Client Preferences and Requirements Assessment Guidance

Important note: Housing resources available through CES are limited. CES considers client preferences when possible but cannot guarantee that a referral will meet any or all preferences. Preferences are distinct from client requirements and program eligibility criteria.

Purpose 

The Client Preferences and Requirements Assessment is intended to help Coordinated Entry System (CES) staff and service providers identify housing factors that may affect whether a client is willing or able to accept a housing opportunity. Collecting this information helps CES make appropriate referrals, reduce referrals to housing opportunities that a client cannot accept, and consider client preferences when multiple appropriate housing opportunities are available. 

Completion of the assessment is not required for a client to receive a housing referral. Clients will not be delayed, removed from consideration, or otherwise disadvantaged because the assessment has not been completed, because they decline to answer a question, or because they do not identify any housing preferences or requirements. 

When a client is nearing the top of their prioritization group on the Permanent Housing Queue (PHQ) and may receive a housing referral, CES staff will reach out to the client's case manager to recommend that the case manager complete or update the assessment with the client. Completing the assessment at this stage helps ensure that CES has current information about the client's housing requirements and preferences before potential housing opportunities become available. Case managers are welcome to complete the assessment at any time, including before being prompted by CES. 

Distinguishing Requirements from Preferences 

When completing the assessment, staff should clearly distinguish between a requirement and a preference: 

● Requirement: A condition that must be met for the client to accept a housing opportunity. CES should not refer the client to an opportunity that is known to conflict with an identified requirement. 

● Preference: A condition the client would like CES to consider when identifying housing opportunities but that would not prevent the client from accepting another appropriate housing opportunity. 

Staff should clarify this distinction with clients when necessary. For example, a client saying, "I'd really like to stay in Paso Robles," does not necessarily mean the client is unwilling to accept housing elsewhere. Staff should further ask clarifying questions to determine whether the client is identifying a preference or an actual requirement. 

For example, if a client has a stated preference (but not a requirement) for North County, CES staff cannot deny or screen the client out of a referral opportunity in South County. 

Preferences are used by CES when multiple housing opportunities exist concurrently. 

Requirements should reflect the client's stated willingness or ability to accept housing and should not be assumed by staff. 

General Instructions 

The assessment should preferably be completed by the client's case manager in collaboration with the client. Staff should review each applicable section with the client and document the client's current preferences and requirements as accurately as possible. 

If the client has no preference or requirement related to a question, leave that question blank. A blank response should not be interpreted as either a preference or a requirement.

Clients may change their preferences or requirements at any time. Staff should update the assessment when they become aware that a client's circumstances or housing preferences have changed, particularly when the change may affect upcoming referrals. 

Housing preferences should be considered when possible but should not unnecessarily limit the client's access to available housing opportunities. 

Using the Assessment in Matching and Referral 

CES will use the information documented in this assessment to support client-centered matching and referral decisions. 

CES will use identified requirements to avoid referring clients to housing opportunities they have indicated they cannot or will not accept. CES will consider identified preferences when possible, particularly when more than one appropriate housing opportunity is available, but preferences should not prevent a client from being considered for otherwise appropriate housing opportunities. 

The assessment is intended to improve the quality of housing referrals and support informed client choice. Completion of the assessment is recommended but is not a prerequisite for matching or referral. A client may receive a housing referral even when the assessment has not been completed. 

The assessment does not guarantee that housing opportunities meeting all client preferences will become available and should not be used to create additional eligibility criteria or barriers to housing. 

Geographic Requirements 

Use this section only when there are geographic areas where the client is unwilling or unable to live. 

Examples may include a client who cannot safely return to a particular area or a client who states that they will decline any housing opportunity within a particular community. 

When a geographic requirement is identified: 

● Clearly identify the area or areas that should be excluded. 

● Include relevant details necessary for CES to understand the limitation. 

● Do not list preferred locations in this section.

CES should not offer housing opportunities outside the client’s stated acceptable locations that are identified in the geographic requirement section. 

Geographic Preferences 

Use this section to identify areas where the client would prefer to live but is willing to consider housing elsewhere. 

For example, a client may prefer to remain in San Luis Obispo because their employment, services, family, or community connections are located there while still being willing to accept an appropriate housing opportunity elsewhere in the county. 

CES should consider these preferences when possible, but geographic preferences do not prevent referrals to housing opportunities in other locations. 

Congregate Housing 

For purposes of this assessment, congregate housing means a housing arrangement in which the client has a private room within a shared residence. 

Indicate whether the client is willing to consider this type of housing. 

If the client is willing to live in congregate housing, document any relevant preferences or requirements regarding household composition. For example, a client may be willing to share a residence but prefer not to live with roommates of a particular gender. 

Staff should document whether the client's concern is a requirement that would cause them to reject the housing opportunity or a preference that should be considered when possible. 

Sober Living 

Use this section to clarify whether the client has a preference or requirement regarding housing that includes a sober living requirement. 

Select the option that most accurately reflects the client’s stated preference or requirement. 

● Client prefers sober living: Sober living is preferred, but the client is willing to consider housing without a sober living requirement. 

● Client prefers housing without a sober living requirement: Housing without a sober living requirement is preferred, but the client is willing to consider sober living.

● Client will ONLY accept a unit WITH a sober living requirement: This is a housing requirement. The client should not be referred to housing without a sober living requirement. 

● Client will ONLY accept a unit WITHOUT a sober living requirement: This is a housing requirement. The client should not be referred to housing with a sober living requirement. 

This section documents client choice and should not be used by staff to determine that a client requires sober living based on the client's substance use history or other circumstances. 

Household Composition 

Use this section when a client has more than one household composition under which they are willing to be housed. 

For example, a client may prefer to obtain housing with a partner but may also be willing to accept an individual housing opportunity if housing for the entire household is not available. 

Staff should clearly describe: 

● The client's preferred household composition; 

● Any alternative household compositions the client is willing to consider 

● Any household composition that the client would not accept. 

Documenting multiple acceptable scenarios allows CES to consider a broader range of housing opportunities without assuming that the client is willing to separate from or combine with other household members. 

Other Housing Preferences or Requirements 

Use this section to document relevant housing considerations that are not adequately captured elsewhere on the assessment. 

Examples may include considerations related to: 

● Pets or service animals; 

● Unit or property characteristics; 

● Transportation or proximity to important services; 

● Household or roommate arrangements; or 

● Other circumstances that may affect whether the client would accept a housing opportunity.

For each item, staff should clearly indicate whether it is a requirement or a preference. 

For example: 

Requirement: Client has two dogs and will only accept housing where both animals can reside with the client. 

Preference: Client would prefer a property with outdoor space for their dog but would accept a unit without outdoor space. 

Staff should provide enough detail for CES to understand how the identified factor should affect matching and referral decisions. 

Table 1: Preferences and Requirements