Coordinated Entry Assessment and Report Documents

Note: You can download each document individually as you go or the complete documentation in one download at the bottom of the page.

CE Reporting Documents

Document Type Date Posted

Clients Need VI-SPDAT Report Instructions

pdf September 17, 2018

This provides the instructions for running the Clients Need VI-SPDAT report in ART. Users must have an ART (Advanced Reporting Tool) Viewer license to run the report.

Sending Agency Report Instructions

pdf September 17, 2018

These are the instructions for finding and using the Sending Agency Report which is a scheduled report that will show up in a user's ART Inbox. Users must have an ART Viewer license to run these reports.

Shelter Stays Report Instructions

pdf September 17, 2018

This document provides instruction on how to run the Single Client Enrollment and Services History report. This report can be used to show shelter stays when documenting homelessness. Users must have an ART (Advanced Reporting Tool) Viewer license to run the report.

Uploading and Unlocking Entry Point Document Instructions

pdf September 17, 2018

This document provides instructions for uploading Entry Point documents, including naming conventions. Instruction on unlocking the documents to the Entry Point team is also included.

Phased Assessment Documents

Document Type Date Posted

Entry Point Assessment Progress Tracker

pdf September 17, 2018

This provides an overview of the Coordinated Entry process for a client and includes a checklist that can be used to track a client through each stage of Coordinated Entry.

Part 1: Safety Screening

pdf September 17, 2018

This assessment has a built in script to assess a client's safety in their current situation, whether the client feels their immediate priority is safety or housing/shelter. Resources for referrals are also included.

Step 2: HMIS Client Consent Form and SubCook Initial Intake Assessment

pdf October 1, 2018

These are the same forms found elsewhere on suburbancook.org, specifically on our HMIS page.

3. Child and Family Needs Assessment

pdf September 17, 2018

For households where minor children are present, this assessment includes specific questions about pregnant or parenting clients and their children.

Part 4: Housing Interest and Vulnerability Assessment

pdf September 17, 2018

To be completed to initially determine interest in housing. If interested, proceed with CE VI-SPDAT Consent, appropriate VI-SPDAT, and the rest of the Vulnerability Assessment. This assessment includes estimated VI-SPDAT score considerations (higher or lower), Domestic Violence Prioritization Indicator score, as well as noteworthy factors impacting a client’s severity of service needs. Note both staff and supervisor signatures are required.

Part 4: Entry Point Assessment and VI-SPDAT Consent

pdf October 1, 2018

Note the VI-SPDAT Consent now also includes acknowledgement of the Inclusion Policy

TAY VI-SPDAT v1.0

pdf October 3, 2018

This is the VI-SPDAT Assessment for Transitional Aged Youth

VI-SPDAT for Families v2.0

pdf October 3, 2018

This is the VI-SPDAT for Families versin 2.0

VI-SPDAT for Singles v2.0

pdf October 3, 2018

This is the VI-SPDAT assessment for individuals adults v2.0

Part 5: Eligibility Verifications

pdf September 17, 2018

This walks Case Managers through verifying a client's eligibility and includes the Chronic Homelessness Documentation checklists and Verification for documenting Disability, Veteran Status, Income and a Client's Identity as well as key contact information for the client and staff.

Part 6: Housing Preference, History and Other Considerations

pdf September 17, 2018

This assesses a client or household's housing needs including where a client prefers to live (by North, West and South regions), type of housing the client will need and barriers to housing specific to the client or household.

Part 7: Housing Stabilization Plan

pdf September 17, 2018

This document is where Housing Case Managers can record emergency contact information and a supportive services assessment looking at a client's health, employment, income and other open ended questions for clients about relationships, etc..

CE Eligibility Verification Forms

Document Type Date Posted

Chronic Homeless Verification Tracking Sheet

pdf September 17, 2018

Use this form to track each month of individual’s living situation. A minimum of 12 months of homelessness is required to verify length of time for chronicity.

Disability Verification

pdf September 17, 2018

Use this form to document an individual’s disability. This form should be completed by a licensed clinician.

Third Party Certification

docx September 17, 2018

Use this form to gather documentation of homelessness from third parties (i.e., agency outreach, community representatives, family members). The letter should be printed on letterhead of the organization completing the form (social service agency, police department, church) whenever possible. Note: the first two lines are examples and can be removed prior to completing the form.

Self-Certification of Homelessness

docx September 17, 2018

To be completed when third party verification cannot be obtained. There may be additional project restrictions if more than 3 months of homelessness is self-certified. Record of Due Diligence must also be completed when self-certifying.

Record of Due Diligence

docx September 17, 2018

To be completed for individuals self-certifying homelessness. The Record of Due Diligence should record the efforts made by direct service provider staff to obtain third party verification of homelessness. Examples do not have to be included.

CE Phased Assessment Complete Documentation

zip October 3, 2018

This is a zipped file of 20 documents including all 15 Coordinated Entry Documents, The three VI-SPDATS, the SubCook Initial Intake Assessment and the HMIS Client Consent Form.

Zip File SHA-256 Checksum: C46D2B6EC5F08478CDE4481072F80193057E1823ED28B908F3D4D7476286AAD8