Regional Committee Plan

Regional Committees within the NC Balance of State CoC (NC BoS) will design coordinated assessment plans using this form. Plans are due to the Coordinated Assessment Council of the BoS Steering Committee in fall 2014 (firm deadline to be established once ESG and CoC application timelines are known).

Regional Committee:                                   Rockingham County Regional BoS CoC

Counties served:                                          Rockingham

Elected Coordinated Assessment Lead:   Faye Pierce 	

Regional Lead:                                               Marlene Harrison

ACCESS TO SYSTEM

Regional Committees within the NC BoS will use one of two approved coordinated assessment models. Please indicate your Regional Committee model below (choose one):

 		Designated agency(s) administer both emergency response screening and VI-SPDAT assessment tool and make program referrals for the system

 ***		All agencies will uniformly administer both emergency response screening and VI-SPDAT assessment tool and make program referrals

List of agencies administering emergency response screening:				

                   Help, Incorporated: Center Against Violence
	       Rockingham County Help for Homeless
	       Reidsville Housing Authority	

Agencies acting as coordinated assessment sites within Regional Committee:

Agency	

Administering the Emergency Response Screening	

VI-SPDAT for families, individuals or both	

Number of staff for coordinated assessment	

Time/week for staff to do coordinated assessment	Schedule of staff available for coordinated assessment (example: Mon-Fri, 8 am
– 5 pm)	
Help, Inc	***YES

NO	Families only Individuals only Both    

Neither	1
	20
	Mon-Fri,
9am – 11 am & 1pm – 3 pm	
RCHH	
       ***YES   
             NO	Families only Individuals only Both
Neither	1
	10
	Mon-Fri,   10am – 12 pm	
RHA	
     ***  YES 
             NO	Families only Individuals only Both
Neither	1
	10
	Mon-Fri,   10am – 12pm	
	
YES NO	Families only Individuals only Both
Neither				
	
YES NO	Families only Individuals only Both
Neither				
	
YES NO	Families only Individuals only Both
Neither				
	
YES NO	Families only Individuals only Both
Neither				

How will individuals access homeless programs in your community? (Should correspond to diagram for individual access in Appendix C)

   Help, Inc – Referrals received through DV Shelter, DSS, Court System, Agency Programs.
   RCHH – Referrals received through DV Agency, RHA, Daymark, Salvation Army, DSS, Walk-ins, Churches, Remmsco.
   RHA – Referrals received through DV Agency, RCHH, DSS, Daymark, Pregnancy Care Clinic, Free Clinic, Churches, 
    Walk-ins.
 Individuals can call or present themselves at any time to any of the referring agencies. That agency will then perform   
    the prevention/diversion screening and if needed, will then contact the appropriate “Centralized Team” agency. 
    Once that agency performs the Vi-SPDAT, and the client is approved, that client can be placed into the correct 
    housing program. Referrals from one agency to the next can be made via our monthly meeting, by email or by 
    phone.

     One the diagram, the RED lines are who Reidsville Housing Authority receives referrals from, the BLUE likes are who 
     Rockingham County Help for Homeless receives referrals from, and the GREEN lines are who Help, Incorporated: 
     Center Against Violence receives referrals from.

How will families access homeless programs in your community? (Should correspond to diagram for family access in Appendix C)

   Help, Inc – Referrals received by DV Shelter, DSS, Court System, Agency Programs.
   RCHH – Referrals received by DV Agency, RHA, Daymark, Salvation Army, DSS, Walk-ins, Churches, Remmsco.
   RHA – Referrals received by DV Agency, RCHH, DSS, Daymark, Pregnancy Care Clinic, Free Clinic, Churches, Walk-ins.  

  Families can call or present themselves at any time to any of the referring agencies. That agency will then perform 
    the prevention/diversion screening and if needed, will then contact the appropriate “Centralized Team” agency. 
    Once that agency performs the Vi-SPDAT, and the family is approved, that family can be placed into the correct 
    housing program. Referrals from one agency to the next can be made via out monthly meeting, by email or by 
    phone.

Are people required to travel to different locations to access programs and services in your community?

*** Yes        No

If yes, what happens if a household is unable to access transportation?

    Limited public transportation is provided, and in some cases agency’s can provide transportation or may be able to 
    meet potential client’s at a safe place.

How is coordinated assessment advertised in your community? (check all that apply)

__

__

__

__

__

**All agencies aware	Posters	Billboards	Media stories	Flyers

__

__

__

Stickers	Community Forum  ***	Other (Please describe: Websites	)

How does your community connect coordinated assessment to existing systems? Please describe what is available locally and how the systems overlap and interact.
Prevention services:

   By the training of Vi-SPDAT, agency contacts and agency requirements and the implementation of the 
   prevention/diversion portion of the Vi-SPDAT, community service providers will be better equipped to refer 
   client/participant to the appropriate Access Point Agency who will have a distinct access point to refer.

Veterans Affairs:

   By the training of Vi-SPDAT, agency contacts and agency requirements and the implementation of the 
   prevention/diversion portion of the Vi-SPDAT, community service providers will be better equipped to refer 
   client/participant to the appropriate Access Point Agency who will have a distinct access point to refer.

Faith-based poverty programs:

   By the training of Vi-SPDAT, agency contacts and agency requirements and the implementation of the 
   prevention/diversion portion of the Vi-SPDAT, community service providers will be better equipped to refer 
   client/participant to the appropriate Access Point Agency who will have a distinct access point to refer.

Mental health services:

   By the training of Vi-SPDAT, agency contacts and agency requirements and the implementation of the 
   prevention/diversion portion of the Vi-SPDAT, community service providers will be better equipped to refer 
   client/participant to the appropriate Access Point Agency who will have a distinct access point to refer.

Legal/judicial system, including law enforcement and prisons:

   By the training of Vi-SPDAT, agency contacts and agency requirements and the implementation of the 
   prevention/diversion portion of the Vi-SPDAT, community service providers will be better equipped to refer 
   client/participant to the appropriate Access Point Agency who will have a distinct access point to refer.

Department of Social Services (if multiple DSS agencies within Regional Committee, please discuss each agency): 
  By the training of Vi-SPDAT, agency contacts and agency requirements and the implementation of the 
  prevention/diversion portion of the Vi-SPDAT, community service providers will be better equipped to refer 
  client/participant to the appropriate Access Point Agency who will have a distinct access point to refer.

REFERRALS

Please describe how the referral process will work in your community. If clients need to transfer agencies in the referral process, please describe how this will be done.

   Once the initial screening has been completed, a referral will be made to the appropriate housing entity. Referrals 
   will be conducted via phone or in person, with follow up documentation.  All information gathered will be shared 
   with the agency the participant is referred to , in order to expedite the process.  Referrals will also be made to the 
   county contact for the Target Key Program, who will provide information on all area units available to any participant 
   who fits the criteria for that program, and will work with property managers to assure smooth transitions. 

Are transportation funds/resources provided?

**Yes  	No

If yes, please describe resources, to whom they are available, and how and when they are accessed.

   RCHH will meet potential client’s at a safe place when needed.

    Transportation is a constant barrier within our very rural county. In the last few months, public transportation has     
    become available to some clients at certain locations, for a price. Currently, most of our programs have limited or no 
    transportation along with limited or no funding for transportation. If there are any funds, we would be glad to 
    provide transportation but unfortunately, right now that is not an option.

Are forms sent with clients and/or included in HMIS?

**Yes	No

If yes, please describe:

   DV agencies are not required to complete HMIS due to client safety.  

   Referring agencies will copy the Vi-SPDAT and keep that copy on file. Then they will send it to the “Centralized Team” 
   agency that the client will be going to, either by mail, scanning and emailing, or hand delivering. The client will not 
   take it themselves.

Does your Regional Committee use real-time bed availability?

Yes       ***No

If yes, please describe:

What is the process for agencies that do not want to accept referrals coming from coordinated assessment?

   At this point, all agencies are accepting referrals. 

  To receive any funding for housing, they must participate in the program. Before an agency decides not to participate 
   a one-on-one will be set up to discuss the concerns that the agency in question may have.

What is the grievance process for individuals who do not agree with their referral?

   1 – Any decision must be discussed and understood by the participant.

   2 – An appeal must be received, either in writing or in person, within 3 business days of the initial 
         decision. A written grievance is not required but if the participant wishes to provide a written 
         statement and needs assistance with such, the referring agency staff person will provide this 
         assistance, so stated by the participant. 
 
  3 – After the grievance has been expressed, a reassessment will be conducted as soon as possible
        by the Oversight Committee, but no longer than 3 business days after the complaint. If the       
        complaint is still not resolved,  the participant will be advised that the grievance will be 
        brought before the Executive Board of the Regional Committee, with a timeframe of no longer
        than 3 business days. 

  4 – The decision of the Executive Board will be final and the decision will be conveyed to the 
        participant, both verbally and with a written explanation.

Help, Incorporated and RHA both have a 3-day timeframe for grievances and decisions thereof in the organizations’ Grievance Policies. RCHH has a Termination Policy in place with a 10-day time frame, but is in concurrence with the above grievance procedure for Coordinated Assessment participants. 

How does your Regional Committee handle waitlists for programs? Please include information for how this waitlist is created, stored, and updated and the agency/person responsible.

   Out Point Access Team will create a GoogleDocs Program that can be updated on a regular basis.

   The “Centralized Team” will be having monthly meetings to discuss and go over waitlists and intakes. In between 
   those meetings, a GoogleDocs program has been set up for each agency that is apart of the “Centralized Team” to 
   use on a daily basis. Each agency has a separate page and each includes: client’s name, the date that their application 
   was taken and how many individuals are in their household. For DV agencies, their ID number, given to them at 
   intake, will be used instead of their name, for safety purposes. Also the GoogleDocs program contains how many 
   beds are occupied and how many are available in each program.

Please include the full list of program rules for each agency participating in coordinated assessment in Appendix A. Please indicate below which rules are specifically required by funders.

   RCHH – PSH – Chronically homeless with a disability
   RCHH – TH – Literally Homeless
   RHA – PSH – Literally Homeless with a disability
   Help, Inc – RRH – DV, Literally Homeless

Coordinated assessment will help communities to identify gaps in services. How will your community address these gaps as they become apparent?

   Education and Training of the community agencies will help bridge the gaps in services. Once 
   these gaps are realized the TEAM will address at monthly MDT meetings and in some cases 
   inviting the community agency to the TEAM meeting.

OVERSIGHT

The Coordinated Assessment Lead will be tasked with reporting about coordinated assessment on measures set by the Coordinated Assessment Council. Will your Regional Committee engage in further measures (e.g. including weekly case management meeting to case conference, monthly provider meeting to assess system flow, elected group to monitor local grievances)? Please describe below.

   Setting up a GoogleDocs Program (based on the Vi-SPDAT Score) will allow our Lead and 
   Access Point Team to view waitlists at any time, and update. The Oversight Committee will 
   meet regularly on a monthly basis and converse as needed between scheduled meetings. A verbal 
   report will be provided by the Oversight Committee each month to the Regional Committee at the 
   regular monthly meetings. A written copy of the report will be provided to the secretary who will 
   include this information with the minutes, which will be uploaded to the NCCEH website. The 
   Coordinated Assessment Report will continue to be a standard part of our monthly meeting 
   agendas.