CT PIT 2013 Program Staff Training January 2013 Training PowerPoint Provided by CCEH

1. CT PIT 2013 Program Staff Training January 2013 Training PowerPoint Provided by CCEH CT Coalition to End Homelessness 257 Lawrence St. Hartford, CT 06106 www.cceh.org

2. CT PIT 2013Count will be held on: Tuesday, January 29, 2013

3. Session Overview • What’s new • What’s this all about? • Population & Bed Count submission • Nutmeg demo • Collecting client demographics • Nutmeg demo (particularly important for TH programs)

4. Purpose of CT PIT • HUD mandates it • 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 progress towards ending homelessness.

5. New to CT PIT This Year • A Rapid Re-Housing provider type now offered • Programs ‘Under Development’ will indicate whether the program is expected to begin operation with the next 12 months

6. New to CT PIT This Year • CoCs now required to report number of: • One-child households • Multi-child households • (i.e. HH in which all members are under 18) • Female veterans • AND • Populations by age category

7. New to CT PIT This Year Paper surveys only for domestic violence & runaway and homeless youth shelters NO paper survey for homeless shelters that don’t use CT HMIS

8. Program Responsibilities • Emergency Shelter surveying in CT HMIS • Transitional Housing surveying in CT HMIS • Population & Bed Count online form • ES, TH, PSH, RHY

9. Counting Correctly • PROGRAMS participating in the count • Programs that meet the following two criteria: • Have beds designated explicitly for homeless people • Clients entered program directly from homelessness • ES, TH, PSH, DV, Vets, RHY

10. Counting Correctly • Programs that collect Population and Bed Count data • Emergency shelters • Transitional housing programs • Domestic violence shelters • Shelters for runaway and homeless youth • Permanent supportive housing programs • Programs that 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)

11. 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

12. Population and Bed Count

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 information about the program • Number of persons 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 emailed to Regional Coordinators prior to the count

16. Population and Bed Count Each program receives a unique login & password with which to access their program given

17. Population Count

18. Population Count • Who should be counted? • Clients residing in ES, TH, PSH, DV, homeless vets, and runaway and homeless youth programs • Who should NOT be counted? • Persons living doubled up in conventional housing • Formerly homeless persons living in Section 8 SRO

19. 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

20. 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)

21. Population Count Q: What are Households with Adults and Children? A: 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.

22. Population Count • What are ‘Households With Only Adults’? • A single adult • A married or unmarried couple, both over 18 • A family where members are all over 18 • Any other kind of household where everyone is over 18

23. Population Count Q: What’s a One Child Household? A: Unaccompanied individuals under 18

24. Population Count Q: What’s a Multi-Child Household? A: Families where both parent(s) and child are all under 18 years old.

25. Bed Count

26. 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

27. 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

28. 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

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

30. 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

31. Population & Bed Count Determining the number of beds at programs without a static number of beds: Multiply the number of units by the average household size of the 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

32. Collecting Client Demographics

33. Collecting Client Demographics Client demographics are collected for all clients over the age of 18 in ES, TH, and RHY, DV, and homeless vets programs

34. Collecting Client Demographics Permanent Supportive Housing programs DO NOT collect client demographics

35. Collecting Client Demographics Homeless shelters and transitional programs that do NOT use CT HMIS will NOT use paper surveys We are not collecting client demographics from these programs

36. Collecting Client Demographics • Emergency Shelters that enter into CT HMIS • Regular ES intake data entered in the W658 assessment will be pulled directly from CT HMIS on January 29, 2013 • It is CRITICAL that all routine client data entered into CT HMIS by ES are complete and accurate. • *CT PIT depends on complete CT HMIS data*

37. Collecting Client Demographics • ATTENTION TRANSITIONAL HOUSING PROVIDERS!! • Transitional Housing Programs that enter into CT HMIS will need to complete a brief CT PIT 2013 assessment in CT HMIS.

38. Collecting Client Demographics • GET PREPARED NOW. • Emergency shelters: Run your E800 in ART • Transitional Housing: Run your A108 in ART • Every single data point should be at a completion rate of 95% or higher.

39. Wrap-Up

40. Thank You! 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