CT PIT 2012 Shelter Staff Training January 12, 2012 Training PowerPoint Provided by CCEH

1. CT PIT 2012 Shelter Staff Training January 12, 2012 Training PowerPoint Provided by CCEH CT Coalition to End Homelessness 77 Buckingham St. Hartford, CT 06106 www.cceh.org

2. Session Overview • Understanding CT PIT 2012 • Competing the online Population & Bed Count form • Emergency Shelter CT HMIS Review • Transitional Housing CT HMIS Walk-Through • Q & A Collection

3. Understanding CT PIT 2012 • Basics • New to CT PIT this year • Counting Correctly • Population Count exercise • Bed Count exercise • Collecting client demographic data

4. Logistics and Other Basic Information CT PIT 2012Count will be held on: January 25, 2012

5. Purpose of CT PIT 2012 • Collect data to inform efforts to end homelessness in Connecticut • Help service providers and policy makers to better understand the needs of homeless people and design effective interventions • Develop a consistent methodology for collecting reliable longitudinal data to measure program towards ending homelessness.

6. New to CT PIT This Year • ES and TH programs that participate in CT HMIS will collect client demographic data* differently from programs that do not participate in CT HMIS • Participating programs: A ‘snapshot’ of HMIS data will be pulled from the data System • Non-participating programs: Fill out client surveys on paper • *The term ‘Collecting client demographic data’ refers to the capture of characteristic information from consumers, through utilization of a paper survey tool or CT HMIS extract, depending on the collection rule above

7. New to CT PIT This Year ES and THs that use PROVIDE will also have client demographic data pulled from the system.

8. New to CT PIT This Year • Population & Bed Count • Programs themselves are responsible for entering for Pop & Bed submissions • All Population and Bed Count data is due Friday, 1/27, just TWO DAYS after the count • Households with ONLY children are counted separately

9. New to CT PIT This Year HUD has released a simple formula for determining the number of beds for programs without a static number of beds. Multiply the number of units by the average household size of your program. Example: A program with an average household size of 3 and 10 fixed units.Multiply 3 (average household size) by 10 (fixed units at program).This program would report 30 beds for households with at least one adult and one child. Think Change • Be Change • Lead Change

10. Counting Correctly • Which PROGRAMS should participate in the Count? • Programs that meet the following two criteria: • Have beds designated explicitly for homeless people • Clients entered program directly from homelessness • Emergency shelters • Transitional housing programs • Permanent supportive housing programs • Domestic violence shelters • Shelters for runaway and homeless youth

11. Counting Correctly • Which programs collect Population Count and Bed Count data? • Emergency shelters • Transitional housing programs • Permanent supportive housing programs • Domestic violence shelters • Shelters for runaway and homeless youth (only clients over 18 years old should be surveyed) • Which programs collect client demographic data? • Emergency shelters • Transitional housing programs • Domestic violence shelters • Shelters for runaway and homeless youth (only clients over 18 years old should be surveyed)

12. Counting Correctly • Which programs should NOT participate in the Count? • DCF funded programs should not participate. • However, shelters receiving DCF funds that are explicitly designated for homeless youth SHOULD be counted • Mental health and substance abuse programs not designated for homeless people should not participate.

13. Population and Bed Count What’s the difference between the Population Count and the Bed Count? POPULATION COUNT: Counting the PEOPLE who stayed at your program on the night of the Count. The Population Count is like a ‘head count’ of people that were residing at each program on the night of the Count. BED COUNT: Counting the # of BEDS/UNITS available at your program. The Bed Count takes an ‘inventory’ or shows program ‘capacity’ and ‘configuration’ on the night the Count.

14. Population and Bed Count • Basic elements of Population and Bed Count have NOT changed • Basic information about the program • Number of persons in families by gender • Number of adults without children by gender • Number of beds/units on-line at the time of the Count • Data submitted via an online form

15. Population and Bed Count Link to Population and Bed Count online form will be sent out ten days prior to the Count Coordinators disseminate to all regional programs

16. Population and Bed Count Each program has a unique login & password to avoid uncertainty over which program is which Area Points of Contact will send out login & passwords to their respective programs

17. Population Count • Who should be counted? • Clients residing in ES, TH, PSH, DV programs, and Runaway & Homeless Youth programs • Who should NOT be counted? • Persons living doubled up in conventional housing • Formerly homeless persons living in Section 8 SRO

18. Population Count • Who else should NOT be counted? • Adults in mental health facilities, chemical dependency facilities, or criminal justice facilities. • Children or youth, who because of their own or a parent’s homelessness or abandonment now reside temporarily or for a short anticipated duration in hospitals, residential treatment facilities, emergency foster care, or detention facilities • Residents of transitional housing programs that reside in beds/units that are not specifically designated for homeless people

19. Population Count Counting people sheltered through a hotel/motel voucher Count the number of people that each voucher is providing for, not the number of vouchers themselves. Example: If your program gives a motel voucher to a family of four, include those four people in your ‘Households With Children’ count (not 1 voucher)

20. Population Count How do you count Households with Children under 18 (aka ‘Families’)? By HUD’s definition, a ‘family’ must include at least one child under 18 years of age accompanied by at least one adults over 18 years of age.

21. Population Count

22. Population Count How do you count Adults Without Children?Adults without minor children are counted in the ‘Single Adults and Households WITH NO Children Under 18’ Population Count Table. (Table 2)

23. Population Count

24. Population Count • What counts as a ‘Household Without Children’? • A single adult • A married or unmarried couple, both over 18 • A blood-related family where members are all over 18 • Any other kind of household where everyone is over 18

25. Population Count Population Count Exercise A married couple, with no children & One transgendered person

26. Population Count • What counts as ‘Household Composed Only of Children’? • Unaccompanied persons under 18 • Minor parents with children under 18 (i.e. families where ALL members are younger than 18)

27. Population Count

28. Bed Count Which BEDS should be counted? Count each bed and unit designated for homeless people that existed on the night of the count whether or not it was occupied and whether or not it is supported by HUD funds Attention Providers: If your program’s configuration of beds/units changes over time or due to need, the Bed Count should reflect the configuration of your program ON THE NIGHT OF THE COUNT

29. Bed Count

30. Bed Count • Seasonal Beds are available to individuals or families on a predictable schedule at certain times of the year only • Overflow Beds/Vouchers are available to individuals or families at peak times of demand and can include mats/spaces in shelter & payments for hotel stays

31. Bed Count • Which BEDS should NOT be counted? • Do not count beds/units that are not specifically designated for homeless people(i.e. Do not count beds/units at mental health or substance abuse programs if they are not designated for homeless people. Also do not count beds/units at DCF funded programs.) • Do not count beds not actually available on the night of the count (e.g. beds in development and beds off-line for repairs). • Do not count cribs

32. Bed Count Counting hotel/motel VOUCHERED BEDS in the Bed Count Count the # of overflow beds that each voucher provides, not the number of vouchers themselves. Example: If your program gives a motel voucher to a family of four, include four overflow beds in your bed count (not 1 voucher)

33. Bed Count Permanent Supportive Housing programs will report the number of beds designated for people who meet the HUD definition of Chronic Homelessness: A Chronically Homeless Person or Family is an unaccompanied homeless individual with a disabling condition or a family with at least one adult member who has a disabling condition who has either been continuously homeless for a year or more OR has had at least four (4) episodes of homelessness in the past three (3) years.  The term homeless in this case means a person sleeping in a place not meant for human habitation (e.g., living on the streets), in an emergency homeless shelter, or in a Safe Haven as defined by HUD. Think Change • Be Change • Lead Change

34. Collecting Client Demographics • CT HMIS participating Emergency Shelters • Regular ES intake data entered in the W658 assessment will be pulled directly from CT HMIS on January 25, 2012. • It is CRITICAL that all routine client data entered into CT HMIS by ES are complete and accurate. • *CT PIT nowdepends on complete CT HMIS data*

35. Collecting Client Demographics • CT HMIS participating Transitional Housing Programs • Will complete a brief CT PIT 2012 assessment in CT HMIS. • Data points that are both collected during routine TH intake and included on the Point in Time Count assessment on CT HMIS will automatically populate in the CT PIT 2012 HMIS assessment. • It is CRITICAL that all routine client data entered into CT HMIS by TH are complete and accurate.

36. Collecting Client Demographics • ES and TH programs that DO NOT participate in CT HMIS • Will collect client demographic data via paper survey

37. Collecting Client Demographics • ES and TH programs that DO NOT participate in CT HMIS • Attention Coordinators: It is your responsibility to collect all completed paper surveys and deliver to Nutmeg by February 9, 2012 • PAPER SURVEYS WILL NOT BE ACCEPTED AFTER 2/9/2012

38. Collecting Client Demographics Which programs DO NOT collect client demographics? Permanent Supportive Housing programs

39. Collecting Client Demographics • Client demographics are collected for which people in ES and TH programs? • All adult clients.

40. Wrap-Up Support Resources CT PIT 2012 contact: Edward J. Lazu Project Assistant elazu@cceh.org (860) 721-7876 x106

41. Wrap-Up Coordinator Resources CT PIT 2012 FAQ information is available at: http://www.cceh.org/ta/ta_page/pit-2011-faq/point-in-time-2011/34 Area Point of Contact information is available at:http://www.cceh.org/ta/ta_page/ct-pit-2012-instructions-and-forms/point-in-time-2011/34

42. Thank You! Sarah Zucker szucker@cceh.org Visit us online www.cceh.org “CT Coalition to End Homelessness” @CCEHTWEETS Think Change • Be Change • Lead Change 77 Buckingham St. Hartford, CT 06106 | P (860) 721-7876 | F (860) 256-4811