You can add as many Status Assessments as needed to account for each change in information. Status Assessments should be completed as of the day the client's information changes.

When to Conduct an Annual Assessment

Tip: Use the Annual Assessment Due Report to keep on top of upcoming Annual Assessment due dates.

For Individual Enrollments

Conduct an Annual Assessment within the 30 day window before or after the client's one year anniversary of their Program Start Date, if they are still active as of one year from their Start Date.

For example, if a client enters your project on January 1st, 2018 and they are still active as of January 1st, 2019, then you should complete and Annual Assessment no earlier than December 2nd, 2018 and no later than January 31st, 2019.

For Group/Family Enrollments

In accordance with the HUD Data Standards, Annual Assessments are based on the Head of Household's Project Anniversary Date. Annual Assessments for every member of the household are to be conducted within the 30 day window before or after the Head of Household's one year anniversary of their Program Start Date, if they are still active as of one year after their Start Date, regardless of the other household member's Program Start Date.

Please note, Annual Assessments are required by all CoC-Funded projects expect CES projects.

Accessing the Assessment Page

The Assessment page can be accessed in two ways.

Through the Programs Tab

Step 1: Search for the Clients' Record, and then go the the Programs tab

Step 2: Find the Project you would like to add an Assessment to, and Edit the Project Enrollment

Through the Profile Sidebar

Step 1: Search for the Client's Record

Step 2: Select the Project from the list of the Active Programs section located in the right sidebar of any page in the client profile

Adding an Assessment

There are also two ways in which you can add an assessment.

Through the Enrollment Sidebar (Recommended for Group Enrollments)

Step 1: Once in the program page, select the Add link next to the Status Assessment section and select the clients for which you want to conduct the status assessment on. This option allows for you to conduct multiple Status Assessments for all selected members in a sequence, without needing to open each client record separately.

Step 2: Select the type of Assessment you wish to add to the record.

Step 3: Select Save & Close (or Save & Next, if you are also doing the assessment for other family members) after you have completed the assessment.

Through the Assessments Tab

Step 1: Once in the program page, select the Assessment tab, however this option will require you to complete the assessment individually for each client in the household.

(Note: Some of the fields in the assessment may already be completed. Data carries over from either the enrollment screen or the most recent assessment.)

Receiving Notifications for Upcoming Annual Assessment Windows

When a Status Assessment is due in a client record, Clarity Human Services sends a reminder ("Assessment Due Warning") to notify the staff member assigned to the enrollment that the due date is approaching. How often a Status Assessment is due is determined by the program's designated Program Template.

Who Gets Annual Assessment Due Notifications?

Staff members receive Assessment Due Warnings when they are the designated Assigned Staff member for the program enrollment. You become assigned to an enrollment automatically when you create the enrollment. The assigned staff member can also be selected manually. You can see if you are the assigned staff member for an enrollment by going into an enrollment and viewing Assigned Staff or checking your Caseload tab.

What If I'm Not Receiving Annual Assessment Due Notifications?

First, ensure that you're the assigned staff member for the enrollment. The frequency of an enrollment's Assessment Due Warnings is established when the enrollment is first created. If a different staff member is later assigned to the enrollment, the staff member can update the setting at the enrollment level (see below for more information on updating an enrollment).

What If I Don't Want to Receive Notifications or Want to Receive Them on a Different Schedule?

You can change the Assessment Due Warning setting for your Caseload in your Account Settings, but this change will only impact enrollments you are assigned to after the change is made. Current client records will remain on the old notification schedule until the end of their enrollments. Alternatively, you can change the Assessment Due Warning setting at the enrollment level.

Changing the Notification Timing Setting for Your Entire Caseload

By default, all Clarity Human Services staff members have Assessment Due Warning set for two weeks before the assessment's due date. You can change this setting in your Account Settings.

Changing the Notification Timing Setting for a Single Enrollment

You can also change the Assessment Due Warnings at the enrollment-level.

The Assessment Due Warning is off for this enrollment. To change this setting, click the edit icon.

Select the desired warning time and save the change.

Note: if Assessment Due Warning is toggled off for the enrollment, this setting will override the Assessment Due Warning notification setting at the staff-member level.

**For more information on adjusting your caseload of assigned enrollments, please refer to the Reassigning Case Managers knowledge base article.**

Background

Within This Article

When to Conduct a Status Assessment