What is a Coordinated Entry System?

A Coordinated Entry System is a network of service providers that help individuals, families with children, couples, & households with finding employment or other services to secure and sustain housing.

​The providers in the network must follow a standard, fair, and equal Coordinated Entry Process to connect all households to available services in the region.

What is HMIS? 

​​A Homeless Management Information System (HMIS) is a database used to collect client-level data on the provision of housing and services to individuals and families experiencing and at risk of homelessness. 
​​Aggregate and specific data from the HMIS are used by local, state, and federal policymakers to inform decisions around homeless service provision.
 
The Greater Virginia Peninsula Homeless Consortium (GVPHC), the Southeastern Virginia Homeless Coalition (SVHC), the city of Virginia Beach Continuum of Care (CoC), the city of Portsmouth CoC, and the Central Virginia CoC have merged their HMIS databases, creating the Hampton Roads HMIS. HMIS is the repository for client level data. HMIS data can be reported for individual agencies; across an entire CoC; or for specific project types, such as Coordinated Entry, Emergency Shelter, Transitional Housing, or Permanent Housing programs. HMIS data help identify gaps in services and offer a better understanding of the needs of the service population. Participation is required for federally and state funded homeless service providers; other providers voluntarily participate. 

How is data collected and how is it used?

Data is collected by service provider agencies for the reasons that are discussed in their respective Privacy Practices. Some personal information is collected as it is required by law or by organizations that provide money to operate the program(s). Other personal information is collected to improve services for homeless persons, and to better understand the needs of homeless persons.
Generally, data is used to provide services and for administrative operations.

What is a Release of Information 

Data is shared within the Hampton Roads HMIS upon verbal or written consent from a client (or parent/legal guardian for clients under the age of 18). The nature of the specific data that is shared may differ for each provider. 

Homeless Definitions 

HUD utilizes the following four definitions of homelessness: 
(1) Literally Homeless: Individuals or families who lack a fixed, regular, and adequate nighttime residence meaning individuals or families who are:
• Staying in a place not meant for human habitation
• Living in a privately or publicly operated shelter designed to provide temporary living arrangements or
• Exiting an institution where they have resided for 90 days or less and who resided in an emergency shelter or place not meant for human habitation immediately before entering that institution. 
(2) Imminent Risk of Homelessness: Individual or family who will lose their primary nighttime residence, provided that:
• Residence will be lost within 14 days of the date of application for homeless assistance;
• No subsequent residence has been identified; and
• The individual or family lacks the resources or support networks needed to obtain other permanent housing. 
(3) Homeless under other Federal Statues: Unaccompanied youth under the age of 25, or families with children and youth who:
• Have not had a lease or permanent housing within 60 days prior to application for homeless assistance 
• Have experienced persistent housing instability and 
• Can be expected to continue in such status for an extended period due to special needs or barriers. 
(4) Fleeing/Attempting to Flee Domestic Violence: Any individual or family who is fleeing, or is attempting to flee, domestic violence and has no other residence and lack the resources or support networks needed to obtain other permanent housing. 

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GRIEVANCE POLICIES AND PROCEDURES

what is a grievance?

You have a right to express any complaint you may have with either the program staff or activities where you are being served AND/OR with the Continuum of Care processes through a formal grievance procedure. 

Housing Program Grievances are those related to a program participant’s experience(s) with a specific homeless housing program, its staff and/or an eligibility decision. 

Continuum of Care Grievances are those related to Coordinated Entry policies and/or procedures. 

Where do i submit my grievance?

Please see below to ensure you are directing your grievance to the appropriate point of contact.

Housing Program Grievances- For example, if you are staying at a shelter and disagree with an activity or staff member at the shelter, you would follow the
grievance procedure provided to you by that agency. Additionally, if you are told by an agency you are not eligible for their program, you would follow their grievance policy if you disagree with that decision. Please contact the agency directly and follow their established Grievance Policy and Procedures. 

Continuum of Care Grievances - Common examples would include an outreach worker or hotline staff member refusing to refer you to services when requested, failure of a provider to assess you for housing assistance, or declining to serve you because you lack income. Continuum of Care grievances must be submitted in writing. Please direct your grievance to the appropriate Continuum of Care in accordance to their policies and procedures. 
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SVHC Continuum of Care (Norfolk, chesapeake, Suffolk, Franklin, isle of wight County & southampton county) Grievance form

Grievance Policy
SVHC Participant Grievance Form - Fillable

GVPHC Continuum of Care (Hampton, Newport News, Poquoson, Williamsburg, james City county, & york county) Grievance Form