DOC

Policy Subject Client Rights and Services Termination

By Janice Thomas,2014-06-17 18:04
6 views 0
Policy Subject Client Rights and Services Termination ...

Policy Subject: Housing Solutions Admission Policy

    Policy:

    The “Agency” will assess applicants for placement in the “Housing Program” using a selection process that is fair and equal and in accordance to HUD regulations for the Supportive Housing

    Program.

    Definitions:

    Applicant is defined as any individual that is applying for housing services from the “Housing Program” of the “Agency”.

    Procedures:

The Process will consist of:

    1. Case Manager will set an appointment for eligibility assessment upon successful outreach,

    referral, or client request.

    2. Eligibility assessment will be completed to ensure that potential program participant meets

    HUD chronic homeless definition including documentation of diagnosable disability.

    3. At the eligibility screening case manager will either provide a letter to the potential

    program participant stating they are not eligible for services and why OR will provide a list

    of documents required to complete the first step in the application process.

    4. Applicant will have up to 2 weeks to supply case manager with any HUD required

    documentation for chronic homelessness and disability or supply case manager with

    explanation of why documentation has not been secured. (Case Managers will assist

    applicants as needed)

    5. When case manager has successfully obtained homelessness documentation case manager

    will conduct a program briefing with the applicant and assist applicant in completing the

    application for the “Housing Program” including special needs assessments, proof of

    identifying documents as required for leasing, income verification, and release of

    information forms.

    6. Applicant will have up to1 month to supply case manager with any additional

    documentation requested at time of application or supply case manager with explanation of

    why documentation has not been secured. (Case Manager will assist applicants as needed)

    7. If Case Manager has not received the required documentation or has had no contact with

    the applicant within specified time limitations applicant will have to reapply for assistance.

    Case Manager will notify the applicant through letter sent to last known address stating

    that the application has been denied and the reasons for denial.

Forms Required for Admission:

See Tab 1 and Tab 2 in the “Housing Program” file template for required forms and

    documentation

    Date of policy: 9/27/07

    Date of Board Approval: (insert here)

Policy Subject: Housing Solutions Case Management Policy

    Policy:

    The “Agency” will assess program participants to determine their supportive service needs and eligibility for mainstream resources and develop an individual mutually agreed upon service plan

    for all program participants.

    Definitions:

Program Participant is defined as any individual that is receiving housing services from the

    “Housing Program” of the “Agency”.

Mainstream resources is defined as non homeless targeted health, social service, and employment

    programs for which homeless populations may be eligible such as SSI, SSDI, Unemployment

    benefits, Veteran’s Benefits, Medicaid, Food Stamps

Procedures:

Case Managers will maintain complete service documentation of case management using the

    following procedure:

    1. Case Manager will conduct an initial assessment of supportive service needs including a

    review of eligibility for mainstream resources.

    2. Based on initial assessment, case manager will create a housing skills and supportive

    service checklist.

    3. Using both the initial assessment and the housing skills and supportive service checklist

    the case manager and program participant will create a mutually agreed upon service plan.

    4. The housing skills and supportive service checklist and the service plan will be reviewed

    and updated every 3 months to assess progress towards goal achievement, obstacles, and

    unmet identified needs.

    5. Case notes will be maintained and updated with every contact made with program

    participant or their case.

Regular contact will be made between the case manager and the program participant through home

    visits, office visits and when case managers accompany program participant to social service or medical appointments. Home visits will be made based on need and individual case plan as

    determined by case manager with no less frequent visits than once per month.

Forms Required for Complete Case Management:

    See Tab 3 in the Housing Program” file template for required forms and documentation

    Date of policy: 9/27/07

    Date of Board Approval: (insert here)

Policy Subject: Housing Solutions Lease-up Process Policy

    Policy:

    The “Agency” will assist program participant in locating and securing affordable safe and sanitary

    rental units.

    Definitions:

    Program Participant is defined as any individual that is receiving housing services from the

    “Housing Program” of the “Agency”.

    Rental Unit is defined as any housing unit that meets the following criteria:

    ? Located in (insert service area)

    ? Meets housing quality standards or habitability standard

    ? Rent at or below current Fair Market Rent

    ? Complies with rent reasonable standards

    Procedures:

The Lease-up Process will consist of:

    1. Provide and review tenant handbook

    2. Provide a list of apartments that meet the criteria listed above for rental units that partner

    with “Housing Program”. Participants are not limited to these units and may select any

    unit that meets the criteria.

    3. Participant selects rental unit and provides landlord contact information to Case Manager.

    4. Participant completes apartment application and provides Case Manager a copy.

    5. Case Manager attaches copy of application to application check request, request is

    approved by Director of Program Services and forwarded to Accounting Assistant for

    processing.

    6. Once participant has been approved by the renting agency, Case Manager conducts rent

    reasonable assessment, HQS inspection and verifies that the rent and utilities do not exceed

    FMR prior to approving the unit.

    7. For units that fail the initial HQS inspection, the landlord will be given the option of

    correcting any deficiencies within one week or the participant will select another unit.

    8. Once unit is approved, participant and landlord execute a lease agreement and “AGENCY”

    and landlord execute a contract agreement.

    9. Case Manager must be provided with a copy of the lease. A copy of the lease is attached

    to the request for the unit deposit and first month’s rent, request is approved by Director of

    Program Services and forwarded to Accounting Assistant for processing.

    10. Case Manager will assist and ensure that utility service is secured in the participant’s name

    prior to or up to two days after move-in.

    11. Within one week of move-in, Case Manager will accompany participant to Wal-Mart to

    supervise the use a “move-in” gift card designated for household items and needs. Case

    Manager will make every attempt to assist in providing furnishing for the unit. Appeals:

    In the event that the case manager deems that a unit does not meet FMR, HQS or rent

    reasonableness, the participant may appeal that decision with the immediate supervisor.

    Date of policy: 9/27/07

    Date of Board Approval: (insert here)

Policy Subject: Pet Policy

    Policy:

    The “Agency” will allow pets in the apartment unit as long as pets are discussed with case

    manager before purchase and are in compliance with both “Housing Program” guidelines and apartment complex rules.

    Procedures:

    Before pets are purchased or acquired the program participant must:

    1. Discuss their reasons for acquiring the pet and their plan for caring for pet with case

    manager.

    2. Review lease to determine if pets are allowed and any restrictions on type of pet and size

    and weight of pet.

    3. Show proof that program participant has adequate funds available to pay all necessary pet

    deposits in full, required vaccinations, and monthly food costs.

    4. During home visits case manager will monitor that pet has all vaccinations up to date and

    that pet is being cared for in an appropriate manner.

    Date of policy: 9/27/07

    Date of Board Approval: (insert here)

Policy Subject: Housing Solutions Re-Certification Policy

    Policy:

    The “Agency” will assist program participant in remaining in permanent housing by ensuring all

    HUD recertification requirements are met.

    Definitions:

Program Participant is defined as any individual that is receiving housing services from the

    “Housing Program” of the “Agency”.

    Recertification is defined as requirements as laid out in HUD 24 CFR 583. Procedures:

    The Recertification Process will begin two months prior to the renewal of the lease.

For program participants remaining in the same apartment unit, the recertification process will

    consist of:

    8. Revaluate annual income of program participant to determine accurate rental payments and

    continued eligibility.

    9. Inspect rental unit to ensure continued compliance with HQS standards.

    10. Notify landlord of any deficiencies and needed repairs as determined by HQS inspection.

    11. Update rent reasonable form.

Program participants will be allowed to move to a different apartment unit on the following

    conditions and with case manager consent:

    a. Documented safety concerns and criminal activities in the apartment complex

    b. If participant has acquired a job or enrolled in a school that is located in another

    area of (insert service area) and transportation is an issue to and from location.

    c. Substantiated complaints from participant have been document as valid (i.e., noise,

    landlord not responsive to maintenance and repair requests, general condition of

    complex has deteriorated)

    Program participants who move to a new unit without case manager consent the “HOUSING PROGRAM” program will not pay deposits or application fees for the new unit. For program

    participants approved to move to a new unit, the recertification process will consist of:

    1. Participant will meet with Case Manager to discuss unit size and monthly rent for an

    eligible unit.

    2. Participant selects rental unit and provides landlord contact information to Case Manager.

    3. Participant completes apartment application and provides Case Manager a copy.

    4. Case Manager attaches copy of application to application check request; request is

    approved by Director of Program Services and forwarded to Accounting Assistant for

    processing.

    5. Once participant has been approved by the landlord or property manager, Case Manager

    conducts rent reasonable assessment, HQS inspection and verifies that the rent and utilities

    do not exceed FMR prior to approving the unit.

    6. For units that fail the initial HQS inspection, the landlord will be given the option of

    correcting any deficiencies within one week or the participant will select another unit.

    7. Once unit is approved, participant and landlord execute a lease agreement; “AGENCY”

    and landlord execute a contract agreement.

    8. Case Manager must be provided with a copy of the lease. A copy of the lease is attached

    to the request for the unit deposit and first month’s rent, request is approved by Director of

    Program Services and forwarded to Accounting Assistant for processing.

    9. Case Manager will assist and ensure that utility service is secured in the participant’s name

    prior to or up to two days after move-in.

    Appeals:

    If program participant wishes to move to new unit and is denied by case manager the participant may appeal that decision with the immediate supervisor.

During re-certification the case manager deems that a unit does not meet FMR, HQS or rent

     reasonableness, the participant may appeal that decision with the immediate supervisor.

    Date of policy: 9/27/07

    Date of Board Approval: (insert here)

Policy Subject: “Housing Program” Participant Termination

    Policy:

    The “Agency” will terminate clients according to HUD regulation 24 CFR583.300(i). Definitions:

Program Participant is defined as any individual that is receiving housing services from the

    “Housing Program” of the “Agency”.

    Procedures:

The Process will consist of:

    1. Written notice to the participant containing a clear statement of the reasons for termination

    will be given by that client’s case manager;

    2. A review of the decision in which the participant is given the opportunity to present written

    or oral objections before a person other than the person or a subordinate of that person who

    made or approved the termination decision following the appeal process below; and

    3. Prompt written notice of the decision to the participant will be given through the appeal

    process below.

Termination of services becomes an option of the case manager at time of eviction from housing

    for cause or abandonment of unit. Termination may be considered in the event of serious and

    persistent program violations with special approval from HUD representative.

Appeal Procedures:

    In the event that a termination occurs each client is able to make an appointment with the immediate supervisor of the staff member making the initial termination decision. At this time the

    immediate supervisor may either decide to over rule the case manager decision or the immediate

    supervisor may concur with the decision and the termination will remain.

    Date of policy: 9/27/07

    Date of Board Approval: (insert here)

    Policy Subject: Housing Solutions Home Visit Policy Policy:

    “Housing Program” will conduct regular home visits. Procedures:

The Process will consist of:

    1. Case Manager will set an appointment for the home visit that is between the hours of

    9:00AM and 5:00PM Monday through Friday. A Saturday visit may be scheduled with

    prior approval from supervisor.

    2. Participants will be notified by mail of the time and date of the home visit.

    3. If a night home visit is necessary, the Case Manager must be accompanied by another Case

    Manager or their supervisor. Night visits must be approved by the supervisor prior to

    scheduling the home visit.

    4. If the Case Manager will be more than 15 minutes late to a scheduled home visit, they

    must notify the participant of the delay and give them the option to reschedule the

    appointment.

    5. If the Case Manager is not able to attend a scheduled home visit, they must either contact

    the participant or make other arrangements for participants to be notified of the

    cancellation.

    6. Home visits will be conducted at least monthly. Home visits may be conducted more

    frequently depending upon a mutually agreed-upon schedule between the Case Manager

    and the program participant.

    Forms Required for Home Visits:

    Case Notes; Service Log; Home Visit Checklist

    Date of policy: 9/27/07

    Date of Board Approval: (insert here)

Policy Subject: Housing Solutions Case Management Policy

    Policy:

The “Agency” will assess program participants to determine their supportive service needs and

    eligibility for mainstream resources and develop an individual mutually agreed upon service plan

    for all program participants.

    Definitions:

Program Participant is defined as any individual that is receiving housing services from the

    “Housing Program” of the “Agency”.

Mainstream resources is defined as non homeless targeted health, social service, and employment

    programs for which homeless populations may be eligible such as SSI, SSDI, Unemployment benefits, Veteran’s Benefits, Medicaid, Food Stamps

Procedures:

Case Managers will maintain complete service documentation of case management using the

    following procedure:

    1. Case Manager will conduct an initial assessment of supportive service needs including a

    review of eligibility for mainstream resources.

    2. Based on initial assessment, case manager will create a housing skills and supportive

    service checklist.

    3. Case Manager will assist program participant with referral, access and follow-up for

    Mainstream Resources.

    4. Using both the initial assessment and the housing skills and supportive service checklist

    the case manager and program participant will create a mutually agreed upon service plan.

    5. The housing skills and supportive service checklist and the service plan will be reviewed

    and updated every 3 months to assess progress towards goal achievement, obstacles, and

    unmet identified needs.

    6. Case notes will be maintained and updated with every contact made with program

    participant or their case.

Regular contact will be made between the case manager and the program participant through home

    visits, office visits and when case managers accompany program participant to social service or

    medical appointments. Home visits will be made based on need and individual case plan as determined by case manager with no less frequent visits than once per month.

Forms Required for Complete Case Management:

    See Tab 3 in the “Housing Program” file template for required forms and documentation

    Date of policy: 9/27/07

    Date of Board Approval: (insert here)

Policy Subject: Housing Solutions Housing Policies

    Policy:

    “Agency” will provide rental assistance for eligible units to program participants.

Definitions:

Eligible Units:

     1. Located in (insert service area).

     2. Meets Housing Quality Standards (HQS) or Habitability Standards and local housing codes.

     3. Rents for a reasonable amount, compared to unassisted units as defined by Agency and/or funding

    source.

     4. Does not exceed HUD Fair Market Rents

Procedures:

Payment Standards:

    “Housing Program” does not charge the participants. However should “Housing Program” decide at a later date to charge rent: The payment standard for the program will be based on the fair market rent payment

    amount. Thereafter, the payment standard will be reviewed annually and will be compared with fair market

    rents being charged throughout (insert service area). As deemed necessary, the payment standard will be

    reviewed and increased or decreased as market conditions change. These changes will be within HUD

    established limits.

Security Deposits:

    “Housing Program” will pay the first security deposit. If the participant relocates during their tenancy,

    “Housing Program” may pay the additional security deposit if the relocation is for just case. Security deposits can not exceed the amount of one month rent. When the participants moves, the security deposit

    will be refunded to the participant upon successful completion of the program and the terms of their lease.

Utility Deposits:

    “Housing Program” will pay utility deposits for participants who do not rent an All Bills Paid unit.

Lease and Contract Requirements:

    The lease is between the program participant and the landlord. “Agency” will execute a contract with the

    landlord for the rent or a portion of the rent on the unit.

Tenant/Landlord Disputes & Eviction:

    “Agency” is not a party to the tenant/landlord lease and will not be obligated to enforce or intervene in a

    tenant/landlord dispute. “Agency” is not a party to the eviction process. If the program participant is legally evicted for cause, “Agency” may terminate assistance to the participant.

    Date of policy: 9/27/07

    Date of Board Approval: (insert here)

Report this document

For any questions or suggestions please email
cust-service@docsford.com