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STATE OF INDIANA STATE OF INDIANA
2011 POINT-IN-TIME 2011 POINT-IN-TIME (PIT) (PIT) HOMELESS COUNTHOMELESS COUNTJANUARY 26, 2011JANUARY 26, 2011INDIANA HOUSING AND COMMUNITY DEVELOPMENT AUTHORITY
IHCDA POINT-IN-TIME CONTACTS
Contact Person Questions on
Kelli [email protected]
Unsheltered count, PIT grant
Kelly [email protected]
Sheltered count, HMIS, Data collection, reports
Kirk [email protected]
CoC responsibilities
Bookmark our Point-In-Time website: http://www.in.gov/ihcda/3120.htm#PIT
PIT COUNT 2011: WED., JAN. 26PIT COUNT 2011: WED., JAN. 26• Purpose:
• To understand the size, scope and characteristics of homeless individuals and families on a local and state level. To achieve our fair share of McKinney-Vento funds.
• Required for McKinney-Vento Balance of State application- must be conducted the last 7 days of January
• Required for State Emergency Shelter Grant recipients
Importance of accurate data:• Plan services and programs appropriately to address local
needs• Measure progress in addressing homelessness • Measure performance of individual programs and the system
as a whole
BENEFITS OF ACCURATE DATA ON HOMELESSNESSComponents of PIT Count:
1. Sheltered count• Shelters & TH using HMIS• Shelters & TH not using HMIS
• DV Shelters • Faith-based shelters
2. Unsheltered count• Service-based locations (food pantries, trustee offices,
hospitals, etc.) - required• Public Places/ Street count - optional
HOMELESS DEFINITIONAn unsheltered homeless person resides in a place not meant for human habitation:
• Such as cars, parks, sidewalks, abandoned buildings, streets, parks, etc.
A sheltered homeless person resides in:• Emergency shelters. Includes temporary emergency weather
shelters and domestic violence shelters.• Transitional housing (for homeless persons who originally came
from the streets or emergency shelters). • Residential programs for runaway/homeless youth (not foster care
or government funded youth programs)• Hotel, motel, or apartment voucher arrangements paid by a
public or private agency because the person or family is homeless.
WHO IS WHO IS NOTNOT COUNTED? COUNTED?
• Individuals living in doubled-up situations or precariously housed, on the edge of becoming homeless
• Formerly homeless persons living in permanent supportive housing (SHP, SRO, or S+C permanent housing) units
• Children or youth who are temporarily residing in institutions due to a parent’s homelessness or abandonment (i.e. emergency foster care, treatment facilities)
• Adults in mental health facilities, chemical dependency facilities, or criminal justice facilities
2010 SUMMARY OF PIT COUNT
• Not enough planning time• Info not passed down from previous coordinators• Inconsistent data collection methods among regions• Challenges combining DV survey monkey data with
HMIS data for reports• Confusion about required data, some surveys thrown
out that shouldn’t have been• Challenges getting non-HMIS shelter participation• Data was entered late, causing delays in reporting• Results were not shared in a timely manner
2011 PIT CHANGES: KEEP IT SIMPLE
• Started earlier. More time to plan.• Two separate surveys. One for DV shelters, one for all
others. Same basic content, different format.
Not new, but worth repeating:• All regions conduct service-based count. Street count
held if applicable (larger cities mainly)• Use HMIS for all data entry, except for DV shelters
(which will use a secure SurveyMonkey)• COC’s complete data entry– provided with small grant
to reimburse expenses involved with count. Allocations based on 2010 PIT #’s.
VOLUNTEER TRAININGS (WEBINARS) PROVIDED
Two Webinar trainings for Coordinators & volunteers provided by IHCDA in mid-January:
1. Survey volunteers trainingJan. 13, 10-11:30 pm ESTJan. 20, 1-2:30 pm EST(repeat)
2. HMIS data entry volunteers Jan. 19, 10-11:30 am ESTJan. 24, 1-2:30 pm EST (repeat)
Register online: http://www.in.gov/ihcda/3120.htm#PIT
PLANNING TIMELINE
Other misc. tasks (if applicable): • Secure participant incentives- backpacks, blankets, toiletries• Outreach to rural counties. Ensure comprehensive regional count
SHELTERED COUNT: HOUSING INVENTORY CHART
• The Housing Inventory Chart (HIC) is found on our website and will be emailed to each PIT Leader.
• Contact all shelters on the HIC by Nov. 30th. Ask the following:‐ Confirm that the details on the HIC. Have they added beds?‐ Confirm participation in count (date, times, survey). ‐ For Non-HMIS shelters: Will collection volunteers will be needed or will
staff be used. Explain training requirements.‐ For HMIS shelters: Explain that HMIS data should be up-to-date as of
01-25-11. ‐ Ask for ideas on service-based locations (particularly in rural counties)‐ Note contact person, address, phone and e-mail.
• Send all HIC updates to [email protected] by November 30th
SHELTERED COUNT: HMISSHELTERED COUNT: HMIS
After the count is held, all sheltered count data (excluding DV shelter surveys) will be entered into HMIS by data entry volunteers.
Residential programs that currently use HMIS: Residential programs that currently use HMIS have it simple. Make sure your data is accurate and you’ll be prepared for the Point In Time Count.
• Prior to January 26th , run Demographics Report to make sure that your data is up-to-date and accurate.
• Make sure any clients who are no longer residing at your facility have been discharged.
• Make sure all data about clients who stayed at your shelter on 1/26 are entered into HMIS by Friday, 1/28.
Programs that do not currently use HMIS:• Trained volunteers or trained shelter staff will complete paper surveys.
These surveys need to be filled out for every family that comes to the shelter. One survey per family. Surveys are returned to COC PIT contact by Friday, 1/28.
• COC needs to designate “Data Entry Volunteers” who will be responsible for entering this data into HMIS. These Data Entry Volunteers will need to fill out a Point In Time Code of Ethics and fax it to IHCDA by January 12th so that we know who needs access to HMIS and for which shelters. Ideally these volunteers will already be familiar with HMIS, however training will be held for ALL users on January 19th and 24th.
• The data that is collected from non-participating shelters will be not be shared with other HMIS programs and will only be used for the Point In Time Count. If a shelter wants to begin using HMIS on a regular basis we can train their staff and provide logins at no charge.
SHELTERED COUNT: HMISSHELTERED COUNT: HMIS
Domestic Violence ProgramsVictims of domestic violence do meet HUD’s definition of Literally Homeless and should be included in the Point In Time count. Domestic Violence programs are prohibited from entering data into HMIS due to the Violence Against Women Act of 2005. Paper surveys will be given to the staff at domestic violence programs.
Data entry: The staff at the domestic violence programs (or a designated COC Data Entry Volunteer) will be responsible for entering their surveys into a Survey Monkey account. Because of the sensitive nature of their data no personally identifiable data will be collected. Staff need to go through Data Entry training.
New for 2011!: DV shelter surveys have slightly different format to make DV surveys more easily identifiable during data entry process.
SHELTERED COUNT: DV PROGRAMSSHELTERED COUNT: DV PROGRAMS
WHY AN UNSHELTERED COUNT?WHY AN UNSHELTERED COUNT?
• Estimated 1/3 to 1/4 of adult homeless population are unsheltered
• Find out how many homeless don’t use shelters & where they live
• Provides good data on chronically homeless
• Find out what they need and will accept to end their homelessness
• This is your opportunity to document that unsheltered homeless people exist in your community!
WHO IS CHRONICALLY HOMELESS?HUD’s definition of chronic homelessness is:A homeless person with 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. To be considered chronically homeless, persons must have been sleeping in a place not meant for human habitation (e.g., living on the streets) and/or in emergency shelter during that time.
HUD’s definition of an episode of homeless is:A separate, distinct, and sustained stay on the streets and/or in an emergency homeless shelter.
In addition, to be identified as chronically homeless, a person must have a disabling condition, defined as follows:
A diagnosable substance use disorder, serious mental illness, developmental disability, or chronic physical illness or disability, including the co-occurrence of two or more of these conditions. A disabling condition limits an individual’s ability to work or perform one or more activities of daily living.
Chronically Homeless Families will be tracked this year!
UNSHELTERED COUNT: UNSHELTERED COUNT: DEVELOPING A PLANDEVELOPING A PLAN
• Two Types:
1. Service-based locations* - required!2. Street Count
• When to conduct count? What are peak hours?
Consider focusing count during hours when shelters are open.
• Where to go? Consider how to reduce duplication, how to identify key intercept points w/ free community
resources (libraries, health clinics, emergency rooms, food pantries, clothing banks, church meals, etc.)
• Who to count? Know homeless definitions, communicate to volunteers and staff who would
NOT be counted.• How to count?
No head counts, all completed by survey or HMIS.
COUNTING UNSHELTERED HOMELESS PERSONS
The best methods to use will vary by type of community:
– Urban / Suburban• Service-based count of key non shelter service providers;*• Might combine with complete coverage of downtown and canvassing of
other known locations
– Suburban / Rural• Service- based*
and• Known locations
or• Combination of both
*minimum required
UNSHELTERED COUNT: UNSHELTERED COUNT: SERVICE-BASED LOCATIONSSERVICE-BASED LOCATIONS
• All COC’s are required to do a service-based count• Good way to capture people not found in obvious places in
street count• If an area is conducive for a street count can do a
combination of both public places & service-based count. Be mindful of duplication
Ex.’s: Trustee offices, soup kitchens, food pantries, emergency rooms, outreach programs, libraries, day centers, community centers, community health clinics, community mental health centers, jails & police stations, day labor sites, clothing programs, warming centers, community action agencies, TANF offices, Social Security offices, drop-in centers, employment centers, churches, schools, housing offices, detox, psychiatric/addiction treatment centers, etc.
UNSHELTERED COUNT: UNSHELTERED COUNT: PUBLIC PLACES/STREET COUNTPUBLIC PLACES/STREET COUNT
Who to Count?Count all adults, children and unaccompanied youth sleeping in places not meant for human habitation, which include:
Streets, parks, alleys, parking ramps, under bridges, all night commercial establishments (movie theaters, laundromats, restaurants), abandoned buildings, building roofs or stairwells, chicken coops and other farm outbuildings, bus stations, caves, campgrounds, vehicles, etc.
Where to Find Them?• Solicit input from PATH/ACT outreach teams, police dep’t, etc.• Ask interviewed person to identify other locations (snowball effect)
UNSHELTERED COUNT: UNSHELTERED COUNT: MINIMIZING DUPLICATIONMINIMIZING DUPLICATION
• Survey ‐ 1st Question for Unsheltered: Have you been
asked these questions today? ‐ Minimum info. required to be counted: Name (or
at least Initials) and Date of Birth. Try to get SSN for unduplication.
• Clearly specify and assign boundaries of surveyors in advance
• Coordinate timing of locations; determine intercept points in your communities
• Some Service-Based Programs already use HMIS, however clients that are seen that day will need to be entered into a separate program in HMIS. It is recommended that Paper Surveys be filled out for all clients.
• All paper surveys collected during the unsheltered count will be entered into HMIS by trained Data Entry Volunteers.
• Data Entry Volunteers must fill out a modified Code of Ethics and fax it to IHCDA by January 12th so we know who needs access to HMIS. Ideally these volunteers will already be familiar with HMIS, however Webinar training will be held for ALL users.
• Survey Site/Location will be entered into HMIS.
• The data that is collected from the Unsheltered Count will be not be shared with other HMIS programs and will only be used for the Point In Time Count.
UNSHELTERED COUNT: HMISUNSHELTERED COUNT: HMIS
UNSHELTERED COUNT: UNSHELTERED COUNT: RECRUITING VOLUNTEERSRECRUITING VOLUNTEERS
Where can I find volunteers?PATH & ACT Teams –mental health outreach teams. Consider using formerly homeless people to conduct public
places countRepresentatives from social service agenciesCommunity members, University social work students
Primary need for volunteers:Coordinating/planning volunteersData entry volunteersDay of count survey volunteers –
Service –based locations Street count and Shelters (non-HMIS shelters only)
VOLUNTEER RECRUITMENT- OTHER CONSIDERATIONS
Recruit enough people to go out in teams of two or more. Do not send alone. Pair experienced person w/ less experienced.
Determine where volunteers are needed and assign all volunteers in advance of count.
Consider developing uniform identification badge/name tag visible to count participants
Webinar Training for survey volunteers: 1/13 & 1/20Webinar Training for data entry volunteers: 1/19 & 1/24.
SURVEY
Will be posted online with all PIT information and documents.
http://www.in.gov/ihcda/3120.htm#PIT
Data entry must be complete by February 18, 2011 in order to be counted. This allows each Continuum three weeks to enter data.
AFTER THE COUNT
Post Count Timeline Data Entry must be completed by February 18th. IHCDA staff compare Data Collected with Housing Inventory Chart Preliminary Sheltered-Count numbers are sent to PIT Leaders by February 26th.
• PIT Leaders confirm numbers by March 5th. Preliminary Unsheltered Count numbers are sent to PIT by March 26th.
• PIT Leaders confirm numbers by April 5th. Final Point-In-Time Numbers are released in early summer.
QUESTIONS?
Click “Raise Hand” to be un-muted, or type your question in the GoToWebinar panel.
Thank you!
