GVPHC Coordinated Entry System 

What is Coordinated Entry?
The U.S. Department of Housing and Urban Development (HUD) defines the coordinated entry process as an approach to coordination and management of a crisis response system's resources that allows users to make consistent decisions from available information to efficiently and effectively connect people to interventions that will rapidly end their homelessness.

The GVPHC operates a multisite centralized access Coordinated Entry System (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 GVPHC 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.

Coordinated Entry Data Collection Forms  

The All in One forms below contain all the required documents to for providers to submit a household for Coordinated Entry and presentation at SCAAN. Please complete the appropriate forms according to household composition to avoid delays in service delivery. 
(Check out the HMIS Portal for project specific intake forms)​
HUD CaT 2 - Imminent Risk of Homeless Households 
HUD CAT 1 Literal SIngles (Single Adults or Adult Only Households) 
HUD Cat 1 Literal Families (Households with Minior Child under the age of 18) 
CAN The Forms be separated Into Individuals files? I only need one Document. 
Coordinated Entry System Frequently Asked 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 gvphc'S cOORDINATED ENTRY POLICIES AND PROCEDURES 
Please review GVPHC'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.

Please review the ​GVPHC Off - Week and Scheduled SCAAN Procedures above. 
What programs are available to refer my client to in this coc? 
Please review the SCAAN Resource Guidelines Continuum or Care Program Chart. Please note that this document is currently being updated. 

 Service Coordination And Assessment Network Resources Guide
​
What are the definitions of homelessness as defined by hud? 
What coc should i present this client in? 
what is the prevention process? 
If you have a client 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.

Households are referred to prevention programs directly from the BNL, these households are not placed on the agenda for case conferencing at SCAAN. 
​
Please note, that prevention funding is limited. The Coordinated Entry Process does not guarantee program placement. ​
i want to learn more about the service coordinated committee processes 
​Please review the SCAAN Resource Guideline Please note that this document is currently being updated. ​

​Service Coordination And Assessment Network Resources 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 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. ​
What is a disabling condition? 
​For a household to meet program eligibility criteria for a majority of the CoC's Permanent Supportive Housing programs. Documentation of a household disabling condition will be requested upon intake into the program. For more information on documenting a client's disability. Please see the CoC At a Glance: HUD Disability Definition. 

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.
​
​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. 
​
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.
Housing Crisis Hotline: 757-587-4202; Toll Free: 866-750-4431
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