SVHC Coordinated Entry System

As defined by the U.S. Department of Housing and Urban Development (HUD), the Coordinated Entry System (CES) is a centralized, community-wide process designed to identify, engage, and assist households experiencing, or at risk of experiencing, homelessness; coordinate the intake, assessment and referral for services that meet the level of assistance that is most appropriate to resolving their housing crisis; and prioritize the households with the most severe service needs for assistance in a timely manner.

The SVHC operates a multisite centralized access CES. The CoC has designated Access Points that connect households experiencing a housing crisis to the CES. Households are then connected to Assessment Points where a standard questionnaire is taken to determine the households strengths and service needs.

The SVHC incorporates a case conferencing meeting into the CES. The case conferencing committee assists with connecting households to the most appropriate housing solution, as well as any other supportive services.
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​SVHC Coordinated Entry System Resources

SVHC Coordinated Entry Standards

SVHC CE Participation Agreement

​Service Coordination Committee Resource Guide

CoC Service Determination Chart

SVHC HMIS Referral Outcomes Chart

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Coordinated Entry Forms
                                                      

As of April 1, 2025, the SVHC CoC has transitioned to utilizing local tools to assess households experiencing or at risk of homelessness. Providers are to utilize the appropriate assessment tools based on the household's homeless status. The All in One forms below contain all the required documents to for providers to submit a household for Coordinated Entry and presentation at SCC. Please complete the appropriate forms to avoid delays in service delivery. 
​(Check out the HMIS Portal for Project specific intake forms)​

Housing Matching Assessment tool (HMAT) Information

This tool was created for the service providers within the Coordinated Entry Systems of the Greater Virginia Peninsula Homelessness Consortium (GVPHC) and Southeastern Virginia Homeless Coalition (SVHC). The HMAT was developed to identify a household's history of homelessness, strengths, and needs in order to help suggest practical solutions to resolve their housing crisis. The tool should be implemented on those who meet the HUD Category 1 definition of literal homelessness.  

*UPDATED* HMAT All in one - printable version

The Housing Matching Assessment Tool will be used to assess HUD Category 1 Literal Homeless Households who meet the criteria below:

• Single Adults (Any adults over the age of 18 with the cognitive ability to discuss their housing crisis)
• Youth Adults (Any single adults between the ages of 18 – 24)
• Family Household (Any household with adults over the age of 18 with minor children between the ages of 0 – 17)

*UPDATED* HMAT All in one - Fillable version

The Housing Matching Assessment Tool will be used to assess HUD Category 1 Literal Homeless Households who meet the criteria below:

• Single Adults - (Any adults over the age of 18 with the cognitive ability to discuss their housing crisis)
• Youth Adults - (Any single adults between the ages of 18 – 24)
• Family Household - (Any household with adults over the age of 18 with minor children between the ages of 0–17)

HMAT ComPanion guide and training

The HMAT Companion Guide is a resource created to give providers further insights on how to execute the tool. 

Housing Matching Assessment Tool Companion Guide- *Coming Soon*
Housing Matching Assessment Tool Recorded Training Session 

can the forms be separated into individual files? I only need one document. ​

Please find the forms below. 

Universal Data Elements (UDEs) 
Universal Data Elements Form - Fillable

SCC Consent to Exchange Information
​Consent to Exchange Information - Printable
Consent to Exchange Information - Fillable 

HMIS Consent Form
​HMIS Release of Information - Fillable

Prevention Tool
​CoC Prevention Tool - Printable
Coc Prevention Tool - Fillable

CoC prevention tool Information

If a household is identified who meets the HUD Category 2 At Imminent Risk definition, they may be eligible for prevention services. These households should be screened and assessed utilizing the CoC Prevention Tool. The information obtained should be entered into HMIS to ensure that the household is captured on the By-Name-List (list of all active households) to be prioritized and screened for eligibility into prevention programs who have available vacancies. Households are referred to prevention programs directly from the BNL, these households are not placed on the agenda for case conferencing at SCC. 

Please note, that prevention funding is limited. The Coordinated Entry Process does not guarantee program placement. ​

CoC Prevention Tool - Fillable

Prevention Tool Form- Printable

*Households must meet the HUD Category 2 At Imminent Risk definition.  

Questions?

Below are common questions CE Participating Agencies ask regarding the CE Process. Please review the below information and reach out to your CoC Manager with an additional questions. ​

I want to learn about svhc's coordinated entry policies and procedures. 

Please review SVHC's Coordinated Entry Written Standards. ​

What is the off week referral process?

Housing Providers who have program vacancies that they would like to fill outside of a scheduled SCC meeting can contact the CoC Manager to request an off week referral. Referrals will be sent from the appropriate Prioritization list in order of CoC priority. 

​SCC Off Week Referral Process ​

What programs are available to refer my client to in this coc?

Please review the SCC Resource Guide's Program Chart. Please note that this document is currently being updated. ​

Service Coordination Committee Resource Guide

What are the definitions of homelessness as defined by HUD?

HUD Definitions of Homelessness 

What coC should i present this client in?

​CoC Service Determination Chart

What enrollment coc code should i Choose?

Please select the CoC that corresponds with the households City of Origin and where they will be receiving services. 
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• Southeastern Virginia Homeless Coalition (VA-501) - Cities of Norfolk, Chesapeake, Suffolk, & Franklin & Counties of Southampton & Isle of Wight
• Greater Virginia Peninsula Homelessness Consortium (VA-505) - Hampton, Newport News, Poquoson, & Williamsburg, James City County, & York County
• BEACH Community Partnership (VA-503) – City of Virginia Beach
• Portsmouth Homeless Action Consortium (VA-507) – City of Portsmouth
  
  

I want to learn more about the service coordination committee processes. 

​Please review the SCC Resource Guide's Program Chart. Please note that this document is currently being updated. ​

Service Coordination Committee Resource Guide

When is my client going to be referred to a housing program?

The CoC does not operate a 'first come first serve' waitlist. Referrals to housing programs are sent in order of the CoC's priority populations. The Coordinated Entry Process does not guarantee housing program placement. 
Currently, referrals to housing programs in the CoC are prioritized within the following order and tiers: 

• Chronic Veteran Households
• Veteran Households
• Chronic Households
• Literal Households

What is chronic homelessness?

Please click the following link to learn about Chronic Homelessness. 

Please see the Chronic Homelessness At A Glance Document for an additional resource. 

Program Descriptions

• Homelessness Prevention
• Emergency Shelter
• Transitional Housing
• Rapid Rehousing
• Permanent Supportive Housing

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A program funded to assist households that are at Imminent Risk of becoming homeless. Households are screened by Access Points for consideration when Homeless Prevention Program vacancies arise. Prevention program screening does not guarantee assistance.

Eligibility:

• Households facing eviction within the next 14 days,
• Households asked to leave a family or friends house within 14 days,
• Households being discharged from a hospital or jail,
• Households living in hotel/motel that can no longer pay the nightly rate,
• Households residing in condemned housing.

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A program funded to provide safe overnight accommodations for persons experiencing a housing crisis. Persons or families sleeping outside, in a vehicle, or other places unsuitable for living will be considered for shelter placement before those at risk of becoming homeless. Households are screened by Access Points for consideration when shelter vacancies arise. Shelter screening does not guarantee placement.

​Persons fleeing domestic violence that are in imminent danger may be placed into special survivor shelter programs. If you are fleeing domestic violence please call one of the numbers below to be screened for shelter placement. Shelter screening does not guarantee placement.

A program funded to provide supportive services with temporary accommodation to bridge the household from homelessness to permanent housing.

Eligibility:

• Persons that are literally homeless (sleeping in emergency shelters or outside) are eligible for this assistance. Anyone can enter program regardless of current income, gaining income during program tenure is necessary for successful graduation from Transitional Housing.

A program funded to provide short-term rental assistance and additional services. 
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Eligibility: 

• Persons that are literally homeless (sleeping in emergency shelters or outside) are eligible for this assistance.

​A program funded to provide extra supportive services with affordable housing assistance for persons or families with disabling conditions and long homeless histories.

Eligibility:

• Persons that are literally homeless (sleeping in emergency shelters or outside) are eligible for this assistance.
• Documented Disability 
• Length of Time Homeless is greater than or equal to one year (12 months).
  • This can be one consecutive year OR 12 months of homelessness over a 3 year period broken into at least 4 episodes of homelessness.