Alliance to End Homelessness in Suburban Cook County

2016HOUSING INVENTORY COUNT &POINT-IN-TIME COUNT (HIC & PIT)

for Wednesday, January 27, 2016

INSTRUCTIONS / DEFINITIONS

New This Year (2016)
  • Providers that have beds dedicatedfor veterans, youth, or chronically homeless will need to report those beds by household type instead of just providing a single count of beds.
  • Providers will be requiredto specify whethertheir project is funded through federal funding sources otherthan HUD McKinney-Vento funding.
  • Providers will determine chronic homelessness based on the recently released rule. (Refer to Definition section below for assistance).
  • In addition to reporting on individuals and persons in families over 18 experiencing chronic homeless, providers will be asked to report chronically homeless status on heads of households that are under 18 (which includes both unaccompanied youth and parenting youth under age 18).
  • HUD has collapsed the transgender categories back into 1 single reporting option - “Transgender”.

  • Providers will be required to report demographic data on Parenting Youth andUnaccompanied Youth. For Parenting Youth, providers will only report the demographics on the youth parents and exclude the demographic data on the children of the youth parents.
  • Note: We are utilizing JotForm this year instead of Adobe for the online form, so there will be some functionality differences from previous years.

REMINDERS
  • The 2016HIC & PIT is to be completed online by following the link found in the email, on page 2 of these instructions, and on the HMIS page of our website:

  • Provider projects with inventory identified as “Under Development” (fully funded but not yet available on January 27, 2016) will need to indicate whether or not the provider project is expected to begin operation within the next 12 months.

  • Please utilize the “Notes:” section to describe any changes from your 2015 submission (i.e. number of units, number of beds, etc.).

Non-HMIS ParticipantsorSSVF/ESG FundedRapid Rehousing Providers

Non-HMISorSSVF/ ESG Funded Rapid Rehousing Providerswill need to complete both

FormA and Form B of the online2016HIC & PIT.

HMIS Participantsand CoC Funded Rapid Rehousing Providers

HMIS participantsand CoC Funded Rapid Rehousing Providers should generate the

“0630-SubCook-Sheltered PIT 2016 NO Detail-3-6-2016”report in ARTprior to completing Form A of the online 2016 HIC & PIT, since submission of the form requires an attached PDF copy of your 0630 report.

** The deadline for submitting the HIC & PIT is 5:00 pm on Monday, March 21, 2016. **

Instructions for Completing the Online HIC & PIT

Use the following link to access the online forms:

  • Note: We are utilizing JotForm this year instead of Adobe for the online form, so there will be some functionality differences from previous years.
  • We strongly recommend using the sample form (attached to the original email and available on our web site to answer all questions before entering the data online.
  • Note that some questions are dependent on the project type and will appear only when that project type is selected.
  • Projects that participate in HMIS (except SSVF/ESG Funded Rapid Re-housing providers) will be required to attach a PDF copy of“0630-SubCook-Sheltered PIT 2016 NO Detail-3-6-2016” report in order to submit the form—see instructions below.
  • To print the 2016HIC & PIT prior to submission, use the print function of your browser.Once you have pressed “Submit,” you will not be able to go back and print the form. If you are unable to print the survey, you may contact us to request a copy.
  • When you have answered all of the form questions and attached the 0630 ART report, if required, please press the “Submit” button at the bottom of the screen.
  • After submitting the form, a submission receipt e-mail will be sent to the e-mail address entered in the “Contact E-mail” field on Form A.

Instructions for Running the 0630 ART Report

The “0630-SubCook-Sheltered PIT 2016 NO Detail-3-6-2016” report can be found in ART in the “Public Folder/03 Suburban Cook (Common Share)” folder. You must have an ART license to run the report. Note:There are two versions of the report—one includes data detail (0630d) to help in troubleshooting the report. Please submit the version that does NOT include data detail.

  • You will be prompted for the following input:

Enter PIT Date PLUS 1 Day: 01/28/2016

Select Provider(s): select the provider name(s)

EDA Provider:Leave this as is!

Enter Effective Date: 01/28/2016

  • Save the report as a PDF file. Make sure there are only2 pages/tabs:Form B-Part 1, Form B-Part 2
  • Please review the report for accuracy, paying particular attention to the subpopulation numbers. If the numbers on the report do not match the actual number and characteristics of the clients in your shelter on the night of January 27th, please make the necessary corrections in HMIS and then re-run the report the following day. (NOTE: You will need to wait for the overnight data warehouse rebuild before your changes are reflected in the rerun report).
  • If you need assistance running the 0630 report, or in reconciling the ART report with your actual numbers, please contact Lynn, Jeremy, or Peggy (708-345-4035 x07, x03 or x02).

DEFINITIONS

HMIS users only

  • ServicePoint Provider/Project Name: This is the name of the specific provider/project—not the agency—as it appears in ServicePoint.
  • ServicePoint Provider/Project ID#: This is the provider ID number. In reports and picklists, this is the number in parentheses at the end of the specific provider/project name.

Project Site Configuration Type

  • Single site, single building: Housing units are at onesite, in a single structure.
  • Single site, multiple buildings: Housing units are at one site, in multiple structures (e.g., single apartment complex with multiple buildings and project units in two or more buildings).
  • Multiple sites: Housing units are at multiple sites (e.g., scattered site housing, outreach).

Geocode– Each geographic area in Cook County is given a 6-digit geocode.Identify the geocode associated with the geographic location of the principal project site. Scattered site housing projects should record the geocode where the majority of beds are located. Geocodes for suburban Cook County are as follows:

Geographic Area Name / 6digit Geocode / Geographic Area Name / 6digit
Geocode
Suburban Cook County (other than those listed here) / 179031 / Hoffman Estates / 173228
Mt. Prospect / 174734
Arlington Heights / 170222 / Oak Lawn / 175148
Berwyn / 170606 / Oak Park / 175154
Chicago Heights / 171302 / Palatine / 175364
Cicero / 171332 / Schaumburg / 176300
Des Plaines / 171776 / Skokie / 176498
Evanston / 172238

Housing Type

  • Mass shelter/barracks: Multiple individuals and/or family households sleep in a large room with multiple beds.
  • Dormitory/hotel/motel: Most individuals and/or families share small to medium sized sleeping rooms or have private sleeping rooms. Persons may or may not share a common kitchen, common bathrooms, or both.
  • Shared housing: Most individuals and/or families reside in one or more shared housing units that house up to 8 individuals or 4 families. Each unit includes a kitchen and bath. Each family generally has a private sleeping room, though more than one individual may share sleeping space.
  • Single Room Occupancy (SRO) units: Most individuals reside in a private unit with a sleeping/living room intended for one occupant that contains no sanitary facilities or food preparation facilities, or contains either, but not both, types of facilities.
  • Single apartment (non-SRO) units: Most individuals and/or families reside in a self-contained apartment intended for one individual or family household that includes a private kitchen and bath.
  • Single homes/townhouses/duplexes: Most individuals and/or families reside in a self-contained home/townhouse/duplex intended for one individual or family household.
  • Not applicable: non-residential project. The project does not offer residential services to clients

Bed Type – Applies Only to Emergency Shelter Projects

  • Facility-based: Beds (including cots or mats) are located in a residential homeless assistance facility dedicated for use by persons who are homeless.
  • Voucher: For emergency shelters, beds are located in a hotel or motel and made available by the homeless assistance project through vouchers or other forms of payment.
  • Other: Beds are located in a church, or other facility not dedicated for use by persons who are homeless.

Bed and Unit Availability

  • Year-Round – Beds and units are available on a year-round basis.
  • Seasonal (Emergency Shelters Only) – Seasonal beds are not available during the whole year, but instead are available on a planned basis, with set start and end dates, during an anticipated period of higher demand.
  • Overflow (Emergency Shelters Only) – Overflow beds are available on an ad hoc ortemporary basis during the year in response to demand that exceeds planned (year-round or seasonal) bed capacity. Identify the total number of overflow beds that were available for occupancy on the night of 1/27/2016. If there is no fixed number of overflow beds, identify the number of overflow beds that were occupied on 1/27/2016.

Household Type

  • Households with at least one adult and one child– For each project, identify the total number of beds and units that are intended for households with (at least) one adult and one child
  • Households without Children – For each project, identify the total number ofbeds and units that are intended for households with adults only. This includes households composed of unaccompanied adults and multiple adults.
  • Households with only Children– For each project, identify the total number of beds and units intended for households composed entirely of persons under age 18, including unaccompanied children, adolescent parents and their children, adolescent siblings, or other household configurations composed only of children.

Target Population – A population is considered a “target population” if the project is designed to serve that population and at least three-fourths (75%) of the clients served by the project fit the target group descriptor.

Parenting Youth

A youth who identifies as the parent or legal guardian of one or more children who are present with or sleeping in the same place as that youth parent, where there is no person over age 24 in the household.

Unaccompanied Youth

Unaccompanied youth are persons under age 25 who are not accompanied by a parent or guardian and are not a parent presenting with or sleeping in the same place as his/her child(ren). Unaccompanied youth are single youth, youth couples, and groups of youth presenting together as a household.

Chronically Homeless Dedicated Beds – (Permanent Supportive Housing ONLY)

Identify the number of permanent supportive housing beds that are dedicated to house chronically homeless persons. A dedicated bed is a bed that must be filled by a chronically homeless participant unless there are no chronically homeless persons located within the geographic area. (See below for definition of Chronically Homeless Individuals and Families)

VeteranDedicated Beds –Identify the number of beds that are dedicated to house homeless veterans and their families. A dedicated bed is a bed that must be filled by homeless veterans and their families unless there are no homeless veterans and their families located within the geographic area.

YouthDedicated Beds –Identify the number of beds that are dedicated to house homeless youth (persons under age 25). A dedicated bed is a bed that must be filled by homeless youth unless there are no homeless youth located within the geographic area. Additionally, CoCs will need to identify if the beds are dedicated to serve only children under 18, only persons 18 to 24, or persons up to 24. If a project is intended to serve anyone up to 24, even if it has an earlier cutoff age (i.e. up to age 21) that project should indicate that it serves only persons 18 to 24 or persons up to 24, depending on the lower age limit of persons the beds are dedicated to serve.

(See below for definition of Parenting Youth and Unaccompanied Youth)

Chronically HomelessIndividuals and Families

Number of Unaccompanied CH Individuals: For the purposes of reporting in the PIT count, a chronically homeless individual meets the following criteria:

- Is homeless and lives in a place not meant for human habitation, a safe haven, or in an emergency shelter; and

- Has been homeless and living or residing in a place not meant for human

habitation, a safe haven, or in an emergency shelter continuously for at least 1 year

or on at least four separate occasions in the last 3 years where the combined length

of time homeless in those occasions is at least 12 months; and

- Has a disability.

(Disability is defined as: “A). A physical, mental, or emotional impairment, including an

impairment caused by alcohol or drug abuse, post-traumatic stress disorder, or brain

injurythat is expected to be long-continuing, or of indefinite duration, substantially

impedes theindividual’s ability to live independently, or could be improved by the

provision of more suitable housing, B) A development disability, as defined in section

102 of the Developmental Disabilities Assistance and Bill of Rights Act of 2000, or

C) The disease of acquired immunodeficiency syndrome (AIDS) or any condition

arisingfrom the etiologic agency foracquired immunodeficiency syndrome (HIV).”)

(This should include Unaccompanied Youth who meet the above definition, including those under age 18, and those 18-24)

Number of Persons in CH Families:A CH family hasan adult head of household (or if there is no adult in the family with children, a minor head of household) who meets all of the criteria for a chronically homeless individual. For the purposes of reporting, a chronically homeless family with children must consist of at least once child under the age of 18.

(This should include Parenting Youth who meet the above definition, including those under age 18, and those 18-24)

2016 Sheltered Survey – Instructions/Definitions Page 1 of 5