Homeless Verification Workshop
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The document provides guidance on recordkeeping requirements for documenting chronic homelessness. It defines chronic homelessness and its three qualifying conditions. It details acceptable documentation types in order of priority, including HMIS records, third party verification, and self-declaration. Third party verification forms are outlined that require indicating verification type, dates of homelessness, location, prior residence, and verifying party information. The document also allows for maintaining chronic homeless status if bridging to different housing while actively housing searching, according to HUD guidance.
Homeless Verification Workshop
- 1. HOMELESS VERIFICATION WORKSHOP RECORDKEEPING REQUIREMENTS Jennifer O’Reilly-Jones & Anna Jacobsen City of Pasadena
- 3. WHO CAN BE CONSIDERED CHRONICALLY HOMELESS? 01 An individual 02 An individual residing in an institution for <90 03 A family
- 4. IF… THE INDIVIDUAL OR HEAD OF HOUSEHOLD MEETS ALL 3 CONDITIONS OF CHRONIC HOMELESSNESS
- 5. HOMELES S EMERGENCY SHELTER Emergency shelters Hotel or motel vouchers TH not for PSH 01 CURRENTLY CONDITION OF CHRONIC HOMELESSNESS INSTITUTIONAL CARE FACILITY Jail Substance abuse facility Mental health treatment facility Hospital <90 Days PLACE NOT MEANT FOR Car Abandoned building Bus/train station Camping ground NOT: Substandard housing Overcrowded housing HUMAN HABITATION
- 6. 02 CONDITION OF CHRONIC HOMELESSNESS *A single encounter with a homeless service provider on a single day within 1 month that is documented through third-party documentation is sufficient to consider an individual or family as homeless for the entire month unless there is any evidence that the household has had a break in homeless status during that month (e.g. evidence in HMIS of a stay in transitional housing). CONTINUOUS HOMELESSNESS For at least 12 months CUMULATIVE HOMELESSNESS 4 occasions in last 3 years, where: • Total length at least 12 months • Separated by ≥ 7 days 12MONTHS HOMELESS* Stays in an institution <90 days are now included in the 12-month total if homeless prior to entry
- 7. 03 CONDITION OF CHRONIC HOMELESSNESS DISABILITY Diagnosed with 1(+) of the following disabilities which is of long, continued and indefinite duration, substantially impedes the individual’s ability to live independently; and could be improved by more suitable housing conditions: Substance Use Disorder Serious Mental Illness Traumatic brain injury Post- Traumatic Stress Disorder Develop- mental Disability* Chronic Health Problem * As defined in section 102 of the Developmental Disabilities Assistance Bill of Rights Act of 2000 (42 U.S.C. 15002)
- 9. PRIORITY 03 Self Declaration HOMELESS STATUS Acceptable Documentation & Order of Priority PRIORITY 01 HMIS Records PRIORITY 02* 3rd Party Verification For chronic homelessness, 9/12 months must be documented through one of these methods** * Institutional stays (only) may also be documented through an oral third party verification or discharge paperwork that indicates the dates of stay. ** In extreme cases, HUD would allow a certification from the individual or head of household seeking assistance in place of third-party documentation for up to the entire period of homelessness. HUD has set a maximum of 25% of chronically homeless individuals and families use self-declarations to document more than 3 months of homelessness.
- 11. Indicate verification type Include breaks CHRONIC HOMELESSNESS CERTIFICATION OF UPDATE Add up the total months homeless (≥ 12 months)
- 13. VERIFICATION Expanded Eligible Verifiers Outreach teams Emergency shelters Transitional housing Institutional care Police officers Security guards Business owners Community members Document Breaks >7 days Such as stays in transitional housing or with family/friends 3RD PARTY UPDATE
- 14. VERIFICATION 3RD PARTY Expanded Eligible Verifiers Outreach teams Emergency shelters Transitional housing Institutional care Police officers Security guards Business owners Community members
- 15. VERIFICATION 3RD PARTY Location Type Transitional housing is not counted as homeless for PSH verifications Observations will likely select place not meant for human habitation If other, be concise and specific
- 16. VERIFICATION 3RD PARTY Dates of Homelessness Document breaks >7 days Service providers/ institutional stays should list the facility name For observations, be sure to include: • Specific dates the individual was observed (min one per month) • Short description of the location and circumstances
- 17. VERIFICATION 3RD PARTY Prior Residence Only applicable to Institutional Care Facilities Prior residence must be verified through HMIS, 3rd Party or Self-Declaration
- 18. VERIFICATION 3RD PARTY Verifying Agency/Person Provide contact information and signature to certify verification
- 19. VERIFICATION 3RD PARTY Applicant Release Must be completed for all Institutional Care Facilities and Service Providers (not necessary for observations)
- 20. SELF DECLARATION UPDATE All of the breaks in homelessness can be documented through self- certification 3/12 months may be documented through self-certification for all clients In extreme cases, HUD allows self- declaration for all of the time homeless, although a maximum of 25% of clients can do this.
- 22. HUD GUIDANCE
- 23. PERMANENT HOUSING TRANSFERS* Maintain CH Status (use original documentation) No need to be prioritized through CES Rapid Re-Housing & Permanent Supportive Housing *HUD AAQ FAQ ID 530 Includes
- 24. BRIDGE HOUSING & MAINTAINING CH STATUS* *HUD AAQ FAQ ID 1913 With friends or family Transitional Housing (in special circumstances) Hotel or motel Document status at intake Between program acceptance & a unit becoming available, client may be housed:
- 25. No duplication of services Housing First *HUD AAQ FAQ ID 1913 Clients can only stay in Transitional Housing if: Active housing search BRIDGE HOUSING & MAINTAINING CH STATUS*