Background: In order for a family to be considered for any units that become available, the Head of Household must have an active enrollment in the Family Coordinated Entry System (FCES) project in HMIS, and the Head of Household must have a completed Bed Reservation assessment. In addition, the household must have a Homelessness Verification or Chronically Homeless Verification form on file in HMIS, and the Access Point must enter the Needs Bed Reservation Assistance service into HMIS for the family on a weekly basis. If all of these criteria are met for a family on a given week, the family will be considered to be placed in a unit if one becomes available. However, all families considered for housing opportunities will be prioritized by vulnerability, and the family is still subject to meeting the eligibility requirements of the project.
Ensure the Household is Enrolled in the FCES Project
Step 1: Search for the Head of Household in HMIS, and navigate to the client's History page.
Step 2: Click on the View dropdown button, change the Type dropdown to Programs, and click on Search to narrow the client's history to project enrollments. If the Head of Household doesn't have an active enrollment in the FCES project, the client can call 2-1-1 or complete an online Family Solutions Collaborative Assessment to be connected to an Access Point.
Step 3: The Access Point should review the Enrolling Clients in a Project knowledge base article for instructions on how to enroll a household.
Upload the Head of Household's Homelessness Verification into HMIS
The head of household needs a Homelessness Verification or Chronically Homeless Verification document uploaded into HMIS in order to be eligible for a shelter opening.
Step 1: Navigate to the Head of Household's Files page, and confirm whether or not this file has already been uploaded. If it has not been uploaded, click on Add File.
Step 2: Change the Category dropdown to Coordinated Entry Documentation, and select the type of verification that has been received from the Head of Household. Select the location of the file on your computer, and click on Save Changes.
Complete the Bed Reservation Assessment
The Bed Reservation Assessment must be completed in order to add the household to the Bed Reservation Community Queue.
Step 1: Navigate to the Head of Household's Assessment tab under their FCES enrollment, and click on Start next to the [OC Custom] Bed Reservation Assessment.
Step 2: Answer the assessment questions, and click on the Save button. Please note additional question may appear depending on how the client answers each question.
Step 3: Once the assessment has been completed, the household can be added to the Bed Reservation Community Queue if the head of household already has a Homeless Verification or Chronically Homeless Verification on file in HMIS. To add the household to the Community Queue, click on the checkbox next to Bed Reservation, and click Refer Directly to Community Queues.
Confirm the Household still needs Bed Reservation Assistance
Every Tuesday at noon, each Access Point will receive a list of Heads of Household that are currently active on the Bed Reservation Community Queue. The Access Point should regularly be in contact with all families that they have entered into the FCES project, and therefore the Access Point should know if the family still needs Bed Reservation assistance. If the family does still need Bed Reservation assistance, the Access Point must enter the Needs Bed Reservation Assistance service into HMIS for the Head of Household by Wednesday at 9am in order for the family to be considered for any units that become available. Providing this service will allow the family to be considered for units for the next week; after that time the service end date needs to be extended for the following week, and so on.
The Needs Bed Reservation Assistance service can be provided to one household at a time through the Provide Services page, or for multiple households at once through the Attendance page. Both methods are outlined below.
Provide the Service to One Head of Household
Step 1: Navigate to the Provide Services tab under the Head of Household's FCES enrollment.
Step 2: Click on the Bed Reservation Wait List dropdown, ensure the Start and End Dates reflect the current date, and click on Submit. The family will be considered for any units that become available for the seven days following the Start Date. If the family still needs Bed Reservation assistance after seven days, the service End Date should be extended one week.
Provide the Service to Multiple Heads of Household at one Time
Step 1: To provide this service to multiple Heads of Household at one time, click on the Launch Pad, and navigate to the Attendance page.
Step 2: Click on the Edit button next to the Bed Reservation Wait List: Needs Bed Reservation Assistance service.
Step 3: Ensure the Date field matches the current date, and click on the Add button for each Head of Household that you would like to apply the Needs Bed Reservation Assistance service to.
Step 4: If the Head of Household is not listed under the Clients from Last 4 Months section, enter the first two to three letters of the Head of Household's first and last name, and click on Search. When the Head of Household appears, click on Add.
Once the Head of Household has been provided the Needs Bed Reservation Assistance service, the family will be included on the Households Waiting for Bed Reservation report for one week. This report is used by the Family Solutions Collaborative to prioritize families for units. If the family is selected for a unit, a representative from the project will contact the Head of Household to schedule their intake into the project.
Automatic Removal from the Bed Reservation Community Queue
Heads of households that have not had any activity in HMIS in the previous 14 days will automatically be removed from the Bed Reservation Community Queue. Entering the Needs Bed Reservation Assistance service mentioned above will suffice to keep the head of household active on the Community Queue. If a household is automatically removed from the Community Queue due to inactivity, but the household still needs Bed Reservation assistance, the user can add the household to the Bed Reservation Community Queue again by navigating to the Assessment screen under the client's Coordinated Entry enrollment, and clicking on the Eligibility button next to the client's latest Bed Reservation assessment. A new Bed Reservation assessment does not need to be completed again unless the client's responses have changed.