Regional Assessor Training

Regional Assessor Training

Regional Assessor Training Hennepin, Ramsey, Suburban Metro Assessor Certification Contact your COC to sign up to be an assessor: Hennepin: [email protected] Ramsey: Heather Clemen, [email protected] SMAC: [email protected] Why are we here? Assessors Role What is your CE elevator speech? ROIs/Data Privacy

Tricky assessment questions Homeless Histories yowzers! What happens after the assessment? Assessors Role Conduct assessment and gather the information that will determine what kind of assistance a client will receive, or whether they will qualify for assistance in the first place.

Act as the face of Coordinated Entry for the client Assessors are responsible for making assessments as culturally responsive and trauma informed as possible. Answer questions In SMAC, post assessment check-ins Who do I assess? CoC Residency? Youth Single/Family Adult Single/Family

SMAC Not required MN Homeless HUD Homeless HUD LTH Ramsey Not required

MN Homeless HUD Homeless HUD LTH Hennepin Required PNMHH** or Emergency shelter DV

PNMHH or Emergency shelter DV Who do I assess? Families with minor children Can be assessed together, only 1 person needs to be on the PL Adult households Assess separately whoever is higher will be referred first

Family size should be listed as 2 on both assessments In the notes section, be sure to write who the other adult is Also note whether they are willing to live separately or not Pregnant single clients SMAC: Assess as single, but put in notes if they are planning to parent Ramsey: Assess as family

Hennepin: Assess as family Why cant my client get assessed? Availability of programs vs. number of people in need Hard conversations They are eligible for assessment. Now what? CE Elevator speech make it your own. All housing programs that serve people experiencing homelessness use the same assessment and pull from the same list in each region

The questions in the assessment help us identify which programs you will be eligible for Housing is not guaranteed nor immediate Encourage client to apply for public housing, other waitlists when they open Talk about other resources to self-resolve This should be a distant plan B Accessing Coordinated Entry www.safehomemn.org

Find all up-to-date access point info, forms, and resources Releases of Information - ROIs Client has agreed to complete assessment, now its time to get the ROIs HMIS Non-HMIS Domestic Violence Service Providers

Minors without parental consent Anyone else who doesnt want to share SMAC Case Consultation ROI Everyone!! Whats your ROI paraphrase? Assessment Trauma Informed Care

Assessors responsibility How do we make assessments more trauma-informed? Take breaks Skip questions come back to them or dont Assessment Common Questions Alternative Contact Information Very important!

Friends, family, hang-out spots, social workers, social media accounts, ANYTHING If we cant get a hold of them, they may be removed from the list TELL THEM Veteran Questions If they say Yes to ANY military service get them signed up for the MN Veteran Registry Vet Registry is housing people, on average, in 90 days much faster than we are! Veteran Registry

Contact Information: Paul Williams, Homeless Programs Coordinator Minnesota Department of Veterans Affairs Direct 651-201-8230 | Fax 651-797-1782 20 West 12th Street, 2nd Floor | St. Paul, MN 55155 Have veteran related questions? Call 1-888-LinkVet (1-888-546-5838) www.minnesotaveteran.org or www.mn.gov/mdva Assessment Sensitive questions HOW you ask is important Domestic Violence Criminal History

Be prepared with resources for a yes answer Explain that some housing providers complete background checks Disability Educate the client about all the different things that qualify as a disability Explain WHY they may want to disclose Disability HUD defines a disability as: an impairment of long-continued and indefinite duration, and substantially impedes the ability to live independently

A disabling condition is a diagnosable substance abuse disorder, serious mental illness, developmental disability, PTSD, cognitive impairments resulting from a brain injury, or

chronic physical illness or disability, including co-occurance of two or more of these conditions. Ability to live independently Is it hard for you to maintain housing or employment? Or, Is it hard to take care of your business? paying bills, buying groceries, going to the doctor, etc. Serious Mental Illness, SMI Psychotic disorders, Bi-Polar disorders or Obsessivecompulsive disorders, Major Depression, or other mood disorders, anxiety or personality disorders Limit a persons ability to live independently

Developmental disabilities are not considered SMI can be considered other disabilities if they limit ability to live independently A word about disabilities The presence of a disability does NOT mean the client automatically needs PSH Recognize clients strengths Housing History Often the most difficult part of the assessment

Be patient Know the definitions so you can get the information you need It is your responsibility to show which definition the client meets Homelessness Definitions HUD Homeless Chronic Homeless Definition MN Homeless

Long-Term Homeless Definition MESH does a full 2-hour training on these check it out if youre still confused after today! HUD Homelessness For assessment purposes Sleeping in a place not meant for human habitation Staying in emergency shelter, or hotel/motel paid for by government or charitable organization Exiting an institution (e.g. jail, hospital) where they resided for 90 days or fewer and were residing in emergency shelter or place not

meant for human habitation immediately before entering institution Fleeing/attempting to flee domestic violence HUD Chronic Homelessness An individual who: Is HUD Homeless; and Has been HUD homeless continuously for at least one year or on at least four separate occasions in the last 3 years where the combined occasions total a length of time of at least 12 months; and

Each period separating the occasions must include at least 7 nights of living in a situation other than a place not meant for human habitation or in an emergency shelter; and AND Has a disabling condition: substance use disorder, serious mental illness, developmental disability, post-traumatic stress disorder, cognitive impairments resulting from brain injury, or chronic physical illness or disability; HUD Chronic Homelessness, cont. An individual who has been in an institution (e.g. jail, treatment, hospital) for fewer than 90 days and meets the criteria in the first paragraph; or For a FAMILY to be considered Chronic, only one head of household needs to meet this definition HUD Chronic Homelessness

https://www.hudexchange.info/resources/documents/Flowchart-of-HUDs-D efinition-of-Chronic-Homelessness.pdf MN Homeless Definitions Homeless (Minnesota): All HUD definitions, PLUS doubled up. Doubled up/couch hopping: A household is doubled up with another household (and duration is less than one year) or couch hops as a temporary way to avoid living on the streets or an emergency shelter. MN Long-Term Homeless Households who are MN Homeless continuously for a year or more or at least four times in the past three years.

Minnesota's definition does not require that the person have a disabling condition. Four times do not need to add up to a year LTH Neutral Time Time spent in an institution (jail, treatment, hospital, etc.) IS counted as homeless for the first 90 days (like HUD) if the person was MN homeless before they went in. Time spent in an institution is NOT counted if the stay is 91 days or longer it is considered neutral. Counting months and episodes

7/15/18-7/31/18 Staying with friend in Dakota 4/1/18/7/15/18 Staying with Mom in Ramsey January 2018-March 2018 Matrix shelter in Dakota 11/2015-2/2017 Couch hopping with different people in Dakota 7/2015 11/2015 Renting in Apple Valley Trickiest Assessment Section How long was that episode? Within the past 6

nights, were they HUD homeless? Number of HUD homeless episodes Where did they sleep last night? Counting months and episodes Extent of Homelessness by MNs Definition: LTH Approx. Date of Most Recent Episode of Homelessness (MN): 11/1/2015 7/15/18-7/31/18 Staying with friend in Dakota 4/1/18/7/15/18 Staying with Mom in Ramsey

January 2018-March 2018 Matrix shelter in Dakota 11/2015-2/2017 Couch hopping with different people in 7/2015 11/2015 Renting in Apple Valley Total number of months MN Homeless: Residence Prior to Project Entry: Staying with friend Length of stay in previous place: 16 days Dakota Approximate Date of Most Recent Episode of Homelessness (HUD): NOT

CURRENTLY HUD HOMELESS Number of times client has been on the streets or in ES in the past 3 years: 1 Total number of months homeless on the street or in ES in the past 3 years: 3 Practice time! Work with a partner or two to add up the months of MN and HUD homelessness on the scenarios provided Exercise: Scenario 1 7/15/18-7/31/18 Couch-hopping in Dakota

4/1/18/7/15/18 Couch hopping with Mom in Ramsey January 2018-March 2018 Matrix shelter in Dakota October 2017-December 2017 Jail in Dakota County August 2017 October 2017 Couch-hopping in Dakota Co. April 2017-July 2017 Higher Ground Shelter Mpls 2/1/17-4/1/17 Treatment

January 2017-2/1/17 Higher Ground Shelter Mpls 11/2015-Dec. 31st 2016 - Couch hopping with different people in Dakota 7/2015 11/2015 Renting in Apple Valley Exercise: Scenario 1 Extent of Homelessness by MNs Definition: LTH Approx. Date of Most Recent Episode of Homelessness (MN): 11/1/2015 Total number of months MN Homeless: 33 or 30

7/15/18-7/31/18 Couch-hopping in Dakota 4/1/18/7/15/18 Couch hopping with Mom in Ramsey January 2018-March 2018 Matrix shelter in Dakota Staying with friends October 2017-December 2017 Jail in Dakota County Length of stay in previous place: August 2017 October 2017 Couch-hopping in Dakota Co.

16 days April 2017-July 2017 Higher Ground Shelter Mpls 2/1/17-4/1/17 Treatment Approximate Date of Most Recent Episode of Homelessness (HUD): January 2017-2/1/17 Higher Ground Shelter Mpls 11/2015-Dec. 31st 2016 - Couch hopping with different people in Dakota

7/2015 11/2015 Renting in Apple Valley Residence Prior to Project Entry: NOT CURRENTLY HUD HOMELESS Number of times client has been on the streets or in ES in the past 3 years: 2 Total number of months homeless on the street or in ES in the past 3 years: 10 Scenario 2 7/15/18-7/31/18 Couch-hopping in Dakota 4/1/18/7/15/18 Couch hopping with Mom in Ramsey

January 2018-March 2018 Matrix shelter in Dakota October 2017-December 2017 Jail in Dakota County August 2017 October 2017 Couch-hopping in Dakota Co. April 2017-July 2017 Higher Ground Shelter Mpls 2/1/17-4/1/17 Treatment

January 2017-2/1/17 Higher Ground Shelter Mpls 11/2015-Dec. 31st 2016 Staying with sister 7/2015 11/2015 Renting in Apple Valley Scenario 2 Extent of Homelessness by MNs Definition: LTH Approx. Date of Most Recent Episode of Homelessness (MN): 1/1/2017 7/15/18-7/31/18 Staying with a friend in Dakota

4/1/18/7/15/18 Couch hopping with Mom in Ramsey January 2018-March 2018 Matrix shelter in Dakota October 2017-December 2017 Jail in Dakota County August 2017 October 2017 Couch-hopping in Dakota Co. April 2017-July 2017 Higher Ground Shelter Mpls 2/1/17-4/1/17 Treatment

January 2017-2/1/17 Higher Ground Shelter Mpls 11/2015-Dec. 31 2016 Staying with sister 7/2015 11/2015 Renting in Apple Valley st Total number of months MN Homeless: 29 Residence Prior to Project Entry: Staying with a friend Length of stay in previous place: 16 days

Approximate Date of Most Recent Episode of Homelessness (HUD): NOT CURRENTLY HUD HOMELESS Number of times client has been on the streets or in ES in the past 3 years: 2 Total number of months homeless on the street or in ES in the past 3 years: 10 Scenario 3 7/15/18-11/15/18 In car in Dakota 4/1/18/7/15/18 Couch hopping with Mom in Ramsey

January 2018-March 2018 Matrix shelter in Dakota October 2017-December 2017 Jail in Dakota County August 2017 October 2017 Couch-hopping in Dakota Co. April 2017-July 2017 Higher Ground Shelter Mpls 2/1/17-4/1/17 Treatment January 2017-2/1/17 Higher Ground Shelter Mpls

11/2016-Dec. 31st 2016 Living at Lincoln Place, Dakota Co. kicked out 11/2015-11/2016 Going between car and moms staying 1 or 2 nights per week in car 7/2015 11/2015 Renting in Apple Valley Extent of Homelessness by MNs Definition: LTH Scenario 3 Approx. Date of Most Recent Episode of Homelessness (MN): 1/1/2017 Total number of months MN

Homeless: 29 7/15/18-11/15/18 In car in Dakota 4/1/18/7/15/18 Couch hopping with Mom in Ramsey 1/1/18-3/1/18 Matrix shelter in Dakota 10/2/2017 12/31/2017 - Jail in Dakota County 8/1/1710/1/17 In car in Dakota Co.

4/2/17-7/31/17 Higher Ground Shelter Mpls 2/1/17-4/1/17 Treatment 1/1/17-1/31/17 Higher Ground Shelter Mpls 11/15/16-12/31/17 Living at Lincoln Place, Dakota Co. kicked out 11/2015-11/14/16 Going between car and moms staying 1 or 2 nights per week in car Total number of months 7/2015 11/2015 Renting in Apple Valley

Residence Prior to Project Entry: Staying with a friend Length of stay in previous place: 16 days Approximate Date of Most Recent Episode of Homelessness (HUD): 7/15/18 Number of times client has been on the streets or in ES in the past 3 years: 4 homeless on the street or in ES in the past 3 years: 26 My client doesnt know exact dates Acknowledge this is difficult for lots of folks, and it can be re-traumatizing.

Ultimately, we need to make a case for one of the definitions, so its our job to be sure we get enough information to get the client a referral. Strategies: Have the client write it down outside of assessment time Ask about seasons, holidays to narrow down periods of time When clients say I was couch-hopping or outside for 2 years, ask if they can estimate percentages of time, total number of months spent outside, how many days they would couch-hop in between.

Sports, current events. Looking at cell phone text history if they were couch hopping Others? Break time! CoC and County preferences My client wants to live in another CoC Needs to go through the process to get on separate priority list My client is in one SMAC county, but wants to live in another one

Same priority list, just explain clients connection to that county in the notes Housing Preferences Housing Support (GRH) Most LTH singles will be served with this program Largest funding source in MN Kind of weird NOT 30% of income

Shared Housing Have own bedroom, but share kitchen, living room, bathroom Sober Housing Additional Notes Section Anything that was missed, or special circumstances Note other member of couple here VI-SPDAT Vulnerability Index Service Prioritization Decision Assistance Tool

Gives a score to determine relative vulnerability compared to others Cannot coach, re-word, or rearrange questions Not as important as it once was dont worry about it too much Does determine which list someone is on make sure you are using the correct one! (Singles, families, youth) VI-SPDAT Three different versions Singles

Families Youth (TAY Transition-aged Youth 16-24) also single VI-SPDAT Training videos http://vimeo.com/86520820 Single https://vimeo.com/126548635 Family VI-SPDAT MN Script The Tribal Collaborative, MESH and members of COCs across the state worked to change the VI-SPDAT script to reflect a more

culturally responsive approach to these questions. COCs are required to use these new scripts NOT in HMIS keep paper form on hand VI-SPDAT VI-SPDAT: Scoring SMAC doesnt use the VI-SPDAT the same way Single PSH list: Score of 8+ AND LTH or Chronic

Single RRH list: Score of 4-7 or 8+ and NOT LTH or Chronic Families: All families with minor children are on the same list OK, the assessment is over. Now what? Mainstream Services Rapid Re-Housing or Transitional Housing: Time limited housing, timing varies by program

Permanent Supportive Housing: Non time-limited. Clients can keep it as long as they are eligible Add to Priority List Now you need to add the client to the priority list. HMIS Non-shared list Get to know your data entry person! How to end your meeting How you end the meeting with your client will prepare them for what to do next. Here are some closing conversation pointers to include in your wrap up.

What type of housing theyre waiting for Documentation Shelter and other resources Describe the importance of keeping you updated on their information Explain the importance of continuing to work on additional housing solutions

Thank your client Acknowledge the difficulty of this process Having difficult conversations If they score a 3 or lower, they are not eligible for Coordinated Entry and you need to tell them. Even if someone scores for housing, they may still have a long wait. A way to make this easier Build up your housing alternatives to Coordinated Entry so you can help collaborate on next steps your client can work on

How do you break this news? Focus on strengths Practice! CE Elevator Speech Practice ROI explanation Giving assessment results

Giving other resources Getting document-ready After the assessment is complete, one of the most helpful things an assessor can do is help the client obtain documentation. Types of documentation that make the transition to housing efficient State ID Birth Certificate(s) Social Security Cards

Verifications (disability, homelessness) Documentation tips Request documents from your countys financial assistance or human services office If the client has had a case open with the county they will likely have some documentation on file Upload documents to HMIS (best option but only use when HIPPA compliant) Store in your organizations database (make a note in HMIS) Upload documents in HMIS!

Scroll down Updates Be sure to update after the assessment is completed! Housing providers like to see GREEN information in HMIS then they know its more likely theyll be able to find their person Write down updates for your data entry person to put in Update housing history, Assessing Chronic Homelessness section, and contact info

Required in SMAC! Clients can also do their own updates on the SMAC website: http://smacmn.org/help/ PSH Prioritization Referral process Housing programs submit their openings to Priority List Manager List is further sorted/filtered based on eligibility criteria of specific openings Housing is not guaranteed nor immediate

Where am I on the list? No easy answer Changes daily Depends on project openings, eligibility, etc. Tell client the best thing they can do is keep you updated on their situation, and continue looking for other solutions Who is my Priority List Manager?

SMAC: Single and Family: Salvation Army [email protected] Youth: LSS Streetworks - [email protected] Ramsey: Single: Ramsey County - [email protected] Family: Catholic Charities [email protected] Youth: LSS Streetworks [email protected]

Hennepin: Single, family, and youth: Hennepin County - [email protected] Am I an assessor now? Nope! Contact your COC to sign up to be an assessor: Hennepin: [email protected] Ramsey: Heather Clemens, [email protected] SMAC: [email protected] Evaluations! Please fill out an evaluation before you leave to help us improve! HMIS Data Entry https://hmismn.org/coordinated-entry/

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