REVIEW OF CoC PROGRAM PARTICIPANT FILES Eligibility: Homelessness ⎕ 1. Each participant file contains verification of homelessness Yes ⎕ status at the time of program entry. No 24 CFR § 578.103(a)(3); 24 CFR § 576.500(b) ⎕ 2. Agency has written policies and procedures for documenting Yes ⎕ homelessness. Intake staff document eligibility at intake; No documentation is required for all persons seeking assistance; written policies state the evidence that may be relied upon to establish and verify homeless status. Agency makes efforts to get the appropriate documentation. In order of preference: Third party documentation Intake worker observations Certification from the person seeking assistance Eligibility: Disability ⎕ 1. If the program provides PSH, each participant file contains Yes ⎕ No verification of participant’s disability. 24 CFR 578.37(a)(1)(i) ⎕ n/a Verification from a professional who is licensed to diagnose and treat condition OR Disability verified by the Social Security Administration in the form of a VA disability check, or an SSDI check. Eligibility: Chronic homelessness ⎕ 1. If the program has units dedicated to persons who are Yes ⎕ chronically homeless, participant files contain verification of No ⎕ chronic homelessness. n/a Service Assessments ⎕ 1. The file contains participant assessments and service plans, Yes ⎕ updated at least annually. No 24 CFR § 578.53(a) Duration of Services ⎕ 1. The file reflects that supportive services are made available Yes ⎕ No throughout resident’s entire time in the project. 24 CFR § 578.53(b) ⎕ 2. Rapid rehousing: the file reflects that program participant Yes ⎕ meets with case manager not less than once per month. No 24 CFR ⎕ 578.53 (b)(4) n/a Participants Terminated from Program ⎕ 1. If participant has been terminated from the program, file Yes ⎕ includes documentation that the agency followed its written No ⎕ procedure for termination of assistance. n/a 24 CFR § 578.103(a)(7)(ii); 24 CFR § 578.91
REVIEW OF CoC PROGRAM PARTICIPANT FILES Eligibility: Homelessness 1. Each participant file contains verification of homelessness status at the time of program entry. 24 CFR § 578.103(a)(3); 24 CFR § 576.500(b) ⎕ Yes ⎕ No 2. Agency has written policies and procedures for documenting homelessness. Intake staff document eligibility at intake; documentation is required for all persons seeking assistance; written policies state the evidence that may be relied upon to establish and verify homeless status. Agency makes efforts to get the appropriate documentation. In order of preference: Third party documentation Intake worker observations Certification from the person seeking assistance ⎕ Yes ⎕ No Eligibility: Disability 1. If the program provides PSH, each participant file contains verification of participant’s disability. 24 CFR 578.37(a)(1)(i) Verification from a professional who is licensed to diagnose and treat condition OR Disability verified by the Social Security Administration in the form of a VA disability check, or an SSDI check. ⎕ Yes ⎕ No ⎕ n/a Eligibility: Chronic homelessness 1. If the program has units dedicated to persons who are chronically homeless, participant files contain verification of chronic homelessness. ⎕ Yes ⎕ No ⎕ n/a Service Assessments 1. The file contains participant assessments and service plans, updated at least annually. 24 CFR § 578.53(a) ⎕ Yes ⎕ No Duration of Services 1. The file reflects that supportive services are made available throughout resident’s entire time in the project. 24 CFR § 578.53(b) ⎕ Yes ⎕ No 2. Rapid rehousing: the file reflects that program participant meets with case manager not less than once per month. 24 CFR 578.53 (b)(4) ⎕ Yes ⎕ No ⎕ n/a Participants Terminated from Program 1. If participant has been terminated from the program, file includes documentation that the agency followed its written procedure for termination of assistance. 24 CFR § 578.103(a)(7)(ii); 24 CFR § 578.91 ⎕ Yes ⎕ No ⎕ n/a
FY-2016-Monitoring-Tool-Final.docx