Understanding Homelessness: Definitions and Documentation

1. HEARTH Act: Homelessness Definition and DocumentationJuly 25, 2012 – 10-11:30amORJuly 26, 2012 – 10-11:30amCALL IN INFORMATION: 1-800-992-0185Passcode: 6598172# Indiana Housing and Community Development Authority Presenter: Kelli Barker, Homeless Prevention Programs Analyst **NEW ESG Shelter Program Coordinator: Angie Hass 317-317-234-7579 ahass@ihcda.in.gov

2. McKinney-Vento Homeless Assistance Act • First significant federal legislative response to homelessness • Intense advocacy campaign across the country • Legislation was passed by large bipartisan majorities in both houses of Congress • Signed into law by President Reagan in July, 1987 • Originally had 15 programs providing spectrum of services to people who are homeless

3. McKinney Vento Reauthorization • On May 19, 2009 both houses of Congress passed S. 896 - Helping Families Save Their Homes Act, which included the Homeless Emergency Assistance and Rapid Transition to Housing (HEARTH Act) as an amendment. • HEARTH Act is the first significant reauthorization of McKinney Vento in 2 decades. • Signed into law by President Obama on May 20, 2009

4. Purpose of HEARTH Act • Consolidate homeless assistance programs • Codify the continuum of care planning process • Establish a goal of ensuring that families who become homeless return to permanent housing within 30 days

5. Homeless Definitions & Documentation Requirements

6. Homelessness Definitions Homelessness Definition has 4 categories: Category 1: Literally homeless Category 2: ImminentRisk of Homelessness - within 14 days, no subsequent residence, or resources or support Category 3: Unaccompanied Youth or Families with Children andHomeless Under Other Federal Statute and 3 additional criteria requirements Category 4: Fleeing/Attempting to Flee DV and subsequent residence, resources or support networks. *NOTE: “At Risk of Homeless” definition does not fall under the definition of Homeless, and is not included in Indiana’s ESG program

7. Category 1: Literally Homeless Individual or family who lacks fixed, regular, and adequate nighttime residence, meaning: • An individual or family with a primary nighttime residence that is a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human being • Individual or family living in a supervised publicly or privately operated shelter for temporary living arrangements • Individual exiting an institution where he/she temporarily resided • Immediately prior to entering institution resided in emergency shelter or place not meant for human habitation • “temporarily resided” now means a period of 90 days or less

8. Category 2: Imminent Risk • Individuals or families who will imminently lose their primary nighttime residence within 14 days AND • Have no subsequent residence identified AND • Lack the resources or support networks needed to obtain other permanent housing • There are 3 cases which may be evidenced to qualify as imminently homeless • Is subject to a court order to vacate or • Lacks the resources to continue staying in a hotel/motel or • Is no longer allowed to stay by the owner or renter with whom the individual or family may be staying

9. Category 3: Other federal statutes Unaccompanied youth under 25 or homeless families with children and youth who otherwise qualify as homeless under this definition, but who meet the following 4 criteria: Meet homeless definition in other federal statutes; AND Have not had a lease, ownership interest, or occupancy agreement in permanent housing in the last 60 days; AND Have experienced persistent instability as measured by two moves or more in the last 60 days; AND…

10. Category 3 Must meet all 3 eligibility criteria: 4) Expected to continue in instable status for an extended period of time because of: • chronic disabilities, OR • physical or mental health conditions, OR • substance addiction, OR • histories of domestic violence or childhood abuse, OR • presence of a child or youth with disability, OR • 2 or more barriers to employment (see below) • Lack of high school degree or GED equivalent, • Illiteracy, • Low English proficiency, • History of incarceration, • History of unstable employment.

11. Category 4: Fleeing from DV situation • Individual/family fleeing or attempting to flee domestic violence, dating violence, sexual assault, stalking, or other life threatening conditions that relate to violence against the individual or a family member that has either taken place within the individual’s or family’s primary nighttime residence or has made the individual/family afraid to return to their primary nighttime residence, and • Has no other identified residence and • Lacks the resources and support networks to obtain other permanent housing

12. Documenting homelessness Documentation Sources: (in order of preference) 3rd Party Written Verification – notices/statements on letterhead, signed & dated 3rd Party Oral Verification – recorded oral statement by intake staff, 3rd party providing verification, signed and dated by intake staff as true and complete • Recommend standardized form for program Intake Observations – intake staff notes observations & assessments, signed and dated by intake staff as true and complete • Recommend standardized form for program Self Certification – individual/head of household statement, written, signed and dated as true and complete

13. Documentation Tips Use checklist to make documentation easier for front line, intake staff Check for existing documentation • HMIS • Discharge paperwork (hospital, jail, etc) Use tracking forms when possible Must be able to document due diligence in attempting to obtain documentation (emails, phone logs, copies of letters, etc) and outline the outcome and any barriers encountered – staff should sign and date as true and complete

14. Documentation by category Category 1 – referrals from other service providers, written observation by an outreach worker, institution letter stating begin and end dates of residence. Category 2 – eviction/notice to quit from landlord/family/friend, evidence of motel/hotel unaffordability Category 3 - Written records of the statements by each of the owners or renters where household resided is preferred however if these statements are unobtainable, a written record of the due diligence exercised by the intake worker to obtain these statements is allowed Category 4 – oral statement documented by self-certification or intake worker certification. Statements donotneed to be verified.

15. Documenting Due Diligence (Record intake staff efforts) If you cannot obtain 3rd party documentation (in all cases except DV), must show due diligence Should describe efforts to obtain 3rd party documentation: • May include phone logs, e-mail correspondence, copies of certified letters, etc. • Outcome of effort, including obstacles • Signed and dated by intake staff as true and complete Will be included in standardized form to document

16. Questions to think about How do you train front line staff on new definitions? What additional information would be helpful as you begin implementing the new definitions in your programs? What are your concerns about implementing the new definitions?

17. IHCDA sponsored Upcoming Trainings Opportunities ESG Shelter Program Award Webinars (Required) • Grant Administration Webinar • Definition & Documentation Webinar Statewide Housing & Community Development Conference (9/18/12-9/19/12) Victim Service Providers & HEARTH: 10/9/12– in conjunction with Annual ICADV Conference; 3 sessions: HEARTH Act & victim service providers, ClientTrack Database, Best Practice Models Transitional Housing Program Models under HEARTH - November Motivational Interviewing – for case management staff- Date TBD

18. HUD Homeless Resource Exchange Resources http://www.hudhre.info/index.cfm?do=viewReadySETGo Select “Emergency Solutions Grant” Webinars and Presentations: Determining Homeless and At-Risk Status, Income and Disability Homeless Status: Recordkeeping Requirements

19. Thank you for listening! Questions? Contact: Kelli Barker (until Aug. 2) Homeless Prevention programs analyst 317-233-4611 kbarker@ihcda.in.gov OR Angie HAss ESG Coordinator 317-234-7579 ahass@ihcda.in.gov Powerpoint was created by : Lindsey Bishop, Corporation for Supportive Housing312-332-6690 ext.12lindsey.bishop@csh.org