Resources

Coordinated Entry Toolkit: Core Elements

Toolkits  |  May 4, 2017

Per the U.S Department of Housing and Urban Development’s (HUD) Continuum of Care (CoC) Program interim rule, each CoC is required to implement a coordinated entry system that covers the geographic area of their CoC. The purpose of this toolkit is to provide CoCs with a wide array of examples of coordinated entry documents, tools, and products that have been created by communities from across the country. These community-developed documents are compiled to reflect the various stages of coordinated entry implementation, design, and management approaches. Not all documents will be applicable to every CoC.

These community-developed documents are compiled to reflect the various stages of coordinated entry implementation, design, and management approaches. Not all documents will be applicable to every CoC. Please keep in mind that these are community developed resources, and are not official HUD guidance or resources and have not been vetted by the National Alliance to End Homelessness Center for Capacity Building to assure consistency with HUD’s Coordinated Entry Notice. 

TOOLKIT:

This section of the toolkit provides sample documents on the following topics:  Access, Assessment, Prioritization, and Referral.  Within each topic of this section of the toolkit, communities will share assessment forms, maps and flow charts of their access processes, local prioritization policies, memorandums of understanding (MOUs) to facilitate the referral process, and links to HUD resources on these topics, such as the HUD Prioritization Notice for Persons Experiencing Chronic Homelessness.

These sample resources are organized by each chapter topic in HUD’s Coordinated Entry Guidebook, and present examples from large, urban communities, as well as suburban and rural CoCs. This Coordinated Entry Resources Toolkit should provide you with ideas and examples from peers that can help bolster your local coordinated entry planning and operations.

Access

Prezi: Southern Nevada Coordinated Intake
Las Vegas, NV, June 2016

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

Coordinated Assessment Information Sheet
ECHO Austin, December 2015

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

Connecticut Coordinated Access Networks One Pager
CT Coalition to End Homelessness

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

Community Resource Map
Los Angeles, CA

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

Shelter and Diversion Screening Form
Columbus, OH

The purpose of this tool is to provide persons who are literally homeless with a path to shelter; to refer to facilities that are a more appropriate option than shelter; to make appropriate referrals to support services; to divert if possible.

CES Process Flow
Los Angeles, CA

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

CES One Sheet
Los Angeles, CA

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

Affirmative Fair Housing Marketing Plan (AFHMP)-Multifamily Housing
HUD, February 2015

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

Checklist for Incorporating Domestic Violence Providers into a Coordinated Assessment Process
The Alliance, September 2012

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

Coordinated Entry Flowchart
Ann Arbor, MI

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

Fact Sheet: Affirmative Fair Housing Marketing Plan
Fair Housing Center of West Michigan

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

Coordinated Entry System Poster
IMPACT Inc., April 2015

This poster is intended to help advertise the availability of resources through the Milwaukee CoC’s coordinated entry system.  A separate poster was created for two potential target populations (single men and families).

Vets@Home Crisis Response Toolkit
HUD, October 2015

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

PHA Guidebook to Ending Homelessness
U.S. Interagency Council on Homelessness

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

Coordinated Access Operations Manual
The Way Home Houston/Harris County, September 2015

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

Street Guide
Houston, October 2016

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

Assessment

VA CES Survey Packet
Los Angeles, CA

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

Job Descriptions of Assessors and Housing Navigators
Washington, DC

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

Authorization to use or Disclose Protected Health Information Form
Washington, DC, November 2016

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

Assessment packet
Washington, DC, November 2016

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

Client Messaging
Washington, DC, November 2016

These two documents instruct how to explain the benefits of participating in Washington D.C.’s coordinated entry system.

DESC Intro to Vulnerability Assessment Tool
Seattle, WA, June 2015

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

Coordinated Assessment: Understanding Assessment Tools
The Alliance, November 2013

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

Screening for Housing First
Canadian Observatory on Homelessness; Mental Health Commission of Canada, January 2015

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

Assessment Tools for Allocating Homeless Assistance: State of Evidence
HUD Office of Policy Development and Research, February 2015

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

Montgomery County Assessment Tool
Dayton, OH, January 2015

This assessment tool is the Front Door Intake that is completed by providers participating in the Dayton, OH coordinated entry system.  Results from the assessment are scored and used to inform client placements.

Tip Sheet Documentation of Unsheltered Homelessness
Dallas, TX

This one-page tip sheet provides detail on how to properly document unsheltered homelessness.

Prioritization

HUD Notice on the Prioritization of Persons Experiencing Chronic Homelessness
HUD, July 2014

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

Introduction to Coordinated Entry
HUD, February 2015

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

Frequently Asked Questions on HUD’s Notice on Prioritization
HUD, July 2014

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

Unified Supportive Housing System, Vulnerability Assessment
Columbus, OH

This Columbus CoC assessment tool is used to identify the vulnerability level of persons being assessed for coordinated entry.

Chronic Severity of Need Index
Dayton, OH, June 2015

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

DOPS Prioritization Matrix MDHA
Dallas, TX, July 2016

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

MDHA DOPS Form
Dallas, TX

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

Referral

Master List Template and Benchmark Generation Tool
HUD

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

PSH Common Application
Charlotte, NC

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

Unified Supportive Housing Vacancy Management and Lease Up
Columbus, OH

The Columbus CoC developed these policies and procedures document outlines the processes for managing the local vacancy and lease up system.

MOU between CoC Coordinated Entry System and providers
Milwaukee, WI, January 2016

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

The Assessment and Referral Processes: Coordinated Assessment Checklist Addendum
The Alliance, January 2013

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

Coordinated Entry and Assessment Policy
Snohomish County, WA Department of Human Services, September 2015

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

Vets@Home Connect to Permanent Housing Toolkit
HUD, October 2015

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

Learn More about HUD’s Coordinated Entry Requirements

Read HUD’s Coordinated Entry Guidebook

Ask HUD a Question about Coordinated Entry

Submit a question HUD

This section of the toolkit provides sample documents on the following topics:  Access, Assessment, Prioritization, and Referral.  Within each topic of this section of the toolkit, communities will share assessment forms, maps and flow charts of their access processes, local prioritization policies, memorandums of understanding (MOUs) to facilitate the referral process, and links to HUD resources on these topics, such as the HUD Prioritization Notice for Persons Experiencing Chronic Homelessness.

These sample resources are organized by each chapter topic in HUD’s Coordinated Entry Guidebook, and present examples from large, urban communities, as well as suburban and rural CoCs. This Coordinated Entry Resources Toolkit should provide you with ideas and examples from peers that can help bolster your local coordinated entry planning and operations.

Access

Prezi: Southern Nevada Coordinated Intake
Las Vegas, NV, June 2016

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

Coordinated Assessment Information Sheet
ECHO Austin, December 2015

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

Connecticut Coordinated Access Networks One Pager
CT Coalition to End Homelessness

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

Community Resource Map
Los Angeles, CA

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

Shelter and Diversion Screening Form
Columbus, OH

The purpose of this tool is to provide persons who are literally homeless with a path to shelter; to refer to facilities that are a more appropriate option than shelter; to make appropriate referrals to support services; to divert if possible.

CES Process Flow
Los Angeles, CA

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

CES One Sheet
Los Angeles, CA

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

Affirmative Fair Housing Marketing Plan (AFHMP)-Multifamily Housing
HUD, February 2015

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

Checklist for Incorporating Domestic Violence Providers into a Coordinated Assessment Process
The Alliance, September 2012

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

Coordinated Entry Flowchart
Ann Arbor, MI

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

Fact Sheet: Affirmative Fair Housing Marketing Plan
Fair Housing Center of West Michigan

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

Coordinated Entry System Poster
IMPACT Inc., April 2015

This poster is intended to help advertise the availability of resources through the Milwaukee CoC’s coordinated entry system.  A separate poster was created for two potential target populations (single men and families).

Vets@Home Crisis Response Toolkit
HUD, October 2015

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

PHA Guidebook to Ending Homelessness
U.S. Interagency Council on Homelessness

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

Coordinated Access Operations Manual
The Way Home Houston/Harris County, September 2015

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

Street Guide
Houston, October 2016

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

Assessment

VA CES Survey Packet
Los Angeles, CA

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

Job Descriptions of Assessors and Housing Navigators
Washington, DC

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

Authorization to use or Disclose Protected Health Information Form
Washington, DC, November 2016

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

Assessment packet
Washington, DC, November 2016

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

Client Messaging
Washington, DC, November 2016

These two documents instruct how to explain the benefits of participating in Washington D.C.’s coordinated entry system.

DESC Intro to Vulnerability Assessment Tool
Seattle, WA, June 2015

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

Coordinated Assessment: Understanding Assessment Tools
The Alliance, November 2013

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

Screening for Housing First
Canadian Observatory on Homelessness; Mental Health Commission of Canada, January 2015

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

Assessment Tools for Allocating Homeless Assistance: State of Evidence
HUD Office of Policy Development and Research, February 2015

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

Montgomery County Assessment Tool
Dayton, OH, January 2015

This assessment tool is the Front Door Intake that is completed by providers participating in the Dayton, OH coordinated entry system.  Results from the assessment are scored and used to inform client placements.

Tip Sheet Documentation of Unsheltered Homelessness
Dallas, TX

This one-page tip sheet provides detail on how to properly document unsheltered homelessness.

Prioritization

HUD Notice on the Prioritization of Persons Experiencing Chronic Homelessness
HUD, July 2014

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

Introduction to Coordinated Entry
HUD, February 2015

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

Frequently Asked Questions on HUD’s Notice on Prioritization
HUD, July 2014

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

Unified Supportive Housing System, Vulnerability Assessment
Columbus, OH

This Columbus CoC assessment tool is used to identify the vulnerability level of persons being assessed for coordinated entry.

Chronic Severity of Need Index
Dayton, OH, June 2015

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

DOPS Prioritization Matrix MDHA
Dallas, TX, July 2016

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

MDHA DOPS Form
Dallas, TX

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

Referral

Master List Template and Benchmark Generation Tool
HUD

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

PSH Common Application
Charlotte, NC

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

Unified Supportive Housing Vacancy Management and Lease Up
Columbus, OH

The Columbus CoC developed these policies and procedures document outlines the processes for managing the local vacancy and lease up system.

MOU between CoC Coordinated Entry System and providers
Milwaukee, WI, January 2016

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

The Assessment and Referral Processes: Coordinated Assessment Checklist Addendum
The Alliance, January 2013

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

Coordinated Entry and Assessment Policy
Snohomish County, WA Department of Human Services, September 2015

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

Vets@Home Connect to Permanent Housing Toolkit
HUD, October 2015

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

Learn More about HUD’s Coordinated Entry Requirements

Read HUD’s Coordinated Entry Guidebook

Ask HUD a Question about Coordinated Entry

Submit a question HUD