STJ CES 2024: Coordinated Entry Assessments and Events
The Coordinated Entry Assessment documents which assessments (Crisis Needs, Housing Needs) were completed at entry with the client and if it resulted in the client being placed on the Prioritization List. A CE Assessment is added when the STJ CoC CES Crisis Needs Assessment is completed with each HoH presenting at an Access Point and the Prioritization Status will always be "Not Placed on Prioritization List". A separate CE Assessment is added when the STJ CoC CES Housing Needs Assessment is completed with the HoH of homeless households only and the Prioritization Status will vary between clients as "Not Placed on Prioritization List" or "Placed on Prioritization List".
The Coordinated Entry Event is designed to capture key access and referral events, as well as the results of some of those events, that occur while a client is participating in CE from Project Start to Project Exit. This is intended to help communities understand their Coordinated Entry System in action and shed light on challenging areas that may result in undesirable outcomes. There are two categories (Access Events and Referral Events) and a CE Event is a single occurrence of either. Multiple events may happen on the same day or over time, and each must be added separately when they occur. Access Points and the List Holder are responsible for recording the designated CE Events (and corresponding CE Assessment when applicable) while the client is enrolled in their STJ CES project. In addition, events that require outcome information will also need to be updated accordingly when results are known.
This guide will cover Coordinated Entry Events (and associated Coordinated Entry Assessments) that are an established part of the STJ CE process. The CE Events listed below include all of the Access Event options available, while the Referral Event options are limited to what is relevant at this time.
Table of Contents
Coordinated Entry Event: Access Events
Referral to a Prevention Assistance project
Recorded by Access Points always.
The client was connected with a homelessness prevention assistance project for help with rent, utilities, etc.
Problem Solving/Diversion/Rapid Resolution intervention or service
Recorded by Access Points always.
The client participated in a diversion or rapid resolution problem–solving conversation to resolve their housing crisis.
- Result: Indicate if the client was housed/re-housed in a safe alternative as a result of this intervention or service.
Referral to a scheduled Coordinated Entry Crisis Needs Assessment
Recorded by Access Points always.
All clients assessed for CE participation complete the STJ CoC CES Crisis Needs Assessment to determine services needed to resolve their housing crisis.
Record a corresponding Coordinated Entry Assessment for the client. The Assessment Level will be "Crisis Needs Assessment" and the Prioritization Status will be "Not Placed on Prioritization List."
Referral to a scheduled Coordinated Entry Housing Needs Assessment
Recorded by the Access Point if client will not be referred for placement on the PL, and recorded by the List Holder for all clients that are referred.
The client completed the STJ CoC CES Housing Needs Assessment and was diverted from CE or was referred to the List Holder for review to be placed on the Prioritization List for housing opportunities through the Coordinated Entry process.
Clients who are category 1 or 4 homeless will complete the STJ CoC CES Crisis Needs Assessment and STJ CoC CES Housing Needs Assessment, so there will be two separate Coordinated Entry Assessments and two separate Coordinated Entry Events recorded for the HoH.
- The first Coordinated Entry Assessment will indicate that a "Crisis Needs Assessment" was completed and that the client was "Not Placed on Prioritization List" as a result of that assessment and the corresponding Coordinated Entry Event will document the "Referral to a scheduled Coordinated Entry Crisis Assessment".
- The second Coordinated Entry Assessment will indicate that a "Housing Needs Assessment" was completed and whether or not the client was placed on the PL as a result of that assessment and the corresponding Coordinated Entry Event will document the "Referral to a scheduled Coordinated Entry Housing Needs Assessment".
Access Points: Record the corresponding Coordinated Entry Assessment for clients not referred to the LH. The Assessment Level will be "Housing Needs Assessment" and the Prioritization Status will be "Not Placed on Prioritization List."
List Holder: Record the corresponding Coordinated Entry Assessment for clients with a Housing Related Coordinated Entry referral. The Assessment Level will be "Housing Needs Assessment" and the Prioritization Status needs to reflect "Not Placed on Prioritization List" or "Placed on Prioritization List" as determined for each client referred.
Coordinated Entry Event: Referral Events for Access Points
Referral to a Street Outreach project or services
The client, who was literally homeless and unsheltered, received a referral to a Street Outreach project for further assistance in connecting with emergency shelter, housing, or other critical services.
Referrals to ES or TH Bed Openings
The client was provided with information regarding how to access an emergency shelter or transitional housing bed.
Location of Crisis Housing or Permanent Housing Referral
Use the "Lookup" function to search for the specific project to which the client was referred. Enter the agency's name or acronym in the Search field to populate a list of their projects. Click on the green+ button to select the referred to project.
Result
This will not typically be known on the same date that the Referral Event is originally recorded. Leave these fields blank until the outcome is known. Don't forget to update the client's record once the result of the referral has been determined.
Referral Result:
- Successful referral: client accepted - the client accepted by the project and provided with services
- Unsuccessful referral: client rejected - the client was accepted by the project but chose not to receive services
- Unsuccessful referral: provider rejected - the client was not accepted by project and did not receive services
Date of Result
The date the outcome of the referral became known to the CE provider.
Coordinated Entry Event: Referral Events for the List Holder
Referral to a Housing Navigation project or services
The client received a referral to an SSO or other service only project or service for the purpose of receiving Housing Navigation services, or other local equivalent referral because a specific bed or unit in another project is not immediately available.
Referrals to RRH, PSH, Other PH Project, or Housing Stability Voucher
Referral Event assignment by Referral Type:
- PSH - “Referral to RRH project resource opening”
- RRH - “Referral to PSH project resource opening”
- EHV - “Referral to Emergency Housing Voucher”
- FYI - “Referral to a Housing Stability Voucher”
Location of Crisis Housing or Permanent Housing Referral
Use the "Lookup" function to search for the specific project to which the client was referred. Enter the agency's name or acronym in the Search field to populate a list of their projects. Click on the green+ button to select the referred to project.
Result
This will not typically be known on the same date that the Referral Event is originally recorded. Leave these fields blank until the outcome is known. Don't forget to update the client's record once the result of the referral has been determined.
Referral Result:
- Successful referral: client accepted - the client accepted by the project and provided with services
- Unsuccessful referral: client rejected - the client was accepted by the project but chose not to receive services
- Unsuccessful referral: provider rejected - the client was not accepted by project and did not receive services
Date of Result
The date the outcome of the referral became known to the CE provider.
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