Before Starting the CoC Application

Transcription

1 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ 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: 1. Reviewing the FY 2017 CoC Program Competition NOFA in its entirety for specific application and program requirements. 2. Ensuring all questions are answered completely. 3. Reviewing the FY 2017 CoC Consolidated Application Detailed Instructions, which gives additional information for each question. 4. Ensuring all imported responses in the application are fully reviewed and updated as needed. 5. The Collaborative Applicant must review and utilize responses provided by project applicants in their Project Applications. 6. Some questions require the Collaborative Applicant to attach documentation to receive credit for the question. This will be identified in the question. - Note: For some questions, HUD has provided documents to assist Collaborative Applicants in filling out responses. These are noted in the application. - All questions marked with an asterisk (*) are mandatory and must be completed in order to submit the CoC Application. For CoC Application Detailed Instructions click here. FY2017 CoC Application Page 1 09/25/2017

2 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ A. Continuum of Care (CoC) Identification Instructions: For guidance on completing this application, please reference the FY 2017 CoC Application Detailed Instructions and the FY 2017 CoC Program Competition NOFA. Please submit technical questions to the HUD Exchange Ask A Question. 1A-1. CoC Name and Number: NY Elmira/Steuben, Allegany, Livingston, Chemung, Schuyler Counties CoC 1A-2. Collaborative Applicant Name: Corporation for AIDS Research, Education and Services Inc. 1A-3. CoC Designation: CA 1A-4. HMIS Lead: Catholic Charities of Chemung/Schuyler Counties FY2017 CoC Application Page 2 09/25/2017

3 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ B. Continuum of Care (CoC) Engagement Instructions: For guidance on completing this application, please reference the FY 2017 CoC Application Detailed Instructions and the FY 2017 CoC Program Competition NOFA. Please submit technical questions to the HUD Exchange Ask A Question. 1B-1. From the list below, select those organization(s) and/or person(s) that participate in CoC meetings. Using the drop-down boxes, indicate if the organization(s) and/or person(s): (1) participate in CoC meetings; and (2) vote, including selection of CoC Board members. Responses should be for the period from 5/1/16 to 4/30/17. Organization/Person Categories Participates in CoC Meetings Votes, including electing CoC Board Members Local Government Staff/Officials Yes Yes CDBG/HOME/ESG Entitlement Jurisdiction Yes Yes Law Enforcement No No Local Jail(s) No No Hospital(s) No No EMT/Crisis Response Team(s) No No Mental Health Service Organizations Yes Yes Substance Abuse Service Organizations Yes Yes Affordable Housing Developer(s) Yes Yes Disability Service Organizations Yes Yes Disability Advocates No No Public Housing Authorities Yes Yes CoC Funded Youth Homeless Organizations Not Applicable No Non-CoC Funded Youth Homeless Organizations Yes Yes Youth Advocates Yes Yes School Administrators/Homeless Liaisons Yes Yes CoC Funded Victim Service Providers Yes Yes Non-CoC Funded Victim Service Providers Yes Yes Domestic Violence Advocates Yes Yes Street Outreach Team(s) Yes Yes Lesbian, Gay, Bisexual, Transgender (LGBT) Advocates No No LGBT Service Organizations No No Agencies that serve survivors of human trafficking Yes Yes Other homeless subpopulation advocates Yes Yes Homeless or Formerly Homeless Persons Yes Yes Other:(limit 50 characters) FY2017 CoC Application Page 3 09/25/2017

4 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ Faith-Based Organizations Yes Yes VA Yes Yes Legal Services Yes Yes Applicant must select Yes, No or Not Applicable for all of the listed organization/person categories in 1B-1. 1B-1a. Describe the specific strategy(s) the CoC uses to solicit and consider opinions from organizations and/or persons that have an interest in preventing or ending homelessness. (limit 1000 characters) The CoC solicits/considers opinions from a broad array of knowledgeable/interested stakeholders year round, including housing providers, health/behavioral health system, law enforcement/probation/parole, homeless/formerly homeless individuals, & faith-based orgs. The CoC conducts direct community outreach via the five county level Homelessness and Housing Task Force Committees and utilizes web-based forums (website, surveys, postings) overseen by the CA to gather opinions for review and consideration by the Board. The CoC directly uses opinions/feedback on governance, outreach and program development to assist with developing/strengthening wide-spread community collaboration toward the goal of preventing and ending homelessness. Soliciting and acting on gathered opinions has resulted in increased collaboration with the VA to prevent/end veteran homelessness and the recent development of the Planning subcommittee focused on systems building and monitoring Systems Performance Measures. 1B-2. Describe the CoC's open invitation process for soliciting new members, including any special outreach. (limit 1000 characters) The CoC s formal open invitation process for soliciting new members occurs semi-annually and is tasked to the Housing Task-Force Committees (HTF) and overseen by the CoC Board. Membership applications are posted on the CoC website year-round; prior to the spring and fall Annual Meetings, blast s outlining the responsibilities and benefits of CoC membership, as well as the process for joining, are sent to the CoC and systems partners for distribution. The CA conducts outreach continuously at system partner meetings to encourage new membership. The CoC Board conducts specific outreach to ensure that homeless/formerly homeless persons are encouraged to join and/or participate in the CoC. Specifically, during the past year the CoC held multiple outreach events during the local Housing Task-force Committee meetings to ensure homeless/formerly homeless persons were able to participate within CoC decision making. 1B-3. Describe how the CoC notified the public that it will accept and consider proposals from organizations that have not previously received CoC Program funding in the FY 2017 CoC Program Competition, even if the CoC is not applying for new projects in FY The response must FY2017 CoC Application Page 4 09/25/2017

5 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ include the date(s) the CoC made publicly knowing they were open to proposals. (limit 1000 characters) The CoC actively encourages proposals from entities that have not previously received funds in prior CoC Program competitions, even if the CoC is not applying for new projects. The CoC publicly announced the availability of funds including reallocation 7/28/17 by releasing an RFP and publicly posting it to the CoC s website. The CoC ensured the opportunity was announced at community meetings and was distributed via to community members. Additionally, the CoC and Collaborative Applicant scheduled an open workshop on 7/28/17 for agencies to learn about the CoC and the application process for a new project (see attached agenda). The CoC considers the following factors when determining whether to include a new project on the CoC Project Priority Listing: the ability of the project to aid in meeting a stated CoC goal and that the project is being proposed by an eligible entity that has demonstrated both program and fiscal capacity. FY2017 CoC Application Page 5 09/25/2017

6 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ C. Continuum of Care (CoC) Coordination Instructions: For guidance on completing this application, please reference the FY 2017 CoC Application Detailed Instructions and the FY 2017 CoC Program Competition NOFA. Please submit technical questions to the HUD Exchange Ask A Question. 1C-1. Using the chart below, identify the Federal, State, Local, Private and Other organizations that serve homeless individuals, families, unaccompanied youth, persons who are fleeing domestic violence, or those at risk of homelessness that are included in the CoCs coordination; planning and operation of projects. Only select "Not Applicable" if the funding source(s) do not exist in the CoC's geographic area. Entities or Organizations the CoC coordinates planning and operation of projects Coordinates with Planning and Operation of Projects Housing Opportunities for Persons with AIDS (HOPWA) Temporary Assistance for Needy Families (TANF) Runaway and Homeless Youth (RHY) Head Start Program Housing and service programs funded through Department of Justice (DOJ) resources Housing and service programs funded through Health and Human Services (HHS) resources Housing and service programs funded through other Federal resources Housing and service programs funded through state government resources Housing and service programs funded through local government resources Housing and service programs funded through private entities, including foundations Other:(limit 50 characters) Not Applicable Yes No Yes Yes Yes No Yes Yes Yes 1C-2. Describe how the CoC actively consults with Emergency Solutions Grant (ESG) recipient s in the planning and allocation of ESG funds. Include in the response: (1) the interactions that occur between the CoC and the ESG Recipients in the planning and allocation of funds; (2) the CoCs participation in the local Consolidated Plan jurisdiction(s) process by providing Point-in-Time (PIT) and Housing Inventory Count (HIC) data to the Consolidated Plan jurisdictions; and (3) how the CoC ensures local homelessness information is clearly communicated and addressed in Consolidated Plan updates. (limit 1000 characters) The CoC actively consults and coordinates with NYS OTDA, an ESG recipient, in the planning and allocation of ESG funds. The CoC consults (either verbally or in writing) with NYS OTDA by providing recommendations for funding FY2017 CoC Application Page 6 09/25/2017

7 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ percentages per eligible activity based on current gaps in services. The CoC also provides recommendations on performance standards based on the CoC s Written Standards. The CoC provides HIC/PIT and DV data to the Con Plan jurisdiction recipient. In addition, the Collaborative Applicant (CA) on behalf of the CoC reviews and provides comments on portions of the Con Plan/Plan updates. The CoC, in coordination with the CA and the HMIS Committee, works with the jurisdiction via s and phone to ensure the shared information is appropriately and accurately addressed in the Con Plans/updates. 1C-3. CoCs must demonstrate the local efforts to address the unique needs of persons, and their families, fleeing domestic violence that includes access to housing and services that prioritizes safety and confidentiality of program participants. (limit 1000 characters) The CoC provides households fleeing DV access to housing/services that prioritize safety & accommodate unique circumstances by ensuring collaboration between DV and mainstream housing providers through the CE process to provide survivors with options. C&C, a CoC/ESG/DOJ agency, plays an integral role within the implementation of the CE system, which offers survivors housing options that are low-barrier & that prioritize safety. CE is based on Housing First & removes barriers to housing including: limited/no access to money, physical/mental health, & barriers due to childcare. Additionally, the CoC adopted victim-centered practices; specifically, providing TA on the Increasing Mobility Options for Homeless Ind. & Fam w/ TBRA Rule, which exempts CoC recipients from complying w/all non-statutory regulations when a participant moves to flee DV. Educating providers/incorporating this Rule into the CE process maximizes client choice for housing/services & ensures safety/confidentiality. 1C-3a. CoCs must describe the following: (1) how regular training is provided to CoC providers and operators of coordinated entry processes that addresses best practices in serving survivors of domestic violence; (2) how the CoC uses statistics and other available data about domestic violence, including aggregate data from comparable databases, as appropriate, to assess the scope of community needs related to domestic violence and homelessness; and (3) the CoC safety and planning protocols and how they are included in the coordinated assessment. (limit 1,000 characters) Quarterly training is provided on best practices in serving survivors of DV to CoC providers & CE operators. Topics include application of the Mobility Rule & safety planning. To assess the scope of need w/in the CoC, basic demographic info is collected annually from regional DV providers. Data is compiled parallel to HMIS data & is presented to Membership and used for local/state funding advocacy; & to inform Strategic Planning initiatives & the Rank & Review process. Safety planning protocols are incorporated into the CE process & ensure survivors of DV are confidentially assessed while maximizing client choice & safety. For example, during the intake process clients are offered privacy to complete assessment, couples are assessed separately & assessments are completed w/staff trained by DV agencies on trauma informed care. Households are given options including VAWA/ESG/CoC services, which FY2017 CoC Application Page 7 09/25/2017

8 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ prioritizes client choice in housing/services while ensuring safety. 1C-4. Using the chart provided, for each of the Public Housing Agency s (PHA) in the CoC's geographic area: (1) identify the percentage of new admissions to the Public Housing or Housing Choice Voucher (HCV) Programs in the PHA s that were homeless at the time of admission; and (2) indicate whether the PHA has a homeless admission preference in its Public Housing and/or HCV program. Attachment Required: If the CoC selected, "Yes-Public Housing", "Yes- HCV" or "Yes-Both", attach an excerpt from the PHA(s) written policies or a letter from the PHA(s) that addresses homeless preference. Public Housing Agency Name NYS Housing Trust Fund Corporation Elmira Housing Authority Hornell Housing Authority Village of Elmira Heights Rochester Housing Authority % New Admissions into Public Housing and Housing Choice Voucher Program during FY 2016 who were homeless at entry 7.00% No PHA has General or Limited Homeless Preference 5.50% Yes-Public Housing 0.00% No 0.00% No 0.00% No If you select "Yes--Public Housing," "Yes--HCV," or "Yes--Both" for "PHA has general or limited homeless preference," you must attach documentation of the preference from the PHA in order to receive credit. 1C-4a. For each PHA where there is not a homeless admission preference in their written policies, identify the steps the CoC has taken to encourage the PHA to adopt such a policy. (limit 1000 characters) Through the Housing Task Force Committees, the CoC has worked with the five largest PHAs within the CoC to advocate for the adoption of homeless admissions preferences. As a result of this advocacy, the Elmira Housing Authority has incorporated a general homeless preference in their written policies. Steps taken with all PHAs to adopt a homeless admissions preference focused on providing PHAs with information detailing various ways PHAs can meaningfully participate. Specifically, outreach was conducted by the CoC Board (to ensure membership participation) and the Collaborative Applicant (dispersing relevant information). The CoC Board and the CA will ensure quarterly contact with the PHAs to continue to encourage establishing/strengthening homeless admission preferences. 1C-5. Describe the actions the CoC has taken to: (1) address the needs of Lesbian, Gay, Bisexual, Transgender (LGBT) individuals and their families experiencing homelessness, (2) conduct regular CoC-wide training with providers on how to effecctively implement the Equal Access to Housing in HUD Programs Regardless of Sexual Orientation or Gender Idenity, including Gender Identify Equal Access to Housing, Fina Rule; and (3) FY2017 CoC Application Page 8 09/25/2017

9 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ implementation of an anti-discrimination policy. (limit 1000 characters) The CoC addresses the needs of LGBT individuals and their families experiencing homelessness by ensuring all agencies comply with the Equal Access to Housing in HUD Programs Regardless of Sexual Orientation or Gender Identity Rule. The Operations Committee incorporated the new regulation into the CoC monitoring process and ensures each funded agency has a program policy addressing equal access to housing and gender identity that meets the Final Rule. The CoC conducts semi-annual trainings for providers on how to effectively implement Equal Access to Housing in HUD Programs Regardless of Sexual Orientation or Gender Identity, including Equal Access in Accordance with an Individual s Gender Identity. The first training occurred on with the next 2 trainings scheduled for March and Sept The CoC implemented a CoC wide anti-discrimination policy (documented within the Written Standards) on to ensure all community programs (CoC and ESG) provide equal access to housing. 1C-6. Criminalization: Select the specific strategies implemented by the CoC to prevent the criminalization of homelessness in the CoC s geographic area. Select all that apply. Engaged/educated local policymakers: Engaged/educated law enforcement: Engaged/educated local business leaders Implemented communitywide plans: X X X X No strategies have been implemented Other:(limit 50 characters) When "No Strategies have been implemented" is selected no other checkbox may be selected. FY2017 CoC Application Page 9 09/25/2017

10 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ D. Continuum of Care (CoC) Discharge Planning Instructions: For guidance on completing this application, please reference the FY 2017 CoC Application Detailed Instructions and the FY 2017 CoC Program Competition NOFA. Please submit technical questions to the HUD Exchange Ask A Question. Foster Care: Health Care: 1D-1. Discharge Planning-State and Local: Select from the list provided, the systems of care the CoC coordinates with and assists in state and local discharge planning efforts to ensure those who are discharged from that system of care are not released directly to the streets, emergency shelters, or other homeless assistance programs. Check all that apply. X X Mental Health Care: Correctional Facilities: X X None: 1D-1a. If the applicant did not check all the boxes in 1D-1, provide: (1) an explanation of the reason(s) the CoC does not have a discharge policy in place for the system of care; and (2) provide the actions the CoC is taking or plans to take to coordinate with or assist the State and local discharge planning efforts to ensure persons are not discharged to the street, emergency shelters, or other homeless assistance programs. (limit 1000 characters) N/A Foster Care: Health Care: 1D-2. Discharge Planning: Select the system(s) of care within the CoC s geographic area the CoC actively coordinates with to ensure persons who have resided in any of the institutions listed below longer than 90 days are not discharged directly to the streets, emergency shelters, or other homeless assistance programs. Check all that apply. X X FY2017 CoC Application Page 10 09/25/2017

11 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ Mental Health Care: Correctional Facilities: X X None: FY2017 CoC Application Page 11 09/25/2017

12 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ E. Continuum of Care (CoC) Project Review, Ranking, and Selection Instructions For guidance on completing this application, please reference the FY 2017 CoC Application Detailed Instructions and the FY 2017 CoC Program Competition NOFA. Please submit technical questions to the HUD Exchange Ask A Question. 1E-1. Using the drop-down menu, select the appropriate response(s) that demonstrate the process the CoC used to rank and select project applications in the FY 2017 CoC Program Competition which included (1) the use of objective criteria; (2) at least one factor related to achieving positive housing outcomes; and (3) included a specific method for evaluating projects submitted by victim service providers. Attachment Required: Public posting of documentation that supports the process the CoC used to rank and select project application. Used Objective Criteria for Review, Rating, Ranking and Section Included at least one factor related to achieving positive housing outcomes Included a specific method for evaluating projects submitted by victim service providers Yes Yes Yes 1E-2. Severity of Needs and Vulnerabilities CoCs must provide the extent the CoC considered the severity of needs and vulnerabilities experienced by program participants in their project ranking and selection process. Describe: (1) the specific vulnerabilities the CoC considered; and (2) how the CoC takes these vulnerabilities into account during the ranking and selection process. (See the CoC Application Detailed Instructions for examples of severity of needs and vulnerabilities.) (limit 1000 characters) The CoC considers the severity of needs and vulnerabilities experienced by program participants in project ranking and selection process. Specifically, the FY17 ranking tool took the following vulnerabilities into consideration: chronic homelessness, youth, DV (victimization and history of victimization), low/no income, current or past substance abuse and criminal histories. The CoC takes the noted needs and vulnerabilities into account during the ranking and selection process by awarding points to programs that serve a vulnerable priority population, including chronic homeless, youth and DV. These populations have been identified as experiencing multiple vulnerabilities. In addition, Section D of the tool affords projects the opportunity to document unique client needs and vulnerabilities and how the vulnerabilities affect project performance. These narratives can earn programs points in areas, such as income, which are difficult for a vulnerable population to achieve. FY2017 CoC Application Page 12 09/25/2017

13 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ E-3. Using the following checklist, select: (1) how the CoC made publicly available to potential project applicants an objective ranking and selection process that was used for all project (new and renewal) at least 2 days before the application submission deadline; and (2) all parts of the CoC Consolidated Application, the CoC Application attachments, Priority Listing that includes the reallocation forms and Project Listings that show all project applications submitted to the CoC were either accepted and ranked, or rejected and were made publicly available to project applicants, community members and key stakeholders. Public Posting CoC or other Website Attachment Required: Documentation demonstrating the objective ranking and selections process and the final version of the completed CoC Consolidated Application, including the CoC Application with attachments, Priority Listing with reallocation forms and all project applications that were accepted and ranked, or rejected (new and renewal) was made publicly available. Attachments must clearly show the date the documents were publicly posted. X X Mail Advertising in Local Newspaper(s) Advertising on Radio or Television Social Media (Twitter, Facebook, etc.) 1E-4. Reallocation: Applicants must demonstrate the ability to reallocate lower performing projects to create new, higher performing projects. CoC s may choose from one of the following two options below to answer this question. You do not need to provide an answer for both. Option 1: The CoC actively encourages new and existing providers to apply for new projects through reallocation. Attachment Required - Option 1: Documentation that shows the CoC actively encouraged new and existing providers to apply for new projects through reallocation. Option 2: The CoC has cumulatively reallocated at least 20 percent of the CoC s ARD between FY 2013 and FY 2017 CoC Program Competitions. No Attachment Required - HUD will calculate the cumulative amount based on the CoCs reallocation forms submitted with each fiscal years Priority Listing. Reallocation: Option 1 FY2017 CoC Application Page 13 09/25/2017

14 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ Attachment Required - provide documentation that shows the CoC actively encouraged new and existing providers to apply for new projects through reallocation. 1E-5. If the CoC rejected or reduced project application(s), enter the date the CoC and Collaborative Applicant notified project applicants their project application(s) were being rejected or reduced in writing outside of e-snaps. 09/06/2017 Attachment Required: Copies of the written notification to project applicant(s) that their project application(s) were rejected. Where a project application is being rejected or reduced, the CoC must indicate the reason(s) for the rejection or reduction. 1E-5a. Provide the date the CoC notified applicant(s) their application(s) were accepted and ranked on the Priority Listing, in writing, outside of e-snaps. 09/06/2017 Attachment Required: Copies of the written notification to project applicant(s) their project application(s) were accepted and ranked on the Priority listing. FY2017 CoC Application Page 14 09/25/2017

15 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ Reallocation Supporting Documentation Attachment Required - provide documentation that shows the CoC actively encouraged new and existing providers to apply for new projects through reallocation. Document Type Required? Document Description Date Attached Reallocation Supporting Documentation No Reallocation Supp... 09/25/2017 FY2017 CoC Application Page 15 09/25/2017

16 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ Attachment Details Document Description: Reallocation Supporting Documentation FY2017 CoC Application Page 16 09/25/2017

17 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ A. Homeless Management Information System (HMIS) Implementation Intructions: For guidance on completing this application, please reference the FY 2017 CoC Application Detailed Instructions and the FY 2017 CoC Program Competition NOFA. Please submit technical questions to the HUD Exchange Ask A Question. 2A-1. Does the CoC have in place a Governance Charter or other written documentation (e.g., MOU/MOA) that outlines the roles and responsibilities of the CoC and HMIS Lead? Yes Attachment Required: If Yes is selected, a copy of the sections of the Governance Charter, or MOU/MOA addressing the roles and responsibilities of the CoC and HMIS Lead. 2A-1a. Provide the page number(s) where the roles and responsibilities of the CoC and HMIS Lead can be found in the attached document(s) referenced in 2A-1. In addition, indicate if the page number applies to the Governance Charter or MOU/MOA. Page 2 (CoC responsibilities), 4-6 (HMIS lead responsibilities) 2A-2. Does the CoC have a HMIS Policies and Procedures Manual? Attachment Required: If the response was Yes, attach a copy of the HMIS Policies and Procedures Manual. Yes 2A-3. What is the name of the HMIS software vendor? Foothold Technology 2A-4. Using the drop-down boxes, select the HMIS implementation Coverage area. Single CoC 2A-5. Per the 2017 HIC use the following chart to indicate the number of beds in the 2017 HIC and in HMIS for each project type within the CoC. If a particular project type does not exist in the CoC then enter "0" for all cells FY2017 CoC Application Page 17 09/25/2017

18 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ Project Type in that project type. Total Beds in 2017 HIC Total Beds in HIC Dedicated for DV Total Beds in HMIS HMIS Bed Coverage Rate Emergency Shelter (ESG) beds % Safe Haven (SH) beds Transitional Housing (TH) beds % Rapid Re-Housing (RRH) beds % Permanent Supportive Housing (PSH) beds % Other Permanent Housing (OPH) beds A-5a. To receive partial credit, if the bed coverage rate is below 85 percent for any of the project types, the CoC must provide clear steps on how it intends to increase this percentage for each project type over the next 12 months. (limit 1000 characters) The CoC will take clear steps to increase the bed coverage rate over the next 12 months for PSH beds. The CoC and HMIS Lead will work with the Arbor Housing and Development and the local VA office to upload VASH data into HMIS. Specifically, the VA and the HMIS Lead are collaborating to implement a process that includes staff training, consistent data input and discharges, and HMIS Lead check-ins. This procedure will be fully enacted by 3/01/18. Please note, while not included in HMIS on the night of the PIT Count, Chances & Changes' CandC SHP Permanent Housing project (13 PSH beds) has already been added to the HMIS and will be included in the 2018 HIC. 2A-6. Annual Housing Assessment Report (AHAR) Submission: How many Annual Housing Assessment Report (AHAR) tables were accepted and used in the 2016 AHAR? 12 2A-7. Enter the date the CoC submitted the 2017 Housing Inventory Count (HIC) data into the Homelessness Data Exchange (HDX). (mm/dd/yyyy) 05/04/2017 FY2017 CoC Application Page 18 09/25/2017

19 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ B. Continuum of Care (CoC) Point-in-Time Count Instructions: For guidance on completing this application, please reference the FY 2017 CoC Application Detailed Instructions and the FY 2017 CoC Program Competition NOFA. Please submit technical questions to the HUD Exchange Ask A Question. 2B-1. Indicate the date of the CoC s 2017 PIT count (mm/dd/yyyy). If the PIT count was conducted outside the last 10 days of January 2017, HUD will verify the CoC received a HUD-approved exception. 01/25/2017 2B-2. Enter the date the CoC submitted the PIT count data in HDX. (mm/dd/yyyy) 05/04/2017 FY2017 CoC Application Page 19 09/25/2017

20 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ C. Continuum of Care (CoC) Point-in-Time (PIT) Count: Methodologies Instructions: For guidance on completing this application, please reference the FY 2017 CoC Application Detailed Instructions and the FY 2017 CoC Program Competition NOFA. Please submit technical questions to the HUD Exchange Ask A Question. 2C-1. Describe any change in the CoC s sheltered PIT count implementation, including methodology and data quality changes from 2016 to Specifically, how those changes impacted the CoCs sheltered PIT count results. (limit 1000 characters) From 2016 to 2017 the CoC executed actions to improve the implementation of the sheltered PIT count. Actions focused on data quality improvements and included: enhanced community training focused on ensuring all persons counted meet the HUD definition of homeless; enhanced one-on-one TA with agencies to confirm HMIS data; and the facilitation of PIT planning meetings focused on collecting accurate data via questionnaires from agencies who do not participate in the HMIS. Clarification of the HUD definition of homeless by the Collaborative Applicant (CA) resulted in a significant decrease in the sheltered PIT count results, as persons in programs funded by NYS Office of Mental Health who were previously counted in the sheltered PIT count were excluded from this count. TA with each HMIS agency also allowed for more effective reporting of subpopulations (i.e. CH, MH, SA). All of these changes impacted the CoC s sheltered PIT count results by leading to a more accurate and complete count. 2C-2. Did your CoC change its provider coverage in the 2017 sheltered count? Yes 2C-2a. If Yes was selected in 2C-2, enter the change in provider coverage in the 2017 sheltered PIT count, including the number of beds added or removed due to the change. Beds Added: 0 Beds Removed: 153 Total: C-3. Did your CoC add or remove emergency shelter, transitional housing, or Safe-Haven inventory because of funding specific to a Presidentially declared disaster resulting in a change to the CoC's 2017 sheltered PIT count? No FY2017 CoC Application Page 20 09/25/2017

21 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ C-3a. If "Yes" was selected in 2C-3, enter the number of beds that were added or removed in 2017 because of a Presidentially declared disaster. Beds Added: 0 Beds Removed: 0 Total: 0 2C-4. Did the CoC change its unsheltered PIT count implementation, including methodology and data quality changes from 2016 to 2017? CoCs that did not conduct an unsheltered count in 2016 or did not report unsheltered PIT count data to HUD in 2016 should compare their efforts in 2017 to their efforts in Yes 2C-4a. Describe any change in the CoC s unsheltered PIT count implementation, including methodology and data quality changes from 2016 to Specify how those changes impacted the CoC s unsheltered PIT count results. See Detailed Instructions for more information. (limit 1000 characters) From 2016 to 2017 the CoC executed actions to improve implementation of the unsheltered PIT count. Actions focused on data quality improvements and included: enhanced coordination with police depts, street outreach workers and the Collaborative Applicant (CA) to review and revise the unsheltered PIT process; and increased volunteer training. Data quality improvements were made by the CoC s unsheltered lead agencies to identify the chronically homeless. Lead agencies engaged police depts and street outreach workers for the first time, who located areas frequented by the unsheltered homeless. Coordination with police allowed access to locations that otherwise would be inaccessible to surveyor volunteers. In addition, this year additional volunteers were trained more effectively to ensure deduplication and appropriate interviewing techniques. These data quality changes led to a more accurate and complete count by better identifying unsheltered and chronically homeless households. 2C-5. Did the CoC implement specific measures to identify youth in their PIT count? Yes 2C-5a. If "Yes" was selected in 2C-5, describe the specific measures the CoC; (1) took to identify homeless youth in the PIT count; (2) during the planning process, how stakeholders that serve homeless youth were engaged; (3) how homeless youth were engaged/involved; and (4) how the CoC worked with stakeholders to select locations where homeless youth are most likely to be identified. (limit 1000 characters) FY2017 CoC Application Page 21 09/25/2017

22 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ The CoC implemented specific measures to identify homeless youth in the PIT including: engaging youth focused agencies within the planning process and ensuring youth voices were included when identifying locations to target. A group of key providers that serve youth were consulted to provide guidance on the PIT tool, training activities and identified hotspots. Agencies including Steuben Co. Youth Bureau and Schuyler DSS provided information from youth clients when identifying hotspots. The CoC and CA worked collaboratively to train all agencies on the HUD definition of youth to accurately, consistently and completely account for all homeless youth in the CoC. The CA is engaging Chemung Co. Youth Bureau and area school McKinney-Vento Liaisons in preparation for the 18 PIT count. Specifically, the CoC anticipates at least one focus group with these providers to encourage youth and stakeholder participation, resulting in a more accurate youth count. 2C-6. Describe any actions the CoC implemented in its 2017 PIT count to better count individuals and families experiencing chronic homelessness, families with children, and Veterans experiencing homelessness. (limit 1000 characters) The CoC implemented several actions to improve its 2017 PIT count to better count persons experiencing CH, families w/children, and homeless Veterans including: engaging agencies that specifically serve/interact w/the CH (Police Depts), families w/children (Family Services, Catholic Charities, DSS) and Vets (Soldier On, VA) within the planning process; publicly posting the PIT plan for comment; and ensuring agency staff from orgs that serve each subpop volunteered. In addition, agencies that focus on each subpop implemented actions to improve the count. The unsheltered PIT count leads engaged police depts and street outreach workers for the first time to identify known locations for the CH. The CA conducted TA with agencies who serve families w/children to ensure homeless families w/children were properly identified. To better count Vets, Soldier On and the VA were included in planning, and are working with the CoC to plan a by-name registry week during the 18 PIT count. FY2017 CoC Application Page 22 09/25/2017

23 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ A. Continuum of Care (CoC) System Performance Instructions For guidance on completing this application, please reference the FY 2017 CoC Application Detailed Instructions and the FY 2017 CoC Program Competition NOFA. Please submit technical questions to the HUD Exchange Ask A Question. 3A-1. Performance Measure: Reduction in the Number of First-Time Homeless. Describe: (1) the numerical change the CoC experienced; (2) the process the CoC used to identify risk factors of becoming homeless for the first time; (3) the strategies in place to address individuals and families at risk of becoming homeless; and (4) the organization or position that is responsible for overseeing the CoC's strategy to reduce or end the number of individuals and families experiencing homelessness for the first time. (limit 1000 characters) According to the SysPM in HDX there was a decrease of 32 persons experiencing first time homelessness between FY15 and FY16. The CoC has developed a process to identify contributing risk factors & has developed and is implementing strategies to screen/serve households who exhibit these factors. The process used to identify local risk factors that contribute to 1st homelessness includes system level outreach & community discussions with local prevention providers, DSS, County MH systems, the school system & other local stakeholders. Implemented strategies include: engaging w/ key stakeholders (ex: care coordinators) to educate system partners on risk factors; promote/support prevention services via data collection & advocacy; strengthening relationships w/ institutions that provide discharge planning (ex: reentry, health/behavioral health, foster care). Responsibility for overseeing these strategies will shift from the Board to the Planning Committee. 3A-2. Performance Measure: Length-of-Time Homeless. CoC s must demonstrate how they reduce the length-of-time for individuals and families remaining homeless. Describe (1) the numerical change the CoC experienced; (2) the actions the CoC has implemented to reduce the length-of-time individuals and families remain homeless; (3) how the CoC identifies and houses individuals and families with the longest length-of-time homeless; and (4) identify the organization or position that is responsible for overseeing the CoC s strategy to reduce the length-of-time individuals and families remain homeless. (limit 1000 characters) According to the SysPM in HDX the average length of time (LOT) households remained homeless decreased by 9 days between FY15 & FY16. To reduce the LOT homeless the CoC has: focused resources to increase RRH capacity, encouraged Housing First policies to reduce barriers to housing & supported the development of the CE System. Specific accomplishments from these actions FY2017 CoC Application Page 23 09/25/2017

24 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ include: a 97% increase in RRH beds, a 176% increase in RRH units for families, enhanced capacity to move households quickly into housing w/ low barriers, & the approval of a CE Policy & Procedure Manual. The CoC identifies/houses those w/ the longest LOT through analysis of HMIS data & by including ES providers (including DSS) in the CE process. These partners collaborate with PH providers to identify long term stayers & CH households. In addition, the CoC continues to refine the CE processes to streamline admissions. The position in charge of overseeing these strategies is the CE Committee who reports to the CoC Board. 3A-3. Performance Measures: Successful Permanent Housing Placement and Retention Describe: (1) the numerical change the CoC experienced; (2) the CoCs strategy to increase the rate of which individuals and families move to permanent housing destination or retain permanent housing; and (3) the organization or position responsible for overseeing the CoC s strategy for retention of, or placement in permanent housing. (limit 1000 characters) According to the SysPM in HDX the rate of successful PSH placements/retention increased 5% (76% to 81%) between FY15-FY16. In the past 12 months, the CoC has worked in coordination w/ system partners to develop and implement strategies to increase this rate, including: coordinating w/ key stakeholders (ex: DSS, care coordinators) to connect clients to benefits, employment/education & support services; prioritizing the Housing First approach via policy changes; refining & leveraging the CE process to ensure housing success. The CoC will continue to implement these strategies by continuing to: use system level coordination; support & encourage the Housing First approach in policies, outreach & trainings; refine the CE process to ensure appropriate placements; leverage HMIS & CE data to aid in the identification of best practices/gaps. The positions in charge of overseeing these strategies are the Planning Committee & the CE Committee who report to the CoC Board. 3A-4. Performance Measure: Returns to Homelessness. Describe: (1) the numerical change the CoC experienced, (2) what strategies the CoC implemented to identify individuals and families who return to homelessness, (3) the strategies the CoC will use to reduce additional returns to homelessness, and (4) the organization or position responsible for overseeing the CoC s efforts to reduce the rate of individuals and families returns to homelessness. (limit 1000 characters) The percentage of clients who return to homelessness increased 1% between FY15 (11%) and FY16 (12%). The CoC has implemented & is continuing to develop strategies to identify households who return to homelessness. The strategies already implemented include: engagement with community partners such as DSS, analysis of HMIS data and refining the CE standardized assessment to best identify those who return. Over the next year, the CoC will continue to monitor recidivism data and conduct trainings based on data collected to educate providers on risk factors based on findings. Simultaneously, the CoC will prioritize ESG funding to prevent homelessness, as well as conduct system level outreach to leverage & further develop a FY2017 CoC Application Page 24 09/25/2017

25 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ network of supports (ex: prevention, cash/noncash benefits, case management, etc) to provide resources for those in program & at exit. Responsibility for overseeing these strategies will shift from the Board to the Planning Committee. 3A-5. Performance Measures: Job and Income Growth Describe: (1) the strategies that have been implemented to increase access to employment and mainstream benefits; (2) how the CoC program-funded projects have been assisted to implement the strategies; (3) how the CoC is working with mainstream employment organizations to help individuals and families increase their cash income; and (4) the organization or position that is responsible for overseeing the CoC s strategy to increase job and income growth from employment, nonemployment including mainstream benefits. (limit 1000 characters) The strategies that the CoC has implemented to increase access to employment & mainstream benefits as reported in HDX include system level engagement & collaboration w/ key mainstream benefit & employment organizations, including collaboration w/ systems partners who provide workforce development, job readiness supports & linkage to benefits. To assist CoC funded programs meet the goal of increasing employment & income for participants experiencing homelessness the CoC has facilitated engagement with local DSS & employment organizations and reported on income growth data at regular intervals. The CoC collaborates w/ employment organizations such as Local One Stop Centers to help households increase their cash income. These organizations provide free training & workshops to facilitate job searches & support marketable skill development in participants. Responsibility for overseeing these strategies will shift from the Board to the Planning Committee. 3A-6. Did the CoC completely exclude a geographic area from the most recent PIT count (i.e. no one counted there, and for communities using samples in the area that was excluded from both the sample and extrapolation) where the CoC determined there were no unsheltered homeless people, including areas that are uninhabitable (deserts, forests). No 3A.6a. If the response to 3A-6 was Yes, what was the criteria and decision-making process the CoC used to identify and exclude specific geographic areas from the CoCs unsheltered PIT count? (limit 1000 characters) The CoC did not exclude any specific geographic areas from the CoC's PIT count. 3A-7. Enter the date the CoC submitted the System Performance Measures data in HDX, 06/05/2017 FY2017 CoC Application Page 25 09/25/2017

26 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ which included the data quality section for FY (mm/dd/yyyy) FY2017 CoC Application Page 26 09/25/2017

27 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ B. Continuum of Care (CoC) Performance and Strategic Planning Objectives Instructions For guidance on completing this application, please reference the FY 2017 CoC Application Detailed Instructions and the FY 2017 CoC Program Competition NOFA. Please submit technical questions to the HUD Exchange Ask A Question. 3B-1. Compare the total number of PSH beds, CoC program and non CoCprogram funded, that were identified as dedicated for yes by chronically homeless persons in the 2017 HIC, as compared to those identified in the 2016 HIC. Number of CoC Program and non-coc Program funded PSH beds dedicated for use by chronically homelessness persons identified on the HIC Difference B-1.1. In the box below: (1) "total number of Dedicated PLUS Beds" provide the total number of beds in the Project Allocation(s) that are designated ad Dedicated PLUS beds; and (2) in the box below "total number of beds dedicated to the chronically homeless:, provide the total number of beds in the Project Application(s) that are designated for the chronically homeless. This does not include those that were identified in (1) above as Dedicated PLUS Beds. Total number of beds dedicated as Dedicated Plus 0 Total number of beds dedicated to individuals and families experiencing chronic homelessness 112 Total 112 3B-1.2. Did the CoC adopt the Orders of Priority into their standards for all CoC Program funded PSH projects as described in Notice CPD-16-11: Prioritizing Persons Experiencing Chronic Homelessness and Other Vulnerable Homeless Persons in Permanent Supportive Housing. Yes 3B-2.1. Using the following chart, check each box to indicate the factor(s) the CoC currently uses to prioritize households with children based on need during the FY 2017 Fiscal Year. History of or Vulnerability to Victimization Number of previous homeless episodes X X FY2017 CoC Application Page 27 09/25/2017

28 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ Unsheltered homelessness Criminal History X X Bad credit or rental history (including not having been a leaseholder) Head of Household with Mental/Physical Disability X 3B-2.2. Describe: (1) the CoCs current strategy and timeframe for rapidly rehousing every household of families with children within 30 days of becoming homeless; and (2) the organization or position responsible for overseeing the CoC s strategy to rapidly rehouse families with children within 30 days of becoming homeless. (limit 1000 characters) To rapidly rehouse families w/children w/in 30 days of becoming homeless the CoC has incorporated the following strategies: advocating/supporting an increase in funding for RRH programs for families w/children, focusing outreach to engage hardest to serve families through the Coordinated Entry (CE) process, ensuring RRH services have a direct connection to PSH/ affordable housing programs, and encouraging the Housing First approach w/in all RRH programs to fully utilize funds to serve families regardless of composition or barriers. It is the CoC s goal to rapidly rehouse every household of families w/children w/in 30 days by end of These strategies have been effective as outreach to hardest to serve families has increased, RRH services have increased contact w/psh/affordable housing programs via CE, and the number of RRH beds for families w/children has increased w/in the year. The position responsible for overseeing the strategies is the CE Committee who reports to the Board. 3B-2.3. Compare the number of RRH units available to serve families from the 2016 and 2017 HIC. Number of CoC Program and non-coc Program funded PSH units dedicated for use by chronically homelessness persons identified on the HIC Difference B-2.4. Describe the actions the CoC is taking to ensure emergency shelters, transitional housing, and permanent supportive housing (PSH and RRH) providers within the CoC adhere to anti-discrimination policies by not denying admission to, or separating any family members from other members of their family or caregivers based on age, sex, gender, LGBT status, marital status or disability when entering a shelter or Housing. (limit 1000 characters) The CoC ensures that ES, TH and PH providers within the CoC adhere to antidiscrimination policies and do not deny admission or separate family members/care givers based on age, sex, gender, LGBT status, marital status or disability. Steps taken to ensure adherence include: adding specific anti- FY2017 CoC Application Page 28 09/25/2017

29 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ discrimination language to the Written Standards, implementing quarterly trainings which focus on educating providers on anti-discrimination policies, and conducting annual CoC/ESG program monitoring which focus on provider enforcement of anti-discrimination within CoC and agency internal policies. 3B-2.5. From the list below, select each of the following the CoC has strategies to address the unique needs of unaccompanied homeless youth. Human trafficking and other forms of exploitation? LGBT 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? Yes Yes Yes Yes Yes 3B-2.6. From the list below, select each of the following the CoC has a strategy for prioritization of unaccompanied youth based on need. History or Vulnerability to Victimization (e.g., domestic violence, sexual assault, childhood abuse) Number of Previous Homeless Episodes Unsheltered Homelessness X X X Criminal History Bad Credit or Rental History 3B-2.7. Describe: (1) the strategies used by the CoC, including securing additional funding to increase the availability of housing and services for youth experiencing homelessness, especially those experiencing unsheltered homelessness; (2) provide evidence the strategies that have been implemented are effective at ending youth homelessness; (3) the measure(s) the CoC is using to calculate the effectiveness of the strategies; and (4) why the CoC believes the measure(s) used is an appropriate way to determine the effectiveness of the CoC s efforts. (limit 1500 characters) To increase the availability of housing/services for youth experiencing homelessness, especially unsheltered youth, the CoC developed and enacted a Youth Coordination Plan to foster collaboration with local school districts and community partners who currently provide services to youth. The implementation of the Plan has been effective towards ending youth homelessness and has led to expanded data gathering. To measure the effectiveness of the Plan the CoC will analyze two years of youth specific data by mid The CoC believes expanding data collection is the most appropriate method for determining the effectiveness of the current strategy as this measure provides information to identify unmet needs and could help FY2017 CoC Application Page 29 09/25/2017

30 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ identify service gaps. 3B-2.8. Describe: (1) How the CoC collaborates with youth education providers, including McKinney-Vento local educational authorities and school districts; (2) the formal partnerships the CoC has with these entities; and (3) the policies and procedures, if any, that have been adopted to inform individuals and families who become homeless of their eligibility for educational services. (limit 1000 characters) The CoC actively collaborates with youth education providers (McKinney- Vento/local ed. authorities/school districts) by conducting an annual review of the access, assessment and referral process for families at risk. School liaisons (from multiple districts), the County Youth Bureaus as well as other direct service providers participate in monthly LEA meetings. The CoC has formal partnerships with Head Start/BOCES to identify orgs that serve homeless/ at risk youth. Adopted procedures to inform hhs of eligibility for ed. services include: consistent outreach on services; on-site prevention educators who work w/school counselors to engage eligible hhs; and on-site behavioral health programs. CoC policy requires providers inform participants of ed. services by providing the NYS TEACHES pamphlet on ed. service rights for students in temporary housing. To ensure children are enrolled in early childhood programs, CoC policy requires providers collaborate with local school liaisons. 3B-2.9. Does the CoC have any written formal agreements, MOU/MOAs or partnerships with one or more providers of early childhood services and supports? Select Yes or No. MOU/MOA Early Childhood Providers No No Head Start Yes No Early Head Start Yes No Child Care and Development Fund No No Federal Home Visiting Program No No Healthy Start No No Public Pre-K No No Birth to 3 No No Tribal Home Visting Program No No Other: (limit 50 characters) Other Formal Agreement 3B-3.1. Provide the actions the CoC has taken to identify, assess, and refer homeless Veterans who are eligible for Veterans Affairs services and housing to appropriate resources such as HUD-VASH and Supportive Services for Veterans Families (SSVF) program and Grant and Per Diem (GPD). (limit 1000 characters) FY2017 CoC Application Page 30 09/25/2017

31 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ The CoC collaborates with the VA and VA-funded providers to ensure veterans are identified, assessed and appropriately referred to resources. CoC funded agencies, VA-funded agencies and the VA outreach teams engage veterans by street canvassing, referral from current clients, and direct referral from DSS and community partners. Non-VA funded agencies inquire about veteran status upon intake and refer all identified veterans to the VA or Solider On (an SSVF grantee). Solider On works with veterans and make direct referrals to the VA Healthcare for Homeless Veterans (HCHV) Program. Once referred, HCHV staff assess the veteran for a continuum of services. The HCHV Program then collaborates with CoC-funded providers and/or Solider On to develop a coordinated care plan to ensure the Veteran is offered referral to all appropriate VA and community resources; including but not limited to GPD, SSVF, HUD- VASH and CoC. 3B-3.2. Does the CoC use an active list or by name list to identify all Veterans experiencing homelessness in the CoC? No 3B-3.3. Is the CoC actively working with the VA and VA-funded programs to achieve the benchmarks and criteria for ending Veteran homelessness? Yes 3B-3.4. Does the CoC have sufficient resources to ensure each Veteran is assisted to quickly move into permanent housing using a Housing First approach? Yes FY2017 CoC Application Page 31 09/25/2017

32 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ A. Continuum of Care (CoC) Accessing Mainstream Benefits and Additional Policies Instructions: For guidance on completing this application, please reference the FY 2017 CoC Application Detailed Instructions and the FY 2017 CoC Program Competition NOFA. Please submit technical questions to the HUD Exchange Ask A Question. 4A-1. Select from the drop-down (1) each type of healthcare organization the CoC assists program participants with enrolling in health insurance, and (2) if the CoC provides assistance with the effective utilization of Medicaid and other benefits. Public Health Care Benefits (State or Federal benefits, e.g. Medicaid, Indian Health Services) Type of Health Care Yes/No Assist with Utilization of Benefits? Private Insurers: No No Non-Profit, Philanthropic: No No Other: (limit 50 characters) New York State Care Coordination Yes Yes No No 4A-1a. Mainstream Benefits CoC program funded projects must be able to demonstrate they supplement CoC Program funds from other public and private resources, including: (1) how the CoC works with mainstream programs that assist homeless program participants in applying for and receiving mainstream benefits; (2) how the CoC systematically keeps program staff up-to-date regarding mainstream resources available for homeless program participants (e.g. Food Stamps, SSI, TANF, substance abuse programs); and (3) identify the organization or position that is responsible for overseeing the CoCs strategy for mainstream benefits. (limit 1000 characters) The CoC works with funded projects to ensure programs supplement CoC funds w/dollars from other public/private resources. Specific actions the CoC has taken to supplement project funds w/other resources to increase program participant s applying for mainstream benefits include: system level outreach to the Dept. of Social Service and the VA to ensure thorough assessment for benefits. To systematically keep staff up-to-date regarding mainstream benefits/resources to assist program participants increase income, the Housing Task Force Committees facilitate monthly meetings that include info on accessing benefits. The CoC has been successful at increasing all types of income/mainstream benefits w/the greatest success at increasing mainstream benefits. According to SysPM report, the percentage of stayers who experienced growth in non-employment increased 9% between FY15 & FY16. FY2017 CoC Application Page 32 09/25/2017

33 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ Responsibility for overseeing these strategies will shift from the Board to the Planning Committee. 4A-2. Low Barrier: Based on the CoCs FY 2017 new and renewal project applications, what percentage of Permanent Housing (PSH) and Rapid Rehousing (RRH), Transitional Housing (TH), Safe-Haven, and SSO (Supportive Services Only-non-coordinated entry) projects in the CoC are low-barrier? Total number of PH (PSH and RRH), TH, Safe-Haven and non-coordinated Entry SSO project applications in the FY 2017 competition (new and renewal) Total number of PH (PSH and RRH), TH, Safe-Haven and non-coordinated Entry SSO renewal and new project applications that selected low barrier in the FY 2017 competition. Percentage of PH (PSH and RRH), TH, Safe-Haven and non-coordinated Entry SSO renewal and new project applications in the FY 2017 competition that will be designated as low barrier % 4A-3. Housing First: What percentage of CoC Program Funded PSH, RRH, SSO (non-coordinated entry), safe-haven and Transitional Housing; FY 2017 projects have adopted the 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, Safe Haven and TH project applications in the FY 2017 competition (new and renewal). Total number of PSH, RRH, non-coordinated Entry SSO, Safe Haven and TH renewal and new project applications that selected Housing First in the FY 2017 competition. Percentage of PSH, RRH, non-coordinated Entry SSO, Safe Haven and TH renewal and new project applications in the FY 2017 competition that will be designated as Housing First % 4A-4. Street Outreach: Describe (1) the CoC's outreach and if it covers 100 percent of the CoC's geographic area; (2) how often street outreach is conducted; and (3) how the CoC has tailored its street outreach to those that are least likely to request assistance. (limit 1000 characters) The CoC has seasonal Street Outreach teams which conduct outreach to unsheltered chronically homeless individuals. Outreach teams cover 100 percent of the CoC geographic area but mainly operate during the winter months within the more densely populated villages and towns. Outreach staff identify/engage households, obtain emergency housing, and conduct CE assessments daily with fluctuating day/evening hours. Outreach workers address homeless hhs housing needs by offering ongoing support to those not able/willing to access housing services on their own. The CoC tailors outreach activities to those that are least likely to request assistance by serving those with barriers related to communication, physical/cognitive disability and transportation by accessing translation service and aiding clients in the completion of CE applications. Outreach staff gain trust and work toward client acceptance of assistance, regardless of perceived barriers. 4A-5. Affirmative Outreach Specific strategies the CoC has implemented that furthers fair housing as detailed in 24 CFR (c) used to market housing and supportive FY2017 CoC Application Page 33 09/25/2017

34 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ services to eligible persons regardless of race, color, national origin, religion, sex, gender identify, sexual orientation, age, familial status, or disability; who are least likely to apply in the absence of special outreach. Describe: (1) the specific strategies that have been implemented that affirmatively further fair housing as detailed in 24 CFR (c); and (2) what measures have been taken to provide effective communication to persons with disabilities and those with limited English proficiency. (limit 1000 characters) Strategies the CoC implemented to meet the criteria outline in 24 CFR (c) for fair housing include: the addition of fair housing/anti-discrimination language within the Written Standards and CoC participation in DOJ training focused on fair housing. The CoC s efforts to provide effective communications for persons with disabilities focuses on marketing housing/support services to eligible persons who are least likely to apply in the absence of special outreach. The CoC s CE model is low-barrier and No wrong door; allowing services to be offered to those with multiple barriers including language and transportation. The CoC provides effective communications for persons with disabilities as well as persons with limited English proficiency by utilizing language translation service, translator apps on technical devices and live translation services provided by Cornell University. 4A-6. Compare the number of RRH beds available to serve populations from the 2016 and 2017 HIC Difference RRH beds available to serve all populations in the HIC A-7. Are new proposed project applications requesting $200,000 or more in funding for housing rehabilitation or new construction? No 4A-8. Is the CoC requesting to designate one or more SSO or TH projects to serve homeless households with children and youth defined as homeless under other Federal statues who are unstably housed (paragraph 3 of the definition of homeless found at 24 CFR 578.3). No FY2017 CoC Application Page 34 09/25/2017

35 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ B. Attachments Instructions: Multiple files may be attached as a single.zip file. For instructions on how to use.zip files, a reference document is available on the e-snaps training site: Document Type Required? Document Description Date Attached CoC Consolidated Application: Evidence of the CoC's communication to rejected participants CoC Consolidated Application: Public Posting Evidence 03. CoC Rating and Review Procedure (e.g. RFP) 04. CoC's Rating and Review Procedure: Public Posting Evidence 05. CoCs Process for Reallocating Yes 2017 Evidence of... 09/13/2017 Yes Public Posting Ev... 09/22/2017 Yes CoC Rating and Re... 09/21/2017 Yes CoC Rating and Re... 09/21/2017 Yes CoC Process for R... 09/19/ CoC's Governance Charter Yes CoC Governance Ch... 09/14/ 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 (if applicable) 13. HDX-system Performance Measures Yes HMIS Policy and P... 08/25/2017 No Yes PHA Administratio... 09/21/2017 No NY 501 CoC HMIS MOU 09/20/2017 No CoC Written Stand... 09/21/2017 No Yes FY 2017 CoC Compe... 08/08/ Other No NY 501 Supporting... 09/21/ Other No FY2017 CoC Application Page 35 09/25/2017

36 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ Attachment Details Document Description: 2017 Evidence of CoC Communication to rejected participants Attachment Details Document Description: Public Posting Evidence NY 501 Attachment Details Document Description: CoC Rating and Review Procedure NY 501 Attachment Details Document Description: CoC Rating and Review Procedure NY 501 Attachment Details Document Description: CoC Process for Reallocation Attachment Details FY2017 CoC Application Page 36 09/25/2017

37 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ Document Description: CoC Governance Charter Attachment Details Document Description: HMIS Policy and Procedure Manual Attachment Details Document Description: Attachment Details Document Description: PHA Administration Plan NY 501 Attachment Details Document Description: NY 501 CoC HMIS MOU Attachment Details Document Description: CoC Written Standards for Order of Priority NY 501 Attachment Details FY2017 CoC Application Page 37 09/25/2017

38 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ Document Description: Attachment Details Document Description: FY 2017 CoC Competition Report (HDX Report) Attachment Details Document Description: NY 501 Supporting Documents Attachment Details Document Description: FY2017 CoC Application Page 38 09/25/2017

39 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 NY-501 COC_REG_2017_ Submission Summary Ensure that the Project Priority List is complete prior to submitting. Page Last Updated 1A. Identification 09/13/2017 1B. Engagement 09/22/2017 1C. Coordination 09/25/2017 1D. Discharge Planning 08/22/2017 1E. Project Review 09/25/2017 1F. Reallocation Supporting Documentation 09/25/2017 2A. HMIS Implementation 09/22/2017 2B. PIT Count 09/22/2017 2C. Sheltered Data - Methods 09/25/2017 3A. System Performance 09/25/2017 3B. Performance and Strategic Planning 09/25/2017 FY2017 CoC Application Page 39 09/25/2017

40 Applicant: City of Elmira, Steuben, Allegany, Chemung, Livingston Counties COC Project: NY-501 CoC Registration and Application FY2017 4A. Mainstream Benefits and Additional Policies 09/25/2017 NY-501 COC_REG_2017_ B. Attachments 09/22/2017 Submission Summary No Input Required FY2017 CoC Application Page 40 09/25/2017

41 NY-501 Attachment 1F: Reallocation Supporting Documents 1. CoC Process for Reallocating 2. Rank and Review Process (includes Reallocation Process) 3. Invitation to New Project Webinar 4. Webinar for New Projects 5. to Membership releasing New Project RFP 6. Screenshot of New Project RFP publicly posted

42 FY17 NY-501 Reallocation Process The CoC realizes that reallocation is a necessary part of ensuring that a homeless assistance system meets the needs of people experience homelessness. The NY-501 Reallocation Process was made public to the Community. It was ed to membership as well as posted to the Collaborative Applicant s website on July 28, 2017 (screenshot attached as proof). Each year, the NY-501 Rank and Review Committee reviews the annual of Notice of Funding Availability in order to reassess the process. The Reallocation Process, which is within the CoC s Rank and Review Process, currently lays out the following: Reallocation is the process by which the CoC shifts funds, in whole or in part, from existing eligible renewal grants to create new projects that fill an unmet need within the community. Reallocation is one of the most important tools by which communities can make strategic improvements to their homeless services system. Projects that can be flagged for reallocation consideration include those who have displayed inadequate financial management, a history of expending funds on ineligible activities, a lack of full expenditure of funds, and those which have consistently scored low during the Rank and Review process. Additionally, funds from any project not participating in the implementation of Coordinated Entry, not participating in the Point-In-Time, not participating in HMIS, or operated by an agency that is not a member in good standing in NY-501 may be considered for reallocation. Further, agencies may voluntarily choose to reallocate funds from their projects. New projects developed by agencies through the reallocation of their own funds will be prioritized during the ranking process. This prioritization allows that agency to apply for a new project with those reallocated funds. All other proposed projects using reallocated funds will be ranked according to general ranking procedures. A separate application is required for projects being developed with reallocated funds, and the proposed projects must fill an unmet need, as noted above. Applications for these projects are accepted at the same time that renewal applications are submitted for rank and review. Applications for new projects will be ranked, separate from renewal projects, and the final ranking will be presented to CoC membership for approval. Projects being created from reallocated funds are ranked independent of bonus projects since they are from different funding sources. (Excerpt from FY17 NY-501 Rank and Review Process) Additionally, the Continuum encourages new applicant to apply for the bonus and reallocated projects via the New Project RFP. (New Project RFP attached).

43 ELMIRA, STEUBEN, ALLEGANY, LIVINGSTON, CHEMUNG, SCHUYLER COUNTIES COC: 2017 RANK AND REVIEW PROCESS Rationale HUD s Continuum of Care (CoC) homeless assistance programs serve as a source of funding for homeless services in the Counties of Elmira, Steuben, Alleghany, Livingston, Chemung, and Schuyler which together form NY In the 2016 NOFA, NY-501 received $1,527,165 from HUD to support 15 projects for homeless individuals and families. HUD awards homeless assistance grants through an annual application process known as the CoC Program Competition in response to the Notice of Funding Availability (NOFA). In order for the CoC to prioritize programs that are most effectively serving the community at the local level, the community has implemented a Rank and Review Process for new and renewal projects. This process will help the members of the CoC gain knowledge of project performance and effectiveness within the full CoC system. On behalf of NY-501, the Rank and Review Committee is charged with overseeing the Rank and Review process. As stated in the Continuum s bylaws, the Rank and Review Committee is responsible for the design, operation, and following of a collaborative process for the development of funding applications, including funding priorities and the number and type of applications. Each year the Rank and Review Committee reviews the Rank and Review Process and Application and makes revisions to reflect changing priorities. The Rank and Review Committee is also responsible for establishing a Review Team. The written Process, the Application and the Review Committee are submitted annually for approval by the Board. Once Board approved, the Written Process and Application are posted for review and comment by full Membership. Review and Approval of the Rank & Review Application Once the CoC Application has been submitted by the Collaborative Applicant, the Rank and Review Committee begins discussion of the previous year s Rank & Review application, process, and feedback from reviewers and full membership. With this feedback, the Committee proposes revisions to the Rank and Review Application and Process. In addition, the committee develops a list of Review Team members, considering the previous reviewers and potential new members. The revised draft of the application, process and the potential Review Team are presented to the Board, and subsequent edits may be made by the Rank and Review Committee. Once the Rank and Review committee has updated the Board, the application and the process are presented to full Membership with a comment period of one (1) week. Any comments received from Membership are then considered by the Committee for final decisions regarding further revisions. The Rank & Review Application, Process and Review Team are approved by the Board and shared with Membership.

44 Project Participation Each renewal project completes a Rank & Review Application per project. The 2017 Rank and Review Application process will take place in three (3) phases. The intention behind breaking down the Rank and Review process into 3 phases is to allow agencies adequate time to complete the full Rank and Review application at their convenience. Rank and Review Application Phase 1 focuses on project and system outcomes, using a project APR and HMIS System Performance data to rate projects. Each project will utilize the previous Calendar Year APR to complete the Rank & Review application Part 1. Rank and Review Application Phase 2 of the Application consists of narratives, which allows the projects to explain unique circumstances that may affect project performance. Each application must be completed, including all required attachments. All applications must be submitted on time to CARES, Inc. to be passed on to the Review Team. Late submissions of Rank and Review Applications will automatically have a 5 point penalty. At the time of submission each agency/project is assigned an interview time with the review team. Project interviews will be the last phase, Phase 3, of the Rank and Review Process. After the NOFA is Reviewers released, the Rank and Review Committee will draft questions based on the specific criteria mentioned within the application. These questions will be part of the project interview. Projects will receive these questions in advance of the interview and will supply the Review Team with written answers prior to the interview. Interviews may assist the reviewers in awarding additional points. Reviewers must be individuals from the community or neighboring communities and must be knowledgeable about the CoC process, services and providers. Individuals on the Review Team must not be CoC funded within NY-501. Suggested Review Team members are approached by the Collaborative Applicant and asked to participate. Once reviewers have agreed to participate, one to two days are scheduled to conduct Rank & Review project interviews and for scoring to take place. Interviews will be scheduled for a date after the NOFA is released to allow for any HUD specific criteria to be incorporated into the interview process, as described above. Each reviewer is provided with a copy of each project s full application and score forms. Once the Review Team convenes and conducts interviews with each project, the Review Team scores each application. These scores result in the project ranking. The Review Team provides any final comments to be shared with projects or the Rank and Review committee. Project Ranking The NOFA requires that the CoC conduct a transparent and objective process to review and rank all applications for renewal of existing projects and applications for new projects. Using a CoC-approved Rank and Review tool, all projects seeking funding are scored and placed in numerical order based on scores. All projects will receive their scores and will be offered the opportunity to debrief and review their project scores with the Collaborative Applicant. Projects will have the ability to submit an appeal, within the allotted time frame, regarding their score following their debriefing (See the Appeals Process

45 outlined below). Following any debriefings and appeals, the project ranking is then shared with the Rank and Review Committee. The committee reviews the process and all project scores. The ranking is then presented to the Board for review. The ranking is then shared with Membership. Appeal Process 1. Who May Appeal? An agency may appeal a decision concerning a project application submitted by that agency. If a project was submitted by a collaboration of agencies, only one joint appeal may be made. 2. What May Be Appealed? An appeal may not be submitted if the basis of the appeal is one of the following: the applicant did not answer all the questions on the application, the applicant did not submit the application with all required attachments, or the applicant did not submit by the required deadline. The appeals process applies only to project scoring and ranking. There is no appeal for project tiering. If a mathematical error is found by the project, the error can be corrected, and notice of the correction will be provided to the Rank and Review Committee and the Board. 3. Timing of an Appeal Formal appeals can only be submitted by a project 5 business days after a debriefing has been completed. Appeals must be submitted in writing to the Collaborative Applicant who will forward them on to the Review Team. The written appeal must consist of a short statement, no longer than 1 page, of the agency s appeal. The written appeal can be in the form of a letter, memo or . Any appeal via must be sent to JTabankin@caresny.org and cc the NY-501 Rank and Review Committee chair. 4. Appeals Decisions The Review Team also serves as the Appeal Team. Appeals are decided by majority vote of the Appeal Team. Once decided, all appeals are final and may not be overturned by the Rank and Review Committee, Board or Membership. Project Tiering HUD requires that the CoC ranks projects into two tiers based on the funding allocation released in the NOFA. The Collaborative Applicant uses the project ranking to tier the projects and presents the tiering to the Rank and Revew Committee. When the NOFA is released, the priorities and tiering outlined in the application are strategically applied by the CoC to the project ranking (which may also affect tiering). Tiering results are then presented to the Board and, with Board approval, to Membership for a vote. Membership votes on the full application, including the tiering.

46 New Projects New projects are created through bonus funds or reallocated funds. A separate RFP will be completed for new projects. If, after the ranking process, additional money becomes available through reallocation, and if all new projects have been approved and there is additional money, the new project RFP will re-open for submission in an effort to use all available funds. RFP s submitted during the second application process will automatically be ranked below the round 1 projects. Bonus Projects Each year, HUD may offer bonus funding, and guidance is provided within the NOFA as to how the funds must be spent. Bonus projects compete nationally against other bonus projects. A separate application is required for bonus project proposals, and the proposals must fill an unmet need, as noted within the Strategic Plan. Applications for bonus projects are accepted at the same time that renewal applications are submitted for rank and review. Bonus applications will be ranked, and the final ranking will be presented, within the full ranking, to CoC membership for approval. The community s goal is to apply for the maximum amount of available funds. The same appeals process that applies to renewal applications also applies to bonus project applications. Reallocation Reallocation is the process by which the CoC shifts funds, in whole or in part, from existing eligible renewal grants to create new projects that fill an unmet need within the community. Reallocation is one of the most important tools by which communities can make strategic improvements to their homeless services system. Projects that can be flagged for reallocation consideration include those who have displayed inadequate financial management, a history of expending funds on ineligible activities, a lack of full expenditure of funds, and those which have consistently scored low during the Rank and Review process. Additionally, funds from any project not participating in the implementation of Coordinated Entry, not participating in the Point-In-Time, not participating in HMIS, or operated by an agency that is not a member in good standing in NY-501 may be considered for reallocation. Further, agencies may voluntarily choose to reallocate funds from their projects. New projects developed by agencies through the reallocation of their own funds will be prioritized during the ranking process. This prioritization allows that agency to apply for a new project with those reallocated funds. All other proposed projects using reallocated funds will be ranked according to general ranking procedures. A separate application is required for projects being developed with reallocated funds, and the proposed projects must fill an unmet need, as noted above. Applications for these projects are accepted at the same time that renewal applications are submitted for rank and review. Applications for new projects will be ranked, separate from renewal projects, and the final ranking will be presented

47 to CoC membership for approval. Projects being created from reallocated funds are ranked independent of bonus projects since they are from different funding sources. CoC Transparency The Rank and Review process is conducted by the CoC in a transparent manner in order to ensure a fair and consistent process for prioritizing projects. Each year, feedback on the process is solicited. The process is publicly announced by the CoC, distributed in writing to the full CoC membership, and posted publicly on the CARES website for all community members to review and comment. FY2017 Rank and Review Application NY-501 emphasizes the importance and impact of using the Rank & Review Application as the primary basis for determining the Project Listing submitted as part of the CoC Consolidated Application. The Rank and Review Application is thoughtfully revised each year to include both HUD and CoC standards, incorporate both national and local priorities, and balance objective performance measures with subjective narrative description of project operations.

48 From: Cc: Bcc: Samantha Winzenried Jennifer Tabankin; Michelle Sandoz-Dennis; Kelsey Addy; Maureen Burns; Denise Doin Angelicia Morris ; Beverly Burnett ; Beverly Burnett (info@cltofschdy.org); Brian Adams; Cassie McCracken; Christopher Silipigno; Debra Schimpf ; Debra Sivack; Dominick Sondrini ; Ed Kowalczyk ; Jaclyn Mancini; James Peluso; Joe Gallagher (jgallagh@nycap.rr.com); JPetrik-Huff (JPetrik-Huff@TCBINC.ORG); Kerry O"Connor; Kim Siciliano; Kimarie Sheppard ; Leila Constable ; Melanie Puorto Conte; Michelle Sandoz-Dennis; Nancy Chiarella; Naomi Wood; Phil Grigsby; Richard Homenick; Robert Romaker; Shannon Keon (safeinc@nycap.rr.com); Stacy Padua (PaduaS@Schenectady.k12.ny.us); Stuart Rosenblatt; Sue McCann; Thomas McCrossan; Tricia Le; Wendy Wahlberg ; William Frank; Allyson Thiessen ; "Amy LaFountain (alafountain@josephshousetroy.org)"; Analusette Shaello; "Andra Zubkovs (andraz@josephshousetroy.org)"; "Angela Balogun (abalogun@ceoempowers.org)"; Ariffa Bevin ; Bernice White - Community Builders (bernice.white@tcbinc.org); "Billy Carter (myselena2@yahoo.com)"; "Bonnie Benson (bonnieb@ywca-gcr.org)"; Brad Armstrong ; Carrie Blanchard; "Charles Doyle (charles.doyle@troyny.gov)"; "Chris V (chrisv@heroesathomerensco.com)"; "Christopher Burke (cburke@unityhouseny.org)"; "Colleen Pidgeon (colleenp@ccalbany.org)"; Craig Deraway ; Dale Albertson; Danielle C ; "Daquetta Jones (daquettaj@ywca-gcr.org)"; "Dave Warren (dwarren@unityhouseny.org)"; David Yake; "Dominick Sondrini (dsondrini@wesoldieron.org)"; Donna Vaughn ; "Elaine Davies (edavies@unityhouseny.org)"; "Erin Bradley (ebradley@ceo-cap.org)"; Geoff Raiti ; "Jacob Dale (jacob.t.dale@hud.gov)"; Janelle Shults; Jenet Marra (jenet.marra@dfa.state.ny.us); Jennifer LeMay; "Jenny Hixon (jhixon@unityhouseny.org)"; "Jim Crawford (jim.crawford@cchoalbany.org)"; "Joe Sluszka (jsluszka@ahcvets.org)"; "John Salka (john.salka@troyny.gov)"; JPetrik-Huff (JPetrik-Huff@TCBINC.ORG); Judith A. Smith; "Kathleen Ide (kathleen.ide@rcda.org)"; Katrina Middleton; "Kevin O"Connor (koconnor@josephshousetroy.org)"; "Kirstein DonVito (KDonVito@rensco.com)"; "Kirsten Danforth (kirsten.danforth@va.gov)"; "Kyle Biel (kbiel@josephshousetroy.org)"; "Laura Amos (laura.amos@troyny.gov)"; laurie.mcbain (laurie.mcbain@sphp.com); Leslie Cheu (lcheu@tsbfoundation.org); Leta Luguri; Lillian Moy ; "Linda Jones-Pettis (linda.jones-pettis@dfa.state.ny.us)"; Linda Lewis ; Lindsey Crusan; "Loni Warrington (lwarrington@rensco.com)"; "Maggie Watson (mwatson@unityhouseny.org)"; Marjie Burgasser; Mary Ann Ogren (mogren@rensselaerhousing.org); "Matt Vertefeuille (mattv@josephshousetroy.org)"; "Mayor Patrick Madden (mayorsoffice@troyny.gov)"; Micaela Townsend (mtownsend@unityhouseny.org); Michael Hagmaier; "Michelle Abel (michellea@ccalbany.org)"; "Michelle Nadeau (mnadeau@unityhouseny.org)"; Nancy Chiarella; Nina Nichols; "Pam Booker (pbooker@ccalbany.org)"; "Pat Dinkelaker (pdinkelater@unityhouseny.org)"; Patrick Madden ; "Peter Goebel (pgoebel@rensco.com)"; R Fagan; "Ray Reuter (raymhep@outlook.com)"; "Rev Donna Elia (delia@taum.org)"; Robert Romaker; Sara Hendry ; "Sarah Trombley (strombley@unityhouseny.org)"; "Shannon McLaughlin (shannon.mclaughlin@rcda.org)"; "Shara Bender (sharab@ywca-gcr.org)"; Stephen Piasecki; "Susan Benjamin (susanbenjamin@hotmail.com)"; Susan Jones; "Talia Gamble (gamblet@troy.k12.ny.us)"; Tammi.Williams (Tammi.Williams@sphp.com); "Terra Stone (tstone@rensco.com)"; Theresa Beaudoin ; "Thomas Coates (thomas.coates@rcda.org)"; "Thomas Hulihan (hulihant@troyhousing.org)"; Tom B; "Tracy Pitcher (tpitcher@stpaulscenter.com)"; Tyrone Byrd (tbyrd@wesoldieron.org); Veronica Lestage; "Warren Youngblood (w.youngblood@ahcvets.org)"; "Wendy Wahlberg (wwahlberg@lasnny.org)"; "William Brown (wbrown@wesoldieron.org)"; Alex Bursztein; Allyson Thiessen; Ana Duran ; Andrew Kohlbrenner ; Ann Denton Allen ; Anthony Petriccione; Barbara Swift (oaswift@optimum.net); Betsy Rauschart; Cassandra Edwards ; D Valerius; David Jacobsen (djacobsen@bridgesrc.org); Deena Roedema; Derwin Manigault (derwin.manigault@samaritanvillage.org); Dilcia Suazo; Dio Dominguez; Donna Ehrenberg; Gerri Levy; Gregory Emili (grg250@cs.com); Holly Shiffman; Jerry Donnellan (donnellj@co.rockland.ny.us); Jerry Marton (jerry.marton@rocklandguild.org); Joseph Juste; Judy Rosenthal; Karey Lynch (LynchK@co.rockland.ny.us); Kathy Lathrop; Kelly Kohlbrenner ; KMB Gregg; Larry Grubler (lgrubler@tsiny.org); Lizzette Regina; Lu Ann Kelly; M Place; Marion Breland; Martha Robles; Maura Donoghu ; Michael Leitzes; Myrnia Bass-Hargrove (bassm@co.rockland.ny.us); Nadie Travis; Nazanin Daee (ndaee@centersc.org); NBDSinc; Nicole Sirignano (nsirignano@bridgesrc.org); Raoul Cansino ; Raymond Browne (rbrown@tsiny.org); Rena Robert; Robert Maher (rmaher@touch-ny.org); Sabrina Neptune; Susan Daycock (sdaycock@aol.com); Susan Sherwood (sherwood@co.rockland.ny.us); Tami Schonberg (schonbet@co.rockland.ny.us); Teresa Darden ; Tom Zimmerman; Tony Earl Jr.; Venesia DeFrank; Ya"el Williams; Yasmin Carrillo; Amy Christensen (achristensen@lawny.org); Andrew Timm (atimm@co.livingston.ny.us); Belinda Knight (bknight@accordcorp.org); Charles Nocera - Catholic Charities of Chemung/Schuyler (chuck.nocera@dor.org); Debra MacDonald (dmacdonald@dor.org); Diane Deane (ddeane@co.livingston.ny.us); Donald Benelli ; Heather Hargraves (hhargraves@arbordevelopment.org); Jeff Eaton (jeaton@arbordevelopment.org); Jeff Stager (jstager@accordcorp.org); Jennifer Miller (jennmiller@cityofelmira.net); Jennifer Stimson (jstimson@co.chemung.ny.us); Jim Cantrill (jcantrill@dor.org); JoAnn Fratarcangelo (JFratarcangelo@Co.Schuyler.ny.us); Karen Slusser (kslusser@chancesandchanges.org); Karen Tremer (ktremer@chancesandchanges.org); Kim Scutt (ScuttK@alleganyco.com); Lesley Christman (lchristman@accordcorp.org); Linda Couchon (Lcouchon@dor.org); Lisa Baker (lisa.baker@co.steuben.ny.us); Lynn Langworthy (llangworthy@accordcorp.org); Michelle Sandoz-Dennis; Patrick Rogers (RogersP@ihsnet.org); Sharon Koch (skoch@co.livingston.ny.us); Suzanne Krull (suzannefkrull@gmail.com); William Brown ; Alexandra St.Martin ; Allyson Thiessen; Amanda Aykanian ; Amy Lacey ; Amy Leisenfelder ; Anne Liske - Albany Damien Center (aliske@albanydamiencenter.org); Anne Murphy; "Argenis Rodriguez (arodriguez027@gmail.com)"; Bill Gettman; Brian Hawley; Carlotta Palmer ; Carol Phillips; Chiquita D"Arbeau; Chris Walsh ; Christina Mead; Christine Rodriguez; Christine Wasik; Cody Arana; Crystal Steele; Dan Reilly ; Daniel Biette; Darcey Lewis ; Dave Schachne; David Bradley; Dawn Pasquarell; Deborah Damm O"Brian; Dennis Mosley; "Dennis Mosley (dmosley@nycap.rr.com)"; Dominick Sondrini ; Don Smith ; Donna DeMaria ; "Donna Maylath "; Donna Vaughn ; Erin Reale; Faye Andrews; Frank Pindiak; Geoff Raiti ; Harris Oberlander; Jackie Buff-Rogers; Jackie Mahoney ; Jacqualine C. Lombardo - Support Ministries, Inc. (jlombardo@smicr.org); James Ader; Janine Robitaille ; Jeanette Hemingway; Jerald Johnson ; Jessica DeJesus; Jessica Loomis; Jim Ketcham ; Jim Matteo; Joe Sluszka ; Judy Monson; Karen Karl ; Kathleen Ide; Kathy Fletcher; Kathy Leyden ; Kathy Magee ; Katrina Middleton; Keith Brown; Keith Stack; Kelly Desposito ; Kevin Connally; Kristen Giroux ; Lauri Nakovics; Leslie Siegard ; Lillian Moy ; Liz Hitt; Lois Wilson; Lora Yanulavich ; Louisa Marra ; Lyn Mack ; Lynda Tymeson ; Marcus May

49 Subject: Date: Maria Grillo ; Maribel Jerominek ; Marjie Burgasser; Mary Campagna ; Mary Giordano; Mary Oill; Meg Smith ; Michael Good ; Michele McClave; Micky Jimenez - Support Ministries (mjimenez@promesa.org); Micky Jimenez - Support Ministries (mjimenez@smicr.org); Mike Asbury ; Mildred Figueroa ; Nadine Fornum; Nancy Adriano ; Nancy Chiarella; Nathaniel Webb; Neenah Bland ; Nicole Ward; Paul Tighe; Perry Jones; Perry Junjulas ; Rachel Alexander ; Robert Burke ; Robert Cherry ; Robert Romaker; Robin Roberts (Robin.Roberts@albanycountyny.gov); Rocky Ferraro; Rushka Tcholakova (Rushka@unitedwaygcr.org); Sandy LeVan ; Sarah Latzko ; Sean Morris; Shannon McLaughlin; Stephen Piasecki; Steve Lape ; Steve Longo ; Susan Daley ; Thomas Coates; Tom McPheeters ; Valerie Sacks; Vernon Victorson; Wendy Wahlberg ; Willie Leak; Alison Calhoun ; Amanda Pierro; Anezka Sebek; Barbara Palmateer; Bill Gettman; Debra Armstrong ; Dianne Lugo ; Digna Betancourt Swingle; Dominick Sondrini ; Ed Falterman ; "Felicia Walters"; Florence Ohle; Frank Pindiak; Jeanette Hemingway; John Lyons; Judy Monson; Kai Hillman ; Katherine Smith ; Kathy Applegate ; Lauren Liberta ; Lillian Moy ; Lindsay Arp; Louisa Marra ; Lynn Kutski ; Maggie Graham ; Margaret Kennedy ; Marjie Burgasser; Mary Walker ; Michael Brinck; Michael Cole; Nancy Chiarella; Pam Hoilund ; Renee Pine; Robert Romaker; Stephen Piasecki; Sue Paolino ; Susan Cody; Tammy Hall ; Tara McSherry-Wolfe; Thomas Coates; Tina Sharpe; William Brown ; "Andi Pratt (apratt@unitedwaygcr.org)"; "Andrea Deepe (andread@wwamh.org)"; "Andy Gilpin (andy@captaincares.org)"; "Angela Bronzene (abronzene@hotmail.com)"; "Angela Bronzene (abronzene@saratogacountyny.gov)"; "Anne Fuller (afuller@hycwaithouse.org)"; Ariffa Bevin ; "Beatrice Madej (beatrice.madej@cdphp.com)"; "Bill Gettman (william.gettman@northernrivers.org)"; "Bob Landry (gfhalandry@hotmail.com)"; "Bonnie Nelson (bonnie@captaincares.org)"; "Brenna Sharp (bsharp@lasnny.org)"; "Carie Bires (carie.bires@gmail.com)"; "Carrie Wright"; "Cherie Kory (gfhacherie@hotmail.com)"; "Cheryl Hage-Perez (chp@saratogarpc.org)"; "Cindy Phillips (cindy.phillips@saratoga-springs.org)"; "Digna Betancourt Swingle (digna.swingle@use.salvationarmy.org)"; "Dominick Sondrini (dsondrini@wesoldieron.org)"; "Ed Falterman (falterman1@aol.com)"; "Elizabeth Ball (elizabeth.ball1@va.gov)"; Heather Brownell ; "Heather Brownell (Heather.Brownell@dfa.state.ny.us)"; "J Menzer (jmenzer@tsamail.org)"; Jacqualine C. Lombardo - Support Ministries, Inc. (jlombardo@smicr.org); "James Ader (james.ader@albanycounty.com)"; "Jeff Clark (executivedirector@glensfallshabitat.org)"; "Jeff Varmette (jvarmette@yahoo.com)"; "John Farrell (johnf@wwamh.org)"; "Judith Mckinnon (mckinnonjudith955@gmail.com)"; "Karen Follett (kfollett@vethome.org)"; "Katie Sicko (Ksicko@sspha.org)"; "Keegan Burke"; "Leigha Rosenberger (lrosenberger@vethome.org)"; "Lillian Moy (lmoy@lasnny.org)"; "Lori B (lorib@wwamh.org)"; "Maggie Fronk (executivedirector@wellspringcares.org)"; Marjie Burgasser; "Michael Lajeunesse (mlajeunesse79@yahoo.com)"; "Michelle Larkin (michelle@rtsaratoga.org)"; "Mike Finocchi (mfinocchi@sheltersofsaratoga.org)"; Nancy Chiarella; "Nicholas Hayes (hayesnicholas21@gmail.com)"; Pat Snell (psnell@wwamh.org); "Paul Feldman (pfeldman@sspha.org)"; "Renee Stephenson (rstephenson@aidscouncil.org)"; "Rich becker (rwbecker@albany.edu)"; "Shannon McLaughlin (shannon.mclaughlin@rcda.org)"; "Sheila Blais (sheilab@wwamh.org)"; "Shelbie Foran (sforan@lasnny.org)"; "Sherrie Catapano (Sherrie.catapano@cdphp.com)"; "Stuart Kaufman (skaufman@lasnny.org)"; "Sue McCann (sue.mccann@tcbinc.org)"; "Susan Dornan (dornans@warrencountyny.gov)"; "Sybil Newell (snewell@tsamail.org)"; "Tamara Rivera (tamararivera29@yahoo.com)"; "Theodore Tighe (ted.tighe@uvm.edu)"; "Thomas Coates (thomas.coates@rcda.org)"; "Whitney Jobmann (whitneyj@sailhelps.org)"; "William Brown (wbrown@wesoldieron.org)"; William Vilardo - Vermont Veterans Services (wvilardo@uvm.edu) New Project Informational Webinar Tuesday, July 25, :31:00 PM Good Afternoon Everyone, Below is the webinar information for the New Project Informational Session. Feel free to forward this information to any other agencies who may be interested in applying in this year s competition. The new project RFP can be found on each individual CoC s FY 2017 CoC Program Competition Information page on the CARES website. If you have any additional questions feel free to contact me. New Project Informational Session Jul 28, 2017 at 1:00 pm - 2:00 pm EDT Please visit & join the meeting space from your computer, tablet, or smartphone. Use your microphone and speakers (VOIP) for audio. You'll sound best with a headset. Join the conference call. Conference Line Number: (641) Access Code: # Samantha Winzenried

50 Continuum of Care Unit Coordinator CARES, Inc. 200 Henry Johnson Blvd. Albany NY Ph: (518) x114 Fax: (518)

51 2017 CONTINUUM OF CARE: NEW PROJECT INFORMATIONAL SESSION PRESENTED BY - CARES, INC. JULY 28, 2017

52 DISCUSSION GOAL To Provide Information for new CoC Project Applicants This webinar will: Review Important NOFA Dates Review Eligible Project Types Discuss 2017 Policy Priorities Detail available technical assistance This webinar will NOT: Provide a detailed Continuum of Care Overview Detail e-snaps technical submission directions Provide project specific technical assistance or RFP review

53 IMPORTANT NOFA DATES The NOFA was released July 14 th 2017 The CoC and Project Applications were available in e-snaps on July 19 th Detailed Instructions for the applications were made available on July 28, 2017 All CoC Applications must be submitted by September 28 th 8:00 pm

54 2017 POLICY PRIORITIES Ending homelessness for all persons Creating a systemic response to homelessness Strategically allocating and using resources. Use a Housing First approach

55 AVAILABLE FUNDING FOR NEW PROJECT HUD is offering a Permanent Housing Bonus 6 percent of the current CoC award HUD is allowing new projects to be created through the Permanent Housing Bonus and Reallocation

56 2017 CONTINUUM FUNDING NY Elmira NY Albany NY Schenectady NY Rensselaer ARD = $1,482,865 Bonus = $88,972 ARD = $5,006,829 Bonus = $300,410 ARD = $3,862,164 Bonus = $231,730 ARD = $3,198,646 Bonus = $191,919 NY-606 Rockland ARD = $686,899 NY Columbia/Greene ARD = $437,789 Bonus = $26,267 NY-520 Franklin/Essex ARD = $78,804 Bonus = $20,940 NY-522 Jefferson/Lewis/St. Lawrence ARD = $1,260,982 Bonus = $75,659 NY- 523 Saratoga North Country ARD = $1,534,955 Bonus = $92,097 Bonus = $93,161

57 ELIGIBLE PERMANENT HOUSING BONUS PROJECTS DedicatedPLUS (FY17 NOFA, page 18) where 100 percent of the beds are dedicated to chronically homeless individuals and families; Rapid Rehousing projects that will serve homeless individuals and families, including youth up to age 24, who meet the following criteria: residing in a place not meant for human habitation/residing in an emergency shelter; persons fleeing or attempting to flee domestic violence situations; residing in a transitional housing project that was eliminated in the FY 2017 CoC Program Competition; or residing in transitional housing funded by a Joint TH and PH-RRH component project (see Section III.A.3.h. of this NOFA); or receiving services through a VA-funded homeless assistance program and met one of the above criteria (Sections III.A.3.j.(3)(a), (b), (c), or (d) at initial intake to the VA's homeless assistance system Joint TH and PH-RRH component projects (FY17 NOFA, page 20)

58 ELIGIBLE REALLOCATION PROJECTS DedicatedPLUS (FY17 NOFA, page 18) Rapid Rehousing projects that will serve homeless individuals and families, including youth up to age 24, who meet the following criteria: residing in a place not meant for human habitation/residing in an emergency shelter; persons fleeing or attempting to flee domestic violence situations; residing in a transitional housing project that was eliminated in the FY 2017 CoC Program Competition; or residing in transitional housing funded by a Joint TH and PH-RRH component project (see Section III.A.3.h. of this NOFA); or receiving services through a VA-funded homeless assistance program and met one of the above criteria (Sections III.A.3.j.(3)(a), (b), (c), or (d) at initial intake to the VA's homeless assistance system Joint TH and PH-RRH component projects (FY17 NOFA, page 20) Dedicated HMIS projects SSO projects for Coordinated Entry/Assessment

59 WHAT IS A DEDICATED PLUS PROJECT? A permanent supportive housing project where 100 percent of the beds are dedicated to serve individuals with disabilities and families in which one adult or child has a disability, including unaccompanied homeless youth, that at intake are: experiencing chronic homelessness as defined in 24 CFR 578.3; residing in a transitional housing project that will be eliminated and meets the definition of chronically homeless in effect at the time in which the individual or family entered the transitional housing project residing and has resided in a place not meant for human habitation, a safe haven, or emergency shelter for at least 12 months in the last three years, but has not done so on four separate occasions;

60 WHAT IS JOINT TH AND PH-RRH? This project type is intended to provide a new way to meet some of the pressing challenges that communities are facing. They provide a safe place for people to stay crisis housing with financial assistance AND wrap around supportive services determined by program participants to help them move to permanent housing as quickly as possible. This project type will include TH and PH-RRH in a single project to serve individuals and families experiencing homelessness, including victims of DV. Joint component projects should be Housing First, have low barriers, connect participants to resources, prioritize those with the highest needs. A program participant may choose to receive ONLY TH OR the RRH component, but the recipient must make both available.

61 AVAILABLE TECHNICAL ASSISTANCE CARES staff is available to: Answer any regulation questions Answer any project specific questions include: Subpopulation information Budget Questions Provide hands on e-snaps technical assistance

62 LINK(S) TO IMPORTANT HUD DOCUMENTS FY17 NOTICE OF FUNDING AVAILABILITY (NOFA) : JOINT TH AND RRH COMPONENT: DEDICATED PLUS PROJECTS

63 From: To: Cc: Subject: Date: Attachments: Importance: Jennifer Tabankin Amy Christensen Andrew Timm Belinda Knight Charles Nocera - Catholic Charities of Chemung/Schuyler (chuck.nocera@dor.org); Diane Deane (ddeane@co.livingston.ny.us); Heather Hargraves (hhargraves@arbordevelopment.org); Jeff Eaton (jeaton@arbordevelopment.org); Jennifer Miller (jennmiller@cityofelmira.net); Karen Slusser (kslusser@chancesandchanges.org); Karen Tremer (ktremer@chancesandchanges.org); Kim Scutt (ScuttK@alleganyco.com); Lesley Christman (lchristman@accordcorp.org); Linda Couchon (Lcouchon@dor.org); Lisa Baker (lisa.baker@co.steuben.ny.us); Lynn Langworthy (llangworthy@accordcorp.org); Michelle Sandoz- Dennis; Nancy Chiarella; Patrick Rogers (RogersP@ihsnet.org); Sharon Koch (skoch@co.livingston.ny.us); Suzanne Krull (suzannefkrull@gmail.com); William Brown ; Anita Lewis (alewis@cseop.org); Bill Caudill (billc@co.steuben.ny.us); Darlene Prutsman (darlene.prutsman@va.gov); Jeffrey Symeslatini (jeffrey.symeslatini@co.steuben.ny.us); Edna Elling (EdnaElling@accordcorp.org); Ellen Topping (Ellen.Topping@dor.org); Jessica Brooks (jbrooks@wesoldieron.org); Michelle Sandoz-Dennis; Patty Graves (pgraves@accordcorp.org); Ryan Peterson (ryan.peterson@co.steuben.ny.us) Michelle Sandoz-Dennis; Samantha Winzenried New Project RFP - Bonus Funds and Reallocation Information Friday, July 28, :43:24 AM NY New Project RFP.docx image001.png High Good Morning, NY-501 Continuum of Care Members, On behalf of the Rank and Review Committee, attached please find the RFP for the Permanent Housing Bonus funding and funds being reallocated. The RFP is open to all applicants (CoC and non CoC funded) given the applicant and proposed project meet the eligibility and threshold requirements as noted in the NOFA. Applicants for the PH bonus and Reallocation should read the NOFA: NOFA.pdf. CARES will be sending out a full NOFA summary shortly. Permanent Housing Bonus funding is available for up to 6 percent of the CoC s Final Pro Rata Need ($1,482,865). This funding ($88,972) can be used to create new: PSH projects that will be 100% dedicated to chronically homeless individuals/families DedicatedPLUS projects (FY17 NOFA, page 18) RRH projects that will serve homeless individuals/families, including youth up to age 24 who meet the necessary criteria Joint TH and PH-RRH component projects which include TH and RRH in a single project to serve individuals and families experiencing homelessness (FY17 NOFA, page 20) Agencies may use reallocation to create new: DedicatedPLUS (FY17 NOFA, page 18) RRH projects that will serve homeless individuals/families, including unaccompanied youth who meet the necessary criteria Joint TH and PH-RRH component projects which include TH and RRH in a single project to serve individuals and families experiencing homelessness (FT17 NOFA, page 20)

64 Dedicated HMIS projects SSO projects for Coordinated Entry/Assessment CARES will hold a New Project informational session TODAY July 28, 2017 at 1pm. During the session CARES will review the Continuum of Care application process and discuss federal requirements and expectations for new projects. All community members are welcome to attend this session. Similar to the Rank and Review Process, the Review team will review all applications for new projects. All applications in response to the New Project RFP are due to jtabankin@caresny.org no later than 3pm Friday, August 11, Please forward this to any agency in the community who may be interested in submitting an RFP. Jennifer Tabankin Continuum of Care Unit, Compliance Specialist CARES, Inc. 200 Henry Johnson Blvd. Albany NY (518) x116 jtabankin@caresny.org

65 NY-501 Continuum of Care: New Project RFP 2017 (Reallocation and/or Bonus Projects) APPLICATION MUST NOT EXCEED THREE (3) PAGES 1. Applicant/Agency Name: 2. Agency Point of Contact: 3. Proposed Project Name: 4. Is the applicant a current member of NY-501 Continuum of Care (CoC)? Yes 10 points No 0 points a. If no, what is the agency s current involvement with NY-501 Continuum of Care? 5. Is the agency applying a current CoC funded grantee? Yes 5 points No 10 points b. If yes, are there any unresolved monitoring or audit findings from HUD or the CoC? Yes 0 points No 5 points 6. Please provide a detailed description of the agency s experience in administering projects dedicated to serving an underserved population. Please specify the name of current or past programs and note the funding sources. (10 points) 7. Please provide a project description AND budget that addresses the entire scope of your project. Please include the target population that will be served and the outreach plan. (0 15 points) 2 points if a specific priority population mentioned in the 10 Year Plan is noted 1 points if the project clearly states the number of units/beds requested 2 points if an outreach plan is noted 10 points if the budget notes at least 80 percent of the requested funds are dedicated to housing 8. Please describe the project s understanding of and willingness to participate in the Coordinated Entry Process that is being implemented by the Continuum (5 points). 9. Will the project be able to begin within 12 months? Yes- 5 points No 0 points 10. Please describe how the need for this project within this geographic area was identified.

66 NY-501 Continuum of Care: New Project RFP 2017 (Reallocation and/or Bonus Projects) 5 points for referencing Opening Doors 11. Document potential sources that will allow the program to meet HUD s match requirement (25 percent match).(0-20 points) 20 Points if match requirements are met 12. The CoC prioritizes a Housing First model. Please indicate with a check mark if the proposed project will meet the following criteria. Please note all of the below criteria must be selected in order to meet the Housing First definition. 20 points a. Will the project ensure that participants are not screened out based on the following items? Yes, we will not screen out based on any of the below No i. Having too little or no income ii. Active or history of substance abuse iii. Having a criminal record with exceptions for state-mandated restrictions iv. History of domestic violence (e.g. lack of a protective order, period of separation from abuser, or law enforcement involvement) AND b. Will the project ensure that participants are not terminated from the program for the following reasons? Yes No i. Failure to participate in supportive services ii. Failure to make progress on a service plan iii. Loss of income or failure to improve income iv. Being a victim of domestic violence v. Any other activity not covered in a lease agreement typically found in the project's geographic area.

67

68

69

70 Attachment 2: CoC Consolidated Application: Public Posting Evidence 1. Communications to the CoC Regarding FY17 Ranking and Selection Process 2. Communications to the CoC Regarding the completed FY17 CoC Application and FY17 Priority Listing

71 1. Communications to the CoC Regarding FY17 Ranking and Selection Process a. to Membership regarding the Proposed Ranking and Selection process for public comment b. to Membership with the Final Ranking and Selection Process c. Screenshot of all posted Ranking and Selection Process Documents

72 From: To: Cc: Subject: Date: Attachments: Jennifer Tabankin Samantha Winzenried; Michelle Sandoz-Dennis; Ryan Spinner; Maureen Burns NY-501 DRAFT Rank and Review documents Friday, July 7, :15:17 PM NY 501- Rank and Review Committee DRAFT Rank-and-Review-Application.docx NY 501 DRAFT Rank and Review Process.docx image001.png Good Afternoon, NY-501 Members, On behalf of the Rank and Review Committee, attached you will find DRAFTS of a Rank and Review Process and Application. The Committee is requesting that members review and send any comments/feedback regarding these documents by 2pm July 14 th. The Committee will review all comments and feedback in order to finalize the tools that will be used for Rank and Review this year. Feedback can be sent to JTabankin@caresny.org. Thank you, Jennifer Tabankin Continuum of Care Unit, Compliance Specialist CARES, Inc. 200 Henry Johnson Blvd. Albany NY (518) x116 jtabankin@caresny.org

73 From: To: Cc: Subject: Date: Attachments: Importance: Jennifer Tabankin Amy Christensen Andrew Timm Belinda Knight Charles Nocera - Catholic Charities of Chemung/Schuyler (chuck.nocera@dor.org); Diane Deane (ddeane@co.livingston.ny.us); Heather Hargraves (hhargraves@arbordevelopment.org); Jeff Eaton (jeaton@arbordevelopment.org); Jennifer Miller (jennmiller@cityofelmira.net); Karen Slusser (kslusser@chancesandchanges.org); Karen Tremer (ktremer@chancesandchanges.org); Kim Scutt (ScuttK@alleganyco.com); Lesley Christman (lchristman@accordcorp.org); Linda Couchon (Lcouchon@dor.org); Lisa Baker (lisa.baker@co.steuben.ny.us); Lynn Langworthy (llangworthy@accordcorp.org); Michelle Sandoz- Dennis; Nancy Chiarella; Patrick Rogers (RogersP@ihsnet.org); Sharon Koch (skoch@co.livingston.ny.us); Suzanne Krull (suzannefkrull@gmail.com); William Brown ; Anita Lewis (alewis@cseop.org); Bill Caudill (billc@co.steuben.ny.us); Darlene Prutsman (darlene.prutsman@va.gov); Jeffrey Symeslatini (jeffrey.symeslatini@co.steuben.ny.us); Edna Elling (EdnaElling@accordcorp.org); Ellen Topping (Ellen.Topping@dor.org); Jessica Brooks (jbrooks@wesoldieron.org); Michelle Sandoz-Dennis; Patty Graves (pgraves@accordcorp.org); Ryan Peterson (ryan.peterson@co.steuben.ny.us) Michelle Sandoz-Dennis; Samantha Winzenried New Project RFP - Bonus Funds and Reallocation Information Friday, July 28, :43:24 AM NY New Project RFP.docx image001.png High Good Morning, NY-501 Continuum of Care Members, On behalf of the Rank and Review Committee, attached please find the RFP for the Permanent Housing Bonus funding and funds being reallocated. The RFP is open to all applicants (CoC and non CoC funded) given the applicant and proposed project meet the eligibility and threshold requirements as noted in the NOFA. Applicants for the PH bonus and Reallocation should read the NOFA: NOFA.pdf. CARES will be sending out a full NOFA summary shortly. Permanent Housing Bonus funding is available for up to 6 percent of the CoC s Final Pro Rata Need ($1,482,865). This funding ($88,972) can be used to create new: PSH projects that will be 100% dedicated to chronically homeless individuals/families DedicatedPLUS projects (FY17 NOFA, page 18) RRH projects that will serve homeless individuals/families, including youth up to age 24 who meet the necessary criteria Joint TH and PH-RRH component projects which include TH and RRH in a single project to serve individuals and families experiencing homelessness (FY17 NOFA, page 20) Agencies may use reallocation to create new: DedicatedPLUS (FY17 NOFA, page 18) RRH projects that will serve homeless individuals/families, including unaccompanied youth who meet the necessary criteria Joint TH and PH-RRH component projects which include TH and RRH in a single project to serve individuals and families experiencing homelessness (FT17 NOFA, page 20)

74 Dedicated HMIS projects SSO projects for Coordinated Entry/Assessment CARES will hold a New Project informational session TODAY July 28, 2017 at 1pm. During the session CARES will review the Continuum of Care application process and discuss federal requirements and expectations for new projects. All community members are welcome to attend this session. Similar to the Rank and Review Process, the Review team will review all applications for new projects. All applications in response to the New Project RFP are due to jtabankin@caresny.org no later than 3pm Friday, August 11, Please forward this to any agency in the community who may be interested in submitting an RFP. Jennifer Tabankin Continuum of Care Unit, Compliance Specialist CARES, Inc. 200 Henry Johnson Blvd. Albany NY (518) x116 jtabankin@caresny.org

75 From: To: Cc: Subject: Date: Attachments: Jennifer Tabankin Charles Nocera - Catholic Charities of Chemung/Schuyler (chuck.nocera@dor.org); Jeff Eaton (jeaton@arbordevelopment.org); Jeff Stager (jstager@accordcorp.org); Karen Tremer (ktremer@chancesandchanges.org) Michelle Sandoz-Dennis; Maureen Burns; Jim Cantrill; Maureen Burns; Samantha Winzenried; Amy Christensen (achristensen@lawny.org); Andrew Timm (atimm@co.livingston.ny.us); Belinda Knight (bknight@accordcorp.org); Debra MacDonald (dmacdonald@dor.org); Diane Deane (ddeane@co.livingston.ny.us); Donald Benelli ; Heather Hargraves (hhargraves@arbordevelopment.org); Jennifer Miller (jennmiller@cityofelmira.net); Jennifer Stimson (jstimson@co.chemung.ny.us); Jim Cantrill (jcantrill@dor.org); JoAnn Fratarcangelo (JFratarcangelo@Co.Schuyler.ny.us); Karen Slusser (kslusser@chancesandchanges.org); Kim Scutt (ScuttK@alleganyco.com); Lesley Christman (lchristman@accordcorp.org); Linda Couchon (Lcouchon@dor.org); Lisa Baker (lisa.baker@co.steuben.ny.us); Lynn Langworthy (llangworthy@accordcorp.org); Nancy Chiarella; Patrick Rogers (RogersP@ihsnet.org); Sharon Koch (skoch@co.livingston.ny.us); Suzanne Krull (suzannefkrull@gmail.com); William Brown NY Rank and Review Application Friday, July 28, :40:35 PM NY 501- Rank and Review Committee Rank-and-Review-Application.docx image001.png NY Rank-and-Review-Checklist.docx Dear NY-501 CoC Funded Agencies, On behalf of the Rank and Review Committee, please find attached the following documents: Project Rank and Review Application to be completed for each CoC funded project Rank and Review Attachments Checklist, which is required in order for the Rank and Review Application to be considered complete. HMIS Attachments are necessary in order to complete certain Rank and Review application questions, which specifically refer to them. These Attachments containing the HMIS data will be sent to each funded agency by Jim by the end of day Tuesday, August 1, If there is data that looks incorrect it is the agency responsibility to reach out to Jim to correct the data. Completed applications are due to CARES by 3pm on Friday, August 18, Please all information to JTabankin@caresny.org. Projects will be given the opportunity to have an interview with the Review Team to discuss completed Rank and Review Applications at a date and time TBD. Feel free to contact me with any questions that you may have. Jennifer Tabankin Continuum of Care Unit, Compliance Specialist CARES, Inc. 200 Henry Johnson Blvd. Albany NY (518) x116 jtabankin@caresny.org

76

77 2. Communications to the CoC Regarding the completed FY17 CoC Application and FY17 Priority Listing a. dated August 18, 2017 to Membership of draft posting of draft Consolidated Application, Application Attachments and FY17 Priority Listing b. Screenshot documenting draft posting of FY17 CoC Application, Application Attachments, and FY17 Priority Listing c. Communication to agencies via dated September 15, 2017 that project applicants were accepted and ranked (Priority Listing); that the final (for comment) CoC Application, Application Attachments, and FY17 Priority Listing are posted d. Screenshot documenting final posting (for comment) of FY17 CoC Application, Application Attachments, and FY17 Priority Listing e. Communication to agencies via dated September 22, 2017 that project applicants were accepted and ranked (Priority Listing); that the final CoC Application, Application Attachments, and FY17 Priority Listing are posted f. Screenshot documenting final posting of FY17 CoC Application, Application Attachments, and FY17 Priority Listing

78 From: To: Cc: Subject: Date: Michelle Sandoz-Dennis Amy Christensen Andrew Timm Belinda Knight Charles Nocera - Catholic Charities of Chemung/Schuyler (chuck.nocera@dor.org); Debra MacDonald (dmacdonald@dor.org); Diane Deane (ddeane@co.livingston.ny.us); Donald Benelli ; Heather Hargraves (hhargraves@arbordevelopment.org); Jeff Eaton (jeaton@arbordevelopment.org); Jeff Stager (jstager@accordcorp.org); Jennifer Miller (jennmiller@cityofelmira.net); Jennifer Stimson (jstimson@co.chemung.ny.us); Jim Cantrill (jcantrill@dor.org); JoAnn Fratarcangelo (JFratarcangelo@Co.Schuyler.ny.us); Karen Slusser (kslusser@chancesandchanges.org); Karen Tremer (ktremer@chancesandchanges.org); Kim Scutt (ScuttK@alleganyco.com); Lesley Christman (lchristman@accordcorp.org); Linda Couchon (Lcouchon@dor.org); Lisa Baker (lisa.baker@co.steuben.ny.us); Lynn Langworthy (llangworthy@accordcorp.org); Michelle Sandoz-Dennis; Nancy Chiarella; Patrick Rogers (RogersP@ihsnet.org); Sharon Koch (skoch@co.livingston.ny.us); Suzanne Krull (suzannefkrull@gmail.com); William Brown ; Jeffrey Symeslatini (jeffrey.symeslatini@co.steuben.ny.us); Ryan Peterson (ryan.peterson@co.steuben.ny.us); Edna Elling (EdnaElling@accordcorp.org); Ellen Topping (Ellen.Topping@dor.org); Jessica Brooks (jbrooks@wesoldieron.org); Michelle Sandoz-Dennis; Patty Graves (pgraves@accordcorp.org); Anita Lewis (alewis@cseop.org); Bill Caudill (billc@co.steuben.ny.us); Darlene Prutsman (darlene.prutsman@va.gov); Lise Reynolds (lise.reynolds@co.steuben.ny.us); Megan Clinton (mclinton@arbordeveloment.org) Samantha Winzenried; Samantha Barnaby; Kelsey Addy; Jennifer Tabankin; Denise Doin; Maureen Burns NY-501 Public Posting of FY17 Priority Listing and Consolidated Application Friday, August 18, :55:03 PM Good Afternoon NY-501 Members, We have posted draft versions of the 2017 Priority Listings and 2017 Consolidated Application on the CARES website under the FY 2017 CoC Program Competition Information. They are available for public comment. We will be updating the application every Friday until submission with our progress. We will also be updating the final Priority Listing by next Friday. If you have any comments or questions, feel free to reach out. Michelle Sandoz-Dennis Continuum of Care Unit, Director CARES, Inc. 200 Henry Johnson Blvd, Suite 4, Albany, NY (P): (518) ext 102 (F): (518)

79

80 From: To: Cc: Subject: Date: Michelle Sandoz-Dennis A Meunier (Ameunier@arbordevelopment.org); Alfred Housing (alfredhousing@verizon.net); Ashley Switzer (switzera@stel.org); Belinda Knight (bknight@accordcorp.org); Brenda Baker (brenbak123@gmail.com); Brenda Norton (bnorton@accordcorp.org); Candi Foster (candirecoveryguide@gmail.com); Carrie Whitwood (whitwoodc@ardentnetwork.org); Cherrie Feeman Macafee (MacafeeC@jmhny.org); Christine Todd (toddc@alleganyco.com); Danielle Delong (ddelong@homecare-hospice.org); Darlene Wells (darlene.wells@redcross.org); David Kagle (dkagle@lawny.org); David Lowe (lowedave54@hotmail.com); David Robinson (drobinson@alleganycouncil.org); Donald Benelli ; Edna Elling (eelling@accordcorp.org); Ellen Lowry (lowrye@jmhny.org); Jeff Luckey (luckeyj@alleganyco.com); Jeff Stager (jstager@accordcorp.org); Joann McAndrew (jmcandrew@homecare-hospice.org); Jodi Fuller (jfuller@ccaction.org); John House (sttt1@verizon.net); Jonathan Placito (jplacito@lawny.org); Joshua Miller (jmiller@chautopp.org); Judilynn Niedercorn (JudiN@nasec.org); Kate Lewis (klewis@araservices.com); Kathleen Neu (kathleen.neu@ccwny.org); Kim Scutt (ScuttK@alleganyco.com); Madeline Gasdik (gasdikm@alleganyco.com); Major Evelyn Hopping (Evelyn.Hopping@use.salvationarmy.org); Mary Layman (mlayman@lwny.org); Matt Wenke (matt.wenke@ccwny.org); Michele Henry (henrym@stel.org); Michelle Cinque-Gurglia (michelle.cinque@va.gov); Patty Graves (pgraves@accordcorp.org); Raymon Reed (ministerraymon@gmail.com); Rev. Jeffrey Nowak (rjefnowak@gmail.com); Robert Roth (rothr@stel.org); Robert Starks (starksrp@alleganyco.com); Robin Kasic (rkasic@arbordevelopment.org); Suzanne Krull (suzanne@cubaculturalcenter.org); Suzanne Krull (suzannefkrull@gmail.com); Ted Seeley (ted.seeley@alleganyarc.org); United Way (acuw@acuw.com); Vicki Grant (grantv@alleganyco.com); A. J. Kircher (ajk@capabilities.org); Andrea Ogunwumi (aogunwumi@cseop.org); Anita Lewis (alewis@cseop.org); Beth Beckwith (EBeckwith@co.chemung.ny.us); Betsey Crimmins (bcpreselm@stny.rr.com); Bob Harris (bharris@co.chemung.ny.us); Brenda Woodard (Brenda_Woodard@use.salvationarmy.org); Brian Henry (brian.henry@sgmworld.org); C Ryan (cryan@co.chemung.ny.us); Charles Nocera - Catholic Charities of Chemung/Schuyler (chuck.nocera@dor.org); Dan Mandell (mayor@cityofelmira.net); Dave Ralph (daveralph@wnylc.com); David Christ (dcrist@familyservices.cc); Deb Kuehner (thepottershandsfoundation@gmail.com); Derek Almy (dalmy@elmiracityschools.com); Ed Schoeneck (eschoeneck@wesoldieron.org); Ellen Topping (Ellen.Topping@dor.org); Glenn Jarvis (Glenn.jarvis@use.salvationarmy.org); Hannah Smith (hasmith@arnothealth.org); Heather Hargraves (hhargraves@arbordevelopment.org); J Elwood (jelwood@cityofelmira.net); Jeff Eaton (jeaton@arbordevelopment.org); Jennifer Miller (jennmiller@cityofelmira.net); Jennifer Stimson (jstimson@co.chemung.ny.us); Jim Cantrill - Catholic Charities Chemung-Schuyler (Jim.cantrill@dor.org); Jim Pirozzolo (james.pirozzolo@doccs.ny.gov); John Treahy (jtreahy@glovehouse.org); K Serio (kserio@casaoflc.org); Karen Patterson (Karen.Patterson@omh.ny.gov); Kathy Dubel (Kathy.Dubel@dor.org); Katrina Stanton (katrinas@capabilities.org); Kellie Lowman (klowman@co.chemung.ny.us); Kim Williams (KWilliams@horseheadsdistrict.com); Linda Couchon (Linda.couchon@dor.org); Logan Cook (lcook@lawny.org); Mark Greisberger (mgreisberger@dor.org); Meadow McDowell (mmcdowell@wesoldieron.org); Mike Beiner (mbiener@arbordevelopment.org); Mike Murphy (mjmurphy@co.chemung.ny.us); Nykole Parks (nparks@arnothealth.org); Pam Brown (pbrown@co.chemung.ny.us); Paula Howard (paula.howard@dor.org); Ronnie Hart (VHart@co.chemung.ny.us); Rosemary Anthony (rosemary.anthony.ra@gmail.com); Stephanie Reardon (sreardon@elmiracityschools.com); Steven Ayers (sayers@wesoldieron.org); Suzianna Fritz (Suzianna.Fritz@dor.org); Suzie Rundell - City of Elmira Community Development (srundell@cityofelmira.net); T Skebey (tskebey@cityofelmira.net); Ted Kordela (tkordela@familyservices.cc); Thomas Dubel (tdubel@lawny.org); Tina Lampila (clampila@svecsd.org); Tom Boyanowski (tboyanow@gstboces.org); Tom Santulli (tsantulli@co.chemung.ny.us); William Brown ; Amy Christensen (achristensen@lawny.org); Andrew Timm (atimm@co.livingston.ny.us); Debra MacDonald (dmacdonald@dor.org); Diane Deane (ddeane@co.livingston.ny.us); Heather Bradley-Geary; JoAnn Fratarcangelo (JFratarcangelo@Co.Schuyler.ny.us); Karen Slusser (kslusser@chancesandchanges.org); Karen Tremer (ktremer@chancesandchanges.org); Laura Opelt (Laura.Opelt@dor.org); Lesley Christman (lchristman@accordcorp.org); Lisa Baker (lisa.baker@co.steuben.ny.us); Lynda Lowin (Lynda.Lowin@dor.org); Lynn Langworthy (llangworthy@accordcorp.org); Patrick Rogers (RogersP@ihsnet.org); Sharon Koch (skoch@co.livingston.ny.us) Jennifer Tabankin; Samantha Winzenried; Maureen Burns; Samantha Barnaby; Kelsey Addy; Denise Doin Final Draft Posting of Consolidated Application Friday, September 15, :11:00 PM Good Afternoon NY- 501 CoC Members, As we are approaching the end of competition season we have some final announcements. o We are posting our final version of the Consolidated Application with Attachments. ( ) o Please have any last comments in by noon Thursday 9/22/2017. Please submit comments on the application to Samantha Winzenried (swinzenried@caresny.org). o We have also posted the final version of the Priority Listing.

81 o Our submission goal is Monday 9/25/2017. I want to thank all of the funded agencies and systems partners who worked collaboratively with CARES staff to complete the application! We look forward to continued partnership and coordination. As always, if you have any comments or questions, feel free to contact me directly Michelle Sandoz-Dennis Continuum of Care Unit, Director CARES, Inc. 200 Henry Johnson Blvd, Suite 4, Albany, NY (P): (518) ext 102 (F): (518)

82

83 From: To: Cc: Subject: Date: Michelle Sandoz-Dennis A Meunier (Ameunier@arbordevelopment.org); Alfred Housing (alfredhousing@verizon.net); Ashley Switzer (switzera@stel.org); Belinda Knight (bknight@accordcorp.org); Brenda Baker (brenbak123@gmail.com); Brenda Norton (bnorton@accordcorp.org); Candi Foster (candirecoveryguide@gmail.com); Carrie Whitwood (whitwoodc@ardentnetwork.org); Cherrie Feeman Macafee (MacafeeC@jmhny.org); Christine Todd (toddc@alleganyco.com); Danielle Delong (ddelong@homecare-hospice.org); Darlene Wells (darlene.wells@redcross.org); David Kagle (dkagle@lawny.org); David Lowe (lowedave54@hotmail.com); David Robinson (drobinson@alleganycouncil.org); Donald Benelli ; Edna Elling (eelling@accordcorp.org); Ellen Lowry (lowrye@jmhny.org); Jeff Luckey (luckeyj@alleganyco.com); Jeff Stager (jstager@accordcorp.org); Joann McAndrew (jmcandrew@homecare-hospice.org); Jodi Fuller (jfuller@ccaction.org); John House (sttt1@verizon.net); Jonathan Placito (jplacito@lawny.org); Joshua Miller (jmiller@chautopp.org); Judilynn Niedercorn (JudiN@nasec.org); Kate Lewis (klewis@araservices.com); Kathleen Neu (kathleen.neu@ccwny.org); Kim Scutt (ScuttK@alleganyco.com); Madeline Gasdik (gasdikm@alleganyco.com); Major Evelyn Hopping (Evelyn.Hopping@use.salvationarmy.org); Mary Layman (mlayman@lwny.org); Matt Wenke (matt.wenke@ccwny.org); Michele Henry (henrym@stel.org); Michelle Cinque-Gurglia (michelle.cinque@va.gov); Patty Graves (pgraves@accordcorp.org); Raymon Reed (ministerraymon@gmail.com); Rev. Jeffrey Nowak (rjefnowak@gmail.com); Robert Roth (rothr@stel.org); Robert Starks (starksrp@alleganyco.com); Robin Kasic (rkasic@arbordevelopment.org); Suzanne Krull (suzanne@cubaculturalcenter.org); Suzanne Krull (suzannefkrull@gmail.com); Ted Seeley (ted.seeley@alleganyarc.org); United Way (acuw@acuw.com); Vicki Grant (grantv@alleganyco.com); A. J. Kircher (ajk@capabilities.org); Andrea Ogunwumi (aogunwumi@cseop.org); Anita Lewis (alewis@cseop.org); Beth Beckwith (EBeckwith@co.chemung.ny.us); Betsey Crimmins (bcpreselm@stny.rr.com); Bob Harris (bharris@co.chemung.ny.us); Brenda Woodard (Brenda_Woodard@use.salvationarmy.org); Brian Henry (brian.henry@sgmworld.org); C Ryan (cryan@co.chemung.ny.us); Charles Nocera - Catholic Charities of Chemung/Schuyler (chuck.nocera@dor.org); Dan Mandell (mayor@cityofelmira.net); Dave Ralph (daveralph@wnylc.com); David Christ (dcrist@familyservices.cc); Deb Kuehner (thepottershandsfoundation@gmail.com); Derek Almy (dalmy@elmiracityschools.com); Ed Schoeneck (eschoeneck@wesoldieron.org); Ellen Topping (Ellen.Topping@dor.org); Glenn Jarvis (Glenn.jarvis@use.salvationarmy.org); Hannah Smith (hasmith@arnothealth.org); Heather Hargraves (hhargraves@arbordevelopment.org); J Elwood (jelwood@cityofelmira.net); Jeff Eaton (jeaton@arbordevelopment.org); Jennifer Miller (jennmiller@cityofelmira.net); Jennifer Stimson (jstimson@co.chemung.ny.us); Jim Cantrill - Catholic Charities Chemung-Schuyler (Jim.cantrill@dor.org); Jim Pirozzolo (james.pirozzolo@doccs.ny.gov); John Treahy (jtreahy@glovehouse.org); K Serio (kserio@casaoflc.org); Karen Patterson (Karen.Patterson@omh.ny.gov); Kathy Dubel (Kathy.Dubel@dor.org); Katrina Stanton (katrinas@capabilities.org); Kellie Lowman (klowman@co.chemung.ny.us); Kim Williams (KWilliams@horseheadsdistrict.com); Linda Couchon (Linda.couchon@dor.org); Logan Cook (lcook@lawny.org); Mark Greisberger (mgreisberger@dor.org); Meadow McDowell (mmcdowell@wesoldieron.org); Mike Beiner (mbiener@arbordevelopment.org); Mike Murphy (mjmurphy@co.chemung.ny.us); Nykole Parks (nparks@arnothealth.org); Pam Brown (pbrown@co.chemung.ny.us); Paula Howard (paula.howard@dor.org); Ronnie Hart (VHart@co.chemung.ny.us); Rosemary Anthony (rosemary.anthony.ra@gmail.com); Stephanie Reardon (sreardon@elmiracityschools.com); Steven Ayers (sayers@wesoldieron.org); Suzianna Fritz (Suzianna.Fritz@dor.org); Suzie Rundell - City of Elmira Community Development (srundell@cityofelmira.net); T Skebey (tskebey@cityofelmira.net); Ted Kordela (tkordela@familyservices.cc); Thomas Dubel (tdubel@lawny.org); Tina Lampila (clampila@svecsd.org); Tom Boyanowski (tboyanow@gstboces.org); Tom Santulli (tsantulli@co.chemung.ny.us); William Brown ; Amy Christensen (achristensen@lawny.org); Andrew Timm (atimm@co.livingston.ny.us); Debra MacDonald (dmacdonald@dor.org); Diane Deane (ddeane@co.livingston.ny.us); Heather Bradley-Geary; JoAnn Fratarcangelo (JFratarcangelo@Co.Schuyler.ny.us); Karen Slusser (kslusser@chancesandchanges.org); Karen Tremer (ktremer@chancesandchanges.org); Laura Opelt (Laura.Opelt@dor.org); Lesley Christman (lchristman@accordcorp.org); Lisa Baker (lisa.baker@co.steuben.ny.us); Lynda Lowin (Lynda.Lowin@dor.org); Lynn Langworthy (llangworthy@accordcorp.org); Patrick Rogers (RogersP@ihsnet.org); Sharon Koch (skoch@co.livingston.ny.us) Denise Doin; Jennifer Tabankin; Kelsey Addy; Maureen Burns; Samantha Barnaby; Samantha Winzenried Final Posting of FY17 Application, Attachments and Priority Listing Friday, September 22, :08:58 AM Good Afternoon NY-501 CoC Members, The comment period for the 2017 CoC Application is now closed. The final version of the 2017 Continuum of Care Consolidated Application, Attachments and Priority Listing for the NY-501 CoC is now posted on the CARES website. ( A big thank you to all funded agencies for the time and dedication that was given in order to complete the application!

84 As a final reminder, I encourage all agencies applying for funds to complete a last and final review of the Priority Listing to ensure that all project information (specifically ranking and budget information) is accurate. The application will be submitted to HUD on Monday, September 25, As always, if you have any comments or questions, feel free to contact me directly Michelle Sandoz-Dennis Continuum of Care Unit, Director CARES, Inc. 200 Henry Johnson Blvd, Suite 4, Albany, NY (P): (518) ext 102 (F): (518)

85

86 NY-501: STEPS Attachment 3: CoC Rating and Review Procedure 1. Specific Criteria 2. Rank and Review Tool 3. Communications to the CoC regarding the Rank and Review process, selection and criteria

87 NY-501: STEPS 1. Specific Criteria a. Specific Implemented in NY 501 for FY17 Rank, Rating and Review b. Rank and Review Tool

88 STEPS CoC NY-521 Selection Criteria for the Review, Rating and Ranking of CoC Projects Objective Criteria for Review, Rating, Ranking and Selection Specific Criteria Question Addressing Criteria Cost effectiveness A7 Utilization Rate B1, B1.B, D6 Performance Data B5, C1, C2 Housing Type A4 Data Quality B2: B2.A, B2.B, B2.C, B2.D Housing First Approach D5 Type of Population Served A7, B3: B3.A, B3.B, B4: B4.A, B4.B, B4.C, B4.D, D4 Coordinated Entry Participation B6 Funds Spent D11, D11.B Objective Criteria Related to Achieving Positive Outcomes Specific Criteria Question Addressing Criteria Positive Housing Outcomes for B5 PSH/RRH projects Positive Housing Outcomes for TH B5 projects Exits to Homelessness C1 Specific Criteria Populations Served Data Quality HMIS Data Specific Criteria for Evaluating Victim Service Providers Question Addressing Criteria A7 B2: B2.A, B2.B, B2.C, B2.D (DV self reports) The Continuum allows DV to self-report their data since they are not in HMIS

89 2017 NY-501 CoC Project Rank & Review Application Please generate a CoC CALENDAR YEAR 2016 (CY16: 1/1/16-12/31/16) APR from Foothold or comparable HMIS to complete Part I of this application. *New projects will be weighted during the scoring. A. PROJECT INFORMATION PART 1 Informational Only A1. Organization Name: A2. Project Name: A3. Application Contact Person: A4. Project Type: PSH RRH TH SSO (regular) A5. FY17 Funding Request: $ Leasing $ Rental Assistance Supportive Services Operations Admin $ $ $ $ A6. Is this project voluntarily reallocating funds to the CoC? Yes No A7.PROJECT DESCRIPTION In a separate document, provide a short project overview that clearly describes the project s unique characteristics and achievements. Please include the target population(s) served, the number of participants served, the number of contracted beds/units/vouchers, cost per bed, how participants access the project, as well as project goals and achievements. Please explain the primary services provided by the project to participants, as well as any supplementary services available. Please be as descriptive as possible by using data stated in the project application and the project s most recent APR. Response must be 300 words or less NY-501 CoC Project Rank and Review Application: PART 1 1

90 2017 NY-501 CoC Project Rank & Review Application B. CONTINUUM PRIORITIES AND SYSTEM PERFORMANCE (TOTAL 64 POINTS) The measures in this section will use the methods of calculation defined in "HMIS STANDARD REPORTING TERMINOLOGY GLOSSARY", Released December, 2016, HUD, Version 5.1 B1. Utilization Rate. Using the project s most recent Project Application and CY16 APR, complete the following chart to calculate the project s utilization rate. January April July October Projected persons served during an average PIT (Question 5 in Project Application) Persons Households Actual number served during PIT (Questions 7 & 8 in APR) Persons Average: Households Persons: Average Actual / Projected = Utilization Households: Average Actual / Projected = Utilization B1.B. -The Continuum prioritizes projects that best utilize resources. Did your project have a utilization rate of more than 100%? Yes No If the answer to B1.B is No, please ensure an answer is provided in section D8. B2. Data Quality. On your CY16 APR Q6: B2.A. Is there an error rate of 5% or more of your PII data? B2.B. Is there an error rate of 5% or more of your universal data elements? B2.C. Is there an error rate of 5% or more of your Income and Housing data? B2.D. Is there an error rate of 5% or more of your Chronic Homelessness data? B3. Dedicated Chronic Homeless: B3.A. What percentage of the project is dedicated to serving chronically homeless? Please refer to the most recent Project Application using Q4B; SSO projects, use Q5B. B3.B. To show the impact of your project on ending chronic homelessness (CH) in the CoC, refer to Attachment 1 and note below the percentage of CH beds it contributes to the CoC NY-501 CoC Project Rank and Review Application: PART 1 2

91 2017 NY-501 CoC Project Rank & Review Application B4. Effect on Chronic Homeless: Permanent Housing Programs: During CY16, the CoC PH (PSH/RRH) projects served a total of X chronically homeless individuals. To show impact of this project on ending chronic homelessness, refer to Attachment 2 to note the following: B4.A The total number of chronically homeless persons this project served in CY16: B4.B The percentage of the CoC total served by this project: Transitional Housing Programs: During CY16, the CoC TH projects served a total of X chronically homeless individuals. To show impact of this project on ending chronic homelessness, refer to Attachment 2 to note the following: B4.C The total number of chronically homeless persons this project served in CY16: B4.D The percentage of the CoC total served by this project: B5. Positive Outcomes Permanent Housing projects: During CY16, there were X persons with positive outcomes noted across all CoC PH (PSH/RRH) programs. (An exit is positive for PH if individual is a stayer or exited to a PH destination.) To show the effect of this project on housing stability, refer to Attachment 3 and note the percentage this project had on the system: % Transitional Housing Projects: During CY16, there were X persons with positive outcomes noted across all CoC TH programs. An exit is positive if the exits are to Permanent destinations. To show the effect that this project has on reducing the number of homeless individuals, please look at Attachment 3 and note the percentage that this project had on the system. B6. Coordinated Entry Does your project participate in the implementation of the Coordinated Entry process? Yes No 2017 NY-501 CoC Project Rank and Review Application: PART 1 3

92 2017 NY-501 CoC Project Rank & Review Application C. PROJECT PERFORMANCE OUTCOMES AND SYSTEM IMPACT (TOTAL 25 POINTS) C1. Exits to Homelessness: To show impact of this project on ending homelessness, refer to Attachment 4 (showing all CoC project leavers to homelessness) and note the percentage of project leavers who exited this program to a shelter or the street % C2. Effect on Income Growth: To show impact of this project on total income growth in the Continuum, refer to Attachment 5 which measures total income growth between the last two client assessments, and note the percentage that this project had on the system % 2017 NY-501 CoC Project Rank and Review Application: PART 1 4

93 2017 NY-501 CoC Project Rank & Review Application Organization Name: Project Name: Application Contact Person: PART 2: LOCAL CONTINUUM PRIORITIES (TOTAL 96 POINTS) D1. Cultural Barriers. Please describe your agency's bi-lingual capacity and resources in meeting the needs of clients facing language barriers in 250 words or less. D2. Leveraging and Coordination of Services. Please describe how your project coordinates services with other funded and non-funded providers in order to leverage services in no more than 250 words. D3. Opening Doors. Please explain how the project works to meet the goals stated in the USICH's "Opening Doors: Federal Strategic Plan to Prevent and End Homelessness" (250 words or less) D4. Priority Populations. Is the project dedicated to one of the following priority populations: Chronically homeless or youth? D4.B If the project is not dedicated, what percentage of beds are dedicated to a priority population? Please attach Project Application Q4B. and/or 5B. D5. Housing First. Housing First is a recovery-oriented approach to ending homelessness that allows for rapidly housing individuals without screening out or terminating based on any of the below criteria. Does the project screen out or terminate based on any the following? Yes No Having too little or no income Active or history of substance abuse Criminal record with exceptions for state-mandated restrictions History of domestic violence Failure to participate in supportive services Failure to make progress on a service plan Loss of income or failure to improve income Being a victim of domestic violence Any other activity not covered in a lease agreement typically found in the project's geographic area NY-501 CoC Project Rank and Review Application: PART 2 5

94 2017 NY-501 CoC Project Rank & Review Application D6. Utilization Rate. Please explain why your project had a utilization rate under 100% in 250 words or less. D7. Housing Stability. How has increased collaboration among providers affected the project s housing stability? D8. Income. How has increased collaboration among providers affected participant income growth, to include non-cash benefits? You may refer to your CY16 APR to demonstrate your specific income growth. D9. Self Sufficiency: Include information about the services available to participants and how the program will help households work towards and achieve self-sufficiency. (250 word limit) D10. Point in Time Count: Was your project included in the final submission of the 2017 Point in Time? This will be verified by the Collaborative Applicant. Yes No D11. Total Funds Awarded. What was the total percentage of funds spent on the most recently completed contract? D11.B. Does the project drawdown CoC funds from eloccs at a minimum quarterly? Please attach the last 3 drawdowns. Yes No 2017 NY-501 CoC Project Rank and Review Application: PART 2 6

95 NY-501: STEPS 2. FY17 Rank, Rating and Review a. Process b. Checklist c. Tool d. HMIS Attachments e. Scoring and Rubrics f. Project Application Rank and Review Interview Schedule g. New Project (Bonus and Reallocation) RFP

96 ELMIRA, STEUBEN, ALLEGHANY, LIVINGSTON, CHEMUNG, SCHUYLER COUNTIES COC: 2017 RANK AND REVIEW PROCESS Rationale HUD s Continuum of Care (CoC) homeless assistance programs serve as a source of funding for homeless services in the Counties of Elmira, Steuben, Alleghany, Livingston, Chemung, and Schuyler which together form NY In the 2016 NOFA, NY-501 received $1,527,165 from HUD to support 15 projects for homeless individuals and families. HUD awards homeless assistance grants through an annual application process known as the CoC Program Competition in response to the Notice of Funding Availability (NOFA). In order for the CoC to prioritize programs that are most effectively serving the community at the local level, the community has implemented a Rank and Review Process for new and renewal projects. This process will help the members of the CoC gain knowledge of project performance and effectiveness within the full CoC system. On behalf of NY-501, the Rank and Review Committee is charged with overseeing the Rank and Review process. As stated in the Continuum s bylaws, the Rank and Review Committee is responsible for the design, operation, and following of a collaborative process for the development of funding applications, including funding priorities and the number and type of applications. Each year the Rank and Review Committee reviews the Rank and Review Process and Application and makes revisions to reflect changing priorities. The Rank and Review Committee is also responsible for establishing a Review Team. The written Process, the Application and the Review Committee are submitted annually for approval by the Board. Once Board approved, the Written Process and Application are posted for review and comment by full Membership. Review and Approval of the Rank & Review Application Once the CoC Application has been submitted by the Collaborative Applicant, the Rank and Review Committee begins discussion of the previous year s Rank & Review application, process, and feedback from reviewers and full membership. With this feedback, the Committee proposes revisions to the Rank and Review Application and Process. In addition, the committee develops a list of Review Team members, considering the previous reviewers and potential new members. The revised draft of the application, process and the potential Review Team are presented to the Board, and subsequent edits may be made by the Rank and Review Committee. Once the Rank and Review committee has updated the Board, the application and the process are presented to full Membership with a comment period of one (1) week. Any comments received from Membership are then considered by the Committee for final decisions regarding further revisions. The Rank & Review Application, Process and Review Team are approved by the Board and shared with Membership.

97 Project Participation Each renewal project completes a Rank & Review Application per project. The 2017 Rank and Review Application process will take place in three (3) phases. The intention behind breaking down the Rank and Review process into 3 phases is to allow agencies adequate time to complete the full Rank and Review application at their convenience. Rank and Review Application Phase 1 focuses on project and system outcomes, using a project APR and HMIS System Performance data to rate projects. Each project will utilize the previous Calendar Year APR to complete the Rank & Review application Part 1. Rank and Review Application Phase 2 of the Application consists of narratives, which allows the projects to explain unique circumstances that may affect project performance. Each application must be completed, including all required attachments. All applications must be submitted on time to CARES, Inc. to be passed on to the Review Team. Late submissions of Rank and Review Applications will automatically have a 5 point penalty. At the time of submission each agency/project is assigned an interview time with the review team. Project interviews will be the last phase, Phase 3, of the Rank and Review Process. After the NOFA is Reviewers released, the Rank and Review Committee will draft questions based on the specific criteria mentioned within the application. These questions will be part of the project interview. Projects will receive these questions in advance of the interview and will supply the Review Team with written answers prior to the interview. Interviews may assist the reviewers in awarding additional points. Reviewers must be individuals from the community or neighboring communities and must be knowledgeable about the CoC process, services and providers. Individuals on the Review Team must not be CoC funded within NY-501. Suggested Review Team members are approached by the Collaborative Applicant and asked to participate. Once reviewers have agreed to participate, one to two days are scheduled to conduct Rank & Review project interviews and for scoring to take place. Interviews will be scheduled for a date after the NOFA is released to allow for any HUD specific criteria to be incorporated into the interview process, as described above. Each reviewer is provided with a copy of each project s full application and score forms. Once the Review Team convenes and conducts interviews with each project, the Review Team scores each application. These scores result in the project ranking. The Review Team provides any final comments to be shared with projects or the Rank and Review committee. Project Ranking The NOFA requires that the CoC conduct a transparent and objective process to review and rank all applications for renewal of existing projects and applications for new projects. Using a CoC-approved Rank and Review tool, all projects seeking funding are scored and placed in numerical order based on scores. All projects will receive their scores and will be offered the opportunity to debrief and review their project scores with the Collaborative Applicant. Projects will have the ability to submit an appeal, within the allotted time frame, regarding their score following their debriefing (See the Appeals Process

98 outlined below). Following any debriefings and appeals, the project ranking is then shared with the Rank and Review Committee. The committee reviews the process and all project scores. The ranking is then presented to the Board for review. The ranking is then shared with Membership. Appeal Process 1. Who May Appeal? An agency may appeal a decision concerning a project application submitted by that agency. If a project was submitted by a collaboration of agencies, only one joint appeal may be made. 2. What May Be Appealed? An appeal may not be submitted if the basis of the appeal is one of the following: the applicant did not answer all the questions on the application, the applicant did not submit the application with all required attachments, or the applicant did not submit by the required deadline. The appeals process applies only to project scoring and ranking. There is no appeal for project tiering. If a mathematical error is found by the project, the error can be corrected, and notice of the correction will be provided to the Rank and Review Committee and the Board. 3. Timing of an Appeal Formal appeals can only be submitted by a project 5 business days after a debriefing has been completed. Appeals must be submitted in writing to the Collaborative Applicant who will forward them on to the Review Team. The written appeal must consist of a short statement, no longer than 1 page, of the agency s appeal. The written appeal can be in the form of a letter, memo or . Any appeal via must be sent to JTabankin@caresny.org and cc the NY-501 Rank and Review Committee chair. 4. Appeals Decisions The Review Team also serves as the Appeal Team. Appeals are decided by majority vote of the Appeal Team. Once decided, all appeals are final and may not be overturned by the Rank and Review Committee, Board or Membership. Project Tiering HUD requires that the CoC ranks projects into two tiers based on the funding allocation released in the NOFA. The Collaborative Applicant uses the project ranking to tier the projects and presents the tiering to the Rank and Revew Committee. When the NOFA is released, the priorities and tiering outlined in the application are strategically applied by the CoC to the project ranking (which may also affect tiering). Tiering results are then presented to the Board and, with Board approval, to Membership for a vote. Membership votes on the full application, including the tiering.

99 New Projects New projects are created through bonus funds or reallocated funds. A separate RFP will be completed for new projects. If, after the ranking process, additional money becomes available through reallocation, and if all new projects have been approved and there is additional money, the new project RFP will re-open for submission in an effort to use all available funds. RFP s submitted during the second application process will automatically be ranked below the round 1 projects. Bonus Projects Each year, HUD may offer bonus funding, and guidance is provided within the NOFA as to how the funds must be spent. Bonus projects compete nationally against other bonus projects. A separate application is required for bonus project proposals, and the proposals must fill an unmet need, as noted within the Strategic Plan. Applications for bonus projects are accepted at the same time that renewal applications are submitted for rank and review. Bonus applications will be ranked, and the final ranking will be presented, within the full ranking, to CoC membership for approval. The community s goal is to apply for the maximum amount of available funds. The same appeals process that applies to renewal applications also applies to bonus project applications. Reallocation Reallocation is the process by which the CoC shifts funds, in whole or in part, from existing eligible renewal grants to create new projects that fill an unmet need within the community. Reallocation is one of the most important tools by which communities can make strategic improvements to their homeless services system. Projects that can be flagged for reallocation consideration include those who have displayed inadequate financial management, a history of expending funds on ineligible activities, a lack of full expenditure of funds, and those which have consistently scored low during the Rank and Review process. Additionally, funds from any project not participating in the implementation of Coordinated Entry, not participating in the Point-In-Time, not participating in HMIS, or operated by an agency that is not a member in good standing in NY-501 may be considered for reallocation. Further, agencies may voluntarily choose to reallocate funds from their projects. New projects developed by agencies through the reallocation of their own funds will be prioritized during the ranking process. This prioritization allows that agency to apply for a new project with those reallocated funds. All other proposed projects using reallocated funds will be ranked according to general ranking procedures. A separate application is required for projects being developed with reallocated funds, and the proposed projects must fill an unmet need, as noted above. Applications for these projects are accepted at the same time that renewal applications are submitted for rank and review. Applications for new projects will be ranked, separate from renewal projects, and the final ranking will be presented

100 to CoC membership for approval. Projects being created from reallocated funds are ranked independent of bonus projects since they are from different funding sources. CoC Transparency The Rank and Review process is conducted by the CoC in a transparent manner in order to ensure a fair and consistent process for prioritizing projects. Each year, feedback on the process is solicited. The process is publicly announced by the CoC, distributed in writing to the full CoC membership, and posted publicly on the CARES website for all community members to review and comment. FY2017 Rank and Review Application NY-501 emphasizes the importance and impact of using the Rank & Review Application as the primary basis for determining the Project Listing submitted as part of the CoC Consolidated Application. The Rank and Review Application is thoughtfully revised each year to include both HUD and CoC standards, incorporate both national and local priorities, and balance objective performance measures with subjective narrative description of project operations.

101 2017 NY-501 Rank and Review Attachments Checklist Agency: Project: Attachments must be included with the submission of the Rank and Review Application for it to be considered complete. Q5 Project Application Q6 APR Q7 APR Q8 APR Q19a3 APR Q6 APR Copies of last three (3) Loccs drawdowns Received: at : am/pm Interview Time:

102 2017 NY-501 CoC Project Rank & Review Application Please generate a CoC CALENDAR YEAR 2016 (CY16: 1/1/16-12/31/16) APR from Foothold or comparable HMIS to complete Part I of this application. *New projects will be weighted during the scoring. A. PROJECT INFORMATION PART 1 Informational Only A1. Organization Name: A2. Project Name: A3. Application Contact Person: A4. Project Type: PSH RRH TH SSO (regular) A5. FY17 Funding Request: $ Leasing $ Rental Assistance Supportive Services Operations Admin $ $ $ $ A6. Is this project voluntarily reallocating funds to the CoC? Yes No A7.PROJECT DESCRIPTION In a separate document, provide a short project overview that clearly describes the project s unique characteristics and achievements. Please include the target population(s) served, the number of participants served, the number of contracted beds/units/vouchers, cost per bed, how participants access the project, as well as project goals and achievements. Please explain the primary services provided by the project to participants, as well as any supplementary services available. Please be as descriptive as possible by using data stated in the project application and the project s most recent APR. Response must be 300 words or less NY-501 CoC Project Rank and Review Application: PART 1 1

103 2017 NY-501 CoC Project Rank & Review Application B. CONTINUUM PRIORITIES AND SYSTEM PERFORMANCE (TOTAL 64 POINTS) The measures in this section will use the methods of calculation defined in "HMIS STANDARD REPORTING TERMINOLOGY GLOSSARY", Released December, 2016, HUD, Version 5.1 B1. Utilization Rate. Using the project s most recent Project Application and CY16 APR, complete the following chart to calculate the project s utilization rate. January April July October Projected persons served during an average PIT (Question 5 in Project Application) Persons Households Actual number served during PIT (Questions 7 & 8 in APR) Persons Average: Households Persons: Average Actual / Projected = Utilization Households: Average Actual / Projected = Utilization B1.B. -The Continuum prioritizes projects that best utilize resources. Did your project have a utilization rate of more than 100%? Yes No If the answer to B1.B is No, please ensure an answer is provided in section D8. B2. Data Quality. On your CY16 APR Q6: B2.A. Is there an error rate of 5% or more of your PII data? B2.B. Is there an error rate of 5% or more of your universal data elements? B2.C. Is there an error rate of 5% or more of your Income and Housing data? B2.D. Is there an error rate of 5% or more of your Chronic Homelessness data? B3. Dedicated Chronic Homeless: B3.A. What percentage of the project is dedicated to serving chronically homeless? Please refer to the most recent Project Application using Q4B; SSO projects, use Q5B. B3.B. To show the impact of your project on ending chronic homelessness (CH) in the CoC, refer to Attachment 1 and note below the percentage of CH beds it contributes to the CoC NY-501 CoC Project Rank and Review Application: PART 1 2

104 2017 NY-501 CoC Project Rank & Review Application B4. Effect on Chronic Homeless: Permanent Housing Programs: During CY16, the CoC PH (PSH/RRH) projects served a total of X chronically homeless individuals. To show impact of this project on ending chronic homelessness, refer to Attachment 2 to note the following: B4.A The total number of chronically homeless persons this project served in CY16: B4.B The percentage of the CoC total served by this project: Transitional Housing Programs: During CY16, the CoC TH projects served a total of X chronically homeless individuals. To show impact of this project on ending chronic homelessness, refer to Attachment 2 to note the following: B4.C The total number of chronically homeless persons this project served in CY16: B4.D The percentage of the CoC total served by this project: B5. Positive Outcomes Permanent Housing projects: During CY16, there were X persons with positive outcomes noted across all CoC PH (PSH/RRH) programs. (An exit is positive for PH if individual is a stayer or exited to a PH destination.) To show the effect of this project on housing stability, refer to Attachment 3 and note the percentage this project had on the system: % Transitional Housing Projects: During CY16, there were X persons with positive outcomes noted across all CoC TH programs. An exit is positive if the exits are to Permanent destinations. To show the effect that this project has on reducing the number of homeless individuals, please look at Attachment 3 and note the percentage that this project had on the system. B6. Coordinated Entry Does your project participate in the implementation of the Coordinated Entry process? Yes No 2017 NY-501 CoC Project Rank and Review Application: PART 1 3

105 2017 NY-501 CoC Project Rank & Review Application C. PROJECT PERFORMANCE OUTCOMES AND SYSTEM IMPACT (TOTAL 25 POINTS) C1. Exits to Homelessness: To show impact of this project on ending homelessness, refer to Attachment 4 (showing all CoC project leavers to homelessness) and note the percentage of project leavers who exited this program to a shelter or the street % C2. Effect on Income Growth: To show impact of this project on total income growth in the Continuum, refer to Attachment 5 which measures total income growth between the last two client assessments, and note the percentage that this project had on the system % 2017 NY-501 CoC Project Rank and Review Application: PART 1 4

106 2017 NY-501 CoC Project Rank & Review Application Organization Name: Project Name: Application Contact Person: PART 2: LOCAL CONTINUUM PRIORITIES (TOTAL 96 POINTS) D1. Cultural Barriers. Please describe your agency's bi-lingual capacity and resources in meeting the needs of clients facing language barriers in 250 words or less. D2. Leveraging and Coordination of Services. Please describe how your project coordinates services with other funded and non-funded providers in order to leverage services in no more than 250 words. D3. Opening Doors. Please explain how the project works to meet the goals stated in the USICH's "Opening Doors: Federal Strategic Plan to Prevent and End Homelessness" (250 words or less) D4. Priority Populations. Is the project dedicated to one of the following priority populations: Chronically homeless or youth? D4.B If the project is not dedicated, what percentage of beds are dedicated to a priority population? Please attach Project Application Q4B. and/or 5B. D5. Housing First. Housing First is a recovery-oriented approach to ending homelessness that allows for rapidly housing individuals without screening out or terminating based on any of the below criteria. Does the project screen out or terminate based on any the following? Yes No Having too little or no income Active or history of substance abuse Criminal record with exceptions for state-mandated restrictions History of domestic violence Failure to participate in supportive services Failure to make progress on a service plan Loss of income or failure to improve income Being a victim of domestic violence Any other activity not covered in a lease agreement typically found in the project's geographic area NY-501 CoC Project Rank and Review Application: PART 2 5

107 2017 NY-501 CoC Project Rank & Review Application D6. Utilization Rate. Please explain why your project had a utilization rate under 100% in 250 words or less. D7. Housing Stability. How has increased collaboration among providers affected the project s housing stability? D8. Income. How has increased collaboration among providers affected participant income growth, to include non-cash benefits? You may refer to your CY16 APR to demonstrate your specific income growth. D9. Self Sufficiency: Include information about the services available to participants and how the program will help households work towards and achieve self-sufficiency. (250 word limit) D10. Point in Time Count: Was your project included in the final submission of the 2017 Point in Time? This will be verified by the Collaborative Applicant. Yes No D11. Total Funds Awarded. What was the total percentage of funds spent on the most recently completed contract? D11.B. Does the project drawdown CoC funds from eloccs at a minimum quarterly? Please attach the last 3 drawdowns. Yes No 2017 NY-501 CoC Project Rank and Review Application: PART 2 6

108 FY 2017 HMIS Ranking Data Attachment Chronically Homeless Dedicated Beds Project Type Organization Name Project Name (esnaps) CH Dedicated Beds Number Percent of System Impact PH Steuben County Steuben County S+C FY % PH Catholic Charities of S+C Permanent Housing % Chemung/Schuyler Project TH PH PH PH PH PH Steuben Churchpeople Against Poverty, Inc. Catholic Charities of Chemung/Schuyler Catholic Charities of Chemung/Schuyler Catholic Charities of Chemung/Schuyler (Schuyler) Steuben Churchpeople Against Poverty, Inc. Catholic Charities of Chemung/Schuyler Transistionals to Permanent Supportive Housing FY % HSH % PHP Permanent Housing Project % SHP Permanent Housing % Livingston Supportive Housing FY 2016 PH Chances and Changes, Inc. SHP Permanent Housing Livingston FY % Permanent Housing Project % % Totals %

109 Project Type Chronically Homeless People Served Organization Name Project Name (esnaps) PH Steuben County Steuben County S+C FY 2016 PH TH PH PH PH PH PH Catholic Charities of Chemung/Schuyler Steuben Churchpeople Against Poverty, Inc. Catholic Charities of Chemung/Schuyler Catholic Charities of Chemung/Schuyler Catholic Charities of Chemung/Schuyler (Schuyler) Steuben Churchpeople Against Poverty, Inc. Catholic Charities of Chemung/Schuyler S+C Permanent Housing Project Transistionals to Permanent Supportive Housing FY 2016 Chronically Homeless Served Number Percent of System Impact % % % HSH % PHP Permanent Housing Project SHP Permanent Housing Livingston Supportive Housing FY 2016 Permanent Housing Project PH Chances and Changes, Inc. SHP Permanent Housing Livingston FY % % % % % Totals %

110 Positive Outcomes Project Type Organization Name Project Name (esnaps) PH Steuben County Steuben County S+C FY 2016 PH TH PH PH PH PH PH Catholic Charities of Chemung/Schuyler Steuben Churchpeople Against Poverty, Inc. Catholic Charities of Chemung/Schuyler Catholic Charities of Chemung/Schuyler Catholic Charities of Chemung/Schuyler (Schuyler) Steuben Churchpeople Against Poverty, Inc. Catholic Charities of Chemung/Schuyler S+C Permanent Housing Project Transistionals to Permanent Supportive Housing FY 2016 Positive Outcomes Number Percent of System Impact % % % HSH % PHP Permanent Housing Project SHP Permanent Housing Livingston Supportive Housing FY 2016 Permanent Housing Project PH Chances and Changes, Inc. SHP Permanent Housing Livingston FY % % % % % Totals %

111 Project Type Organization Name Exits to Homelessness Project Name (esnaps) PH Steuben County Steuben County S+C FY 2016 PH TH PH PH PH PH PH Catholic Charities of Chemung/Schuyler Steuben Churchpeople Against Poverty, Inc. Catholic Charities of Chemung/Schuyler Catholic Charities of Chemung/Schuyler Catholic Charities of Chemung/Schuyler (Schuyler) Steuben Churchpeople Against Poverty, Inc. Catholic Charities of Chemung/Schuyler S+C Permanent Housing Project Transistionals to Permanent Supportive Housing FY 2016 Exits to Homelessness Number 0 NA 0 NA 0 NA HSH 0 NA PHP Permanent Housing Project SHP Permanent Housing Livingston Supportive Housing FY 2016 Permanent Housing Project PH Chances and Changes, Inc. SHP Permanent Housing Livingston FY2016 Totals 0 0 NA 0 NA 0 NA 0 NA Percent of System Impact NA

112 Project Type Organization Name Adults with Income Growth Project Name (esnaps) PH Steuben County Steuben County S+C FY 2016 PH TH PH PH PH PH PH Catholic Charities of Chemung/Schuyler Steuben Churchpeople Against Poverty, Inc. Catholic Charities of Chemung/Schuyler Catholic Charities of Chemung/Schuyler Catholic Charities of Chemung/Schuyler (Schuyler) Steuben Churchpeople Against Poverty, Inc. Catholic Charities of Chemung/Schuyler S+C Permanent Housing Project Transistionals to Permanent Supportive Housing FY 2016 Adults with Income Growth Number Percent of System Impact % % % HSH % PHP Permanent Housing Project SHP Permanent Housing Livingston Supportive Housing FY 2016 Permanent Housing Project PH Chances and Changes, Inc. SHP Permanent Housing Livingston FY % % % % % Totals %

113 2017 NY-501 CoC Project Rank & Review Scoring Points Scale: The 2017 NY-501 CoC Project Rank and Review Application is scored on a 185 point scale with the following breakdown: PART 1 A. PROJECT INFORMATION: No points B. CONTINUUM PRIORITIES AND SYSTEM IMPACT: Maximum 64 Points B1. Utilization Rate: 0-15 Points Maximum (including B1.B) B1. Utilization Rate Points 100% % % % % 2 Under 75% 0 B1.B 5 points B2.Data Quality: 0-4 Points B3. Dedicated Chronic Homeless: 0-10 points B3.A. Chronic Homelessness APR 100% % % % % 1 0-9% 0 Points 1

114 2017 NY-501 CoC Project Rank & Review Scoring B3.B B3.B. Chronic Homelessness see Attachment % % % 3 0-5% 0 Points B4. Effect on Chronic Homeless 0 10 points B4. Chronic Homelessness see Attachment % % % 4 0-5% 0 Points B5. Positive Outcomes 20 Points Maximum B5 Positive Outcomes: PH Points More than 25% % % % 5 Under 10% 0 2

115 2017 NY-501 CoC Project Rank & Review Scoring B5. Positive Outcomes: TH Points More than 25% % % % 5 Under 10% 0 B6. Coordinated Entry: 0-5 points C. PROJECT PERFORMANCE OUTCOMES AND SYSTEM IMPACT TOTAL 25 POINTS C1. Exits to Homelessness: 0-15 Points Maximum C2: Exits to Homelessness Points 0% % % 5 Over 10% 0 C2. Effect on Income Growth 0-10 points C2: Effect on Total Income Growth Points 0% 0 1-9% % 10 PART 2 D. LOCAL CONTINUUM PRIORITIES TOTAL 96 POINTS 3

116 2017 NY-501 CoC Project Rank & Review Scoring D1. Cultural Barriers -0 5 points Fully explains the primary question Explains part(s) of primary question Does not explain the primary question 4-5 Points 1-3 Points 0 Points D2. Leveraging and Coordination of Services 0 10 points Fully explains the primary question Explains part(s) of primary question Does not explain the primary question 9-10 Points 5-8 Points 0-4 Points D3. Opening Doors 0 5 points Fully explains the primary question Explains part(s) of primary question Does not explain the primary question 4-5 Points 1-3 Points 0 Points D4. Priority Populations 0 20 points D5. Population Points Dedicated Chronic 20 50% or more Chronic 10 Dedicated Youth 20 Dedicated Veteran 20 No Priority Population 0 D5. Housing First. 0 or 5 points (Must have all criteria checked to get full 5 points) 4

117 2017 NY-501 CoC Project Rank & Review Scoring D6. Utilization Rate 0-5 points D7. Housing Stability 0 6 points Fully explains the primary question Explains part(s) of primary question Does not explain the primary question 4-6 Points 1-3 Points 0 Points D8. Income 0 5 points Fully explains the primary question Explains part(s) of primary question Does not explain the primary question 4-5 Points 1-3 Points 0 Points D9. Self-Sufficiency 0-5 points Fully explains the primary question Explains part(s) of primary question Does not explain the primary question 4-5 Points 1-3 Points 0 Points D11. Point in Time Count 0 or 5 points D12. Total Funds Awarded: 0-25 points Maximum, including D12.B D13. Funds Spent Points 100% % % % % 7 Under 75% 0 D12.B. Financial Drawdowns 0-5 points 5

118 NY-501 Continuum of Care: New Project RFP 2017 (Reallocation and/or Bonus Projects) APPLICATION MUST NOT EXCEED THREE (3) PAGES 1. Applicant/Agency Name: 2. Agency Point of Contact: 3. Proposed Project Name: 4. Is the applicant a current member of NY-501 Continuum of Care (CoC)? Yes 10 points No 0 points a. If no, what is the agency s current involvement with NY-501 Continuum of Care? 5. Is the agency applying a current CoC funded grantee? Yes 5 points No 10 points b. If yes, are there any unresolved monitoring or audit findings from HUD or the CoC? Yes 0 points No 5 points 6. Please provide a detailed description of the agency s experience in administering projects dedicated to serving an underserved population. Please specify the name of current or past programs and note the funding sources. (10 points) 7. Please provide a project description AND budget that addresses the entire scope of your project. Please include the target population that will be served and the outreach plan. (0 15 points) 2 points if a specific priority population mentioned in the 10 Year Plan is noted 1 points if the project clearly states the number of units/beds requested 2 points if an outreach plan is noted 10 points if the budget notes at least 80 percent of the requested funds are dedicated to housing 8. Please describe the project s understanding of and willingness to participate in the Coordinated Entry Process that is being implemented by the Continuum (5 points). 9. Will the project be able to begin within 12 months? Yes- 5 points No 0 points 10. Please describe how the need for this project within this geographic area was identified.

119 NY-501 Continuum of Care: New Project RFP 2017 (Reallocation and/or Bonus Projects) 5 points for referencing Opening Doors 11. Document potential sources that will allow the program to meet HUD s match requirement (25 percent match).(0-20 points) 20 Points if match requirements are met 12. The CoC prioritizes a Housing First model. Please indicate with a check mark if the proposed project will meet the following criteria. Please note all of the below criteria must be selected in order to meet the Housing First definition. 20 points a. Will the project ensure that participants are not screened out based on the following items? Yes, we will not screen out based on any of the below No i. Having too little or no income ii. Active or history of substance abuse iii. Having a criminal record with exceptions for state-mandated restrictions iv. History of domestic violence (e.g. lack of a protective order, period of separation from abuser, or law enforcement involvement) AND b. Will the project ensure that participants are not terminated from the program for the following reasons? Yes No i. Failure to participate in supportive services ii. Failure to make progress on a service plan iii. Loss of income or failure to improve income iv. Being a victim of domestic violence v. Any other activity not covered in a lease agreement typically found in the project's geographic area.

120 NY-501: STEPS 3. Communication to the CoC regarding the FY17 Rank, Rating and Review Process and Criteria a. to Membership with Proposed FY17 Rank, Rating and Selection documents b. to Membership with Final FY17 Rank, Rating and Selection documents c. Screen shot of final FY17 Rank and Review documents posted to CARES site

121 From: To: Cc: Subject: Date: Attachments: Jennifer Tabankin Samantha Winzenried; Michelle Sandoz-Dennis; Ryan Spinner; Maureen Burns NY-501 DRAFT Rank and Review documents Friday, July 7, :15:17 PM NY 501- Rank and Review Committee DRAFT Rank-and-Review-Application.docx NY 501 DRAFT Rank and Review Process.docx image001.png Good Afternoon, NY-501 Members, On behalf of the Rank and Review Committee, attached you will find DRAFTS of a Rank and Review Process and Application. The Committee is requesting that members review and send any comments/feedback regarding these documents by 2pm July 14 th. The Committee will review all comments and feedback in order to finalize the tools that will be used for Rank and Review this year. Feedback can be sent to JTabankin@caresny.org. Thank you, Jennifer Tabankin Continuum of Care Unit, Compliance Specialist CARES, Inc. 200 Henry Johnson Blvd. Albany NY (518) x116 jtabankin@caresny.org

122 From: To: Cc: Subject: Date: Attachments: Importance: Jennifer Tabankin Amy Christensen Andrew Timm Belinda Knight Charles Nocera - Catholic Charities of Chemung/Schuyler (chuck.nocera@dor.org); Diane Deane (ddeane@co.livingston.ny.us); Heather Hargraves (hhargraves@arbordevelopment.org); Jeff Eaton (jeaton@arbordevelopment.org); Jennifer Miller (jennmiller@cityofelmira.net); Karen Slusser (kslusser@chancesandchanges.org); Karen Tremer (ktremer@chancesandchanges.org); Kim Scutt (ScuttK@alleganyco.com); Lesley Christman (lchristman@accordcorp.org); Linda Couchon (Lcouchon@dor.org); Lisa Baker (lisa.baker@co.steuben.ny.us); Lynn Langworthy (llangworthy@accordcorp.org); Michelle Sandoz- Dennis; Nancy Chiarella; Patrick Rogers (RogersP@ihsnet.org); Sharon Koch (skoch@co.livingston.ny.us); Suzanne Krull (suzannefkrull@gmail.com); William Brown ; Anita Lewis (alewis@cseop.org); Bill Caudill (billc@co.steuben.ny.us); Darlene Prutsman (darlene.prutsman@va.gov); Jeffrey Symeslatini (jeffrey.symeslatini@co.steuben.ny.us); Edna Elling (EdnaElling@accordcorp.org); Ellen Topping (Ellen.Topping@dor.org); Jessica Brooks (jbrooks@wesoldieron.org); Michelle Sandoz-Dennis; Patty Graves (pgraves@accordcorp.org); Ryan Peterson (ryan.peterson@co.steuben.ny.us) Michelle Sandoz-Dennis; Samantha Winzenried New Project RFP - Bonus Funds and Reallocation Information Friday, July 28, :43:24 AM NY New Project RFP.docx image001.png High Good Morning, NY-501 Continuum of Care Members, On behalf of the Rank and Review Committee, attached please find the RFP for the Permanent Housing Bonus funding and funds being reallocated. The RFP is open to all applicants (CoC and non CoC funded) given the applicant and proposed project meet the eligibility and threshold requirements as noted in the NOFA. Applicants for the PH bonus and Reallocation should read the NOFA: NOFA.pdf. CARES will be sending out a full NOFA summary shortly. Permanent Housing Bonus funding is available for up to 6 percent of the CoC s Final Pro Rata Need ($1,482,865). This funding ($88,972) can be used to create new: PSH projects that will be 100% dedicated to chronically homeless individuals/families DedicatedPLUS projects (FY17 NOFA, page 18) RRH projects that will serve homeless individuals/families, including youth up to age 24 who meet the necessary criteria Joint TH and PH-RRH component projects which include TH and RRH in a single project to serve individuals and families experiencing homelessness (FY17 NOFA, page 20) Agencies may use reallocation to create new: DedicatedPLUS (FY17 NOFA, page 18) RRH projects that will serve homeless individuals/families, including unaccompanied youth who meet the necessary criteria Joint TH and PH-RRH component projects which include TH and RRH in a single project to serve individuals and families experiencing homelessness (FT17 NOFA, page 20)

123 Dedicated HMIS projects SSO projects for Coordinated Entry/Assessment CARES will hold a New Project informational session TODAY July 28, 2017 at 1pm. During the session CARES will review the Continuum of Care application process and discuss federal requirements and expectations for new projects. All community members are welcome to attend this session. Similar to the Rank and Review Process, the Review team will review all applications for new projects. All applications in response to the New Project RFP are due to jtabankin@caresny.org no later than 3pm Friday, August 11, Please forward this to any agency in the community who may be interested in submitting an RFP. Jennifer Tabankin Continuum of Care Unit, Compliance Specialist CARES, Inc. 200 Henry Johnson Blvd. Albany NY (518) x116 jtabankin@caresny.org

124 From: To: Cc: Subject: Date: Attachments: Jennifer Tabankin Charles Nocera - Catholic Charities of Chemung/Schuyler (chuck.nocera@dor.org); Jeff Eaton (jeaton@arbordevelopment.org); Jeff Stager (jstager@accordcorp.org); Karen Tremer (ktremer@chancesandchanges.org) Michelle Sandoz-Dennis; Maureen Burns; Jim Cantrill; Maureen Burns; Samantha Winzenried; Amy Christensen (achristensen@lawny.org); Andrew Timm (atimm@co.livingston.ny.us); Belinda Knight (bknight@accordcorp.org); Debra MacDonald (dmacdonald@dor.org); Diane Deane (ddeane@co.livingston.ny.us); Donald Benelli ; Heather Hargraves (hhargraves@arbordevelopment.org); Jennifer Miller (jennmiller@cityofelmira.net); Jennifer Stimson (jstimson@co.chemung.ny.us); Jim Cantrill (jcantrill@dor.org); JoAnn Fratarcangelo (JFratarcangelo@Co.Schuyler.ny.us); Karen Slusser (kslusser@chancesandchanges.org); Kim Scutt (ScuttK@alleganyco.com); Lesley Christman (lchristman@accordcorp.org); Linda Couchon (Lcouchon@dor.org); Lisa Baker (lisa.baker@co.steuben.ny.us); Lynn Langworthy (llangworthy@accordcorp.org); Nancy Chiarella; Patrick Rogers (RogersP@ihsnet.org); Sharon Koch (skoch@co.livingston.ny.us); Suzanne Krull (suzannefkrull@gmail.com); William Brown NY Rank and Review Application Friday, July 28, :40:35 PM NY 501- Rank and Review Committee Rank-and-Review-Application.docx image001.png NY Rank-and-Review-Checklist.docx Dear NY-501 CoC Funded Agencies, On behalf of the Rank and Review Committee, please find attached the following documents: Project Rank and Review Application to be completed for each CoC funded project Rank and Review Attachments Checklist, which is required in order for the Rank and Review Application to be considered complete. HMIS Attachments are necessary in order to complete certain Rank and Review application questions, which specifically refer to them. These Attachments containing the HMIS data will be sent to each funded agency by Jim by the end of day Tuesday, August 1, If there is data that looks incorrect it is the agency responsibility to reach out to Jim to correct the data. Completed applications are due to CARES by 3pm on Friday, August 18, Please all information to JTabankin@caresny.org. Projects will be given the opportunity to have an interview with the Review Team to discuss completed Rank and Review Applications at a date and time TBD. Feel free to contact me with any questions that you may have. Jennifer Tabankin Continuum of Care Unit, Compliance Specialist CARES, Inc. 200 Henry Johnson Blvd. Albany NY (518) x116 jtabankin@caresny.org

125

126 NY-501: STEPS Attachment 4: CoC s Rating and Review Procedure: Public Posting Evidence a. to Membership regarding the Proposed Ranking and Selection process for public comment b. to Membership with the Final Ranking and Selection Process c. Screenshot of all posted Ranking and Selection Process Documents

127 From: To: Cc: Subject: Date: Attachments: Jennifer Tabankin Samantha Winzenried; Michelle Sandoz-Dennis; Ryan Spinner; Maureen Burns NY-501 DRAFT Rank and Review documents Friday, July 7, :15:17 PM NY 501- Rank and Review Committee DRAFT Rank-and-Review-Application.docx NY 501 DRAFT Rank and Review Process.docx image001.png Good Afternoon, NY-501 Members, On behalf of the Rank and Review Committee, attached you will find DRAFTS of a Rank and Review Process and Application. The Committee is requesting that members review and send any comments/feedback regarding these documents by 2pm July 14 th. The Committee will review all comments and feedback in order to finalize the tools that will be used for Rank and Review this year. Feedback can be sent to JTabankin@caresny.org. Thank you, Jennifer Tabankin Continuum of Care Unit, Compliance Specialist CARES, Inc. 200 Henry Johnson Blvd. Albany NY (518) x116 jtabankin@caresny.org

128 From: To: Cc: Subject: Date: Attachments: Importance: Jennifer Tabankin Amy Christensen Andrew Timm Belinda Knight Charles Nocera - Catholic Charities of Chemung/Schuyler (chuck.nocera@dor.org); Diane Deane (ddeane@co.livingston.ny.us); Heather Hargraves (hhargraves@arbordevelopment.org); Jeff Eaton (jeaton@arbordevelopment.org); Jennifer Miller (jennmiller@cityofelmira.net); Karen Slusser (kslusser@chancesandchanges.org); Karen Tremer (ktremer@chancesandchanges.org); Kim Scutt (ScuttK@alleganyco.com); Lesley Christman (lchristman@accordcorp.org); Linda Couchon (Lcouchon@dor.org); Lisa Baker (lisa.baker@co.steuben.ny.us); Lynn Langworthy (llangworthy@accordcorp.org); Michelle Sandoz- Dennis; Nancy Chiarella; Patrick Rogers (RogersP@ihsnet.org); Sharon Koch (skoch@co.livingston.ny.us); Suzanne Krull (suzannefkrull@gmail.com); William Brown ; Anita Lewis (alewis@cseop.org); Bill Caudill (billc@co.steuben.ny.us); Darlene Prutsman (darlene.prutsman@va.gov); Jeffrey Symeslatini (jeffrey.symeslatini@co.steuben.ny.us); Edna Elling (EdnaElling@accordcorp.org); Ellen Topping (Ellen.Topping@dor.org); Jessica Brooks (jbrooks@wesoldieron.org); Michelle Sandoz-Dennis; Patty Graves (pgraves@accordcorp.org); Ryan Peterson (ryan.peterson@co.steuben.ny.us) Michelle Sandoz-Dennis; Samantha Winzenried New Project RFP - Bonus Funds and Reallocation Information Friday, July 28, :43:24 AM NY New Project RFP.docx image001.png High Good Morning, NY-501 Continuum of Care Members, On behalf of the Rank and Review Committee, attached please find the RFP for the Permanent Housing Bonus funding and funds being reallocated. The RFP is open to all applicants (CoC and non CoC funded) given the applicant and proposed project meet the eligibility and threshold requirements as noted in the NOFA. Applicants for the PH bonus and Reallocation should read the NOFA: NOFA.pdf. CARES will be sending out a full NOFA summary shortly. Permanent Housing Bonus funding is available for up to 6 percent of the CoC s Final Pro Rata Need ($1,482,865). This funding ($88,972) can be used to create new: PSH projects that will be 100% dedicated to chronically homeless individuals/families DedicatedPLUS projects (FY17 NOFA, page 18) RRH projects that will serve homeless individuals/families, including youth up to age 24 who meet the necessary criteria Joint TH and PH-RRH component projects which include TH and RRH in a single project to serve individuals and families experiencing homelessness (FY17 NOFA, page 20) Agencies may use reallocation to create new: DedicatedPLUS (FY17 NOFA, page 18) RRH projects that will serve homeless individuals/families, including unaccompanied youth who meet the necessary criteria Joint TH and PH-RRH component projects which include TH and RRH in a single project to serve individuals and families experiencing homelessness (FT17 NOFA, page 20)

129 Dedicated HMIS projects SSO projects for Coordinated Entry/Assessment CARES will hold a New Project informational session TODAY July 28, 2017 at 1pm. During the session CARES will review the Continuum of Care application process and discuss federal requirements and expectations for new projects. All community members are welcome to attend this session. Similar to the Rank and Review Process, the Review team will review all applications for new projects. All applications in response to the New Project RFP are due to jtabankin@caresny.org no later than 3pm Friday, August 11, Please forward this to any agency in the community who may be interested in submitting an RFP. Jennifer Tabankin Continuum of Care Unit, Compliance Specialist CARES, Inc. 200 Henry Johnson Blvd. Albany NY (518) x116 jtabankin@caresny.org

130 From: To: Cc: Subject: Date: Attachments: Jennifer Tabankin Charles Nocera - Catholic Charities of Chemung/Schuyler (chuck.nocera@dor.org); Jeff Eaton (jeaton@arbordevelopment.org); Jeff Stager (jstager@accordcorp.org); Karen Tremer (ktremer@chancesandchanges.org) Michelle Sandoz-Dennis; Maureen Burns; Jim Cantrill; Maureen Burns; Samantha Winzenried; Amy Christensen (achristensen@lawny.org); Andrew Timm (atimm@co.livingston.ny.us); Belinda Knight (bknight@accordcorp.org); Debra MacDonald (dmacdonald@dor.org); Diane Deane (ddeane@co.livingston.ny.us); Donald Benelli ; Heather Hargraves (hhargraves@arbordevelopment.org); Jennifer Miller (jennmiller@cityofelmira.net); Jennifer Stimson (jstimson@co.chemung.ny.us); Jim Cantrill (jcantrill@dor.org); JoAnn Fratarcangelo (JFratarcangelo@Co.Schuyler.ny.us); Karen Slusser (kslusser@chancesandchanges.org); Kim Scutt (ScuttK@alleganyco.com); Lesley Christman (lchristman@accordcorp.org); Linda Couchon (Lcouchon@dor.org); Lisa Baker (lisa.baker@co.steuben.ny.us); Lynn Langworthy (llangworthy@accordcorp.org); Nancy Chiarella; Patrick Rogers (RogersP@ihsnet.org); Sharon Koch (skoch@co.livingston.ny.us); Suzanne Krull (suzannefkrull@gmail.com); William Brown NY Rank and Review Application Friday, July 28, :40:35 PM NY 501- Rank and Review Committee Rank-and-Review-Application.docx image001.png NY Rank-and-Review-Checklist.docx Dear NY-501 CoC Funded Agencies, On behalf of the Rank and Review Committee, please find attached the following documents: Project Rank and Review Application to be completed for each CoC funded project Rank and Review Attachments Checklist, which is required in order for the Rank and Review Application to be considered complete. HMIS Attachments are necessary in order to complete certain Rank and Review application questions, which specifically refer to them. These Attachments containing the HMIS data will be sent to each funded agency by Jim by the end of day Tuesday, August 1, If there is data that looks incorrect it is the agency responsibility to reach out to Jim to correct the data. Completed applications are due to CARES by 3pm on Friday, August 18, Please all information to JTabankin@caresny.org. Projects will be given the opportunity to have an interview with the Review Team to discuss completed Rank and Review Applications at a date and time TBD. Feel free to contact me with any questions that you may have. Jennifer Tabankin Continuum of Care Unit, Compliance Specialist CARES, Inc. 200 Henry Johnson Blvd. Albany NY (518) x116 jtabankin@caresny.org

131

132 NY-501 Attachment 5: CoC s Process for Reallocating 1. CoC Process for Reallocating 2. Rank and Review Process (includes Reallocation Process) 3. Invitation to New Project Webinar 4. Webinar for New Projects 5. to Membership releasing New Project RFP 6. Screenshot of New Project RFP publicly posted

133 FY17 NY-501 Reallocation Process The CoC realizes that reallocation is a necessary part of ensuring that a homeless assistance system meets the needs of people experience homelessness. The NY-501 Reallocation Process was made public to the Community. It was ed to membership as well as posted to the Collaborative Applicant s website on July 28, 2017 (screenshot attached as proof). Each year, the NY-501 Rank and Review Committee reviews the annual of Notice of Funding Availability in order to reassess the process. The Reallocation Process, which is within the CoC s Rank and Review Process, currently lays out the following: Reallocation is the process by which the CoC shifts funds, in whole or in part, from existing eligible renewal grants to create new projects that fill an unmet need within the community. Reallocation is one of the most important tools by which communities can make strategic improvements to their homeless services system. Projects that can be flagged for reallocation consideration include those who have displayed inadequate financial management, a history of expending funds on ineligible activities, a lack of full expenditure of funds, and those which have consistently scored low during the Rank and Review process. Additionally, funds from any project not participating in the implementation of Coordinated Entry, not participating in the Point-In-Time, not participating in HMIS, or operated by an agency that is not a member in good standing in NY-501 may be considered for reallocation. Further, agencies may voluntarily choose to reallocate funds from their projects. New projects developed by agencies through the reallocation of their own funds will be prioritized during the ranking process. This prioritization allows that agency to apply for a new project with those reallocated funds. All other proposed projects using reallocated funds will be ranked according to general ranking procedures. A separate application is required for projects being developed with reallocated funds, and the proposed projects must fill an unmet need, as noted above. Applications for these projects are accepted at the same time that renewal applications are submitted for rank and review. Applications for new projects will be ranked, separate from renewal projects, and the final ranking will be presented to CoC membership for approval. Projects being created from reallocated funds are ranked independent of bonus projects since they are from different funding sources. (Excerpt from FY17 NY-501 Rank and Review Process) Additionally, the Continuum encourages new applicant to apply for the bonus and reallocated projects via the New Project RFP. (New Project RFP attached).

134 ELMIRA, STEUBEN, ALLEGANY, LIVINGSTON, CHEMUNG, SCHUYLER COUNTIES COC: 2017 RANK AND REVIEW PROCESS Rationale HUD s Continuum of Care (CoC) homeless assistance programs serve as a source of funding for homeless services in the Counties of Elmira, Steuben, Alleghany, Livingston, Chemung, and Schuyler which together form NY In the 2016 NOFA, NY-501 received $1,527,165 from HUD to support 15 projects for homeless individuals and families. HUD awards homeless assistance grants through an annual application process known as the CoC Program Competition in response to the Notice of Funding Availability (NOFA). In order for the CoC to prioritize programs that are most effectively serving the community at the local level, the community has implemented a Rank and Review Process for new and renewal projects. This process will help the members of the CoC gain knowledge of project performance and effectiveness within the full CoC system. On behalf of NY-501, the Rank and Review Committee is charged with overseeing the Rank and Review process. As stated in the Continuum s bylaws, the Rank and Review Committee is responsible for the design, operation, and following of a collaborative process for the development of funding applications, including funding priorities and the number and type of applications. Each year the Rank and Review Committee reviews the Rank and Review Process and Application and makes revisions to reflect changing priorities. The Rank and Review Committee is also responsible for establishing a Review Team. The written Process, the Application and the Review Committee are submitted annually for approval by the Board. Once Board approved, the Written Process and Application are posted for review and comment by full Membership. Review and Approval of the Rank & Review Application Once the CoC Application has been submitted by the Collaborative Applicant, the Rank and Review Committee begins discussion of the previous year s Rank & Review application, process, and feedback from reviewers and full membership. With this feedback, the Committee proposes revisions to the Rank and Review Application and Process. In addition, the committee develops a list of Review Team members, considering the previous reviewers and potential new members. The revised draft of the application, process and the potential Review Team are presented to the Board, and subsequent edits may be made by the Rank and Review Committee. Once the Rank and Review committee has updated the Board, the application and the process are presented to full Membership with a comment period of one (1) week. Any comments received from Membership are then considered by the Committee for final decisions regarding further revisions. The Rank & Review Application, Process and Review Team are approved by the Board and shared with Membership.

135 Project Participation Each renewal project completes a Rank & Review Application per project. The 2017 Rank and Review Application process will take place in three (3) phases. The intention behind breaking down the Rank and Review process into 3 phases is to allow agencies adequate time to complete the full Rank and Review application at their convenience. Rank and Review Application Phase 1 focuses on project and system outcomes, using a project APR and HMIS System Performance data to rate projects. Each project will utilize the previous Calendar Year APR to complete the Rank & Review application Part 1. Rank and Review Application Phase 2 of the Application consists of narratives, which allows the projects to explain unique circumstances that may affect project performance. Each application must be completed, including all required attachments. All applications must be submitted on time to CARES, Inc. to be passed on to the Review Team. Late submissions of Rank and Review Applications will automatically have a 5 point penalty. At the time of submission each agency/project is assigned an interview time with the review team. Project interviews will be the last phase, Phase 3, of the Rank and Review Process. After the NOFA is Reviewers released, the Rank and Review Committee will draft questions based on the specific criteria mentioned within the application. These questions will be part of the project interview. Projects will receive these questions in advance of the interview and will supply the Review Team with written answers prior to the interview. Interviews may assist the reviewers in awarding additional points. Reviewers must be individuals from the community or neighboring communities and must be knowledgeable about the CoC process, services and providers. Individuals on the Review Team must not be CoC funded within NY-501. Suggested Review Team members are approached by the Collaborative Applicant and asked to participate. Once reviewers have agreed to participate, one to two days are scheduled to conduct Rank & Review project interviews and for scoring to take place. Interviews will be scheduled for a date after the NOFA is released to allow for any HUD specific criteria to be incorporated into the interview process, as described above. Each reviewer is provided with a copy of each project s full application and score forms. Once the Review Team convenes and conducts interviews with each project, the Review Team scores each application. These scores result in the project ranking. The Review Team provides any final comments to be shared with projects or the Rank and Review committee. Project Ranking The NOFA requires that the CoC conduct a transparent and objective process to review and rank all applications for renewal of existing projects and applications for new projects. Using a CoC-approved Rank and Review tool, all projects seeking funding are scored and placed in numerical order based on scores. All projects will receive their scores and will be offered the opportunity to debrief and review their project scores with the Collaborative Applicant. Projects will have the ability to submit an appeal, within the allotted time frame, regarding their score following their debriefing (See the Appeals Process

136 outlined below). Following any debriefings and appeals, the project ranking is then shared with the Rank and Review Committee. The committee reviews the process and all project scores. The ranking is then presented to the Board for review. The ranking is then shared with Membership. Appeal Process 1. Who May Appeal? An agency may appeal a decision concerning a project application submitted by that agency. If a project was submitted by a collaboration of agencies, only one joint appeal may be made. 2. What May Be Appealed? An appeal may not be submitted if the basis of the appeal is one of the following: the applicant did not answer all the questions on the application, the applicant did not submit the application with all required attachments, or the applicant did not submit by the required deadline. The appeals process applies only to project scoring and ranking. There is no appeal for project tiering. If a mathematical error is found by the project, the error can be corrected, and notice of the correction will be provided to the Rank and Review Committee and the Board. 3. Timing of an Appeal Formal appeals can only be submitted by a project 5 business days after a debriefing has been completed. Appeals must be submitted in writing to the Collaborative Applicant who will forward them on to the Review Team. The written appeal must consist of a short statement, no longer than 1 page, of the agency s appeal. The written appeal can be in the form of a letter, memo or . Any appeal via must be sent to JTabankin@caresny.org and cc the NY-501 Rank and Review Committee chair. 4. Appeals Decisions The Review Team also serves as the Appeal Team. Appeals are decided by majority vote of the Appeal Team. Once decided, all appeals are final and may not be overturned by the Rank and Review Committee, Board or Membership. Project Tiering HUD requires that the CoC ranks projects into two tiers based on the funding allocation released in the NOFA. The Collaborative Applicant uses the project ranking to tier the projects and presents the tiering to the Rank and Revew Committee. When the NOFA is released, the priorities and tiering outlined in the application are strategically applied by the CoC to the project ranking (which may also affect tiering). Tiering results are then presented to the Board and, with Board approval, to Membership for a vote. Membership votes on the full application, including the tiering.

137 New Projects New projects are created through bonus funds or reallocated funds. A separate RFP will be completed for new projects. If, after the ranking process, additional money becomes available through reallocation, and if all new projects have been approved and there is additional money, the new project RFP will re-open for submission in an effort to use all available funds. RFP s submitted during the second application process will automatically be ranked below the round 1 projects. Bonus Projects Each year, HUD may offer bonus funding, and guidance is provided within the NOFA as to how the funds must be spent. Bonus projects compete nationally against other bonus projects. A separate application is required for bonus project proposals, and the proposals must fill an unmet need, as noted within the Strategic Plan. Applications for bonus projects are accepted at the same time that renewal applications are submitted for rank and review. Bonus applications will be ranked, and the final ranking will be presented, within the full ranking, to CoC membership for approval. The community s goal is to apply for the maximum amount of available funds. The same appeals process that applies to renewal applications also applies to bonus project applications. Reallocation Reallocation is the process by which the CoC shifts funds, in whole or in part, from existing eligible renewal grants to create new projects that fill an unmet need within the community. Reallocation is one of the most important tools by which communities can make strategic improvements to their homeless services system. Projects that can be flagged for reallocation consideration include those who have displayed inadequate financial management, a history of expending funds on ineligible activities, a lack of full expenditure of funds, and those which have consistently scored low during the Rank and Review process. Additionally, funds from any project not participating in the implementation of Coordinated Entry, not participating in the Point-In-Time, not participating in HMIS, or operated by an agency that is not a member in good standing in NY-501 may be considered for reallocation. Further, agencies may voluntarily choose to reallocate funds from their projects. New projects developed by agencies through the reallocation of their own funds will be prioritized during the ranking process. This prioritization allows that agency to apply for a new project with those reallocated funds. All other proposed projects using reallocated funds will be ranked according to general ranking procedures. A separate application is required for projects being developed with reallocated funds, and the proposed projects must fill an unmet need, as noted above. Applications for these projects are accepted at the same time that renewal applications are submitted for rank and review. Applications for new projects will be ranked, separate from renewal projects, and the final ranking will be presented

138 to CoC membership for approval. Projects being created from reallocated funds are ranked independent of bonus projects since they are from different funding sources. CoC Transparency The Rank and Review process is conducted by the CoC in a transparent manner in order to ensure a fair and consistent process for prioritizing projects. Each year, feedback on the process is solicited. The process is publicly announced by the CoC, distributed in writing to the full CoC membership, and posted publicly on the CARES website for all community members to review and comment. FY2017 Rank and Review Application NY-501 emphasizes the importance and impact of using the Rank & Review Application as the primary basis for determining the Project Listing submitted as part of the CoC Consolidated Application. The Rank and Review Application is thoughtfully revised each year to include both HUD and CoC standards, incorporate both national and local priorities, and balance objective performance measures with subjective narrative description of project operations.

139 From: Cc: Bcc: Samantha Winzenried Jennifer Tabankin; Michelle Sandoz-Dennis; Kelsey Addy; Maureen Burns; Denise Doin Angelicia Morris ; Beverly Burnett ; Beverly Burnett (info@cltofschdy.org); Brian Adams; Cassie McCracken; Christopher Silipigno; Debra Schimpf ; Debra Sivack; Dominick Sondrini ; Ed Kowalczyk ; Jaclyn Mancini; James Peluso; Joe Gallagher (jgallagh@nycap.rr.com); JPetrik-Huff (JPetrik-Huff@TCBINC.ORG); Kerry O"Connor; Kim Siciliano; Kimarie Sheppard ; Leila Constable ; Melanie Puorto Conte; Michelle Sandoz-Dennis; Nancy Chiarella; Naomi Wood; Phil Grigsby; Richard Homenick; Robert Romaker; Shannon Keon (safeinc@nycap.rr.com); Stacy Padua (PaduaS@Schenectady.k12.ny.us); Stuart Rosenblatt; Sue McCann; Thomas McCrossan; Tricia Le; Wendy Wahlberg ; William Frank; Allyson Thiessen ; "Amy LaFountain (alafountain@josephshousetroy.org)"; Analusette Shaello; "Andra Zubkovs (andraz@josephshousetroy.org)"; "Angela Balogun (abalogun@ceoempowers.org)"; Ariffa Bevin ; Bernice White - Community Builders (bernice.white@tcbinc.org); "Billy Carter (myselena2@yahoo.com)"; "Bonnie Benson (bonnieb@ywca-gcr.org)"; Brad Armstrong ; Carrie Blanchard; "Charles Doyle (charles.doyle@troyny.gov)"; "Chris V (chrisv@heroesathomerensco.com)"; "Christopher Burke (cburke@unityhouseny.org)"; "Colleen Pidgeon (colleenp@ccalbany.org)"; Craig Deraway ; Dale Albertson; Danielle C ; "Daquetta Jones (daquettaj@ywca-gcr.org)"; "Dave Warren (dwarren@unityhouseny.org)"; David Yake; "Dominick Sondrini (dsondrini@wesoldieron.org)"; Donna Vaughn ; "Elaine Davies (edavies@unityhouseny.org)"; "Erin Bradley (ebradley@ceo-cap.org)"; Geoff Raiti ; "Jacob Dale (jacob.t.dale@hud.gov)"; Janelle Shults; Jenet Marra (jenet.marra@dfa.state.ny.us); Jennifer LeMay; "Jenny Hixon (jhixon@unityhouseny.org)"; "Jim Crawford (jim.crawford@cchoalbany.org)"; "Joe Sluszka (jsluszka@ahcvets.org)"; "John Salka (john.salka@troyny.gov)"; JPetrik-Huff (JPetrik-Huff@TCBINC.ORG); Judith A. Smith; "Kathleen Ide (kathleen.ide@rcda.org)"; Katrina Middleton; "Kevin O"Connor (koconnor@josephshousetroy.org)"; "Kirstein DonVito (KDonVito@rensco.com)"; "Kirsten Danforth (kirsten.danforth@va.gov)"; "Kyle Biel (kbiel@josephshousetroy.org)"; "Laura Amos (laura.amos@troyny.gov)"; laurie.mcbain (laurie.mcbain@sphp.com); Leslie Cheu (lcheu@tsbfoundation.org); Leta Luguri; Lillian Moy ; "Linda Jones-Pettis (linda.jones-pettis@dfa.state.ny.us)"; Linda Lewis ; Lindsey Crusan; "Loni Warrington (lwarrington@rensco.com)"; "Maggie Watson (mwatson@unityhouseny.org)"; Marjie Burgasser; Mary Ann Ogren (mogren@rensselaerhousing.org); "Matt Vertefeuille (mattv@josephshousetroy.org)"; "Mayor Patrick Madden (mayorsoffice@troyny.gov)"; Micaela Townsend (mtownsend@unityhouseny.org); Michael Hagmaier; "Michelle Abel (michellea@ccalbany.org)"; "Michelle Nadeau (mnadeau@unityhouseny.org)"; Nancy Chiarella; Nina Nichols; "Pam Booker (pbooker@ccalbany.org)"; "Pat Dinkelaker (pdinkelater@unityhouseny.org)"; Patrick Madden ; "Peter Goebel (pgoebel@rensco.com)"; R Fagan; "Ray Reuter (raymhep@outlook.com)"; "Rev Donna Elia (delia@taum.org)"; Robert Romaker; Sara Hendry ; "Sarah Trombley (strombley@unityhouseny.org)"; "Shannon McLaughlin (shannon.mclaughlin@rcda.org)"; "Shara Bender (sharab@ywca-gcr.org)"; Stephen Piasecki; "Susan Benjamin (susanbenjamin@hotmail.com)"; Susan Jones; "Talia Gamble (gamblet@troy.k12.ny.us)"; Tammi.Williams (Tammi.Williams@sphp.com); "Terra Stone (tstone@rensco.com)"; Theresa Beaudoin ; "Thomas Coates (thomas.coates@rcda.org)"; "Thomas Hulihan (hulihant@troyhousing.org)"; Tom B; "Tracy Pitcher (tpitcher@stpaulscenter.com)"; Tyrone Byrd (tbyrd@wesoldieron.org); Veronica Lestage; "Warren Youngblood (w.youngblood@ahcvets.org)"; "Wendy Wahlberg (wwahlberg@lasnny.org)"; "William Brown (wbrown@wesoldieron.org)"; Alex Bursztein; Allyson Thiessen; Ana Duran ; Andrew Kohlbrenner ; Ann Denton Allen ; Anthony Petriccione; Barbara Swift (oaswift@optimum.net); Betsy Rauschart; Cassandra Edwards ; D Valerius; David Jacobsen (djacobsen@bridgesrc.org); Deena Roedema; Derwin Manigault (derwin.manigault@samaritanvillage.org); Dilcia Suazo; Dio Dominguez; Donna Ehrenberg; Gerri Levy; Gregory Emili (grg250@cs.com); Holly Shiffman; Jerry Donnellan (donnellj@co.rockland.ny.us); Jerry Marton (jerry.marton@rocklandguild.org); Joseph Juste; Judy Rosenthal; Karey Lynch (LynchK@co.rockland.ny.us); Kathy Lathrop; Kelly Kohlbrenner ; KMB Gregg; Larry Grubler (lgrubler@tsiny.org); Lizzette Regina; Lu Ann Kelly; M Place; Marion Breland; Martha Robles; Maura Donoghu ; Michael Leitzes; Myrnia Bass-Hargrove (bassm@co.rockland.ny.us); Nadie Travis; Nazanin Daee (ndaee@centersc.org); NBDSinc; Nicole Sirignano (nsirignano@bridgesrc.org); Raoul Cansino ; Raymond Browne (rbrown@tsiny.org); Rena Robert; Robert Maher (rmaher@touch-ny.org); Sabrina Neptune; Susan Daycock (sdaycock@aol.com); Susan Sherwood (sherwood@co.rockland.ny.us); Tami Schonberg (schonbet@co.rockland.ny.us); Teresa Darden ; Tom Zimmerman; Tony Earl Jr.; Venesia DeFrank; Ya"el Williams; Yasmin Carrillo; Amy Christensen (achristensen@lawny.org); Andrew Timm (atimm@co.livingston.ny.us); Belinda Knight (bknight@accordcorp.org); Charles Nocera - Catholic Charities of Chemung/Schuyler (chuck.nocera@dor.org); Debra MacDonald (dmacdonald@dor.org); Diane Deane (ddeane@co.livingston.ny.us); Donald Benelli ; Heather Hargraves (hhargraves@arbordevelopment.org); Jeff Eaton (jeaton@arbordevelopment.org); Jeff Stager (jstager@accordcorp.org); Jennifer Miller (jennmiller@cityofelmira.net); Jennifer Stimson (jstimson@co.chemung.ny.us); Jim Cantrill (jcantrill@dor.org); JoAnn Fratarcangelo (JFratarcangelo@Co.Schuyler.ny.us); Karen Slusser (kslusser@chancesandchanges.org); Karen Tremer (ktremer@chancesandchanges.org); Kim Scutt (ScuttK@alleganyco.com); Lesley Christman (lchristman@accordcorp.org); Linda Couchon (Lcouchon@dor.org); Lisa Baker (lisa.baker@co.steuben.ny.us); Lynn Langworthy (llangworthy@accordcorp.org); Michelle Sandoz-Dennis; Patrick Rogers (RogersP@ihsnet.org); Sharon Koch (skoch@co.livingston.ny.us); Suzanne Krull (suzannefkrull@gmail.com); William Brown ; Alexandra St.Martin ; Allyson Thiessen; Amanda Aykanian ; Amy Lacey ; Amy Leisenfelder ; Anne Liske - Albany Damien Center (aliske@albanydamiencenter.org); Anne Murphy; "Argenis Rodriguez (arodriguez027@gmail.com)"; Bill Gettman; Brian Hawley; Carlotta Palmer ; Carol Phillips; Chiquita D"Arbeau; Chris Walsh ; Christina Mead; Christine Rodriguez; Christine Wasik; Cody Arana; Crystal Steele; Dan Reilly ; Daniel Biette; Darcey Lewis ; Dave Schachne; David Bradley; Dawn Pasquarell; Deborah Damm O"Brian; Dennis Mosley; "Dennis Mosley (dmosley@nycap.rr.com)"; Dominick Sondrini ; Don Smith ; Donna DeMaria ; "Donna Maylath "; Donna Vaughn ; Erin Reale; Faye Andrews; Frank Pindiak; Geoff Raiti ; Harris Oberlander; Jackie Buff-Rogers; Jackie Mahoney ; Jacqualine C. Lombardo - Support Ministries, Inc. (jlombardo@smicr.org); James Ader; Janine Robitaille ; Jeanette Hemingway; Jerald Johnson ; Jessica DeJesus; Jessica Loomis; Jim Ketcham ; Jim Matteo; Joe Sluszka ; Judy Monson; Karen Karl ; Kathleen Ide; Kathy Fletcher; Kathy Leyden ; Kathy Magee ; Katrina Middleton; Keith Brown; Keith Stack; Kelly Desposito ; Kevin Connally; Kristen Giroux ; Lauri Nakovics; Leslie Siegard ; Lillian Moy ; Liz Hitt; Lois Wilson; Lora Yanulavich ; Louisa Marra ; Lyn Mack ; Lynda Tymeson ; Marcus May

140 Subject: Date: Maria Grillo ; Maribel Jerominek ; Marjie Burgasser; Mary Campagna ; Mary Giordano; Mary Oill; Meg Smith ; Michael Good ; Michele McClave; Micky Jimenez - Support Ministries (mjimenez@promesa.org); Micky Jimenez - Support Ministries (mjimenez@smicr.org); Mike Asbury ; Mildred Figueroa ; Nadine Fornum; Nancy Adriano ; Nancy Chiarella; Nathaniel Webb; Neenah Bland ; Nicole Ward; Paul Tighe; Perry Jones; Perry Junjulas ; Rachel Alexander ; Robert Burke ; Robert Cherry ; Robert Romaker; Robin Roberts (Robin.Roberts@albanycountyny.gov); Rocky Ferraro; Rushka Tcholakova (Rushka@unitedwaygcr.org); Sandy LeVan ; Sarah Latzko ; Sean Morris; Shannon McLaughlin; Stephen Piasecki; Steve Lape ; Steve Longo ; Susan Daley ; Thomas Coates; Tom McPheeters ; Valerie Sacks; Vernon Victorson; Wendy Wahlberg ; Willie Leak; Alison Calhoun ; Amanda Pierro; Anezka Sebek; Barbara Palmateer; Bill Gettman; Debra Armstrong ; Dianne Lugo ; Digna Betancourt Swingle; Dominick Sondrini ; Ed Falterman ; "Felicia Walters"; Florence Ohle; Frank Pindiak; Jeanette Hemingway; John Lyons; Judy Monson; Kai Hillman ; Katherine Smith ; Kathy Applegate ; Lauren Liberta ; Lillian Moy ; Lindsay Arp; Louisa Marra ; Lynn Kutski ; Maggie Graham ; Margaret Kennedy ; Marjie Burgasser; Mary Walker ; Michael Brinck; Michael Cole; Nancy Chiarella; Pam Hoilund ; Renee Pine; Robert Romaker; Stephen Piasecki; Sue Paolino ; Susan Cody; Tammy Hall ; Tara McSherry-Wolfe; Thomas Coates; Tina Sharpe; William Brown ; "Andi Pratt (apratt@unitedwaygcr.org)"; "Andrea Deepe (andread@wwamh.org)"; "Andy Gilpin (andy@captaincares.org)"; "Angela Bronzene (abronzene@hotmail.com)"; "Angela Bronzene (abronzene@saratogacountyny.gov)"; "Anne Fuller (afuller@hycwaithouse.org)"; Ariffa Bevin ; "Beatrice Madej (beatrice.madej@cdphp.com)"; "Bill Gettman (william.gettman@northernrivers.org)"; "Bob Landry (gfhalandry@hotmail.com)"; "Bonnie Nelson (bonnie@captaincares.org)"; "Brenna Sharp (bsharp@lasnny.org)"; "Carie Bires (carie.bires@gmail.com)"; "Carrie Wright"; "Cherie Kory (gfhacherie@hotmail.com)"; "Cheryl Hage-Perez (chp@saratogarpc.org)"; "Cindy Phillips (cindy.phillips@saratoga-springs.org)"; "Digna Betancourt Swingle (digna.swingle@use.salvationarmy.org)"; "Dominick Sondrini (dsondrini@wesoldieron.org)"; "Ed Falterman (falterman1@aol.com)"; "Elizabeth Ball (elizabeth.ball1@va.gov)"; Heather Brownell ; "Heather Brownell (Heather.Brownell@dfa.state.ny.us)"; "J Menzer (jmenzer@tsamail.org)"; Jacqualine C. Lombardo - Support Ministries, Inc. (jlombardo@smicr.org); "James Ader (james.ader@albanycounty.com)"; "Jeff Clark (executivedirector@glensfallshabitat.org)"; "Jeff Varmette (jvarmette@yahoo.com)"; "John Farrell (johnf@wwamh.org)"; "Judith Mckinnon (mckinnonjudith955@gmail.com)"; "Karen Follett (kfollett@vethome.org)"; "Katie Sicko (Ksicko@sspha.org)"; "Keegan Burke"; "Leigha Rosenberger (lrosenberger@vethome.org)"; "Lillian Moy (lmoy@lasnny.org)"; "Lori B (lorib@wwamh.org)"; "Maggie Fronk (executivedirector@wellspringcares.org)"; Marjie Burgasser; "Michael Lajeunesse (mlajeunesse79@yahoo.com)"; "Michelle Larkin (michelle@rtsaratoga.org)"; "Mike Finocchi (mfinocchi@sheltersofsaratoga.org)"; Nancy Chiarella; "Nicholas Hayes (hayesnicholas21@gmail.com)"; Pat Snell (psnell@wwamh.org); "Paul Feldman (pfeldman@sspha.org)"; "Renee Stephenson (rstephenson@aidscouncil.org)"; "Rich becker (rwbecker@albany.edu)"; "Shannon McLaughlin (shannon.mclaughlin@rcda.org)"; "Sheila Blais (sheilab@wwamh.org)"; "Shelbie Foran (sforan@lasnny.org)"; "Sherrie Catapano (Sherrie.catapano@cdphp.com)"; "Stuart Kaufman (skaufman@lasnny.org)"; "Sue McCann (sue.mccann@tcbinc.org)"; "Susan Dornan (dornans@warrencountyny.gov)"; "Sybil Newell (snewell@tsamail.org)"; "Tamara Rivera (tamararivera29@yahoo.com)"; "Theodore Tighe (ted.tighe@uvm.edu)"; "Thomas Coates (thomas.coates@rcda.org)"; "Whitney Jobmann (whitneyj@sailhelps.org)"; "William Brown (wbrown@wesoldieron.org)"; William Vilardo - Vermont Veterans Services (wvilardo@uvm.edu) New Project Informational Webinar Tuesday, July 25, :31:00 PM Good Afternoon Everyone, Below is the webinar information for the New Project Informational Session. Feel free to forward this information to any other agencies who may be interested in applying in this year s competition. The new project RFP can be found on each individual CoC s FY 2017 CoC Program Competition Information page on the CARES website. If you have any additional questions feel free to contact me. New Project Informational Session Jul 28, 2017 at 1:00 pm - 2:00 pm EDT Please visit & join the meeting space from your computer, tablet, or smartphone. Use your microphone and speakers (VOIP) for audio. You'll sound best with a headset. Join the conference call. Conference Line Number: (641) Access Code: # Samantha Winzenried

141 Continuum of Care Unit Coordinator CARES, Inc. 200 Henry Johnson Blvd. Albany NY Ph: (518) x114 Fax: (518)

142 2017 CONTINUUM OF CARE: NEW PROJECT INFORMATIONAL SESSION PRESENTED BY - CARES, INC. JULY 28, 2017

143 DISCUSSION GOAL To Provide Information for new CoC Project Applicants This webinar will: Review Important NOFA Dates Review Eligible Project Types Discuss 2017 Policy Priorities Detail available technical assistance This webinar will NOT: Provide a detailed Continuum of Care Overview Detail e-snaps technical submission directions Provide project specific technical assistance or RFP review

144 IMPORTANT NOFA DATES The NOFA was released July 14 th 2017 The CoC and Project Applications were available in e-snaps on July 19 th Detailed Instructions for the applications were made available on July 28, 2017 All CoC Applications must be submitted by September 28 th 8:00 pm

145 2017 POLICY PRIORITIES Ending homelessness for all persons Creating a systemic response to homelessness Strategically allocating and using resources. Use a Housing First approach

146 AVAILABLE FUNDING FOR NEW PROJECT HUD is offering a Permanent Housing Bonus 6 percent of the current CoC award HUD is allowing new projects to be created through the Permanent Housing Bonus and Reallocation

147 2017 CONTINUUM FUNDING NY Elmira NY Albany NY Schenectady NY Rensselaer ARD = $1,482,865 Bonus = $88,972 ARD = $5,006,829 Bonus = $300,410 ARD = $3,862,164 Bonus = $231,730 ARD = $3,198,646 Bonus = $191,919 NY-606 Rockland ARD = $686,899 NY Columbia/Greene ARD = $437,789 Bonus = $26,267 NY-520 Franklin/Essex ARD = $78,804 Bonus = $20,940 NY-522 Jefferson/Lewis/St. Lawrence ARD = $1,260,982 Bonus = $75,659 NY- 523 Saratoga North Country ARD = $1,534,955 Bonus = $92,097 Bonus = $93,161

148 ELIGIBLE PERMANENT HOUSING BONUS PROJECTS DedicatedPLUS (FY17 NOFA, page 18) where 100 percent of the beds are dedicated to chronically homeless individuals and families; Rapid Rehousing projects that will serve homeless individuals and families, including youth up to age 24, who meet the following criteria: residing in a place not meant for human habitation/residing in an emergency shelter; persons fleeing or attempting to flee domestic violence situations; residing in a transitional housing project that was eliminated in the FY 2017 CoC Program Competition; or residing in transitional housing funded by a Joint TH and PH-RRH component project (see Section III.A.3.h. of this NOFA); or receiving services through a VA-funded homeless assistance program and met one of the above criteria (Sections III.A.3.j.(3)(a), (b), (c), or (d) at initial intake to the VA's homeless assistance system Joint TH and PH-RRH component projects (FY17 NOFA, page 20)

149 ELIGIBLE REALLOCATION PROJECTS DedicatedPLUS (FY17 NOFA, page 18) Rapid Rehousing projects that will serve homeless individuals and families, including youth up to age 24, who meet the following criteria: residing in a place not meant for human habitation/residing in an emergency shelter; persons fleeing or attempting to flee domestic violence situations; residing in a transitional housing project that was eliminated in the FY 2017 CoC Program Competition; or residing in transitional housing funded by a Joint TH and PH-RRH component project (see Section III.A.3.h. of this NOFA); or receiving services through a VA-funded homeless assistance program and met one of the above criteria (Sections III.A.3.j.(3)(a), (b), (c), or (d) at initial intake to the VA's homeless assistance system Joint TH and PH-RRH component projects (FY17 NOFA, page 20) Dedicated HMIS projects SSO projects for Coordinated Entry/Assessment

150 WHAT IS A DEDICATED PLUS PROJECT? A permanent supportive housing project where 100 percent of the beds are dedicated to serve individuals with disabilities and families in which one adult or child has a disability, including unaccompanied homeless youth, that at intake are: experiencing chronic homelessness as defined in 24 CFR 578.3; residing in a transitional housing project that will be eliminated and meets the definition of chronically homeless in effect at the time in which the individual or family entered the transitional housing project residing and has resided in a place not meant for human habitation, a safe haven, or emergency shelter for at least 12 months in the last three years, but has not done so on four separate occasions;

151 WHAT IS JOINT TH AND PH-RRH? This project type is intended to provide a new way to meet some of the pressing challenges that communities are facing. They provide a safe place for people to stay crisis housing with financial assistance AND wrap around supportive services determined by program participants to help them move to permanent housing as quickly as possible. This project type will include TH and PH-RRH in a single project to serve individuals and families experiencing homelessness, including victims of DV. Joint component projects should be Housing First, have low barriers, connect participants to resources, prioritize those with the highest needs. A program participant may choose to receive ONLY TH OR the RRH component, but the recipient must make both available.

152 AVAILABLE TECHNICAL ASSISTANCE CARES staff is available to: Answer any regulation questions Answer any project specific questions include: Subpopulation information Budget Questions Provide hands on e-snaps technical assistance

153 LINK(S) TO IMPORTANT HUD DOCUMENTS FY17 NOTICE OF FUNDING AVAILABILITY (NOFA) : JOINT TH AND RRH COMPONENT: DEDICATED PLUS PROJECTS

154 From: To: Cc: Subject: Date: Attachments: Importance: Jennifer Tabankin Amy Christensen Andrew Timm Belinda Knight Charles Nocera - Catholic Charities of Chemung/Schuyler (chuck.nocera@dor.org); Diane Deane (ddeane@co.livingston.ny.us); Heather Hargraves (hhargraves@arbordevelopment.org); Jeff Eaton (jeaton@arbordevelopment.org); Jennifer Miller (jennmiller@cityofelmira.net); Karen Slusser (kslusser@chancesandchanges.org); Karen Tremer (ktremer@chancesandchanges.org); Kim Scutt (ScuttK@alleganyco.com); Lesley Christman (lchristman@accordcorp.org); Linda Couchon (Lcouchon@dor.org); Lisa Baker (lisa.baker@co.steuben.ny.us); Lynn Langworthy (llangworthy@accordcorp.org); Michelle Sandoz- Dennis; Nancy Chiarella; Patrick Rogers (RogersP@ihsnet.org); Sharon Koch (skoch@co.livingston.ny.us); Suzanne Krull (suzannefkrull@gmail.com); William Brown ; Anita Lewis (alewis@cseop.org); Bill Caudill (billc@co.steuben.ny.us); Darlene Prutsman (darlene.prutsman@va.gov); Jeffrey Symeslatini (jeffrey.symeslatini@co.steuben.ny.us); Edna Elling (EdnaElling@accordcorp.org); Ellen Topping (Ellen.Topping@dor.org); Jessica Brooks (jbrooks@wesoldieron.org); Michelle Sandoz-Dennis; Patty Graves (pgraves@accordcorp.org); Ryan Peterson (ryan.peterson@co.steuben.ny.us) Michelle Sandoz-Dennis; Samantha Winzenried New Project RFP - Bonus Funds and Reallocation Information Friday, July 28, :43:24 AM NY New Project RFP.docx image001.png High Good Morning, NY-501 Continuum of Care Members, On behalf of the Rank and Review Committee, attached please find the RFP for the Permanent Housing Bonus funding and funds being reallocated. The RFP is open to all applicants (CoC and non CoC funded) given the applicant and proposed project meet the eligibility and threshold requirements as noted in the NOFA. Applicants for the PH bonus and Reallocation should read the NOFA: NOFA.pdf. CARES will be sending out a full NOFA summary shortly. Permanent Housing Bonus funding is available for up to 6 percent of the CoC s Final Pro Rata Need ($1,482,865). This funding ($88,972) can be used to create new: PSH projects that will be 100% dedicated to chronically homeless individuals/families DedicatedPLUS projects (FY17 NOFA, page 18) RRH projects that will serve homeless individuals/families, including youth up to age 24 who meet the necessary criteria Joint TH and PH-RRH component projects which include TH and RRH in a single project to serve individuals and families experiencing homelessness (FY17 NOFA, page 20) Agencies may use reallocation to create new: DedicatedPLUS (FY17 NOFA, page 18) RRH projects that will serve homeless individuals/families, including unaccompanied youth who meet the necessary criteria Joint TH and PH-RRH component projects which include TH and RRH in a single project to serve individuals and families experiencing homelessness (FT17 NOFA, page 20)

155 Dedicated HMIS projects SSO projects for Coordinated Entry/Assessment CARES will hold a New Project informational session TODAY July 28, 2017 at 1pm. During the session CARES will review the Continuum of Care application process and discuss federal requirements and expectations for new projects. All community members are welcome to attend this session. Similar to the Rank and Review Process, the Review team will review all applications for new projects. All applications in response to the New Project RFP are due to jtabankin@caresny.org no later than 3pm Friday, August 11, Please forward this to any agency in the community who may be interested in submitting an RFP. Jennifer Tabankin Continuum of Care Unit, Compliance Specialist CARES, Inc. 200 Henry Johnson Blvd. Albany NY (518) x116 jtabankin@caresny.org

156 NY-501 Continuum of Care: New Project RFP 2017 (Reallocation and/or Bonus Projects) APPLICATION MUST NOT EXCEED THREE (3) PAGES 1. Applicant/Agency Name: 2. Agency Point of Contact: 3. Proposed Project Name: 4. Is the applicant a current member of NY-501 Continuum of Care (CoC)? Yes 10 points No 0 points a. If no, what is the agency s current involvement with NY-501 Continuum of Care? 5. Is the agency applying a current CoC funded grantee? Yes 5 points No 10 points b. If yes, are there any unresolved monitoring or audit findings from HUD or the CoC? Yes 0 points No 5 points 6. Please provide a detailed description of the agency s experience in administering projects dedicated to serving an underserved population. Please specify the name of current or past programs and note the funding sources. (10 points) 7. Please provide a project description AND budget that addresses the entire scope of your project. Please include the target population that will be served and the outreach plan. (0 15 points) 2 points if a specific priority population mentioned in the 10 Year Plan is noted 1 points if the project clearly states the number of units/beds requested 2 points if an outreach plan is noted 10 points if the budget notes at least 80 percent of the requested funds are dedicated to housing 8. Please describe the project s understanding of and willingness to participate in the Coordinated Entry Process that is being implemented by the Continuum (5 points). 9. Will the project be able to begin within 12 months? Yes- 5 points No 0 points 10. Please describe how the need for this project within this geographic area was identified.

157 NY-501 Continuum of Care: New Project RFP 2017 (Reallocation and/or Bonus Projects) 5 points for referencing Opening Doors 11. Document potential sources that will allow the program to meet HUD s match requirement (25 percent match).(0-20 points) 20 Points if match requirements are met 12. The CoC prioritizes a Housing First model. Please indicate with a check mark if the proposed project will meet the following criteria. Please note all of the below criteria must be selected in order to meet the Housing First definition. 20 points a. Will the project ensure that participants are not screened out based on the following items? Yes, we will not screen out based on any of the below No i. Having too little or no income ii. Active or history of substance abuse iii. Having a criminal record with exceptions for state-mandated restrictions iv. History of domestic violence (e.g. lack of a protective order, period of separation from abuser, or law enforcement involvement) AND b. Will the project ensure that participants are not terminated from the program for the following reasons? Yes No i. Failure to participate in supportive services ii. Failure to make progress on a service plan iii. Loss of income or failure to improve income iv. Being a victim of domestic violence v. Any other activity not covered in a lease agreement typically found in the project's geographic area.

158

159 NY 501 CoC Governance Charter November 19, 2015 Revised September 2017 ARTICLE I Name The name of this organization shall be the Southern Tier Entry to Programs and Services (STEPS). Section 1. Mission ARTICLE II Mission and Purpose The Mission of the NY-501 Regional Continuum of Care is to identify persons in the region, and assess the needs of those persons, who are either homeless or most at risk of becoming homeless, and to channel the resources and efforts of public and private community agencies to strategically plan and meet the needs of these individuals in a collaborative fashion. Authorization and Coordination The mission, purpose, and general operation of a Continuum of Care is set through local priorities to end homelessness under the regulatory authority and guidance of the following documents: McKinney-Vento Homeless Assistance Act of 1987 HEARTH Act CoC Program Interim Rule (24 CFR 578) Annual HUD CoC Program NOFA Opening Doors: Federal Strategic Plan To Prevent And End Homelessness Section 2. Purpose STEPS is dedicated to addressing and reducing homelessness by ensuring that an effective system of care and services is in place. The purpose of STEPS is to: 1) Serve as the Continuum of Care as described in the Homeless Emergency Assistance and 1 P a g e

160 Rapid Transition to Housing Act and implementing regulations a. Operate the Continuum of Care in compliance with HUD regulations noted in 24 CFR Subpart B in such a manner as to promote inter-agency coordination and collaboration by doing the following: b. Hold meetings of the full membership, with published agendas, at least semiannually; c. Adopt and follow a written process to select a board to act on behalf of the Continuum of Care. The process must be reviewed, updated, and approved by the Continuum at least once every 5 years; d. Appoint additional committees, subcommittees, or workgroups; e. In consultation with the collaborative applicant and the HMIS Lead, develop, follow, and update annually a governance charter. 2) Develop and submit annual funding application in conformance with annual NOFA 3) Designate a Collaborative Applicant, delineate its responsibilities to STEPS, enter into an MOU and review performance annually. 4) Facilitate dialogue and strategic action among public, private and non- profit sectors to prevent and end homelessness and promote affordable housing. 5) Consult and coordinate with the State of New York and other municipalities in developing, updating and implementing their plans and programs to reduce and end homelessness and to provide an effective system of care and services responsive to the needs of at risk and homeless individuals and families (for example Consolidated Plans. 6) Develop, maintain and review annually Written Standards of performance and operation 7) Conduct all business necessary to implement the mission and purposes of STEPS, including conducting an annual review of the Governance Charter. 8) Designate an HMIS Lead to operate an HMIS, enter into an MOU and review periodically. 9) Continuum of Care planning. The Continuum must develop a plan that includes a. Coordinating the implementation of a housing and service system within its 2 P a g e

161 geographic area that meets the needs of the homeless individuals (including unaccompanied youth) and families. At a minimum, such system encompasses the following: i. Outreach, engagement, and Coordinated Entry; ii. Shelter, housing, and supportive services; iii. Prevention strategies. b. Planning for and conducting, at least biennially, a point-in-time count of homeless persons within the geographic area: c. Conducting an annual gaps analysis of the homeless needs and services available within the geographic area; d. Providing information required to complete the Consolidated Plan(s) within the Continuum s geographic area; e. Consulting with State and local government Emergency Solutions Grants program recipients within the Continuum s geographic area on the plan for allocating Emergency Solutions Grants program funds and reporting on and evaluating the performance of Emergency Solutions Grants program recipients and subrecipients Section 1. Membership Article III MEMBERS The CoC encourages all public and private agencies who provide services to individuals or families who are homeless or are at risk of becoming homeless, as well as any homeless or formerly homeless individuals, to actively participate in the CoC planning and activities. The CoC Program Interim Rule (24 CFR 578) specifies that this representation be broad based, and that the CoC make regular efforts to attract membership and participation from the following recommended groups 3 P a g e

162 Local homeless coalitions and networks Homeless and formerly homeless people Homeless service providers, agencies and advocates Nonprofit groups for homeless persons Local, state and regional government representatives Employment programs and job councils h d d l Religious leaders Mental Health service providers Local job councils Veterans service agencies Law enforcement, parole and probation Universities and Colleges Key civic leaders & Organizations For Profit and Business communities And other stakeholders Membership as an individual requires the indication of a current or previous status as a homeless individual. Membership of an agency in the CoC shall be required for that agency to be eligible to include proposals for project funding to HUD as part of the CoC s annual CoC Application. Any agency or individual desiring to obtain membership in the CoC shall complete a CoC Enrollment Form and submit to the CoC: No fees or dues are assessed for membership in the CoC. It is expected that members from a specific CoC jurisdiction participate in the local planning efforts of that county s CoC Homeless Housing Task Force. Section 2. Public Invitation Make a public invitation available for new members to join within the geographic at least annually; Section 3. Voting Membership includes the entitlement to vote for the Board of Directors as well as on amendments to the Governance Charter and the annual application for Continuum of Care funds including the Priority Listing and Planning Grant 4 P a g e

163 Only one Representative of an organization shall have one vote ARTICLE IV Committees Section 1. County Level Homelessness and Housing Task Force Entities One of the stipulations of a county or jurisdiction being a member of a Continuum of Care planning collaborative jurisdiction is that it maintains a homelessness housing task force, whose purpose is to monitor, plan, advocate, and execute such initiatives as are necessary to shape local written policy and muster resources to assure the adequate provision of shelter and supportive services and to integrate these measures into the overall regional strategic plan. The HHTF serves as a functional arm of the Regional CoC within a member county jurisdiction. Section 2. Rank and Review Committee The Rank & Review Committee is responsible for the development, review and operation of the Continuum of Care s annual Rank and Review process. The Committee is expected to (1) develop a Rank and Review tool that focuses on annually prioritizing projects in order to best address community needs, (2) conduct in depth interviews with project applicants and (3) using information from both the tool and interviews draft and present the Board with a final ranking of projects for approval. Membership requires an odd number of general members (3-5), each from different counties who do not have a conflict of interest. Section 3 - Coordinated Entry Committee The Coordinated Entry Committee is responsible for creating the coordinated entry process in NY-501. The Committee is expected to (1) develop a zone-oriented coordinated entry process that is accessible by all in need (2) reviews all stages of the assessment, referral, application, vacancy posting and acceptance/denial processes 3) develop a policy and procedure manual and user guide to ensure community and agency understanding of the system. Membership requires one Lead from each county Homeless Housing Task Force. 5 P a g e

164 Section 4 - HMIS Committee The HMIS Committee is responsible to review, revise, and approve a privacy plan, security plan, and data quality plan for the HMIS; ensure consistent participation of recipients and subrecipients in the HMIS; ensure the HMIS is administered in compliance with requirements prescribed by HUD; and coordinate through the participating agency leads to prepare and submit data for AHAR, HIC, PIT and system performance. Membership requires the HMIS Lead Administrator plus one member from each CoC funded agency. Section 1. ARTICLE V The Executive Board As stipulated in the CoC Program Interim Rule, the General Membership shall create a Board to act on its behalf, and that the General Membership shall authorize and create a Homeless Housing Task Force of its several members in each county of the CoC geography. Each county shall select and nominate 3 (three) members from its HHTF teams -- 1 person from a public agency and 2 people from private agencies to represent them at a Continuum wide board. These members serve at the will of the county HHTF that seated them, and the pleasure of the general membership. There are no term limits. Each Board member shall serve consecutive years from the date of their election. However, a Board member may be asked to resign if 4 or more meetings are missed in an any given year. The CoC Board shall consist of at least one individual representing a public agency from each participating county and two individuals representing a private agency from each participating county, and maintain no greater than a 35% ratio of public to private sitting members for any future enlargements of the committee. In addition, the membership of the CoC Board shall consist of one individual representing a public agency of the City of Elmira, a U.S. Department of Housing & Urban Development special district under the designation of Entitlement Community (EC) and Participating Jurisdiction (PJ). Also, as stipulated by 24 CFR (b)(2), the membership of the Board must include at least one homeless or formerly homeless individual who serves the Continuum at large. 6 P a g e

165 Eight (8) members of the Board shall make a quorum. Proxy votes, by a designated proxy, is allowed. Electronic voting is also allowed. All results of an electronic vote must report at the following Board Meeting. The General Membership may also move to seat one or more ex officio members to its Board council. Such members are to advise the Board, and represent vital entities such as the Department for Veteran s Affairs or the Lead Agencies. Ex officio members do not have a vote on the Board in matters of Continuum business. Annually, the Board shall nominate a Board Chair who shall be confirmed by a quorum vote of the General Membership at its last meeting of the calendar year. The Chair may serve as many terms as nominated. Approved by CoC Board & General Membership 7/10/2014 Section 2. Activities and Role of the Board The CoC Board shall meet monthly as a body (including combined Board/General Membership meetings) and its duties shall include, but not be limited to: a. Monitoring all opportunities and correspondence from HUD and other funding organizations to ensure that the Regional CoC is positioned for maximum success; b. Overseeing the development and submission of the Regional CoC s annual HUD CoC Application; c. Coordinating 3 (three) joint General Membership meetings per year, including the communication of the time and place of the meeting to all current members and the community at large; d. Reviewing the Regional CoC s Governance Charter as needed, at least annually, to ensure that the policies enable the CoC to be conducted in a fair, impartial, and legal manner; e. Reviewing the annual HUD CoC Application NOFA, and assessing the Operating Policies in light of any changes in the annual Application to ensure the maximum consistency between the Regional CoC s application and HUD s expressed preferences and requirements; f. Facilitating recommendations for the revision, addition, or deletion of specific operating policies, as needed, including preparing a recommendation for the changes to be presented to the CoC membership and preparing the membership for a vote at a general meeting to approve the recommended changes; g. Lead a strategic planning efforts; h. Annually designate entities to be responsible for acting as HMIS Lead, Collaborative Applicant, and administration agent as necessary executing an annual MOU with the same. i. Work collaboratively with each member county to ensure the necessary funding to operate the CoC administrative and general business operations. j. Appoint such workgroups and standing committees as necessary to affect Continuum business. k. Review performance of each project and the full CoC on the participation of mainstream programming, and make recommendations for improving participation as needed.. 7 P a g e

166 Section 3. General Membership Meetings As noted in (c) above, the Board shall convene 3 (three) joint meetings of the Board and General Membership each year. Optimally these shall be in April, mid-year, and end of the year in timing with the HUD CoC Program NOFA. To make these meetings the most productive as possible, the Continuum shall adopt the following rules of order: 1. The Board and General Membership will meet in joint session 2. The role of the General Membership is to annual elect new BoD Members, and a chairperson; approve amendments to the Governance Charter; and, approve the annual Collaborative Application for Continuum of Care funds including the Priority Listing and Planning Grant 3. New business or discussion may be brought to the table in the appropriate segment of the Agenda. ARTICLE VI Amendment of Bylaws Section 1. The Bylaws may be amended at any regular meeting of the membership of STEPS by a twothirds vote, provided that the amendment has been submitted in writing at the previous regular meeting. 8 P a g e

167 Version 2.0 3/xx/2014 Policy and Procedure Manual For the operation of a Coordinated Entry and Homelessness Management Information System NY-501 Regional Continuum of Care City of Elmira, Chemung, Steuben, Allegany, Livingston & Schuyler Counties March, 2014

168 Table of Contents Version 2.0 3/xx/2014 List of Policies Page(s) i Introduction 1-2 Key Participants 2 Roles and Responsibilities 3-6 Policies and Procedures 7-29 Section 1: Participation 7-8 Section 2: System Requirements 9-10 Section 3: Security Section 4: Confidentiality Section 5: Data Issues Section 6: Grievances Appendixes A - Agency Readiness Assessment B - Agency Participation Agreement C - User Policy, Responsibilities and Code of Ethics D - Security Incident Report E - Security Incident Review F - Consumer Notice G - Privacy Protection Notice H - Release of Information (ROI) I - Refusal to Participate in Inter-Agency Data Sharing J - Inter-Agency Data Sharing Agreement K - Revocation of Consent (Inter-Agency Data Sharing) L - STEPS Grievance form Terms 63-67

169 Version 2.0 3/xx/2014 List of Policies Page(s) Participation Participants Participation Requirements Voluntary termination Involuntary termination Program termination System Requirements Hardware Anti virus software Availability Support Security Oversight of system security policies Bowman Internet Systems security measures Catholic Charities security measures Participating Agency security measures System access User access Access levels Client report / case file security Limited viewing User termination, suspension or extended leave Security incident definitions Security incident reporting Security incident review Security incident sanctions Security monitoring Confidentiality Confidentiality commitment Consumer notice HIPAA and HMIS Privacy Protection Policy Oral informed consent Commitment not to solicit Data Issues Data elements Data ownership Data entry Data user group Data controls Data types Data usage Data protection Inter-agency data sharing Client revocation of inter-agency data sharing Agency reports General reports Data monitoring Grievances Resolution authority Client grievances Agency grievances Staff grievances 29 i

170 Version 2.0 3/xx/2014 Introduction A Homeless Management Information System (HMIS) is a computer software application that can record and store client-level information and services utilized for those persons or families who are homeless or who are at-risk of becoming homeless. An HMIS creates a more coordinated and effective housing services delivery program throughout the community while benefiting consumers, service providers and the community as a whole. Federal, state and local policy makers can use information extracted from the HMIS to better understand homeless issue within a geographic region over time. Participation is mandatory for all homeless service providers, recipients of Emergency Shelter Grants (ESG) and Housing Opportunities for Persons with AIDS (HOPWA) funded by the U.S. Department of Housing and Urban Development (HUD). Participation by additional agencies who serve homeless individuals and/or families and those at risk of being homeless are strongly encouraged to participate. This may include, but is not limited to agencies that provide: basic needs, income support, legal services, individual and family support services, education, employment, specialized treatment and general medical health. This system is able to provide unduplicated total counts of homeless in an area, analyze use patterns, and evaluate program effectiveness. There are three main groups of stakeholders who will actively use and benefit from the system. These include consumers, service provider and the community as a whole. Examples of benefits from such a system are listed below. Residents (Consumers) Service Providers Community System Participants Individuals and families who are homeless or who are at risk of being homeless and utilize local services to meet existing needs. Agencies and key staff people who most often deal directly with the consumers. They represent a wide variety of services. Individuals, agencies and programs who utilize data extracted from the system in order to educate, promote and fund others on homelessness and related issues. HMIS Benefits Improves to customer service to individuals and families who are homeless or are at risk of being homeless by; Reducing intake time, Coordinating of multiple services, Streamlining referrals and Assuring customer confidentiality. Improves efficiency and effectiveness by; Reducing the duplication of client intakes and assessments, Tracking client outcomes and providing history, Assuring confidentiality, Providing real time information about client needs and available services, Generating data reports for local, state and federal requirements and Providing access to a community-wide database of service providers for referral selection. Helps the communities define and understand the extent of homelessness and related issues by; Providing better understanding of homeless population, Helping direct resources towards the areas and services with greatest need, Allowing for better evaluation of programs and services and Assisting in meeting local, state, federal reporting and funding requirements. 1

171 Version 2.0 3/xx/2014 In response to concerns over the guarding of private, protected information, HUD has published data and technical standards for the use of an HMIS. Each participating agency, workstation and end user must follow strict adherence to security standards. Consumers must consent to participation in the HMIS, while agencies are not allowed to share information unless they have had client consent. Further more, reports generated from the system do not report information on individuals. Any reported information are aggregate results. The HMIS, which operates and exists in order to better understand and serve the homeless and those at-risk of being homeless, can only succeed if client information is given the utmost importance and is protected in a secure fashion. Local information will not become a part of a national database. HMIS implementation is funded and supported by HUD. As initial recipients of HUD funding, Catholic Charities of Chemung County, NY staffs the HMIS Administrator. HMIS implementation is recognized as a part of a regional, homeless Continuum of Care (CoC). HUD defines Continuum of Care as a community plan to organize and deliver housing and services to meet the specific needs of people who are homeless as they move to stable housing and maximum self-sufficiently. It includes action steps to end homelessness and prevent a return to homelessness. HUD s definition of community indicates that the services coordinated under the CoC are done so in terms of geographic region including cities and or counties. Previously, the areas of Elmira / Chemung and Steuben Counties operated as separate CoCs. More recently, these geographic areas, plus the addition of Alleghany County, have merged to create a larger, regional CoC. The regional CoC recognizes that individuals and families who are homeless may desire to meet basis needs and that acquiring these needs may cause these persons to obtain service from one or more agencies or jurisdictions and may be more efficiently served and assisted on a regional level. Therefore, the local name of the HMIS used in the Elmira / Chemung, Steuben and Alleghany Continuum of Care service area is called Southern Tier Entry to Program Services or STEPS. This name was selected in order to better represent the goals and day-to-day activities of the initiative, reduce the limitations associated with the government assigned name of Homeless Management Information System and to establish geographic identity and focus. 2

172 Version 2.0 3/xx/2014 Roles and Responsibilities The success of the STEPS initiative largely depends on individuals and organizations who commit to and perform necessary duties and tasks. While some groups or individuals may have final authority in the decision making process, it should be made clear that all opinions, ideas and suggestions are welcome and encouraged by the Advisory Committee from all stakeholders. A list of participating persons and groups are listed and diagramed below (Figure 1). Participants Foothold Technologies, Inc. Catholic Charities of Chemung County, NY STEPS Advisory Committee STEPS Administrator STEPS Participating Agencies STEPS Site Contacts Figure 1. STEPS Organizational Chart Catholic Charities, Executive Director STEPS Advisory Committee STEPS Administrator Participating STEPS Agencies Agency Site Contact STEPS User Group Agency End Users 3

173 PARTICIPANT Foothold Technologies, Inc. CATHOLIC CHARITIES Of CHEMUNG COUNTY, NY ROLES & RESPONSIBILITIES Responsible for the delivery of the Internet-based client assessments and reporting features. Foothold Technologies will provide secure, on-going access to its AWARDS applications via the Internet. In addition, Foothold Technologies will provide information about any system modifications and/or upgrades. Responsible for the administration and staffing of the STEPS Administrator. Because it has secured the initial funding for the STEPS system, its Board of Directors will have final say in administrative and staffing issues. Catholic Charities will also provide organizational oversight for STEPS through its participation in the STEPS Advisory Committee. STEPS ADVISORY COMMITTEE Responsible for developing and reviewing all system-wide policies and procedures for STEPS. In selecting participants for this committee, STEPS will attempt to secure and maintain representatives from: Homeless housing and service type, HUD-identified homeless subpopulation, Continuum of Care municipality and Current and formerly homeless individuals. The STEPS Advisory Committee will provide input on an on-going basis for the local STEPS initiative. The Committee will share its recommendations on key issues such as, but not limited to: Determining and establishing guiding principle for STEPS, Selecting data elements to be collected by participating agencies, Defining guidelines for the release of aggregated STEPS data, Evaluating compliance with HUD data and technical standards, Reviewing STEPS performance of participating agencies, particularly in the area of adherence to established protocols and procedures and Addressing issues that arise from the use of STEPS including but not limited to client grievances and policy adjustments. 4

174 PARTICIPANT ROLES & RESPONSIBILITIES STEPS ADMINISTRATOR The STEPS Administrator is responsible for implementing and coordinating the local HMIS. The Administrator is the primary contact for STEPS and the STEPS Site Contacts. Responsibilities include: Orienting prospective STEPS participants to the system by demonstrating STEPS functions and features; Creating and monitoring the STEPS implementation plan; Maintaining a list of agency contacts and STEPS participants; Providing oversight of all contractual agreements. Assessing agencies readiness for STEPS; Providing STEPS trainings; Creating and updating any needed training manuals. Authorizing access to the STEPS system; Developing and implementing assessment tools not already in place; Providing basic technical assistance to participating agencies; Documenting database and policy/procedure changes; Developing and evaluating performance measures; Updating Standard Operating Procedure (SOP) manual ; Auditing STEPS usage system-wide; Developing reports and queries for Continuum of Care; Presenting research findings to community stakeholders; Coordinating and participating in regular user-group meetings to address on-going system enhancements, facilitate information sharing and identify best practices; Communicating with participating agencies/coc and community as a whole. The STEPS Administrator is NOT responsible for providing trouble shooting assistance for agency hardware, software, internet connectivity issues or providing remedial computer training to system users. 5

175 PARTICIPANT PARTICIPATING STEPS AGENCIES ROLES & RESPONSIBILITIES Participating STEPS Agencies are responsible for overseeing the entry of client data into the system as well as identifying needs and concerns regarding STEPS to their Site Contact. User are responsible for: Knowing the confidential nature of the data and taking appropriate measures to prevent any unauthorized disclosure of client information. Complying with all local STEPS policies and procedures. Reporting security violations to their STEPS site contact. Any user within the Participating Agency are also responsible for their own actions and any actions undertaken with their usernames and password. Each Agency participating in STEPS must designate a primary person to serve as the Participating Agency s contact for the project and will facilitate access to the STEPS at an organizational level. This person, known as the Site Contact, will help increase effective communication, both between and within agencies. STEPS SITE CONTACTS Each STEPS Site Contact will be responsible for: Participating in the STEPS readiness assessment. Identifying STEPS users and facilitate access to training. Granting STEPS access only to authorized staff members that have received training and demonstrated proficiency in application use and understand polices and procedures. Monitoring staff compliance with standards of client confidentiality and ethical data collection, entry cleaning, and retrieval and enforcing established misuse policy. Enforcing business controls and practices including detection and reporting of violations. Providing on site support for the generation of agency reports and managing user licenses. Ensuring stability in the agency Internet connection either directly or in communication with a technician. Notifying users about interruptions in services. System End Users are the staff, paid or voluntary, from participating agencies that will be entering client data into the system as well as identifying needs and concerns regarding STEPS to their Site Contact. SYSTEM END USERS System End Users will be responsible for: Being aware of the confidential nature of data and taking appropriate measures to prevent any unauthorized disclosures of client information; Complying with all local STEPS policies and procedures an d Reporting security violations to their STEPS Site Contact. Agency End-users are also responsible for their own actions or any actions undertaken with their username and password. 6

176 Policies and Procedures: Section 1 Participation Policy Summary In conjunction with the STEPS Administrator, the STEPS Advisory Committee will establish requirements for participation in the local STEPS. Participation is mandatory for all HUD funded homeless service providers, recipients of Emergency Shelter Grants (ESG) and Housing Opportunities for Persons with AIDS (HOPWA). Currently, participation is voluntary for other agencies within the Continuum of Care. Agencies that wish to participate in STEPS, either mandatory or voluntary, must implement and adhere to a set of polices and procedures set forth in this Standard Operating Procedures (SOP). Policy # Topic 1.01 Participants 1.02 Participation requirements 1.03 Voluntary termination 1.04 Involuntary termination 1.05 Program termination 1.06 Software provider termination Related Documents: Appendix A - Readiness Assessment Appendix B - Agency Participation Agreement Appendix C - User Policy, Responsibilities and Code of Ethics 7

177 POLICY # 1.01 Participants 1.02 Participation requirements 1.03 Voluntary termination PARTICIPATION Per HUD requirements, all recognized Continuums of Care (CoC) must have an active and operating Homeless Management Information System (HMIS) within their geographic coverage area. HUDfunded agencies such as homeless service providers, those receiving Emergency Shelter Grants (ESG) and Housing Opportunities for Persons with AIDS (HOPWA) as well as non-hud funded agencies are welcome and strongly encouraged to participate. Participation in STEPS is open to all agencies within the CoC whether or not they receive HUD funding. In order to gain access to the system, each agency needs complete the following Steps to Participation: 1) Readiness Assessment - Upon notifying the STEP administrator, interested agencies will receive a copy of the Standard Operating Procedures (SOP) for their review. A Readiness Assessment / site visit will be scheduled with the Agency s Executive Director, staff and the STEPS Administrator to review current record keeping needs and methods, client intake procedure, security / confidentiality issues, equipment and internet connection check and overall agency readiness (Appendix A). 2) Agency Agreements. - Upon successful completion of the readiness assessment, participating agencies will be asked to review and sign a Agency Participation Agreement (Appendix B). This document outlines the responsibilities, obligations and project expectations for participating agencies. 3) Site Contacts - Each participating agency will establish a Site Contact. The Site Contact will serve as the Participating Agency s contact for the project and will facilitate access to STEPS at an organizational level. Having a Site Contact will also increase the effectiveness of communication both between and within agencies. 4)User Training - The Site Contact will set up training for their agency with the STEPS Administrator. All Users must demonstrate mastery of training information and complete posttraining evaluations to be submitted to the STEPS Administrator. In addition, agency staff who will be end users of the system must complete the End-user Rules, Responsibilities and Code of Ethics Agreements (Appendix C). 5) System Access - Following a successful completion of the training, the Site Contact and the STEPS Administrator will schedule a supervised, initial data entry period, no later than two weeks after the training. During this early data entry period the STEPS Administrator will assign user IDs and initial passwords, assist with system set up, monitor data entry techniques and be available for questions. After which time Agency questions should be directed towards the Site Contact, then the STEPS Administrator via phone, or at user group meetings. A participating agency may discontinue use of the system at any time. To discontinue participation in STEPS, an agency must submit written notice to the STEPS Administrator. Upon receipt of this written notice, all licenses assigned to that agency will be discontinued by 5pm on the last day of that month, unless an alternative termination date is agreed upon by the Agency and the STEPS Administrator Involuntary termination 1.05 Program termination Security breaches are the primary reason for involuntary termination, of either a user or an agency. Permanent involuntary termination would follow a series warnings and corrective measures, including temporary suspension until the matter is resolved (See Sections ). In the event the STEPS Advisory Committee recommends termination of STEPS access, the Committee will submit a written notice to the agency s Executive Director identifying a termination date. On that termination date, all licenses will be discontinued at 5pm, unless an effective date is otherwise established. The STEPS Administrator obtains the authority to temporarily shut off any one s access to the system if an immediate threat to the system exists. In the event that STEPS ceases to exist, participating Agencies and their End-users will be notified and provided reasonable time to access and save Client data on those served by the agency, as well as statistical and frequency data from the entire system. Thereafter, the information collected by the centralized server will be purged or appropriately stored. 8

178 Policies and Procedures: Section 2 Hardware Requirements and System Availability / Support Policy Summary A number of requirements have been set in place in order to assure the successful operation of STEPS, which is available to users 24 hour a days / 7 days a week. Purchase and maintenance of computer equipment will be the responsibility of participating agencies. Support for STEPS related issues is available during regular business hours, on a first come first serve basis and as time/scheduling permits. Policy # Topic 2.01 Hardware 2.02 Workstation safeguards 2.03 System availability 2.04 System support 9

179 POLICY # HARDWARE REQUIREMENTS & SYSTEM AVAILABILITY / SUPPORT 2.01 Hardware The STEPS Advisory Committee strongly encourages participating agencies to follow Foothold Technologies, hardware, software and connectivity guidelines for use of Awards. This includes, but is not limited to: Computer: PC with a 2 Gigahertz or higher processor, Most recent version of Microsoft Internet Explorer or Firefox, 250GB Hard Drive and 4 Gb RAM, Microsoft Windows 7 or higher, 128-bit cipher encryption on Browser and Minimum Connectivity 3MbPS. Participating Agencies are responsible for the purchase, maintenance and disposal of on-site computer equipment to all existing and new equipment needed for the utilization of STEPS Workstation safeguards All participating agencies must keep active, up-to-date safeguards against internet threats operating within their workstation(s) for the extent of their participation in STEPS. This includes: anti-virus software, Spam blockers, Spyware, operating system security patches and installation of firewalls. Participants may refer to OnGuardOnline.gov for more information or ask their own IT staff for assistance System availability STEPS is available 24 hours a day, 7 days a week year round with the exception of scheduled system back-ups and routine maintenance. In the event of planned downtime, the STEPS administrator will inform Site Contacts via electronic mail, phone and/or at User Group meetings. In the event of unscheduled downtime, STEPS staff will contact the Agency Site-Contact via electronic mail and/or phone to inform them of the cause and possible duration of the service interruption. The STEPS Administrator will provide system support by phone, electronic mail, computer shadowing and/or in-person consultations regarding use of the system. The STEPS Site Contact should act as the first level of contact when a system problem arises and should determine if the problem requires immediate rectification System Support If an STEPS Site Contact cannot resolve the problem, they should contact the STEPS Administrator by either phone or electronic mail and leave a contact number. The STEPS Administrator will respond as soon as possible. and arrange for needed assistance. If the problem is urgent and the STEPS Administrator is not immediately available, Site Contacts may contact the STEPS Administrator back-up person via phone or electronic mail. It is the goal of the STEPS staff to respond to all participating agency needs within one business day of initial contact. The STEPS Administrator and their back-up person are NOT responsible for providing trouble shooting assistance for agency hardware, software, internet connectivity issues or providing remedial computer training to system users. 10

180 Policies and Procedures: Section 3 Security Policy Summary The HMIS Data and Technical Standards, Final Notice by the U.S. Dept. of Housing and Urban Development (HUD, 2015) sets forth baseline standards for communities implementing an HMIS like STEPS. It provides baseline standards and technical controls to protect client data throughout the use of the system. This includes multi-faceted approach to security standards. Participating agencies must establish and implement their own security measures regarding STEPS. Each user is responsible for work done under their User ID and Password. Access control violations must be monitored, reported and resolved. Policy # Topic 3.01 Security oversight 3.02 Foothold Technologies, Inc. security 3.03 Catholic Charities security 3.04 Participating Agency security 3.05 System access 3.06 User access 3.07 Limited viewing 3.08 Access levels 3.09 Client report / case file security 3.10 User suspension, termination or extended leave 3.11 Security incident definitions 3.12 Security incident reporting 3.13 Security incident review 3.14 Security incident sanctions 3.15 Security monitoring Related Documents: Appendix D - Security Incident Report Appendix E - Security Incident Review 11

181 POLICY # 3.01 Security oversight SECURITY System security and integrity shall be reviewed on a regular basis by the STEPS Advisory Committee, the STEPS Administrator, Executive Directors of participating agencies and Site Contacts Bowman Internet Systems, Inc. security Foothold Technologies is the provider of AWARDS, the web-based application that will be used with STEPS. The STEPS Advisory Committee and the STEPS Administrator will review their security measures on a regular basis. Foothold Technologies, Inc., the STEPS Advisory Committee and the STEPS Ad- ministrator will be in regular communication to address any security issues or concerns. Foothold Technologies, Inc. security strategies include: Physical Security: Foothold Technologies, Inc. hosts the central server for the STEPS server. Located in a Class II data center, 24-hour security is provided. After normal business hours, card access is required and moni- tored. In addition, separate, limited key access is required for entry into the main office and into the server room. Access to Server: No one will have direct access to the STEPS system through any means other than AWARDS software unless explicitly given permission by the STEPS Administrator during a proc- ess of maintenance, software upgrade, or conversion. Foothold Technologies, Inc. will monitor access to the STEPS server and employ security methods to prevent unauthorized database access. Access to client data will be tightly controlled using security technology and restrictive access policies. Only individuals authorized to view or edit individual client data will have access to that data. Firewall Protection: Foothold Technologies, Inc. secures the perimeter of its network using technology from firewall vendors. The firewall provides real-time, in-line monitoring, interception, and response to network misuse through broad support for the most common attach intrusion detection signatures. Appropriate action can be taken on packets and traffic flows that violate a security policy or represent malicious network activity. Company system administrators monitor firewall logs to determine unusual patterns and pos- sible system vulnerabilities. SSL Data Encryption: Foothold Technologies, Inc. utilizes commercial-grade, 128-bit SSL encryption for data traveling over the Internet to the HMIS network. The SSL (Secure Socket Layers) Handshake Protocol negotiates en- cryption keys and authenticates server before data is exchanged by the higher-level application. The SSL protocol maintains the security and integrity of the transmission channel by using encryption, authentication, and message authentication codes. As a user enters AWARDS, they access data with 128-bit encryption from their browser and bit RSA public key from the AWARDS servers. Distinguished by a lock icon in the corner of their browser, users are ensured that their data is secure in transit. User Authentication: AWARDS can only be accessed with a valid username and password combina- tion, which is encrypted via SSL for Internet transmission to prevent theft. If a user enters an invalid password four consecutive times, AWARDS automatically marks them inactive. For added security, the session key is automatically scrambled and re-established in the background at regular intervals. Application Security: In addition to restricting access to only authorized users, AWARDS utilizes a system of multiple access levels. These levels automatically detect the user access level and controls access to appropriate data. Database Security: All database access is controlled at the operating system and database connection levels for additional security. Access to production databases is limited to a minimal number of points; as with production servers, production databases do not share a master password database. 12

182 POLICY # 3.03 Catholic Charities security SECURITY Catholic Charities of Chemung County, NY will staff and house the STEPS Administrator. The STEPS Advisory Committee and the Catholic Charities IT department will review their security measures on a regular basis. The STEPS Advisory Committee, Catholic Charities and the STEPS Administrator will be in regular communication to address any security issues or concerns. Catholic Charities security strategies include: Physical Security: Catholic Charities of Chemung County, NY is housed at 2215 E. Church St., Elmira, NY Visitors to the building are required to sign in at the front desk. User ID and Passwords are required to access individual workstations. Any raw data or system information is stored in locked cabinets to maintain confidentiality and security. The office of the STEPS Administrator is locked with limited key access. System Administrator Access: Access to all computing, data communications, and data resources will be controlled. Access is controlled through user identification and authentication. The STEPS Administrator is responsible and accountable for the work done under personal identifiers. Access control violations must be monitored, reported and resolved. System Access Monitoring: The STEPS system automatically tracks and records access to every client record by use, date, and time of access. The STEPS administrator will monitor access to system software by regularly reviewing user access privileges and removing identification codes and passwords when users no longer require access. In addition, the STEPS Administrator, in conjunction with site contacts, will audit all unauthorized accesses and attempts to access information. Audit records shall be kept at least six months according to industry standards. User Authentication: STEPS will only be accessed with a valid username and password combination, which is encrypted via SSL for Internet transmission to prevent theft. If a User enters an invalid password four consecutive times, STEPS automatically marks them inactive. For added security, the session key is automatically scrambled and re-established in the background at regular intervals. Administration and System-wide Data: The STEPS Administrator will have full access to system. The STEPS Administrator can add, edit, and delete users, agencies, and programs and reset passwords. Access to system-wide data will be granted based on need to access data and with approval from the STEPS Advisory Committee. Data Usage and Protection: See Section 5, Data Issues. Data Security: Wherever possible, all database access is controlled at the operating system- and database-connection level for additional security. Only the STEPS Administrator will have access to changing database information at the server level. When this is done, an appropriate written summary of the information changed will be logged by the STEPS Administrator. The STEPS Administrator will produce a monthly report to be overseen and audited by the STEPS Advisory Committee. Participating STEPS Agencies, Security Participating agencies using STEPS shall establish and implement both physical and technology security protocols. These include, but are not limited to: 3.04 Participating agency security Physical Security: Agencies must develop rules to address physical access to workstations. This includes but is not limited to: establishing a private intake area, orienting computer monitors displaying client data to minimize viewing by unauthorized persons, using ID and passwords for work station log-in, locking screen savers, secure filing systems and offices. User Authentication: STEPS will only be accessed with a valid username and password combination, which is encrypted via SSL for Internet transmission to prevent theft. If a user enters an invalid password four consecutive times, STEPS automatically marks them inactive and requires that they contact their STEPS Site Contact for reactivation. If the Site Contact is unavailable, the staff member should contact the STEPS Administrator and will be asked a security question to confirm their identity. For added security, the session key is automatically scrambled and re-established in the background at regular intervals. 13

183 POLICY # SECURITY Access to Data - User Access: Users will only be able to view the data entered by users of their own agency or shared client records. STEPS has security measures in place which prohibit agen- cies from viewing each other s data. End-User are not to view other client data unless it is relevant to their job duties and responsibilities Participating agency Security, con t. Access to Data - Raw Data: Users who have been granted access to the STEPS Report Writer tool have the ability to download and save client level data onto their local computer. Once this information has been downloaded from STEPS in raw format to an agency s computer, these data then become the responsibility of the agency. Partner Agencies must develop protocols regarding the handling of data downloaded from Report Writer, record disclosure, and storage. Access to Data - Policies Restricting Access to Data: Each participating STEPS agency must estab- lish internal access to data protocols. These policies should include who has access, for what pur- pose, inter-agency data sharing and how they can transmit this information. Issues to address in- clude storage, transmission, and disposal of data. Client Paper Record Protection: Partner agencies must establish procedures to handle client paper records. Issues to be addressed include: Who has access to client paper records and for what purpose; When staff can access those records (i.e. only for clients whom they work with or for data entry purposes); How and where client paper records are stored; Where and how long client paper records are stored and when and how they are disposed of; and When, how and to whom information contained in client paper records is disclosed. Data Usage and Protection: See Section 5, Data Issues 3.05 System access Access to the system is controlled through user identification and authentication. In order to ensure that only authorized personnel are able to enter, modify or read system data, only authorized users shall be granted a unique User ID and Password by the STEPS Administrator. Users are responsible and accountable for work done under their personal identifiers. Access control violations must be monitored, reported and resolved User access Passwords are automatically generated by the STEPS system when a new user is created. The STEPS Administrator will communicate the initial system-generated password to each agency user. Each user will be required to change the password the first time they log onto STEPS. The password is alphanumeric and case sensitive. It must have between 8 and 16 characters and contain at least 2 numbers. Passwords are the individual s responsibility and users cannot share passwords under any circumstances. Passwords should no be easily guessed or found in any dictionary. They should be securely stored and inaccessible to other persons. Passwords expire every 45 days Limited viewing Agencies are strictly prohibited from viewing each other s client data unless specific sharing agreements have been negotiated. Clients must also grant permission to share information with a specified agency. Users will only be able to view the data entered by users of their own agency unless agreements are in place. 14

184 POLICY # SECURITY In addition to User IDs and passwords, the STEPS Administrator, with input from the Agency s Executive Director and/or Site Contact, will assign appropriate levels of access to each user of STEPS. Access to STEPS will be controlled based on need. Need exists for those administrators, staff, volunteers or designated personnel who work directly with (or supervise staff who work directly with) clients or have data entry responsibilities. User access levels will be directly related to the user s job responsibilities and approved need for access to STEPS. Following is a list of Access Levels available within the STEPS system. It is important to keep in mind that agencies using STEPS may have some or all of the Access Levels filled. Persons within each agency may assume multiple roles due to the size of the agency. Resource Specialist I - Under this access level, a user may access only the ResourcePoint module. Users may search the database of area agencies and programs and view the agency or program detail screens. Access to client or service records and other modules and screens is not given. A resource specialist cannot add, modify or delete data. Resource Specialist II - In addition to the access listed above, a Resource Specialist II is an agencylevel Information & Referral Specialist who may update their own agency and program information Access levels Resource Specialist III - In addition to the access listed above, a Resource Specialist III may edit the system-wide news feature of STEPS. Volunteer - Under this access level, a user may access ResourcePoint, and have limited access to AWARDS, and to service records. A volunteer may view or edit basic demographic information about clients (the profile screen), but is restricted from all other screens in AWARDS. A volunteer may also enter new clients, make referrals, or check-in/out a client from a shelter/ facility. A volunteer does not have access to the Services Provided tab in STEPS. This access level is designed to allow a volunteer to perform basic intake steps with a new client and then refer the client to an agency staff or case manager. Agency Staff - Under this access level, a user may access ResourcePoint, and have full access to service records, but only limited access to AWARDS. Agency staff may access most functions in AWARDS, however, they may only access basic demographic data on clients (profile screen). All other screens are restricted including Reports. Agency Staff can add news items to the News- Flash feature of AWARDS. Case Manager I - Under this access level, a user may access all STEPS screens and modules except Administration. A Case Manager I may access all screens within AWARDS except, for confidentiality reasons, the medical screen. They also may access Reports. Case Manager II - In addition to the access listed above, a Case Manager II may access all screens within AWARDS, including the medical screen and Reports. Agency Administrator - Under this access level, a user may access all AWARDS screens and modules. This level may add/remove users and edit agency and program data for his/her agency. Executive Director - Same access rights as Agency Administrator, but ranked above Agency Administrator. System Operator - Under this access level, a user may just access Administration. The system operator can setup new agencies, add new users, reset passwords, and access other system-level options. The system operator may order additional user licenses and modify the allocation of licenses. They maintain the system, but may not access any client or service records. System Administrator I - Same access rights to client information as Agency Administrator, but excludes shadow mode. Full access to administrative functions. System Administrator II - No restrictions. Full access to STEPS. 15

185 POLICY # SECURITY Certain STEPS Users will have access to agency-level STEPS data in the form of reports and client case files. Viewing this information is based on a User s Access Level. Reasonable care should be taken when reviewing STEPS materials to ensure information is secure Client report / case file security Media and documents containing client-identified data should not be shared with any agency other than the owner of the data (and their branch offices) for any reason. An Inter-Agency Data Sharing Agreement and signed Release of Information (ROI) from the Client must be secured before the agency shares information with another member of STEPS. See Section 5, Data Issues. Printed versions of confidential data should not be copied or left unattended and open to unauthorized access. STEPS information in hardcopy format should be stored or disposed of properly. Authorized employees, using methods deemed appropriate by the participating agency, may transport STEPS data which meets approved security standards. However, a record of the transport including information about the nature and type of information - must be maintained as well as a notification of information return. All client records containing identifying information that are stored within the Participating Agency s local computers are the responsibility of the participating agency. Media containing STEPS data that is released and/or disposed of by the participating agency should first be processed to destroy any data residing on that media. Degaussing, shredding and overwriting are acceptable methods of destroying data User suspension, termination or extended leave Should any User be suspended or terminated from their current position, the Agency s Site Contact should notify the STEPS Administrator immediately (within 24 hours) for their termination from the system. If a staff person is to go on leave for a period of longer than 45 days, their password should be ineffective within 5 business days of the start of their leave. The STEPS Administrator is responsible for removing Users from the system. Both the STEPS Administrator and Site Contacts should review the agency access lists and signed agreements on a quarterly basis to ensure that records are up-to-date. The STEPS Site Contact must provide information about changes in personnel accessing the system to the STEPS Administrator. 16

186 POLICY # SECURITY 3.11 Security incident definitions A security incident is defined as any occurrence that adversely affects or has the potential to adversely affect the integrity and/or confidentiality of the information contained within STEPS or its operation. Examples include, but are not limited to: Data or file extraction - Unauthorized, electronic removal of information from the STEPS System. Introduction of Malicious Code or Virus - Intentional or unintentional, unauthorized introduc- tion of malicious code or virus onto STEPS or agency computer equipment. Modification of agency information - Intentional or unintentional, unauthorized modification of agency information. Attempts to modify passwords or access rights - Intentional or unintentional attempt to modify STEPS user passwords or access rights. Compromised or lost password - A compromise in a password occurs when staff believes that an individual other than the one to which the password is assigned becomes aware of the password. Sharing a password, except to the STEPS Administrator, is considered a compromise. Dissemination of protected client information from STEPS system in electronic or paper form - Intentional or unintentional, unauthorized dissemination of client information in an electronic format. This includes sending or a facsimile to an unintended recipient or sending of in an unprotected manner (i.e., through an unsecured mechanism). Each Site Contact will be responsible for monitoring all user access within their agency. All security incidents must immediately be reported to the STEPS Administrator. The STEPS Administrator will provide direction as needed to the individual(s) responding to the security incident and to evaluate the necessity of mobilizing additional resources. The STEPS Administrator is also responsible for ensuring that immediate action is taken to protect the security and integrity of the STEPS System and client data Security incident reporting In addition to verbally reporting the incident to the STEPS Administrator, the site contact must complete a Security Incident Report as soon as possible and forward it to the STEPS Administrator (Appendix D). The purpose of the report is to provide subsequent readers with an accurate image of the security incident through written documentation. The report should be written in a clear, concise, and specific manner and should focus on the facts and events that occurred immediately prior to the incident, the incident itself, and the events that occurred immediately after the incident. In addition to the above items, the report should include: Parties involved including each staff member s full name; A summary of each party s actions; Time and location of the incident; and Observations of any environmental characteristics that may have contributed to the incident. The STEPS Administrator will take responsibility for reporting the incident to the STEPS Advisory Committee, and when appropriate, law enforcement officials. 17

187 POLICY # SECURITY 3.13 Security incident review Security incidents will be reviewed at the next regularly scheduled meeting of the STEPS Advisory Committee to ascertain if the incident could have been avoided or the impact minimized. Each incident will be scrutinized to determine the appropriateness of staff actions and protocols. Recommendations about the need for additional resources, staff training, security modifications, and protocols will also be noted. More specifically, the STEPS Advisory Committee will: Evaluate the timeliness, thoroughness, and appropriateness of the staff member s response to the security incident; Ascertain if the security incident could have been prevented; Recommend corrective actions, if warranted; Evaluate security incidents for trends and patterns; Monitor the agency s compliance with the security policies and protocols; Monitor the implementation of any preventative or corrective action; and Recommend changes to STEPS policies, procedures and practices, and working agreements that will reduce the likelihood that similar security incidents would occur. An aggregate report of security incidents will be compiled by the STEPS Administrator on a quarterly basis for review by the STEPS Advisory Committee (Appendix E). At minimum, these incidents will be analyzed by type of incident, location, employee/ organizational involvement, time and date. Records of security incidents will be maintained by the STEPS Administrator. In the event of a security violation by an individual user, the necessary sanctions will be handled and imposed by the User Agency s Executive Director with input from the STEPS Advisory Committee. In the event of security violations by an agency, the necessary sanctions will be handled and recommended by the STEPS Advisory Committee Security incident sanctions In the event of either an individual or agency security violation, the STEPS Administrator may temporarily terminate access to the system while the issue(s) are resolved. Any agency that is found to have consistently and/or flagrantly violated security protocols may have their access privileges suspended or revoked. The STEPS Administrator will only terminate access if advised to do so by the STEPS Advisory Committee. Recommended sanctions may include but are not limited to: a formal letter of reprimand, suspension of system privileges, revocation of system privileges, termination of employment and criminal prosecution Security monitoring The STEPS Administrator and Site contacts will be responsible will be responsible for advising staff about STEPS security protocols as per the Agency Partner Agreement and this Standard Operating Procedure (SOP). Following a security incident, the STEPS Administrator will also provide follow-up training to the organization staff, especially when new protocols have been recommended. The STEPS Administrator, Site contacts and STEPS Advisory Committee will be responsible for providing on-going monitoring of agency compliance with STEPS Policies and Procedures. This monitoring will include review of security policy and procedures and will occur on an annual basis. 18

188 Policies and Procedures: Section 4 Confidentiality Policy Summary This section describes the baseline standards that are required by the Homeless Management Information System (HMIS), Data and Technical Standards / Final Notice (Federal Register/ Volume 69, Number 146, July 30, 2004). Any organization that records, uses or processes Protected Personal Information (PPI) of those clients entered into STEPS must at the minimum must adhere to these standards. Participating agencies may wish to establish and implement additional confidentiality protocols. Participating agencies that must adhere to the Health Insurance Portability and Accountability Act (HIPAA) can and should participate in STEPS. However, those agencies may need to incorporate additional privacy and security measures when handling Client information. Clients must give written consent before any of their PPI can be shared with another participating agency. No client may be denied services of any kind if they decline to have the agency use or share their information through STEPS. Clients may revoke their authorization for the agency to share information at any time. Agencies with questions regarding HIPAA and HMIS should review this document, the Data and Technical Standards / Final Notice (available at HUD%20Data%20and%20Technical%20Standards.pdf) and/or contact the STEPS Administrator. Policy # Topic 4.01 Confidentiality Commitment 4.02 Consumer Notice 4.03 HIPAA and HMIS 4.04 Privacy Protection notice 4.05 Oral Informed Consent 4.06 Commitment not to solicit Related Documents: Appendix F - Consumer Notice Appendix G - Privacy Protection Policy 19

189 POLICY # CONFIDENTIALITY 4.01 Confidentiality commitment Participating agencies shall adhere to all relevant federal, state and local laws and regulations as well as security policies regarding the protection of confidential information. The STEPS Advisory Committee and the STEPS Administrator will maintain a list of requirements that are expected to be enforced at participating agencies. Failure to do so may result in the loss of access to STEPS. A CLIENT MAY NOT BE REFUESED SERVICES OF ANY KIND IF THEY DECLINE TO HAVE THE AGENCY SHARE THEIR INFORMATION THROUGH STEPS Consumer Notice All Partner Agencies must post a Consumer Notice (Appendix F) at the point of data collection to inform clients of their intent to collect and enter data into STEPS. A copy of this notice must be made available to clients upon request HIPAA & HMIS Participating agencies that must adhere to the Health Insurance Portability and Accountability Act (HIPAA) should adhere and comply with HIPAA privacy standards. For all other agencies that provide homeless assistance and participating in this HMIS, which is NOT a clearing house as defined by HIPAA, they must adhere to HUD established privacy standards, as discussed in this Standard Operating Procedures manual, regarding the recording, use and processing of Protected Personal Information (PPI) Privacy Protection Policy The STEPS Administrator must publish a privacy notice describing the STEPS policies and practices for recording, processing and use of Personal Protected Information (PPI) (Appendix G). Participating Agencies must provide a copy of the STEPS Privacy Protection Policy notice to any individual upon request. The Privacy Protection policies may be amended at any time. Amendments may affect information obtained prior to the date of change. The STEPS Administrator will maintain a record of any Privacy Protection Policy amendments. 20

190 POLICY # CONFIDENTIALITY Upon entry into a service within the Continuum of Care, all clients will be provided an oral explanation that their information will be entered into a computerized record-keeping system with client consent. The partner agency will provide an explanation of both the STEPS Initiative and the terms of consent. The agency is responsible for ensuring that this procedure takes place at the initial contact for every client. In instances where the client does not speak English or has difficulty understanding, it is expected that the Agency will make the appropriate accommodations such as a document written in their Primary Language or providing an interpreter Oral informed consent The Agency must share the following information: What STEPS is: An Internet-based information system that homeless services agencies use to capture information about the persons they serve. Benefits for Clients: Case manager can tell clients about services available on-site or by referral and Case manager/client can use information to assist in obtaining resources. Why the Agency uses it: To understand their client s needs; To help the programs plan to have appropriate resources for their clients; and To inform public policy in an attempt to end homelessness. Security: Only staff who work directly with clients or who have administrative responsibilities can look at, enter, or edit client records. Privacy Protection: Information that is transferred over the web is through a secure connection; No client information will be released to another agency without written consent; Client has the right to not answer a question, unless admission to the program requires it; and Client has the right to know who has added to, deleted, or edited their record. Following initial intake (preferably during the first visit with a case manager), Agency staff member will inquire if client is willing to have his or her information shared with other providers which are part of STEPS. Clients who choose not to authorize sharing of information cannot be denied services for which they would otherwise be eligible Commitment not to solicit Participating agencies must not solicit or input information from clients unless it is clearly in the client s best interest and is essential to provide services or to conduct research/program evaluation. 21

191 Policies and Procedures: Section 5 Data Issues Policy Summary Following the completion of the Steps to Participation listed in Section 1, a partner agency may begin using STEPS. Agencies will collect and enter the minimum amount of data needed to meet required HUD and program-specific data elements as determined by the STEPS Advisory Committee. Both paper and electronic copies of client information should be protected at all times. All partner agencies take full responsibility of ownership and confidentiality protections of any and all data that is collected at their agency and/or downloaded from STEPS. Participating agencies must implement data quality procedures to insure their data and the STEPS data, as a whole, is of high quality. Policy # Topic 5.01 Data elements 5.02 Data ownership 5.03 Data entry 5.04 Data user group 5.05 Data controls 5.06 Data types 5.07 Data usage 5.08 Data protection 5.09 Inter-agency sharing 5.10 Client revocation of inter-agency data sharing 5.11 Agency reports 5.12 General reports 5.13 Data monitoring Related Documents: Appendix H - Release of Information (ROI) Appendix I - Refusal to Release information Appendix J - Inter-Agency Data Sharing Agreement Appendix K - Revocation of Client Consent 22

192 POLICY # DATA ISSUES Agencies participating in STEPS agree to collect HUD/HMIS required universal data elements derived from the HMIS, Data and Technical Standards / Final Notice, as well as data elements recommend by the STEPS Advisory Committee. Collecting universal data elements will make possible the unduplicated estimates of homeless people accessing services from service providers, provide basic demographic characteristics of homeless persons and those at risk of being homeless and patterns of use such as information on shelter stays and homelessness episodes over time. Mandatory local data elements, as yet to be determined by the STEPS Advisory Committee, will help the CoC to address additional, more local issues. In order to collect this information, participating agencies are responsible for ensuring that all clients are asked a mandatory set of questions. The STEPS System set up allows for mandatory data elements will be displayed in RED text or will otherwise indicate that the field is required. Partner agencies agree to enter this information into STEPS. HMIS universal data elements: 5.01 Data elements Name Residence prior to program entry Social Security Number Zip Code of last permanent address Date of birth Program entry date Ethnicity and Race Program exit date Gender Unique ID number Veteran Status Program ID number Disabling Condition Household ID number There are additional data elements, which are required for HUD s Annual Progress Reports and may become mandatory for STEPS users. APR required data elements: Income and sources Mental health Non-cash benefits Substance abuse Physical disability Domestic violence HIV/AIDS Services received Destination Reason(s) for leaving Data elements that HUD may require within the APRs in the future include: Employment Pregnancy status Education Veteran s information General Health Status Children s education 23

193 POLICY # 5.02 Data ownership DATA ISSUES Participating agencies are the owners of all client data collected and stored within the system. This data is protected and secured by the policies, technology and security protocols held in place. All partner agencies take full responsibility of ownership and confidentiality protection of any and all data that is collected at their agency and/or downloaded from STEPS Data entry It is expected that participating agencies will provide the following levels of accuracy and timeliness: All names and Social Security Numbers will be accurate (in as much as possible); Data will be entered in a consistent manner; and Agencies will strive for real-time, or close to real-time, data entry. Participating agencies are responsible for the overall quality, accuracy and completeness of data entered by staff members Data user group A representative(s) from each participating agency will regularly attend STEPS User Group meetings Data controls Participating agencies and staff members will administer data by adhering to a set of controls required for enforcing and maintaining security standards. This includes, but is not limited to, data types, procedures for transmission and storage, data usage, and procedures for handling public, internal or restricted usage. Participating agencies and users will classify all data classified open or confidential before it is transmitted or stored. Failure to do so may result in a breach of client confidentiality and privacy protection Data types There are two mutually exclusive types of data available in STEPS. Open Data: Unrestricted information that contains no data elements that are or could be used as personal identifiers. Open Data is typically subject to further classification and scrutiny depending on the intent for the data and its audience. Unless this data is to be used as Public Data, then it should be handled discretely. Open Data is typically subject to further classification and scrutiny depending on the intent for the data and its audience. Unless this data is to be used as Public Data, then it should be handled discretely. Confidential Data: Information that can be used to identify a client whose information is contained within the STEPS. Examples include: Social Security Number, name, address, or any other information that can be used to identify a client. Any material that includes any confidential information shall be considered confidential data. Confidential Data may be used for internal analysis or in the preliminary process of creating open data. STEPS Administrators may also work with confidential data in the process of assisting partner agencies or correcting system errors. 24

194 POLICY # DATA ISSUES There are three mutually-exclusive types of usage for STEPS data.. All data usage must be classified as either public, internal, or restricted. Below each category is described and corresponding procedures for usage of STEPS data are given. Failure to do so may result in a breach of client confidentiality and privacy protection Data usage Public Usage: Information from STEPS that is shared with the general public in written, electronic or verbal format Security controls are not required but data must not include any client identifiers such that an individual could be identified even through inference. The data shall reasonably reflect the elements from which it was derived and shall identify constraints or inferences related to its use or generalization. Internal Usage: Information scheduled, but not yet approved, for publication. Examples include draft reports, fragments of data sets, or data without context. Data is accessible only to internal employees. No auditing is required. No special requirements around destruction of these data are required. These data must be stored out of site and can be transmitted via internal or first-class mail. Restricted Usage: Information that has been created or accessed primarily for administrative purposes. This data may or may not eventually be made public. Data is available only on a need-to-know access basis. Requires auditing of access and must be stored in a secure location. There are not special requirements around destruction of these data. If mailed internally or externally, it must be labeled confidential. Participating agencies and staff will provide adequate protection of both hard and electronic copies of their data Data protection Hard copies of data shall be: Stored in a secure environment generally inaccessible to other staff or the public Not left out in the open or unattended; and Properly disposed when no longer needed following agency policy (i.e., shredded). Electronic copies shall be: Stored only where approved staff members can access the data; Stored where a password is required to access data if on shared server space; Kept under the staff members physical control (e.g., CD-ROM, personal computer); and Properly disposed when no longer needed following agency policy (i.e., deleted). 25

195 POLICY # DATA ISSUES Participating agencies that wish to share client data with another participating agency must adhere to all baseline standards required for any organization that records, uses or processes Protected Personal information (PPI) as mentioned in Section 4, Confidentiality. It is strongly recommended that each agency wait at least 10 months of consistent data entry and system use before they share data with another. The purpose of this is to better serve the Client through: Established privacy and confidentiality procedures, Increased familiarity with the system and Assured high quality data to the receiving agency Inter-agency data sharing Agency s wishing to share data must: 1) Notify the STEPS Administrator 2) Obtain consent from each client whose record is being shared electronically with a partner agency, then have the client signed a Client Consent and Release of Information Authorization (Appendixes H, v.1 or v.2). The client must specify what information can be shared and with whom it can be shared Record of Client Consent should be documented in two ways: Release of Information (ROI): Clients must sign a paper copy of the Release of Information form indicated their permission to share STEPS data with other agencies. The release must be kept on file at the agency. At minimum, one paper copy of a release of information is required per agency and will cover all programs within an agency (unless agency policy differs). Clients should be given a copy of the paper release form for their information if requested. Software Release of Information (ROI): Client consent to the release of information must be attached to the client profile in the AWARDS software. The ROI must be established prior to completing any assessment information in each program the client enters. The length of the ROI is one year, unless agency policy specifies otherwise. If the client refuses to participate in Inter-Agency Data Sharing then, a client refusal from should be completed and filed by each agency with a of COPY being sent from the STEPS Administrator (Appendix J). 3) Sharing agencies must complete the Inter-Agency Data Sharing Agreement of which a copy is to be sent to the STEPS Administrator (Appendix K) Client revocation of inter-agency data sharing A client has the right to revoke consent for Inter-Agency Sharing at any time. When a client makes such a request, the agency staff person should ask the client to sign a Revocation of Consent (Appendix L) to be forwarded to the STEPS Administrator and immediately close or re-lock the client s record. In instances where the client will not or is unable to complete the Revocation of Consent form, the staff person should immediately close or re-lock the record and complete the bottom section of the Revocation of Consent form stating that the client orally made the closure request and forward it to the STEPS Administrator. This will ensure that the client s record was properly closed. This policy will be reviewed with staff periodically. In the event that a client would like to re-open their file to sharing, staff members should follow standard consent procedures including written and electronic documentation of the decision. 26

196 POLICY # DATA ISSUES The STEPS Administrator and an Agency s Site Contact will work together to identify the most appropriate STEPS reports and assessments for that agency Agency reports Site Contacts will be trained on how to create and run their own agency level reports. Site contacts will be the primary agency resource for report creation. It is recommended that an agency does not begin running reports until at least six (6) months of continuous data entry. This is to insure high quality of the data and its results General reports It will be the responsibility of the STEPS Administrator to address all external requests for data from non-participating agencies. Periodic public reports regarding the homeless and those atrisk of becoming homeless within the CoC will be generated and shared. No confidential client data or agency specific data will be included in such reports Data monitoring The STEPS Administrator will regularly monitor data collection activities and review compliance of data standards of participating agencies. This will be done by running data access and data quality audits of participating agencies. In doing so, the STEPS Administrator will ensure that each program is completing the required HUD and local data elements as part of their regular client assessments. Results of these audits will be shared with agency Site Contacts and the STEPS Advisory Committee. Persistent patterns of error will be reported to Site Contacts and the Advisory Committee. It will be up to the Advisory Committee to suggest changes to data entry policies and/or procedures to participating agencies and/or end users. 27

197 Policies and Procedures: Section 6 Grievances Policy Summary In the event of a grievance with overall STEPS operations, its privacy practices, staff, and/or use of data, a number of procedures have been established to address such issues. Depending on who or what a grievance is filed against, the review process will vary (Figure 2). In all instances, the STEPS Administrator will be involved in the grievance resolution process. While the STEPS Advisory Committee will provide input and its own recommendation for each instance, only the Executive Director of a participating agency has final decision regarding grievance resolution with an end user. Only the STEPS Advisory Committee can recommend that an agency s access to the system be terminated. In addition, the Advisory Committee will provide recommendations in regards to grievances against data issues, overall system operations and participating agencies. The Executive Director of Catholic Charities of Chemung County, NY will be responsible for resolving any grievances filed against the STEPS Administrator. Policy # Topic 6.01 Grievance monitoring 6.02 Client grievance filing 6.03 System grievance filing 6.04 System Administrator grievances Related Documents: Appendix L STEPS Grievance Form Figure 2. STEPS Grievance Resolution Process Grievance is filed Against who / what? Data - i.e. use, inaccuracies End User Participating Agency STEPS System STEPS Admin. Review process Site Contact Site Contact STEPS Admin. Site Contact Advisory Com. STEPS Admin. STEPS Admin. Advisory Com. STEPS Admin. Catholic Charities, Exec. Dir. Advisory Com. Participating Agency Final Decision Advisory Com. 28

198 POLICY # 6.01 Grievance monitoring GRIEVANCES The STEPS Advisory Committee will monitor all types of STEPS related grievances. The STEPS Administrator will be responsible for providing a summary of all grievances and their resolutions to the STEPS Advisory Committee on a monthly basis. If necessary, the Committee will address and provide recommendations for any grievances against STEPS data, participating agencies, end users and overall system operations. As an Advisory Committee this group may only recommend final resolution actions. Clients with any STEPS-related grievance should first identify their concerns to an agency staff member. Upon learning of the grievance, the staff member is required to communicate the concern to their STEPS Site Contact for review and possible resolution Client grievance filing process Each participating agency is responsible for addressing client questions and complaints regarding STEPS to the best of their ability and in accordance with their agency grievance policies. Possible actions may include, but are not limited to: further investigation of incidents, clarification or review of policies and sanctions imposed by the participating agency. Participating agencies are also obligated to report all STEPS-related client grievances to the STEPS Administrator using the STEPS Grievance Form (Appendix M) If a client grievance is not satisfactorily resolved at the agency level, the client may contact the STEPS Administrator. The STEPS Administrator will attempt to resolve the issue. If necessary, the Administrator will present the problem to the STEPS Advisory Committee at their next meeting. The STEPS Advisory Committee will be given an opportunity to review the details and facts of a situation and will provide recommendations towards resolution. Participating Agencies have the final decision regarding grievance resolution and the action of their end-users System grievance filing Any problems related to STEPS data, overall operations and/ or its participating agencies should be directed to the STEPS Administrator. S/he is responsible for addressing agency level questions and complaints regarding the STEPS system to the best of their ability. Possible actions may include, but are not limited to further investigation of incidents, clarification or review of policies and/or temporary suspension of system access to end-users or agencies. The STEPS Administrator is obligated to report all STEPS-related agency grievances to the STEPS Advisory Committee using the STEPS Grievance Form (Appendix M). If an agency issue is not satisfactorily resolved by the STEPS Administrator, the agency may bring the issue to the STEPS Advisory Committee. They will be given an opportunity to review the details and facts of a situation and will provide recommendations towards resolution. No STEPS End-user or participating agency can have their access to the system terminated without the recommendation of the Advisory Committee 6.04 STEPS Administrator grievances Any grievances against the STEPS Administrator should be made directly to the Executive Director of Catholic Charities of Chemung County, NY for resolution. 29

199 Appendix A - Agency Readiness Assessment 30

200 GENERAL INFORMATION Organization: STEPS Readiness Assessment Date: Person Interviewed: Length at agency: Position: Exec. Dir. Site Contact End User Other Activities/ Programs: To be reviewed and discussed by a representative from the participating Agency and the STEPS administrator. SOFTWARE/HARDWARE: Which and how many computers will be used to access the system? A) Type B) Age C) Internet access D) Type of Connectivity Y N A) Type B) Age C) Internet access D) Type of Connectivity Y N A) Type B) Age C) Internet access D) Type of Connectivity Y N Do employees/volunteers share computers? Y N If yes, what is the ratio of worker/computer? : If computers are shared, how is client security/privacy assured? Is the computer(s) physically set up in a manner to protect client confidentiality? Y N Explain: How do you and your agency secure your equipment? How does this agency protect electronic client information? NA (Catholic Charities) or Explain: RECORD KEEPING Describe you current means or record keeping? Electronic Paper Combination What type of system are you using? How long have you been using it? How satisfied are you with this system? What do you like about it? What do you dislike about it? Describe how you track use of services including, client outcome tracking, billing service usage: What are your funding sources: HUD FEMA United Way Donation CDBG Local State Federal Other

201 RECORD KEEPING, Con t Does your current system have provisions for the following: Client intake Information/referral Case Management Service Tracking/reporting What kind of reporting are you currently doing? Quarterly Annual As needed What is the format of your reporting? Standard/required Custom Other DATA ENTRY/DATA QUALITY Describe your current process for a typical client intake? Where When Length (Time) Who: Staff or Volunteer # intakes per day # staff/volunteers doing intakes What type of information do you collect? How does this agency handle referrals? Internally: Externally: Does this agency engage in case management with clients? Y If so when /where does it take place? How many staff members are involved? N How often do staff/volunteers record intake information? Daily Weekly Monthly CONFIDENTIALITY/SECURITY Do you have any immediate questions or concerns? Y N (Review agency requirements: posting, agency and user agreements, training, ect.) Is this organization covered under Health Insurance Portability and Accountability Act (HIPAA)? Y N Is your Organization covered under New York Mental Hygiene Act? Y N What policies and procedures does this organization have in place to protect client confidentiality? PERSONNEL READINESS Very Very Low Low High High Rate your current level of knowledge of STEPS? Rate your current level of interest in STEPS? What are you concerns and/or expectations about using STEPS? OVERALL READINESS Rate the overall readiness of this Agency to participate in STEPS Administrator Comments: STEPS Administrator signature: Date:

202 Appendix B - Agency Participation Agreement 33

203 AGENCY PARTICIPATION AGREEMENT This agreement is entered into on (dd/mm/yy) between Catholic Charities of Chemung County, NY, hereafter known as, CC and, hereafter known as the Agency, regarding access and use of the Elmira / Chemung, Steuben and Allegheny HMIS, hereafter known as STEPS. I. Introduction STEPS is an Internet-based, information database that allows authorized personnel at homeless and human service providers throughout the Elmira/Chemung, Steuben and Allegheny Counties to enter, track and report information concerning their own clients and to share information, subject to appropriate inter-agency agreement on common clients. The goals of a STEPS are to: Improve coordinated care for and services for homeless persons and those at risk of being homeless in the Elmira/Chemung County, NY area Provide user-friendly and high quality automated records system that expedites client intake procedures, improves referral accuracy and supports the collection of quality information that can be used for program improvement and service-planning and Meet the reporting requirements of the U.S. Department of Housing and Urban Development (HUD) and other funds as needed. In compliance will all federal requirements regarding client/consumer confidentiality and data security, STEPS is designed to collect and deliver timely, credible, high quality data about services and homeless persons and/or those persons at risk for being homeless. In order to gain access to the system, each agency needs complete the following Steps to Participation: 1) Readiness Assessment - Upon notification to the STEPS Administrator, interested agencies will receive a copy of the Standard Operating Procedures (SOP) for their review. A readiness assessment / site visit will be scheduled with agency staff and the STEPS administrator meet to review current record keeping needs and methods, client intake procedure, security/confidentiality issues, equipment and internet connection check and overall agency readiness. 2) Completion of Agency and end-user agreement. - Upon successful completion of the readiness assessment, participating agencies will be asked to review and sign a Agency Participation Agreement. This document outlines the responsibilities, obligations and project expectations for participating agencies. In addition, agency staff who will be end users of the system are required to complete the End-user Rules, Responsibilities and Code of Ethics Agreements. Copies of the documents listed are available in the SOP. 3) System Training - Upon return of signed document listed above, agency staff will attend system training. All users must demonstrate mastery of training information, prior to the activation of user IDs and passwords. Post evaluation surveys must also be completed and submitted to the STEPS Administrator. 4) System Access - Upon successful completion of system training, users will be given their User IDs and passwords. Initial passwords are only temporary and must be changed when the user first enters the system. 5) Site Contacts - After a participating agency begins using the system a Site Contact for the agency will be established. The site contact will serve as the Participating Agency s contact for the project and will facilitate access to the STEPS at an organizational level. Having a Site Contact will also increase the effectiveness of communication both between and within agencies.

204 I. Introduction, Continued STEPS utilizes the AWARDS is a client information management system developed by Bowman Internet Sys- tems, Inc.. AWARDS is a client information system that provides a standardized assessment of consumer need, creates individualized service plans and records the use of housing and services. Communities can use this information to better understand the use of services, identify gaps in the local service continuum and develop outcome measurements. Parties in this Agreement are CC, who is the coordinating agency of STEPS, the STEPS administrator, and the Agency who is named above in the agreement. References in this Agreement to Partner Agency describe all other agencies entering into an Agency Participation Agreement. Client is a consumer of services. Signatures of Executive Directors from CC and the Agency indicate agreement within terms set forth before a AWARDS account can be established for the Agency. II. CC Responsibilities 1. CC will provide the Agency 24-hour access to the STEPS data gathering system, via Internet connection. 2. CC will provide Public Notice, Privacy Policy and Client Release of Information (ROI) forms. 3. CC will provide initial and additional training to end users of the STEPS system. 4. CC will provide basic user support and technical assistance (i.e. general trouble shooting and assistance with standard report generation) in accordance with procedures that will be periodically updated and published by CC. Access to this basic technical assistance will be generally be available Monday through Friday, from 8:30-4:00 pm, as the STEPS administrator s schedule permits. If service is not immediately available, in general a response will be given within 24 hours. The STEPS Administrator and CC are NOT responsible for providing trouble shooting topics for Agency hardware, software, internet connectivity issues or providing remedial computer training to system users. 5. CC will not publish reports on Client Data that identify specific agencies or persons without prior agency (and where necessary, client) permission. Public reports otherwise published will be limited to presentation of aggregate or summary data within STEPS. III. Privacy and Confidentiality A. Protection of Client Privacy 1. The Agency that is considered a covered entity under the Health Insurance Portability and Accountability Act (HIPAA) of 1996, 45 C.F.R., Parts 160 & 164, and corresponding regulations established by the U.S Department of Health and Human Services is required to operate in accordance with HIPAA regulations. 2. The Agency not considered a covered entity under the Health Insurance Portability and Accountability Act (HIPAA) of 1996, 45 C.F.R., Parts 160 & 164, and corresponding regulations established by the U.S Department of Health and Human Services is required to operate in accordance with HMIS privacy and security rules. 3. The Agency shall comply with all applicable federal and state laws regarding protection of client privacy. 4. The agency will comply with all policies and procedures established by CC pertaining to protection of client privacy.

205 III. Privacy and Confidentiality, Continued B. Client Confidentiality 1. The Agency agrees to post a Consumer Notice at point of data collection to inform clients of their intent to collect and enter data into the STEPS. Copies of the notice will be available to Clients upon request. 2. The Agency will provide copies of the Privacy Protection Notice, detailing all privacy protection policies set in place within STEPS, to any client upon request. 3. The Agency will provide an oral explanation of STEPS and arrange for an appropriate an interpreter in the event that an individuals has difficulty understanding the material or does not use English as a first language. 4. The Agency will not solicit or enter information from Clients into the STEPS unless it is essential to provide services, conduct evaluation or research. 5. The Agency will not divulge any confidential information received from the STEPS to any organization or individual without proper written consent by the client, unless otherwise permitted by applicable regulations or laws. 6. The Agency will ensure that all persons issued User ID and Password abide by both the Agency and User Agreements, including all associated confidentiality provisions. The agency will be responsible for oversight of its own related confidentiality requirements. 7. The Agency will insure that all persons issued a User ID and Password will complete a formal training, provided by Bowman Internet System, STEPS Administrator or STEPS-designated trainer, on privacy and confidentiality. All users must demonstrate mastery of that information prior to the activation of their user license. 8. The Agency agrees that those granted Agency Administrator system access must first become a STEPS Agency Administrator through training provided by Bowman Internet System, STEPS Administrator or a STEPS-designated trainer. 9. The Agency acknowledges that ensuring the confidentiality, security and privacy of any information download from the system by the agency is strictly the responsibility of the Agency. C. Inter-Agency Data Sharing 1. The Agency acknowledges that forms provided by CC (via the STEPS Administrator) regarding Client privacy and confidentiality are models which may require modifications in accordance with Agency - specific rules. Any modification to forms must be submitted in writing, reviewed and approved by CC. 2. The Agency acknowledges that Client consent is required before any basic identifying Client information is shared with other agencies in the system. The Agency will document Client consent on the Client Consent and Release of Information Authorization form. 3. If the Client has given approval through a completed STEPS Client Consent and Release of Information Authorization form, the Agency may elect to share information according to Inter-Agency Data Sharing Agreement that the Agency has negotiated with other partnering agencies in STEPS. 4. The Agency agrees to develop a plan for all routine sharing practices with partnering Agencies and document that plan through a fully executed Inter-Agency Data Sharing Agreement form.

206 C. Inter-Agency Data Sharing, Continued 5. The Agency will incorporate an STEPS Release Clause into its Client Release of Information (ROI) form(s) if an agency intends to share restricted client data within STEPS. 6. Restricted information, including progress and psychotherapy notes about the diagnosis, treatment or referrals related to a mental health disorder, drug or alcohol disorder, HIV/AIDS and domestic violence concerns shall NOT be shared with other participating agencies without the client s written, informed consent as documented on the Agency s Release of Information Authorization form. The sharing of restricted information is NOT covered under the general STEPS Client Release of Information (ROI) form. Sharing or restricted information must also be planned and documented through a fully executed Inter-Agency Sharing Agreement. 7. Agencies with whom information is shared are each responsible for obtaining appropriate consent(s) before allowing further sharing of client records. 8. The agency acknowledges that the agency, itself, bears primary responsibility for oversight for all sharing of data it has collected via the STEPS. 9. The Agency agrees to place all Client Release of Information (ROI) forms related to STEPS in a file located at the agencies primary location and that such forms will be made available to STEPS for occasional audits. The agency will retain these STEPS related forms for a period of seven (7) years, after which time the forms will be discarded in a way that ensures that client confidentiality is not compromised. 10. The agency acknowledges that clients who choose not to authorize sharing of information shall not be denied services for which they would otherwise be eligible. D. Custody of Data 1. The Agency acknowledges and CC, agrees, that the Agency retains ownership of all information it enters into STEPS. 2. The Agency understands that client data will be encrypted at the server level using encryption technology. 3. The Agency understands the file server, which will contain all client information, including encrypted identifying client information, will be located at Bowman Internet Systems, Inc., with offices at 400 Travis Street, Suite 1900, Shreveport, LA If this agreement is terminated, CC and remaining partner agencies shall remain their right to the use of all client data previously entered by the terminating agency. This use is subject to any restrictions requested by the client. 5. In the event that STEPS ceases to exist, partner agencies will be notified and provided reasonable time to access and save client data on those served by the agency, as well as statistical and frequency data from the entire system. Thereafter, the information collected by the centralized server will be purged or appropriately stored. 6. In the event that CC ceases to exist, the custodianship of the data within STEPS will be transferred by CC to another organization for continued administration, and all STEPS Partner Agencies will be informed in a timely manner.

207 IV. Data Entry and Regular Uses of STEPS 1. The Agency shall follow, comply with and enforce the User Policy, Responsibility Statement and Code of Ethics forms signed by agency employees. The User Policy, Responsibility Statement and Code of Ethics forms may be modified by CC as needed for the purpose of the smooth and efficient operation of STEPS. CC will announce approved modification to User Policy, Responsibility Statement and Code of Ethics forms in a timely manner. 2. The Agency will not permit User Ids and Passwords to be shared among users. 3. The Agency will only enter data into the STEPS for individuals that exist as clients under the Agency s jurisdiction. The Agency shall not misrepresent its client base in the STEPS system by entering known inaccurate information. 4. The Agency will not alter information that is entered into STEPS by another Agency with known inaccurate information (i.e., The Agency will not purposefully enter inaccurate information to override information previously entered by another agency). 5. The Agency will not knowingly enter inaccurate information into STEPS. 6. The Agency shall use client information in the AWARDS database, as provided to the Agency or partner organization, to assist the Agency in providing adequate and appropriate services to the client. 7. If a Client has previously given the Agency permission to share information with multiple agencies beyond basic identifying information and non-restricted services transactions, and then chooses to revoke permission to one or more of these agencies, the Agency will contact its Partner Agency or Agencies and explain that, at the client s request, portions of the client record will no longer be shared. The Agency will then lock those portions of the record impacted by the revocation to the other agency or agencies. 8. If the Agency receives information that necessitates a client s information be entirely removed from STEPS, the Agency will instruct the client to complete a brief statement, which will be sent to the STEPS administrator for deactivation of the client record. 9. The Agency will enter all required data elements as defined by the STEPS Advisory Committee and the U.S. Department of Housing and Urban Development (HUD). 10. The Agency will enter data in a consistent manner and will strive for real time or close to real time data entry. 11. The Agency will routinely review records it has entered into STEPS for completeness and data accuracy. 12. The Agency acknowledges that with current standards, STEPS Client Release of Information form on file, it can update, edit and print out a client s information. Once the form is expired, the Agency can no longer edit or print the record. 13. The Agency acknowledges that once Client Release of Information (ROI) forms expire, any new information entered into the database will be closed to sharing. Information entered before the date of the expired release will continue to be available to the sharing partners. 14. The Agency acknowledges that a modified-agency Release of Information (ROI) form, with a STEPS clause, permits it to share restricted client information with select agencies in compliance with the Agency s approved confidentiality, policies and procedures.

208 IV. Data Entry and Regular Uses of STEPS 15. The Agency will prohibit anyone with system access from entering offensive language, profanity or discriminatory comments based on race, color, religion, national origin, ancestry, handicap, age, sex and/or sexual orientation. 16. The Agency and its employees will utilize STEPS for business purposes only. 17. The Agency will keep updated virus protection software on Agency computers that access STEPS. 18. Transmission of material in violation of any U.S. federal or state regulations is prohibited. This includes, but is not limited to, copyrighted material, material legally judged to be threatening or obscene and material considered protected by trade secret. 19. The Agency will not use STEPS with intent to defraud the federal, state or local government or an individual entity or to conduct any illegal activity. 20. The Agency agrees that CC may convene local or regional user-group meetings to discuss procedures, updates, policy and practice guidelines, data analysis and software/hardware upgrades. The Agency will designate at least one specific staff member to regularly attend user meetings. 21. The Agency will incorporate procedures for responding to client concerns regarding use of STEPS into its existing grievance policy and procedures. While appeals to the Agency regarding STEPS should not be considered part of the formal process, a copy of any STEPS-related grievances and the Agency s response must be submitted to Advisory Committee via the STEPS Administrator. 22. Notwithstanding any other provision of this Participation Agreement, the Agency agrees to abide by all policies and procedures relevant to the use of STEPS that CC publishes from time to time. V. Publication of Reports 1. The Agency agrees that it may only release aggregated or summary information generated by STEPS that is specific to its own services. 2. The Agency shall retain access to identifying and statistical data on the clients it services. 3. The Agency may make aggregated data available to other entities for funding or planning purposes pertaining to providing services to homeless persons or those at risk of being homeless. However, such aggregate data should not directly identify individual clients or agencies without expressed permission. 4. CC will use only unidentified, aggregate STEPS data for homeless policy and planning decisions, in preparing federal, state or local applications for homelessness funding, to demonstrate the need for and effectiveness of a program and to obtain a view of program utilization. VI. Database Integrity 1. The Agency will not share assigned User IDs and Passwords to access STEPS with any other organization, governmental entity, business or individual. 2. The Agency will not intentionally cause corruption of STEPS in any manner. Any unauthorized access or unauthorized modification to computer system information or interface with normal system operations will result in immediate suspension of services and where appropriate legal action against he offending entities.

209 VII. Hold Harmless 1. CC makes no warranties, expressed or implied. The Agency, at all times, will indemnify and hold CC harmless from any damages, liabilities, claims and expenses that may be claimed against the Agency; or for injuries or damages to the Agency or another party arising from participation in the STEPS; or arising from any acts, omissions, neglect or fault of the Agency or its agents, employees, licensees or clients; or arising from the Agency s failure to comply with laws, statutes, ordinances or regulations applicable to it or the conduct of its business. 2. The Agency will hold CC harmless for loss or damage resulting in the loss of data due to delays, nondeliveries, mis-deliveries or service interruption caused by Bowman Internet Systems, by the Agency s or other member Agency s negligence or errors or omission, as well as natural disasters, technical difficulties and/or acts of God. 3. CC shall not be liable to the Agency for damages, losses or injuries to the agency or another party other than if such is the result of gross negligence or willful misconduct of CC. 4. CC agrees to hold the Agency harmless from any damages, liabilities, claims or expenses caused solely by the negligence or misconduct of CC. 5. The Agency agrees to keep in force a comprehensive general liability insurance policy with combined single limit coverage of not less than one million dollars ($1,000,000). Said insurance policy shall include coverage for theft or damage of the Agency STEPS-related hardware and software, as well as coverage of Agency s indemnification obligations under this agreement. The Agency shall list CC as additionally insured in such coverage. VIII. Terms and Conditions 1. The Parties hereto agree that this agreement is the complete and exclusive statement of the agreement between parties and supersedes all prior proposals and understandings, oral and written, relating to the subject matter of this agreement. 2. The Agency shall not transfer or assign any rights or obligations under the Participation Agreement without the written consent of CC. 3. This agreement shall remain in force until revoked in writing by either party, with 30 days advance written notice. The exception to this term is if allegations or actual incidences arise regarding possible or actual breaches of this agreement. Should such situations arise, CC may immediately suspend access to STEPS until the allegations are resolved in order to protect the integrity of the system. 4. This agreement may be modified or amended by written agreement executed by both parties with 30 days advance written notice. Signature of Executive Director Date Signature of Catholic Charities, Exec. Dir. Date AGENCY FEIN AGENCY FEIN STREET ADDRESS STREET ADDRESS CITY, STATE ZIP CODE CITY, STATE ZIP CODE MAILING ADRESS (IF DIFFERENT THAN ABOVE) MAILING ADRESS (IF DIFFERENT THAN ABOVE) CITY / STATE ZIP CODE CITY / STATE ZIP CODE

210 Appendix C - User Policy, Responsibilities and Code of Ethics 41

211 USER POLICY, RESPONSIBILITIES STATEMENT & CODE OF ETHICS USER POLICY Partner Agencies will share information for provision of services to homeless persons through a networked infrastructure that establishes electronic communication among the Partner Agencies. Partner Agencies will at all times have rights to the data pertaining to their Clients that was created or entered by them in STEPS Partner Agencies shall be bound by all restrictions imposed by Clients pertaining to the use of personal data that they do not formally release. It is a Client's decision about which information, if any, entered into STEPS shall be shared and with which Partner Agencies. The STEPS Client Release of Information (ROI) shall be signed if the Client agrees to share information with Partner Agencies. Minimum data entry on each consenting Client will be: * Name, DOB and SS# * STEPS profile page Data necessary for the development of aggregate reports of homeless services, including services needed, services provided, referrals and Client goals and outcomes should be entered to the greatest extent possible. STEPS is a tool to assist agencies in focusing services and locating alternative resources to help homeless persons and those at-risk of being homeless. Therefore, agency staff should use the Client information in STEPS system to target services to the Client s needs. USER RESPONSIBILITY Your User ID and Password gives you access to STEPS. Initial each item below to indicate your understanding and acceptance of the proper use of your User ID and password. Failure to uphold the confidentiality standards set forth below will result in disciplinary actions as recommended by the STEPS Advisory Committee. My User ID and Password are for my use only and must not be shared with anyone. I must take all reasonable means to keep my Password physically secure. I understand that the only individuals who can view information in STEPS are authorized users and the Clients to whom the information pertains. I may only view, obtain, disclose, or use information necessary to perform my job. If I am logged into STEPS and must leave the work area where the computer is located, I must log-off of STEPS before leaving the work area. A computer that has STEPS open and running shall never be left unattended. Failure to log off STEPS appropriately may result in a breach in Client confidentiality and system security. Hard copies of STEPS information must be kept in a secure file. When hard copies of STEPS information are no longer needed, they must be properly destroyed to maintain confidentiality. If I notice or suspect a security breach, I must immediately notify my Site Contact or STEPS Administrator.

212 USER CODE OF ETHICS STEPS Users must treat Partner Agencies with respect, fairness and good faith. Each STEPS User should maintain high standards of professional conduct in the capacity as a STEPS User. The STEPS User has primary responsibility for his/her Client(s). STEPS Users have the responsibility to relate to the Clients of other Partner Agencies with full professional consideration. I understand and agree to comply with all the statements listed above. STEPS User Signature Date STEPS Site Contact Date NOTE: The STEPS Site Contact must sign all User Policy forms for the agency s STEPS Users. STEPS staff will sign the User Policy forms for Site Contacts

213 Appendix D - Security Incident Report 44

214 SECURITY INCIDENT REPORT Organization: Date of Security Incident: Nature of Security Incident: Name of Staff Person Reporting Incident: Report Writer Contact Information: Name of STEPS Site Contact: Please detail the STEPS-related security incident in the space below. The report should be written in a clear, concise, and specific manner and should focus on the facts and events that occurred immediately prior to the incident, the incident itself, and the events that occurred immediately after the incident. Please include the full names of each party involved; a summary of their actions; time and location of the incident; and any other observations that may have contributed to the incident. Use the back of this sheet or additional pages as necessary and include any supporting documentation. A separate typed sheet explaining the incident may also be submitted. Date Received by STEPS Administrator: Signature of STEPS Administrator:

215 Appendix E - Security Incident Review 46

216 SECURITY INCIDENT REVIEW Date of Security Incident Review: Organization: Name of Review Writer: Review Writer Contact Information: As part of the security incident review process, the STEPS Advisory Committee is asked to: Evaluate the timeliness, thoroughness, and appropriateness of the staff member s response to the security incident; Ascertain if the security incident could have been prevented; Recommend corrective actions, if warranted; Evaluate security incidents for trends and patterns; Monitor the agency s compliance with the security policies and protocols; Monitor the implementation of any preventative or corrective action; and Recommend changes to the STEPS Advisory Committee regarding policies, procedures and practices, and working agreements that will reduce the likelihood that similar security incidents would occur. Please provide a summary of the comments given by the STEPS Advisory Committee in the space provided. Please use the back of this sheet or additional pages as necessary. Date Reviewed by STEPS Administrator: Signature of STEPS Administrator:

217 Appendix F - Consumer Notice 48

218 Consumer Notice We collect personal information directly from you for reasons that are discussed in our privacy notice. We may be required to collect some personal information by law or by some organizations that give us money to operate this program. Other personal information that we collect is important to run our programs, to improve services for homeless persons or those at risk of being homeless and better understand their needs. We only collect information that we consider to be appropriate. The collection and use of all personal information is guided by strict standards of confidentiality. A copy of our privacy notice describing our privacy notice is available upon request. For more information, regarding STEPS, please contact the STEPS Administrator at : (607) , Ext. 169

219 Appendix G - Privacy Protection Policy 50

220 PRIVACY PROTECTION POLICY THIS NOTICE DESCRIBES HOW INFORMATION ABOUT YOU MAY BE USED AND SHARED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION Effective Date: 10/1/07 collects information about people who access services. When we meet with you, you will be asked questions about you and your family. It will then be entered into a computer program called STEPS. This information helps us keep track of your information. However, certain personal information is considered Protected Information. We are required to protect the privacy of your identifying information and give you notice about how, when, and why we may use it. We are also required to follow the privacy practices described in this notice, although reserves the right to change our privacy practices and the terms of this notice at any time. HOW WE MAY USE AND DISCLOSE YOU INFORMATION We use and disclose grouped information for a variety of community reports. We have a limited right to include some of you information on homelessness and services used by those who are homeless or at risk of being homeless. Information that could be used to identify who you are will never be used in these reports. We will not turn your information over to a national database. For uses beyond such reports, we must have your written consent. Please review our Client Release of Information form for details. You must sign this form before we can share your information but you do not have to sign the form in order to receive services. YOUR RIGHTS REGARDING YOUR INFORMATION You have the right to get services even if you choose not to allow your information be added to the database, You have the right to know who has seen your information and You have the right to see you information and to request changes to it. If you feel your rights were violated, information about filing a grievance is available. If you would like to file a grievance, please ask a staff person to receive information about the necessary actions.

221 Appendix H - Client Release of Information (ROI) 52

222 CLIENT RELEASE OF INFORMATION (ROI) I,, authorize to share my personal information with other agencies Participating in STEPS in order to provide me with needed and available services. I understand that I may cancel this authorization at any time by written request, but the cancellation will be active as of that date and not before it. I understand that this release is valid for three (3) years from the date of this document unless otherwise specified. Client / Guardian Signature Date Witness Signature Date

223 Appendix I - Refusal to Participate in Inter-Agency Data Sharing 54

224 CLIENT REFUSAL Interagency Data Sharing I hereby refuse to authorize (Agency 2). (Agency 1) to release information to the SIGNATURE OF CLIENT (PARENT OR GUARDIAN if under 18 years of age.) SIGNATURE OF WITNESS DATE DATE

225 Appendix J - Inter-Agency Data Sharing Agreement 56

226 INTER-AGENCY DATA SHARING AGREEMENT Catholic Charities of Chemung County administers a computerized management information system that captures information about people and families who are homeless are at risk of being homeless and the services they utilize. This system known as Southern Tier Entry to Program Services (STEPS), enables programs to electronically share information about clients who have been entered in the system. Client-level information can only be shared between agencies that have established an Inter-Agency sharing Agreement and have received written consent from clients who agree to share their personal information with another agency. The agency receiving written consent has the ability to "share Client information electronically through the system with the collaborating agency. This process can benefit clients by eliminating duplicate intakes. Intake and exit interviews can be shared, with written consent, between collaborating agencies). and (Names of By establishing this agreement, we the above listed agencies, agree that within the confines of STEPS: 1) System information in either paper of electronic form will never be shared outside of the originating agency without Client written consent. 2) Client-level information will only be shared electronically through the System with agencies the Client has authorized to see their information. 3) Information that is shared with written consent will not be used to harm or deny any services to a client. 4) A violation of the above by any agency employee will result in immediate disciplinary action by the Agency. 5) Information will be deleted from the system upon Client request. 6) Clients have the right to request information about who has viewed or updated their records on STEPS. 7) Agencies must comply with all applicable federal and state laws and regulations regarding privacy and confidentiality. We, at and (Names of collaborating agencies) establish this Inter-Agency Sharing Agreement so that our agencies will have the ability to share Clientlevel information electronically though STEPS. This agreement does not pertain to Client-level information that has not been entered into the system. This electronic sharing capability only provides us with a tool to share Client-level information. This tool will only be used when a client provides written consent to have their information shared. and (Names of Collaborating agencies) also have an agreement with Catholic Charities of Chemung County and have completed security procedures regarding the protection and sharing of client data.

227 By signing this form, on behalf of our agencies, I authorize Catholic Charities of Chemung County, New York to allow us to share information between our agencies through STEPS. We agree to follow all of the above policies to share information between our collaborating agencies. Agency 1 Agency 1 Print Name of Executive Director Print Name of Executive Director Signature of Executive Director Signature of Executive Director Date Date

228 Appendix K - Revocation of Consent (Inter-Agency Data Sharing Agreement) 59

229 REVOCATION OF CONSENT - INTER-AGENCY DATA SHARING I hereby cancel my permission for (Name of Agency 1) to release information to (Agency 2). The cancellation becomes effective on the date signed. is not required to retrieve information disclosed prior to the cancellation. Reason(s) why: SIGNATURE OF CLIENT (PARENT OR GUARDIAN if under 18 years of age.) SIGNATURE OF WITNESS DATE DATE

230 Appendix L - STEPS Grievance Form 61

231 GRIEVANCE FORM Filing a Grievance IT IS AGAINST THE LAW FOR ANY AGENCY TO TAKE RETALIATORY ACTION AGAINST YOU IF YOU FILE THIS GRIEVANCE. Your Name: Your Address: Your Phone: Your (optional) You can expect a response within 30 days via the method of your choice. If you need assistance in completing this form, please ask for assistance. Please circle the best way to contact you. Organization: Name of STEPS Site Contact: Date of Grievance: Name of person reporting grievance: Nature of Grievance: Data use Security Confidentiality/Privacy Other End-user Agency STEPS Administrator Overall STEPS system Please describe the grievance below. The report should be written in a clear, concise and specific manner that focuses on the facts and events that occurred just prior to the incident, the grievance itself, and the events that occurred immediately after. Make sure to include items such as full names, times, locations, actions taken and any other observations that may have contributed to the incident. If more room is needed, please use the back of this paper or a separate sheet. A separate typed sheet explaining the incident may also be submitted. Received by on (date)

232 Homeless Management Information System Acronyms and Terms Acronyms AIRS - Alliance of Information & Referral Systems AHAR - Annual Homeless Assessment Report APR - Annual Progress Report CHO - Covered Homeless Organization CoC - Continuum of Care CSMIS - Community Service Management Information System DOB - Date of Birth DV - Domestic Violence ESG - Emergency Shelter Grants FIPS - Federal Information Processing Standards Codes for states, counties, and named populated places. HIPAA - Health Insurance Portability and Accountability Act of 1996 HMIS - Homeless Management Information System HUD - U.S. Department of Housing and Urban Development I&R - Information and Referral MH - Mental Health NOFA - Notice of Funding Availability PIT - Point in Time PKI - Public Key Infrastructure PPI - Personal Protected Information S+C - Shelter Plus Care (McKinney Vento Program) SA - Substance Abuse SHP - Supportive Housing Program SRO - Single Room Occupancy SuperNOFA - Super Notice of Funding Availability. SSN - Social Security Number SSI - Supplemental Security Income SSO - Supportive Services Only STEPS Southern Tier Entry to Programs & Services TA - Technical Assistance TANF - Temporary Assistance for Needy Families VAWA - Violence Against Women Act XML - Extensible Markup Language 63

233 STEPS (HMIS) TERMS Alliance of Information and Referral Systems (AIRS) -The professional association for over 1,000 community information and referral (I&R) providers serving primarily the United States and Canada. AIRS maintains a taxonomy of human services. Annual Progress Report (APR) A report that tracks program progress and accomplishments in HUD`s competitive homeless assistance programs. The APR provides the grantee and HUD with information necessary to assess each grantee`s performance. Audit Trail - A record showing who has accessed a computer system and what operations he or she has performed during a given period of time. Most database management systems include an audit trail component. Bed Utilization - An indicator of whether shelter beds are occupied on a particular night or over a period of time. Biometrics - Refers to the identification of a person by computerized images of a physical feature, usually a person`s fingerprint. Chronic homelessness - HUD defines a chronically homeless person as an unaccompanied homeless individual with a disabling condition who has either been continuously homeless for a year or more OR has had at least four (4) episodes of homelessness in the past three (3) years. To be considered chronically homeless, persons must have been sleeping in a place not meant for human habitation (e.g., living on the streets) and/or in an emergency homeless shelter during that time. Client Intake - The process of collecting client information upon entrance into a program. Consumer - An individual or family who has or is currently is experiencing homelessness. Continuum of Care (CoC) - A community with a unified plan to organize and deliver housing and services to meet the specific needs of people who are homeless as they move to stable housing and maximize self-sufficiency. HUD funds many homeless programs and HMIS implementations through Continuums of Care grants. Coverage - A term commonly used by CoCs or homeless providers. It refers to the number of beds represented in an HMIS divided by the total number of beds available. Covered Homeless Organization (CHO)- Any organization (including its employees, volunteers, affiliates, contractors, and associates) that records, uses or processes data on homeless clients for an HMIS. The requirements of the HMIS Final Notice apply to all Covered Homeless Organizations. Data Quality - The accuracy and completeness of all information collected and reported to the HMIS. Data Standards - See HMIS Data and Technical Standards Final Notice. De-identification - The process of removing or altering data in a client record that could be used to identify the person. This technique allows research, training, or other non-clinical applications to use real data without violating client privacy. Digital Certificates - An attachment to an electronic message used for security purposes. The most common use of a digital certificate is to verify that a user is sending a message is who he or she claims to be and to provide the receiver with the means to encode a reply. 64

234 Disabling Condition - A disabling condition in reference to chronic homelessness is defined by HUD as a diagnosable substance use disorder, serious mental illness, developmental disability, or chronic physical illness or disability, including the co-occurrence of two or more of these conditions. A disabling condition limits an individual`s ability to work or perform one or more activities of daily living. Emergency Shelter - Any facility whose primary purpose is to provide temporary shelter for the homeless in general or for specific populations of the homeless. Emergency Shelter Grant (ESG) - A federal grant program designed to help improve the quality of existing emergency shelters for the homeless, to make available additional shelters, to meet the costs of operating shelters, to provide essential social services to homeless individuals, and to help prevent homelessness. Encryption - Conversion of plain text into unreadable data by scrambling it using a code that masks the meaning of the data to any unauthorized viewer. Computers encrypt data by using algorithms or formulas. Encrypted data are not readable unless they are converted back into plain text via decryption. 128 bit encryption, the industry standard, refers to the amount of space and number of characters used to create the key and the scrambled data. Triple DES encryption is the same as 128 bit encryption except that it has been encrypted 3 times. In order to be unscrambled, the receiving computer must know all 3 codes. Final Notice - See HMIS Data and Technical Standards Final Notice Firewall A way to regulate the flow of traffic between computer networks of different trust levels. Its purpose is to prevent unauthorized internet users from accessing private networks connected to the Internet. This can be on a network or individual computer. All messages entering or leaving the intranet pass through the firewall, which examines each message and blocks those that do not meet the specified security criteria. Hashing - The process of producing hashed values for accessing data or for security. A hashed value is a number or series of numbers generated from input data. The hash is generated by a formula in such a way that it is extremely unlikely that some other text will produce the same hash value or that data can be converted back to the original text. Hashing is often used to check whether two texts are identical. For the purposes of Homeless Management Information Systems it can be used to compare whether client records contain the same information without identifying the clients. Homeless Management Information System (HMIS) The U.S. Department of Housing and Urban Development (HUD) name for a computerized data collection tool designed to capture client-level information over time on the characteristics and service needs of men, women, and children experiencing homelessness. HMIS Data and Technical Standards Final Notice - Regulations issued by HUD via the Federal Register describing the requirements for implementing HMIS. The HMIS Final Notice contains rules about who needs to participate in HMIS, what data to collect, and how to protect client information. Inferred Consent - Once clients receive an oral explanation of HMIS, consent is assumed for data entry into HMIS. The client must be a person of age, and in possession of all his/her faculties (for example, not mentally ill). Informed Consent - A client is informed of options of participating in an HMIS system and then specifically asked to consent. The individual needs to be of age and in possession of all of his faculties (for example, not mentally ill), and his/her judgment not impaired at the time of consenting (by sleep, illness, intoxication, alcohol, drugs or other health problems, etc.). 65

235 Information and Referral - A process for obtaining information about programs and services available and linking individuals to these services. These services can include emergency food pantries, rental assistance, public health clinics, childcare resources, support groups, legal aid, and a variety of nonprofit and governmental agencies. An HMIS usually includes features to facilitate information and referral. McKinney-Vento Act - The McKinney-Vento Homeless Assistance Act was signed into law by President Ronald Reagan on July 22, The McKinney-Vento Act funds numerous programs providing a range of services to homeless people, including the Continuum of Care Programs: the Supportive Housing Program, the Shelter Plus Care Program, and the Single Room Occupancy Program, as well as the Emergency Shelter Grant Program. Notice of Funding Availability - An announcement of funding available for a particular program or activity. See also SuperNOFA. Password Protected Computer A PC that requires you to sign on using a User ID and Password. The amount of time the PC can sit idle before needing the User Id and password again, can be adjusted. Penetration Testing - The process of probing a computer system with the goal of identifying security vulnerabilities in a network and the extent to which outside parties might exploit them. Permanent Supportive Housing - Long term, community based housing that has supportive services for homeless persons with disabilities. This type of supportive housing enables special needs populations to live independently as possible in a permanent setting. Permanent housing can be provided in one structure or in several structures at one site or in multiple structures at scattered sites. Point in Time Inventory - A calculation of the numbers of beds in a region on one particular night. Point in Time Count - A snapshot of the homeless population taken on a given day. Since 2005, HUD requires all CoC applicants to complete this count every other year in the last week of January. This count includes a street count in addition to a count of all clients in emergency and transitional beds. Privacy Notice - A written, public statement of an agencyï ½s privacy practices. A notice informs clients of how personal information is used and disclosed. According to the HMIS Data and Technical Standard, all covered homeless organizations must have a privacy notice. Program Data Elements - Data elements required for programs that receive funding under the McKinney-Vento Homeless Assistance Act and complete the Annual Progress Reports (APRs). Public Keys - Public keys are included in digital certificates and contain information that a sender can use to encrypt information such that only a particular key can read. The recipient can also verify the identity of the sender through the sender`s public key. Scan Cards - Some communities use ID cards with bar codes to reduce intake time by electronically scanning ID cards to register clients in a bed for a night. These ID cards are commonly referred to as scan cards. Secure Websites or SSL A Secure Socket Layer (SSL) is a process by which private documents can be moved over the internet. SSL works by using a private key to encrypt data that is being transferred. These secure web sites will start their web address with an https rather than http. Netscape Navigator and Internet Explorer use SSL while HMIS and the AWARDS website use a special process to obtain confidential information. Security Refers to the protection of client personal protected information and sensitive program information from unauthorized access, use or modification. 66

236 Single Room Occupancy - A residential property that includes multiple single room dwelling units. Each unit is for occupancy by a single eligible individual. The unit need not, but may, contain food preparation or sanitary facilities, or both. It provides rental assistance on behalf of homeless individuals in connection with moderate rehabilitation of SRO dwellings. Shelter Plus Care Program - A program that provides grants for rental assistance for homeless persons with disabilities through four component programs: Tenant, Sponsor, Project, and Single Room Occupancy (SRO) Rental Assistance. Super Notice of Funding Availability - The consolidation of all HUD`s homeless grants program into one Notice of funding availability. The SuperNOFA funds the Continuum of Care Competition. Supportive Housing Program - A program that provides housing, including housing units and group quarters that has a supportive environment and includes a planned service component. Supportive Services - Services that may assist homeless participants in the transition from the streets or shelters into permanent or permanent supportive housing, and that assist persons with living successfully in housing. System Security Refers to security of the computer system itself. There are steps to take in order to protect persona information from those who are not authorized to have it. STEPS/HMIS uses several security measures. Transitional Housing - A project that has its purpose facilitating the movement of homeless individuals and families to permanent housing within a reasonable amount of time (usually 24 months). Unduplicated Count - The number of people who are homeless within a specified location and time period. An unduplicated count ensures that individuals are counted only once regardless of the number of times they entered or exited the homeless system or the number of programs in which they participated. Congress directed HUD to develop a strategy for data collection on homelessness so that an unduplicated count of the homeless at the local level could be produced. Universal Data Elements - Data required to be collected from all clients serviced by homeless assistance programs using an HMIS. These data elements include date of birth, gender, race, ethnicity, veteran`s status, and Social Security Number (SSN). These elements are needed for CoCs to understand the basic dynamics of homelessness in their community and for HUD to meet the Congressional directive. Virus - A computer program that is loaded onto your computer without your knowledge and can use memory, destroy computers and can sneak past secure systems. These programs may enter the computer via messages, files and/or web pages. Virus Protection or Anti-Virus Software A program that runs on your PC and/or computer networks to look for messages, files or web pages that contain viruses. It prevents the virus loading on your PC or network. There are many free or low-cost anti-virus packages available. Written Consent - Written consent embodies the element of informed consent in a written form. A client completes and signs a document consenting to an understanding of the options and risks of participating or sharing data in an HMIS system. The signed document is then kept on file at the agency. 67

237

238 City of Elmira, Steuben, Allegany, Chemung, Livingston Counties Coe Public Housing Authorities Administrative Plan for Elmira Housing Authority

239

240

241

242

243

244

245

246

247

248

249 NY-501 Regional CoC20l7 MOU THEREFORE, this Memorandum ofu nderstandinghas been duly executed by the parties to its covenants. For the CoCBoard: For the HMIS Lead: a es Nocerai-Catholic Charities of Clremung/Scltuyler Ch ic:!!:!:;- Chemung!Sclmyler?Zt c:;=cbuyler: Charles Nocera, Catholic Charities of Chenmng-Sclmyler For Arbor Housing & Development, Corp. (Steuben County): evelopmen/ Corp. For ACCORD (Allegany a/j.-k., sley Go h-christman, ACCORD 9

250

251 NY-501 CITY OF ELMIRA, STEUBEN, ALLEGANY, LIVINGSTON, CHEMUNG, SCHUYLER COUNTIES: WRITTEN STANDARDS 1 P age Approved September 2017 Preamble The Continuum of Care (CoC) is responsible for establishing and consistently following Written Standards for administering assistance. Written Standards provide a reference for coordinating and implementing a system to meet the needs of those experiencing homelessness within the geographic area of NY-501. Both the Emergency Solutions Grant (ESG) and the Homeless Emergency Assistance and Rapid Transition to Housing Act (HEARTH) Continuum of Care Project Interim Rules and Regulations state that CoCs, in consultation with recipients of ESG project funds within the geographic area, are intended to coordinate service delivery...and assist CoCs and their recipients in evaluating the eligibility of individuals and families consistently and administering assistance fairly and methodically 578.7(a)(9). All projects that receive State ESG or CoC funding are required to abide by these Written Standards. The CoC strongly encourages projects that do not receive either of these sources of funds to accept and utilize these Written Standards. The goals of the NY-501 Written Standards are to: Establish community-wide expectations and standards Provide the basis for monitoring projects Clarify local priorities, which will ensure a transparent system Document the system for prioritizing assistance per project type Outline a strategy for use of limited resources. The Written Standards have been established to ensure that persons experiencing homelessness who enter projects throughout the CoC will be given unvarying information and support to access and maintain permanent housing and enable the CoC to end homelessness. For each project type, the standards outline: 1. Purpose of the project type 2. Eligibility criteria 3. Prioritization 4. Minimum standards of assistance 5. Client access 6. Performance standards. As a baseline, NY-501 has adopted current minimum standards set by HUD for all CoC funded projects and has adopted the standards noted by state funded ESG programs within the most recent Solutions to End Homelessness Program (STEHP) contract. Requirements set by HUD for CoC and ESG projects include: Projects must have written policies and procedures and consistently apply them to all participants

252 Projects that serve households with children must comply with the following: o A staff person must be designated as the educational liaison that will ensure children are enrolled in school, connected to appropriate services in the community, including early childhood projects such as Head Start, Part C of the Individuals with Disabilities Education Act, and the McKinney Vento education services The age and gender of a child under age 18 must not be used as a basis for denying any family s admission to a project that provides shelter for families with children Programs receiving ESG and CoC funding must participate in HMIS (Homeless Management Information System), however all homeless programs are strongly encouraged to participate in HMIS and meet the minimum HMIS data quality standards. Programs must coordinate and collaborate with other service providers within the geographic area (such as housing, social services, employment, education and youth programs, etc). Programs are required to participate in the Coordinated Entry System and use the prioritization criteria established in this document. Programs must keep documentation of homelessness on file Programs must keep documentation of amount, source and use of resources for each match contribution Programs must keep documentation of use of HMIS Programs must keep documentation for all eligible costs charged to the grant Eligibility requirements as defined by CoC and ESG funding are the standard for receiving assistance. Additional project requirements for eligibility are not the standard and cannot be grounds for rejection. Project participants can only be rejected because the eligibility criteria as defined by CoC and ESG funding and noted in the Written Standards is not met. Projects must have a formal procedure for terminating assistance to a participant that abides by project funding, state and federal regulations. All HUD funded projects must ensure equal access in housing to all eligible individuals and families regardless of sexual orientation, gender identity, or marital status. Equal access must be granted to individuals in accordance with the individual s gender identity, and in a manner that affords equal access to the individual s family. The Continuum of Care Written Standards are implemented in coordination with the Coordinated Entry Policies and Procedures. Specifically, the following Written Standards for administering assistance within the NY-501 CoC geographic area serve as a reference to: Assist with the coordination of service delivery across the geographic area and are the foundation of the Coordinated Entry system Assist in assessing individuals and families consistently to determine project eligibility Set prioritization standards for administering assistance that are in line with strategies outlined by the CoC s vision and guiding principles for local targets that are complimentary to those within HUD s Opening Doors Assist in administering projects fairly and methodically to meet funding regulations Establish common core performance measures for all CoC and ESG component types Provide the basis for monitoring CoC and ESG funded projects Establish how standards will be reviewed regularly and evaluated for effectiveness 2 P age

253 3 P age Ongoing Review & Evaluation As a document that represents the CoC, its housing and services available, as well as local goals and values, these standards serve as a resource for providing assistance across the continuum in order to prevent end homelessness. These standards are to be reviewed annually to ensure the system of providing assistance is transparent, local priorities are clear to all recipients, and as a CoC that limited resources are being used strategically. To guarantee the written standards are implemented comprehensively, project performance, HMIS data, Coordinated Entry tracking, as well as project participant and stakeholder input will all be considered when evaluating the Written Standards for effectiveness. As noted in the bylaws, ongoing review and evaluation of these standards will be completed at least annually. Prioritization Standards These Written Standards establish the community-wide expectation of how resources are to be targeted within the community. This is separate from meeting eligibility requirements, and specific to prioritizing assistance according to population and household types. Project participants must always meet eligibility criteria while all individuals and household types can be prioritized for a type of assistance. As prescribed in the Coordinated Entry Policies & Procedures, CoCs are instructed to 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. All CoC program-funded PSH accept referrals only through each County s prioritized list that is created through the CoC s Coordinated Entry process, which is also informed by the CoC s street outreach. Populations and households prioritized for assistance include: Those prioritized in CoC funded PSH beds Dedicated to Persons Experiencing Chronic Homelessness (CH) CH or PSH Prioritized for Occupancy by CH Persons are, in order of prioritization: o First Priority- Chronically Homeless Individuals and Families with the Longest History of Homelessness and with the Most Severe Service Needs are. o Second Priority- Chronically Homeless Individuals and Families with the Longest History of Homelessness are prioritized in CoC funded PSH beds Dedicated to Persons Experiencing CH and PSH Prioritized for Occupancy by CH Persons. o Third Priority- Chronically Homeless Individuals and Families with the most severe service needs are prioritized in CoC funded PSH beds Dedicated to Persons Experiencing CH and PSH Prioritized for Occupancy by CH Persons. o Fourth Priority- All other Chronically Homeless Individuals and Families o Fifth Priority- Non-chronically homeless households, as long as the recipient of CoC Program-funded PSH documents how it was determined that there were no chronically homeless households identified for assistance within the CoC s geographic area at the point at which a vacancy becomes available. Those prioritized in PSH beds that are NOT Dedicated or Prioritized for Persons Experiencing Chronic Homeless, in order of prioritization: o First Priority Homeless Individuals and Families with a Disability with Long Periods of Episodic Homelessness, fewer than four occasions where they have been living or residing in a place not meant for human habitation, a safe haven, or in an emergency shelter but where the cumulative time homeless is at least 12 months, and Severe Service Need.

254 o o o o Second Priority - Homeless Individuals and Families with a Disability with Severe Service Needs. No minimum length of time required. Third Priority - Homeless Individuals and Families with a Disability Coming from Places Not Meant for Human Habitation, Safe Haven, or Emergency Shelter Without Severe Service Needs. No minimum length of time required. Fourth Priority Homeless Individuals and Families with a Disability Coming from Transitional Housing where prior to residing in the TH had lived in a place not meant for human habitation, in an emergency shelter, or safe haven. This priority also includes individuals and families residing in TH who were fleeing or attempting to flee domestic violence, dating violence, sexual assault, or stalking and prior to residing in that TH project even if they did not live in a place not meant for human habitation, an emergency shelter, or a safe haven prior to entry in the TH. Fifth Priority- All others that meet a lower priority of order, as long as the recipient of CoC Program-funded PSH documents how the determination was made that there were no eligible individuals or families within the CoC s geographic that met a higher priority. Housing First Housing First is a proven approach, applicable across all elements of systems for ending homelessness, in which people experiencing homelessness are connected to permanent housing swiftly and with few to no treatment preconditions, behavioral contingencies, or other barriers. Programs ensure that no potential clients are screened out or terminated based on any criteria outlined below. Access to programs is not contingent on sobriety, minimum income requirements, lack of a criminal record, completion of treatment, participation in services, or other unnecessary condition. Programs or projects do everything possible not to reject an individual or family on the basis of poor credit or financial history, poor or lack of rental history, minor criminal convictions, or behaviors that are interpreted as indicating a lack of housing readiness. People with disabilities are offered clear opportunities to request reasonable accommodations within applications and screening processes and during tenancy, and building and apartment units includes special physical features that accommodate disabilities. Programs or projects that cannot serve someone work through the Coordinated Entry Process to ensure that those individuals or families have access to housing and services elsewhere. Housing and service goals and plans are highly tenant driven. Supportive services emphasize engagement and problem- solving over therapeutic goals. Participation in services or compliance with service plans are not conditions of tenancy, but are reviewed with tenants and regularly offered as a resource to tenants. Services are informed by a harm-reduction philosophy that recognizes that drug and alcohol use and addiction are part of some tenants lives. Tenants are engaged in non-judgmental communication regarding drug and alcohol use are offered education regarding how to avoid risky behaviors and engage in safer practices. Substance use in and of itself, without other lease violations, is not considered a reason for eviction. Tenants in supportive housing are given reasonable flexibility in paying their share of rent on time and offered special payment arrangements for rent arrears and/or assistance with financial management, including representative payee arrangements. 4 P age

255 Every effort is made to provide a tenant the opportunity to transfer from one housing situation, program, or project to another if a tenancy is in jeopardy. Whenever possible, eviction back into homelessness is avoided. 5 P age Project Requirements Specific to ESG-funded Projects Projects funded with ESG funds will be expected to adhere to the following to be considered in good project standing and align with the standards. In NY-501 there are no ESG municipalities. However, there are STEHP funded recipients who are required to abide by these standards as well: o Project will be familiar with and adhere to all project requirements of ESG as stated in Title 24 of the Code of Federal Regulations, Part 576 o Project will participate in the development and implementation of the NY-501 Continuum of Care Plan o Collaborate with other homeless providers in the operation of the project o Participate in trainings and coordination meetings o Cooperate with related research and evaluation activities o Prioritize referrals from homeless service providers with the Counties Continuum of Care System as it relates to the Coordinated Entry System o o Meet high standards of professionalism in implementing the project Conform to all fiscal accountability standards required by the New York State Office of Temporary and Disability Assistance (OTDA) and by the federal governments (24CFR, Part 84) Objectives and Outcomes Specific to State Funded ESG Projects o Suitable living environment o Affordable housing and affordability of services o Creating economic opportunities o Availability and accessibility of services and housing o Sustainability of the above stated objectives Strategic Planning Objectives Specific to CoC Funded Projects o Increase the number of beds dedicated and prioritized to serve chronically homeless individuals o Increase housing stability o Increase project participant income o Increase the number of participants obtaining mainstream benefits o Increase the number of individuals and families served by Rapid Rehousing Written Standards by Project Type The project types directly providing homeless housing and services included within the written standards and their location within the document are listed below. Homelessness Prevention (HP) p.7 Outreach p.7 Emergency Shelter (ES) p.8 Rapid Re-housing (RRH) p.8 Transitional Housing (TH) p.9 Permanent Supportive Housing (PSH) p.9

256 Support Service Only (SSO) p.10 Homeless Management Information System (HMIS).... p.10 ACCESSING ASSISTANCE NY-501 s Coordinated Entry Policies and Procedures is to be referenced per assistance type as it relates to accessing assistance. The Policies and Procedures outline the standardized access, assessment, and referral process for housing and other services across agencies in a community. This process is not intended to determine acceptance into a program; it is meant to prioritize community services based on need. Coordinated Entry assesses the person s housing needs, preferences, and vulnerability. During assessment, the person s needs and level of vulnerability may be documented for purposes of determining prioritization. Prioritization helps the CoC manage its inventory of community housing resources and services, ensuring that those persons with the greatest need and vulnerability receive the supports they need to resolve their housing crisis. Following prioritization, persons are referred to available CoC housing resources and services in accordance with the CoC s prioritization guidelines. This Coordinated Entry process is intended to assure household eligibility for waiting list acceptance with programs having the ability and responsibility to ensure that household needs are best served by their program. The goal of Coordinated Entry is to link all Emergency Solutions Grant, CoC funded, and non-coc funded programs in order to best assess households to effectively and efficiently refer households to services. In NY-501, each County has its own Coordinated Entry lead due to the geographic distance across the Continuum. HUD Required Fundamentals Full coverage - The Coordinated Entry Process must cover the CoC s entire geographic area with access points that are accessible and well-advertised to the people living there. Outreach - Any street outreach efforts must be linked to the Coordinated Entry Process. Emergency Services The Coordinated Entry Process must allow people experiencing a housing crisis to access emergency services with as few barriers as possible. Standardized Access and Assessment The Coordinated Entry Process must use the same assessment process at all access points. Marketing and Non-Discriminatory Access CoC s and recipients of HUD Coc and ESG Programs are required to affirmatively market their housing and supportive services projects to eligible persons who are least likely to apply in the absence of special outreach. Safety Planning The CoC s access must ensure the safety of persons who are fleeing, or attempting to flee, domestic violence (as well as dating violence, sexual assault, trafficking, or stalking). Privacy The Coordinated Entry Process must ensure adequate privacy protections are extended to and enforced for all participants from the first point of access, through assessment and prioritization, and after participants have been offered permanent housing and even exited CoC projects. The Coordinated Entry Policies and Procedures can be found on NY-501 s website 6 P age

257 HOMELESSNESS PREVENTION Homeless Prevention activities are available to persons who are at risk of becoming homeless. Homeless prevention assistance can be used to prevent an eligible individual or family from becoming homeless or to help to regain stability in their current housing or other permanent housing. Eligible activities include housing relocation and stabilization services as well as short and medium-term rental assistance. Eligibility Criteria (State Funded ESG) Participants must meet the HUD definition of homelessness or at risk of becoming homeless. Participants must have combined income below 30% Area Median Income (AMI). Participant lacks identifiable financial resources and/or support networks. For continued eligibility: participant income eligibility must be reviewed every three months for continued prevention assistance. Minimum Standard of Assistance (State Funded ESG) Housing assistance can be given in the form of rental and utility arrears, security deposits, rental stipends, legal assistance, case management services, employment assistance, motel vouchers and limited transportation assistance. The amount in rental assistance is not to exceed the budget amount for the actual costs of the rental arrears. Payment on delinquent utilities and heat accounts will not exceed six months After one month of compliance with case management a client may receive a monthly stipend for a maximum of 3 months. Case management must occur at least once per month while participant is receiving prevention assistance. STEHP Assistance is available to both Temporary Assistance (TA) and Non-Temporary households, but is not available to homeowners. Performance Standard: Expected Outcomes Reduce the Number of Homeless Households Seeking Emergency Shelter o At least a 20% increase in diversions for homeless households o At least 80% of households served will maintain permanent housing for 90 days after discharge. OUTREACH Street Outreach serves unsheltered homeless individuals and families, connecting them with emergency shelter, housing, or critical services, and providing them with urgent, non-facility-based care. Services are provided to eligible participants residing in a place not meant for human habitation. Essential services of street outreach include: engagement, case management, emergency health and mental health services, and transportation, and services for special population. Please note, there are currently no outreach programs in the CoC. Should an outreach program be developed, information regarding the administration of the program will be developed and approved similar to the guidance below. Eligibility Criteria Participants must meet the HUD definition of unsheltered homelessness. 7 P age

258 Minimum Standard of Assistance Please note, due to the varying nature of Outreach projects that may function within the CoC, the official minimum standards of assistance are tailored to align with the specific purpose of the particular project. Performance Standards: Expected Outcomes Expand Homeless Outreach Services o At least 10% more households will be provided services than the previous year. EMERGENCY SHELTERS Essential services of emergency shelter includes: case management, child care, education services, employment assistance and job training, outpatient health services, legal services, life skills training, mental health services, substance abuse treatment services, transportation, and services for special populations. Please note, there are currently no emergency shelters in the CoC. Should an outreach program be developed, information regarding the administration of the program will be developed and approved similar to the guidance below. Eligibility Criteria Participants must meet the HUD definition of homelessness Minimum Standard of Assistance Provision of shelter, food, and personal care items. Assistance in transitioning to permanent housing Performance Standards: Expected Outcomes Reduce Rates of Homelessness o At least 30% of households will exit to permanent housing destinations. o Average length of stay is less than 20 days RAPID RE-HOUSING PROJECTS (RRH) Rapid Re-Housing is available to help those who are literally homeless be quickly and permanently housed. Rapid Re-Housing Projects (RRH) provide housing relocation and stabilization services and short or medium term rental assistance as needed to help a homeless individual or family move as quickly as possible to permanent housing and achieve stability in that housing. Please note, Rapid Rehousing funds are available through both CoC and ESG. Eligibility Criteria Participants must meet the HUD definition of homelessness. Participant lacks identifiable financial resources and/or support networks. Minimum Standards of Assistance Assistance with security deposit OR security deposit and first and/or last month s rent; 8 P age

259 Clients may receive rental assistance for three (3) to twelve (12) months. After the time limit, they may become eligible for a monthly stipend. The rental subsidy amount will account for participants paying no more than 30% of their adjusted income or 10% of their gross income towards rent; For Temporary Assistance (TA) households, the rental subsidy paid will be determined based on the actual rent costs minus the standard of need for the TA household size. For a non-ta household, the rental subsidy paid will be determined based on the Rent Calculation Worksheet used by HUD. Supportive services designed to meet the needs of the project participants must be made available to the project participants throughout the duration of RRH assistance Case management must occur at least once per month while participant is receiving RRH assistance. Follow-up will occur no later than 6 months after discharge up to one year. Performance Standards: Expected Outcomes Reduce the Number the Length of Homelessness for Homeless Households o At least 80% of households served will be placed in permanent housing within 60 days. o At least 80% of households served will maintain permanent housing for 90 days after discharge. Performance Standards: Strategic Planning Objectives 80% or more of all participants remain stable in RRH or exit to other permanent housing destinations within the contract year. 54% or more of adult participants will increase income from sources other than employment 20% or more of adult participants will increase income from employment 9 P age TRANSITIONAL HOUSING PROGAMS Transitional Housing (TH) is designed to provide homeless individuals and families with interim stability and support to successfully move to and maintain permanent housing. Eligibility Criteria Participants must meet the HUD definition of homelessness Minimum Standards of Assistance Maximum length of stay cannot exceed 24 months Assistance in transitioning to permanent housing must be provided Support services must be provided throughout the duration of stay in transitional housing Project participants in transitional housing must enter into a lease agreement for a term of at least one month. The lease must be automatically renewable upon expiration, except on prior notice by either party, up to a maximum term of 24 months Performance Standards: Strategic Planning Objectives 80% or more of all participants will exit to permanent housing destinations 54% or more of adult participants will increase income from sources other than employment 20% or more of adult participants will increase income from employment

260 PERMANENT SUPPORTIVE HOUSING Permanent Supportive Housing (PSH) for persons with disabilities is permanent housing with indefinite leasing or rental assistance paired with supportive services to assist homeless persons with a disability or families with an adult or child member with a disability achieve housing stability. Eligibility Criteria Participants must meet the HUD definition of homelessness PSH can only provide assistance to individuals with disabilities and families in which at least one adult or child has a disability. Minimum Standards of Assistance There can be no predetermined length of stay for a PSH project Supportive services designed to meet the needs of the project participants must be made available to the project participants throughout the duration of stay in PSH Project participants in PSH must enter into a lease (or sublease) agreement for an initial term of at least one year that is renewable and is terminable only for cause. Leases (or subleases) must be renewable for a minimum term of one month. Performance Standards: Strategic Planning Objectives 80% or more of all participants will remain stable in PSH or exit to other permanent housing destinations 54% or more of adult participants will increase income from sources other than employment 20% or more of adult participants will increase income from employment SUPPORTIVE SERVICES PROJECTS The supportive services only (SSO) project component allows for the provision of services to homeless individuals and families not residing in housing operated by the recipient of SSO funding. SSO projects provide services to persons experiencing homelessness that are not tied to specific housing units. Supportive services can include conducting outreach to sheltered and unsheltered homeless persons and families, link clients with housing or other necessary services, and provide ongoing support. Please note, there are currently no SSO projects in the CoC. Should a SSO project be developed, information regarding the administration of the program will be developed and approved similar to the guidance below. Eligibility Criteria Participants must meet the HUD definition of homelessness Minimum Standards of Assistance Please note, due to the varying nature of SSO projects that may function within the CoC, the official minimum standards of assistance are tailored to align with the specific purpose of the particular project. Performance Standards: Strategic Planning Objectives 10 P age

261 Please note, due to the varying nature of SSO projects that may function within the CoC, the official performance standards are tailored to align with the specific purpose of the particular project. HOMELESS MANAGEMENT INFORMATION SYSTEM Under the HEARTH Act, HMIS participation is a statutory requirement for all CoC and ESG funded projects. Victims service providers cannot participate in HMIS, these providers must use a comparable database that produces unduplicated and aggregate reports in its place. NY-501 is responsible for designating the HMIS lead who is responsible for the operation and administration of the HMIS. Minimum Standards Produce an unduplicated count of persons experiencing homelessness for the CoC Describe the extent and nature of homelessness within the CoC Identify patterns of service use Measure program effectiveness Performance Standards: Expected Outcomes Increase and Maintain Data Quality within HMIS o No more than 5% error rate for all required fields. 11 P age

262 2017 HDX Competition Report Total Population PIT Count Data 2016 PIT 2017 PIT Total Sheltered and Unsheltered Count Emergency Shelter Total Safe Haven Total 0 0 Transitional Housing Total Total Sheltered Count Total Unsheltered Count Chronically Homeless PIT Counts Total Sheltered and Unsheltered Count of Chronically Homeless Persons 2016 PIT 2017 PIT Sheltered Count of Chronically Homeless Persons 47 1 Unsheltered Count of Chronically Homeless Persons 70 5 Homeless Households with Children PIT Counts 2016 PIT 2017 PIT Total Sheltered and Unsheltered Count of the Number of Homeless Households with Children Sheltered Count of Homeless Households with Children Unsheltered Count of Homeless Households with Children Homeless Veteran PIT Counts Total Sheltered and Unsheltered Count of the Number of Homeless Veterans Sheltered Count of Homeless Veterans Unsheltered Count of Homeless Veterans /8/2017 9:37:09 AM 1

263 2017 HDX Competition Report HMIS Bed Coverage Rate Project Type Total Beds in 2017 HIC Total Beds in 2017 HIC Dedicated for DV Total Beds in HMIS HMIS Bed Coverage Rate Emergency Shelter (ES) Beds % Safe Haven (SH) Beds NA Transitional Housing (TH) Beds % Rapid Re-Housing (RRH) Beds % Permanent Supportive Housing (PSH) Beds % Other Permanent Housing (OPH) Beds NA Total Beds % PSH Beds Dedicated to Persons Experiencing Chronic Homelessness Chronically Homeless Bed Counts 2016 HIC 2017 HIC Number of CoC Program and non-coc Program funded PSH beds dedicated for use by chronically homeless persons identified on the HIC Rapid Rehousing (RRH) Units Dedicated to Persons in Household with Children Households with Children 2016 HIC 2017 HIC RRH units available to serve families on the HIC /8/2017 9:37:09 AM 2

264 2017 HDX Competition Report Rapid Rehousing Beds Dedicated to All Persons All Household Types 2016 HIC 2017 HIC RRH beds available to serve all populations on the HIC /8/2017 9:37:09 AM 3

265 2017 HDX Competition Report FY Performance Measurement Module (Sys PM) Summary Report for NY Elmira/Steuben, Allegany, Livingston, Chemung, Schuyler Counties CoC For each measure enter results in each table from the System Performance Measures report generated out of your CoCs HMIS System. There are seven performance measures. Each measure may have one or more metrics used to measure the system performance. Click through each tab above to enter FY2016 data for each measure and associated metrics. RESUBMITTING FY2015 DATA: If you provided revised FY 2015 data, the original FY2015 submissions will be displayed for reference on each of the following screens, but will not be retained for analysis or review by HUD. ERRORS AND WARNINGS: If data are uploaded that creates selected fatal errors, the HDX will prevent the CoC from submitting the System Performance Measures report. The CoC will need to review and correct the original HMIS data and generate a new HMIS report for submission. Some validation checks will result in warnings that require explanation, but will not prevent submission. Users should enter a note of explanation for each validation warning received. To enter a note of explanation, move the cursor over the data entry field and click on the note box. Enter a note of explanation and save before closing. Measure 1: Length of Time Persons Remain Homeless This measures the number of clients active in the report date range across ES, SH (Metric 1.1) and then ES, SH and TH (Metric 1.2) along with their average and median length of time homeless. This includes time homeless during the report date range as well as prior to the report start date, going back no further than October, 1, Metric 1.1: Change in the average and median length of time persons are homeless in ES and SH projects. Metric 1.2: Change in the average and median length of time persons are homeless in ES, SH, and TH projects. a. This measure is of the client s entry, exit, and bed night dates strictly as entered in the HMIS system. 8/8/2017 9:37:10 AM 4

266 2017 HDX Competition Report FY Performance Measurement Module (Sys PM) Universe (Persons) Average LOT Homeless (bed nights) Median LOT Homeless (bed nights) Submitted FY2015 Revised FY2015 Current FY Submitted FY2015 Revised FY2015 Current FY Difference Submitted FY2015 Revised FY2015 Current FY Difference 1.1 Persons in ES and SH Persons in ES, SH, and TH b. This measure includes data from each client s Length of Time on Street, in an Emergency Shelter, or Safe Haven (Data Standards element 3.17) response and prepends this answer to the client s entry date effectively extending the client s entry date backward in time. This adjusted entry date is then used in the calculations just as if it were the client s actual entry date. NOTE: Due to the data collection period for this year s submission, the calculations for this metric are based on the data element 3.17 that was active in HMIS from 10/1/2015 to 9/30/2016. This measure and the calculation in the SPM specifications will be updated to reflect data element in time for next year s submission. Universe (Persons) Average LOT Homeless (bed nights) Median LOT Homeless (bed nights) Previous FY Current FY Previous FY Current FY Difference Previous FY Current FY Difference 1.1 Persons in ES and SH Persons in ES, SH, and TH /8/2017 9:37:10 AM 5

267 2017 HDX Competition Report FY Performance Measurement Module (Sys PM) Measure 2: The Extent to which Persons who Exit Homelessness to Permanent Housing Destinations Return to Homelessness This measures clients who exited SO, ES, TH, SH or PH to a permanent housing destination in the date range two years prior to the report date range. Of those clients, the measure reports on how many of them returned to homelessness as indicated in the HMIS for up to two years after their initial exit. Total # of Persons who Exited to a Permanent Housing Destination (2 Years Prior) Returns to Homelessness in Less than 6 Months Returns to Homelessness from 6 to 12 Months Returns to Homelessness from 13 to 24 Months Number of Returns in 2 Years Revised FY2015 # of Returns Revised FY2015 # of Returns % of Returns Revised FY2015 # of Returns % of Returns Revised FY2015 # of Returns % of Returns # of Returns % of Returns Exit was from SO % 0 0 0% 0 0 0% 0 0% Exit was from ES % % % 47 22% Exit was from TH % 1 4 5% 1 2 3% 7 10% Exit was from SH Exit was from PH % % 6 4 1% 22 6% TOTAL Returns to Homelessness % % % 76 12% Measure 3: Number of Homeless Persons Metric 3.1 Change in PIT Counts 8/8/2017 9:37:10 AM 6

268 2017 HDX Competition Report FY Performance Measurement Module (Sys PM) This measures the change in PIT counts of sheltered and unsheltered homeless person as reported on the PIT (not from HMIS) PIT Count Most Recent PIT Count Difference Universe: Total PIT Count of sheltered and unsheltered persons Emergency Shelter Total Safe Haven Total Transitional Housing Total Total Sheltered Count Unsheltered Count Metric 3.2 Change in Annual Counts This measures the change in annual counts of sheltered homeless persons in HMIS. Submitted FY2015 Revised FY2015 Current FY Difference Universe: Unduplicated Total sheltered homeless persons Emergency Shelter Total Safe Haven Total Transitional Housing Total /8/2017 9:37:10 AM 7

269 2017 HDX Competition Report FY Performance Measurement Module (Sys PM) 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 Submitted FY2015 Revised FY2015 Current FY Difference Universe: Number of adults (system stayers) Number of adults with increased earned income Percentage of adults who increased earned income 3% 4% 5% 1% Metric 4.2 Change in non-employment cash income for adult system stayers during the reporting period Submitted FY2015 Revised FY2015 Current FY Difference Universe: Number of adults (system stayers) Number of adults with increased non-employment cash income Percentage of adults who increased non-employment cash income 14% 16% 25% 9% Metric 4.3 Change in total income for adult system stayers during the reporting period Submitted FY2015 Revised FY2015 Current FY Difference Universe: Number of adults (system stayers) Number of adults with increased total income Percentage of adults who increased total income 16% 19% 30% 11% 8/8/2017 9:37:10 AM 8

270 2017 HDX Competition Report FY Performance Measurement Module (Sys PM) Metric 4.4 Change in earned income for adult system leavers Submitted FY2015 Revised FY2015 Current FY Difference Universe: Number of adults who exited (system leavers) Number of adults who exited with increased earned income Percentage of adults who increased earned income 11% 10% 11% 1% Metric 4.5 Change in non-employment cash income for adult system leavers Submitted FY2015 Revised FY2015 Current FY Difference Universe: Number of adults who exited (system leavers) Number of adults who exited with increased non-employment cash income Percentage of adults who increased non-employment cash income 32% 27% 24% -3% Metric 4.6 Change in total income for adult system leavers Submitted FY2015 Revised FY2015 Current FY Difference Universe: Number of adults who exited (system leavers) Number of adults who exited with increased total income Percentage of adults who increased total income 41% 36% 34% -1% 8/8/2017 9:37:10 AM 9

271 2017 HDX Competition Report FY Performance Measurement Module (Sys PM) Measure 5: Number of persons who become homeless for the 1st time Metric 5.1 Change in the number of persons entering ES, SH, and TH projects with no prior enrollments in HMIS Submitted FY 2015 Revised FY2015 Current FY Difference Universe: Person with entries into ES, SH or TH during the reporting period. Of persons above, count those who were in ES, SH, TH or any PH within 24 months prior to their entry during the reporting year. Of persons above, count those who did not have entries in ES, SH, TH or PH in the previous 24 months. (i.e. Number of persons experiencing homelessness for the first time) Metric 5.2 Change in the number of persons entering ES, SH, TH, and PH projects with no prior enrollments in HMIS Submitted FY 2015 Revised FY2015 Current FY Difference Universe: Person with entries into ES, SH, TH or PH during the reporting period. Of persons above, count those who were in ES, SH, TH or any PH within 24 months prior to their entry during the reporting year. Of persons above, count those who did not have entries in ES, SH, TH or PH in the previous 24 months. (i.e. Number of persons experiencing homelessness for the first time.) /8/2017 9:37:10 AM 10

272 2017 HDX Competition Report FY Performance Measurement Module (Sys PM) Measure 6: Homeless Prevention and Housing Placement of Persons de ined by category 3 of HUD s Homeless De inition in CoC Program-funded Projects This Measure is not applicable to CoCs in the FY2016 Resubmission reporting period. 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 Submitted FY 2015 Revised FY2015 Current FY Difference Universe: Persons who exit Street Outreach Of persons above, those who exited to temporary & some institutional destinations Of the persons above, those who exited to permanent housing destinations % Successful exits 67% 67% 79% 12% Metric 7b.1 Change in exits to permanent housing destinations 8/8/2017 9:37:10 AM 11

273 2017 HDX Competition Report FY Performance Measurement Module (Sys PM) Submitted FY 2015 Revised FY2015 Current FY Difference Universe: Persons in ES, SH, TH and PH-RRH who exited Of the persons above, those who exited to permanent housing destinations % Successful exits 68% 71% 65% -6% Metric 7b.2 Change in exit to or retention of permanent housing Submitted FY 2015 Revised FY2015 Current FY Difference Universe: Persons in all PH projects except PH-RRH Of persons above, those who remained in applicable PH projects and those who exited to permanent housing destinations % Successful exits/retention 83% 76% 81% 5% 8/8/2017 9:37:10 AM 12

274 2017 HDX Competition Report FY SysPM Data Quality NY Elmira/Steuben, Allegany, Livingston, Chemung, Schuyler Counties CoC This is a new tab for FY 2016 submissions only. Submission must be performed manually (data cannot be uploaded). Data coverage and quality will allow HUD to better interpret your Sys PM submissions. Your bed coverage data has been imported from the HIC module. The remainder of the data quality points should be pulled from data quality reports made available by your vendor according to the specifications provided in the HMIS Standard Reporting Terminology Glossary. You may need to run multiple reports into order to get data for each combination of year and project type. You may enter a note about any field if you wish to provide an explanation about your data quality results. This is not required. 8/8/2017 9:37:10 AM 13

275 2017 HDX Competition Report FY SysPM Data Quality All ES, SH All TH All PSH, OPH All RRH All Street Outreach Number of non- DV Beds on HIC Number of HMIS Beds 3. HMIS Participation Rate from HIC ( % ) 4. Unduplicated Persons Served (HMIS) 5. Total Leavers (HMIS) Destination of Don t Know, Refused, or Missing (HMIS) Destination Error Rate (%) /8/2017 9:37:10 AM 14

276 2017 HDX Competition Report Date of PIT Count Date Received HUD Waiver Date CoC Conducted 2017 PIT Count 1/25/2017 Report Submission Date in HDX Submitted On Met Deadline 2017 PIT Count Submittal Date 5/4/2017 Yes 2017 HIC Count Submittal Date 5/4/2017 Yes 2016 System PM Submittal Date 6/5/2017 Yes 8/8/2017 9:37:10 AM 15

277 Attachment 14: Other Table of Contents 1. Coordinated Entry Policies and Procedures Manual Reference in Question 1C-3a 2. Coordinated Entry User Guide 3. Workshop Wednesday: Our Partners in Ending Homelessness: Public Housing Authorities Reference in Question 1C-4a 4. New Project Webinar Reference in Question 1B-3

278 Revised 8/15/17 NY-501 COORDINATED ENTRY POLICY AND PROCEDURE MANUAL

279 Page 2 Table of Contents Introduction Document Overview page 3 Purpose and History of Coordinated Entry page 3 NY-501 STEPS Coordinated Entry System Core Elements page 4 Access Assessment Prioritization Referral Prioritizing people: most vulnerable or most severe needs page 4 Point to consider for prioritization & vulnerability scoring page 4 NY-501 CE Structure page 4/5 NY-501 CE Process page 5 Operating the CE System page 5 Wait List page 6 Homeless Assistance Organizations page 6 Mainstream Housing and Services page 6 Geographic Area page 7 Marketing and Non-Discriminatory Access page 7 Evaluation/Oversight page 7 Agency Agreement page 9 NY 501 Coordinated Entry P&P 2017 Revised 8/15/17

280 Page 3 Introduction Document Overview To implement and maintain a CoC-wide Coordinated Entry System (CE), The Coordinated Entry Committee along with the Collaborative Applicant, has developed the following Policies and Procedures Manual to outline and define the goals and objectives of the CE program. This document delineates the roles and responsibilities of each agency and user involved in the program, while establishing protocol for program assessment, referral acceptance, client privacy, and consumer disclosure. Each participating agency must have the Director of that agency sign the Agency Agreement at the end of this document, indicating that the agency has reviewed these policies and procedures and will comply with them. These policies and procedures will govern the implementation, governance, and evaluation of the Coordinated Entry (CE) in NY-501 CoC. It is expected that the standards will adjust as programs evolve, members gain more experience, and Homeless Management Information System data from programs and services is analyzed. This Policy and Procedure will serve as the guiding principles for funding ESG and CoC programs. These policies may only be changed by the approval of the NY-501 CoC Board based on recommendations from the Coordinated Entry stakeholders through CE meetings. Purpose and History of Coordinated Entry Coordinated Entry is considered one of the many interventions in a community s united effort to end and prevent homelessness. The Coordinated Entry system is an approach to coordinate and manage housing and supportive services that allows providers to effectively and efficiently connect clients to interventions that will rapidly end their homelessness. The NY-501 CoC Coordinated Entry (CE) process is designed to allow efficient access, assessment, prioritization and referral for homeless individuals and families. Volunteer CE County Leads from each of the five Counties (Schuyler, Chemung, Livingston, Steuben and Allegany) will lead the Coordinated Entry program for their County and participate in the CoC Coordinated Entry Committee. The process works best and provides the greatest value if it is driven by What does the client need rather than by provider eligibility. The implementation of coordinated assessment is considered national best practice. When implemented effectively, coordinated assessment can: Reduce the amount of research and the number of phone calls people experiencing homelessness must make before finding crisis housing or services Reduce new entries into homelessness through coordinated system wide diversion and prevention efforts Prevent people experiencing homelessness from entering and exiting multiple programs before getting their needs met Reduce or erase entirely the need for individual provider wait lists for services Foster increased collaboration between homelessness assistance providers Improve a community s ability to perform well on Homeless Emergency Assistance and Rapid Transition to Housing (HEARTH) Act outcomes and make progress on ending homelessness. The Coordinated Entry process makes referrals to all projects receiving Emergency Solutions Grants (ESG) and CoC Program funds, including emergency shelter (ES), Rapid Re-housing (RRH), Permanent Supportive Housing (PSH), and transitional housing (TH), as well as other housing and NY 501 Coordinated Entry P&P 2017 Revised 8/15/17

281 Page 4 homelessness projects. Projects in the community that are dedicated to serving people experiencing homelessness fill all vacancies through referrals, while other housing and services projects determine the extent to which they rely on referrals from the coordinated entry process. NY-501 Coordinated Entry System Core Elements Access: the engagement point for persons experiencing a housing crisis could look and function differently depending on the specific community. Persons (families, single adults, and youth) might initially access the crisis response system by calling a crisis hotline or other information and referral resource, walking into an access point facility, or being engaged through outreach efforts. Assessment: upon initial access, CoC providers associated with coordinated entry will assess the person s housing needs, preferences, and vulnerability. This coordination entry element is referred to as assessment. It is progressive with multiple layers of sequential information being gathered at various phases in the coordinated entry process, for different purposes, by one or more staff. Prioritization: during assessment, the person s needs and level of vulnerability will be documented for purposes of determining prioritization. Prioritization helps the CoC manage its inventory of community housing resources and services, ensuring that those persons with the greatest need and vulnerability receive the supports they need to resolve their housing crisis. Referral: the final element is referral. Persons are referred to available CoC housing resources and services in accordance with the CoC s documented prioritization guidelines. Prioritizing people who are most vulnerable or have the most severe service needs: One of the main purposes of coordinated entry is to ensure that people with the most severe service needs and levels of vulnerability are prioritized for housing and homeless assistance. To fulfill this process NY-501 follows the guidelines set forth in HUDs CPD People experiencing homelessness will be prioritized for permanent supportive housing. In addition to prioritizing people experiencing homelessness, the coordinated entry process prioritizes people who are more likely to need some form of assistance to end their homelessness or who are more vulnerable to the effects of homelessness. Points to consider when prioritizing people for housing and homelessness assistance: Based on Vulnerability Scoring from Coordinated Entry Application Chronic Homelessness: Pregnant Women: Youth, 18-24: Older/Seniors, 60 yrs. or older: Individual has at least one day of active military service Individual has indicated that they currently or previously have been diagnosed with one or more disabling condition Client indicates having limitations on where they can live due to sex offender status, probation/parole, domestic violence or handi-cap disability Family income is low compared to family size Family size is greater than 4 The NY-501 Coordinated Entry Structure The structure of the CE system in NY 501 includes: NY 501 Coordinated Entry P&P 2017 Revised 8/15/17

282 Page 5 No Wrong Door, the principles of this approach are: o A consumer can seek housing assistance through any of the participating homeless services providers and will receive integrated services o Consumers should have equal access to information and advice about the housing assistance for which they are eligible to assist them in making informed choices about available services that best meet their needs o Participating providers have a responsibility to respond to the range of consumer needs and act as the primary contact for consumers who apply for assistance through their service unless or until another provider assumes that role o Participating providers will provide a proactive service that facilitates the consumer applying for assistance or accessing services from another provider regardless of whether the original provider delivers the specific housing services required by a presenting consumer o Participating housing providers will work collaboratively to achieve responsive and streamlined access to services and cooperate to use available resources to achieve the best possible housing outcomes for consumer, particularly for those with high, complex or urgent needs NY-501 CE Process The process is designed to prevent duplication of services, reduce length of homelessness and improve communication among agencies. The process is a combination of the following: All agencies must use the approved universal intake and assessment form and include the client s vulnerability score on the documents. The vulnerability scores will be used to prioritize each client. Each POE agency will complete appropriate paperwork and refer to Housing Programs in addition to the CE County Lead. The CE County Lead will enter client data on the excel spreadsheet/hmis System and track client activity as it is received from the referral agency. The process is designed to be easy for the client, and provide quick and seamless entry into homelessness services. Individuals and families will be referred to the most appropriate resource(s) for their individual situation. The CE County Leads will co-lead bi-weekly county meetings (physical and/or telecommunication) and the sub-recipient will contact CoC agencies to identify pertinent housing data. Operating the Coordinated Entry System There are three principle parts that work to provide services to persons presenting as homeless. The CE County Lead is responsible for overseeing the process from the time the client presents as homeless at the Point of Entry to being stably housed. The Point of Entry guides the client through the application process, the referral agency reviews the application and determines if client qualifies for their specific program. Role of the Coordinated Entry County Leads The CE County Leads will oversee the referral process and track all referrals. The CE County Lead is responsible for monitoring and managing the waitlist and making annotations as necessary. The CE County Lead will also communicate regularly with Point of Entry and referring agencies to get updates on vacancies NY 501 Coordinated Entry P&P 2017 Revised 8/15/17

283 Page 6 and referrals. The CE County Leads will distribute the client tracking list weekly, and is the point of contact for County CE questions. Wait List Process The Lead CE is notified by the POE that Client qualifies for Permanent Supportive Housing. The Lead CE records referral and Client is put on approved spreadsheet (waitlist). Permanent Supportive Housing agencies report application status reports by phone/ bi-weekly to the Lead CE and in person at monthly Coordinated Entry meetings. Lead CE will track waitlist from Client s initial notification to discharge. NOTE: If two or more homeless households within the same geographic area are identically prioritized for referral to the next available unit, and each household is also eligible for referral to that unit, the CoC should refer the household that first presented for assistance in the next available unit. Homeless assistance organizations All homeless assistance organizations should be involved in the coordinated entry process by helping people access the system and receiving referrals. Emergency shelter, transitional housing, rapid re-housing, and permanent supportive housing programs should only receive referrals through the coordinated entry process. Mainstream housing and services Affordable housing and mainstream services are crucial tools for ending homelessness and should be involved in the coordinated entry process. A communication plan is being developed, which includes referral sources such as public schools, hospitals, public libraries, first responders, and homeless assistance providers within the CoC. Information from the coordinated entry communications plan should be shared with mainstream resource providers, serving people who might experience a housing crisis or who are at risk of experiencing a housing crisis. Information will be distributed and will include how wait lists for housing and supportive services will be transitioned to the CE process. All programs that receive ESG or CoC funding are required to abide by the Policy and Procedure guidelines. Agency program procedure should reflect the policy and procedures described in this document. The CoC strongly encourages the collaboration with programs that do not receive either of these sources of funds to provide comprehensive services to the community s homeless population. The Policy and Procedures have been established to ensure that persons experiencing homelessness receive similar information and support to access and maintain permanent housing. Safety Planning The coordinated entry process ensures the safety of the individuals seeking assistance. This ensures that people fleeing domestic violence have safe and confidential access to the coordinated entry process and domestic violence services, and that any data collection adheres to the Violence Against Women Act (VAWA). The CoC coordinates with victim/ non-victim providers to ensure DV survivors are provided housing services that uphold safety by prioritizing programs that collaborate to offer victims a wide range of options. Households presenting at non-victim providers are linked with DV services via a phone assessment. Households are given options including VAWA and CoC services to guard personally identifiable information. If a client is eligible and NY 501 Coordinated Entry P&P 2017 Revised 8/15/17

284 Page 7 elects DV services the provider will end intake, void electronic record and connect victim with DV service provider. If client elects for non DV services, the Client is referred to a nonvictim provider to fulfill CoC CE process. VAWA compliant informed consent is required to provide information to other providers. If a client chooses not to utilize one of the CE participating DV agencies, the CE POE agency will reach out to DV program for assistance in developing an anonymous safety plan for the client Geographic Area: NY-501 CoC Target Population: Chronically Homeless Homeless Veterans Domestic Violence Substance Abuse Mental Illness Youth Physically Disabled Families Marketing and Non-Discriminatory Access CoC s and recipients of HUD CoC Program and ESG Program funding are required to affirmatively market their housing and supportive services projects to eligible persons who are least likely to apply in the absence of special outreach. This is regardless of race, color, national origin, religion, sex, age, familial status, marital status, handicap, actual or perceived sexual orientation, or gender identity. To ensure the coordinated entry process assists CoC Program and ESG Program recipients in meeting this requirement, a marketing strategy was developed. Evaluation/Oversight: Grievance/Appeal process: There will be formal grievance and appeals process managed by the coordinated entry committee. Consumer choice is central to coordinated entry and the appeals process will embrace that same person centered and easily navigable model. If a participant feels they did not receive fair treatment, they were denied resources or given an inappropriate referral, the participant may appeal these decisions or actions. A CoC Coordinated Entry Committee consisting of the five County CE Leads and other integral Organizations will oversee CE implementation, evaluation and Modification. Coordinated Entry Committee will engage in regular evaluations. The Committee will recommend changes to the process after these evaluations. Changes will be recommended to and approved by the CoC Board. Coordinated Entry Committee meetings will occur biweekly for the first six months of implementation and then monthly thereafter. This meeting should serve as a space for agency representatives to discuss participants progress and referral status, troubleshoot any issues, and coordinate outreach. The agency representatives can make recommendations on suggested changes to the coordinated entry system. Programs will be evaluated on their level of participation in coordinated entry including having coordinated entry staff, participating in the bi-weekly calls and meetings, taking referrals from coordinated entry, and regular updates on vacancies and waiting list. Participation in coordinated entry NY 501 Coordinated Entry P&P 2017 Revised 8/15/17

285 Page 8 will be tracked through HMIS for quality, and agencies will be given the opportunity to submit their feedback on the process All components of the Coordinated Entry System will be reviewed and assessed monthly by the Coordinated Entry Committee and CoC collaborative applicant. Recommendations for policy change will be presented to the Board. NY 501 Coordinated Entry P&P 2017 Revised 8/15/17

286 Page 9 Agency Agreement I have received the Policy and Procedures Manual for the NY-501 STEPS Coordinated Entry System and I understand that it is my responsibility to read and comply with the policies contained in this Manual and any revisions made to it. Name of Participating Agency: Name of Designated Agency Representative authorized to sign: Title: Signature of Designated Agency Representative: Date: Please return this page to your CoC CE Lead NY 501 Coordinated Entry P&P 2017 Revised 8/15/17

287 Updated 9/12/17 COORDINATED ENTRY USER GUIDE A step by step guide to the Coordinated Entry Process in NY-501 CoC The purpose of this document is to explain the role and responsibility of each entity within the NY-501 Coordinated Entry System and guide service providers through the Coordinated Entry Process from when a client first presents as homeless to being stably housed.

288 Table of Contents 1. Introduction to Coordinated Entry 2. Overview of the Coordinated Entry Process 3. Coordinated Entry Agency and User Requirements 3a. Role of the CE County Lead(s) 3b. Role of the Point of Entry 3c. Role of the Referral agency 4. Determining Coordinated Entry Eligibility 5. Completing a Coordinated Entry Assessment Form 6. The Referral Process 7. The Waiting List Process 8. The Admission Process 9. Updating the Coordinated Entry System 10. Finalizing the Process

289 1. Introduction to Coordinated Entry Coordinated Entry is a process that ensures all people experiencing homelessness have fair and equal access to housing, are quickly identified, assessed for, referred, and connected to housing and homeless assistance based on their needs and strengths, no matter where or when they present as homeless. Coordinated Entry uses a standardized assessment tool and incorporates a system-wide Housing First approach. 2. Overview of Coordinated Entry Process There are three principle parts to the Coordinated Entry System within NY-501 that work to provide services to persons presenting as homeless. The CE County Lead is responsible for overseeing the process from the time the client presents as homeless at the Point of Entry (POE) to being stably housed, Point of Entry staff guide the client through the application process, the referral agency reviews the application and determines if client qualifies for their specific program. 3. Coordinated Entry Agency and User Requirements 3a. Role of the CE County Lead The CE County Lead will oversee the referral process and track all referrals. The CE County Lead is responsible for monitoring and managing the waitlist and making annotations as necessary. The CE County Lead will also communicate regularly with POE staff and referring agencies to get updates on vacancies and referrals. The CE County Lead will distribute the client tracking list weekly, lead county CE monthly meetings, and is the point of contact for county CE questions. 3b Role of the Point of Entry The POE is where the client first presents as homeless. POE staff are responsible for guiding the client through the application process with the goal of stable housing. POE staff are responsible for completing the Coordinated Entry application with the client and determines if client is eligible for Permanent Supportive Housing. CE applications should be forwarded to the CE County Lead and appropriate housing agencies within five business days. 3c. Role of the Referral Agency The referral agency receives and reviews the Coordinated Entry application. The referral agency then determines if client qualifies for vacancy or wait list. The referral agency is also responsible for ensuring all necessary documentation is collected. The referral agency will communicate to the CE County Lead when a client will be screened for eligibility.

290 4. Determining CE Eligibility The Coordinated Entry Application is completed at the POE. POE staff will use the approved assessment tool to determine client s eligibility. If the client is eligible, the client is asked to sign the release of information. Clients who do not meet CoC criteria will be discussed at the county monthly meetings if it is requested by a CoC agency representative. 5. Completing a CE Assessment Form The Coordinated Entry assessment form is completed at POE. The form must be fully completed. POE staff ensure the Release of Information is signed by the client. POE staff determine clients Permanent Supportive Housing eligibility. POE staff place the vulnerability score on the client s application. POE staff select the top three housing options with the client. All three options are noted on the application (Permanent Supportive Housing options must meet client s level of need). 6. The Referral Process The POE forwards application to the CE County Lead and up to three Permanent Supportive Housing options. The CE County Lead ensures that application and documentation for the most vulnerable clients has been forwarded to the most appropriate Permanent Supportive Housing options. The top three Permanent Supportive Housing program staff review the application, collect necessary documentation and determine if client qualifies for their vacancy or waitlist. A decision is made and the CE County Lead is notified within 14 days. 7. The Waiting List Process The CE County Lead is notified by POE staff that a client qualifies for Permanent Supportive Housing. The CE County Lead documents the referral and the client is put on the approved spreadsheet (waitlist). Permanent Supportive Housing agencies report application status reports by phone/ bi-weekly to the CE County Lead and in person at monthly county Coordinated Entry meetings. The CE County Lead will track the waitlist from a client s initial notification to discharge. 8. The Admission Process Prioritized Permanent Supportive Housing program staff interview each client for vacancy. Permanent Supportive Housing program staff notify CE County Lead and POE staff that client qualifies for vacancy; if there are no current openings client will be added to the PSH waitlist. If client does not qualify for vacancy Permanent Supportive Housing program staff must have sufficient documentation supporting rejection of referral. Reason for denial must be noted on approved spreadsheet (waitlist); client is then contacted by other optional Permanent Supportive Housing program staff and prioritized if an opening is available.

291 9. Updating the Coordinated Entry System The CE County Lead updates the waitlist to reflect client s acceptance onto waitlist or vacancy. The CE County Lead notes reason for denial from any referral agency. 10. Finalizing the Process Admitting agency removes client from the waitlist and accepts them into their program.

292 WORKSHOP WEDNESDAY SERIES Our Partners in Ending Homelessness: Public Housing Authorities 10th May :00 Welcome and Introduction - Michelle Sandoz-Dennis, CARES, Inc. 9:05 9:15 Presentation Public Housing Authorities: An Introduction- Ryan Spinner, CARES, Inc. Panel Presentation Moderator - Michelle Sandoz-Dennis, CARES, Inc. Panelists Paul Feldman - Executive Director, Saratoga Springs Housing Authority Richard Homenick - Executive Director, Schenectady Municipal Housing Authority Bob Landry - Executive Director, Glens Falls Housing Authority Steve Longo - Executive Director, Albany Housing Authority 10:00 10:30 Questions from Audience Closing Remarks - Michelle Sandoz-Dennis, CARES, Inc. UPCOMING EVENTS WORKSHOP WEDNESDAY SERIES Homelessness: An Examination of the Moral Economy 21st June 2017