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General Requirements

As defined and applicable in each specific programmatic exhibit, the Contractor shall submit electronically the following data reports in a format and method approved by the County.  The reporting method may change (beginning in 2017) to a standardized client level detail report that the contractor may be required to submit in a format approved by the County. 

These reports shall be submitted by the tenth business day following the reporting period.

  1. The Contractor shall submit a Service-Activity Report with each invoice. This report states the number of the units of services provided by the Contractor as described in Section II., Program Requirements. This report may identify at a client level, what service each individual received in the reporting period – in a report format to be agreed upon between King County and the contractor.
  2. The Contractor shall submit the quarterly Client Profile Report for King County (client demographics) with the March, June, September, and December invoices. This report may identify at a client level, demographics of each individual served in the reporting period – in a report format to be agreed upon between King County and the contractor.
  3. The Contractor shall submit a semi-annual Human Services Outcome Report for each outcome listed in Section II.B., Outcome Indicators, with the June and December quarterly invoices. This report shall be provided in a format and method to be approved by the County, which may include client level detail on pre-determined outcomes.

Homeless and Housing Programs:

Homeless is defined as:

1.  A household who lacks a fixed, regular, and adequate nighttime residence, meaning:

  1. A household 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 beings, including; a car, a park, abandoned building, bus or train station, airport, or camping ground; or

  2. A household living in a supervised publically or privately operated shelter designated to provide temporary living arrangements (including congregate shelters, transitional housing, and hotels and motels paid for by charitable organizations or by federal, State, or local government programs for low-income individuals); or

  3. An individual who is exiting an institution where he or she resided for 90 days or less and who resided in an emergency shelter or place not meant for human habitation immediately before entering that institution; or

2.  Any household who:

  1. Is fleeing, or is attempting to flee, domestic violence, dating violence, sexual assault, stalking, or other dangerous or life-threatening conditions that relate to violence against the individual or a family member, including a child, that has either taken place within the individual’s or family’s primary nighttime residence or has made the individual or family afraid to return to their primary nighttime residence;

  2. Has no other residence; and

  3. Lacks the resources or support networks, e.g. family, friends, and faith-based or other social networks, to obtain other permanent housing.

This section replaces the following:

  • Program Requirements: Participation in the Family Coordinated Entry and Assessment System (CEA)
  • Participation in the County-wide Family Homelessness Initiative
  • Participation in Homeless YYA Initiative and Coordinated Engagement Program Requirements for Young Adult transitional and permanent housing programs
  • Participation in County-wide Coordinated Engagement (CE): Youth Housing Connection
  • Participation in Homeless YYA Initiative and Coordinated Engagement Program Requirements for YYA drop in centers and meal programs, and Young Adult shelters
  • Using the coordinated entry and assessment process for King County, known as Coordinated Entry for All (CEA), is required.

    CEA includes what were Family Housing Connection (FHC) and Youth Housing Connection (YHC), as well as the Vets By Name List, and coordinated entry for Single Adults as it is developed.

    1. The Contractor shall commit to utilizing CEA, when filling vacancies in the program receiving funding under this Exhibit unless an exception for participation is granted in accordance with the CEA Policies and Procedures. Any exceptions for participation that are granted will be in writing and all relevant funders will be notified. For participating agencies, the Contractor shall work with the CEA Coordinating Entity and follow the policies and procedures in the CEA Operations Manual, including but not limited to posting open units and responding to referrals.
    2. The Contractor shall ensure that any new program is set-up in the HMIS and work with CEA Coordinating Entity to complete a detailed program description for any new program receiving funding under this Exhibit, as well as when making any changes to program criteria for existing programs, to be used as the basis for client referrals through CEA.
    3. Participation in Coordinated Entry for Homeless Single Adults.  Coordinated entry for single adults is being developed to help connect homeless single adults to available housing and appropriate service options. All programs serving homeless single adults will be expected to participate in the coordinated entry system, wherever and whenever applicable, when it becomes available.
    4. Acknowledging the paramount need for confidential domestic violence shelters to offer confidential services to protect the safety of survivors of domestic violence, said programs shall be exempt from filling vacancies through CEA. Contractors are required to work with CEA so that shelter clients will have access to additional homeless housing resources as needed, after their stay in the confidential shelter.

The CEA website is currently www.kingcounty.gov/cea

  1. Homeless housing programs newly funded by DCHS coming on line after January 1, 2016, will be required to align to the program eligibility standards for the appropriate type of housing intervention.  For projects already funded, DCHS will be adjusting to these standards throughout to year, with the expectations that all programs will be accountable by the end of 2016.
  2. The homeless housing program eligibility requirements by housing type are:

    Emergency Shelter (to include motel vouchers)

    • Category 1 – No screening criteria
    • Category 2 – Screen out persons with certain convictions for: sex offense, meth production, and arson

      Rapid Re-housing

    • Category 1 – No screening criteria (additional criteria largely driven by private housing market)

      Transitional Housing

    • Category 1 – No screening criteria
    • Category 2 – Screen out persons with certain convictions for: sex offense, meth production, and arson

      Permanent Housing for Homeless Households  

    • Category 1 – No screening criteria
    • Category 2 – Screen out persons with certain convictions for: sex offense, meth production, and arson
    • Category 3 – Screen out persons with certain convictions for: sex offense, meth production, and arson, and persons with convictions of Class A Felonies (within past 12 months)

      Permanent Supportive Housing

    • Category 1 – No screening criteria
    • Category 2 – Screen out persons with certain convictions for: sex offense, meth production, and arson

3.         Homeless housing programs are not permitted to have additional screening for program eligibility unless the criteria are contractually required by a program funder. This includes eviction history, credit history, private landlord debt, etc.

  1. The Contractor shall actively participate in HMIS to be eligible for fund reimbursement during the Exhibit period.
  2. Active participation will be evidenced by the program entering a complete data set for all clients served during the Exhibit period. This complete data set will be entered within the timeframe established in the Standard Operating Procedures available on the HMIS website.  A complete data set includes universal, program specific and local continuum data elements for required report completion as outlined in the HMIS Data Collection Requirements available on the HMIS website. Universal and program specific data elements are defined by the Department of Housing and Urban Development (HUD) in the HMIS Data Standards. Programs approved for Easy Entry/Exit shall submit the approved sub-set of the data elements.
  3. The Contractor shall obtain client consent before submitting personally identifying information according to procedures outlined in the partner agreement and in compliance with state law. The Informed Consent and Release of Information Form is currently available on the HMIS website. The Contractor must enter all required data according to the client’s consent status, and as outlined in the Standard Operating Procedures and the Informed Consent FAQs available on the HMIS website.
  4. Clients may not be refused services based solely on their refusal to provide personally identifying information for the HMIS. This is not meant to prevent agencies from collecting information required for eligibility screening or other internal Contractor requirements.
  5. Acknowledging the paramount need for confidential domestic violence programs to protect the safety of survivors of domestic violence, personally identifying information should not be entered into HMIS by said programs. Contractors are required to enter all other data elements as stated in the Informed Consent FAQs available on the HMIS website.
  6. As a community we strive to have 95 percent of the data elements in HMIS and correct. Contractor data quality will continue to be a consideration for future funding and periodic data quality monitoring as outlined in the Bitfocus Partner Agreement will take place.

The HMIS website is currently http://kingcounty.hmis.cc/.

  1. The Continuum of Care performance measures and targets will help our community improve services to people experiencing homelessness by providing accurate information on the extent and nature of homelessness in our community and by accounting for our success in helping people move out of homelessness. Improved System Performance is critical to meeting the homeless crisis and to the Seattle/King County Continuum of Care’s success.

  2. The Seattle/King County Continuum of Care system-wide performance measures specific to project type are outlined in the table below. Exceeding designated minimums and demonstrating progress towards targets is a requirement, and specific measures are outlined below which correlate to the project type and target population served. The table below lists the performance targets for the project type and target population.

    CoC System Wide Targets

    Project Type

    Core Outcomes

    Entries from Homelessness

    Utilization Rate

    Exit Rate to PH

    Length of Stay

    Return Rate to Homelessness

    Emergency Shelter

    50% (S & YYA)

    80% (F)

    30 days (S & F)

    20 days (YYA)

    8% (S & F)

    5% (YYA)

    90%

    95%

    Transitional Housing

    85%

    90 days (S &F)

    180 (YYA)

    8% (S & F)

    5% (YYA)

    90%

    95%

    Rapid Rehousing

    85%

    120 days

    3% (S & F)

    5% (YYA)

    90%

    NA

    PSH

    85%

    8N/A

    3% (S & F)

    5% (YYA)

    90%

    95%

  3. The Seattle/King County Continuum of Care has identified system-wide minimum performance standards specific to project type and population. Projects must meet at least one of the minimum standards in 2017 to receive ongoing funding.

    CoC System Wide Minimum Standards

    Project Type

    Core Outcomes

    Entries from Homelessness

    Utilization Rate

    Exit Rate to PH

    Length of Stay (days)

    Return Rate to Homelessness

    Emergency Shelter

    40%(S)

    65%(F)

    35% (YYA)

    90 (S/F)

    30 (YYA)

    10% (S/F)

    20% (YYA)

    90%

    85% (S/F)

    90% (YYA)

    Transitional Housing

    80%

    150 (S/F)

    270 (YYA)

    10% (S/F)

    20% (YYA)

    90%

    85%

    Rapid Rehousing

    80%

    180

    5% (S/F)

    20% (YYA)

    90%

    NA

    PSH

    90%

    * NA

    5% (S/F)

    20% (YYA)

    90%

    85%

  4. Where meeting minimums is an issue and/or progress towards targets is not demonstrated, the Contractor may be required to participate in technical assistance.
  1. The Contractor shall participate, to the extent that staff resources are available, in workgroups and forums sponsored by All Home in King County. In addition, the Contractor shall identify staff to participate in opportunities for professional development training and learning circles sponsored by All Home to further build capacity and expertise in serving families and individuals experiencing homelessness.
  2. The Contractor shall commit to participating in the implementation of the All Home Strategic Plan and subpopulation Strategic Plans.

Veterans RCW and Veterans/Human Services Levy

The following shall be eligible for Veterans Levy services:

  1. Persons who served on Active Duty, in the National Guard, or Reserve component of any branch of the armed forces of the United States, including the Coast Guard, and retired or separated from the military with a characterization of discharge of Honorable, General Under Honorable, Other Than Honorable, or Uncharacterized; or
  2. Persons who currently serve on Active Duty, not including National Guard or Reserve service members who have been activated for federal service; or
  3. Persons who currently serve in the National Guard or Reserve component of any branch of the armed forces of the United States, including the Coast guard, and either:

a.  Has fulfilled the initial military service obligation, or

b.  Was activated for federal service for purposes other than training.    

    4.  The family members of an eligible veteran.

Veteran RCW Funded includes every person, who at the time he or she seeks the benefits of RCW 73.08 services meets the following criteria:

 

  1. A person who served in the active military, naval, or air service; a member of the women's air forces service pilots during World War II; a United States documented merchant mariner with service aboard an oceangoing vessel operated by the war shipping administration; the office of defense transportation, or their agents, from December 7, 1941, through December 31, 1946; or a civil service crewmember with service aboard a United States army transport service or United States naval transportation service vessel in oceangoing service from December 7, 1941, through December 31, 1946; who meets one of the following criteria:
    1. Served on active duty for at least one hundred eighty days and who was released with an honorable discharge;
    2. Received an honorable or general under honorable characterization of service with a medical reason for separation for a condition listed as non-existed prior to service, regardless of number of days served; or
    3. Received an honorable discharge and has received a rating for a service connected disability from the United States department of veterans affairs regardless of number of days served;
  2. A current member honorably serving in the armed forces reserve or national guard who has been activated by presidential call up for purposes other than training;
  3. A former member of the armed forces reserve or national guard who has fulfilled his or her initial military service obligation and was released with an honorable discharge;
  4. A former member of the armed forces reserve or national guard who was released before their term ended and was released with an honorable discharge.
  1. Veteran Levy Funded means those persons who have served in any branch of the military, including the National Guard and reservists for any branch of the military.
  2. Veteran Family means a veteran’s or military personnel’s spouse, domestic partner or child, or the child of the spouse or domestic partner, or other dependent relatives if living in the household of a veteran or military personnel.
  3. Military Personnel means those persons currently serving in a branch of the military, including the National Guard and reservists for any branch of the military.

As defined and applicable in each specific programmatic exhibit, the Contractor shall submit electronically the following data reports in a format and method approved by the County.  The reporting method may change (beginning in 2017) to a standardized client level detail report that the contractor may be required to submit in a format approved by the County. 

These reports shall be submitted by the tenth business day following the reporting period.

  1. The Contractor shall submit a Service-Activity Report with each invoice. This report states the number of the units of services provided by the Contractor as described in Section II., Program Requirements. This report may identify at a client level, what service each individual received in the reporting period – in a report format to be agreed upon between King County and the contractor.
  2. The Contractor shall submit the quarterly Client Profile Report for King County (client demographics) with the March, June, September, and December invoices. This report may identify at a client level, demographics of each individual served in the reporting period – in a report format to be agreed upon between King County and the contractor.
  3. The Contractor shall submit a semi-annual Human Services Outcome Report for each outcome listed in Section II.B., Outcome Indicators, with the June and December quarterly invoices. This report shall be provided in a format and method to be approved by the County, which may include client level detail on pre-determined outcomes.
  4. The Contractor shall collaborate with Community Services Division (CSD) to produce an annual progress and evaluation report for the period of January 1 through December 31 each year, in a format to be determined by the County, that demonstrates achievements in implementing the project including outcomes as agreed upon and defined in Section II.B. Outcome Indicators. The Contractor shall provide a current list of agency service site addresses. A template for the annual progress and evaluation report may be provided by CSD. The year-end report is due to DCHS by February 15 of the following year.
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