Coordinated Entry Program Enrollments - When to Reopen vs. Create a New Enrollment

The Coordinated Entry Program enrollment should capture the most recent instance of active engagement. Just because a client has previous CE enrollments, this does not mean that an exited program should always be reopened. 

If a client has a gap in services for 90 or more days, a new CE Program should be created.

• A gap in services is a break in engagement for 90 or more days (this includes engagement with any CE participating agency)
• Engagement constitutes a client actively receiving services in any homeless services program
  • Verify engagement through attendance, case management services, assessments, etc. 

If the client is not engaged with another agency and/or has another assigned staff on their CE program, the program should be exited when they exit services from an agency.

• If there is another program enrollment and/or assigned staff, best practice would be to send an email informing them that services with your agency have been terminated

Should My Client Have a Coordinated Entry Enrollment?

• The client is currently enrolled in a Coordinated Entry unit, or has housing through a private landlord
  • No. They should not have an active Coordinated Entry Enrollment
• The client is in housing, and needs support through a homelessness prevention program
  • Yes. They should have an active Coordinated Entry Enrollment
• The client is homeless, but declines to complete a VI-SPDAT
  • Yes. They are eligible to have a Coordinated Entry Enrollment
• The client is in a sober living facility
  • No. They should not have a CE program unless they are imminently homeless (2 weeks from exit date)
• The client has been in jail for 3+ months
  • No. They should not have an active Coordinated Entry Enrollment

Examples

• Rachel has been homeless for 6 years. 6 months ago, she engaged in outreach services for 2 months before dropping all communication with her case manager. After 90 days of inactivity, her CE Program auto-exited. This month, Rachel went to an access center to re-engage in services. Should her CE Program be reopened?
  • Because the gap in services was 90 or more days her CE Program should not be reopened. Instead, a new one should be opened beginning the day she re-engaged in services
• Lisa has been in and out of homelessness for the last 3 years. 2 months ago, she secured housing and was exited from Coordinated Entry. After being in housing for one month, she exited and returned to homelessness. Should her CE Program be reopened?
  • No. Lisa experienced a gap in homelessness with her time in housing. A new program should be opened with her return to homelessness documented. 
• Matthew engages in services at a homeless shelter, and attends services at least once a week. His case manager did not complete an assessment with him for 90 days, and his program auto-exited. Should his CE Program be reopened?
  • Yes. Matthew has consistently engaged in services. He should meet with his case manager to complete an assessment so that his CE Program will remain open. 
• Vanessa has been experiencing a period of ongoing homelessness. While homeless, she was arrested and spent 14 days in jail. Because she was arrested, she was unable to meet with her case manager to complete an updated assessment, despite engagement up until her arrest, and her program auto-exited. After she exited from jail she returned to meet with her case manager. Should her CE Program be reopened? 
  • Yes. 14 nights in jail does not count as a break in homelessness, and she continued her engagement. Steps should be taken to prevent auto-exits when possible, but it does happen.

• Scott was engaged in services with a CE participating agency. After discontinuing services with them his CE Program was exited. 4 months later, Scott engaged in services with another CE participating agency. Should his CE Program be reopened?
  • No. Because his period of disengagement was for 90+ days a new program should be opened to capture the most recent period of engagement. 
• Ashley was engaged in services with a CE participating agency. After discontinuing services with them her CE Program was exited. The following month, Ashley engaged in services with another CE participating agency. Should her CE Program be reopened?
  • Yes. The most recent CE program should be reopened because her gap in engagement was less than 90 days.