QUESTIONS AND ANSWERS

QUESTIONS AND ANSWERS

2008 Continuum of Care Homeless Assistance Application

Ohio Balance of State Continuum of Care

(Updated 8/26/08)

To further assist BOSCOC providers in the completion of the 2008 CoC application (including the Exhibit 1 Submission Tool), COHHIO has created this

Questions and Answers document. As COHHIO and ODOD receive questions

pertaining to the application process, those items that appear to be applicable to

providers/applicants throughout the BOSCOC will be added to this document.

Please check back regularly, as additions will be made on an ongoing basis.

HMIS Participation

Q 01 Where do BOSCOC providers/applicants get the information for the

HMIS Participation section in the Exhibit 2 for renewal projects? It asks

about null/missing values and the percentages of unknown data/refused

data, can I find this information myself?

A 01 All BOSCOC providers/applicants needing HMIS participation

information for a renewal project Exhibit 2 will need to get this data from

Paula Jenkins, COHHIO (paulajenkins@cohhio.org). Paula will begin

pulling the required data for renewal projects in alphabetical order on

Monday, August 11, 2008, therefore it is imperative that all projects

ensure that client-level exit data be entered into HMIS ASAP. When

providers/applicants are ready to enter their HMIS participation

information into their Exhibit 2, they should email Paula directly

(paulajenkins@cohhio.org) to request the information. This info will only

be emailed to providers/applicants who make the request.

CoC Registration

Return to List of Subtopics | Return to Top

1. What is the CoC registration process and what does it establish?

The CoC Registration process (which closed on June 16) is separate from the Application process, which includes Exhibit 1 and Exhibit 2. The CoC lead representative completes the CoC Registration process simply to establish the CoC and its lead agency, lead representative, points of contact, and claimed geography into the e-snaps system.

The Application process that occurs in e-snaps is no different from the paper-based application process. The CoC will be required to complete the Exhibit 1 application, and grantees must complete the Exhibit 2 application (including the SF-424). The CoC lead agency does not have to be an applicant or submit an Exhibit 2 application in order to complete an Exhibit 1 in e-snaps.

Each grantee will complete and submit (within the e-snaps system) their Exhibit 2 applications to the CoC for review and ranking. If the CoC lead agency is also a grantee, then the agency would complete an Exhibit 2 application in addition to the Exhibit 1 application.

2. Why is my Preliminary Pro Rata Need (PPRN) amount not what I expected?

The PPRN is calculated on the amount of funds a CoC would receive based upon the dollar amounts associated with the geography that HUD certifies as belonging to that CoC. The first step is to ensure that you have correctly selected all the geographies within your CoC. For a list of geographies, please review the FY2008 CoC Preliminary Pro Rata need document on the HRE at www.hudhre.info/documents/FY2008_PPRNAmts.pdf. If after reviewing this document, you still have a question about your CoC's PPRN, please contact your local HUD Field Office. Contact information for each local HUD Field Office is available at www.hud.gov/offices/cpd/about/local/index.cfm

3. Will future communications after the completion of the HHN confirmation step be sent only to the Lead or will they also go to the other users registered for that CoC?

All communication regarding the CoC Registration submission, and the Exhibit 1 and Exhibit 2 application submissions will be sent to the lead CoC representative ONLY.

4. You said the maximum amount of funding that a CoC can request is the PPRN or the HHN, whichever is greater. Does this mean that the Samaritan amount is no longer a "bonus" above the HHN amount, and must be included within that limit?

No. The Samaritan Housing Initiative is separate from PPRN and HHN. PPRN refers to the relative calculation of homeless assistance need in dollar terms, for a particular CoC. HHN is also about the CoC's homeless assistance need but the calculation of this need is based the total amount of funding needed to fund, for one year, all SHP grants that eligible for renewal in this competition. The Samaritan Housing Initiative is a bonus that extends beyond need. HUD affords this bonus to all CoCs that choose to create a permanent housing project dedicated to serving chronically homeless individuals exclusively. A CoC can be awarded a bonus up to 15% of their PPRN, or $6 million, whichever is less. Again, the bonus is in addition to the CoC's PPRN or HHN (depending on the CoCs status).

Exhibit 1

Return to List of Subtopics | Return to Top

1. Screen 1D. Continuum of Care (CoC) Member Organizations does not include some services that are provided by organizations in our CoC. Additionally, the list only has "rental assistance" but does not include Emergency Housing, Transitional Housing, or Permanent Supportive Housing. Where would information about these providers go?

Screen 1D. Continuum of Care (CoC) Member Organizations combines the information that was collected previously on the paper application on Charts D and H. The available items for all fields are identical to the selections that were previously available. Organizations that are providing services not included on this list should pick a service that is closely related. Information on CoCs existing housing is collected on the electronic Housing Inventory Chart.

2. Can I obtain a hard copy of Exhibit 1 and/or Exhibit 2?

No. The application is only available electronically. In Exhibit 2, the system determines which screens an applicant needs to see and complete based on how the applicant answers the following questions on first screen of Exhibit 2: Project Type; Program Type; Component Type; Grant Term; and Budget Activities.

Additionally, some screens have questions where the answers will affect what additional questions appear on the screen after the grantee clicks save. In these instances, there is a warning next to the question that tells the user additional question(s) will be displayed based on the answer to the current question.

In both Exhibit 1 and Exhibit 2, there are many questions where the user is provided a list of items to select from in either a dropdown list or a list of available choices and the user clicks and moves items in the list to a selected box. While it is possible to print a blank Exhibit 1 or Exhibit 2 to pdf, none of the items where the user makes a selection will appear until the selection has been made. Since e-snaps has the print to pdf functionality, any user can print their completed Exhibit 1 or Exhibit 2. If they choose to print a blank version before beginning, however, the visibility functions described above will prevent the blank version from reflecting all of the questions that will need to be answered as well as the list of response categories to choose from in the lists.

3. How do CoC Leads (and added Exhibit 1 users) access submitted Exhibit 2s?

The following steps can be used to access submitted projects:

1. Navigate to Exhibit 1; 2. Go to the "CoC Project Listing" on the left menu bar; 3. Select the "Update List" button at the top of the page; (it may take a couple minutes for submitted projects to load); 4. Submitted projects should appear on the project list below; 5. To review the information that an Exhibit 2 applicant has submitted, select the 'orange' folder to the left of the project entry (Note: These pages will be "read-only.").

NOTE: A training module will soon be available on the HRE detailing the steps to review and rank projects at: http://esnaps.hudhre.info/training/. Please check back frequently.

4. How do CoC Leads (and added Exhibit 1 users) request Exhibit 2 amendments?

CoC Leads can refer to the following steps to request project amendments:

1. From the "CoC Project List" in Exhibit 1, select the "notepad" icon next to the project you would like to be amended. 2. An automated email will be sent back to the original Exhibit 2 applicant indicating the Exhibit 2 submission has been sent back for revision. 3. The automated email will not contain specific comments regarding requested revisions so the CoC must communicate (via phone/email) with the project applicant to indicate required revisions. 4. Select the "Update List" button again on the "CoC Project Priority List." (Selecting the "Update List" button will refresh the priority list so that the project to be amended is removed.) 5. This project will not reappear until it is resubmitted by the applicant and until the CoC "updates" the "CoC Project List" again.

NOTE: A training module will soon be available on the HRE detailing the steps to rank projects at: http://esnaps.hudhre.info/training/. Please check back frequently.

5. How do I access Exhibit 1?

The following steps can be used to access Exhibit 1:

1. Direct your internet browser to http://www.hud.gov/esnaps; 2. Enter your username and password (use the same username and password you created during the CoC Registration process); 3. Select "Submissions" from the left menu bar; 4. Locate the "Project Name" dropdown and select your 'CoC Name'; 5. 'Exhibit 1' will now be shown in the project list below (find "Exhibit 1" listed under the "Step Name" heading); and 6. Select the "Open Form/Folder" icon next to your project number (on the "Exhibit 1" line) to open Exhibit 1.

Note: To access Exhibit 1 you must either be the "CoC Lead" who completed the CoC registration process (by the June 16 deadline) or you must have been added as a "user" by your CoC Lead. For more information on adding additional users, please see Guidance on Adding and Deleting Users at: http://esnaps.hudhre.info/training/files/Adding_DeletingAdditionalUsers_v4_5-6-08.pdf.

6. How do I add users (who will assist with Exhibit 1) to my e-snaps account?

You may add users by referring to the following steps:

1. The user you would like to add must create an e-snaps profile at: http://www.hud.gov/esnaps and must send you their username and email address (used to create their e-snaps profile): 2. Log-in to e-snaps at: http://www.hud.gov/esnaps; 3. Select "Applicants" from the left menu bar; 4. Select the "Registrant List" icon (looks like people) next to the 'Applicant Name'; 5. On the "Registrants" page, select the "New/Add" icon; 6. On the "Add a Registrant" page, enter the username and email address for the user you would like to add; 7. Select "Add Registrant"; and 8. Select the "Back to List" button to verify that the user has been successfully added.

For more detailed information on how to add and delete users, refer to the "Guidance on Adding and Deleting Users" at: http://esnaps.hudhre.info/training/files/Adding_DeletingAdditionalUsers_v4_5-6-08.pdf.

7. I would like to be added as an "additional user" to multiple e-snaps Exhibit 1 accounts. To do so, do I need to create multiple unique profiles?

Yes. A separate profile including a unique username, password, and email address must be created for each e-snaps account that you would like to be associated with. First create your unique profiles. Next, send this information (usernames and email addresses) to the corresponding CoC Leads so that you may be added. For more information on additional users, please see "Guidance on Adding and Deleting Users" at: http://esnaps.hudhre.info/training/files/Adding_DeletingAdditionalUsers_v4_5-6-08.pdf

8. On Form D, where discharge planning policies have to be attached and uploaded by "system of care", if there is one global discharge planning policy for a jurisdiction covering multiple systems does it need to be uploaded multiple times?

If CoCs have one universal discharge planning policy or protocol that has been finalized or implemented that applies to all four systems of care (Foster Care, Mental Health, Health Care, and Corrections) must attach the document for all four systems on the Discharge Planning Attachment screen in e-snaps.

9. When should I begin to rank projects within e-snaps?

HUD recommends that CoCs not begin the prioritization (ranking) process until the CoC has reviewed all projects, determined if any projects need to be amended by the applicants (and received all re-submissions), and determined which projects will be rejected. Each time the "Update List"' button is selected on the "CoC Project Priority List" ranking information added will be lost.

10. Where can I access the 2008 Housing Inventory Chart?

The revised electronic Housing Inventory Chart (e-HIC) is now available through the e-snaps training and Resources page at: http://hudhre.info/esnaps/.

Note: HUD is aware of the formula issues in the Housing Inventory available through OMB. Please disregard that version of the Housing Inventory.

11. Who are the users that I should add to our CoC's application?

The CoC lead should consider adding only those people who they will need to enter data into the Exhibit 1. If the CoC hires an outside contractor to assist with completing Exhibit 1, the CoC may name the consultant as an additional user. All persons identified as additional users will receive a user name and password to assist in completing the Exhibit 1 in e-snaps. The CoC should be cautious about adding users who will have access to the application as the risk of errors increases with the number of users who have access to the application.

12. Why is ranking information lost when I select "Update List" on the "CoC Project Listing" page?

Each time the "Update List" button is selected on the "CoC Project Priority List" any ranking information added will be lost. HUD recommends that CoCs not begin the prioritization process until the CoC has reviewed all projects, determined if any projects need to be amended by the applicants, and determined which projects will be rejected.

Exhibit 2

Return to List of Subtopics | Return to Top

1. Can I delete a "Project" created in error?

No. Projects created in error cannot be deleted. If you create a project in error, be sure to complete a corresponding 'Exhibit 2' for the correct project. Note: Be careful when selecting from the "Project Name" dropdown on the "Submissions" page.

2. Can I delete an "Applicant" created in error?

No. Applicants created in error cannot be deleted; however the 'Applicant Name' can be edited from the"Applicants" list. If you create an 'Applicant' in error, be sure to only complete the SF-424 for the correct 'Applicant' (by selecting the 'orange' folder next to the correct applicant organization on the"Applicants" list). If you ensure you have entered information for the correct applicant, disregard the 'Applicant' created in error.

3. Can I edit information entered into Exhibit 2?

Yes. Exhibit 2 can be edited at any time (prior to submitting to your CoC for review).

4. Can I obtain a hard copy of Exhibit 1 and/or Exhibit 2?

5. Do I need a DUNS number to complete my application?

Exhibit 2 applicants will also need to obtain a Data Universal Numbering System (DUNS) Number but do not have to register with www.grants.gov. A DUNS Number is assigned by the company Dun and Bradstreet and is required before submitting an entity can submit an SF-424 and Exhibit 2 of the homeless assistance application. If your organization does not already have a DUNS Number, please visit the Dun and Bradstreet website at www.dnb.com or call 1-866-705-5711. The process of obtaining a DUNS Number is free of charge and should take less than 15 minutes to complete. Note that your organization only needs to apply for a DUNS Number once; it is good for the lifetime of the organization.

6. How do CoC Leads (and added Exhibit 1 users) access submitted Exhibit 2s?

The following steps can be used to access submitted projects:

NOTE: A training module will soon be available on the HRE detailing the steps to review and rank projects at: http://esnaps.hudhre.info/training/. Please check back frequently.

7. How do CoC Leads (and added Exhibit 1 users) request Exhibit 2 amendments?

CoC Leads can refer to the following steps to request project amendments:

NOTE: A training module will soon be available on the HRE detailing the steps to rank projects at: http://esnaps.hudhre.info/training/. Please check back frequently.

8. How do I access Exhibit 2?

Before you can access Exhibit 2 you must establish yourself as a "user" in e-snaps, complete the SF-424, and set-up your projects. For step-by-step instructions, refer to the SF-424 training module (http://esnaps.hudhre.info/training/files/M220.pdf) and to the Accessing Exhibit 2 training guide (http://esnaps.hudhre.info/training/files/M025.pdf).

9. How do I add users (who will assist with completing Exhibit 2(s)) to my e-snaps account?

After you create an e-snaps profile and add yourself as an "Applicant" (see SF-424 training module for detailed instructions at: http://esnaps.hudhre.info/training/files/M220.pdf), you may add users by referring to the following steps:

First, the user you would like to add must create an e-snaps profile at: http://www.hud.gov/esnaps and must send you their e-snaps username and email address.

1. Log-in to e-snaps at: http://www.hud.gov/esnaps; 2. Select "Applicants' from the left menu bar; 3. Select the "Registrant List" icon (looks like people) next to the 'Applicant Name'; 4. On the "Registrants" page, select the "New/Add" icon; 5. On the "Add a Registrant" page, enter the username and email address for the user you would like to add; 6. Select "Add Registrant"; and 7. Select the "Back to List" button to verify that the user has been successfully added.

10. How do I know if I successfully submitted an Exhibit 2?

Navigate to the Exhibit 2 "Submission Summary" page. The "Submit" button should be "grayed out." Underneath, it should also read: "This form has been submitted."

11. How do I submit an Exhibit 2 to my CoC for review?

To submit your Exhibit 2 to your CoC for review, refer to the following steps:

1. Navigate to the Exhibit 2 "Submission Summary" page; 2. Verify all required items are complete; 3. Select the "Submit" button at the bottom of the page.

The page should refresh and the "Submit" button should be "grayed out" underneath, it should also read: "This form has been submitted."

12. I am trying to access Exhibit 2 and received the following error message: "The selected Applicant has not completed their Applicant Profile. An Applicant cannot create new Projects for this Funding Opportunity until the Applicant Profile has been completed." What does this mean?

You are receiving this error message because you have not officially completed the SF-424. Please refer to the SF-424 "Submission Summary" page to ensure that all required items are complete and select the "Complete" button found at the bottom of the screen. This should resolve the error message you are encountering.

To navigate to the "Submission Summary" page refer to the following steps:

1. Select "Applicants" from the left hand menu bar; 2. Select the 'orange folder' next to the "Applicant Name"; 3. Select "Submission Summary" from the left hand menu bar; 4. Review items to ensure all required elements are complete; 5. Select the "Complete" button.

For detailed instructions on how to set up projects and access Exhibit 2 in e-snaps please refer to the SF-424 training at: http://esnaps.hudhre.info/training/files/M220.pdf (instructions begin on page 40).

13. I completed an SF-424, opened Exhibit 2 and later made changes/corrections to my SF-424. Exhibit 2 fields which appear to auto-populate from the SF-424 (and are 'grayed out') do not reflect changes made to my SF-424. How do I correct this?

If changes were made to the SF-424 after the Exhibit 2 was initially opened, changes will not be reflected in corresponding Exhibit 2 fields (which auto-populate from the SF-424). HUD understands these changes to the SF-424 are not reflected in the Exhibit 2. This will not present a problem in the competition since HUD considers the SF-424 the applicant profile of record for the competition.

14. I just created a user profile to access e-snaps and tried to log-in and the system reported that I am "locked out". What do I do?

Once you create a profile and select "Save" you are automatically logged-in to e-snaps (you will notice your left menu bar has changed). Trying to log-in (in a different window) after you are already logged in (in the original window) may be disrupting the system and prompting the error message. If you are unable to log-in to your e-snaps account, contact the Help Desk at: 1-877-637-6277 or at: esnpas@hudhre.info.

15. I submitted an Exhibit 2 but I would like to make a correction. How can I unlock the screens so they are not "read-only"?

After an Exhibit 2 is submitted, the Exhibit 2 screens will be "read-only" for the project applicant. The CoC Lead must request an "amendment" within e-snaps to re-open the form for the project applicant. (See FAQ: "How do CoC Leads (and added Exhibit 1 users) request Exhibit 2 amendments?")

16. I would like to be added as an"additional user" to multiple e-snaps accounts. To do so, do I need to create multiple unique profiles?

Yes. A separate profile including a unique username, password, and email address must be created for each e-snaps account that you would like to be associated with. First create your unique profiles. Next, send this information (usernames and email addresses) to the corresponding Authorized Representatives (e-snaps primary account holders) so that you may be added. For more information on additional users, please see ""Guidance on Adding and Deleting Users" at: http://esnaps.hudhre.info/training/files/Adding_DeletingAdditionalUsers_v4_5-6-08.pdf

17. My CoC Lead has contacted me requesting I amend my Exhibit 2 in e-snaps. How do I make changes?

Refer to the following steps to revise your Exhibit 2:

1. Navigate to the Exhibit 2 "Submission Summary" page; 2. Select the "Edit" button at the bottom of the page; 3. Navigate to where you would like to add or change information; 4. Select "Save"; 5. Go back to the "Submission Summary" page; and 6. Select the "Submit" button.

The "Submit" button should be "grayed out." Underneath, it should also read: "This form has been submitted"

18. The "Print to PDF" function is malfunctioning. What do I do?

HUD is aware that errors are occurring in pdf versions of forms when the "print to pdf" is selected. Since resolution of the problem will not occur prior to the submission of the SF-424 or the Exhibit 2, applicants should print the screen for the SF-424 Submission Summary and Page 1 of Exhibit 2. The print screen version will correctly show the information contained in e-snaps. Additionally, applicants should review the initial Exhibit 2 screens to verify the correct "Project Type" (New or Renewal), "Program Type" (SHP, S+C, or Sec 8 SRO), and "Component Type" (e.g., SHP: PH, TH, SH, HMIS, SSO; or S+C: SRA, TRA, PRA, PRAR, SRO; or Sec 8 SRO: SRO) were selected.

19. Who needs to register with CCR?

Registration with Central Contractor Registry (CCR) applies only to applicants that intend to submit an SF-424 and Exhibit 2 of the homeless assistance application. If your organization is not a legally recognized entity or is not the actual applicant for a homeless assistance grant, then your organization does not need to register with CCR. Project sponsors do not have to register with the CCR and will not have access to the e-snaps system.

When registering with CCR, each applicant must complete several questions about its organization, legal status, employees, and annual revenue or receipts. When asked about to enter the North American Industry Classification System or NAICS ("naykes") code that best describes their industry, please enter NAICS code 624229, "Other Community Housing Services." Registration with CCR takes a few weeks, so it is best to get started on it now. To begin register with CCR, visit the web site www.ccr.gov and review the CCR handbook.

20. Will Exhibit 2 applications be able to be accessed by the CoC Lead Agency completing Exhibit 1, or will each individual Exhibit 2 applicant need to complete Exhibit 2 and then send it to the CoC to include in the complete application submitted to HUD?

As in the past, the CoC must complete Exhibit 1, and project applicants must complete an SF-424 and Exhibit 2. Each of these will be completed in e-snaps. Each project applicant will complete and submit their Exhibit 2 application(s) through e-snaps to the CoC for review and ranking. The CoC will be able to view and rank each Exhibit 2 through e-snaps, as well as submit the entire package together. If the CoC Lead Agency is also an applicant, then the Agency would complete an Exhibit 2 application, in addition to completing CoC Registration and Exhibit 1 application.

21. Will the CoC Lead completing Exhibit 1 have access to information in the Exhibit 2 and supplementary forms so that they can review them prior to submission?

The lead CoC representative and additional users of e-snaps will have access to each Exhibit 2 submitted to the CoC, in order to view, review, and rank each application. However, the CoC lead and additional users cannot edit the information in the Exhibit 2 applications. If, after the Exhibit 2 application is submitted to the CoC, changes are needed in the Exhibit 2, the grantee will have to be notified to make the necessary corrections (provided the application deadline has not passed).

Logic Model

Return to List of Subtopics | Return to Top

1. What are the steps for downloading, completing, and attaching the Logic Model in e-snaps?

The Logic Model is different from other forms available in e-snaps. You must download the Logic Model from e-snaps (saving it on your own computer), complete it, and upload it again in e-snaps. Refer to the following steps:

1.Select 2008 Logical Model from the left menu bar; 2. A dialog box will appear that says: Do you want to open or save this file; 3. Select Save (Save it to a location you will remember!); 4. Complete the Logic Model (continuously saving the file); 5. When you are ready to attach the logic model in e-snaps, select Logic Model Attachment from the left menu bar to upload the final logic model (which is saved on your computer).

You may also find it helpful to review the e-snaps Logic Model training at: http://esnaps.hudhre.info/training/files/M215.pdf.

2. Will the Logic models for each project be part of the e-snaps application?

Yes. The project applicant must complete a Logic Model for each Exhibit 2 application. The Logic Model form is available in e-snaps and must downloaded, completed, and attached (uploaded) in Exhibit 2.

3. Will there be a HUD Webcast especially for CoCs for the Logic Model.

SNAPs will not host a Webcast dedicated to the Logic Model. However, an e-snaps online training module was created and includes instruction on completing the Logic Model at: http://esnaps.hudhre.info/training/files/M215.pdf.

General e-snaps Information

Return to List of Subtopics | Return to Top

1. How do I access e-snaps?

e-snaps is accessible via the Internet at www.hud.gov/esnaps.

2. How do I attach documents in e-snaps?

To attach forms in e-snaps, you must upload electronic versions saved on your computer. In some instances, you may have to scan documents and then attach them.

3. How do I join the Homeless Assistance Program Listserv?

To join the Homeless Assistance Program Listserv, refer to the following link: http://hudhre.info/index.cfm?do=viewJoin.

4. How do we find out what our DUNS is? How do we get one?

Dun and Bradstreet assign DUNS numbers. If your organization is an applicant for CoC funds and does not have a DUNS number or needs to verify its number, please call Dun and Bradstreet at 1-866-705-5711. For more information, please review the "DUNS Number and CCR" document in the Reference Room of the Online Training web site at www.hudhre.info/esnaps.

5. How do we find out what our NAICS code or SIC codes are? How do we get one?

The North American Industry Classification System or NAICS code that best describes the homeless assistance industry is NAICS code 624229, "Other Community Housing Services." The Standard Industrial Classification (SIC) code is SIC 8322, individual and family social services. Additional information is available on the Census web site, at http://www.census.gov/naics/.

6. I am locked out of e-snaps. What do I do?

If you find yourself locked out of e-snaps, don't panic. You may contact the e-snaps help desk via email at esnaps@hudhre.info or by phone at 1-877-6esnaps for assistance in allowing you to regain access to e-snaps.

7. I have forgotten my password. What do I do?

If you happen to forget your password, select <forgot your password?> on the login page and type your username or e-mail address to receive an e-mail directing you to the reset password page. Enter the answer to your Personal Confirmation Question to reset your password. Finally, we recommend that you change your password regularly to protect your personal information.

8. Is the email address the User ID or do you select a User ID?

The User ID that is created should be unique. An e-mail address, familiar nickname, or some other pseudonym may help to make the User ID unique and easy to remember.

9. The Continuum of Care Registration Broadcast on April 22, 2008, indicated that computers should be less than 5 years old. Please advise why an older computer would be inadequate to perform the task or what the specifications of a new computer should be to accommodate the electronic application process?

The 5 year computer system age requirement applies only to CoCs that request a waiver to the electronic application process. For the purpose of demonstrating the need for a paper application, the CoC must certify that there is no computer less than 5 years old anywhere in the CoC geographic areas.

There are no computer system requirements for CoCs or applicants that plan to complete the homeless assistance application process via e-snaps. However, HUD does recommend the use of a high-speed Internet connection, for speedy completion of the process.

10. The information I entered was not saved.

To ensure that all information you have entered into e-snaps is saved, you should always select "Save" or "Save and Next" (if you want to move to the next screen) on the e-snaps screen you are working on before moving between screens. You are also encouraged to select the "Save" button frequently while completing information on the same screen to ensure that data is successfully saved. If you are unable to successfully save the information you entered, please notify e-snaps help center via email at esnaps@hudhre.info or by phone at 1-877-6esnaps.

11. The spell check function is not working; can this be fixed?

Unfortunately, the spell check function is not working. HUD is aware of the issue and has said that it will not be corrected before the close of the competition. We apologize for the inconvenience.

12. The system is running slow.

Please notify e-snaps help desk via email at esnaps@hudhre.info or by phone at 1-877-6esnaps.

13. When and how can I add additional users to my Exhibit 2 application?I selected "Print to PDF" on the submissions summary screen and now it looks like my browser closed out of the system?

In your browser window, select the "Back" button at the top of the screen. This should return you to the submissions summary screen where you can finish reviewing and submitting your registration. Please note: this should be the only time in the e-snaps system that you select the "Back" button on your browser.

SF 424

Return to List of Subtopics | Return to Top

1. After I have completed the SF-424, can I go back and edit parts of the form or upload documents?

Yes. Refer to the following steps to edit your SF-424:

2. After I have completed the SF-424, can I go back and edit portions or upload forms?

Yes. Refer to the following steps to edit your SF-424:

Select "Applicants" from the left hand menu bar; Select the 'orange folder' next to the "Applicant Name"; Select "Submission Summary" from the left hand menu bar; Select "Edit" at the bottom of the page; Navigate to where you would like to add or change information; Select "Save"; Go back to the "Submission Summary" page and select "complete."

3. Are the "Certification of Consistency" and the "Applicant/Recipient Disclosure/Update Report" optional forms?

These documents are required; however, they are optional at the time you complete the SF-424 to gain access to Exhibit 2. Applicants can go back and edit the SF-424 to upload these documents.

Refer to the following steps to edit your SF-424:

1. Select "Applicants" from the left hand menu bar; 2. Select the 'orange folder' next to the "Applicant Name"; 3. Select "Submission Summary" from the left hand menu bar; 4. Select "Edit" at the bottom of the page; 5. Navigate to where you would like to add or change information; 6. Select "Save"; 7. Go back to the "Submission Summary" page and select "Complete."

The policy has not changed from the paper process. Applicants failing to submit certifications with their application submission will have an opportunity, after the competition closes, to submit the signed certifications (in pdf). HUD will contact applicants failing to attach all necessary documents to their application, identifying the documents needed before processing of their application can be completed.

4. Can I complete SF-424 without submitting signed certifications so that I may access Exhibit 2 (and submit the certifications at a later date)?

5. Do I need to submit an SF-424 form for every application (Exhibit 2) I am preparing?

The number of SF-424s completed by an applicant is determined by the number of authorized representatives the applicant has. If an applicant has projects in multiple CoCs but the authorized representative is the same person in all the CoCs, the applicant completes only one SF-424.

6. How many copies of the signed "Certification of Consistency" should I submit?

You must submit one certification for each CoC you are applying under with an attached list of the projects you are undertaking. For example, if you are submitting applications under 3 CoCs (2 entitlement cities and the State), you would submit 3 certifications. Each certification would include an attached list of the projects you are proposing under the corresponding CoC.

7. I completed an SF-424, opened Exhibit 2 and later made changes/corrections to my SF-424. Exhibit 2 fields which appear to auto-populate from the SF-424 (and are 'grayed out') do not reflect changes made to my SF-424. How do I correct this?

8. I entered my DUNS Number in the SF-424 and selected "Save" and now the DUNS Number entry only reflects two digits. How do I correct t his?

Instructions for correcting the SF-424/DUNS number entry are as follows:

1. Select "Applicants" from the left menu bar; 2. Select the 'orange folder' next to the "Applicant Name"; 3. Select "Submission Summary" from the left menu bar; 4. Select "Edit" at the bottom of the page; 5. Navigate to where you would like to add or change information (in this case where the DUNS number was entered); 6. Re-enter your DUNS number DO NOT enter a hyphen in the DUNS number entry; 7. Select "Save"; 8. Go back to the "Submission Summary" page and select "Complete."

If changes were made (e.g., to the DUNS #) to the SF-424 after Exhibit 2s were initially opened, these changes will not be reflected in corresponding Exhibit 2 fields (which auto-populate from the SF-424). HUD understands these changes to the SF-424 are not reflected in the Exhibit 2s. This will not present a problem in the competition since HUD considers the SF-424 the applicant profile of record for the competition.

9. My DUNS number begins with a "0" and is appearing incorrectly in the SF-424 form. How do I correct this?

Instructions for correcting the SF-424/DUNS number entry are as follows:

1. Select "Applicants" from the left menu bar; 2. Select the 'orange folder' next to the "Applicant Name"; 3. Select "Submission Summary" from the left menu bar; 4. Select "Edit" at the bottom of the page; 5. Navigate to where you would like to add or change information (in this case where the DUNS number was entered); 6. Re-enter your DUNS number but replace the first digit "0" with a hyphen(-) (Do not enter any other hyphens in the DUNS number.); 7. Select "Save"; 8. Go back to the "Submission Summary" page and select "Complete."

10. The "Print to PDF" function is malfunctioning. What do I do?

Major Changes for 2008

Return to List of Subtopics | Return to Top

1. What are the major modifications to the Continuum of Care application this year?

CoCs and project applicants will be required to apply for the 2008 CoC competition through HUD's e-snaps system. e-snaps is not a part of Grants.gov. Training on the e-snaps system is available at http://esnaps.hudhre.info/training/. CoCs may also contact the e-snaps Help Desk at esnaps@hud.hre.info or by calling 1-877-esnaps (1-877-637-6277). CoCs were required to register their CoC in e-snaps, the electronic application system, prior to the beginning of the competition. CoCs may create multiple Samaritan Housing Bonus Initiative projects as long as the total amount of funding requested for all Samaritan Bonus projects does not exceed 15 percent of the CoC's Preliminary Pro Rata Need (PPRN) or $6 million, whichever is the lesser amount. HUD will implement a Rapid Re-Housing for Families Demonstration Program in 2008. This demonstration program will serve homeless households with children. Safe Havens (SH) will no longer be given Transitional Housing (TH) or Permanent Housing (PH) classifications and grantees seeking renewal will have an opportunity through the 2008 CoC application process to change the classification of their project without a grant amendment. In addition, under the newly defined Safe Haven SHP program type, any chronically homeless person entering a Safe Haven will maintain his/her status as chronically homeless, and will therefore be eligible for entrance into Samaritan Housing Initiative projects. HUD will continue to score CoC Homeless Assistance applications on a 100 point scale; however, the 40 need points previously allocated to projects will be redistributed into the existing point score structure. Need to be distributed through the higher of the formulas that determine Preliminary Pro Rata Ned or Hold Harmless Need for the CoC. CoC Exhibit 1 scoring will be based on 5 major sections: CoC Housing, Services, and Structure - 14 Points; Homeless Needs and Data Collection - 24 Points; CoC Strategic Planning - 16 Points; CoC Performance - 28 Points; Housing Emphasis (includes S+C renewals) - 18 Points. Shelter Plus Care (S+C) and new SRO grants may not exceed 100 percent of the Fair Market Rent (FMR) for the Metropolitan Statistical Area (MSA) and unit size in which the unit is located. CoCs that are in Hold Harmless Need Status may seek to use the reallocation process to create new dedicated Homeless Management Information System (HMIS) projects. There may only be one applicant for HMIS-dedicated grants within a CoC. HMIS funds contained in the Training and Technical Assistance line item of the HMIS budget may be used for travel, hotel, and per diem costs associated with the provision of technical assistance and training sessions by local HMIS staff; attendance at training sessions provided by local HMIS staff and/or outside trainers; attendance at HUD-sponsored HMIS training sessions or symposiums; attendance at HMIS vendor-sponsor meetings; and attendance at other HMIS-related events as qualified and pre-approved by HUD Headquarters. Applicants may be asked to identify the number and type of HMIS training sessions for which they are requesting SHP funds prior to grant agreement. The approved budget will be limited to the reasonableness of travel expenses as listed in 24 CFR Parts 84 and 85. HUD may, after selection and subject to funding availability and as supported by a lease or leases evidencing the rent increase, provide SHP renewal projects up to a 4% increase in leasing line item not to exceed local FMR amounts. HUD will no longer require that applicants/grantees funded for Tenant-based Rental Assistance, Sponsor-based Rental Assistance, and Project-based Rental Assistance without rehabilitation begin rental assistance within twelve (12) months of the date of HUD's grant award letter.

Application Format in e-snaps

Return to List of Subtopics | Return to Top

1. How is the application in e-snaps different from previous years?

Although the format of the Exhibit 1, SF-424, and Exhibit 2 is different than in previous years, most of the information requested is the same. To ensure that the exhibits are completed correctly, CoCs and project applicants should carefully review all instructions available to them before beginning their applicable Exhibits. In both Exhibit 1 and Exhibit 2 there are three different types of instruction: on-screen, hide/show, and detailed. Not all screens have additional instruction; however, be sure to review all instructions that are available for each screen before proceeding.

In addition to the instruction available in the e-snaps system, detailed training modules are also available at http://esnaps.hudhre.info/training/. CoCs and project applicants are strongly encouraged to review each training module either before or while they are completing the applicable portion of Exhibit 1 or Exhibit 2.

Eligible Persons to be Served

Return to List of Subtopics | Return to Top

1. Can a homeless person moving into Permanent Housing receive services under SHP for an extended period of time?

A person living in McKinney-Vento SHP Permanent Housing may receive supportive services for the entire time he/she is living in the project. Upon leaving the program and moving into housing not funded by McKinney-Vento, they are no longer eligible to receive our supportive services. A person living in Transitional Housing, is eligible to receive supportive services for up to six months after leaving and moving into permanent housing not subsidized by McKinney-Vento.

2. Can a project serve a homeless youth after he/she becomes a ward of the state?

Project funding may not substitute for the assistance a state is required to provide a youth while in foster care. Youth who run away from home are considered homeless if they are without resources and support, are not considered wards of the state, and meet the criteria the answer to Who can receive assistance from the projects proposed in an application?

3. Can a project serve a person being discharged from a state mental health institution in a state that requires housing to be provided upon the person's release?

If your state has a law requiring housing as part of a discharge plan, HUD does not consider those persons eligible for assistance since they will be placed in housing arranged by the state. Contact your state department of mental health or similar state agency for information on its discharge policy. If your state does not require housing as part of discharge planning, then those persons being discharged may be served as long as they meet the eligibility as described in the answer to Who can receive assistance from the projects proposed in an application? Please note that applicants must submit project applications that target individuals being discharged from these institutions.

As a condition for award in the competition, any governmental entity serving as an applicant must agree to develop and implement, to the maximum extent practicable and where appropriate, policies and protocols for the discharge of persons from publicly-funded institutions or systems of care (such as health care facilities, foster care or other youth facilities, or correction programs and institutions) in order to prevent such discharge from immediately resulting in homelessness for such persons.

4. Can a project serve persons at risk of becoming homeless?

No, except for situations 4 and 5 described in the answer to Who can receive assistance from the projects proposed in an application? By law, only those persons who are homeless may be served by the programs under the NOFA. If your organization wants to serve persons at risk of becoming homeless, persons who are "doubled up," or persons who are "near homelessness," it would need to use another funding source. HUD administers the Emergency Shelter Grants (ESG) program that can fund homelessness prevention activities. A variety of other programs, such as Section 8, Community Development Block Grant (CDBG) and HOME, serve low-income persons who may be at risk of becoming homeless due to poor housing conditions, overcrowding or other reasons. Contact your local HUD field office for more information on these and other programs.

5. The definition of a person who is chronically homeless indicates that the person must have been continuously homeless for a year or more or has had at least four episodes of homelessness in the past three years. If the person has had four episodes of homelessness in the last three years but is currently in transitional housing, does he/she meet the definition of chronically homeless?

No. To be defined as chronically homeless, a person must be living on the street or in emergency shelter at the time of the count or eligibility determination. The definition does not include those currently in transitional housing.

6. What specific documentation is required to substantiate a homeless person's disability for any PH project?

The grantee or project sponsor must have written verification from a state licensed qualified source that the person has such a disability. Qualified sources include medical service providers, certified substance abuse counselors, physicians or treating health care provider.

7. Who can receive assistance from the projects proposed in an application?

A person is considered homeless only when he/she resides in one of the three places described below. For new and renewal projects, persons assisted with Permanent Housing must be homeless and come from:

1.places not meant for human habitation, such as cars, parks, sidewalks, and abandoned buildings; 2.an emergency shelter; or 3.transitional housing for homeless persons and who originally came from the streets or emergency shelter.

If a person is in one of the three categories listed above, but most recently spent less than 30 days in a jail or institution, he/she continues to qualify as coming from one of these categories.

In addition to coming from the above three categories, projects providing Transitional Housing, Safe Havens, or Supportive Services Only may also serve populations experiencing the following circumstances: 4.eviction within a week from a private dwelling unit and no subsequent residence has been identified and the person lacks the resources and support networks needed to obtain housing; or 5.discharge within a week from an institution in which the person has been a resident for 30 or more consecutive days and no subsequent residence has been identified and he/she lacks the resources and support networks needed to obtain housing.

Please Note: For Permanent Housing projects that are applying for renewal funding, the eligibility criteria above apply to the screening process as units become vacant after grant execution. This does not mean that current residents are to be removed from housing if they entered on the basis of 4) or 5) listed above.

8. Who does HUD consider to be chronically homeless?

A person who is "chronically homeless" is an unaccompanied homeless individual with a disabling condition who has either been continuously homeless for a year or more OR has had at least four (4) episodes of homelessness in the past three (3) years. In order to be considered chronically homeless, a person must have been sleeping in a place not meant for human habitation (e.g., living on the streets) and/or in an emergency homeless shelter. A disabling condition is defined as "a diagnosable substance use disorder, serious mental illness, developmental disability, or chronic physical illness or disability, including the co-occurrence of two or more of these conditions." A disabling condition limits an individual's ability to work or perform one or more activities of daily living. An episode of homelessness is a separate, distinct, and sustained stay on the streets and/or in an emergency homeless shelter. A chronically homeless person must be unaccompanied and disabled during each episode.

SHP Administrative Costs

Return to List of Subtopics | Return to Top

1. How much of SHP administrative funds referred to in Question #1 of this section must be passed on to the nonprofit organization(s) who will operate the homeless assistance project(s)?

Administrative funds provided as part of the SHP grant should be split with the nonprofit organization(s) in proportion to the administrative burden borne by them for the SHP project(s). However, HUD will consider states or units of general local government that pass on at least 50 percent of the administrative funds as having met this Congressionally-mandated requirement.

2. What is the requirement regarding splitting SHP administrative costs?

This requirement is applicable only to states and units of general local governments who are the applicants for SHP funding for individual projects that will be operated by nonprofit organizations. If SHP funds for administrative costs are awarded to a state or unit of general local government where the projects will be operated by nonprofit organizations, some of these funds must be passed on to the nonprofit sponsor organization(s). As stated in the NOFA, this requirement is NOT applicable to the SRO and S+C programs, nor does it apply to applicants that are not government entities.

Match Requirements

Return to List of Subtopics | Return to Top

1. Is the SHP operating costs match requirement applicable to projects submitted for renewal funding?

Yes. Projects submitted for renewal must meet the same match requirements as new SHP projects.

2. My project received funding through a two-year demonstration program (2005 Housing for People who are Homeless and Addicted to Alcohol) that had modified match requirements. What are the match requirements for this grant since the project is now eligible for renewal through the CoC competition?

Upon renewal of these projects, the standard SHP requirements for match will be applicable. These grants originally allowed leasing, housing search (a supportive service) and administration. Under the CoC competition, the supportive services match requirement applies.

3. Under the SHP, what is the operating cost match requirement? Is this a cash match?

SHP funds may be used to pay for up to 75 percent of the total operating costs of supportive housing for all years of the grant. For example, if the annual operating costs are $100,000, SHP funds may be used to pay up to $75,000, or 75 percent, of these costs in each year of the grant term and the grantee would be required to pay $25,000, or 25 percent, each year.

The operating costs match to be paid by the grantee is a cash match. For new SHP projects documentation of firm commitments of cash resources for the first year of the grant term and certification that cash resources must be provided in the second and third year of the grant term, if applicable, must be submitted as part of the technical submission application (the form and content requirements of the cash match documentation and certification are explained in the applicable exhibits of the SHP Technical Submission document). In addition, for new and renewal SHP projects, the cash match must be verified in the Annual Progress Report. In-kind contributions do not count toward meeting this match.

Resident rent and fees may be used to meet cash match requirement for transitional housing, safe haven, and permanent housing providers. However, match requirements must be met by funds used to cover costs associated with eligible SHP activities. If resident rents are used to fund ineligible SHP costs, then other sources must be used to meet the annual SHP match obligations.

4. What if we have a renewal project that is requesting supportive services funds? Do those funds need to be matched?

Yes. A renewal project requesting supportive services funds must also meet the match requirement as described in the answer to What if we have a renewal project that is requesting supportive services funds? Do those funds need to be matched?

5. What is the supportive services match requirement for SHP? Is this a cash match?

Beginning in the Appropriations Act for fiscal year 1999, Congress has required SHP grantees to provide a cash match to supportive services funding. The match provision applies to all recipients of SHP funds, regardless of whether the grantee originally received supportive service funds before the provision was instituted. SHP grantees can request no more than 80 percent of the total cost for the provision of supportive services in a project in their application for funding. Grantees are required to match the remaining 20 percent of the total costs with funds from other sources. All matching funds must be used for eligible service costs identified on the supportive services budget, and included in the application and/or the technical submission.

For new SHP projects, documentation of firm commitments of cash resources for the first year of the grant term and certification that cash resources must be provided in the second and third year of the grant term, if applicable, must be submitted as part of the Technical Submission (the form and content requirements of the cash match documentation and certification are explained in the applicable exhibits of the SHP Technical Submission). In addition, for new and renewal SHP projects the cash match must be verified in the Annual Progress Report. In-kind services do not count toward meeting this match.

Application

Return to List of Subtopics | Return to Top

1. Are renewal projects required to submit the "Code of Conduct" again if they submitted their code in a previous competition?

Renewal applicants that submitted an application during the FY 2005, FY 2006, or FY 2007 competition, and included a copy of the code of conduct are not required to submit another copy unless the information has been revised.

To verify HUD's receipt of your code of conduct, please check the HUD website at http://www.hud.gov/offices/adm/grants/codeofconduct/cconduct.cfm

New applicants are required to submit the code of conduct by uploading the document in the e-snaps system.

2. The NOFA says that HUD will perform a "threshold" review of my application. What does this mean? What should I be aware of when preparing my application?

HUD reviews your application to ensure that the applicant and any project sponsor is eligible to apply for the program it selected and has the requisite capacity to carry it out. It also reviews the capacity of all other organizations involved with the proposed project. It is imperative, therefore, to demonstrate that applicants and any sponsors or other organizations involved have sufficient capacity. Be sure to answer all of the questions in Exhibit 2 for the applicable program and component type. It is also imperative that nonprofit applicants include documentation demonstrating their eligibility.

HUD also reviews your Exhibit 2 to ensure that your project will only serve eligible people, that what you propose is eligible, and, in the case of new projects and S+C renewals, that your project meets threshold quality standards. You can help ensure that your project passes the quality review by completely answering all of the applicable questions in the project application. These questions relate directly to the NOFA threshold standards so it is important that you address each and every applicable factor in the exhibit and complete all applicable sections for the program for which you are applying.

Under SHP and S+C, renewal projects are considered to have met most of the threshold requirements through their previously approved grant applications. However, threshold reviews will be done on renewal projects to determine: (1) the eligibility of proposed activities; (2) the eligibility of the population to be served; and (3) the capacity of the applicant and project sponsor, including specific progress data contained in the Annual Progress Report (APR).

3. What are the leveraging requirements in the application?

The total leveraging amount for the CoC will be automatically calculated based on the leveraging information submitted in each applicable Exhibit 2 application. Written commitments are not submitted at the time of application. However, they must be submitted for verification by HUD prior to grant agreement execution. Only the value of contributions to a project for which the applicant has a written commitment at the time of application will be counted toward points for leveraging of other resources.

The written commitment must be documented on letterhead stationery, signed and dated by an authorized representative, and must, at a minimum, contain the following elements: the name of the organization providing the contribution; the type of contribution (e.g., cash, child care, case management, etc.); the value of the contribution; the name of the project and its sponsor organization to which the contribution will be given; and, the date the contribution will be available. Written agreements could include signed letters, memoranda of agreement, and other documented evidence of a commitment. The value of commitments of land, buildings and equipment are one-time only and cannot be claimed by more than one project in another year. For example, the value of donated land, buildings or equipment claimed in 2007 or before for a project cannot be claimed as leveraging by that project or any other project in subsequent competitions.

Housing Inventory Chart

Return to List of Subtopics | Return to Top

1. Are CoCs required to use the Housing Inventory Chart that is available in the Exhibit 1 or can CoCs use a different version?

CoCs must not copy and paste old information from previous Housing Inventory Charts into the 2008 Housing Inventory because the columns and reporting requirements have changed. Additionally, CoCs must not attempt to alter this version in any way. CoCs that use the correct version will have their housing inventory uploaded into e-snaps and it will be made available for updates in 2009. CoCs that use the wrong version of the Housing Inventory Chart will not receive credit for this section of Exhibit 1 and will be required to manually enter all housing inventory data in 2009.

2. I'm in the process of completing the Housing Inventory Chart for this year's application. If a facility is marked as underdevelopment and will have 100% HMIS participation, can we include the beds as covered in HMIS, or do we input 0 due to they are not "active"?

As in the past, do not include inventory under development in the HMIS participation.

3. If a Continuum of Care has units that are funded by HUD and units that are funded from other (non-HUD) sources, should these units be included on the Housing Inventory chart?

Yes. All beds and units in place or under development (funded but not yet serving homeless persons) in 2008 should be included for each provider/facility in the Housing Inventory Chart. Please note that Permanent Supportive Housing units should include only units funded by McKinney-Vento or units targeted for homeless persons.

4. In the Housing Inventory Chart, how does the Continuum determine the number of family units in programs with congregate living (e.g., dormitory-style)?

The term "Family Unit" in the Housing Inventory Chart refers to the actual physical housing units for serving families. Programs providing congregate housing (e.g., barracks style) for families would not complete the Family Units column of the Housing Inventory Chart.

5. The excel Housing Inventory Chart does not allow deleting a row and/or move rows around (to cut and past within the document). The ES chart seems to have more flexibility but the other charts do not allow any of this editing. Am I doing something wrong or was the excel file created this way for a particular reason?

The Housing Inventory Chart (HIC) does not have the flexibility that some of the other spreadsheets for the 2008 competition because the calculations that are being performed are much more complex. Due to the complexity of the document, the option to insert and delete rows has been removed.

6. What information can we use to complete the electronic Housing Inventory Chart?

A CoC must complete an annual survey of its emergency, transitional, safe haven, and permanent supportive housing inventory to complete the electronic Housing Inventory Chart. The survey must be for a single point-in-time count of the inventory, and completed in the last ten days of January 2008.

Project Priorities

Return to List of Subtopics | Return to Top

1. Why is HUD asking communities to prioritize their projects Continuum of Care (CoC) Project Listing in Exhibit 1? Who sets the priorities in a community?

Prioritizing projects should be a logical outcome of the development of a community's CoC strategy and driven by the community's gaps analysis. This means that all organizations in the process have a voice in determining the community's priorities for funding. Priorities should be established through a fair and open process using objective criteria. How the selecting the entity (or entities) that facilitates or leads the selection process, is determined completely by the community. Different entities will take the lead in different communities.

As stated in the application and the NOFA, HUD expects your community's CoC strategy to be developed by and coordinated with an as inclusive group as possible. Organizations involved in this process should include nonprofit organizations as well as community and faith-based entities, government agencies, public housing authorities, housing developers and service providers, businesses and business associations, law enforcement agencies, hospitals, funding providers, and homeless and formerly homeless persons. These and other organizations should represent and address the specific needs of each homeless sub-population: the jobless, veterans, persons with serious mental illnesses, persons suffering from substance abuse, persons living with HIV/AIDS, victims of domestic violence, runaway youth and others.

Pro Rata Need and Need Scores

Return to List of Subtopics | Return to Top

1. Are RRH project amounts charged against a CoC's FPRN?

The following projects are not included in calculating FPRN: Shelter Plus Care renewals projects; Samaritan Housing Bonus projects; Rapid Re-Housing projects

2. Are there limitations on the types of SHP renewal projects that may be reduced or eliminated?

There are numerous reasons for possible reductions or eliminations of renewal projects. For example, projects may be under-performing, or there may be a reduced need for the particular type of project, or mainstream program funding may now be covering a supportive service that was previously funded from a HUD homeless grant. When completing the Reallocation forms in e-snaps it is important that CoCs take special care to ensure that the total dollar amount that was reduced and/or eliminated is equal to the dollar amount requested in the new permanent housing project(s) on this chart.

Communities should note that if renewal projects are reduced, then a proportional reduction in the project scope and the number of persons served can be included as part of the reduced renewal project's exhibit. Additionally, communities are reminded that if a Supportive Housing Program renewal project is being eliminated, and it originally received funding for acquisition, rehabilitation, and/or new construction, the 20-year "term of commitment" requirement remains in effect as stipulated under the statute (Section 423.b), and the grantee must continue to operate the housing for homeless persons according to this section.

3. Does HUD's updating of Shelter Plus and Section 8 SRO projects FMRs affect a CoC's FPRN?

No, HUD will apply FMR changes after project selection, and any such FMR changes will not impact the Final Pro Rata Need amount.

4. If our CoC is in Hold Harmless Need (HHN) status, must we use the Reallocation Chart to identify new permanent housing projects (non-Samaritan project) listed on the CoC Project Listing? And, how should we document all the renewal project(s) that are reduced or eliminated to fund these projects?

CoCs in HHN status must use the reallocation process to create new permanent housing or dedicated HMIS projects. In e-snaps, screens 3F thru 3I will be used to document those SHP projects that are being reallocated through elimination or reduction as well as the new projects that will be created. CoCs must identify all the one-year renewal SHP projects that were reduced or eliminated to fund in order to create the new permanent housing or dedicated HMIS projects through the reallocation process on screens 3G and 3H. Renewal projects that are eliminated in favor of new permanent housing or new dedicated HMIS projects cannot be placed on the CoC Project Listing and are no longer eligible for any future funding as a renewal.

5. In the past after deducting our SHP renewals we have been able to use our remaining FPRN amount and combine this with the Samaritan Initiative amount to pool enough money together for a new project. According to the 2008 guidelines that specify that each ranked project must be categorized into only one of the four funding categories, it appears that we will not have this option. Given that we have a very small amount of Samaritan Initiative and unlikely not enough remaining in the PRN balance for a new project, this will probably not allow us to apply for a new project as we have been successfully able to do for the past five years. Please confirm if my understanding is correct or not?

CoCs that are in PPRN status cannot add available funds to Samaritan Housing projects. However, eligible CoCs may create additional new permanent housing projects using available PPRN which can later be consolidated with the designated Samaritan bonus project. This will only be allowable if the applicant states that the non-Samaritan Housing project will serve 100% chronically homeless individuals. Additionally, before the grant can be consolidated and executed, the grantee will need to agree to the terms of the Samaritan Housing program requirements, even though the project was not funded with bonus funds.

6. What happens to SHP renewal projects that are submitted outside the FPRN amount?

SHP renewal projects submitted outside a CoC's FPRN will not be reviewed by HUD and will automatically be rejected.

7. What is Final Pro Rata Need (FPRN)?

FPRN is the higher of PPRN and HHN. "PPRN status" is when the FPRN is equal to PPRN. "HHN status" is when FPRN is equal to HHN. The following projects are not included in calculating FPRN: Shelter Plus Care renewals projects; Samaritan Housing Bonus projects; and Rapid Re-Housing projects.

8. What is Hold Harmless Need (HHN) Reallocation?

A CoC whose Final Pro Rata Need is based on its Hold Harmless Need amount may reallocate funds in whole or part from SHP renewal projects to create one or more new permanent housing projects and/or a new dedicated HMIS projects. The HHN Reallocation process allows eligible CoCs to fund new permanent housing or dedicated HMIS projects by transferring all or part of funds from existing SHP grants eligible for renewal in 2009 (those expiring between January 1, 2009 and December 31, 2009). These new permanent housing projects may be for SHP (one, two or three years), S+C (five or ten years) and Section 8 Moderate Rehabilitation (ten years). New HMIS projects may be for one, two or three years.

New permanent housing projects and dedicated HMIS SHP projects being created through this process will be funded under the conditional renewal standards described in Section 5.B.2.a.(iii) (i.e., for competitive selection purposes they will be treated as renewals). Like all projects submitted under the 2008 CoC NOFA, these projects must meet eligibility and quality standards established by HUD in order to be conditionally selected for funding. In addition, these projects must be prioritized within a CoCs Final Pro Rata Need Amount.

These reallocated funds may not be used to supplement a new Samaritan Housing Initiative project or a Rapid Re-Housing for Families Demonstration Project.

This Hold Harmless Need Reallocation Process is not available to a CoC in Preliminary Pro Rata Need Status.

9. What is Hold Harmless Need (HHN)?

Hold Harmless Need (HHN) is calculated by every CoC as a part of its determining the CoC's Final Pro Rata Need (FPRN) for the 2008 competition. HHN is calculated by summing up the Average Renewal Amount (ARA) for all SHP renewal grants expiring January 1, 2009 and ending December 31, 2009 (see NOFA definition for method for determining ARA). If there are no SHP renewals in 2009 the HHN is $0. Shelter Plus Care Renewal are not included in HHN.

The HHN amount of a CoC is determined as part of the CoC registration process.

10. What is Preliminary Pro Rata Need (PPRN)?

Preliminary Pro Rata Need is the term used to describe the relative portion of national homeless assistance need assigned to a community or group of communities in HUD's CoC competition. The PPRN amount is the expression of relative homeless assistance need in dollar terms for use in a CoC competition. To determine the homeless assistance need of a particular jurisdiction, HUD will use nationally available data, including the following factors as used in the Community Development Block Grant (CDBG) program: data on poverty, housing overcrowding, population, age of housing, and growth lag. The universe of geographies is defined by the universe of jurisdictions used in the CDBG allocation process. Applying those factors to a particular jurisdiction provides an estimate of the relative need index for a jurisdiction compared to other jurisdictions applying for assistance under this program section of the SuperNOFA. Each year HUD publishes the PPRN for each jurisdiction. A CoC's PPRN is determined by adding the published PPRN of each jurisdiction within the HUD-approved CoC. In 2008 there were 4,115 metro cities, urban counties and all other counties that received a Preliminary Pro Rata Need dollar amount. See sections on Samaritan Housing Bonus and Rapid Re-Housing Family Demonstration for details on how a CoC's PPRN is used in calculating the maximum amount of funds a CoC may apply for under each initiative.

The PPRN amount for a CoC is determined as a part of the CoC registration process.

Special Initiatives

Return to List of Subtopics | Return to Top

1. Is the Rapid re-housing limit (30% of the PPRN) an annual amount or (30% of our PPRN) spread (divided) over three years

All Rapid Re-Housing (RRH) projects are required to have a three-year grant term. The amount identified in each CoC Registration represents 30% of a CoCs PPRN and is the maximum allowed for a three year grant term

2. The NOFA states that rental assistance for Rapid Rehousing projects can be for 3-6 months or 12-15 months for each family served. However the NOFA also states that rental assistance can be provided up to 18 months. Please clarify.

Project applicants are required to indicate in Exhibit 2 whether they will be providing short-term (3-6 month) or long-term (12-15 month) assistance to eligible families. The reason we are asking the applicant to specify is so that in the evaluation phase we will have two groups identified (short-term vs. long-term) and we can evaluate which worked better.

If a family cannot move on after the 3-6 or 12-15 month time frame, they can continue to get assistance, up to 18 months.

3. Are RRH project amounts charged against a CoC's FPRN?

The following projects are not included in calculating FPRN: Shelter Plus Care renewals projects; Samaritan Housing Bonus projects; Rapid Re-Housing projects

4. Can a CoC that is in PPRN status combine Samaritan Initiative funds with available pro rata need funds?

No. CoCs that are in PPRN status cannot add available funds to Samaritan Housing projects. However, eligible CoCs may create additional new permanent housing projects using available PPRN which can later be consolidated with the designated bonus project. This will only be allowable if the applicant states that the non-Samaritan Housing project will serve 100% chronically homeless. Additionally, before grant can be executed and consolidated, the grantee will need required to agree to the terms of the Samaritan Housing program, even though the project was not funded with bonus funds.

5. Can a Rapid Re-Housing project be an expansion of an existing project? If so, can funds from the expanded portion be shared with the existing project?

A project is considered an expansion if you are expanding an existing project (SHP or non-SHP funded) in order to increase the number of homeless persons served. Eligible applicants that are currently operating Rapid Re-Housing projects that are not funded by HUD, may apply for a new Rapid Re-Housing project as an expansion of the existing project. However, HUD SHP funds can only be used for new families and cannot be "shared" between projects. All requirements for Rapid Re-Housing in NOFA apply to the expansion.

6. Can Rapid Re-Housing funds be used in conjunction with Shelter Plus Care TRA funds?

No, you cannot combine S+C and Tenant Based Rental Assistance. TRA, is a program component under the Shelter Plus Care program. S+C TRA is a form of permanent supportive housing for disabled persons and their families that permit participants to choose the units in which they would like to reside. Because Rapid Re-Housing projects are transitional in nature and target those families that would be able to sustain housing on their own after a transitional period, Rapid Re-Housing projects should not be used in conjunction with permanent housing programs such as S+C TRA. If it is determined that a family has been accepted into RRH but they are deemed to need permanent supportive housing instead, they can be moved to the other program.

7. In the past after deducting our SHP renewals we have been able to use our remaining FPRN amount and combine this with the Samaritan Initiative amount to pool enough money together for a new project. According to the 2008 guidelines that specify that each ranked project must be categorized into only one of the four funding categories, it appears that we will not have this option. Given that we have a very small amount of Samaritan Initiative and unlikely not enough remaining in the PRN balance for a new project, this will probably not allow us to apply for a new project as we have been successfully able to do for the past five years. Please confirm if my understanding is correct or not?

8. Rapid Re-Housing Initiative

This special incentive to promote the rapid re-housing of homeless households with dependent children will be awarded to a limited number of CoCs as a demonstration program through the 2008 NOFA. Each CoC may submit in e-snaps no more than one RRH project application: That project must have a grant term of three-years and may request up to 30 percent of the CoC's PPRN or $2 million, whichever is less. CoCs may view the exact amount of the maximum request for which they are eligible to apply in their approved CoC Registration submission. Grants awarded under the RRH will be administered in accordance with the requirements of the SHP program, TH component, with the exception that the eligible activities are limited to administration, leasing (up to 18 months), and supportive services; The grantee must participate in the evaluation phase Grantees must comply with all RRH program requirements established in the 2008 NOFA. No more than 30 percent of the total eligible program activities (grant total minus administration costs up to five percent) may be used for supportive services, including case management. Eligible supportive services are limited to housing placement, case management, legal assistance; literacy training, job training, mental health services, childcare services, and substance abuse services. Eligible housing activities include leasing only. If your CoC is under hold harmless need (HHN) status, you cannot reallocate funds to a Rapid Re-Housing project; these funds must be allocated to other new projects on your CoC Project Listing. If your CoC is under Preliminary Pro Rata Need (PPRN) status, you cannot use add additional available funds to a Rapid Re-Housing project.

9. Samaritan Housing Initiative

This special initiative to promote permanent supportive housing for chronically homeless persons is provided to CoC systems that designate a new permanent housing project exclusively serving the chronically homeless as a Samaritan Housing project, then: The CoC will be eligible to receive the full amount of that project's eligible activities, up to a maximum fifteen (15) percent of the CoC's preliminary pro rata need (PPRN), or $6 million, whichever is less; The only eligible activities that will be counted toward this incentive are housing activities and up to 20 percent of the total eligible program activities (grant total minus administration costs up to five percent) may be used for case management; For SHP, administration costs count toward the housing bonus; For the SHP program, housing activities include acquisition, new construction, rehabilitation, leasing of housing and operating costs when used in connection with housing; S+C and SRO rental assistance are defined as housing activities and are eligible under the incentive as well; If your CoC is under hold harmless need (HHN) status, you cannot reallocate funds to a Samaritan Housing project; these funds must be allocated to other new projects on your CoC Project Listing; If your CoC is under Preliminary Pro Rata Need status (PPRN), you cannot add additional available funds to a Samaritan Housing project.

10. The NOFA states that eligible families for the Rapid Re-Housing program must have been either living in an emergency shelter or on the streets for seven consecutive days. Can families that are not in shelter due to lack of shelter capacity and are therefore living with family/friends qualify to participate in the program?

The Rapid Re-Housing demonstration program is designed for households with dependent children residing on the streets or in emergency shelters as directed by Congress in the Consolidated Appropriations Act for 2008 (H.R. 2764).

Persons that are doubled up are not considered homeless in any of HUD's homeless assistance programs.

11. The NOFA states that the families must have come from the streets or an emergency shelter. Is there a specific definition being used for "emergency shelter"? Also, how are Rapid Re-Housing projects different from other SHP transitional housing projects?

Rapid Re-Housing (RRH) projects are required to be administered in accordance with the requirements of the SHP/TH component, as well as those requirements listed in the NOFA that are specific to RRH projects. One of the requirements of RRH projects that are different than other TH projects is that the population to be served must be households with dependent children who have lived in emergency shelters or on the streets for at least seven consecutive days, must be able to independently sustain housing at the end of the short-term housing assistance, and must have at least one moderate barrier to housing. Households with dependent children that are being evicted from a private dwelling are not eligible to participate in Rapid Re-Housing projects. An applicant should use the definition of ES used in its CoC Housing Grant Inventory Chart.

12. What criteria should families who are applying to the Rapid Re-Housing for Families Demonstration program meet?

Families who are applying to the program must have at least one moderate barrier to housing: A temporary financial strain, inadequate employment, inadequate childcare, a head of household with low level education or low command of the English Language, legal problems, mental health diagnosis, history of substance abuse (without active use), poor rental history, and poor credit history.

It is very important that project applicants accept only families who are able to sustain housing after short-term housing assistance has ended. This is why the program is designed to accept only families that have moderate barriers to housing. For example families being selected for this program should NOT be severely mentally ill or chronic substance abusers.

13. What is the Rapid Re-Housing Initiative?

HUD will implement a Rapid Re-Housing for Families (RRH) Demonstration Program through the 2008 CoC NOFA. This demonstration program will serve homeless households with dependent children. Twenty five million dollars will be used to fund the demonstration program projects, of which $23.75 million will be available for the 2008 competition. The remaining $1.25 million will be used to assess the effectiveness of rapid re-housing for families with dependent children. A CoC may submit no more than one RRH project application in e-snaps. That project must have a grant term of three-years and may request up to 30 percent of the CoC's PPRN or $2 million, whichever is less.

Grants awarded under the RRH will be administered in accordance with the requirements of the SHP program, TH component, with the exception that the eligible activities are limited to administration, leasing (up to 18 months), and supportive services; that the grantee must participate in the evaluation phase; and that they must comply with all RRF program requirements established in the 2008 NOFA. No more than 30 percent of the total eligible program activities (grant total minus administration costs) may be used for supportive services. Eligible supportive services are limited to housing placement, case management, legal assistance; literacy training, job training, mental health services, childcare services, and substance abuse services. The only eligible housing activity is leasing. All RRH projects must meet standard SHP requirements, including match.

14. Would a 211 call center qualify as a Centralized Intake facility?

The NOFA defines central intake as an assessment hotline, a single point of entry, a central intake facility or a centralized group of people that is standardized across the CoC and has the responsibility of assessing homeless persons as a method for screening homeless families into appropriate housing placements and service needs.

A 211 call center could qualify as an assessment hotline and therefore may be considered a central intake resource provided that it can be demonstrated that it is well advertised to the community, easily accessible by households with dependent children and conducts assessment.

Projects

Return to List of Subtopics | Return to Top

1. Can a sponsor for a Supportive Housing Program project be a "for-profit" entity?

No. For-profit entities are not eligible to be project applicants or sponsors.

2. Can Section 8 project-based assistance (PBA) or Section 8 tenant-based assistance (TBA) be used in a SHP funded transitional housing program?

HUD's policy is to not fund new projects mixing Section 8 assistance in SHP-funded transitional projects. Experience with such funding has resulted in many complex operating issues when the two subsidy streams are combined. Section 8 is intended to be a permanent housing resource and should be integrated into the CoC in that manner.

3. Can Shelter Plus Care new and renewal and new SRO project request rents above the published FMR applicable at the time of the application due date?

No. Shelter Plus Care (S+C) and new SRO grants may not exceed 100 percent of the applicable Fair Market Rent (FMR) for the Metropolitan Statistical Area (MSA) and unit size. Although awards are based on the number of units and the FMR amounts for those units, S+C funds can be used to pay actual rents which could be above or below the published FMR. If a grantee draws down rents higher than the awarded FMR, it is still obligated to lease the number of units specified in the application.

4. Can Shelter Plus Care new and renewal and new SRO project request rents below the published FMR applicable at the time of the application due date?

Yes. Shelter Plus Care (S+C) and new SRO grants may request rents that are below the published FMR. Grantees that request an amount that is 1-99% of the published FMR will be locked in to the requested amount and will not receive any update when the 2009 FMR amounts are published. It should also be noted that if a grantee requests a lower amount for any single unit size, the rent amount will be locked for all unit sizes in the application.

5. Can SHP rehabilitation funds be used to rehab leased properties?

Yes. For the 2008 competition, HUD has provided additional conditions as follows: To rehabilitate a leased property, certain conditions must be met during the Technical Submission and if they are not, the award will be withdrawn. The recipient must have a lease for 25 or more years with a landowner that is not the applicant, project sponsor, a parent or affiliated organization and must submit it to HUD for approval. The landowner must execute and record against the land the lease, and the HUD form Use and Repayment Covenant. Under certain circumstances where there is the useful life of the improvements is greater than 25 years, the recipient must be required to repay the residual value of the improvements.

6. Do the goals identified in the e-logic model have to match the goals identified in the project's APR?

No. The priorities in the eLogic Model allow a project to identify specific goals and activities. The goals in the APR and the eLogic Model are not exactly the same, although both target the same larger goal of ending chronic homelessness and moving homeless families and individuals to permanent housing. In completing the eLogic Model, you must select and focus on the goals and priorities available from the drop-down menu that most closely relate to the goals and activities of your project. They do not need to match the goals from the APR exactly. Finally, your elogic goals should be consistent with the goals described in your HUD project narrative.

7. How do HUD's requirements for timely implementation of projects affect my project?

Recipients conditionally awarded funds in the 2008 CoC funding round must have a fully executed grant agreement or, in the case of the SRO Program, Annual Contributions Contract, by September 30, 2010. If a grant agreement or ACC is not executed by that date, the award will be withdrawn. These funds will remain available for expenditure for five years from the date of grant execution, except that SRO and S+C project based with rehabilitation funds will be available until expended.

8. If my project has several structures and we are also providing supportive services, including outreach, how would I include the supportive service on the budget screens?

New projects should include a comprehensive budget for each of the structures in the submitted project. If supportive services are also included, then distribute the services costs across the structure budgets so that the total of the structure budgets add up to the total project budget.

9. If my project is a new "Supportive Services Only" project, do I still have to answer all of the narrative questions?

Applicants for the Supportive Services Only component of the SHP must answer all appropriate items in Exhibit 2. In e-snaps applicants will only be asked those questions that are relevant to the applicant type, program type, and component type of the project for which they are applying.

10. In what situations would I identify my project as new?

You would use the "new" section in the following situations:

If you are proposing a brand new project that has not provided services or supportive housing for homeless persons; If you are expanding an existing non-SHP funded project in order to increase the number of homeless persons served (only the expansion is considered eligible for funding); If you are making an expansion an existing SHP funded project in order to increase the number of homeless persons served (only the expansion is considered eligible for funding; regarding how to apply for renewal and expansion of the same project, see Do I have to submit separate project applications to both renew and expand my SHP project? ); If you are bringing your project up to code (only activities which are code-related are eligible); if you are replacing non-renewable Federal or private funds in an existing project; or If you are re-starting an SHP project which received SHP funding in the past, but the SHP funding ended when the project term expired, and the project did not continue to provide services or supportive housing for homeless persons. Please note that development costs can not be requested under these circumstances.

11. May a Supportive Services Only (SSO) Project convert to a TH or PH program?

No. By definition, the SSO program can not provide housing and the conversion to a housing program is an entirely new project requiring a new submission under competitive rules so that the statutorily required quality of the project can be evaluated.

12. On Form D, where discharge planning policies have to be attached and uploaded by "system of care", if there is one global discharge planning policy for a jurisdiction covering multiple systems does it need to be uploaded multiple times?

13. Our community has a project that was originally awarded as a Safe Haven-TH. How will the new definition of Safe Havens impact us?

Safe Havens (SH) will no longer be given Transitional Housing (TH) or Permanent Housing (PH) classifications. Grantees seeking renewal will have an opportunity through the 2008 NOFA to change the classification of their project without a grant amendment, if necessary. Grantees that are currently operating a HUD funded Safe Haven (TH or PH) should review the required SH characteristics that are defined in the 2008 NOFA to determine if their project still qualifies as a SH or if it needs to be reclassified to either a TH or a PH project. If a grantee determines that its project meets all of the characteristics of a SH, the grantee should identify itself as such in its Exhibit 2 application. For those projects that are identified as a Safe Haven, any chronically homeless person entering the project will maintain his/her status as chronically homeless, and will therefore be eligible for entrance into Samaritan Housing Initiative projects.

If a grantee determines that its current Safe Haven project does not meet all of the Safe Haven requirements listed above, it must decide whether or not the Safe Haven project would more appropriately be identified as a transitional supportive housing program or a permanent supportive housing program. Grantees should work with their local field offices to determine the correct SHP component of their projects. If reclassification to a SHP-TH or SHP-PH is required, the grantee can make the change during the 2008 CoC application round without completing a grant amendment.

Projects that are currently classified as either SH-TH or SH-PH that are not eligible for renewal in 2008, can either reclassify through a grant amendment or wait until time of renewal and reclassify in the renewal application. Reclassifying to a SH project (from SH-TH or SH-PH) through a grant amendment will allow chronically homeless participants entering these projects to maintain their status, which will allow them to be eligible for Samaritan Housing projects.

Safe Haven-TH or Safe Haven-PH projects that choose to wait until the time of renewal to reclassify, however, will continue to follow requirements listed in the NOFA year that they were funded and participants will not maintain a chronically homeless status

14. Shelter Plus Care Grants: What are the standards for the first renewal of a Shelter Plus Care Project?

For TRA, SRA, PRA, and SRO projects, you may request up to the amount determined by multiplying the number of units under lease at the time of your application for renewal funding by the applicable current Fair Market Rent(s) by 12 months (FMR as published in the Federal Register on October 1, 2007.) Example: A S+C grant originally awarded for 50 units was able to lease an additional 5 units and had 55 units under lease when it applied for its first renewal. They may apply for 55 units in the renewal grant.

For the S+C/SRO component, use the same FMR method as other renewing S+C project components, the FMR is 75 percent of the 0-bedroom rate. Upon renewal, the unspent balance of funds at the end of the previous grant period will be recaptured. The one-year term of non-competitively awarded Shelter Plus Care renewal projects may not be extended.

15. State and local governments funded in previous competitions were required to certify that they would develop policies and protocols for people being discharged from publicly-funded institutions. How do state and local grantees identify their efforts toward implementing the requirements of that certification?

Project applicants that are state or local governments awarded funds in previous competitions are asked in Exhibit 2 to verify that they have policies and protocols they have developed/implemented regarding discharges from publicly-funded institutions.

16. Under what condition may SHP funds be used in public housing facilities?

An SHP project may use public housing units only after the PHA disposes of the units, through deed or lease, to the SHP grantee and obtains HUD/PIH approval of the disposition. After the disposition, these units can receive no public housing capital or operating subsidy.

17. What are the Lead-Based Paint or Environmental review requirements?

Under the Tenant-based Rental Assistance Component for new Shelter Plus Care Projects, an environmental review and clearance must be performed prior to grant agreement.

The changes in the Lead-Based Paint regulations, which became effective for recipients of funding in the 2001 competition, are extensive. The regulations set hazard reduction requirements that give much greater emphasis than existing regulations on reducing lead in house dust. Scientific research has found that exposure to lead in dust is the most common way young children become lead poisoned. Therefore, the regulation requires dust testing after paint is disturbed to make sure the home is lead-safe. Specific requirements depend on whether the housing is being disposed of or assisted by the Federal Government, and also on the type and amount of financial assistance, the age of the structure, and whether the dwelling is rental or owner-occupied. It is also subject to regulations if the population to be served by the project will include children under the age of 6. For additional information, contact your local Field Office.

In regard to environmental reviews, an important statutory change now provides that for recipients who are private nonprofit organizations or public housing authorities (PHA), the environmental review may be performed by responsible entities (units of general local government in whose jurisdiction the activity is located or states) in accordance with 24 CFR Part 58 - "Environmental Review Procedures for Entities Assuming HUD Environmental Responsibilities" whether or not the grantee is itself a unit of local government or state.

If a responsible entity is either unwilling or unable to perform an environmental review for grantees who are public housing agencies or private nonprofit organizations (Section 58.11), or if HUD determines that the responsible entity should not perform the environmental review on the basis of performance, timing or compatibility of objectives, HUD may designate another responsible entity to conduct the review under Part 58 or may itself conduct the environmental review based on Part 50.

Not every project is subject a full environmental review but every project must be in compliance with the National Environmental Policy Act and other federal and state environmental laws.

If the program is for the provision of scattered site leasing or exclusively for the provision of services and the services provided meet the requirements of an exemption or exclusion listed at 24 CFR 58.34 or 58.35(b), the responsible entity may determine and record that no further environmental review is required, citing the appropriate exemption or exclusion.

18. What happens if our community submits a project seeking Samaritan Housing Initiative funds but does not meet HUD's criteria for permanent housing or for exclusively serving the chronically homeless?

If the CoC requests a new Samaritan Housing Initiative project and HUD determines that it is not a permanent housing project and/or is not exclusively serving chronically homeless individuals, HUD reserves the right to not award funds to that project rather than reclassify the component. CoCs may create multiple Samaritan Housing Initiative projects in 2008 as long as the total amount of funding requested for all bonus projects does not exceed 15 percent of the CoCs Preliminary Pro Rata Need or $6 million. All Samaritan Housing Initiative projects will be funded in order, starting with the project with the highest rank. It is no longer a requirement that a Samaritan Housing project be ranked number one.

19. What types of activities fall under "Housing Placement" (supportive services)?

Housing placement activities include those that can be directly linked to assisting a client find a place to live such as running a credit check, searching an apartment database, showing an apartment to a client, assisting with housing applications, etc.

20. Which FMR's do S+C renewals use when applying for renewal funds?

For Shelter Plus Care (S+C) grants that are being renewed for the first time, CoCs may request up to the amount determined by multiplying the number of units under lease at the time of your application for renewal funding by the applicable current Fair Market Rent(s) by 12 months.

For S+C grants that are being renewed for the second or subsequent renewal, the number of units requested for renewal in 2008 may not exceed the number of units funded in 2007.

In both scenarios, CoCs should use the FMRs that were published in the Federal Register in October 2007. Please be advised that the actual FMRs used in calculating your grant will be those in effect at the time the grants are selected which may be higher or lower than those found in the October 1, 2007 FR Notice. S+C applicants that want to apply for 100% of the FMR can select the FMR area for which they are applying and e-snaps will automatically calculate the appropriate amount.

21. With leasing providing "rental assistance only", can this include first and last month's rent for clients if required by the landlord?

In Rapid Re-Housing as well as SHP in general leasing funds may only be used to pay rent, grantees may use SHP leasing funds in an amount of up (or equal to) to one month's rent to pay a security deposit to a landlord for units expenses under the grant.

Serving Veteran Needs

Return to List of Subtopics | Return to Top

1. Is there any guidance available on developing programs to address the needs of homeless veterans?

In 2002, HUD released two technical assistance resources addressing the needs of homeless veterans. The first report, A Place at the Table: Homeless Veterans and Local Homeless Assistance Planning Networks, was updated in December 2005 and is designed to help organizations serving homeless veterans to more effectively participate in the homeless assistance program planning networks in their communities and, in particular, to access resources through the Continuum of Care planning process. http://www.hud.gov/offices/cpd/about/hudvet/library/index.cfm)

The second report, Coordinating Resources and Developing Strategies to Address the Needs of Homeless Veterans, provides information on promising practices for effectively coordinating HUD funding with other resources in order to address the special needs of homeless veterans. Both reports can be found at http://www.hud.gov/offices/cpd/about/hudvet/library/index.cfm. Printed versions of the second report only are available from Community Connections at 1-800-998-9999.

HUD strongly encourages each local Continuum of Care to examine the identified unmet needs for supportive services and housing of homeless veterans by examining appropriate local community data contained in the Department of Veterans Affairs CHALENG (Community Homelessness Assessment, Local Education and Networking Groups) for Veterans report. This report can be accessed via the web at http://www1.va.gov/homeless/page.cfm?pg=17.

2. The NOFA mentions veterans groups. How should veteran's organizations be involved in the CoC?

Your community process for developing and implementing a CoC system should be comprehensive and inclusive. This means the needs of all homeless sub-populations in your community should be represented in your CoC planning process and project implementation. Because studies show that a significant segment of the homeless population are veterans, it's especially important to involve veterans organizations so that the needs of homeless veterans are addressed appropriately and effectively.

Housing Requirements

Return to List of Subtopics | Return to Top

1. National Funding Priorities: Residents served in projects under the Samaritan Housing Initiative must all be chronically homeless. Could these units be in a building with other non-chronically homeless units?

Yes. Units for the chronically homeless may be located in a building with units for non-chronically homeless persons as long as it is clear that there are two separately funded projects.

2. National Funding Priorities: What exactly is the 30 percent permanent housing requirement in this year's competition?

The FY 2008 HUD Appropriations Act specifies that 30 percent of the appropriation (not including S+C renewal grants) must be awarded to permanent housing programs. HUD is not requiring each community to submit 30 percent of its projects as permanent housing. However, in order to meet this statutory requirement, HUD may have to skip over higher scoring non-permanent housing projects in order to fund lower scoring permanent housing projects or, within a continuum, skip over higher priority non-permanent housing projects in order to fund lower priority permanent housing projects. In order to reduce the chances that one of your non-permanent housing projects will be skipped over for funding, every effort should be made to improve your CoC narrative.

Projects now meeting the definition of permanent housing for this purpose are projects under the following programs:

S+C (new); SRO; and the SHP/Permanent Housing component (new and renewal).

3. What types of housing structures can be used for permanent supportive housing? When can leasing funds be used?

Most types of housing structures can be used for permanent supportive housing. Apartments, single-family houses, duplexes, group homes, or single-room occupancy units all qualify. In addition, permanent housing means that there is no limitation on the length of stay.

Under the SHP program, grantees may use leasing funds only when there are actual leasing costs. That is, funds designated for leasing may only be used for the actual costs of leasing a structure/unit. SHP leasing funds may not be used to pay a project sponsor's monthly mortgage obligation or other costs of building operations. Also, leasing funds cannot be used for buildings that are owned, or leased by the applicant, sponsor or parent companies.

Renewal Funding

Return to List of Subtopics | Return to Top

1. Chronic Initiatives: Under the Housing for People who are Homeless and Addicted to Alcohol competition, supportive services costs could be no more than 5% of the grant. Does this limit still apply, or can I ask for additional supportive services for the participants in my permanent supportive housing project?

In this instance, the supportive services costs for the renewal project should be no more than 5% of the grant. Any changes to this amount will need to be negotiated through the local HUD Field Office after the renewal is conditionally awarded funds.

2. Chronic Initiatives: If my project was funded under a special initiative, how much money can I request for a renewal?

Renewal funds can only be requested for continuing a previously approved project at the same level of housing and/or services provided in the previous grant. These grants originally allowed leasing, housing search (supportive service) and administration. Upon renewal of this project, the SHP requirements for match will be in effect. Under the CoC competition, supportive services match requirement apply.

3. Chronic Initiatives: My project was initially awarded funds through a separate competition (e.g. the Collaborative Initiative to End Chronic Homelessness, Ending Chronic Homelessness Through Employment and Housing, or Housing for People who are Homeless and Addicted to Alcohol) and is now eligible (i.e., expires in 2009) for renewal through the Continuum of Care process. How will the CoC determine the priority of this project for renewal?

The need for the continuation of any previously funded project - whether funded initially through the CoC competition or a special initiative - is determined by the localities through its CoC planning process. The CoC should review each project at the time it seeks renewal to determine if the project is performing satisfactorily and if it still meets the needs of the chronically homeless persons it proposed to serve. Placement of the project on the CoC Project Priority list is based on the local jurisdictions' planning/prioritization process.

4. Shelter Plus Care Grants: Are Shelter Plus Care renewal projects a part of the 2008 CoC Competitive Process?

Under the 2008 HUD Appropriations Act, eligible Shelter Plus Care Program grants whose terms are expiring in FY 2009 and Shelter Plus Care Program grants that have been extended beyond their original five-year terms but which are projected to run out of funds in FY 2009 will be renewed for one-year provided that they are determined to be needed by the Continuum of Care and meet other programmatic and financial standards. Shelter Plus Care renewals are submitted as part of a Continuum of Care submission but are funded non-competitively. All Shelter Plus Care renewal applications should be submitted by the deadline and in accordance with the other submission requirements described in the NOFA). A renewal project may include no more than one component [i.e., TRA, SRA, PRA, and SRO].

5. Shelter Plus Care Grants: How do I determine if my project is eligible for a S+C renewal?

Any S+C project whose grant term is expiring in calendar year 2009 is eligible for renewal. (In addition, S+C grants that received a 5-year extension previously but which are projected to run out of funds in 2009 are also eligible.) The effective date of the grant is the date used to determine whether the grant (including all of its TRA, PRA, SRA, and SRO component projects) is expiring.

If your initial five (5)- year grant term is expiring in 2009 but you do not expect to run out of funds during that year, you may apply to your HUD field office for an extension. This extension process is independent from the CoC competition. In such a case, contact your HUD field office for information on seeking an extension of your project.

6. Shelter Plus Care Grants: How does a S+C project change the unit sizes during the contract and at renewal?

Reasonable changes to a mix of unit sizes may be undertaken during the grant period for Tenant Based (TRA) or scattered site Sponsor Based (SRA) component projects. A program may apply for the actual unit mix under lease at the time of application renewal. Example: A TRA grant for 50 one-bedroom units has 5 participants who each reunited with their child and now each require two-bedroom units. The grant may be renewed for 45 one-bedroom and 5 two-bedroom units, for a total of 50 units. This authority does not extend, however, to wholesale changes in the nature of the project. A grantee may not change a TRA or SRA project, for example, from all one-bedroom units (singles) to all three-bedroom units (families), or vice versa. Additionally, projects that were initially awarded as a Samaritan Housing project must continue to exclusively serve chronically homeless individuals; therefore, unit sizes for these projects cannot increase and must remain either SRO, 0-bedroom, or 1-bedroom units. Please Note: Project Based (PRA) or Single Room Occupancy (SRO) components may not change the unit configuration.

7. Shelter Plus Care Grants: In the NOFA Continuum of Care application announcement under Threshold Requirements states that S+C non-competitive renewals must meet minimum threshold requirements, which include performance standards. What are these performance standards, or where does it state what the minimum performance standards are?

If you or the project sponsor is a current or past recipient of assistance under a HUD McKinney-Vento Act program, there should be no serious unresolved HUD/SNAPS monitoring findings, and no outstanding audit finding of a material nature regarding the administration of the program. S+C non-competitive renewals will be funded for one year provided that they are determined to be needed by the CoC as evidenced by their placement on the CoC Project Listing.

8. Shelter Plus Care Grants: Since we may consolidate S+C grants from the 2007 round, how should they be listed for the 2008 round?

If the 2007 S+C grants have already been consolidated prior to the CoC submission of the S+C Grants Inventory Worksheet, they should be listed as the one consolidated grant for 2007. HUD encourages the consolidation of appropriate S+C renewal grants when the grants are under the same grantee, same component and expire in the same year. However, renewal requests for expiring S+C grants that have not been consolidated should still be submitted as separate Exhibit 2's in e-snaps and will be awarded as individual renewal grants. Where the grantee wishes to consolidate the renewal grants, this action may be subsequently accomplished by the field office at the point of renewal grant agreement execution. The field office will receive instructions for this process in the S+C Operating Procedures guidance for 2008 awards.

9. Shelter Plus Care Grants: What are the standards for second renewal and subsequent renewal of Shelter Plus Care projects?

For Shelter Plus Care grants having been awarded one-year of renewal funding in 2007, the number of units requested for renewal in 2008 may not exceed the number of units funded in 2007. (Please be advised that the actual FMRs used in calculating your grant will be those in effect at the time the grants are selected which may be higher or lower than those found in the October 1, 2007 FR Notice.) One year S+C renewal grants can not be extended.

Number of units renewable from a one-year contract: The number of units eligible for renewal is limited to the number of units applied for in the initial one-year renewal contract. Example: A S+C grant was renewed for the first time for 55 units, as in the previous example. All subsequent renewals are limited to 55 units. If the grantee was able and willing to lease two additional units covering a total of 57 units during the year, the renewal of this grant will still be limited to 55 units. The grantee must ensure that it has sufficient funds to cover the additional 2 units for the longer of either the term of the grant or the voluntary tenancy of the residents of these units. Any shortfall in funding for units not under contract must be provided by the grantee.

10. Supportive Housing Program Grants: A current SHP grantee decides to add new activities or expand the level of an existing approved activity to its existing SHP funded project (i.e., expand the project) and submits an application requesting funding for these new activities. Would this be considered a renewal grant?

No. In order to be considered an SHP renewal, a project must not include either a new activity or an expansion of an existing activity. An expansion of an existing project is considered a new effort and must be submitted as a new project.

11. Supportive Housing Program Grants: Can a CoC that is in preliminary pro rata need (P/PRN) status decide not to request renewal funds for existing projects, or to give these projects a relatively low priority ranking?

Yes. The need for the continuation of previously funded projects should be considered in the local needs analysis process and a decision should be made locally on the priority to assign to the continuation of a project. HUD does not require that existing projects be renewed or given a higher priority than other projects. However, HUD is very concerned that the ongoing housing needs of persons currently being served by existing projects be taken into account as part of the decision-making process. The CoC should review each project at the time it seeks renewal to determine if the project is performing satisfactorily and is meeting the needs of persons it proposed to serve or whether local needs have changed and other subpopulations or types of assistance should be given preference.

12. Supportive Housing Program Grants: Do I have to submit separate project applications to both renew and expand my SHP project?

Yes. If a project is eligible for renewal and the grantee wants to apply for funds to both renew the existing project and to add new activities or expand existing activities to the same project, a separate Exhibit 2 must be submitted for each. That is, an Exhibit 2 should be submitted requesting the renewal of the existing project and another Exhibit 2 should be submitted requesting funding for only the additional new or expanded activities. In addition, both projects should be listed as separate projects on the CoC Project Listing in Exhibit 1.

13. Supportive Housing Program Grants: How do I determine if my project is eligible for SHP renewal?

To be eligible for a 2008 SHP renewal, your current HUD grant must expire during calendar year 2009. A grant is expiring in calendar year 2009 if its term ends during that year. Many grants begin with acquisition, rehabilitation, or new construction which must be completed before term activities can begin. Term activities are those that are funded for a period of time specified in the NOFA, grant agreement, or HUD renewal guidance under which the grant was funded - such as one, two or three years. Term activities are leasing, operations, HMIS, and supportive services. The term of a grant begins when the grantee begins to serve participants - this is the basis for establishing the operating start date for the project, and is established by the grantee in LOCCS.

The term ends when the specified time period for the grant elapses. For example, a 2005 SHP grant was awarded a three-year term. The term ends three years from the operating start date, not three years from the first draw of SHP development (acquisition/rehab) funds.

Review your CoC's Supportive Housing Program Grants Inventory Worksheet which has been approved by HUD and confirm whether your project is eligible for renewal in this competition. If the grant is not on the approved SHP Grants Inventory Worksheet, it can not be submitted for renewal.

14. Supportive Housing Program Grants: How much money can I request for my SHP renewal?

The amount an applicant may request for activities eligible for renewal in an existing project (i.e., leasing, operations, supportive services, and administration) is based on the average annual amount of the grant being renewed, as approved by HUD for these activities in the existing grant's Technical Submission. Renewal funds can only be requested for continuing a previously approved project at the same level of housing and/or services provided in the previous grant. The amount requested for operations may not exceed 75 percent of the total operations budget and the amount requested for supportive services may not exceed 80 percent of the total supportive services budget (see Section E of this supplement regarding match requirements for these activities). Cost of living increases are not eligible for renewal projects.

15. Supportive Housing Program Grants: If my application for renewal of an SHP project is not funded in a competition, what sources of funds can I use to continue my project?

To continue a renewal SHP project that was unsuccessful in seeking renewal in a prior competition, you may use any type of funds - Federal, state, local, or private funds. New this year, these types of projects can no longer be approved to come back into any future CoC competitions. However, these projects can come in as new projects, as long as the project is in compliance with 24 CFR 583.150(a).

16. Supportive Housing Program Grants: What level of detail is needed to complete the Supportive Services and Operations Charts for renewal projects?

The charts enable you to include detailed information you already have available for renewal projects at the time of application, rather than at second submission. This eliminates the need for the Technical Submission package and streamlines your planning and eliminates duplication of effort following the conditional award.

17. What actions can we take to secure this funding beyond 2009? Can we submit a request for a renewal of the estimated balance remaining at the time of recapture or can we request a larger amount and an additional 5 year term?

If the S+C grant was awarded in 2002 the funds should have been obligated by 2004 and would remain available until September 30, 2009. The grantee may apply for a renewal under the 2008 CoC NOFA to receive continued funding. The renewal grant's term will be for one year as specified by Congress. Funds remaining will be recaptured. An applicant may request for its renewal up to the amount determined by multiplying the number of units under lease at the time of the application for renewal funding by the applicable 2008 Fair Market Rents by 12 months

18. What is a renewal grant?

A renewal grant is a grant that continues assistance to a project that received funding in the past. For the 2008 competition, a grantee may request renewal funding if it was previously funded under one of the following programs and its grant will expire in calendar year 2009. The following are eligible:

a.SHP projects, including those renewed before, that are expiring in 2009; b.S+C projects that are expiring in 2009 or that have been previously extended but which are projected to run out of funds in 2009; c.Projects awarded under the 2004 "Collaborative Initiative to Help End Chronic Homelessness" and "Ending Chronic Homelessness Through Employment and Housing Initiative" and the 2006 "Housing for People Who are Homeless and Addicted to Alcohol" that have an expiration date in 2009.

19. Who can apply for a renewal?

Only the current grantee (the entity that has executed the grant agreement with HUD) can be an applicant for a renewal. In order to identify the current grantee as the applicant in this year's competition, a SF-424 must be included as part of the application. If in doubt, please check with your local HUD field office. Please note that project sponsors and other entities that are not the grantee cannot apply for renewal. The law allows only the grantee to apply.

Homeless Management Information Systems (HMIS)

Return to List of Subtopics | Return to Top

1. Can HMIS costs be shifted within the existing grant amount? For example, in the initial grant we had one time costs for computers, etc. and we now need to spend additional money for training.

Yes, you may shift costs to other line items if they are reasonable and necessary to install the HMIS and operate it. Examples of reasons this may be necessary are if you have new providers coming into the system and need to purchase new licenses or should you find you need additional staff training resources. These could be added if reasonable. However, you cannot increase the amount of the overall renewal grant. If additional funds are needed for the project, you would have to propose a new expansion project or have your providers use the shared cost option. You need to briefly describe the change in Exhibit 2.

2. How can we use HUD McKinney-Vento competitive funds to implement and operate a community-wide HMIS?

Beginning in 2008, HUD will only allow one applicant for dedicated HMIS projects. This requirement only applies to dedicated HMIS projects and does not apply to non-HMIS dedicated projects that contain HMIS costs. Additionally, CoCs will be able to use the reallocation process to create new dedicated HMIS projects. The CoC is responsible for HMIS software selection, implementation and administration. Through its planning process, the CoC will make the determination of whether or not a new dedicated HMIS is warranted and which renewal projects will be reduced or eliminated to provide funding for a new HMIS project.

The reallocation option is being offered in an effort to assist the CoC in better managing and centralizing all HMIS activities in its CoC-wide system into one dedicated HMIS project. This option will allow CoCs to remove the HMIS line items from the non-dedicated HMIS projects and consolidate these costs into a new dedicated HMIS project. If an existing dedicated HMIS project already exists within a CoC, that provider must also be the applicant for the new reallocated project, which will serve as an expansion of the existing project.

The classification of dedicated HMIS projects as their own component is shown in the Exhibit 2. In the past, HMIS projects were classified as SSO projects. In order to accurately portray the purpose of these projects, they will be categorized independently from SSO projects. If your project was funded as an SSO HMIS and you are requesting renewal funding, you should classify your project as an HMIS, not an SSO project.

3. How do I shift existing HMIS shared costs from the current supportive services budget to the new HMIS budget?

If the renewal applicant merely wants to shift the existing HMIS activities from the supportive services category to the new HMIS activity in the renewal application submission, it does not need to obtain a grant amendment or approval from the Field Office. This is because HUD has reclassified HMIS costs from the former supportive service category to a new, stand-alone HMIS category. You need to briefly describe the change in Exhibit 2.

4. Is HMIS a separate eligible funded activity?

Yes. Dedicated HMIS projects are categorized as their own type or component, and they have a separate budget line item in the SHP project budget summary.

5. We have several transitional housing projects up for renewal, and we would like to request funding for HMIS activities. Since there is no dedicated source of funding for HMIS activities, we are assuming that we can shift funds from an existing project budget (such as supportive services) into a new HMIS budget, to pay for equipment and salaries for HMIS activities. Can we shift funds out of a renewal project's supportive services budget into a new HMIS budget in the same project?

Yes, SHP renewals seeking to add new HMIS shared costs can shift funds. If the renewal applicant merely wants to shift the existing supportive services and/or operations activities, Field Office approval is not needed if the amount is less than 10 percent of either the supportive services or operations activities. The change may be made in the application. If the amount exceeds 10 percent of either activity, then the Field Office must approve the change through a grant amendment. In either case, the proposed change must be described in Exhibit 2.

6. What elements of an HMIS are eligible for funding in the competition?

The law specifies that the costs of implementing and operating an HMIS are eligible. The three major eligible HMIS costs are: 1) purchasing HMIS software; 2) leasing or purchasing needed computer equipment for providers and the central server; and 3) staffing associated with operating the HMIS, including training providers, day-to-day administration of the HMIS, analyzing HMIS data and preparing reports for providers, the continuum and HUD using HMIS data.

HMIS funds contained in the Training and Technical Assistance line item of the HMIS budget may be used for travel, hotel, and per diem costs associated with the provision of technical assistance and training sessions by local HMIS staff; attendance at training sessions provided by local HMIS staff and/or outside trainers; attendance at HUD-sponsored HMIS training sessions or symposiums; attendance at HMIS vendor-sponsor meetings; and attendance at other HMIS-related evens as qualified and pre-approved by HUD Headquarters. Applicants may be asked to identify the number and type of HMIS training sessions for which they are requesting SHP funds prior to grant agreement. The approved budget will be limited to the reasonableness of travel expenses as listed in 24 CFR Parts 84 and 85.

7. What elements of an HMIS are not eligible?

Planning and development of HMIS systems are not eligible. Planning includes all costs incurred prior to implementation. In addition to planning activities, SHP funds may not be spent on the development of entirely new software systems. There are now sufficient vendors in the marketplace with quality software so that individual communities do not need to finance the development of new software. Finally, SHP funds may not be used to replace state and local government funding for an existing HMIS. 8. What is a Homeless Management Information System (HMIS) and how can communities use HUD competitive funds to develop them?

A number of communities and states have a long-standing comprehensive HMIS that brings computer technology to client intake procedures and permit the tracking and reporting of a client's use of shelter and social services over time. Many other communities are in various stages of implementing such client-level systems. Beginning in 2001, HMIS activities became eligible under SHP to help facilitate the implementation and operation of a CoC-wide HMIS. The HMIS match requirement applies to HMIS activities.

9. What standards will be used for assessing the cost-effectiveness of a proposed new or expanded HMIS?

HUD has not placed any limits on the size of the grant to fund a new or expanded HMIS, given the different number and size of homeless providers, the size of the geography involved, and the varying administrative arrangements required for implementing and operating a CoC-wide HMIS. However, HUD will look at the scope and reasonableness of the proposed activities compared to other communities in the cost-effectiveness review.

10. Who is responsible for implementing the HMIS, is it the Continuum of Care (CoC), the HMIS administering agency or the applicant/sponsor of a SHP Dedicated HMIS project grant?

The CoC is at the core of planning and service delivery for homeless individuals and families within any given community or geographic area. Each CoC is responsible for HMIS implementation, including planning, software selection, setting up and managing the database according to HUD standards.

HUD will only allow one applicant for dedicated HMIS projects. The HMIS administering agency and/or the applicant /sponsor of a SHP Dedicated HMIS project grant is an agent of the CoC, manages HMIS operations on behalf of the CoC and provides HMIS administration functions at the direction of the CoC. Through the experience of successful HMIS implementations, we have learned that active participation by CoC members, either through Committee/sub-committee structure or other meetings, in the management of the HMIS process, including establishing policies, procedures and protocols for privacy, data sharing protocols, data analysis, reporting, data integrity/validity, etc. are essential to the viability and success of the HMIS.

11. Will HMIS projects count against my housing total in the Continuum of Care exhibit when calculating the "Housing Emphasis" points?

No. HMIS is a line item this year that is separate and apart from supportive services. Only housing activities and supportive services are used in calculating the "Housing Emphasis" points. As such, HMIS requests will not be included in this calculation.

Performance

Return to List of Subtopics | Return to Top

1. Do those Supportive Services Only (SSO) projects that are exempted from Question 11 in the APR have to be included in the Exhibit 1, on screen 4D. Mainstream Programs and Employment Information?

No, SSO outreach, hotline, transportation, medical, dental, and other single, short duration services projects do not need to be included in the Exhibit 1 in e-snaps, on screen 4D. Mainstream Programs and Employment Information. In the APR under "Special Instruction for Supportive Service Only Projects" these types of SSOs are allowed to skip to the applicable APR question. For these types of SSOs it is expected to have no data (zeros) in all parts of that question and therefore these zeros would have no effect to the totals in the Mainstream Programs and Employment Information screen. Many SSO projects, however, may collect these numbers, and report on this question in the APR.

2. For renewal projects in a CoC that did not report on the new APR, can another source for information be used?

Yes. These renewal projects can use their HMIS database or other project information available to respond to the performance section.