HomeMy WebLinkAbout2020-2023 Shelter Program Grant Guidelines
Guidelines
FOR THE
Shelter Program Grant
August 2020
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Contents
1 Grant Basics .............................................................................................................................................6
1.1 Overview ............................................................................................................................................... 6
1.2 Program Purpose .................................................................................................................................. 6
1.3 Fund Source .......................................................................................................................................... 6
2 Administrative Requirements of Lead Grantees .......................................................................................7
2.1 Training ................................................................................................................................................. 7
2.2 Grant Management .............................................................................................................................. 7
Changes to Guidelines ...................................................................................................................... 7
Commerce Monitoring ...................................................................................................................... 7
Subgrantee Requirements ................................................................................................................ 7
2.3 Fiscal Administration ............................................................................................................................ 8
Reimbursement Rates ....................................................................................................................... 8
Reimbursements ............................................................................................................................... 9
Budget Revisions ............................................................................................................................... 9
3 Allowable Expenses ............................................................................................................................... 10
3.1 Facility Support ................................................................................................................................... 10
3.2 Capital ................................................................................................................................................. 10
Property Acquisition ....................................................................................................................... 10
3.3 Operations .......................................................................................................................................... 10
Financial Assistance ........................................................................................................................ 10
Program Expenses ........................................................................................................................... 11
Ineligible Expenses .......................................................................................................................... 11
3.4 Administration .................................................................................................................................... 11
4 Allowable Interventions ......................................................................................................................... 12
4.1 Emergency Shelter .............................................................................................................................. 12
Shelter Program Models ................................................................................................................. 12
4.2 Service Delivery .................................................................................................................................. 12
Rules and Policies ............................................................................................................................ 12
Housing Stability Focused Services and Planning ........................................................................... 13
Diversion and Problem-Solving ....................................................................................................... 13
Progressive Engagement ................................................................................................................. 13
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Street Outreach ............................................................................................................................... 14
Racially Equitable Access and Outcomes ........................................................................................ 14
Coordinated Entry ........................................................................................................................... 15
5 Facility Requirements ............................................................................................................................ 16
5.1 Facility Types....................................................................................................................................... 16
Emergency Shelter Facility .............................................................................................................. 16
Temporary Shelter Site ................................................................................................................... 16
Other Facility Types ........................................................................................................................ 16
5.2 COVID-19 Safety Measures ................................................................................................................ 16
5.3 Health and Safety ............................................................................................................................... 16
5.4 Lead Based Paint ................................................................................................................................. 17
6 Additional Requirements ....................................................................................................................... 18
6.1 HMIS ................................................................................................................................................... 18
Data Quality .................................................................................................................................... 18
Consent for Entry of Personally Identifying Information................................................................ 18
6.2 Ineligible Use of Funds ........................................................................................................................ 19
6.3 Personal Identifying Information ....................................................................................................... 19
6.4 Grievance Procedure .......................................................................................................................... 19
6.5 Termination and Denial of Service Policy ........................................................................................... 19
6.6 Records Maintenance and Destruction .............................................................................................. 19
6.7 Nondiscrimination .............................................................................................................................. 19
6.8 Accessibility ........................................................................................................................................ 20
6.9 Providing Move-In Assistance ............................................................................................................ 20
7 Appendices ............................................................................................................................................ 21
7.1 Appendix A: Required Policies and Procedures ................................................................................. 21
7.2 Appendix B: Performance Goals ......................................................................................................... 21
Overview ......................................................................................................................................... 21
Housing Outcome Performance Goals ........................................................................................... 21
Exit Destinations ............................................................................................................................. 22
Equitable Access and Outcomes ..................................................................................................... 24
7.3 Appendix C: HMIS Data Quality .......................................................................................................... 25
Completeness .................................................................................................................................. 25
Timeliness ....................................................................................................................................... 26
Accuracy .......................................................................................................................................... 26
Consistency ..................................................................................................................................... 27
7.4 Appendix D: Requirements for Providing Move-In Assistance .......................................................... 27
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Washington Residential Landlord-Tenant Act ................................................................................ 27
Washington State’s Landlord Mitigation Law ................................................................................. 27
Lead Based Paint ............................................................................................................................. 27
Rental Agreements ......................................................................................................................... 28
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1.1 Overview
The Shelter Program Grant funds equitable and creative approaches to develop or expand shelter
programs and bring people inside with the goal of exiting participants to permanent housing and
positive destinations quickly.
Programs enact strategies to ensure racially equitable access and racially equitable outcomes at
shelter exit, provide outreach to unsheltered individuals and provide housing stability focused
services.
1.2 Program Purpose
The Office of Family and Adult Homelessness in the Housing Assistance Unit at the Department of
Commerce administers state and federal funds to support homeless crisis response systems in WA
State.
The Shelter Program Grant is a critical resource in the crisis response system.
People living unhoused become stably housed when the system is low barrier, trauma informed,
culturally responsive and Housing First oriented. People living unstably housed become stably
housed when the system is oriented toward problem solving conversations and personal advocacy
to help people identify practical solutions based on their own available resources.
We expect Commerce grantees, including county governments and nonprofits, to be leaders in
their crisis response systems, facilitating partnership among service organizations and promoting
evidence-based, anti-racist practices.
Grantees must respond to the disproportionality in access to services, service provision and
outcomes and cannot simply rely on standard business practices to address inequity. Grantees
have the responsibility to ensure all people eligible for services receive support and are served with
dignity, respect and compassion regardless of circumstance, ability or identity.
This includes marginalized populations, Black, Native and Indigenous, People of Color, immigrants,
people with criminal records, people with disabilities, people with mental health and substance use
vulnerabilities, people with limited English proficiency, people who identify as transgender, people
who identify as LGBTQ+, and other individuals that may not access mainstream support.
We are here to support your efforts. The Housing Assistance Unit provides access to continuous
learning on trauma informed services, racial equity, LGBTQ+ competency and more. We can help
you strategize outreach, coordinated entry and help you understand your data so we can meet
Washington’s vision that no person is left living outside.
1.3 Fund Source
The Shelter Program Grant is funded by the Home Security Fund as appropriated by the Legislature.
1 Grant Basics
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2.1 Training
Lead/subgrantees must identify staff for training. These staff should include staff that provide direct
services and supervisors of direct service staff.
The following trainings are required at least every three years and attendance must be documented:
Trauma Informed Services
Racial Equity
LGBTQ+ competency
Other recommended trainings include:
Mental Health Training
Supporting individuals harmed by domestic violence
Local coordinated entry (CE) policies and procedures as required by lead CE entity
Diversion and Problem-Solving
Landlord Engagement in Rapid Rehousing
Crisis intervention
Professional boundaries
De-escalation
Case management
Online trainings including Progressive Engagement for Programs and Systems, Working With Survivors
of Domestic Violence and Introduction to Problem Solving (Diversion) are accessible on the
Department of Commerce website.
In addition, lead/subgrantee staff are highly encouraged to attend the annual Washington State
Conference on Ending Homelessness.
Costs to attend trainings are an eligible program expense (see Section 3.3 Operations).
2.2 Grant Management
Changes to Guidelines
Commerce may revise the guidelines at any time. All lead grantees will receive revised copies. Lead
grantees are responsible for sending revisions to subgrantees in a timely manner.
Commerce Monitoring
Commerce will monitor lead grantees’ grant activities. Lead grantees will be given a minimum of 30
days’ notice unless there are special circumstances that require immediate attention. The notice will
specify the monitoring components.
Subgrantee Requirements
All subgrantee agreements must be time-limited and have defined roles and responsibilities for each
party, detailed budgets and performance terms. Commerce reserves the right to directly contact
subgrantees at any time for data quality, monitoring, fiscal and other issues.
2 Administrative Requirements of Lead Grantees
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Lead grantees may enter into an agreement with any other local government, Council of Governments,
Housing Authority, Community Action Agency, nonprofit community or neighborhood-based
organization, federally recognized Indian tribe in the state of Washington or regional or statewide
nonprofit housing assistance organizations who operate programs to end homelessness within a
defined service area.
Lead grantees must provide Commerce with copies of subgrant agreements (upon request) and notify
Commerce if subgrants are terminated during the grant period.
Lead grantees must notify Commerce of any changes in selection of subgrantees funded with the
Shelter Program Grant.
Subgrantee Risk Assessment and Monitoring
Lead grantees are responsible for ensuring subgrantee compliance with all requirements identified in
the Shelter Program Grant guidelines. The lead grantee must conduct a risk assessment and develop a
monitoring plan for each subgrantee within six months of contracting Shelter Program Grant funds to
the subgrantee. The risk assessment must inform the monitoring plan for each subgrantee. Monitoring
plans must include monitoring dates, the type of monitoring (remote, on-site) and the program
requirements being reviewed.
The lead grantee must maintain policies and procedures that guide the risk assessment, monitoring
activities and monitoring frequency.
Commerce reserves the right to require lead grantees to undertake special reviews when an audit or
other emerging issue demands prompt intervention and/or investigation.
2.3 Fiscal Administration
Reimbursement Rates
Commerce will reimburse for new beds1 created on and after January 1, 2020.
Commerce will reimburse up to $56 per day net additional person sheltered above the baseline
of shelter occupancy prior to the award of funding.
Commerce will reimburse up to $10,000 per shelter bed prior to occupancy for costs associated
with creating additional shelter capacity or improving existing shelters to improve occupancy
rates and positive outcomes.
The following table compares the billable budget categories to the allowable expenses.
Budget Categories Applicable Rates Allowable Expenses
Pre-Occupancy
$10,000 per bed prior to
occupancy
Facility Support
Capital
Acquisition (pre-occupancy only)
Operations
Admin
Post-Occupancy Operations $56 per day per bed
1 Examples of new beds include tents converted to tiny shelters/homes, seasonal or temporary beds converted to permanent beds
or nightly drop-in beds converted to 24-hour beds.
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Reimbursements
Lead grantees must bill Commerce monthly for reimbursement of allowable costs. Invoices are due on
the 20th of the month following the provision of services. Final invoices for a biennium may be due
sooner than the 20th. If the lead grantee fails to submit an invoice within a three-month period,
without a reasonable explanation, Commerce may take corrective action as outlined in the lead
grantee contracted Scope of Work. Exceptions to billing procedures can be negotiated with Commerce
on a case-by-case basis.
Invoices must be submitted online using the Commerce Contract Management System (CMS) through
Secure Access Washington (SAW).
Back-up Documentation
All invoices must include the Shelter Program Enrollment Report. Commerce may require a lead grantee
to submit additional documentation. Lead grantees must retain original invoices submitted by their
subgrantees.
Budget Revisions
A contract amendment may be required when revisions (in one or cumulative transfers) reach more
than 10 percent of the grant total.
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3.1 Facility Support
Lease, master lease or rent payment on a building used to provide emergency shelter
Hotel/Motel payments on a building or room used to provide emergency shelter
Utilities
Maintenance and repair
Security and janitorial services
Essential facility equipment and supplies
On-site and off-site management costs
Mortgage payments
Other expenses as approved in advance by Commerce
3.2 Capital
Construction
Capital improvements
Other expenses as approved by Commerce
Property Acquisition
Property acquisition (only billable to Pre-Occupancy)
3.3 Operations
Operations expenses are directly attributable to the Shelter Program.
Salaries and benefits for staff costs
Office space, utilities, supplies, phone, internet, and training
Equipment
Shelter supplies
Financial Assistance
Financial assistance must be paid directly to a third party on behalf of the household.
Move-in Costs
One-time move-in costs may be paid to assist participants in moving into permanent or transitional
housing destinations. Eligible costs include:
First and last months’ rent
Housing security deposits
Utility deposits
Incentives paid to landlords
Application fees, background check fees, credit check fees
Other costs as approved in advance by Commerce
Flexible Funding
Flexible Funding is the provision of goods or payments of expenses which directly help a participant
to obtain or maintain housing or meet essential household needs.
3 Allowable Expenses
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Essential household needs means personal health and hygiene items, cleaning supplies,
transportation passes and other personal need items.
Flexible Funding payments must be paid directly to a third party on behalf of the household.
Ineligible Expenses
Ongoing rent/utility payments
Retailer or merchant gift cards, vouchers or certificates that can be exchanged for cash or that
allow the recipient to purchase alcohol or tobacco products.
Program Expenses
Intake and assessment
Housing support services
Outreach services
Data collection and entry
General liability insurance and automobile insurance
Other costs as approved in advance by Commerce
Ineligible Expenses
Replacement or operating reserves
3.4 Administration
Allowable administrative costs benefit the organization as a whole and cannot be attributed specifically
to the Shelter Program.
Executive director salary and benefits
General organization insurance
Organization wide audits
Board expenses
Organization-wide membership fees and dues
General agency facilities costs (including those associated with executive positions) such as
rent, depreciation expenses and operations and maintenance
All amounts billed to administration must be supported by actual costs. This means:
Billed directly, such as IT services that are billed by the hour.
Shared costs that are allocated directly by means of a cost allocation plan.
Costs related to executive personnel such that a direct relationship between the cost and the
benefit cannot be established must be charged indirectly by use of an indirect cost rate which
has been appropriately negotiated with an approved cognizant agency or by use of the 10
percent de minimus rate.
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4.1 Emergency Shelter
Emergency shelter provides short-term temporary shelter (lodging) for people experiencing
homelessness.
Shelter Program Models
Drop-In Shelters
Drop-In Shelters offer night-by-night living arrangements that allow households to enter and exit on an
irregular or daily basis.
Continuous-Stay Shelter
Continuous-Stay Shelters offer living arrangements where households have a room or bed assigned to
them throughout the duration of their stay.
4.2 Service Delivery
Shelter Programs provide services oriented toward bringing people experiencing unsheltered
homelessness inside, and exiting shelter participants to permanent housing and positive destinations
quickly.
Rules and Policies
Shelter Programs must have realistic and clear expectations. Rules and policies must be narrowly
focused on maintaining a safe environment for participants and the community and avoiding exits to
homelessness. Shelter programs must have flexible intake schedules and require minimal
documentation. At the minimum, people must not be screened out based on the following criteria:
Having little or no income
Having poor credit or financial history
Having poor or lack of rental history
Having involvement with criminal justice system2
Having active or a history of alcohol and/or substance use3
Having been impacted or affected by crime
The type or extent of disability-related services or supports that are needed
Lacking identification or proof of U.S. Residency Status
Other behaviors that are perceived as indicating a lack of “housing readiness”, including
resistance to receiving services
If a program serves households with children, the age of a minor child cannot be used as a basis
for denying any household’s admission to the program
Shelters may not have stay limits. Participants must not be exited to homelessness solely due to the
number of days residing in shelter.
2 Shelter Programs serving families with children may screen participants for sex offenses.
3 Sobriety/recovery focused Shelter Programs may limit enrollment to individuals seeking a sober/recovery focused environment.
4 Allowable Interventions
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Shelter Programs must not require participants to pay a share of rent or program fees.
Participants must not be terminated from the program for the following reasons:
Failure to participate in supportive services or treatment programs
Failure to make progress on a housing stability plan
Alcohol and/or substance use in and of itself is not considered a reason for termination4
If a participant is terminated from the Shelter Program due to violating rules focused on maintaining a
safe environment, there must be a process in place for the participant to re-enroll in the Shelter
Program at a later date when the behavior has resolved.
Housing Stability Focused Services and Planning
Shelter Programs must offer housing stability focused services. Housing stability focused services are
driven by the needs of the participant, are flexible, use a strengths-based approach and focus on
obtaining stable housing.
Shelter Programs should assess each participant’s needs and facilitate planning for stable housing.
Assessments and housing stability planning should be documented.
Services may also include:
Housing Identification Services: Recruit landlords to provide housing for Shelter Program
participants and assist households with securing housing.
Financial Assistance: Provide assistance to cover move-in costs and deposits.
Case Management and Services: Provide services and connections to community resources5
that help participants obtain housing.
Diversion and Problem-Solving
Shelter Programs must employ Diversion and Problem-Solving. Diversion is a creative problem-solving
approach to help participants resolve their housing crisis, ideally before entering the crisis response
system. Diversion uses exploratory conversations to help participants identify realistic housing options
based on their own resources. Diversion is often accompanied with short-term services including one-
time financial or move-in assistance.
Diversion approaches are utilized prior to Shelter Program enrollment and throughout a participant’s
shelter stay.
Progressive Engagement
Shelter Programs must employ a Progressive Engagement approach in service delivery. Progressive
Engagement means:
4 Does not apply to sobriety/recovery oriented Shelter Programs.
5 Community resources include behavioral health, chemical dependency, education or workforce training, employment services and
permanent supportive housing.
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Initial assessment and services address the immediate housing crisis with the minimal services
needed.
Frequent re-assessment determines the need for additional services.
Services are individualized and responsive to the needs of each participant.
Participants exit to permanent housing or other positive destinations as soon as possible.
Having already received assistance does not negatively impact a participant’s eligibility if they
face homelessness again.
Street Outreach
Street outreach is a strategy for engaging people experiencing homelessness who are otherwise not
accessing services for the primary purpose of bringing them inside.
Shelter Programs must ensure street outreach is provided to people experiencing unsheltered
homelessness with the goal of bringing them inside to the Shelter Program.
Street outreach must be linked to the county or regional CE by either performing mobile CE services
(e.g. assessment) or by providing referrals to CE.
Racially Equitable Access and Outcomes
Shelter Programs must develop and implement strategies to prevent racial inequities in who is served
and program outcomes. At a minimum, strategies must include:
Hiring and promoting both frontline and management staff who reflect the racial, cultural and
language demographics of the population being served.
Implementing inclusive programming by intentionally seeking and utilizing input from the
population being served.
Additional recommended strategies to promote equity in services:
Affirmatively market the program.
Outreach to and develop meaningful connections with Tribal communities, farmworkers and
other marginalized communities.
Provide interpretation services to ensure effective communication with people who have
limited English proficiency.
Translate all documents and marketing information (including website) into the most common
languages spoken in the community.
Offer flexible intake processes such as mobile, virtual and outreach-based intake.
Ensure direct service staff have relevant cultural competency training and educational
materials.
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Coordinated Entry
Shelter Programs are not required but may elect to participate in the county or regional CE process.6
To support effective partnerships, grantees should actively create and maintain relationships with CE.
Additionally, Shelter Programs should refer clients to CE when their needs cannot be met by the
project.
Shelter Programs that elect to participate in the county or regional CE process must have a procedure
that documents the referral process and comply with the Washington State Coordinated Entry
Guidelines.
6 If the county or regional CE requires Emergency Shelters and Drop-in Shelters to participate in the county or regional CE process,
Emergency Shelters and Drop-in Shelters funded by the Shelter Program Grant must participate in the county or regional CE process
by accepting referrals and must fill openings exclusively through the CE process.
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5.1 Facility Types
Emergency Shelter Facility
An Emergency Shelter Facility is defined as a building locally permitted to provide emergency shelter
for people experiencing homelessness. This includes re-use of existing buildings and new buildings. This
designation requires a certificate of occupancy issued by the local jurisdiction.
Temporary Shelter Site
A Temporary Shelter Site is defined as structure(s) or a location locally permitted to provide temporary
shelter for people experiencing homelessness. Tents, mitigation sites or hosted encampments are
examples of Temporary Shelter Sites. This designation requires use approval, as required by the local
jurisdiction. This could be conditional or temporary use permits, or a zoning letter stating approvals
required.
Temporary shelter structures referred to as “tiny shelters” or “tiny homes” are allowable facility types,
in addition to other models approved by Commerce.
Other Facility Types
Hotels, motels, dormitories and efficiency dwelling units or apartments are allowable types of shelter
facilities. Local permitting and occupancy requirements must be followed, as applicable.
Shelter Programs utilizing hotel/motels must ensure access to beds each day the program is
operational.
5.2 COVID-19 Safety Measures
All shelters must implement applicable recommendations provided by the Washington State
Department of Health and Centers for Disease Control and Prevention Guidance for Shared or
Congregate Housing. Shelter facilities must obtain approval by the relevant local public health
jurisdiction, Public Health Officer, County Medical Director or Department of Public Health Director
prior to occupancy of the shelter.
5.3 Health and Safety
All shelter facilities must be structurally sound to protect occupants from the elements and not pose
any threat to health or safety. Space and privacy in sleeping areas must ensure privacy and dignity.
Shelter facilities must be accessible for people who use wheelchairs or mobility devices and must
provide reasonable accommodations, as needed.
All shelter facilities must provide:
Access to hygiene facilities, including toilets, handwashing and garbage containers, all of which
are serviced frequently
Access to storage for the belongings of shelter guests
Janitorial service/cleaning which ensures shelter space is hygienic and comfortable
5 Facility Requirements
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A bed for each participant that is in good condition with a clean and comfortable mattress,
including bed linens7
Cribs, bassinets and infant formula for participants with minor children, as needed
Shelter facilities should also provide:
Personal hygiene products
Access to kitchen facilities including a sink, refrigerator, stove, garbage containers and eating
and cooking utensils
Food and beverages and food that is in accordance with the participant’s religious and cultural
beliefs and personal practices
Access to laundry facilities
5.4 Lead Based Paint
To prevent lead poisoning in young children, lead/subgrantees must comply with the Lead‐Based Paint
Poisoning Prevention Act of 1973 and its applicable regulations found at 24 CFR 35, Parts A, B, M and R.
7 Not required for hosted encampments. Sites utilizing tents must include clean, comfortable and warm sleeping accommodations,
such as a sleeping bag and pad or cot.
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6.1 HMIS
Shelter Programs must enter participant data into the Homeless Management Information System
(HMIS) in accordance with the most current HMIS Data Standards.
Data Quality
Shelter Programs are required to provide quality data to the best of their ability. Maintaining good data
quality is important for effective program evaluation. Data quality has four elements: completeness,
timeliness, accuracy and consistency.
For detailed data quality requirements see Appendix E: HMIS Data Quality.
Consent for Entry of Personally Identifying Information
Identified Records
Personally identifying information (PII)8 must not be entered into HMIS unless all adult
household members have provided informed consent.
Informed consent must be documented with a signed copy of the Client Release of Information
and Informed Consent Form in the client file. If electronic consent has been received, a copy
does not need to be printed for the client file but must be available in HMIS. If telephonic
consent has been received, complete the consent form the first time the participant is seen in
person.
Anonymous Records
The following types of records must be entered anonymously:
Households in which one adult member does not provide informed consent for themselves or
their dependents
Households entering a domestic violence program or currently fleeing or in danger from a
domestic violence, dating violence, sexual assault, human trafficking or a stalking situation
Minors under the age of 13 with no parent or guardian available to consent to the minor’s
information in HMIS
Households in programs which are required by funders to report HIV/AIDS status
Special Circumstances
If the reporting of the HIV/AIDS status of participants is not specifically required, the HIV/AIDS status
must not be entered in HMIS.
If a combination of race, ethnicity, gender, or other demographic data could be identifying in your
community, those data should not be entered for anonymous records.
8 PII includes name, social security number, birthdate, address, phone number, email and photo.
6 Additional Requirements
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6.2 Ineligible Use of Funds
Lead/subgrantees must inform Commerce if grant funds are spent on ineligible expenses. Reasonable
attempts must be made to prevent ineligible use of funds.
6.3 Personal Identifying Information
Personal identifying information must never be sent electronically unless sent via a secure file transfer.
Request secure file transfer login credentials from Commerce.
6.4 Grievance Procedure
Lead/subgrantees must have a written grievance procedure for households seeking or receiving
services which includes the participant’s right to review decisions and present concerns to program
staff not involved in the grievance.
This procedure must:
Clearly describe how participants can request a review or report concerns
Be accessible to all participants seeking or receiving services
6.5 Termination and Denial of Service Policy
Lead/subgrantees must have a termination and denial policy.
This policy must:
Describe the reasons a household would be denied services and/or terminated from program
participation
Describe the notification process
Ensure participants are made aware of the grievance procedure
6.6 Records Maintenance and Destruction
Lead/subgrantees must maintain records relating to this grant for a period of six years following the
date of final payment.
Paper records derived from HMIS which contain personally identifying information must be destroyed
within seven years after the last day the household received services from the lead/subgrantee.
6.7 Nondiscrimination
Lead/subgrantees must comply with all federal, state, and local nondiscrimination laws, regulations
and policies.
Lead/subgrantees must comply with the Washington State Law against Discrimination, RCW 49.60, as it
now reads or as it may be amended. RCW 49.60 currently prohibits discrimination or unfair practices
because of race, creed, color, national origin, families with children, sex, marital status, sexual
orientation, age, honorably discharged veteran or military status, or the presence of any sensory,
mental, or physical disability or the use of a trained guide dog or service animal by a person with a
disability.
Lead/subgrantees must comply with the Federal Fair Housing Act and its amendments as it now reads
or as it may be amended. The Fair Housing Act currently prohibits discrimination because of race,
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color, national origin, religion, sex, disability or family status. The Fair Housing Act prohibits enforcing a
neutral rule or policy that has a disproportionately adverse effect on a protected class.
Lead/subgrantees serving households with children must serve all family compositions. If a program
operates gender-segregated facilities, the program must allow the use of facilities consistent with the
participant’s gender expression or identity.
Local nondiscrimination laws may include additional protected classes.
6.8 Accessibility
Lead/subgrantees must ensure effective communication with people with disabilities, including access
to all appropriate auxiliary aids and services necessary (e.g. braille, large type, assistive listening
devices and sign language interpreters).
Lead/subgrantees must ensure effective communication with people who speak other languages, have
limited English proficiency, and/or have limited literacy abilities, as is locally appropriate.
6.9 Providing Move-In Assistance
Lead/subgrantees providing move-in assistance must ensure participants receiving move-in assistance
have rental agreements in place prior to move-in and provide information on the Washington
Residential Landlord Tenant Act. See Appendix D: Requirements for Providing Move-In Assistance for
detailed requirements.
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7.1 Appendix A: Required Policies and Procedures
Coordinated Entry Procedure, if applicable (Section 4.2.7)
Grievance Procedure (Section 6.4)
Termination and Denial of Service Policy (Section 6.5)
7.2 Appendix B: Performance Goals
Overview
Performance measures help evaluate the effectiveness of the Shelter Program Grant. The current
contract period will serve to gather baseline data and may inform renewal of Shelter Program Grant
funding.
Projects are not required to meet or make progress towards performance targets as a condition of
funding for the current contract period. Project performance data will impact community and state
level performance measures.
Commerce has identified the following as the most critical performance measures for the Shelter
Program:
Increasing Exits to Permanent Housing
Increasing Percent Exits to Positive Outcomes
Reducing the Length of Stay
Equitable Access and Outcomes
Housing Outcome Performance Goals
Lead/subrantees should aim to improve the housing outcomes of Shelter Program Grant participants. For each
intervention type funded by the Shelter Program Grant, lead/subgrantees should adopt the following
performance goals.
9 The target is the level of desirable performance and is an indicator of a high performing project.
10 Drop-in Emergency Shelters offer night-by-night living arrangements that allow households to enter and exit on an irregular or
daily basis and often use a Night-By-Night tracking method in HMIS.
7 Appendices
Intervention Type Performance Goal HMIS Calculation Performance
Target9
Emergency Shelter
Increase Percent Exits to
Permanent Housing
Of people in the ES project who exited,
those who exited to permanent housing
destinations
50%
Drop-in
Emergency
Shelter10
Increase Percent Exits to Positive
Outcomes
Of people in the ES project who exited,
those who exited to Positive Outcome
destinations
50%
Temporary Shelter
Increase Percent Exits to Positive
Outcomes
Of people in the Other project who exited,
those who exited to Positive Outcome
destinations
50%
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Exit Destinations
Exit Destinations Options
Positive Outcome: The
following destinations
are considered Positive
exits from Drop-in ES
and Temporary Shelter
Sites
Permanent Housing: The
following destinations
are considered
Permanent exits from
Emergency Shelters
Emergency shelter, including hotel or motel paid for with emergency
shelter voucher, or RHY-funded Host Home shelter
Positive
Outcome
Negative
Outcome
Foster Care home or foster care group home Positive
Outcome
Negative
Outcome
Hospital or other residential non-psychiatric medical facility Removed from
denominator
Removed from
denominator
Hotel or Motel paid for without emergency shelter voucher Positive
Outcome
Negative
Outcome
Jail, prison or juvenile detention facility Negative
Outcome
Negative
Outcome
Place not meant for habitation (e.g., a vehicle, an abandoned building,
bus/train/subway station/airport or anywhere outside)
Negative
Outcome
Negative
Outcome
Psychiatric hospital or other psychiatric facility
Positive
Outcome
Negative
Outcome
Residential project or halfway house with no homeless criteria
Removed from
denominator
Negative
Outcome
Safe Haven
Positive
Outcome
Negative
Outcome
Staying or living with family, temporary tenure (e.g. room, apartment or
house)
Positive
Outcome
Negative
Outcome
Staying or living with friends, temporary tenure (e.g. room, apartment or
house)
Positive
Outcome
Negative
Outcome
Substance abuse treatment facility or detox center
Positive
Outcome
Negative
Outcome
Transitional housing for homeless persons (including homeless youth)
Positive
Outcome
Negative
Outcome
11 A Temporary Shelter Site is defined as structure(s) or a location locally permitted to provide temporary shelter for people
experiencing homelessness. Tents, mitigation sites or hosted encampments are examples of Temporary Shelter Sites.
Site11
All
Reduce Average Length of Stay Of the people active in the project, the days
homeless as measured by each client’s start,
exit and bed night dates strictly as entered
into HMIS
Not
established
23
Long-term care facility or nursing home
Positive
Outcome
Removed from
denominator
Host Home (non-crisis)
Positive
Outcome
Permanent
Housing
Owned by client, no ongoing housing subsidy
Positive
Outcome
Permanent
Housing
Owned by client, with ongoing housing subsidy
Positive
Outcome
Permanent
Housing
Permanent housing (other than RRH) for formerly homeless persons
Positive
Outcome
Permanent
Housing
Rental by client, no ongoing housing subsidy
Positive
Outcome
Permanent
Housing
Rental by client, with GPD TIP housing subsidy
Positive
Outcome
Permanent
Housing
Rental by client, with other ongoing housing subsidy
Positive
Outcome
Permanent
Housing
Rental by client, with VASH housing subsidy
Positive
Outcome
Permanent
Housing
Staying or living with family, permanent tenure
Positive
Outcome
Permanent
Housing
Staying or living with friends, permanent tenure
Positive
Outcome
Permanent
Housing
Rental by client, with RRH or equivalent subsidy
Positive
Outcome
Permanent
Housing
Rental by client, with HCV voucher (tenant or project based)
Positive
Outcome
Permanent
Housing
Rental by client, with HCV voucher (tenant or project based)
Positive
Outcome
Permanent
Housing
Deceased
Removed from
denominator
Removed from
denominator
Client doesn’t know
Unknown /
Negative
Outcome
Unknown /
Negative
Outcome
Client refused
Unknown /
Negative
Outcome
Unknown /
Negative
Outcome
Data not collected
Unknown /
Negative
Outcome
Unknown /
Negative
Outcome
No exit interview completed
Unknown /
Negative
Outcome
Unknown /
Negative
Outcome
Other
Unknown /
Negative
Outcome
Unknown /
Negative
Outcome
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Equitable Access and Outcomes
Lead/subgrantees should ensure equitable access to the Shelter Program and equitable housing
outcomes of Shelter Program participants.
Equitable Access
Equitable access means that the race and ethnicity of people entering the Shelter Program are similar
to the community demographics. Equitable access is measured by comparing the percent of people in
poverty by race and ethnicity to the percent of people entering the Shelter Program by race and
ethnicity.
Access Data Example:
Percent of Total in Poverty in
Community X
Percent of Total enrolled in Shelter
Program
American Indian and Alaska Native 5% 1%
Asian 4% 4.%
Black or African American 10% 1.2%
Hispanic or Latinx (of any race) 30% 5%
Native Hawaiian and Other Pacific
Islander
1% 0.8%
White (Non-Hispanic / Non-Latinx) 50% 88%
This example data indicates that access to the Shelter Program is not racially equitable. American
Indian and Alaska Native, Black or African American and Hispanic or Latinx community members are
not accessing the Shelter Program at the expected rate.
Equitable Housing Outcomes
Equitable housing outcomes means that the outcomes of the Shelter Program participants should be
similar, regardless of race or ethnicity.
Outcome Date Example:
Percent of exits to Permanent
Housing
All Program Participants 55%
American Indian and Alaska Native 43%
Asian 58%
Black or African American 40%
Hispanic or Latinx (of any race) 54%
Native Hawaiian and Other Pacific
Islander
50%
White (Non-Hispanic / Non-Latinx) 60%
This example data indicates that Shelter Program outcomes are not racially equitable. American Indian
and Alaska Native, Black or African American, and Native Hawaiian and Other Pacific Islander shelter
participants are exiting to permanent housing at a significantly lower rate than White shelter
participants.
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7.3 Appendix C: HMIS Data Quality
Shelter Programs are required to provide quality data to the best of their ability. Maintaining good data
quality is important for effective program evaluation. Data quality has four elements: completeness,
timeliness, accuracy and consistency.
Completeness
Completeness of data is measured by the percentage of incomplete fields in required data elements.
Shelter Programs are expected to collect first name, last name, date of birth, race and ethnicity from
participants that give consent on the HMIS consent form. Shelter Programs will never require a
participant to provide this information even if they have consented, but should gather it to the best
of their ability.
All participants, consenting and non-consenting, must have complete prior living situation and exit
destination data.
Examples of incomplete entries:
*Only measured for consenting participants.
Expected completeness measures for project types:
Data Element Emergency
Shelter
Night-by-
Night/Drop-in
Emergency Shelter
Name* 85% 80%
Date of Birth* 85% 80%
Race* 85% 80%
Ethnicity* 85% 80%
Prior Living Situation 85% 80%
Destination 80% 50%
*Only measured for consenting participants.
Incomplete Entries
Data Element Incomplete if…
Name* [Quality of Name] field contains Partial, Street name, or Code name, Client doesn’t
know, Client refused or Data not collected; or [First Name] or [Last Name] is missing.
Date of Birth* [Quality of DOB] field contains Approximate, Partial DOB reported, Client doesn't
know, Client refused or Data not collected; or [Date of Birth] is missing.
Race* [Race] field contains Client doesn't know, Client refused, Data not collected, or is
missing.
Ethnicity* [Ethnicity] field contains Client doesn't know, Client refused, Data not collected, or is
missing.
Prior Living Situation [Prior Living Situation] is client doesn't know, client refused, data not collected, or is
missing.
Destination [Destination] is Client doesn't know, Client refused, No exit interview completed,
Data not collected, or is missing.
26
Timeliness
Participant data should be entered into HMIS as close to the date of collection as possible. Entering
data as soon as possible supports data quality by avoiding backlogs of pending data and allowing near
real time analysis and reporting.
Shelter Programs must enter/update project participant data in HMIS within 14 calendar days
following the date of project enrollment/exit.
Counties not using the State HMIS (data integration counties), must work with the HMIS Manager to
provide full CSV exports every six months. When Commerce is able to accept monthly imports,
Counties must upload data to the State’s HMIS using XML or CSV schema compliant with current HUD
HMIS Data Standards. Uploads must occur no later than the 30th calendar day following the end of
each month. Counties not able to export and upload data to the State HMIS using an approved format
must use the State HMIS for direct data entry.
Accuracy
Data entered into HMIS must reflect the real situation of the participant as closely as possible.
Accurate data is necessary to ensure any project reporting fairly represents the work of the project and
each participant’s story.
Examples of data accuracy:
Elements of Data Accuracy
Date of Birth and
Project Start Date
Ensure the two are not the same dates.
Prior Living
Situation data
elements
Ensure responses for Prior living situation, Length of stay in prior living situation,
Approximate date homelessness started, Number of times the client has experienced
homelessness in the last 3 years, and Number of months experiencing homelessness in
the last 3 years do not conflict with each other.
Disabling Condition Ensure the Yes/No answer does not conflict with the specific types of disabling
conditions.
Health Insurance Ensure the Yes/No answer does not conflict with the specific types of health insurance.
Monthly Income Ensure the Yes/No answer does not conflict with the specific sources of monthly
income.
Non-Cash Benefits Ensure the Yes/No answer does not conflict with the specific sources of non-cash
benefits.
Relationship to
Head of Household
Ensure there is only one Head of Household for any given household (including clients
served individually) and that this element is entered and accurate for all household
members.
Veteran Status Ensure individuals under 18 years of age are not identified as veterans.
Project Population
Specifics
Ensure that projects only serving individuals only enroll individuals and not multi-
person households.
Ensure that projects only serving families with children only enroll families with
children.
Ensure that projects only serving clients of a specific age range only enroll clients of
that age range.
27
Consistency
Consistent data helps ensure that any reporting generated by a project is understood. Data consistency
is important for effectively communicating the processes and outcomes of a project.
All data will be collected, entered and stored in accordance with the Agency Partner Agreement.
All data elements and responses will be entered per the HUD data Standards Manual. To avoid
inconsistency, agencies should use language on intake forms that closely matches the elements and
responses in HMIS.
Participants who refuse consent must be made anonymous per Department of Commerce Guidance
and the consent refused client entry guide.
7.4 Appendix D: Requirements for Providing Move-In Assistance
Washington Residential Landlord-Tenant Act
Lead/subgrantees must provide information on the Washington Residential Landlord Tenant Act (RCW
59.18) to participants receiving rent assistance.
For more information on this law, visit Washington Law Help, housing page, tenant rights at
www.washingtonlawhelp.com.
Washington State’s Landlord Mitigation Law
Washington State’s Landlord Mitigation Law (RCW 43.31.605) became effective on June 7, 2018 to
provide landlords with an incentive and added security to work with tenants receiving rental
assistance. The program offers up to $1,000 to the landlord in reimbursement for some potentially
required move-in upgrades, up to fourteen days’ rent loss and up to $5,000 in qualifying damages
caused by a tenant during tenancy. A move in/move out condition report is required for a landlord to
receive reimbursement.
For more information, please visit the Commerce Landlord Mitigation Program website.
Lead Based Paint
For ALL properties constructed prior to 1978, landlords must provide tenants with:
Disclosure form for rental properties disclosing the presence of known and unknown lead‐
based paint;
A copy of the “Protect Your Family from Lead in the Home” pamphlet.
Both the disclosure form and pamphlet are available on the EPA’s website.
It is recommended that Shelter Programs providing move-in assistance also share this information with
participants.
28
Rental Agreements
Shelter Programs must ensure one of the following types of agreements are in place if move-in
assistance is paid on behalf of a participant: Intent to Rent, Lease or Certification of Payment
Obligation.
Intent to Rent
At a minimum, an Intent to Rent form must contain the following:
Name of tenant
Name of landlord
Address of rental property
Rent rate
Signature of landlord/date
Lease
At a minimum, the lease or rental agreement between the participant and the landlord must contain
the following:
Name of tenant
Name of landlord
Address of rental property
Occupancy (who gets to live at the rental)
Term of agreement (lease start and end date)
Rent rate and date due
Deposits (if any and what for/term)
Signature of tenant/date
Signature of landlord/date
Certification of Payment Obligation
A Shelter Program Certification of Payment Obligation Form is required for rent subsidies paid to a
friend or family member who is not in the business of property management.