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CE Requirement: Adding Personal Identification Files to Determine Housing Project Eligibility
The Coordinated Entry System (CES) team uses personal identification documents to screen clients for eligibility for referrals. Effective date 12.1.2025, users will be required to upload client Photo ID and Social Security Card, or suitable replacements, to the Client Files in the HMIS record. These documents must be uploaded to the Personal Identification Category in Clarity files.
Suitable replacements for a Social Security card include:
- a current Social Security card receipt, which will be provided at the earliest opportunity
- a letter from the Social Security Administration, listing both the client's legal name and Social Security number
Suitable replacements for a Photo ID include:
- a CA ID request receipt
- a U.S. Passport card with photo ID
NOTE: ID and Social Security card receipts are valid for only 30 days from the date they are issued, after which case managers are expected to upload the received document to HMIS.
For more information on the CES prioritization process, please review Prioritization Scoring & Eligibility Criteria Guidance (LINK TBD).
For help uploading a file, refer to the Knowledge Base Article: Add File - Add Multiple Files to Client Record
The CE team reviews files uploaded to the “Personal Identification” category, as seen below. The CE team will not consider the client document ready until files are uploaded to the correct category. Please review file uploads to ensure documentation is saved properly.