Financial
What is the final budget revision deadline for grants that end on 6/30? 9/30?
What is May 31 and August 31
Name two of the steps in the coordinated entry process? (From the System Process Map)
Triage, Diversion, Assessment, Prioritization, Match and Referral
What is HUD's Definition of Homelessness under the ESG grant?
The statutory language in Section 103(5), which HUD further clarified through the regulations, defines as homeless, “An individual who resided in a shelter or place not meant for human habitation and who is exiting an institution where he or she temporarily resided.” Through the regulation, HUD further clarified that individuals exiting systems of care, including institutions and foster care, are no longer defined as homeless if they have resided there for more than 90 days and were not previously living on the streets or in emergency shelter prior to entering the institution or system of care. This means that unaccompanied youth being emancipated from the foster care system are not defined as homeless under Category 1, unless they are residing on the streets or in an emergency shelter at the point of intake.
Sub-grantees must retain copies of the required records at least ___________ years after the expenditure of all funds from the grant under which the program participant was served.
Records must be retained for at least Five Years.
What is the name of the database that Victim Service Providers use to enter ESG data?
Victim service providers must collect and enter program participant-level data into a Comparable Database for all of the data elements required for the ESG program.
What is the time frame for incurring eligible reimbursements?
July 1, 2019 through June 30, 2020
What’s one of the coordinated entry participation requirements for programs that are in an implementation community?
Submit bed/unit/program vacancies at least one a week, fill all permanent housing vacancies through the coordinated entry process, participate in planning efforts/case conferencing, follow BoS CoC CE Written Standards, Policy and Procedures, For shelters- be housing focused.
What is the minimum amount of time an ESG recipient should meet with his/her case manager?
Every ESG program participant must be connected to mainstream and other resources as needed, as stated in § 576.401(d); Each program participant must receive housing stability case management, including meeting with a case manager at least monthly and developing a plan to assist the program participant to retain permanent housing after the ESG assistance ends, as stated in § 576.401(e);
ESG recipients must have written policies and procedures for coordination among different providers of services in the community - activities must be coordinated and integrated to the maximum extent practicable, as stated in § 576.400(e)(3)(v)).
What is HUD’s preferred order of priority for obtaining evidence to establish and verify homeless status?
Third-party documentation, including written and source documentation, and HMIS records;
Intake worker observations;
Certification from persons seeking assistance.
Within how many days should you log into ClientTrack before being locked out of the system?
Log into HMIS within 60 days or you will be locked out of the system.
How often should reimbursement requests be submitted to DCA?
Monthly is preferred and quarterly at the latest.
What’s one of the coordinated entry participation requirements for programs that are outside an implementation community?
Utilize the prevention and diversion prescreen tool, assess literally homeless households using appropriate VI-SPDAT, prioritize permanent housing using the prioritization worksheet, utilize HMIS to input households and VI-SPDAT results, make meaningful referrals as appropriate.
What is the name of the document each organization should develop for each ESG project? (Hint- a guide to why you do what you do)
Written Policies and Procedures should be developed for each ESG program.
Organizational Policies and Procedures, Policies and Procedures specific to the project, Formal termination/eviction process, Grievance procedure for participants, appeal procedures for termination/eviction and grievance.
Should all ESG program participants have Individual Service Plans and case notes?
Yes, all participants for all ESG Project Types should have ISPs and Case Notes.
If a client has a barrier in the system, should their disabling condition status be yes or no?
Disabling condition should be Yes.
Which 3 main items should be submitted with the reimbursement request form?
Reimbursement request form, summary of reimbursable items by line item and the data quality report.
Name one of the training webinars available on the Coordinated Entry page on the DCA website?
VI-SPDAT, TAY-VI-SPDAT, CE in the BoS CoC, Safety Planning for All: Prevention and Diversion Screening Tool, CE for Victim Service Providers.
Is an individual or family that is receiving Rapid Re-Housing Assistance considered homeless for purposes of remaining eligible for other permanent housing placements?
It is important to note that although the program participants in rapid re-housing are considered homeless for purposes of eligibility for other programs, the housing itself is still considered permanent housing; therefore, these program participants are not considered homeless for counting purposes, and must not be included in the CoC's sheltered point-in-time count.
What are the differences between Rapid Re-Housing and Prevention?
Rapid Re-Housing programs are designed to help those who are homeless transition into permanent housing. The primary goal is to stabilize a program participant in permanent housing as quickly as possible and to provide wrap-around services after the family or individual obtains housing. Households receiving DCA ESG rapid re-housing assistance must have an income level at or below 50% AMI.
Households receiving Prevention dollars must have an income level below 30% AMI and must demonstrate that they do not have sufficient resources or support networks to prevent them from moving to an emergency shelter or other place defined under Category 1 of the homeless definition. Households are re-certified every 90 days.
Is it okay to add an annual assessment six months after the client’s anniversary in the program?
No, Annual Assessments must be conducted within 60 days before or after the client’s anniversary in the program. After this time period, an Annual Assessment will be considered a Data Quality Error.
Are employee compensation (including fringe benefits such as holiday, vacation, sick leave) and other overhead costs eligible expenses under the ESG program? How should these costs be allocated?
For the salaries and related costs of staff that are not fully dedicated to a particular component, costs should be reimbursed in proportion to the actual hours worked on each ESG component. A staff position that is not fully dedicated to ESG cannot be paid solely through ESG funds. Timesheets that capture actual time spent on specific programs are the most straightforward way to meet time reporting requirements.
True of False: Participation in Coordinated Entry is mandatory for agencies using ESG funds.
True: Both the CoC and ESG Program Interim Rules require use of and participation in the CoC's CES.
Name 2 sources that can be used as match for ESG?
Other non-ESG HUD Funds, Other Federal Funds, State Government, Local Government, Private Funds.
(1)Cash contributions. Cash expended for allowable costs, as defined in OMB Circulars A-87 (2 CFR part 225) and A-122 (2 CFR part 230), of the recipient or subrecipient.
(2)Noncash contributions. The value of any real property, equipment, goods, or services contributed to the recipient's or subrecipient's ESG program, provided that if the recipient or subrecipient had to pay for them with grant funds, the costs would have been allowable. Noncash contributions may also include the purchase value of any donated building.
Are households living in a hotel/motel eligible for Rapid Re-housing and homeless prevention?
Yes, please note that these individuals are eligible for homeless prevention if he/she was paying with his/her own funds and documentation shows he/she became "at risk" of homelessness.
What report is required to be submitted with all reimbursement requests?
Data Quality Report