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Background
A household experiencing homelessness is enrolled into the Coordinated Entry System (CES) to be linked to housing services. In very rare cases, a household may be served by both the Individual and Family Coordinated Entry System. This occurs when the household's composition has changed or is expected to change. Events that can results in a change in household composition may include but are not limited to clients that become pregnant, a single adult merges households with another adult with a child, or children are permanently removed from the household.
Process
If a household's composition changes while they are enrolled in a CES project, review the following scenarios to understand how the household's enrollment should be managed in HMIS. If an Access Point (AP) believes a household should have more than one active enrollment in CES at the same time, they should contact the CES Administrators for approval prior to enrolling. A household should never have two active enrollments in the same CES projects at the same time unless one enrollment is temporarily re-opened to correct data (ie. two active enrollments in Individual CES project).
Individual CES Administrator: Friendship Shelter
Family CES Administrator: Family Solutions Collaborative
Veteran Registry Administrator: County of Orange, [email protected]
Transitional Aged Youth Administrator: County of Orange, [email protected]
Scenario 1: The household is active in the CES project, has a change in household composition, and has not been matched to a housing project.
- If the household has not been matched to a housing project, the Access Point should exit the CES enrollment.
- If the household is on the Community Queue (CQ), the Access Point will remove the household from the CQ and select Reassessed as the Reason for Removal.
- After exiting, the Access Point will enroll the household into the new CES project, reassess, and add the household to the CQ or connect the household to an appropriate sub-population specific Access Point if necessary. Inform the CES Administrators if assistance is needed with connecting the household to an appropriate Access Point.
Scenario 2: The household is active in the CES project, has a change in the household composition, and has been matched to a housing opportunity.
- If the household is accepted into the housing project, the household will remain enrolled in the CES project and exited by the Housing Provider once the household is placed into a housing unit.
- If the household is seeking Bed Reservation assistance while they wait for their permanent housing placement, the Access Point will follow the steps below:
- The Access Point will notify the CES Administrator that household is being enrolled in two CES projects at the same time.
- The Access Point will add a note in the original referral to indicate the household will be seeking shelter under a separate CES.
- Enroll the household into the appropriate CES and complete the Bed Reservation Assessment.
- If the household is seeking Bed Reservation assistance while they wait for their permanent housing placement, the Access Point will follow the steps below:
Scenario 3: The household is active in the CES project, has a change in household composition, and has been matched to a housing opportunity.
- If the household is denied the housing opportunity, the household will be exited from the CES project and removed from the Community Queue by the Access Point. After exiting, the Access Point will enroll the household into the new CES project, reassess, and add the household to the CQ.
Review the Managing Household Composition Changes in the Coordinated Entry System flowchart to see the same information in this article shared in a visual format.
