Homeless Certification Training. January 2010
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1 Homeless Certification Training January 2010
2 Topics to cover: New Data Standards Field Changes Homeless Certification How certification operates for each type of housing How certification moves between programs New Rules Governing Homeless Certificate Issuance New Homeless Certificate Questions will be answered at the end of each topic
3 New Data Standards Field Changes Changes in Data Elements mandated by HUD Homeless Management Information System (HMIS) Data Standards Revised Notice November New APR is coming new data will be required Programs already using New Data Standards: - FSPP Shelter Programs - HPRP Prevention - FSP RRH Programs - HPRP RRH
4 Client doesn t know Client refused to answer These two HUD-mandated responses are now used throughout the various fields in VESTA Worker doesn t know is not an option you must ask the question We have these options, but if you are engaged with the client, you should be able to generate a better answer than Client doesn t know
5 GENDER Found in Basic Client Info New selections include: Transgendered male to female Transgendered female to male Other Client does not know gender Client refused to disclose gender
6 Prior Living Situation Found in Intake Wizard
7 Prior Living Situation New selections include: 1. Room, apartment, or house that you rent replaced by: Rental by client, no housing subsidy Rental by client, VASH housing subsidy Rental by client, with other (non-vash) housing subsidy 2. Apartment or house that you own replaced by: Owned by client, no housing subsidy Owned by client, with housing subsidy VASH stands for Veterans Affairs Supportive Housing
8 Drug Abuse & Alcohol Abuse Found in Special Needs Formerly two check boxes, now combined as Substance abuse with dropdown lists.
9 Long Term / Impairs Independent Living Found in Special Needs Formerly two check boxes, now combined for both Substance abuse and Mental illness.
10 Definition of Long Term / Impairs Independent Living Must meet all three of the following: (a) expected to be of long-continued and indefinite duration AND (b) substantially impedes an individual s ability to live independently AND (c) of such a nature that such ability could be improved by more suitable housing conditions
11 Has been receiving Services / Treatment for Substance Abuse Found in Special Needs New Field Four responses are: Yes No Client does not know Client refused to answer
12 Has been receiving services / treatment for Asked once you have checked if a client has a special need of Substance Abuse, Developmental Disability, Mental Illness, Physical Disability, HIV / AIDS, or Chronic Health Condition At intake, has client been receiving services or treatment for? At exit, has client been receiving services for substance abuse, regardless if the services were provided by your program?
13 Chronic Health Condition Found in Special Needs New field with dependent drop down fields Four responses include: Yes No Client does not know Client refused to answer For the purposes of this Notice, a chronic health condition means a diagnosed condition that is more than three months in duration and is either not curable or has residual effects that limit daily living and require adaptation in function or special assistance. Examples of chronic health conditions include, but are not limited to, heart disease (including coronary heart disease, angina, heart attack and any other kind of heart condition or disease); severe asthma; diabetes; arthritis-related conditions (including arthritis, rheumatoid arthritis, gout, lupus, or fibromyalgia); adult onset cognitive impairments (including traumatic brain injury, posttraumatic distress syndrome, dementia, and other cognitive related conditions); severe headache/migraine; cancer; chronic bronchitis; liver condition; stroke; or emphysema.
14 Chronic Health Pick the health condition that most impairs the client. If the condition listed by the client is not in this list, choose other.
15 Exit Destinations Found in Exit Wizard Many changes have been made see handout The Exit Destination Helper has been updated to reflect these changes
16 What is the Exit Destination Helper Designed to more easily, and more correctly, enter where your client goes when leaving your program Search for program name, e.g. Goodwill, or for description, e.g. family Search for housing type - Permanent - Institutional - Transitional - Other
17 Exit Destination Helper Click here to open Exit Destination Helper
18 Click on the USE THIS button when you see the exit destination desired
19 Any Questions? Now is a great time to ask!
20 Homelessness Certification
21 Basic principles of homeless certification 1. Persons who are certified homeless meet the McKinney-Vento definition of homelessness Living on the streets or other places not meant for human habitation Living in an emergency shelter Living in a transitional housing facility McKinney-Vento Homeless Assistance Act 1986
22 Basic principles of homeless certification 2. Once certified, a homeless individual or family is eligible to receive services within the Continuum of Care 3. The certification process does not circumvent HUD rules of eligibility, but rather allows for consistent implementation of the rules throughout the CoC
23 There are 5 types of programs that work with homeless certification: Outreach Programs Emergency Shelters High Volume ES Transitional Housing Programs Permanent Supportive Housing Programs
24 Intake & Exit Certifications work based on an intake into a program and exit from a program In order for a program to receive HUD funding for a client taken into their program, that client must be homeless upon intake according to the McKinney-Vento Act When you exit a client, that person no longer receives funding through your program This is consistent throughout the CoC
25 Another way to look at it = HOMELESS CERTIFICATION Giving the client a bed for the night equals homeless certification or all certificates are valid as long as the client sleeps in the bed provided
26 Certifications move between programs Once generated, a certificate can move from one program to another Certification automatically moves in one direction Outreach to ES or Drop Inn to TH to PSH You can skip a component Outreach to TH is ok.
27 For example: An emergency shelter intakes a client and generates the homeless certification then A transitional housing program accepts the client and issues the homeless certification based on the previous intake
28 Two exceptions Outreach programs do not have a bed to give out. They certify a person homeless that they meet on the street or place not meant for human habitation. Drop Inn Center Men s Dorm these clients come and go and receive a bed to sleep in for the night, but do not necessarily sleep in the same bed every night.
29 New Rules Governing Homeless Certificate Issuance New Homeless Cert rules follow current HUD guidance Using HMIS to verify eligibility requires following those guidelines HMIS Advisory Committee review of VESTA certification rules
30 We will look at the rules as they relate to the 5 types of programs that work with homeless certification: Outreach Programs Emergency Shelters High Volume ES Transitional Housing Programs Permanent Supportive Housing Programs
31 Outreach Programs Before February 1, 2010 Outreach workers enter individuals on the streets as soon as they encounter them with as much information as they have to generate a homeless certificate. Information is updated as they engage with the client. Certification lasts 3 months from initial contact and may be renewed by the Outreach worker. February 1, 2010 and thereafter SAME AS BEFORE PATH team will have the ability to not certify. Other outreach programs will auto-certify upon intake into VESTA. All certifications will be valid for 90 days and can be renewed
32 Emergency Shelters Before February 1, 2010 An intake into an Emergency Shelter automatically generates homeless certification. Certification is valid from intake to exit. February 1, 2010 and thereafter This does not change as long as they are in the shelter bed they have a homeless certificate. Certification is valid from intake to exit.
33 High Volume Emergency Shelter Before February 1, 2010 A bed night at the Drop Inn shelter automatically generates a homeless certificate. Drop Inn Clients use a scan card to document each bed night. February 1, 2010 and thereafter A bed night will still automatically generate a homeless certificate. Scan cards will still be used.
34 High Volume Emergency Shelter Before February 1, 2010 Certification is valid for 30 days from the client s last bed night at the shelter. February 1, 2010 and thereafter Consistent with all the other shelters - as long as they are in a bed they have a certificate. A bed night = a homeless cert. Certification ends when they are no longer sleeping at Drop.
35 Transitional Housing Before February 1, 2010 An intake into a Transitional Housing program automatically generates a homeless certificate if the client had an existing certification from an Outreach or Emergency Shelter program at the time they entered the program. February 1, 2010 and thereafter TH programs will still autocertify if the client has an existing certification from an outreach or emergency shelter.
36 A huge improvement here!!! Before February 1, 2010 HUD did not recognize any time as allowable between exit from outreach / shelter to housing February 1, 2010 and thereafter The Partnership Center worked with HUD to understand that at times there are housing delays You now have a 14 day window from the day a client exits an Outreach or ES program where they still may be eligible for your Transitional Housing Program.
37 14 Day window of eligibility
38 For example: An emergency shelter intakes a client and generates the homeless certification then A transitional housing program accepts the client and issues the homeless certification based on the previous intake
39 Homeless Certification from ES to TH 1 2 Bed night Bed night If client stays one night on February 2 nd at the Drop Inn Center, his certificate expires on the 3rd Client is eligible for intake by the 17 th in order to have certification move from ES to TH 28
40 Transitional Housing Before February 1, 2010 Certification is valid from the date of intake into the Transitional Housing program and expires on the date of exit. February 1, 2010 and thereafter Certification is still valid from date of intake until date of exit.
41 Transitional Housing Before February 1, 2010 For clients who do not have existing certificates, VESTA permits the worker to document how the client meets the eligibility criteria and generates a homeless certification based on this data.
42 Transitional Housing Persons being evicted TH programs may serve people who have a court-ordered eviction notice dated within the week before intake. In the case of a family member evicting a potential client, a statement should be signed and dated by the family member
43 Transitional Housing Persons coming from an institution after a short-term stay If a person was homeless in one of the following three conditions: a place not meant for human habitation such as cars; an emergency shelter; in Transitional housing (TH) for homeless persons where the person had originally come from the streets or emergency shelter, immediately prior to entering a publicly funded institution (including jails, mental health and hospital facilities) in which the person has been a resident for 90 days or less he/she qualifies as coming from one of these three categories and maintains their homeless status You must have documentation of prior homelessness in the person s file
44 Transitional Housing Persons fleeing domestic violence Person provides written documentation that he/she is fleeing a domestic violence situation If a person is unable to prepare verification, the intake worker may prepare a written statement about the person s previous living situation for the participant to sign and date
45 Permanent Supportive Housing Before February 1, 2010 An intake into a Permanent Supportive Housing program automatically generates a homeless certification if the client had an existing certification from an Outreach, ES, or TH program at the time they entered the program. February 1, 2010 and thereafter This does not change
46 Permanent Supportive Housing PSH certification does not move and is issued for supportive services only You cannot move certification backwards PSH certification not acceptable as eligibility for a TH program.
47 Permanent Supportive Housing Before February 1, 2010 Certification is valid from the date of intake into the Permanent Housing program and expires two years from that day February 1, 2010 and thereafter Certification is valid from date of intake to date of exit
48 14 Day window of eligibility
49 Permanent Supportive Housing Before February 1, 2010 For clients who do not have existing certificates, workers could document how the client met the eligibility criteria and generated a homeless certification based on this data. February 1, 2010 and thereafter Permanent Housing programs are no longer able to certify homelessness without a valid homeless certificate from an Outreach, Emergency Shelter, or Transitional Housing program. This includes those being evicted and persons coming from an institution, and fleeing domestic violence.
50 Any Questions? Now is a great time to ask!
51 New Homeless Certificate The new homeless certificate is set up so that it can be easily read and understood by a number of people, including CoC agencies, clients, and landlords. Some elements from the old certificate were kept and many new elements added.
52 New Homeless Certificate Out with the old in with the new!
53 Full name and VESTA ID will be listed on the Certificate. NEW TO THE CERTIFICATE: A VESTA automated number will be generated for each certificate created. This number will have to be entered upon intake to a transitional housing or permanent supportive housing program if VESTA does not auto-certify the person.
54 Certification Code Certification code will be a combination of letters and numbers 3 to 7 characters in length at this time Certification code allows you to confirm the validity of a homeless certificate If person did not consent If person is coming from the YWCA If you cannot find the person in VESTA because the person was entered into VESTA with wrong SSN, date of birth, or spelling of his name
55 Certification Code entered on Search for Client page
56 Certification Code to be entered in Intake Wizard if VESTA cannot autocertify Enter Yes if you have the Certification Code and then correctly answer all the drop down fields
57 Certificate will work for individuals or families. Certificate will show number of persons in household, which may change as an agency works with a client.
58 Printing the dates of intake and exit of the program allows client and agency to see quickly if the client is still participating in a CoC program If the printed cert says no after Certification active at the time of this printing, you cannot take the client into your program Certificate will show number of persons in household at the time the certificate was printed Program type generating the certificate allows you to see if you can accept it for your program
59 For most programs certificate is valid from intake date to exit date For Drop Inn Center Men s Dorm, certificate is valid from bed night to day after last bed night
60 These rules have been covered earlier in this presentation.
61 This does not say that a client is eligible for services, but that he may be eligible. The client must check with the case manager that issued the certificate.
62 Any Questions? Now is a great time to ask!
63 Do not forget that all 2009 data is to be locked on February 1 Point-in-time count takes place January 26 and all data is to be collected February 12
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