introduction - web viewintroduction. vision statement. the vision of the home to stay program is to...

Home to Stay Program 2015

Housing Assistance Navigator

Program Manual

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HTS Housing Assistance Navigator Program Manual – January 2015

Table of ContentsIntroduction................................................................3

Vision Statement.................................................................3

The Home to Stay Program................................................3

Home to Stay Program Workflow.......................................3

Roles and Expectations.................................................5Housing Assistance Navigator............................................5

Assessment & Housing Prioritization............................6Housing Identification...................................................7Rental Assistance..........................................................8

Stability Through Engagement Program (STEP)................8

Coupon Issuance and Client Briefing 8

STEP Security & Utility Deposits 9

STEP Move-in and Leasing Up 10

Coupon Renewal 11

Program Completion.........................................................13

Roles & Expectations........................................................14

Homeless Initiatives Program Officer...............................14

Housing Choice Voucher (HCV).......................................14

HCV Security Deposit Program………………………………….. 15

Roles & Expectations........................................................15

Specialized Program Officer.............................................15

Stabilization Services..................................................17Monthly Participant Meetings..........................................17

Monitoring Reviews..........................................................18

MaineHousing Contacts..............................................19

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Introduction

Vision Statement

The vision of the Home to Stay Program is to reduce homelessness and make available to homeless service providers the resources and tools necessary to accurately identify and quantify the needs of people experiencing homelessness across Maine, to rapidly re-house clients from homelessness, and to maximize scarce housing resources.

The Home to Stay Program

The Home to Stay Program is a rapid re-housing initiative. Rapid re-housing is an intervention designed to help individuals and families to quickly exit homelessness and return to permanent housing. The Home to Stay Program consists of two equally important and integral parts. The first part is to help participants quickly locate and secure permanent housing, and the second part is to continue working with the household after they have achieved housing to help prevent the recurrence of homelessness. The program is designed to help individuals and families to quickly exit homelessness and return to permanent housing. It is offered without preconditions, such as: employment, income, mainstream resources, sobriety, credit or criminal history, etc. and the resources and services are tailored to the unique needs of the households. The Home to Stay Program consists of four of the components; Assessment & Housing Prioritization; Housing Identification; Rental Assistance and Housing Re-location and Stabilization Services. This program manual outlines the process to assist individuals who are enrolled in Home to Stay, as well as the activities and expectations of the Housing Assistance Navigators and Maine Housing Program Officers.

Home to Stay Program Workflow

The graphic on the next page describes the 2015 Home To Stay Program Workflow which illustrates the process as a client centered experience. The client and the Navigator work together to determine the client’s housing needs which informs their Housing Stability Plan which will include the scope and type of services needed for housing stability. Navigators and clients work together to implement the Housing Stability Plan and the Navigator helps coach the client to help them become successful.

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Roles and ExpectationsHousing Assistance Navigator

Program participants will be assigned a Housing Assistance Navigator (Navigator) who has experience in working with people who are homeless. The Navigator will work directly with each household to achieve housing stability by working on the goals noted on their Housing Stability Plan. The primary role of the Navigator is to assist clients in quickly locating and securing appropriate permanent housing. Secondary to assisting clients Navigators will also work closely with landlords and address any concerns or issues they may have regarding the tenancy. Building a relationship with Landlords is an important component of the ongoing success of the program. For clients requiring more extensive assistance for specific issues which are long-term issues or issues that are not directly related to housing Navigators should assist in referring to appropriate case management services. Grantee agencies and programs must notify MaineHousing Program Officers, in both Homeless Initiatives and the Housing Choice Voucher Program, if any change in Navigator staffing has occurred or is imminent.

In addition Navigator duties typically include but are not limited to:

Determining the eligibility of clients by Administering the Vulnerability Index-Service Prioritization and Decision Assistance Tool (VI-SPDAT) Assessment in the Homeless Management Information System (HMIS).

Develop a Housing Stability Plan (HSP) as a result of this assessment and reviewing and redeveloping the HSP every 90 days. When working with Home to Stay, clients goals noted on the HSP should be achievable in 90 days or less.

Complete the application process for households that are eligible for Stability Through Engagement Program (STEP) or Housing Choice Vouchers (HCV) Coupons.

Conduct coupon briefings for households eligible for STEP Coupons. Review all Requests for Unit Approval documents prior to submission to

Maine Housing for completion and accuracy. Assist with housing search and placement including submitting rental

applications and assisting households in understanding leases. Assess housing for compliance with Emergency Solutions Grant (ESG)

requirements for habitability, lead-based paint, and rent reasonableness. Assist with obtaining utilities and making moving arrangements.

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Assist with mediation between the program participant and the Landlord or person(s) with whom the program participant is living as is necessary to prevent the program participant from losing permanent housing.

Assist with credit and budget counseling necessary to assist program participants with critical skills related to household budgeting, managing money, accessing a free personal credit report, and resolving personal credit problems.

Provide Renter Education Program curriculum consisting of:o Landlord and Tenant rights and responsibilities.o Maintenance and care of your home; standards of cleanliness.o Planning a move.

Provide warm handoffs and/or collaborate with partner agencies where clients are being directed to apply for housing assistance or are receiving case management services.

Coordinate resources including obtaining Federal, State, and local benefits.

Record client level data in the HMIS including, but not limited to HUD’s Universal Data Elements, and information or data associated with performance measures or the Housing Stability Plan.

Participate in all technical assistance and training that is offered for the delivery of the program, including quarterly peer-to-peer meetings. Navigators will also actively participate in strategic, community-wide efforts to prevent and end homelessness with other local programs targeted to homeless people.

Determine that rental units meet program guidelines. Meet with Homeless Initiatives Program Officer for a comprehensive

monitoring review every 90 days which will include:o A review of client fileso Coaching and technical assistance as needed, with a focus on

housingo Assurance that best practice models for Rapid Re-housing are being

utilized

Assessment & Housing Prioritization

Steps & Tasks

To enroll a participant in Home to Stay the following will need to be completed by the Housing Assistance Navigator (Navigator):

1. After a client has stayed in your shelter for 7-14 days they should be administered the VI-SPDAT via HMIS or comparable database equivalent to obtain a housing prioritization score. (See Attachment: VI-SPDAT)

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2. Determine client eligibility based on information from the VI-SPDAT, income, etc.

3. Fully explain the Home to Stay program to the applicant including the Housing Stability Plan and ongoing assistance once every 30 days, as required.

4. For applicants who are found ineligible for any reason, a copy of a letter explaining their ineligibility must be sent by the navigator to the applicant informing of the reason for their ineligibility in writing and documentation must be included in the applicant file. (See Attachment: Home to Stay Denial Agency Sample Letter)

5. Determine client needs and complete a Housing Stability Plan with the participant. (See Attachment: Housing Stability Plan)

6. Enter all required data into HMIS or comparable database. (For additional detail see the HMIS Data Entry Manual)

7. Start a client file with all necessary documentation (See attachment: Client File Checklist)

Housing Identification

Steps & Tasks

Finding the right fit. As a result of the VI-SPDAT and development of the Housing Stability Plan determine which housing is appropriate for the households’ unique needs and financial resources; and proceed with that programs application process

“The VI-SPDAT helps identify the best type of support and housing intervention for an individual by relying on three categories of recommendation:

Permanent Supportive Housing: For individuals scoring greater than 10 and families scoring greater than 12. Individuals or families who need permanent housing with ongoing access to services and case management to remain stably housed.

Rapid Re-Housing: For individuals scoring 5,6,7,8 or 9 and families scoring 6, 7, 8,9,10, or 11. Individuals or families with moderate health, mental health and/or behavioral health issues, but who are likely

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to be able to achieve housing stability over a short time period through a medium or short-term rent subsidy and access to support services.

Affordable Housing: For individuals scoring 0,1,2,3 or 4 and families scoring 0, 1, 2, 3, 4, 0r 5. Individuals or families who do not require intensive supports but may still benefit from access to affordable housing. In these cases, the tool recommends affordable or subsidized housing but no specific intervention drawn uniquely from the homeless services world. (In most cases, this amounts to saying simply, “no case management.”)

The VI-SPDAT helps identify who should be recommended for each housing and support intervention, moving the discussion from simply who is eligible for a service intervention to who is eligible and in greatest need of that intervention. (100Khomes.org)”Refer to this manual for the following MaineHousing options:

Stability Through Engagement Program - Rapid Re-Housing Housing Choice Voucher - Permanent Housing

Refer to the Maine Housing Rental Guide for contact information and additional processing guidelines for the following option:

Local Housing Authorities – Permanent Supportive Housing Shelter Plus Care - Permanent Supportive Housing Market Rent – Permanent Housing

1. Assist the participant with housing search and securing housing.2. Enter all required data into HMIS or comparable database. (See

attachment in the HMIS Data Entry Manual)3. Address potential barriers to client or landlord participation such as the

type of rental assistance or tenant qualifications.4. Continuously recruit landlords that will provide housing opportunities for

people experiencing homelessness.

Rental Assistance

Stability Through Engagement Program (STEP)

Stability Through Engagement Program Coupons will be administered by MaineHousing’s Homeless Initiatives Department according to federal

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regulations and MaineHousing policies detailed in the Administrative Plan for Stability Through Engagement Program.

When a household is eligible for STEP refer to the following process;

Application:

1. Complete the Step Application Packet which includes; the STEP Application, STEP Authorization for Release of Information; and the DHHS Release forms (see Attached: STEP Application Packet);

2. Enter client information in HMIS & upload in Service Point or upload in ShareFile for non-HMIS participating agencies.

3. Inform the Program Officer via email of the clients Service Point ID. The Program Officer will review the application and run the necessary background checks. For non-HMIS participating agencies this information will be submitted to the program officer via ShareFile.

4. The Program Officer will inform the Navigator if the client meets eligibility and if so the Navigator can proceed to a Coupon Issuance Briefing (see Attachment:: STEP Coupon Issuance Guidance Document).

5. If the client is ineligible the Program Officer will issue a denial letter that will be sent by the Navigator and kept in the clients file. The client will have the opportunity to appeal this decision.

6. Update the client file and file according to the Client File Checklist. 7. Enter all required data and STEP assessment into HMIS or comparable

database. (See HMIS Data Entry Manual)

Coupon Issuance and Client Briefing

When a client has been found eligible for the STEP, Navigators will conduct a Coupon Issuance Briefing (Briefing). A Briefing involves reviewing program rules, requirements and expectations. The Navigator will review all the documents in the Briefing Packet with the Participant and will obtain signatures and other pertinent information on several documents with the Participant. Each document will be explained in detail, when completed the Participant will retain the Briefing Packet with copies of documents that have been completed.

The Coupon Issuance Briefing Packet consists of:

o Obligations While in the STEP program* o STEP Coupon *o Payment Standards o Utility Allowances o Key steps to using your STEP Coupon

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o Landlord Packet: Landlord letter Program Summary Request for Unit Approval Lease Addendum Lead Based Paint Disclosure Form Radon Disclosure W-9

o A Good place to live o Protect Your Family from Lead in Your Home o Fair Housingo Bed Bugs Fact Sheeto Radon in Rental Housingo Are you a Victim of Housing Discrimination?o Employment Verification Form*o Certification of Zero Income Form*

*Copies of these items must be kept in the clients file.

STEP Security & Utility Deposits

The Program may provide a security and utility deposit to assist participants in securing housing. The maximum amount provided will be a one-time utility deposit and a security deposit no greater than one month’s rent. Utility deposit assistance may be used only for utilities permitted under the Section 8 utility allowances, which include electricity, gas, sewer and water, but do not include telephone and cable television. A utility deposit may be provided under the STEP Program only if (i) the tenant family has been issued a rental assistance coupon, (ii) the Unit selected by the tenant family has passed inspection, and (iii) the tenant Family has entered into a lease with the owner. Documentation from the utility company will be necessary in order to receive the utility deposit.

STEP Move-in and Leasing Up

Steps & Tasks

1. Submitting the Request for Unit Approval (RFUA).2. Unit Inspection.3. Completing the move in.

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1. Submitting the RFUA: The Navigator receives the following completed documents from the landlord and tenant:

Request for Unit Approval (RFUA) Lease Addendum Lead Base Paint Disclosure Form Maine Radon Gas Disclosure Statement W-9 Sample Lease

The Navigator will review for completeness, ensuring they meet program requirements including Determining Rental Unit Eligibility. This includes;

Ensure the rent does not exceed Fair Market Rent (FMR) including reviewing utility sheets to ensure that total rent =contract rent + utility allowance.

Determining if total rent is within payment standards for the coupon issued to the household. This may involve landlord outreach.

Once this review is completed Navigators will submit the paperwork to the Program Officer through ServicePoint or ShareFile for non HMIS participating agencies.

If the paperwork is:Incomplete or does not meet program requirements: the Navigator contacts the landlord and/or tenant to negotiate any issues hindering the completion of an inspection, such as:

Too expensive – negotiate rent with the landlord. Lease is disagreeable to the client.

2. Inspecting the Unit: The Program Officer sets up an appointment to inspect the unit. The participant or participant representative and/or landlord, or landlord representative, is required to be present at the inspection. When inspection is complete the Program Officer will inform the

landlord and applicant of PASS or FAIL status.o PASS: Clarify what date the tenant will be moving in to determine

the effective date of the lease and the beginning of rental assistance payments.

o FAIL: Inform landlord and applicant of what deficiencies must be corrected.

If the landlord is:o Agreeable to correcting the deficiencies: The Program Officer will

schedule a re-inspection or otherwise verify that the deficient

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items have been corrected and follow procedures (above) for a PASS inspection.

o Disagreeable to correcting the deficiencies: The Program Officer will inform the Navigator applicant of the landlord’s decision and the need to obtain up a new landlord packet to start searching for a different unit.

3. Completing the Move in: When the unit has passed and the participants are ready to move in the Navigator MUST clarify the lease up date and inform the Program Officer and submit current income verifications from income sources. Current verifications must include all income sources and be dated within 60 days prior to the move in date. With this information the Program Officer will create the Landlord Lease Letter, indicating any paperwork that is needed from the landlord (copy of executed lease and HAP Contract) and what the tenant payment to landlord and MaineHousing payment to landlord is. This letter will be sent to the Landlord, Tenant, and Navigator. Program officer will process the move in. Checks are mailed from MaineHousing the first week of the month.

Coupon Renewal

Steps & Tasks

The term of STEP Coupon Assistance is 90 days. After 90 days, if the updated Housing Stability Plan suggests continued STEP rental assistance, the Navigator will reassess participant for eligibility.

To be eligible to request a renewal the following will be considered:

A determination that the Participant continues to meet STEP Program eligibility requirements.

A determination that a Participant has made significant steps towards achieving the goals set forth in his or her Housing Stability Plan.

A determination that a Participant is meeting STEP Program Obligations.

If the participants are eligible to request a renewal of STEP assistance for an additional 90 days, they must submit their request in writing, stating the reason(s) they require continued assistance. The Navigator will submit a

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written response within 5 business days to the Participant and MaineHousing informing them if request has been granted.

If the request for Renewal is denied, a 30-day written notice of non-renewal of rental assistance will be sent to the tenant, Navigator and Owner. The STEP Lease Addendum will become null and void as of the date stated in the notice

If the participants are found eligible for an additional 90 days of assistance, the Navigator will work with the participant to update and redevelop the HSP, This requires a review of participants current income and household composition.

Changes in Household Composition: This should be noted in the appropriate space on the Housing Stability Plan. Additionally Navigators should follow the following process.

1. The tenant must request and obtain advance written approval by the owner and the HIPO to add any other person as an occupant to the unit, including a family member.

2. The Navigator and tenant will collect from the landlord a written letter indicating approval of the additional member to the household.

3. In addition to this letter, the Navigator and tenant will collect the following for the new household member:

a. Copy of social security cardb. Date of birthc. A picture ID (if adult)d. Income verification, if applicablee. Authorization to Release Information Form (if

adult)f. Declaration of Section 214 Status Formg. DHHS Match Release

o MaineHousing will process background checks as outlined in Program Eligibility.

o If the new household member meets all of these requirements complete any necessary rent change calculation if applicable and send the Lease Amendment letter to the tenant with a copy sent to the landlord and the Navigator.

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o The Navigator will enter the new household member and income, if applicable, in ServicePoint.

o The tenant must notify the Navigator in writing within 14 days if any person no longer lives in the unit.

o The Navigator will work with the tenant to ensure a proper letter is submitted to the HIPO regarding the changes in their household composition.

Income changes resulting in the reduction of the Family’s share of the rent will be effective as of the first of the month following the date of the reported change.

A change resulting from an increase in the Family’s income of 25% or more will be processed once in a 90 day period after the Participant notifies the Navigator during the review of their Housing Stability Plan. The change will be effective on the first of the month following the notice given by MaineHousing.

Program Completion

Once the participant has reached their goals, completed the STEP program, or ended their tenancy with STEP, the Navigator will make sure all of the necessary documentation is in the client file and send it to MaineHousing. In addition, the Navigator will make sure all current and exit information is entered into HMIS or a comparable database.

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Roles & Expectations

Homeless Initiatives Program Officer

A MaineHousing Homeless Initiatives Program Officer will be assigned to each grantee of the Program. At a minimum, the Homeless Initiatives Program Officer will provide the following services:

Process STEP application and determine applicant eligibility with 3 business days of submission based upon:o Verification of homelessnesso Income eligibilityo Results of Criminal Background Check

Review and approve/deny Request for Unit Approval within 3 business days of submission

Complete and process all documents necessary for landlord payments and manage all correspondence and calculations in regards to tenant payments to landlords

Complete subsidy calculations Conduct the initial Housing Quality Standard (HQS) inspection within 7 days

of receipt of Request for Unit Approval, provided that the unit is available Lease review and technical assistance Informal review and hearing procedures Utility Allowances Process all necessary client terminations or end of program participation Monitor client files to ensure that the participant is progressing with goals in

regard to his/her Housing Stability Plan

Housing Choice Voucher (HCV)

Housing Choice Vouchers will be administered by MaineHousing’s HCV Department according to federal regulations and MaineHousing policies detailed in the 2014 Administrative Plan for Section 8 Housing Choice Voucher and Project Based Voucher Programs. The Administrative Plan is available on the MaineHousing website at the following link: http://www.mainehousing.org/programs-services/rental/rentaldetail/HousingChoiceVouchers

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http://www.mainehousing.org/programs-services/rental/rentaldetail/HousingChoiceVouchers

http://www.mainehousing.org/programs-services/rental/rentaldetail/HousingChoiceVouchers

Grantees will be required to screen potential applicants and make referrals to the HCV Department for those vouchers allocated to the grantee. Eligibility for the HCV Program includes but is not limited to the following criteria. The applicant family must:

Qualify as homeless at the time of application. Qualify as a family as defined by HUD and MaineHousing. Have income that does not exceed 50 percent of the median income for

the area, adjusted for family size. Qualify on the basis of citizenship or the eligible immigrant status of

family members. Provide social security number information for household members as

required. Consent to MaineHousing’s collection and use of family information as

provided for in MaineHousing-provided consent forms.

MaineHousing makes the final decision on program eligibility, which requires a determination that the current or past behavior of household members does not include activities which are prohibited by HUD or MaineHousing. Upon admission, each family will be required to pay between 30% to 40% of their adjusted total household income for rent each month.

To access the HCV rental assistance allocated by MaineHousing to the grantee, the following criteria must be met:

1. Rental subsidies must be for permanent housing. Emergency, temporary or transitional housing is not eligible for rental assistance.

2. The rental assistance must be for a residence located within MaineHousing’s area of operations which is defined as any municipality that is not served by a local housing authority. If a rental subsidy is to be used in a municipality within MaineHousing’s jurisdiction for which there is an agreement for administration by the contiguous local public housing authority, then a letter must be submitted to MaineHousing from the local housing authority which states the local public housing authority cannot provide a voucher and concurs to MaineHousing administered vouchers being used within the local housing authority’s jurisdiction.

HCV Security Deposit Program

In order to provide an incentive to tenants to successfully meet lease requirements and remain in good standing with landlords, MaineHousing has initiated a new pay-it-forward program to assist tenants in paying the security deposit for their next unit. The program targets tenants new to the HCV Program who have resided in a unit 12 to 24 months, and who are in good standing with the landlord at move-out. As long as the tenants paid an initial deposit of at least $250, MaineHousing will provide a $500 security deposit to

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their next landlord. If the tenant does damage to the unit, they will forfeit the $500 and the landlord will be reimbursed up to $500 for the cost of any materials. While this program will not assist Home to Stay participants with their initial security deposits, enrollment in the program will hopefully motivate tenants to maintain their units and follow lease requirements.

Roles & ExpectationsSpecialized Program Officer

MaineHousing’s HCV Department will assign a Home to Stay Specialized Program Officer to each grantee. This individual will serve as the single point of contact for that grantee for all questions, referrals and necessary follow-up. The Home to Stay Specialized Program Officer will ensure that each grantee receives:

An orientation to the HCV program guidelines and procedures, including tenant and landlord responsibilities.

Training on how to assist an applicant with the completion of a web-based application.

An invitation to observe a tenant briefing. All HCV program newsletter and program change announcements.

The Home to Stay Program Officer will also provide the following services:

Make a final determination as to whether the applicant is eligible for the HCV program.

Conduct the tenant briefing, which will include voucher issuance. Assist the client in the housing search. Review and approve the Request for Tenancy Approval once a unit is

located. Order an HQS inspection and provide any necessary follow-up. Assist in understanding all tasks required of the tenant necessary to

maintaining the voucher in good standing.

The Program Officer will utilize the 2014 MaineHousing Administrative Plan for Section 8 Housing Choice Voucher and Project Based Voucher Program in determining:

Verification of homelessness Income eligibility Subsidy calculations HQS inspections and enforcement Lease approval Rent reasonableness Informal review and hearing procedures

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Utility allowances

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Stabilization ServicesSteps & Tasks

The following services need to be extended to all Home to Stay Participants regardless of what types of housing they are in.

1. Monthly participant meetings at least every 30 days.2. If the participant still requires assistance after 90 days, update and

redevelop the Housing Stability Plan to address the new set of goals.3. Enter all required data into HMIS or comparable database. (See HMIS

Data Entry Manual)

Monthly Participant Meetings

The focus of these meeting should be to monitor participants’ progress implementing their Housing Stability Plans.

The Housing Stability Plan domains address the following possible participant needs; housing, income, health, transportation, education and legal issues. While a Housing Stability Plan will have all domains available, it may not be necessary for a household to utilize all of them. Navigators should assist participants in addressing issues that may impede access to or retention of housing and connect participants to applicable Federal, State, and Local resources to help them to achieve success in their Housing Stability Plans.

When working with Home to Stay clients goals should be achievable in 90 days or less.

Goals which would require longer than 90 days to achieve should be broken down to smaller goals. Goals which are long term should cause the Navigator to evaluate if the client should be referred to long term case management, and may require a warm handoff to other providers. All goals developed should be housing focused.

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Monitoring Reviews

MaineHousing is responsible for compliance monitoring to verify that funds administered by sub-grantees are expended in accordance with Program rules and Federal requirements. Grantees will be monitored on site or by teleconferencing by their assigned Homeless Initiatives Program Officer every 90 days. MaineHousing will notify grantees at least 30 days prior to each review with details of specific areas that will be monitored and the number of client files that will be reviewed.

Monitoring reviews for Program components may include but are not limited to; client files, program administration policies and procedures for intake, assessments, Housing Stability Plans, financial administration and data collection components of the Program.

MaineHousing staff will also provide grantees with on-going technical assistance and training on the Program rules and regulations, as needed. MaineHousing will review the performance of each grantee in carrying out its responsibilities whenever determined necessary by MaineHousing.

Monitoring reviews will be conducted in March, June, September and December, which will include at least one onsite monitoring visit. In conducting performance reviews, MaineHousing will rely primarily on information obtained from the records and reports from the grantee, as well as information from onsite monitoring, audit reports, and information from HMIS.

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MaineHousing Contacts

Home to Stay (HTS) & Stability Through Engagement Program (STEP)

Leah BrunsHomeless Initiatives Program [email protected](207)626-4677Fax: (207) 624 5768

Laurie Glidden Homeless Initiatives Program [email protected]:(207) 626-4604 Fax: (207) 624 5768

Scott Tibbitts Homeless Initiatives Program [email protected] Phone:(207) 626-4604 Fax: (207) 624 5768

Housing Choice Voucher (HCV) Program

Logan McNeillHCV Program [email protected]: 207-624-5733 Fax: 207-624-5713

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