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)