s) for any increase, decrease or no change in the total number of homeless households with children in the CoC as reported in the 2015 PIT count compared to the 2014 PIT count. (limit 1000 characters) There was one more sheltered homeless household with children on the night of our 2015 PITC than the night of our 2014 PITC. However, when we look at our overall shelter data in HMIS from the last two years, there was actually a decrease in sheltered homeless households with children from 2014 to So in this case, the PITC is just not a completely accurate representation of homelessness trends in our CoC. 3B-2.6. Does the CoC have strategies to address the unique needs of unaccompanied homeless youth (under age 18, and ages 18-24), including the following: Human trafficking and other forms of exploitation? LGBTQ youth homelessness? Exits from foster care into homelessness? Family reunification and community engagement? Positive Youth Development, Trauma Informed Care, and the use of Risk and Protective Factors in assessing youth housing and service needs? Unaccompanied minors/youth below the age of 18? Yes No Yes Yes Yes Yes 3B-2.6a. Select all strategies that the CoC uses to address homeless youth trafficking and other forms of exploitation. FY2015 CoC Application Page 49 11/18/2015

50 Diversion from institutions and decriminalization of youth actions that stem from being trafficked: Increase housing and service options for youth fleeing or attempting to flee trafficking: Specific sampling methodology for enumerating and characterizing local youth trafficking: Cross systems strategies to quickly identify and prevent occurrences of youth trafficking: Community awareness training concerning youth trafficking: N/A: 3B-2.7. What factors will the CoC use to prioritize unaccompanied youth (under age 18, and ages 18-24) for housing and services during the FY2015 operating year? (Check all that apply) Vulnerability to victimization: Length of time homeless: Unsheltered homelessness: Lack of access to family and community support networks: Special housing for this population through the Learning Web and TCACtion N/A: 3B-2.8. Using HMIS, compare all unaccompanied youth (under age 18, and ages 18-24) served in any HMIS contributing program who were in an unsheltered situation prior to entry in FY 2013 (October 1, September 30, 2013) and FY 2014 (October 1, September 30, 2014). Total number of unaccompanied youth served in HMIS contributing programs who were in an unsheltered situation prior to entry: FY 2013 (October 1, September 30, 2013) FY 2014 (October 1, September 30, 2104) Difference FY2015 CoC Application Page 50 11/18/2015

51 3B-2.8a. If the number of unaccompanied youth and children, and youthheaded households with children served in any HMIS contributing program who were in an unsheltered situation prior to entry in FY 2014 is lower than FY 2013, explain why. (limit 1000 characters) n/a 3B-2.9. Compare funding for youth homelessness in the CoC's geographic area in CY 2015 to projected funding for CY Overall funding for youth homelessness dedicated projects (CoC Program and non- CoC Program funded): CoC Program funding for youth homelessness dedicated projects: Non-CoC funding for youth homelessness dedicated projects (e.g. RHY or other Federal, State and Local funding): Calendar Year 2015 Calendar Year 2016 Difference $698, $676, ($22,565.00) $77, $59, ($17,716.00) $621, $616, ($4,849.00) 3B To what extent have youth housing and service providers and/or State or Local educational representatives, and CoC representatives participated in each other's meetings over the past 12 months? Cross-Participation in Meetings # Times CoC meetings or planning events attended by LEA or SEA representatives: 3 LEA or SEA meetings or planning events (e.g. those about child welfare, juvenille justice or out of school time) attended by CoC representatives: CoC meetings or planning events attended by youth housing and service providers (e.g. RHY providers): 1 5 3B-2.10a. Given the responses in 3B-2.10, describe in detail how the CoC collaborates with the McKinney-Vento local eduction liaisons and State educational coordinators. (limit 1000 characters) FY2015 CoC Application Page 51 11/18/2015

52 One of the members of the CoC Youth Subcommittee (who serves as McKinney-Vento liaison for two districts in our geographical area, and also serves as Regional Dignity Act Coordinator) is incorporating M-V Liaison training components into the quarterly Dignity Act Task Force meetings, which involve many of the same school staff from all districts in the County. When appropriate, she invites additional school representatives who would benefit from the M-V Liaison training. There will also be a large annual training in May, and the CoC Youth subcommittee will arrange a presentation about McKinney- Vento responsibilities. 3B How does the CoC make sure that homeless participants 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. In addition, include how the CoC, together with its youth and educational partners (e.g. RHY, schools, juvenilee justice and children welfare agencies), identifies participants who are eligible for CoC or ESG programs. (limit 2000 characters) Our CoC has a Youth subcommittee which includes members from both our ESG and CoC-funded youth homeless programs, and our other youth and educational partners. These key stakeholders meet monthly to share updates and information, including information about McKinney-Vento eligibility. Teachers and guidance counselors in local districts who become aware that a child is homeless communicate with their designated district M-V liaison. District M-V Liaisons are educated about their roles and responsibilities by the CoC Youth subcommittee, through periodic trainings. In addition, the Director of Tompkins County Youth Services, who is the Chair of the Youth Subcommittee and on the CoC Governance Committee, acts as a central resource of information for McKinney-Vento Liaisons in all school districts in our geographical area. The Case Manager for the Open Doors (runaway and homeless youth services) Program, does regular outreach with guidance counselors at all districts in our geographical area, so that the schools are aware of proper M-V procedures and other available resources for runaway and homeless youth. Our CoC-funded youth homelessness program, which serves pregnant/parenting youth 18 25, enrolls all children under 5 into Head Start. FY2015 CoC Application Page 52 11/18/2015

53 3B. Continuum of Care (CoC) Performance and Strategic Planning Objectives Objective 3: Ending Veterans Homelessness Instructions: For guidance on completing this form, please reference the FY 2015 CoC Application Detailed Instructions, the CoC Application Instructional Guides and the FY 2015 CoC Program NOFA. Please submit technical questions to the HUDExchange Ask A Question. Opening Doors outlines the goal of ending Veteran homelessness by the end of The following questions focus on the various strategies that will aid communities in meeting this goal. 3B-3.1. Compare the total number of homeless Veterans in the CoC as reported by the CoC for the 2015 PIT count compared to 2014 (or 2013 if an unsheltered count was not conducted in 2014). Universe: Total PIT count of sheltered and unsheltered homeless veterans: 2014 (for unsheltered count, most recent year conducted) 2015 Difference Sheltered count of homeless veterans: Unsheltered count of homeless veterans: B-3.1a. Explain the reason(s) for any increase, decrease or no change in the total number of homeless veterans in the CoC as reported in the 2015 PIT count compared to the 2014 PIT count. (limit 1000 characters) We made a concerted effort to better coordinate the unsheltered count in 2015, so we think that the increase in unsheltered Veterans may be due to a more accurate count. The reason here was one less sheltered vet is due to the work of our local homeless Veteran assistance agencies to quickly place homeless veterans into permanent housing. FY2015 CoC Application Page 53 11/18/2015

54 3B-3.2. How is the CoC ensuring that Veterans that are eligible for VA services are identified, assessed and referred to appropriate resources, i.e. HUD-VASH and SSVF? (limit 1000 characters) In our area, all homeless service providers are familiar with CoC member agency Soldier On, which is federally funded through the VA with an SSVF grant. Soldier On covers many counties in Central NY, and is completely mobile and will travel to the vet, where ever they are within the territory, and sometimes beyond if they are moving into their territory. They are contacted by a 24/7 tollfree number and respond to the vet within 24 hours. Their main focus is housing - working off of the housing first model with the idea that once a vet is housed and stabilized, all the other services and supports will be much easier to attain. They work with the veterans through case management, and can assist the financially if it is necessary. Soldier On works closely with the local VA Center in Syracuse which is where our closest Veteran s homeless and housing coordinator is located. The Syracuse VA center is a member of our CoC and attends all board meetings. 3B-3.3. For Veterans who are not eligible for homeless assistance through the U.S Department of Veterans Affairs Programs, how is the CoC prioritizing CoC Program-funded resources to serve this population? (limit 1000 characters) The CoC adopted Standards for Order of Priority (attachment) for CoC program-funded housing inventory. In these orders of priority, the chronically homeless with the longest history of homelessness and the most severe service needs are prioritized first. These prioritization standards detail a checklist of needs and vulnerabilities, one of which is veteran status. Total PIT count of sheltered and unsheltered homeless veterans: Unsheltered count of homeless veterans: 3B-3.4. 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 2015 PIT Count compared to the 2010 PIT Count (or 2009 if an unsheltered count was not conducted in 2010) (or 2009 if an unsheltered count was not conducted in 2010) 2015 % Difference % % 3B-3.5. Indicate from the dropdown whether you are on target to end Veteran homelessness by the end of Yes FY2015 CoC Application Page 54 11/18/2015

55 This question will not be scored. 3B-3.5a. 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 you reach the goal of ending Veteran homelessness by the end of 2015? (limit 1000 characters) Tompkins County is served by Soldier On, an agency that assists homeless veterans with obtaining and maintaining housing. In 2015, Soldier On has placed between 1-4 veterans per month into housing using rapid re-housing assistance in Tompkins County. At this rate, it seems that our small number of homeless veterans are able to be housed quickly. Once housed VA services are available to help stabilize housing. FY2015 CoC Application Page 55 11/18/2015

56 4A. Accessing Mainstream Benefits Instructions: For guidance on completing this form, please reference the FY 2015 CoC Application Detailed Instructions, the CoC Application Instructional Guides and the FY 2015 CoC Program NOFA. Please submit technical questions to the HUDExchange Ask A Question. 4A-1. Does the CoC systematically provide information to provider staff about mainstream benefits, including up-to-date resources on eligibility and mainstream program changes that can affect homeless clients? Yes 4A-2. Based on the CoC's FY 2015 new and renewal project applications, what percentage of projects have demonstrated that the project is assisting project participants to obtain mainstream benefits, which includes all of the following within each project: transportation assistance, use of a single application, annual follow-ups with participants, and SOARtrained staff technical assistance to obtain SSI/SSDI? Total number of project applications in the FY 2015 competition (new and renewal): FY 2015 Assistance with Mainstream Benefits Total number of renewal and new project applications that demonstrate assistance to project participants to obtain mainstream benefits (i.e. In a Renewal Project Application, Yes is selected for Questions 3a, 3b, 3c, 4, and 4a on Screen 4A. In a New Project Application, "Yes" is selected for Questions 5a, 5b, 5c, 6, and 6a on Screen 4A). Percentage of renewal and new project applications in the FY 2015 competition that have demonstrated assistance to project participants to obtain mainstream benefits: 7 0 0% 4A-3. List the healthcare organizations you are collaborating with to facilitate health insurance enrollment (e.g. Medicaid, Affordable Care Act options) for program participants. For each healthcare partner, detail the specific outcomes resulting from the partnership in the establishment of benefits for program participants. (limit 1000 characters) FY2015 CoC Application Page 56 11/18/2015

57 We are located in a Medicaid expansion state (NY). The Human Services Coalition (HSC), lead agency of the Ithaca/Tompkins County CoC, provides Community Health Advocates (CHA) services to Tompkins County residents. The Community Health Advocates (CHA) program offers individual counseling to obtain health care and health insurance. HSC also offers health insurance navigator services to help individuals and families compare health insurance options under the Affordable Care Act. For the contract year (October 1, September 30, 2015) navigators at HSC assisted 1,054 people with enrollment for health insurance. Educational materials: In-Person Trainings: 4A-4. What are the primary ways that the CoC ensures that program participants with health insurance are able to effectively utilize the healthcare benefits available? Transportation to medical appointments: The Community Health Navigators table at Loaves and Fishes Meal site to identify those in need of health care Anyone having trouble utilizing their healthcare benefits can call and talk directly with a Community Health Advocate who will help them understand their benefits and advocate in their behalf. Not Applicable or None: FY2015 CoC Application Page 57 11/18/2015

58 4B. Additional Policies Instructions: For guidance on completing this form, please reference the FY 2015 CoC Application Detailed Instructions, the CoC Application Instructional Guides and the FY 2015 CoC Program NOFA. Please submit technical questions to the HUDExchange Ask A Question. 4B-1. Based on the CoC's FY 2015 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? Meaning that they do not screen out potential participants based on those clients possessing a) too little or little income, b) active or history of substance use, c) criminal record, with exceptions for statemandated restrictions, and d) history of domestic violence. Total number of PH (PSH and RRH), TH and non-coordinated Entry SSO project applications in the FY 2015 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 2015 competition: Percentage of PH (PSH and RRH), TH and non-coordinated Entry SSO renewal and new project applications in the FY 2015 competition that will be designated as low barrier : FY 2015 Low Barrier Designation 7 0 0% 4B-2. What percentage of CoC Program-funded Permanent Supportive Housing (PSH), RRH, SSO (non-coordinated Entry) and Transitional Housing (TH) FY 2015 Projects have adopted a Housing First approach, meaning that the project quickly houses clients without preconditions or service participation requirements? Total number of PSH, RRH, non-coordinated Entry SSO, and TH project applications in the FY 2015 competition (new and renewal): Total number of PSH, RRH, non-coordinated Entry SSO, and TH renewal and new project applications that selected Housing First in the FY 2015 competition: Percentage of PSH, RRH, non-coordinated Entry SSO, and TH renewal and new project applications in the FY 2015 competition that will be designated as Housing First: FY 2015 Projects Housing First Designation 7 0 0% FY2015 CoC Application Page 58 11/18/2015

59 4B-3. What has the CoC done to ensure awareness of and access to housing and supportive services within the CoC s 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 for persons that are least likely to request housing or services in the absence of special outreach? Direct outreach and marketing: Use of phone or internet-based services like 211: Marketing in languages commonly spoken in the community: Making physical and virtual locations accessible to those with disabilities: The Homeless and Housing Task Force, the educational arm of the CoC provides training bi-monthly for service providers on available programs, and client rights. Not applicable: 4B-4. Compare the number of RRH units available to serve any population from the 2014 and 2015 HIC. RRH units available to serve any population in the HIC: Difference B-5. Are any new proposed project applications requesting $200,000 or more in funding for housing rehabilitation or new construction? No 4B-6. If "Yes" in Questions 4B-5, then describe the activities that the project(s) will undertake to ensure that 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. 1701u) (Section 3) and HUD s implementing rules at 24 CFR part 135? (limit 1000 characters) FY2015 CoC Application Page 59 11/18/2015

60 n/a 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 statutes? No 4B-7a. If "Yes" in 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 Description must include whether or not this is listed as a priority in the Consolidated Plan(s) and its CoC strategic plan goals. CoCs 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. (limit 2500 characters) n/a 4B-8. Has the project been affected by a major disaster, as declared by President Obama under Title IV of the Robert T. Stafford Act in the 12 months prior to the opening of the FY 2015 CoC Program Competition? No 4B-8a. If "Yes" in Question 4B-8, describe the impact of the natural disaster on specific projects in the CoC and how this affected the CoC's ability to address homelessness and provide the necessary reporting to HUD. (limit 1500 characters) n/a 4B-9. Did the CoC or any of its CoC program recipients/subrecipients request technical assistance from HUD in the past two years (since the submission of the FY 2012 application)? This response does not affect the scoring of this application. No FY2015 CoC Application Page 60 11/18/2015

61 4B-9a. If "Yes" to Question 4B-9, check the box(es) for which technical assistance was requested. This response does not affect the scoring of this application. CoC Governance: CoC Systems Performance Measurement: Coordinated Entry: Data reporting and data analysis: HMIS: Homeless subpopulations targeted by Opening Doors: veterans, chronic, children and families, and unaccompanied youth: Maximizing the use of mainstream resources: Retooling transitional housing: Rapid re-housing: Under-performing program recipient, subrecipient or project: Not applicable: 4B-9b. If TA was received, indicate the type(s) of TA received, using the categories listed in 4B-9a, the month and year it was received and then indicate the value of the TA to the CoC/recipient/subrecipient involved given the local conditions at the time, with 5 being the highest value and a 1 indicating no value. This response does not affect the scoring of this application. Type of Technical Assistance Received Date Received Rate the Value of the Technical Assistance FY2015 CoC Application Page 61 11/18/2015

62 4C. Attachments Instructions: For guidance on completing this form, please reference the FY 2015 CoC Application Detailed Instructions, the CoC Application Instructional Guides and the FY 2015 CoC Program NOFA. Please submit technical questions to the HUDExchange Ask A Question. For required attachments related to rejected projects, if the CoC did not reject any projects then attach a document that says "Does Not Apply". Document Type Required? Document Description Date Attached CoC Consolidated Application: Evidence of the CoC's Communication to Rejected Projects CoC Consolidated Application: Public Posting Evidence 03. CoC Rating and Review Procedure 04. CoC's Rating and Review Procedure: Public Posting Evidence 05. CoCs Process for Reallocating Yes Attachment 1: Evi... 11/06/2015 Yes Yes Attachment 3: Rat... 11/06/2015 Yes Attachment 4: Pub... 11/06/2015 Yes Attachment 5: Pro... 11/06/ CoC's Governance Charter Yes HMIS Governance C... 11/16/ HMIS Policy and Procedures Manual 08. Applicable Sections of Con Plan to Serving Persons Defined as Homeless Under Other Fed Statutes 09. PHA Administration Plan (Applicable Section(s) Only) 10. CoC-HMIS MOU (if referenced in the CoC's Goverance Charter) 11. CoC Written Standards for Order of Priority 12. Project List to Serve Persons Defined as Homeless under Other Federal Statutes Yes Attachment 7: HMI... 11/06/2015 No Yes Attachment 9: Loc... 11/09/2015 No No Attachment 11: Wr... 11/06/2015 No 13. Other No Attachment 13: Ra... 11/06/ Other No 15. Other No FY2015 CoC Application Page 62 11/18/2015

63 Attachment Details Document Description: Attachment 1: Evidence of Communication to Applicants Attachment Details Document Description: Attachment Details Document Description: Attachment 3: Rating & Review Procedure Attachment Details Document Description: Attachment 4: Public Posting of Rating & Review Procedure Attachment Details Document Description: Attachment 5: Process for Reallocating Attachment Details Document Description: HMIS Governance Charter Attachment Details FY2015 CoC Application Page 63 11/18/2015

64 Document Description: Attachment 7: HMIS Policies & Procedures Attachment Details Document Description: Attachment Details Document Description: Attachment 9: Local Preferences Section of IHA Admin Plan Attachment Details Document Description: Attachment Details Document Description: Attachment 11: Written Standards for Order of Priority Attachment Details Document Description: Attachment Details FY2015 CoC Application Page 64 11/18/2015

65 Document Description: Attachment 13: Ranking Tool Attachment Details Document Description: Attachment Details Document Description: FY2015 CoC Application Page 65 11/18/2015

66 Submission Summary Page Last Updated 1A. Identification 11/13/2015 1B. CoC Engagement 11/13/2015 1C. Coordination 11/13/2015 1D. CoC Discharge Planning 11/13/2015 1E. Coordinated Assessment 11/13/2015 1F. Project Review 11/18/2015 1G. Addressing Project Capacity 11/18/2015 2A. HMIS Implementation 11/13/2015 2B. HMIS Funding Sources 11/13/2015 2C. HMIS Beds 11/18/2015 2D. HMIS Data Quality 11/17/2015 2E. Sheltered PIT 11/18/2015 2F. Sheltered Data - Methods 11/13/2015 2G. Sheltered Data - Quality 11/13/2015 2H. Unsheltered PIT 11/18/2015 2I. Unsheltered Data - Methods 11/13/2015 2J. Unsheltered Data - Quality 11/13/2015 3A. System Performance 11/18/2015 3B. Objective 1 11/18/2015 3B. Objective 2 11/18/2015 3B. Objective 3 11/18/2015 4A. Benefits 11/18/2015 4B. Additional Policies 11/18/2015 4C. Attachments Please Complete Submission Summary No Input Required FY2015 CoC Application Page 66 11/18/2015

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69 Amici Ranked 1 for New Funding Second Wind Ranked 2 for New Funding Magnolia is Tier 2 Not New Total Request $ $ $ $ $ $ $ $ Bonus Elgibility Yes 1 Yes * Must have support services 1 Project Ability to meet HUD Criteria Ability to meet local priorities Effectiveness of funds $744/bed or $1,623/per unit $20,000/bed 3 Timeliness Agency demonstrates ability to meet project quality threshold 1 1 Expand supply

70 TCA Chartwell Lakeview TCA Transitional Housing for Families CoC TCA Magnolia 2015 $ $ $ $ $ Reduction $ $ $ $0.00 $ $ $ $ $ $ Total Stability of Housing 15/16 or 94% 1 10/11 or 91% 3 6/7 or 86% 4 14/15 or 93% 2 Utilization Rate 92% 3 99% % 1 Serving of Chronic 100% 1 100% 1 0% 2 100% 1 Use of funding $5,202/bed 2 $9,971/bed 4 $7,272/bed 3 $1,228/bed 1 CoC participation Positive Neighborhood Impact

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72 Ithaca/Tompkins County Continuum of Care () Process for Reallocating November 6, 2015 The CoC ranks renewal projects based on the following criteria (see Attachment 3, Rating & Review Procedure made publicly available on CoC website see Attachment 4): 1) Stability of Housing 2) Utilization Rate 3) Serving Chronic Homeless 4) Use of funding 5) CoC Participation 6) Positive Neighborhood Impact After ranking projects, the CoC decides to distribute any necessary cuts amongst renewal projects in Tier 1, based upon their ranking. For FY2015 (see attached Ranking Tool), the first ranked project absorbed no cut, the second ranked project absorbed 1/6 of cut, the third ranked project absorbed 1/3 of cut, and the fourth ranked project absorbed ½ of cut, for a total of $35,431 cut from renewal projects. These cut funds were eligible to be placed in Tier 2. They were distributed amongst the Tier 2 projects, based on their ranking. The CoC ranks new projects based on the following criteria (see attachment, Rating & Review Procedure): 1) Bonus Eligibility 2) Project Ability to Meet HUD Criteria 3) Ability to Meet Local Priorities 4) Effectiveness of Funds 5) Timeliness 6) Agency s Ability to Meet Project Quality Threshold 7) Expand Bed Supply The first ranked project (a Permanent Housing Bonus project), is to be funded from our $55,714 of available PHB funding, and the second ranked project (also a Permanent Housing Bonus project) is to be funded with the remaining $20,000 of PHB funding, and $20,000 of reallocated funds cut from renewal projects. The third ranked project (a new project created through reallocation), is to be funded from the remaining $15,431 cut from renewal projects. These recommendations were presented by the Ranking Committee to the full CoC at its meeting on November 3, 2015, and was unanimously accepted by voting members.

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77 Ithaca/Tompkins County Continuum of Care () HMIS Policies and Procedures Manual Homeless Management Information System Initiative 11/2/2015 Adapted from ShelterNet (Broome County NY) Policies and Procedures Manual Updated 9/14/15

78 INTRODUCTION AND GOALS... 3 INTRODUCTION... 3 GOALS... 4 SECTION I. CONTRACTUAL REQUIREMENTS AND ROLES... 6 SECTION 1.01 AGENCY ROLES AND RESPONSIBILITIES... 6 A. All roles and responsibilities are in effect for the duration of the HUD agreement, B. Lead Agency Tompkins Department of Social Services. (Tompins DSS)... 6 C. Participating Agencies... 6 SECTION 1.02 AGENCY AND USER AGREEMENTS... 7 A. Scope... 7 B. Requirements... 7 SECTION 1.03 PERSONNEL ROLES AND RESPONSIBILITIES... 7 A. ShelterNet Project Administrator... 7 B. ShelterNet Systems Administrator... 8 C. Participating Agency Executive Director, Chief Executive, or Agency Administrator... 8 D. Participating Agency ShelterNet Representative... 9 E. Staff/User... 9 F. Staff Trainer... 9 SECTION II. IMPLEMENTATION SECTION 2.01 PLANNING A. Agency Agreement B. Security C. Hardware SECTION III. TRAINING... 9 SECTION 3.01 TRAINING... 9 A. TRAINING 9 B. CERTIFICATION C. SCHEDULING 10 D. TRAINING CURRICULUM E. ONGOING TRAINING.11 SECTION IV. ACCESS AND SECURITY SECTION 4.01 PHYSICAL ACCESS SECTION 4.02 INTERNET ACCESS SECTION 4.03 SHELTERNET AND CLIENTTRACK ACCESS A. Location B. Personal Key Identifier (PKI) Security Certificate C. User Levels SECTION 4.04 CLIENTTRACK USER NAMES AND PASSWORDS A. Security B. User Names C. Passwords D. Logging In and Logging Out SECTION 4.05 VIRUS PROTECTION SECTION 4.06 ACCESS AUDITING SECTION 4.07 SECURITY BREACHES A. Reporting and Investigation B. Resolution C. Client Notification SECTION V. TECHNICAL SUPPORT AND SYSTEM AVAILABILITY SECTION 5.01 TECHNICAL SUPPORT A. Reporting Tree Policies and Procedures Manual.doc 1

79 C. Procedures for Service Request SECTION 5.02 TROUBLESHOOTING PROCEDURE A. Computer or Terminal is not operational B. Internet is not operational C. ClientTrack is not responding SECTION 5.03 SYSTEM AVAILABILITY A. Uptime B. Downtime SECTION 5.04 DOWNTIME PROCEDURES A. Planned Interruptions of Service B. Unplanned Interruptions of Service SECTION 5.05 BACKUPS SECTION 5.06 CONTINGENCY PLAN A. Systems Administrator B. ClientTrack SECTION VI. DATA STANDARDS SECTION 6.01 DATA COLLECTION A. Client Interaction B. Privacy and Confidentiality C. Client Consent to Participate in ShelterNet D. Data Integrity E. Methods of ensuring data integrity SECTION 6.02 DATA RELEASE PROTOCOLS AND REPORTING A. Data Ownership B. Systems Administrator C. Unduplication Procedure SECTION 6.03 RELEASE OF DATA PRINCIPALS (PARTICIPATING AGENCY) SECTION 6.04 DATA SHARING SECTION 6.05 RIGHT TO DENY ACCESS A. Aggregate data B. Client-Identified data SECTION 6.06 LEGACY DATA SECTION 6.07 DATA DISPOSAL SECTION 6.08 AGENCY POLICIES RESTRICTING ACCESS TO DATA SECTION 6.09 DATA HARD COPIES A. Printed Data B. Media Containing Data SECTION 6.10 HUD STANDARDS SECTION VII. REVISION HISTORY A. Version B. Version C. Version D. Version E. Version APPENDI A. GLOSSARY Policies and Procedures Manual.doc 2

80 Introduction And Goals Policies and Procedures Manual Revision: 1.5 Prepared by: James Hulse Approval Date: 3/7/06 Revision Date: 9/14/15 Revised by: SAT Title: Introduction And Goals Introduction Homeless Management Information System (HMIS) is a federal Department of Housing and Urban Development (HUD)-funded initiative whose purpose is to collect accurate statistical data on the consumption of services for the homeless. All agencies that receive McKinney-Vento, VA, HHS, HUD-HOPWA homeless services funding are required to participate in the HMIS initiative ShelterNet is the Homeless Management Information System (HMIS) collaborative for Broome and other surrounding counties in the Southern Tier The Coalition for the Homeless of the Southern Tier, NY Inc. (CHSTNY) is a collaborative body comprised of stakeholders in the field of homeless service provision and is charged with initiating HMIS. The Coalition for the Homeless of the Southern Tier, NY Inc. has selected ClientTrack an internet-based, centralized case management database product owned by Data Systems International (DSI) as the software for the ShelterNet project. ClientTrack allows authorized participating agency personnel to collect client data and maintain client charts electronically.. Human Service Coalition of Tompkins County services as the lead agency for Tompkins CoC. Tompkins County Department of Social Services serves as the HMIS Lead Agency for Ithaca/Tompkins CoC. To continue to meet HUD requirements for HMIS data collection and reporting Tompkins DSS is now a participating agency of the ShelterNet HMIS collaborative. As HMIS Lead Agency, Tompkins DSS coordinates directly with the ShelterNet Administration Team in implementation of HMIS system within Tompkins CoC. Tompkins County still remains as an independent CoC. The policies and procedures outlined here for Tompkins County CoC follow those originally developed by the ShelterNet Collaborative. The data backbone of the ShelterNet project is ClientTrack an internet-based, centralized case management database product owned by Data Systems International (DSI). ClientTrack allows authorized participating agency personnel to collect client data and maintain client charts electronically. Northern Creations Consulting serves as the Systems Administrator for the ShelterNet collaborative in implementation and administration of the ClientTrack System. Tompkins DSS has executes one-year contracts with OTDA STEHP to provide funding for HMIS licenses and then executes one year contracts with Northern Creations Consulting Corporation to administer these licenses with Client Track. Northern Creations Consulting Corporation and has executed a 3-year contract with DSI to provide ClientTrack. Additionally, each participating agency and each authorized user has signed a agreement with Tompkins DSS referencing this Policies and Procedures Manual and their agreement to the terms outlined herein. Agency Agreements and User Agreements are on file at Tompkins DSS and each respective participating agency. Policies and Procedures Manual.doc 3

81 CHSTNY maintains a website with newsletters, press releases, event announcements, contact information, pictures, as well as a wealth of additional information. Goals system performance measures In accordance with HUD s requirements, the purpose of HMIS is to improve the quality and integration of services to the homeless, and to provide a central repository of data to aid in policy-making at the local, state and federal levels. CHSTNY has targeted the following system performance measures Measure 1: Length of Time Persons Remain Homeless Measure 1a Measure 1b Measure 2 The Extent to which Persons who Exit Homelessness to Permanent Housing Destinations Return to Homelessness within 6 to 12 months (and 24 months in a separate calculation Measure 2a and 2b: Measure 3: Number of Homeless Persons Metric 3.1 Change in PIT counts of sheltered and unsheltered homeless persons Metric 3.2 Change in annual counts of sheltered homeless persons in HMIS Measure 4: Employment and Income Growth for Homeless Persons in CoC Program funded Projects Metric 4.1 Change in earned income for adult system stayers during the reporting period Metric 4.2 Change in non-employment cash income for adult system stayers during the reporting period Metric 4.3 Change in total income for adult system stayers during the reporting period Metric 4.4 Change in earned income for adult system leavers Metric 4.5 Change in non-employment cash income for adult system leavers Metric 4.6 Change in total income for adult system leavers Measure 5: Number of Persons who Become Homeless for the First Time Metric 5.1 Change in the number of persons entering ES, SH, and TH projects with no prior enrollments in HMIS Metric 5.2 Change in the number of persons entering ES, SH, TH, and PH projects with no prior enrollments in HMIS Policies and Procedures Manual.doc 4

82 Measure 6: Homeless Prevention and Housing Placement of Persons Defined by Category 3 of HUD s Homeless Definition in CoC Program-funded Projects Metrics 6a.1 and 6b.1 Returns to ES, SH, TH, and PH projects after exits to permanent housing destinations within 6 and 12 months (and 24 months in a separate calculation) Metric 6c.1 Change in exits to permanent housing destinations Metric 6c.2 Change in exit to or retention of permanent housing Measure 7: Successful Placement from Street Outreach and Successful Placement in or Retention of Permanent Housing Metric 7a.1 Change in exits to permanent housing destinations Metric 7b.1 Change in exits to permanent housing destinations Metric 7b.2 Change in exit to or retention of permanent housing HUD s data standards are listed in the Homeless Management Information Systems (HMIS) Data and Technical Standards Final Notice (69 FR 45888). The report is available online at or by request from the ShelterNet Administration Team. System performance measures Programming-Specifications.pdf Policies and Procedures Manual.doc 5

83 Section I. Contractual Requirements and Roles Policies and Procedures Manual Revision: 1.5 Prepared by: James Hulse Approval Date: 3/7/06 Revision Date: 9/14/15 Revised by: SAT Title: Contractual Requirements and Roles Section 1.01 Agency Roles and Responsibilities A. Lead Agency Tompkins Department of Social Services ( Tompkins DSS) 1) 1.) Responsible for all duties as outlined in the Lead Agency MOU/Charter. 2) 2.) Facilitate the HMIS portion of the NOFA Committee which consists of: a) The HMIS Subcommittee b) At least one representative from each participating agency c) Non-voting invitee representatives from potential participating agencies 3) 3.) Assure the fulfillment of the requirements of the HUD HMIS 4) 5.) Carry out budgeting and allocation of STEHP funds for HMISr 6.) Various responsibilities as detailed in the Exhibit A of each respective agency agreement, as specific budgeting and billing elements vary from agency to agency. Northern Creations Consulting Corporation 5) 1.) Coordinate with DSI in the maintenance of the ClientTrack software following implementation. 6) 2.) Coordinate as much as is reasonably possible with participating agencies on the implementation and maintenance of the HMIS system. 7) 3.) Provide initial training to staff at each participating agency. 8) 4.) Provide technical support and troubleshooting to participating agencies. 9) 5.) Maintain the Policies and Procedures Manual and give notification of any changes to the participating agencies per HMIS Committee and COC 6.) Responsible for AHAR, APR, HIC and PIT reports and monitoring of the participating agencies. B. Participating Agencies 1) 1.) Must sign an Agency Agreement with Tompkins before any customization, implementation, or training begins 2) 2.) Must submit a signed user agreement before obtaining access to ClientTrack (user name and password) for any agency staff 3) 3.) Must coordinate with the HMIS Subcommittee to produce a Privacy Policy for their agency governing the staff s use and treatment of client information. Each agency will be provided with a CHSTNY Privacy Policy template which they will then revise to comply with agency, state, and federal privacy guidelines. 4) 4.) Responsible for all duties as outlined in the respective Agency Agreement, the Privacy Policy, and this Policies and Procedures Manual Policies and Procedures Manual.doc 6

84 5) 5.) Responsible for ensuring that access to the ClientTrack system is monitored and regulated on a need-to-know basis 6) 6.) Must maintain a high-speed internet connection with which to connect to the HMIS system 7) 7.) Must designate a staff member to be the Participating Agency HMIS Subcommittee Representative 8) 8.) Responsible for leading their respective implementation with regard to: a) prioritizing pieces of the implementation b) making decisions regarding which staff will be trained c) evaluating existing paperwork, policies, and procedures and making changes as necessary to comply with the requirements of the HMIS guidelines and HMIS Administration Team recommendations 9) 9.) Responsible for monitoring and reporting system issues to the HMIS Lead for proper correction and reconciliation. 10) 11.) Responsible for all hardware maintenance and replacement subsequent to the initial implementation. 11) 12.) Required to allow System Administrator physical access to the HMIS hardware at all times. 12) Required to coordinate with the HMIS Administration Team to carry out the policies and procedures outlined in this document. Section 1.02 Agency and User Agreements A. Scope 1) All Agency and User agreements reference this Policies and Procedures Manual as the definitive source for standard operations within the HMIS system. 2) Whereas each agency agreement details specific terms between Tompkins DSS and each respective participating agency, this Policies and Procedures Manual lays out the broad framework for the organization and operation of the HMIS project 3) Agency Agreements, User Agreements, Service Contracts, and this Manual serve together to provide the framework for operating HMIS B. Requirements 1) In order for a participating agency to be granted access to the HMIS system, that agency will need to have a signed copy of the Agency Agreement on file with Tompkins DSS 2) In order for any user to be granted a username and password, and thusly given access to the HMIS system, that user will need to have a signed copy of the User Agreement on file with Tompkins DSS. Section 1.03 Personnel Roles and Responsibilities A. Coalition for the Homeless of the Southern Tier NY Inc. Strategic policy decisions A. ShelterNet Project Administrator Policies and Procedures Manual.doc 7

85 1) Works closely with the Systems Administrator to: a) determine the budget b) allocate resources c) make organizational decisions d) plan the implementation and maintenance of the system 2) Responsible for seeing that all grant-funding requirements are met and satisfied, including reporting B. ShelterNet Systems Administrator 1) The Systems Administrator shall not be an employee of any agency participating in the ShelterNet Project 2) Responsible for the database design, creation, and realization 3) Responsible for monitoring the security, privacy and data quality monitoring of the ShelterNet system. 4) Solely in charge of creating, modifying, deleting, and maintaining user names and passwords 5) Works in close conjunction with the Project Administrator to advise on all decisions concerning the project 6) Works with DSI to troubleshoot problems with the ClientTrack software, and implement upgrade releases 7) Responsible for creating reports and designing reporting mechanisms in conjunction with DSI C. Participating Agency Executive Director, Chief Executive, or Agency Administrator 1) Represents participating agency in collaboration and organization-level decisionmaking 2) Responsible for allocating resources of participating agency, as necessary for the HMIS project 3) Responsible for making operational decisions for the agency HMIS project 4) Responsible for all activity associated with agency staff access and use of the HMIS system 5) Responsible for notifying the ShelterNet Administration Team of any changes in the status of the ShelterNet Representative 6) Responsible for establishing business practices and controls that meet the criteria for access to the ShelterNet system as detailed in this manual 7) Agrees to allow access to the ShelterNet system based only upon need: only for those staff, volunteers, or designated personnel who work directly with (or supervise staff who work directly with) clients or have data entry responsibilities 8) Oversees the implementation of data security policies and standards 9) Oversees the implementation of the Privacy Policy associated with ShelterNet 10) Monitors compliance and periodically reviews control decisions 11) Assumes responsibility for integrity and protection of client-level data entered into the ShelterNet system and will be held liable for any misuse or abuse by staff 12) Policies and Procedures Manual.doc 8

86 D. Participating Agency HMIS Representative 1) Is designated by the participating agency s Executive Director 2) Serves as the main contact person between the HMIS Lead and the participating agency 3) Submits user agreements to the Systems Administrator, keeping copies on file at the participating agency 4) Responsible for communicating to the Systems Administrator all changes and corrections in the agency s information as listed in the HMIS system 5) Responsible for communicating to the Systems Administrator all changes and corrections in the status of users, including: E. Staff/User a) Termination of employment b) Extended leave of absence c) Vacation d) Promotion e) Demotion f) Transfer 1) Must have legitimate need to view and enter data into the HMIS system; will be given user names and passwords by the Systems Administrator 2) Must sign a user agreement and submit to Participating Agency HMIS Representative before gaining access to the system 3) Responsible for following the provisions of the User Agreement and this Policies and Procedures Manual 4) Responsible for entering the day-to-day information necessary to comply with the HMIS and participating agency guidelines 5) Must be aware of all data s sensitivity and take appropriate measures to prevent unauthorized disclosure 6) Responsible for protecting institutional information to which they have access and for reporting security violations 7) Accountable for their actions and for any actions undertaken with their usernames and passwords F. Staff Trainer 1) Will be trained by the ShelterNet Administration Team 2) Responsible for training new staff/users how to operate the HMIS System subsequent to the initial training carried out by the ShelterNet Administration Team Policies and Procedures Manual.doc 9

87 Section II. Implementation Policies and Procedures Manual Revision: 1.5 Prepared by: James Hulse Approval Date: 3/7/06 Revision Date: 9/14/15 Revised by: SAT Title: Implementation Section 2.01 Planning A. Agency Agreement 1) Participating agencies are required to meet with the ShelterNet Administration Team as often as is necessary to come to agreement over the terms of the agreement 2) No implementation will commence until an Agency Agreement has been drafted, finalized, and signed by Tompkins DSS and the participating agency B. Security 1) Each participating agency will undergo a security assessment by the Systems Administrator 2) The Systems Administrator will evaluate and identify impending security issues 3) Satisfactory terms will be agreed upon to address identified security issues and these terms will be included in the Agency Agreement C. Hardware 1) Participating agency will work with Tompkins DSS to determine what hardware, if any, will be needed for the HMIS implementation 2) Details of hardware procurement and installation will vary from agency to agency based on need, and will be specified in Appendix A of the Agency Agreement Section 3.01 Training A. Training 1) An assessment of individual user competency will be carried about by the ShelterNet Administration Team 2) Initial training will be provided as specified in the Training section of this Manual Policies and Procedures Manual.doc 10

88 Policies and Procedures Manual Revision: 1.5 Prepared by: James Hulse Approval Date: 3/7/06 Revision Date: 9/14/15 Revised by: SAT Title: Training B. Certification 3) No one will be granted a user name and password without undergoing training and certification by the ShelterNet Administration Team 4) When a lapse in usage of ClientTrack of more than 30 days occurs, the user may be required to undergo additional training before regaining access to the system. 5) Certification is granted by the ShelterNet Administration Team when they determine that a user has successfully completed all the necessary requirements to operate the HMIS system (See Training Curriculum) 6) Notice of certification and recertification will be placed in staff file when applicable C. Scheduling 1) Training is scheduled on an as-needed basis 2) The ShelterNet Administration Team will coordinate with each participating agency on training times and locations. Update trainings will be held when needed as SA and HMIS Committee deem necessary D. Training Curriculum 1) General computer understanding and awareness a) Software b) Hardware c) Operating Systems d) Internet Connections 2) General ClientTrack environment awareness a) Window panes and functions b) Navigation c) Menu explanations d) Button behaviors e) Procedural explanations f) Theoretical explanations for questions g) Given answer methodologies and explanations 3) Security issues awareness Policies and Procedures Manual.doc 11

89 a) Login and logout procedures b) Password security 4) Legal and Contractual Review a) Review of this Policies and Procedures Manual b) Review of the User Agreement c) Review of the Privacy Policy E. Ongoing Training 1) Ongoing training needs will be assessed as the project develops 2) This includes, but is not limited to: a) Additional Security Training b) User Level-Specific Training c) Report Writing Training Policies and Procedures Manual.doc 12

90 Section IV. Access and Security Policies and Procedures Manual Revision: 1.5 Prepared by: James Hulse Approval Date: 3/7/06 Revision Date: 9/14/15 Revised by: SAT Title: Access and Security Section 4.01 Physical Access 1) Participating agencies are required to coordinate with the ShelterNet Administration Team to ensure the physical security of all computers, terminals, and other modes of communication with the HMIS system. This could entail: a) Locked offices in which to keep the equipment b) Supervision over equipment if and when it is not in a locked, secure environment c) Locks or restraint devices to impede the movement of equipment from the installation location 2) Participating Agencies are required to coordinate with the ShelterNet Administration Team to ensure adequate measures are taken for physical security 3) All those granted access to an area or to data are responsible for their actions 4) Those granting another person access to an area, are responsible for that person s activities Section 4.02 Internet Access 1) No remote access to HMIS software is permitted from outside the Agency. 2) It is the responsibility of each participating agency to monitor and regulate the use of the internet by their staff 3) Every agency is strongly encouraged to formulate a computer and internet usage policy and contract for their staffs (examples can be requested from the ShelterNet Administration Team) 4) The ShelterNet Administration Team is not responsible for regulating user access to the internet 5) Neither the ShelterNet Administration Team nor Tompkins DSS is responsible for any damage that may occur to computers, terminals, or workstations due to abuse of the internet by any staff Section 4.03 ShelterNet and ClientTrack Access A. Location 1) The ClientTrack website will only allow access to locations whose IP addresses are permitted 2) The Systems Administrator is responsible for registering an IP address so that a location is granted access B. Personal Key Identifier (PKI) Security Certificate Policies and Procedures Manual.doc 13

91 1) High level security certificates must be installed on each computer in order for a computer, terminal, or workstation to be granted access to the ClientTrack database 2) These certificates are purchased and monitored by the Systems Administrator C. User Levels 1) User access level rights will be determined by the HMIS Representative and the Systems Administrator 2) Specific users level determinations will be made on a user-by-user basis by the HMIS Representative 3) Levels: a) Level I (Program Aide) i) Has the ability to view agency-approved client records within a specific program ii) Cannot create records b) Level II (Staff/User) i) Has all the abilities of Level I ii) Can create client records c) Level III (Agency program coordinators/directors) i) Has all the abilities of Level II ii) Has the ability to run reports d) Level IV (Agency ED/Program) i) Has all the abilities of Level III ii) Has the ability of viewing all records within an agency e) Level V (Systems Administrator) i) Has all the abilities of Level IV ii) Has access to all information of all agencies, programs, and users iii) Has all of the abilities as listed in the Systems Administrator description listed above (Section I 1.03 B) Section 4.04 ClientTrack User Names and Passwords A. Security 1) No one can access the ClientTrack software without a user name and password created and assigned by the Systems Administrator 2) User names and passwords are not assigned until a user agreement has been signed and the user has been trained and certified 3) Each user name and password is issued and assigned to one person and one person only 4) At no time should a user share a user name or password with another person, regardless of that person s role or position 5) Failure to abide by these stipulations can compromise the security of the HMIS system and is grounds for removal from the system by the Systems Administrator Policies and Procedures Manual.doc 14

92 6) Systems Administrator reserves the right to deny any user access to the system for the following reasons: a) Violation of any ShelterNet security policy as outlined in this Manual b) Violation of User Agreement B. User Names 1) User names are generally formatted FirstInitialLastName, but the Systems Administrator has final say in the format of any given user name 2) A user name will be terminated immediately upon notification from a HMIS Representative that a user is no longer employed 3) A user name will be temporarily disabled during periods where a user is to be absent for a period of 30 days, as reported by that user s HMIS Representative C. Passwords 1) Will be generated at random by the Systems Administrator using a password generator 2) Will contain eight characters 3) Will be alphanumeric, case-sensitive, and contain special characters 4) Users will not be able to change their passwords 5) The Systems Administrator should be contacted if, at any time, the security of a user name and password becomes breached 6) User names are locked out automatically following two unsuccessful login attempts 7) Passwords will be changed periodically D. Logging In and Logging Out 1) Users should never leave a workstation, computer, or terminal while they are logged in 2) Users should save their work and log out of the HMIS system if they leave their workstation, computer, or terminal, and log back in when they return 3) Failure to abide by these stipulations can compromise the security of the HMIS system and is grounds for removal from the system by the Systems Administrator Section 4.05 Virus Protection 1) Each participating agency is responsible for obtaining and maintaining sufficient virus protection as determined under the advisement of the Systems Administrator 2) Tompkins DSS and the ShelterNet Administration Team are not responsible for any damages that result from viruses, spyware, and malware Section 4.06 Access Auditing 1) The Systems Administrator will monitor data integrity and access integrity 2) Will monitor access logs to ensure unauthorized access is not taking place 3) The Systems Administrator will regularly review all available network and security logs including, but not limited to: Policies and Procedures Manual.doc 15

93 a) Transactions log b) Internet log c) Log of web server errors d) Firewall log tracking attempts at unauthorized access e) HMIS logs Section 4.07 Security Breaches A. Reporting and Investigation 1) Users and staff are obligated to report any breaches or potential breaches of security to the Systems Administrator 2) All potential violations of any security protocol will be investigated 3) Any user found to be in violation of security protocols will be sanctioned according to the severity of the violation 4) Any agency that is found to have consistently and/or flagrantly violated security protocols may have their access privileges suspended or revoked B. Resolution 1) The participating agency Executive Director and/or HMIS Representative will be consulted on all investigations by the ShelterNet Administration Team 2) Sanctions may include but are not limited to a) a formal letter of reprimand b) suspension of system privileges c) revocation of system privileges d) criminal prosecution C. Client Notification 1) At the time of this document s approval, client notification requirements and procedures are still being debated on the legislative level 2) Any breaches of client security shall be dealt with on a case-by-case basis until a more conclusive determination is made on the legal boundaries and ramifications of the Breach Notification Laws, at which time, this section will be amended Policies and Procedures Manual.doc 16

94 SECTION V. Technical Support and System Availability Policies and Procedures Manual Revision:1.5 Prepared by: James Hulse Approval Date: 3/7/06 Revision Date: 9/14/15 Revised by: SAT Title: Technical Support and System Availability Section 5.01 Technical Support A. Reporting Tree 1) The operational sequence of reporting is as follows: a) User/Staff Member b) Super User c) Participating Agency HMIS Representative d) Systems Administrator e) DSI 2) All staff are to report only to those directly ahead of them on reporting tree, such that: a) No staff member should contact DSI for technical support b) Regular Users/Staff Members should not contact the Systems Administrator directly c) Only HMIS Representatives or designated Super Users should contact the Systems Administrator d) Regular Users/Staff Members should report all concerns to the on-duty Super User or the HMIS Representative 3) The HMIS Representative or Super User will address all problems as they are able to and determine if a concern is beyond their capacity to remedy 4) If a concern is beyond their capacity to remedy, then they will contact the Systems Administrator for additional assistance 5) All concerns and attempted remedies and their results should be reported to the Systems Administrator as soon as is practical, such that major concerns are reported as they occur and minor concerns are reported as part of the routine communication process (Put another way, emergencies should be reported immediately, regardless of the time, and small problems should be reported during normal daytime business hours) 6) Major concerns: a) Consistent errors that defy current understanding of the normal operation of the system b) A breach of security c) The dismissal or departure of a user 7) Minor concerns: Policies and Procedures Manual.doc 17

95 a) Internet connectivity is down b) Inability of staff to use a particular terminal, computer, or workstation when another means of connecting to the ClientTrack database is available c) HMIS connectivity is down and procedures for using paper forms are in place B. Procedures for Service Request 1) Super User or HMIS Representative is made aware of a concern, either by report from staff or from experience 2) Super User or HMIS Representative will call or Systems Administrator and explain the circumstances of the concern 3) If an official request for service is required, Super User or HMIS Representative will go to the HMIS website and fill out an online Official Request form 4) Systems Administrator will coordinate with the staff to address the concern until it has been remedied 5) Systems Administrator will contact DSI as needed for further assistance in clearing up any concerns Section 5.02 Troubleshooting Procedure A. Computer or Terminal is not operational 1) Make sure all cords are tightly plugged in and power outlets are working correctly 2) Reboot computer, if possible B. Internet is not operational 1) Reboot the network switch, hub, or router as applicable 2) Reboot computer or terminal 3) Inquire with Internet Service Provider to inquire about possibility of distribution system issues C. ClientTrack is not responding 1) Make sure internet service is responding 2) Verify the address is 3) Double check that the address begins There MUST be an s after http Section 5.03System Availability A. Uptime 1) DSI guarantees that ClientTrack.net is available 24 hours a day, 365 days a year, except during Downtime (see below) 2) Any regularly scheduled maintenance will take place between 2:00 AM and 4:00 AM Mountain Standard Time, Monday through Friday and may render the system unusable B. Downtime Policies and Procedures Manual.doc 18

96 1) A Unit of Downtime is defined by the DSI agreement as one period of at least 15 minutes during which the Software is unavailable because of problems with or the unscheduled maintenance of our hardware or system software. 2) Downtime does not include: a) problems caused by factors outside of DSI s reasonable control b) problems resulting from any actions or inactions by Tompkins DSS, participating agency, or any third party c) problems resulting from Tompkins DSS equipment, participating agency s equipment, and/or third party s equipment not within DSI s sole control d) network unavailability during scheduled maintenance of our network and/or servers 3) Downtime is guaranteed by DSI not to exceed four (4) Units during any calendar month Section 5.04 Downtime Procedures A. Planned Interruptions of Service 1) Participating agencies will be notified of planned interruption a minimum of 24 hours in advance, or as soon as possible 2) Participating agencies will be given specific instructions to accommodate interruption 3) Participating agencies will be informed when service has been restored B. Unplanned Interruptions of Service 1) Participating agencies are to have procedures in place in case of unplanned interruption of service 2) Paper forms will be on hand and are to be used on a contingency basis only 3) Participating agencies are to enter data into the HMIS system within 24 hours of the restoration of the system Section 5.05 Backups 1) Backups are carried out by DSI 2) The Systems Administrator works with DSI to implement backup restoration when necessary Section 5.06 Contingency Plan A. Systems Administrator 1) FRS has created a contingency plan to be carried out in case the Systems Administrator becomes unavailable 2) DSI will be contacted to carry out the functions of the Systems Administrator 3) Further details are listed in the HMIS Contingency Plan, and are available from FRS B. ClientTrack Policies and Procedures Manual.doc 19

97 1) In the event that ClientTrack goes out of business or is bought out by another company, FRS has the right to claim a copy of the software 2) FRS will have the ability to run the software and maintain operation of the HMIS System 3) Further details are listed in the HMIS Contingency Plan, and are available from FRS Policies and Procedures Manual.doc 20

98 Section VI. Data Standards Policies and Procedures Manual Revision: 1.5 Prepared by: James Hulse Approval Date: 3/7/06 Revision Date: 9/14/15 Revised by: SAT Title: Data Standards Section 6.1 Data Collection A. Client Interaction 1) All client information is to be treated with the utmost confidentiality in accordance with the User Agreement 2) Participating agencies are required to develop oral and/or written explanations that will be given to clients to inform them about the HMIS system B. Privacy and Confidentiality 1) Participating Agencies will coordinate with the ShelterNet Administration Team on the completion of an agency-specific Privacy Policy 2) Users are required to adhere to the same strict standards of confidentiality and information security as are required for paper systems, as is mandated by federal law, state law, and relevant governing bodies (i.e. HUD, OASAS, HIPPA, etc.) 3) Each participating agency is responsible for determining which standards are applicable to them, keeping in mind that the strictest requirement is to be followed 4) Participating agencies are required to post a copy of the Privacy Policy Posting at every intake location 5) Participating agencies are required to have copies of the Privacy Policy available on request and on their website C. Client Consent to Participate in HMIS 1) Users will follow the Privacy Policy established by their respective participating agency 2) HUD requirements state that consent can be inferred simply by the client s attendance and request for service 3) HUD requirements state that other, more strict regulations take precedence (i.e. HIPPA, OASAS, etc.) 4) Clients can refuse to allow identifying information to be entered into in the HMIS project, unless the information being collected is mandatory for admittance to a particular program D. Data Integrity 1) Data integrity is the maintenance and control over uniformity in data collection, recording, and handling within and between agencies so that data is uniform and clean 2) Data integrity controls must encompass both manual and electronic processing 3) Errors, duplications, omissions and intentional alterations should be discovered and investigated 4) Many data integrity controls will reside within the application or system Policies and Procedures Manual.doc 21

99 5) The System Administrator is responsible for monitoring data integrity and will address agency specific issues with data integrity E. Methods of ensuring data integrity 1) The system will enforce referential integrity rules and restraints 2) Only authorized personnel are permitted access to authorized records 3) Only the Systems Administrator has access to the back-end of the system 4) The Systems Administrator will not change data in the back-end of the system, unless: a) Such action is necessary for the process of unduplication or removal of redundant data b) Data is corrupted c) Data is erroneous Section 6.02 Data Release Protocols and Reporting A. Data Ownership 1) Each participating agency owns their respective data, that is, data entered by one of their employees 2) No participating agency has the ability to see any data of any other participating agency ONLY CITY OF BINHAMTON Shares at this time between subgrantees B. Systems Administrator 1) Has the exclusive right to access data from any agency for the purpose of unduplication and reporting aggregate statistics from the HMIS system and no other individual, including any Tompkins DSS personnel, will have access to the entire database 2) The Systems Administrator has signed a strict confidentiality agreement and is under extremely stringent guidelines concerning data security, confidentiality, and privacy 3) A copy of the System Administrator s confidentiality agreement is available on request C. Unduplication Procedure 1) The Systems Administrator will carry out unduplication procedures, referencing six unique identifiers as collected in the HMIS System Works with Agencies to deduplicate 2) Participating agencies can inquire to the Systems Administrator for more specific details regarding the de-duplication procedure Section 6.03 Release of data principals (Participating Agency) 1) Only de-identified aggregate data will be released 2) Program specific information will not be released without the written consent of the participating agency Executive Director Policies and Procedures Manual.doc 22

100 3) There will be full access to de-identified, aggregate data for all participating agencies 4) Aggregate data will be available in the form of an aggregate report or as a raw data set 5) Aggregate data may be made directly available to the public in the future 6) Parameters of the aggregate data, that is, where the data comes from, what it includes and what it does not include will be presented with each report 7) Any request for client-identified data from any person, agency, or organization other than the owner will be reviewed by the ShelterNet Administration Team with the ultimate decision controlled by the participating agency or agencies from which the data would be drawn Section 6.04 Data Sharing 1) No data will be shared between agencies at this time 2) Is under review to share data by HMIS Committee Section 6.05 Right to deny access A. Aggregate data 1) The Systems Administrator has the right to deny requests for data except those guaranteed under the agency agreements 2) Contractual responsibilities are stated in the Systems Administrator Agreement with FRS 3) Restrictions are placed on the release of data in the HUD-released data standards documentation B. Client-Identified data 1) Any and all requests for client-identified data, without client s explicit consent and release as indicated in a signed document, must be submitted to the Systems Administrator, including court-ordered subpoenas 2) Under normal circumstances, the Systems Administrator will not release clientidentified data 3) Only under the following circumstances will the Systems Administrator release client-identified data: a) Where a participating agency has consented in writing to such disclosure b) To the extent required by law c) By the request or requirement of any judicial, legislative, administrative, or other governmental body 4) Before any data has been released: Policies and Procedures Manual.doc 23

101 a) The Systems Administrator will first have given prompt notice to the participating agency of any possible or prospective order (or proceeding pursuant to which any order may result) b) The participating agency will have been afforded a reasonable opportunity to prevent or limit any disclosure Section 6.06 Legacy Data 1) No participating agency has the right or ability to enter legacy (i.e. existing, pre- HMIS) data 2) All data entered into the system must be taken in after the go-live date of that particular participating agency unless approved by SA,HMIS committee and COC Section 6.07 Data Disposal 1) Data Disposal procedures will be determined by requirements set forth by participating agency s governing bodies 2) Disposal of electronic data will be carried about by the Systems Administrator with the assistance of DSI Section 6.08 Agency Policies Restricting Access to Data 1) The Participating Agencies must establish internal access to data protocols a) These policies should include who has access, for what purpose, and how they can transmit this information b) Issues to be addressed include storage, transmission and disposal of these data 2) Identify which staff has access to the client paper records and for what purpose 3) Staff should only have access to records of clients which they directly work with or for data entry purposes 4) Identify how and where client paper records are stored 5) Develop policy regarding length of storage and disposal procedure of paper records 6) Develop policy on disclosure of information contained in client paper records Section 6.09 Data Hard Copies A. Printed Data 1) Printed versions of data held in the HMIS System should not be removed from the participating agency s premises, unless explicitly consented to and released by the client 2) Printed versions of confidential data should not be copied or left unattended and open to unauthorized access 3) Printed versions of data should be destroyed once their use has been exhausted B. Media Containing Data 1) No data should be stored or transported on external media such as floppy disks, USB flash drives, or CDs Policies and Procedures Manual.doc 24

102 2) Hardware containing data should not be removed from the premises of the participating agency Section 6.10 HUD Standards 1) The ShelterNet Administration Team will monitor releases by HUD for changes in the operational or data standards 2) The ShelterNet Administration Team will coordinate with participating agencies to maintain compliance with the changing standards Policies and Procedures Manual.doc 25

103 Section VII.Revision History A. Version 0.1 1) Initial draft 2) Written by Justin Hoch 3) June 2005 December ) References: B. Version 0.2 a) Jacksonville Information Network (JIN) Standard Operating Procedures b) Ohio Balance of State HMIS (OBOSHMIS) Policies and Procedures Manual c) Connection, Service and Partnership through Technology (CSPTech) Project Policies and Procedures d) Spokane HMIS Policies and Procedures Manual e) Wisconsin ServicePoint Standard Operating Procedures f) Chicago Enterprise Case Management HMIS (ECM-HMIS) Standard Operating Procedures g) Lake County HMIS Policies and Procedures Manual h) National HMIS Conference: Developing and Maintaining Policies and Procedures Handouts #1 & #2 1) First edit 2) December ) Worked on by Justin Hoch, Jim Hulse, and Michele Napolitano C. Version 0.3 1) Mary Diegert s recommendations incorporated into draft 2) December 2005 and January - February ) Worked on by Justin Hoch, Jim Hulse, Michele Napolitano, and Mary Diegert D. Version 0.4 1) Participating Agencies first look 2) February ) Worked on by Justin Hoch, Michele Napolitano, Jim Hulse, and representatives of the Participating Agencies E. Version 1.0 1) Approved and finalized Manual 2) March 2006 F. Version ) Approved by HMIS Committee 2.) September 2015 Policies and Procedures Manual.doc 26

104 Appendix A. Glossary 1) Homeless a) An individual who lacks a fixed, regular, and adequate nighttime residence; b) An individual whose primary nighttime residence is: i) a supervised, publicly- or privately-operated shelter designed to provide temporary living accommodations (including welfare hotels, congregate shelters, and transitional housing for the mentally ill) ii) an institution that provides a temporary residence for individuals intended to be institutionalized iii) a public or private place not designed for, or ordinarily used as, a regular sleeping accommodation for human beings. c) Those who are imprisoned or otherwise detained pursuant to an Act of the Congress or a State law are NOT considered homeless. d) Definition taken from {42 USC Sec } or {Title 42, Chapter 119, Subchapter 1, Section 11302} 2) Chronic Homelessness a) The condition of homelessness where an unaccompanied individual: i) Has experienced continuous homelessness for a year or more, or ii) Has experienced at least four episodes of homelessness during the previous three years; and iii) Has a disabling condition b) Definition taken from the Notice of Funding Availability for the Collaborative Initiative to Help End Chronic Homelessness/Federal Register, Vol. 68, No. 17/Monday, January 27, 2003, This definition is shared by the U.S. Department of Housing and Urban Development, the U.S. Department of Health and Human Services, the U.S. Interagency Council on Homelessness, and the U.S. Department of Veterans Affairs 3) Disabling Condition a) A disability as defined in the Section 223 of the SS Act b) A physical, mental, or emotional impairment which as i) Expected to be of long-continued and definite duration ii) Substantially impedes an individual s ability to live independently and iii) Of such a nature that such ability could be improved by more suitable housing conditions c) A developmental disability as defined in section 102 of the Developmental Disabilities Assistance and Bill of Rights Act d) The disease of acquired immunodeficiency syndrome or any conditions arising from the etiological agency for aids e) A diagnosable substance abuse disorder Policies and Procedures Manual.doc 27

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107 Order of Priority for Housing Homeless Individuals and Families Ithaca/Tompkins County Continuum of Care November 3, 2015 In accordance with HUD notice CDP , issued 7/28/14, the Ithaca/Tompkins County Continuum of Care (CoC) hereby establishes the following order of priority for utilization of the inventory of CoC Program-funded Permanent Supportive Housing. Designated or Prioritized for Chronically Homeless: 1. Chronically homeless families with children with the longest history of homelessness and with the most severe service needs/vulnerabilities*. 2. Chronically homeless families with children with the longest history of homelessness 3. Chronically homeless families with children with the most severe service needs 4. All other chronically families with children 5. Chronically homeless individuals/families without children with the longest history of homelessness and with the most severe service needs/vulnerabilities*. 6. Chronically homeless individuals/families without children with the longest history of homelessness 7. Chronically homeless individuals/families without children with the most severe service needs 8. All other Chronically homeless individuals/families without children Not dedicated or prioritized for chronically homeless: 1. Homeless families with children where a household member has a disability with the most severe service needs 2. Homeless families with children where a household member has a disability with a long period of continuous or episodic homelessness 3. Homeless families with children where a household member has a disability coming from places not meant for human habitation, safe havens or emergency shelter 4. Homeless families with children where a household member has a disability coming from transitional housing 5. Homeless individuals/families without children where a household member has a disability with the most severe service needs 6. Homeless individuals/families without children where a household member has a disability with a long period of continuous or episodic homelessness 7. Homeless individuals/families without children where a household member has a disability coming from places not meant for human habitation, safe havens or emergency shelter 8. Homeless individuals/families without children where a household member has a disability coming from transitional housing *Service Needs/Vulnerabilities: Low or no income Veteran Current/past substance abuse Criminal record Victim of domestic violence Lesbian, Gay, Bisexual, transgender, questioning (LGBTQ) status Resistance to receiving services Significant health or behavioral health challenges or functional impairments 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 1

108 Coming from the streets or other unsheltered situations, particularly youth and children Vulnerability to illness or death HUD definition of chronically homeless : Vulnerability to victimization, including physical assault, trafficking or sex work 2