CT HPRP 101: How to Implement, Administer, and Evaluate Your Homelessness Prevention and Rapid Re-Housing Program

Training Provided by:

Naomi Elliott-Gallagher and Natalie Matthews

CT Coalition to End Homelessness

Goals of Today’s Training

• Implementation: Review state and national best practices for prevention and rapid re-housing, and the tools and resources available in CT to assist with implementation

• Administration: Understand the guidelines, deadlines, and requirements of the Homelessness Prevention and Rapid Re-Housing Program (HPRP)

• Evaluation: Discuss the national and state level outcomes, as well as methods for data collection and reporting on those measures

Rules of the Day…

• Speak up! Ask questions to the group as they come up

• Shut it off! Turn all cell phones either off or on vibrate

• Take a break! We’ve scheduled in short breaks throughout, to help ensure that none of us are loosing focus or interest

Unit 1: Overview of the Homelessness Prevention and Rapid Re-Housing Program

• Background• Guiding Principles and Outcomes• What HPRP is. What HPRP isn’t.

Background

• National Models have shown success. Columbus, OH, Hennepin County, MN, and New York City have all shown reductions in homelessness by using prevention and rapid re-housing

• $1.5 billion in stimulus package for prevention and rapid re-housing

• Flexibility of funding allows for community specific program design

• First such investment in such efforts; opportunity for long term change

Background

• Over $17 million allocated to Connecticut

• 5 city grants (Bridgeport, Hartford, New Britain, New Haven, and Waterbury)

• 6 regional grantees through DSS (Greater Hartford, Southwestern, Eastern, Middlesex County, Greater New Haven, and Western)

• Creation of a universal front door with the expansion of 211

• Focus on outcomes and measurement to inform planning and policy

BackgroundCT HPRP Grantees

Region Catchment Area Lead Agency

Region I Fairfield County CTE, Inc.

Region II Greater New Haven Columbus House

Region II Middlesex/Meriden Mercy Housing, Shelter + Care

Region III Eastern CT TVCCA

Region IV Greater Hartford, New Britain, Bristol Journey Home, Inc.

Region V Waterbury, Danbury, Litchfield New Opportunities, Inc.

BackgroundWhy Now?

• Record unemployment, high rates of foreclosures and evictions, as well as overburdened emergency shelter system

• Proven successes of a few communities with prevention and rapid re-housing now have the chance to be applied and evaluated nationally

• We’ve been addressing homelessness one way for over 15 years with our emergency shelter system, so why not work towards a change that removes the need for clients to enter the shelter in

order to get connected with mainstream resources?

Guiding Principles and Outcomes

Access

Assisted households will have access to the services they need to: • Secure and/or retain permanent housing that they can afford; • Access and/or retain employment, and increase their skills and

income; • Sustain good health; • Make connections to the larger community; and • Achieve greater self-reliance and a foundation for long-term

housing stability.

Guiding Principles and Outcomes

Support HPRP assistance will be: Flexible and tailored to the needs of the specific individual or family;

• Quickly available; • Person/Family centered, meaning the individual or family is

supported in making their own decisions, in problem-solving, and in selecting housing and services for themselves and their children;

• Based on respectful, in-person interaction and an openness to re-engagement; and

• Designed to transition toward the end goal of stable, affordable housing.

Guiding Principles and Outcomes

CoordinationWithin each region, there will be cross-coordination and cooperation

between agencies that will ensure that: • assisted households are connected to the services they need; • service access is streamlined, fast, and eliminates duplicative

paperwork and processes; • there is cross-agency case conferencing to coordinate services

for individual households; • there is oversight and coordination of the network by a skilled

lead agency; and • there is cross-agency

What HPRP is

• Housing stabilization via financial and support services

• Temporary bridge to long term stability

• Designed for clients who would be or who are homeless but for this assistance AND

• Clients who can remain stably housed after this assistance ends

(From HUD Regional HPRP trainings)

What HPRP is not

• Mortgage assistance program

• Intended to serve people who need long term services or supports

• ESG program: Different eligibility and activities

Unit 1: Overview of the Homelessness Prevention and Rapid Re-Housing Program

• Background• Guiding Principles and Outcomes • What HPRP is. What HPRP isn’t

Unit 2: Administration

• Client Eligibility• Risk Factors • Types of Activities and Services• Client Flow• Tools and Resources Available

Client Eligibility

Client eligibility is defined as someone with

• Income at or below 50% of Area Median Income (AMI) • No appropriate subsequent housing option identified AND

household lacks financial resources and support networks needed to obtain immediate housing or remain in its existing housing

“Client would be (or remain) homeless BUT for this assistance”

• Rapid Re-Housing – must be homeless• Prevention – must meet one or more risk factors

Prevention Risk Factors

• Eviction• Doubled Up• Condemnation• Hazard• Income Loss• Expense Increase• Discharge (>180 days) from Institution• Reunification

Rapid Re-Housing Risk Factors

• Emergency Shelter• Unsheltered• Transitional Housing Program• Victim of Domestic Violence• Discharge (<180 days), homeless prior to hospitalization or

institution

Types of Assistance for CT HPRP

• Prevention in Place: Helping households keep their current housing.

• Prevention with Relocation: Helping households secure and maintain safe housing without having to enter the shelter system.

• Rapid Re-Housing: Quickly exiting households from the shelter

system and into permanent housing.

Funders Regulations and Requirements

• All HPRP funds must be spent within 3 years; 70% must be spent by the end of year 2; start date is the date of HUD signed grant agreement

• HPRP funds must be issued to a third party (i.e. landlord or utility company) and NOT directly to program participants

• An assisted property may not be owned by the grantee, subgrantee, or the parent, subsidiary or affiliated organization of the subgrantee

Funder Regulations and Requirements

• Funds used for ineligible activities must be repaid to HUD

• Inspector General’s Office will deploy new staff to keep a close watch on all stimulus dollars, including HPRP funds

• HPRP funds must be connected to Continuum of Care and other local efforts; and must be coordinated with other ARRA funds in the community

• Innovation, outcomes, and continued improvements are a cornerstone of HUD’s vision for HPRP

Funder Regulations and Requirements

• Very tight and very public reporting schedule will require immediate and accurate data entry into HMIS for HPRP

• Quarterly Performance Reports are due to HUD within 10 days of the end of the reporting quarter

• Housing inspections are required any time a participant moves into housing with HPRP funds (not required where clients staying in their housing)

• Housing must meet HUD Habitability Standards

Funder Regulations and Requirements

• Rental assistance and security deposits for families with a child under the age of six triggers the Lead-Based Paint Requirements

– Initial “Visual Assessment” required upon occupancy, and periodic inspections, and any time occupancy changes

– See regulations for exceptions. Regulations can be found at 24 CFR part 35, subparts A, B, M, and R.

Funder Regulations and Requirements

DSS funding requirements for Lead Agencies include:

• Serving as the fiscal conduit for State HPRP funds • “Minding the store”: managing the regional strategy and

analyzing performance • Convening local partners and facilitating decision-making

processes • Ensuring cross-agency consistency in screening, triage, and

eligibility determination

• Ensuring collection and submission of HMIS data and reports

(taken from State of CT RFP)

Funder Regulations and Requirements

• DSS and HUD Reporting Requirements are consolidated into the “Reporting Calendar” document included in this training

• The Homeless Management Information System (HMIS) will be used to track client level data for HPRP

• IDIS will be used by grantees (DSS or the city) to draw down and track funds for HPRP

• DSS requires use of or compatibility with the ServicePoint software for HMIS

Funder Regulations and Requirements

• Initial Performance Report (IPR) is due to HUD by October 10th. IPR includes:

• Grant allocation schedule• Projected Program Outputs• Homeless Prevention Targeting• HMIS Plan

• Quarterly Performance Reports (QPR) is due to HUD by the 10th calendar day after the end of the quarter, and will include:

• Grantee Information• Program Performance• HPRP expenditures by activity type• HPRP expenditures by assistance type

Funder Regulations and Requirements

• Annual Performance Report (APR) is due to HUD 60 days after the end of the Federal Fiscal Year and will include:

• Grantee Information• Program Outputs• Client Characteristics by Household Type• Client Characteristics by Exit Status• HPRP Expenditures by Eligible Activity, Program Type, and

Service Activity Type• Program Performance by Program Type• Narrative

Unit 2: Administration

• Client Eligibility• Risk Factors •Types of Assistance•Funder Regulations and Requirements

Unit 3: Implementation

• Client Flow• Screening and Application Tools• Types of Services

Client Flow

• Client completes HPRP Eligibility Screen through 2-1-1 or HPRP community provider

-View Screening Tool

• If not eligible, client referred to other non-HPRP services

• If screened as eligible for HPRP funds and/or services, continue to “Application”

The Screening Tool Is…

• To determine pre-eligibility by AMI and immediate housing options

• To determine further eligibility through risk factors

• To determine homeless status

• To refer for those that do not meet criteria

• Not a guarantee that applicant will receive HPRP services

Client Flow continued…

• Client completes HPRP “Application” at appropriate agency. If screened by 211, they will complete application with an HPRP provider in the appropriate region.

-View Application• Client is determined to be eligible for

HPRP funding and/or services after completing the “Application,” and decides to accept services.

Client Flow continued…

• Client is determined to not be eligible for HPRP funding and/or services after completing the “Application,” and is referred to non-HPRP services as appropriate.

The Application Is…

• HUD HMIS required fields for reporting• A tool to determine eligibility with verification

through prevention and re-housing risk factors• To look at “housing barriers” • Questions to assist in making referrals for HPRP

services and non-HPRP services• To collect information for reporting on HPRP

outcomes• NOT an assessment tool

Eligible Activities: Rental and Utility Assistance

• Total period of assistance cannot exceed 18 months for rental assistance or for utilities

• Arrears (up to 6 months) counts towards 18 month period

• Rental assistance must comply with HUD’s rental reasonable standard:

www.hud.gov/offices/cpd/affordablehousing/library/forms/rentalreasonablechecklist.doc

Eligible Activities: Other Financial Assistance

• Security Deposits• Utility Deposits• Relocation costs• Hotel/motel vouchers• Storage • Cost of inspections for habitability standards

DSS Security Deposit Guarantee Program

• DSS requires SDGP to be accessed before HPRP funds for security deposit

• For eligible households, the SDGP guarantees up to two month’s rent to landlords instead of an actual grant

• For CT HPRP, a HPRP provider will help client complete “Step 1” (all necessary forms and verification) and submit application to local DSS office. A household staying at an emergency shelter or DV shelter may also apply there

DSS Security Deposit Guarantee Program Eligibility

• The applicant is a current recipient of some form of public assistance (TANF, Diversion Assistance, SAGA, Refugee Assistance, Aid to Aged, Blind or Disabled, (AABD), or Supplemental Nutrition Assistance Program (SNAP), Safety Net, or Mediacid

OrAnnual Gross Income of Applicant household does not

exceed 150% of Federal Poverty Income GuidelinesOrHousehold living in emergency housing or at risk of housing

lossAndHousehold cannot have received SDGP in last 18 months

Eligible Activities: Housing Relocation & Stabilization Services

• Case Management• Outreach and Engagement• Housing Search and Placement• Legal Services• Credit Repair

Unit 3: Implementation

• Types of Services• Client Flow• Screening and Intake Tools

Unit 4: Evaluation

• Outcomes• Data Collection • Reporting

Outcomes

• 2 Types of Outcomes that are a part of CT HPRP• Client level outcomes: Will show housing stability; employment

retainment and attainment; and housing cost burden

• System level outcomes: Changes to statewide length of stay in shelters; and reduction in number of people entering shelter for the first time

• Reporting on outcomes will require follow up with all clients who receive HPRP services, even if they are only one time services

Outcomes

• Progress towards accomplishing outcomes will be evaluated through the Quarterly CT HPRP Report

• Data will be analyzed at the state, and local level

• Goal to doing additional work (focus groups, program surveys, etc) to put data into context

• Data will be evaluated and discussed regularly

• Data is the key to continuing and correcting prevention and rapid re-housing

Data Collection

• CCEH has sub contracted to Nutmeg Consulting to provide HPRP HMIS trainings and technical assistance

• Additional staff will be added to the CT HMIS Help Desk

• Nutmeg is working with CT HPRP Lead Agencies, as well as municipalities to set up HPRP HMIS trainings

• Nutmeg will also provide data quality reports to HPRP Lead Agencies on a monthly basis to monitor their local programs

• CCEH is hiring a Data Analyst to produce frequent data reports and analysis for HPRP

Data Collection

• All data entered into CT HMIS will be collected via the screening tool, application, recertification survey, and follow-up survey

• CT HMIS records will originate either at 2-1-1 or the HPRP provider that screens potential clients

• There will only be one client record in CT HMIS for each person served by HPRP

• Regions must work out details about how legal aid will collect and enter data on clients

• Domestic violence providers cannot enter data into HMIS

Reporting

• QPR and APR will be posted on www.recovery.gov, and are due to HUD within 10 calendar days of the end of the quarter (or 60 days after the end of the federal fiscal year for the APR)

• CT HPRP Reports will be posted on www.cceh.org

• Data quality reports will be posted on www.cthmis.com

• Lead Agencies will provide DSS with a narrative report as well

• DSS is responsible for submitting a consolidated QPR and APR to HUD; municipalities are also responsible for submitting these to HUD; regional lead agencies are responsible for getting QPR and APR to HUD

Unit 4: Evaluation

• Outcomes• Data Collection • Reporting

Unit 4: Evaluation

• Outcomes• Data Collection • Reporting

Unit 5: Discussion

Future Trainings and Technical Assistance