Access points are the places – either virtual or physical – where an individual or family in need of homeless resources accesses the coordinated entry system (CES). Within the O’ahu CoC, in-person access points include homeless street outreach programs, emergency shelters, participating hospitals, community clinics, and various other partner agencies that provide assistance to the homeless community.

> FIND EMERGENCY SHELTERS

> FIND AN OUTREACH TEAM

You may also contact Aloha United Way’s 211 referral hotline for information on access points nearest to you.

YOUTH:

Youth households (ages 18-24) seeking assistance from CES may present at any access point - other than DV access points unless applicable - for triage and assessment. However, certain partner agencies within the CoC operate as youth specific access point.

• RYSE (Residential Youth Services & Empowerment)

  • Mainline: 808-498-5180

  • Mobile Crisis Outreach: 808-861-6066

• Hale Kipa

  • Mainline: 808-589-1829

  • YO! Outreach Team/Drop-In Center: 808-942-5858

DOMESTIC VIOLENCE or INTIMATE PARTNER VIOLENCE SURVIVORS:

Homeless DV households seeking housing assistance can present at any DV-specific access point by calling the appropriate victim service provider (VSP) hotline. Each VSP has their own hotline and will begin triage once the call is placed. Information on VSP hotlines may be found here. Additionally, DV households can present at CES access points and be referred to appropriate VSP as determined appropriate or at the request of the participant for targeted support and resources.

Case conferencing is a routine, centralized process that helps community leaders and housing navigators monitor and advance the progress of various people toward housing. Our CES team works in tandem with case workers and community leaders to ensure that we as a community are tracking, engaging, and connecting all persons experiencing homelessness to permanent housing resources and supports.

GOALS OF CASE CONFERENCING:

1. To ensure holistic, coordinated, and integrated assistance across providers for all persons experiencing homelessness in the community;

2. To review progress and barriers related to each individuals housing goal;

3. To identify and track systemic barriers and strategize solutions across multiple providers;

4. To clarify roles and responsibilities and reduce duplication of services.

CLIENT QUESTIONS FOR CASE CONFERENCING

CASE CONFERENCING AGENDA

MONTHLY SCHEDULE OF CASE CONFERENCING:

• North Shore, Windward, Waianae | 1st Wednesday of the month | 1:00-2:30pm

• Youth | 2nd & 4th Wednesdays of the month | 10:00-11:30am

• Veterans | 2nd & 4t Wednesdays of the month | 1:00-2:30pm

• Honolulu | 3rd Wednesday of the month | 1:00-2:30pm

Number Next List meetings are for the purpose of pre-referral navigation and focus on prepping upcoming households for primarily permanent supportive housing (PSH) referrals, broken out by each sub population. This is to ensure that the prioritized housing pathway is appropriate and the household is prepared for placement if and when a referral is made. With this in mind, the Number Next List meetings are designed to collect the following information:

1. Client Engagement

2. Appropriate Housing Resource

3. Document Readiness - ID, Birth Certificate, Chronic Homeless Verification/Disability Verification (if applicable)

4. Barriers/Next Steps

NOTE: The CES Number Next Lists are exclusively available for review and download in Clarity!

HOW DO I ACCESS THE NUMBER NEXT LIST IN CLARITY?

• Must be an active Clarity user

• Must be logged in to your Agency Analysis account

WHAT IS AN AGENCY ANALYSIS ACCOUNT?

• You must be logged into the Agency Analysis account in order to view and download the CES Number Next Lists. Accessing this role will be especially important for providers who regularly participate in CES meetings to navigate their clients through to appropriate housing referrals.

• All agencies that opt in to Agency Analysis will be given one account, with a unique Username and Password. Unlike other HMIS roles, Agency Analysis can be accessed by more than one staff member at your agency. This is not a data entry role, but a reporting and coordinated entry role, with different features from Case Management or VISPDAT users.

HOW DO I GET AN AGENCY ANALYSIS ACCOUNT?

• An Agency Analysis Agreement form must be signed by your agency lead (HMIS authorized POC) and any staff member you plan to share this access with need to be included on this agreement. Please read the agreement carefully if you want access to this role as there are additional responsibilities and expectations. If your agency has already setup the Agency Analysis Account your Agency Lead is responsible for updating the user list with the HMIS Administrators and sharing the login information with you.

DOWNLOAD THE AGENCY ANALYSIS FORM

• Submit completed form to the HMIS team at hmis@partnersincareoahu.org

• Direct all questions related to this role to the PIC HMIS team.

MONTHLY SCHEDULE OF NUMBER NEXT MEETINGS:

• Individuals | 1st & 3rd Mondays of the month | 1:00-3:00pm

  • 1:00-2:00pm - Individual & Adult-Only households next for Permanent Supportive Housing (PSH)

  • 2:00-3:00pm - Individuals with AMHD & CCS

• Families | 2nd & 4th Mondays of the month | 1:00-2:30pm

  • 1:00-1:45pm - Families next for PSH

  • 1:45-2:30pm - Families next for Transitional Housing (TH)

• Youth (ages 18-24) | 2nd & 4th Wednesday of the month | 10:00-11:30am

• Veterans | 2nd & 4th Wednesdays of the month | 1:00-2:30pm

NOTE: Veterans and Youth Number Next List meetings are combined with their respective Case Conferencing.

Please email pichousing@coordinatedentrysystem.org for meeting details or more information.

CES refers Oahu's homeless clients to the following listed agencies based on the CES policies and procedures. Below you will find a list of those agencies along with their mission statements and all referral sheets linked to that organization.

All housing program referral requests must be submitted through the Clarity database. Please reach out to the CES team at pichousing@coordinatedentrysystem.org if assistance of training is needed.

ALTERNATIVE STRUCTURES INTERNATIONAL (ASI)

Our mission is to provide assistance for families in need so that they may become self-sufficient and attain permanent housing. We have been providing housing and education on the west side of O'ahu since 1989. We currently maintain 48 modern housing units in the Lualualei Valley, and strive to create a nurturing environment for families to grow in.

ASI Referral Sheets:

1. ESG / HPO Rapid Re-Housing

2. Leeward Permanent Supportive Housing

3. Permanent Housing

4. Transitional Housing

CATHOLIC CHARITIES OF HAWAI’I (CCH)

Catholic Charities Hawai‘i, rooted in the gospel of Jesus, exists to carry out the social mission of the church by serving the people of Hawai‘i, regardless of their faith or culture.

We are a community of hope that promotes the dignity of each person by helping others empower themselves. We provide a wide range of social services with compassion and a commitment to excellence. Through our programs and our advocacy for social justice, we lovingly serve all people, especially those with the greatest need.

In the Hawaiian spirit of ‘ohana, we join with parishes, agencies, and community groups. We welcome all people of goodwill to share our mission.

Catholic Charities Hawai‘i Referral Sheets:

1. Permanent Supportive Housing

2. SSVF Rapid Re-Housing

FAMILY PROMISE OF HAWAI’I (FPH)

Family Promise of Hawaiʻi utilizes family-centered strategies and mobilizes community support to increase equitable access to housing for Hawaiʻi's vulnerable families. They address family homelessness holistically, providing prevention services before families reach crisis, shelter and case management when they become homeless, and stabilization programs once they have secured housing to ensure they remain independent. They tap existing local resources to empower families towards economic stability. Families come to us in crisis; we help them rebuild their lives with new skills and ongoing support.

Family Promise Referral Sheets:

1. Permanent Supportive Housing

2. ESG RRH

GREGORY HOUSE PROGRAMS (GHP)

Gregory House Programs is a 501c-3 nonprofit agency. It was founded in 1988 as Ho’omana’olana after a few dedicated and concerned citizens, including Michael Burnett (the first Executive Director), successfully lobbied State Legislature for funds to start up an AIDS housing program. Gregory House works with Persons Living With HIV and their families who are homeless or at-risk of becoming homeless with very-low incomes and limited resources. Gregory House’s mission is to provide affordable housing assistance and support services to persons living with HIV/AIDS in Hawai‘i.

Gregory House Referral Sheets:

1. CoC Rapid Re-Housing

2. ESG Rapid Re-Housing

HALE KIPA

Hale Kipa provides opportunities and environments that strengthen and encourage youth, their families and communities to actualize their potential and social responsibility.

Hale Kipa Referral Sheets:

1. Transitional Housing

2. Permanent Supportive Housing

HONOLULU COMMUNITY ACTION PROGRAM (HCAP)

Honolulu Community Action Program, Inc. (HCAP) is a private, non-profit 501(c)(3) organization, delivering need-based human services to the economically challenged on the island of Oahu since 1965. Recognized as a Community Action Agency, HCAP’s mission is very deeply rooted in its responsiveness to the community and its needs. It is our belief and philosophy that no individual should be denied the opportunity to share and contribute fully to the best of his/her capabilities in the social and economic well being and prosperity of our society. Hence, HCAP is committed to alleviating the conditions of poverty on Oahu by promoting opportunities for the economically disadvantaged to attain greater social and economic mobility.

HCAP Referral Sheets:

1. Transitional Housing

THE INSTITUE FOR HUMAN SERVICES (IHS)

IHS is a multi-service center that specializes in assessing and triaging every person’s homeless situation in order to provide tailored solutions that move them into housing, helps them develop self-sufficiency, and reconnects them with the community. By working with partners in government, business, and community organizations, IHS provides a spectrum of core services, embraces innovative solutions, and advocates for system changes through public education and community outreach. IHS’s mission is to create and offer tailored housing solutions for those in crisis, and nurture homeless people toward greater self-direction and responsibility.

IHS Referral Sheets:

1. Permanent Supportive Housing

2. HPO / ESG Rapid Re-Housing

KALIHI-PALAMA HEALTH(CANTER KPHC)

Kalihi-Palama Health Center (KPHC) is an independent, 501 (c) (3) non-profit, organization that plays a crucial role in the Kalihi-Palama community as a provider of health and social services to patients who typically face significant barriers when accessing health care. KPHC is located in the heart of Kalihi-Palama; an urban, innercity community that is home to approximately 63,820 residents, many of whom are poor Asian, Native Hawaiian, and Pacific Island ethnic minorities. KPHC serves more than 20,000 patients annually.

KPHC Referral Sheets:

1. US Vets | KPHC State Permanent Supportive Housing

2. US Vets | KPHC City Permanent Supportive Housing

KEALAHOU WEST O’AHU (KWO)

Kealahou West Oahu has been serving the Leeward Coast with Outreach Services and Homeless Shelter Programs since 1986. Contract services with the State of Hawai‘i to provide Outreach services directly to those living in the beaches, parks, cars, caves, and other non-recognized living environments on the Wai‘anae Coast. We seek out those in need by conducting field runs Monday through Thursday and have even expanded our services to one-night field run every week. We deliver these services to promote housing stability and client well-being in our programs and outreach efforts. KWO services include but not limited too: mail services, housing assistance, verify homeless status, advocacy, referral services to other supportive services, emergency food assistance, government and local financial program, and much more.

KWO Referral Sheets:

1. Transitional Housing

MENTAL HEALTH KOKUA (MHK)

MHK was founded in 1973 as a non-profit, Hawaii corporation, specifically to assist people recovering from mental illness. Mental Health Kokua assists people with mental health and related challenges, to achieve optimum recovery and functioning in the community.

MHK Referral Sheets:

1. Permanent Supportive Housing

RESIDENTIAL YOUTH SERVICES & EMPOWERMENT (RYSE)

Residential Youth Services and Empowerment (RYSE), a 501(c)(3) operates an access center where Hawai‘i’s street youth are assessed and referred to appropriate support services. Youth in the target range of 18-24 have access to a safe temporary living space specifically designed to address their unique needs. The access center offers coordinated programs and services to build a path towards reintegration into mainstream society.

RYSE Referral Sheets:

1. RYSE Youth Rapid Re-Housing

2. RYSE YHDP Youth Permanent Supportive Housing

3. RYSE YHDP Youth Rapid Re-Housing/Transitional Housing

4. RYSE Youth PH (Manu o Ku, ASI/RYSE Kauhale Kewalo, Haleiwa Project)

STEADFAST HOUSING DEVELOPMENT CORPORATION (SHDC)

Steadfast Housing Development Corporation incorporated as a non-profit entity in 1989 and combined experts in housing and mental health services to provide a community housing program for adults with serious and persistent mental illnesses. Steadfast’s mission is to provide housing and employment opportunities to persons with serious and persistent mental illness in pursuit of recovery and life goals of their choosing.

Steadfast Chronic Homelessness Documentation Checklist | Steadfast Intake Checklist | Steadfast Housing Brochure | Steadfast Housing Eligibility Requirements

Steadfast Referral Sheets:

1. Congregate Housing

2. Shelter + Care Permanent Supportive Housing

U.S. VETS

U.S. Vets is the nation’s largest non-profit provider of comprehensive services to homeless and at-risk veterans. U.S. Vets mission is the successful transition of military veterans and their families through the provision of housing, counseling, career development and comprehensive support.

US Vets Referral Sheets:

1. GDP Transitional Housing

2. Permanent Supportive Housing

3. SSVF Rapid Re-Housing

4. US Vets | KPHC State Permanent Supportive Housing

5. US Vets | KPHC City Permanent Supportive Housing

VETERANS AFFAIRS - “HUD VASH”

Veteran Affairs HUD VASH mission is to fulfill President Lincoln's promise "To care for him who shall have borne the battle, and for his widow, and his orphan" by serving and honoring the men and women who are America's veterans.

HUD VASH Referral Sheets:

1. HUD VASH

WOMEN IN NEED (WIN)

Women In Need is a 501 (c)(3) nonprofit organization that empowers women who have been through domestic violence, homelessness, substance abuse, and incarceration. WIN is committed to guiding women and teens towards sobriety, self-esteem and responsibility through our warm, nurturing and holistic approach. We help our clients develop positive life skills they need to become independent and productive members of our community. We do everything we can to break the generational cycle of hopelessness and abuse.

WIN Referral Sheets:

1. Transitional Housing

The Domestic Violence Coordinated Entry System (DV CES) is similar to the mainstream (Non-DV CES) system in that it is an approach to organizing and providing services and assistance to persons experiencing a housing crisis within the Continuum of Care (CoC). The difference and separation between DV and non-DV populations is about the added safety and security considerations necessary for the DV population. To protect these households, the DV CES does not include any personally identifying information.

Child & Family Service (CFS) is the contract holder for the creation and implementation of the DV CES. CFS is a Hawai’i-born, impact-driven, community-based organization with a mission of strengthening families and fostering the healthy development of children. Our statewide support, counseling, and therapeutic programs help individuals and families heal from trauma, prevent abuse and neglect, and can break the cycle of generational poverty.

ACCESS:

Homeless DV households seeking housing assistance can present at any DV-specific access point by calling the appropriate victim service provider (VSP) hotline. Each VSP has their own hotline and will begin triage once the call is placed. Information on VSP hotlines may be found below. Additionally, DV households can present at non-DV specific CES access points and be referred to appropriate VSPs as determined to be clinically appropriate or at the request of the participant for targeted support and resources.

VSP Hotlines:

1. CFS (Child & Family Service) | (808) 841-0822

2. PACT (Parents and Children Together) | (808) 526-2200

3. WIN (Women In Need) | (808) 486-1996

4. DVAC (Domestic Violence Action Center) | (808) 531-3771

ASSESMENT:

The Oahu CoC has implemented the Vulnerability Index - Service Prioritization Decision Assistance Tool (VI-SPDAT) assessment for the following subpopulations:

1. Single Adults (including DV): VI-SPDAT (Version 2)

2. Families (including DV): Family VI-SPDAT (Version 2)

3. Youth: TAY VI-SPDAT (Version 2)

Please click here to reference each of the subpopulations VI-SPDAT assessment tools.

CES assessment data collected from participants in this target population must not be entered into the Oahu PIC HMIS. In order to participate in DV CES, data must be entered into the DV designated database that is compliant with privacy standards in relation to the Violence Against Women Act.

VAWA 2022 Re-authorization

PRIORITIZATION:

The intention of a By-Number List (BNL) is to have a single, centralized list for the entire Oahu CoC that includes all relevant, participant-level information to identify which participants are most vulnerable and therefore most likely to be in immediate need for assistance. The use of a prioritization list provides an effective way to manage a transparent prioritization process. It also ensures that CoCs do not serve participants on a “first come, first served basis,” but rather according to each participant’s level of need, vulnerability and risk of greater harm should the household not receive accelerated access to CoC assistance.

The DV sub-population utilizes a by-number list to prioritize households for CES referrals. This prioritization matrix is the same as the non-DV sub-populations which can be found in the Oahu CES Policies & Procedures document here.

DV By-Number List

REFERRALS:

The DV CES currently refers to four DV-specific housing programs. Information on those programs can be found below.

___________________________

Child & Family Service (CFS)

Child & Family Service (CFS) is a community based organization with a mission of strengthening families and fostering the healthy development children. Over our past 122-year history, CFS has been a fierce advocate for children and families in the midst of social injustices and inequalities. Today, as we reflect on the trauma our nation is experiencing, our core values of H.O.P.E. (Humility, Ownership, Perseverance & Engagement) continue to guide us in our support of the Black Lives Matter movement.

CFS Referral Sheets

1. CFS DV RRH

2. CFS DV TH

___________________________

Family Promise of Hawaii (FPH)

Family Promise provides comprehensive, holistic solutions for families facing housing instability. Families come to us in crisis; our approach of family-centered services and coordinated compassion helps them rebuild their lives with new skills and ongoing support. Since 2006, we have provided shelter, meals, case management, homelessness prevention, and stabilization services to over 4,730 family members.

Family Promise Referral Sheets

1. FPH DV RRH

___________________________

Parents And Children Together (PACT)

Parents And Children Together promotes meaningful and healthy relationships between parents and children, while creating support systems that empower people who often have nowhere else to turn. Our community-based services have grown into a multi-faceted organization with over 400 employees on Oahu, Kauai, Maui, Molokai, Lanai and the Island of Hawaii.

PACT Referral Sheets

1. PACT DV RRH

2. PACT DV TH

___________________________

Women In Need (WIN)

Women In Need is a 501 (c)(3) nonprofit organization that empowers women who have been through domestic violence, homelessness, substance abuse, and incarceration. WIN is committed to guiding women and teens towards sobriety, self-esteem and responsibility through our warm, nurturing and holistic approach. We help our clients develop positive life skills they need to become independent and productive members of our community. We do everything we can to break the generational cycle of hopelessness and abuse.

WIN Referral Sheets

1. WIN DV RRH

2. WIN DV TH

The Department of Housing and Urban Development (HUD) requires each Continuum of Care (CoC) to establish and operate a coordinated entry system (CES) based on evidence that such systems increase the efficiency of local crisis response systems and improve ease of access to resources. CES is intended to help communities prioritize assistance to ensure that households who are most in need of assistance receive it in a timely manner. When appropriate data is collected, CES can also provide information to CoCs and other stakeholders about service needs and gaps which helps communities to strategically allocate their current resources and identify the need for additional resources.

This manual is intended to establish policies and procedures which govern CES’ general operations and day-to-day activities, to operate transparently by providing partner agencies and the participants they serve with a basic overview of CES and to document all CES policies required by HUD, as described in CPD Notice 17-01: Notice Establishing Additional Requirements for a CoC Centralized or Coordinated Assessment System. 

• PIC CES POLICIES & PROCEDURES

PLEASE NOTE: This is a live document that is consistently reviewed and improved upon.

CES POLICY CHANGES:

2022:

• COVID Prioritization Policy - Updated

• VASH Prioritization

• Youth Prioritization

2023:

• Active/Inactive policy

• P&P updates 8_8_2023

2024:

• Increased Resource Needs Definition for Veterans

• RRH Special Considerations

• Adult-Only Allocations

• Statement of Severity Credentials