11-Appendix D - Homeless-Programs-Standard-Operating-Guidance-FY23-December-2023-Version.pdf

Standard Operating Guidance (SOG)

Homeless Services and Housing Guide

The Standard Operating Guidance is a living document that provides homeless services providers guidance and direction in the delivery of homeless services.

December 2023

Programs to Prevent and End Homelessness Standard Operating Guidance (SOG) - Updated December 2023

1 Table of Contents

1. INTRODUCTION

1.1. Office to Prevent and End Homelessness

1.2. Continuum of Care (CoC)

1.3. Continuum of Care Board

1.4. One Fairfax Policy

1.5. Equity Impact Plan (EIP)

1.6. Racial Equity Action Committee (REAC)

1.7. Homeless Management Information System (HMIS)

1.8. Coordinated Entry System (CES)

1.9. Coordinated Entry Steering Committee

1.10.Built for Zero

1.11.Guiding Federal and State Law

1.12.Equal Access in Accordance with Gender Identity Final Rule – 2016

1.13.Fair Housing

1.14.Violence Against Women Act

1.15.Americans with Disabilities Act

1.16.Fairfax County Guiding Principals

1.17.Non-Discrimination Policy

1.18.Fairfax County Trust Policy

1.19.Mandated Reporting

1.20.Personally Identifiable Information (PII)

1.21.Requests for Information

1.22.Media Inquiries

2. KEY TERMS

2.1. HUD Homeless Definition and Categories

2.2. Homeless

HUD federal regulations identify four (4) categories when defining “homeless”:

• Category 1 – Literally Homeless

• Category 2 – Imminent Risk of Homelessness

• Category 3 – Homeless Under Other Federal Statues

• Category 4 – Fleeing/Attempting to Flee Domestic Violence

2.2.1. Unsheltered Homelessness

2.2.2. Sheltered Homelessness

2.2.3. At-Risk of Homelessness

HUD federal regulations identify three (3) categories when defining “at risk of homelessness”:

• Category 1 – Individuals and Families

• Category 2 – Unaccompanied Children and Youth

• Category 3 – Families with Children and Youth

2.3. Household Types

2.4. Common Sub-Populations

3. BEST PRACTICES

3.1. Trauma-Informed Care

3.2. Low Barrier Access

3.3. Person-Centered and Strengths-Based

3.4. Self-Determination

3.5. Housing First

3.6. Rapid Rehousing (RRH)

3.7. Diversion

3.8. Client Engagement

3.9. Motivational Interviewing (MI)

3.10.Harm Reduction

3.11.Cultural Humility

4. OVERVIEW OF HOMELESS SERVICES IN FAIRFAX COUNTY

4.1. Human Services Regions

4.2. Project Types and Programs

5. PROGRAM OPERATION REQUIREMENTS

5.1. Release of Information (ROI)

5.2. Program Agreements

5.3. Other Case Management-Focused Forms

5.4. Program Participant Case Files

5.5. Intake

5.6. Case Management

5.7. Case Management – Case Notes

5.8. Housing Search and Placement

5.9. By Name List and By Name List Meetings

5.10.Incident Reporting

5.11.Restriction from Services

5.12.System-Wide Restriction from Services

5.13.Law Enforcement and Emergency Services

5.14.Domestic Violence Services

5.15.Staffing Changes

6. OPEH POLICIES FOR SPECIFIC PROGRAM TYPES

6.5. Street Outreach

6.6. Community Emergency Shelter

6.8. Rapid Rehousing

6.9. Permanent Supportive Housing

7. TRAINING AND PROFESSIONAL DEVELOPMENT OPPORTUNITIES

8. ADDITIONAL CONTRACT REQUIREMENTS

8.1. Contract Monitoring

8.2. Contract Monitoring Meetings

8.3. Financial Requirements

9. FACILITY OPERATIONS AND MAINTENANCE

9.1 Facility Maintenance

9.2. Facility Internal and External Care

9.2.6. Exterior Trash Disposal Areas – Dumpster enclosures

9.2.7. Common Area Flooring

9.2.8. Facility walls

9.3. Residential Unit Care – Inspections, Furnishings

9.4. Work Orders

9.5. Steps to Take in an Emergency

9.6. Pest Control

9.7. Preventative Maintenance (PM)

9.7.1. Filter Changes

9.10.Key Management System

9.14.Technology and Office Equipment

9.14.1. Facility Security Cameras

9.14.2. Facility Business Phone Lines and Fire Alarm/Elevator Phone Lines

9.15.Copiers and Printers

9.16.Computers

9.17.Facility Internet Service

9.18.Proxy Card Access Panels

10. Pet Policy

11. Reasonable Accommodations & Modification Requests

12. Smoking – County Facilities

13. Food Service

1. INTRODUCTION

This Standard Operating Guidance (SOG) Manual guides the operation of Fairfax County’s programs to prevent and end homelessness. This manual is to be used and adhered to by all community partners managing homeless services projects contracted through the Department of Housing and Community Development’s (HCD) Office to

Prevent and End Homelessness (OPEH), referred to in this manual as contracted service providers. The SOG is intended to ensure consistency in implementing best practices, service delivery, and operations, regardless of where people access services. This manual and its contents will be revisited continuously and updated as necessary.

1.1. Office to Prevent and End Homelessness

The Office to Prevent and End Homelessness (OPEH) was administratively created as a part of the Fairfax County government in 2009 after the adoption of a local plan to prevent and end homelessness. OPEH’s role is to manage, coordinate, and monitor the day-to-day implementation of the strategies to end homelessness, ensure coordinated execution of the work of interagency homelessness workgroups, provide staff support to the homelessness governing entity, and communicate with the larger community about homelessness. Under this charge, OPEH also provides oversight of contracts with the Fairfax County government for various homeless assistance programs, including homelessness prevention, hypothermia prevention, street outreach, emergency shelter, rapid rehousing, and permanent supportive housing.

OPEH also oversees the maintenance and repairs for a variety of publicly- and privately-owned properties that serve as emergency shelters, permanent supportive housing, and group homes across the county.

1.2. Continuum of Care (CoC)

The US Department of Housing and Urban Development (HUD), through the Continuum of Care (CoC) Program and the Emergency Solutions Grant (ESG) Program, provides significant financial resources for homeless assistance programs. As recipients of CoC and ESG funding, Fairfax County and other local grant recipients must follow relevant CoC and ESG laws, regulations, and notices. OPEH serves as the Collaborative Applicant and Homeless Management Information System (HMIS) Lead for the Fairfax County CoC.

The Fairfax CoC is made up of individual and community partners who work to prevent and end homelessness in the Fairfax-Falls Church community. The CoC strives to ensure that membership and participation in the CoC includes a diverse and broad representation of all the necessary voices needed to accomplish the goal of ending homelessness. Any organization or individual connected to Fairfax County that is interested in preventing and ending homelessness in our community, including but not limited to representatives of local CoC grant recipients, can become a member of the Fairfax CoC at any time. The Fairfax CoC encourages organizations serving culturally specific communities experiencing homelessness

(including but not limited to Black, Latinx, Indigenous, other People of Color, people identifying as LGBTQ+, people with disabilities, etc.) to become a part of the CoC.

https://www.hudexchange.info/programs/coc/ https://www.hudexchange.info/programs/coc/ https://www.hudexchange.info/programs/esg/ https://www.hudexchange.info/programs/coc/toolkit/introduction-to-the-coc-program/#coc-program-laws-regulations-and-notices https://www.hudexchange.info/programs/esg/esg-law-regulations-and-notices/#laws

1.3. Continuum of Care Board

As prescribed by the federal regulations governing the CoC Program (24 CFR §578.5), the Fairfax CoC has established a CoC Board to act on its behalf. In June 2023, the Fairfax County Board of Supervisors approved a charter for a new CoC Board, which began operating in FY 2024. OPEH provides staff support to the CoC Board in fulfilling the CoC responsibilities outlined in the federal regulations (24 CFR §578.7), such as:

• Operating the CoC, including holding meetings and operating a Coordinated Entry System

• Designating and operating an HMIS

• CoC Planning

1.4. One Fairfax Policy

One Fairfax is a joint racial and social equity policy of the Fairfax County Board of Supervisors and School Board. It commits the county and schools to intentionally consider equity when making policies or delivering programs and services. It’s a declaration that all residents deserve an equitable opportunity to succeed — regardless of their race, color, sex, nationality, sexual orientation, religion, disability, income, or where they live. Homeless Service providers are expected to incorporate the One Fairfax policy and principles to ensure an equity lens is used when creating, implementing, and enforcing policies and operational methods.

1.5. Equity Impact Plan (EIP)

As part of HCD, OPEH follows the agency-wide Equity Impact Plan. The departmental Equity Guiding Statement is as follows: “As a provider, developer, and financier of housing, HCD will set policies and establish practices to eliminate social and racial disparities in access to safe, stable, and affordable housing options throughout Fairfax County. HCD will implement/adopt equitable organizational practices in partnership with those most impacted by social, racial, and economic disparities in housing and community development. As an employer, HCD will provide an inclusive, respectful workplace that provides equitable opportunity in all aspects of hiring, career development, retention, and succession planning.”

Goal number 5 of the Equity Impact Plan focuses on homelessness, and the goal is to “eliminate the disproportionality of people at-risk of or experiencing homelessness from communities of color and other marginalized populations by providing equitable paths to safe, stable, affordable housing.”

https://www.ecfr.gov/current/title-24/subtitle-B/chapter-V/subchapter-C/part-578#578.7 https://www.fairfaxcounty.gov/topics/one-fairfax

1.6. Racial Equity Action Committee (REAC)

In 2021, the Fairfax Falls Church CoC partnered with the nine neighboring jurisdictions that participated in the Metropolitan Washington Council of Governments (COG) Homeless Services Committee in a Regional

Homeless Services Racial Equity Initiative led by C4 Innovations. The goal of the yearlong initiative was to develop coordinated goals and strategies that each CoC could implement at a local level and collectively as a region to achieve a more racially equitable approach to ending homelessness. Each jurisdiction participated by creating local Racial Equity Action Councils (REAC). Fairfax County’s REAC was comprised of four members who participated in the regional meetings, evaluated data, facilitated local surveys with partner engagement, and created an Action Plan for the Fairfax County CoC. The REAC Action Plan’s goal is to ensure all persons experiencing housing instability and homelessness in Fairfax County have an equitable path to safe, stable homes in communities of their choosing. The plan has the following three

Focus Areas:

• Ensure that people with lived experience have decision-making power.

• Addressing racial disparities in upstream prevention.

• Develop stronger collaborative relationships with cross-sector partners.

Each Focus Area has accompanying action steps and implementation plans that will be tasked to the Racial Equity Action Committee. The purpose of the Racial Equity Action Committee is to coordinate the implementation of the action steps outlined in the REAC Action Plan to help provide more equitable outcomes for households at risk of or experiencing homelessness. A more equitable homeless services system involves improving how services are delivered at the individual level and changing policies and procedures that create disadvantages for Black, Indigenous, and people of color (BIPOC)

The committee will hold the homeless services system accountable by evaluating data that should demonstrate a decrease in the disproportionality of Black people experiencing homelessness and reflect increased access to inclusive, equitable services, resulting in improved outcomes to housing stability. The committee will create guidelines for the workgroup and committee that are intentional in centering equity and empowering people with lived expertise by using best practices such as cultural humility and trauma-informed care (with a focus on racialized trauma). The committee will focus specifically on data review and analysis, policy review, sharing perspectives, and communicating back to the agencies they represent.

1.7. Homeless Management Information System (HMIS)

The Homeless Management Information System (HMIS) is a database software used to collect client-level data and data on the provision of housing and services to people at risk of or currently experiencing homelessness. The CoC uses ServicePoint HMIS software, which complies with HUD's data collection, management, and reporting standards. HMIS Data Standards are updated by HUD regularly, and the most current version should always be utilized.

The HEARTH Act, enacted into law on May 20, 2009, requires that all communities have HMIS with the capacity to collect unduplicated counts of individuals and families experiencing homelessness. Through their HMIS, a community should be able to collect information from projects serving homeless families and individuals to use as part of their needs analyses and to establish funding priorities. The Act also codifies into law specific data collection requirements integral to HMIS. With the enactment of the HEARTH Act, HMIS participation became a statutory requirement for recipients and subrecipients of the

CoC Program and Emergency Solutions Grant (ESG) funds. HUD and the federal partners, along with other planners and policymakers, use aggregate HMIS data to better inform homeless policy and decision-making at the federal, state, and local levels.

OPEH serves as the CoC’s HMIS Lead Agency and, as a result, coordinates all HMIS-related activities for the system. While OPEH provides the overall guidance and structure to ensure federal compliance, participating agencies are responsible for ensuring the proper use of HMIS by all staff. The HMIS Policies and Procedures Manual was developed to provide guidance related to HMIS and should be used for reference and consultation by contracted service providers and all community partners who have access to the database.

1.8. Coordinated Entry System (CES)

Through a Coordinated Entry System (CES), CoCs ensure that finite resources are used as efficiently and effectively as possible. Coordinated Entry (CE) transforms a CoC from a network of projects making individual decisions about whom to serve into a fully integrated housing crisis response system. The Fairfax CoC began planning for its CES in December 2014. Agency staff, providers, and other stakeholders were equal partners in developing its policies, procedures, and written standards, following the guidance provided by HUD. Specifically, the CoC’s CES was designed to make rapid, effective, and consistent client-to-housing and service matches, regardless of a client’s location within a CoC’s geographic area, by standardizing the access, assessment, and referral process across the CoC.

In coordination with the CoC, OPEH created the Coordinated Entry System Manual in 2018 to serve as a detailed, step-by-step process of eligibility, access, referral, and prioritization for all populations and project types. The intent of the manual is to be continually updated as processes improve and change to best support people experiencing homelessness move through the system. The CES Manual should be used by all contracted service providers in the onboarding of new employees and should be referenced as frequently as needed to answer questions about how people experiencing homelessness move through the system.3 https://www.hudexchange.info/resource/3824/hmis-data-dictionary/ https://fairfaxcountypartners.sharepoint.com/hmis/SitePages/Home.aspx https://fairfaxcountypartners.sharepoint.com/opehpartnersprograms/SitePages/Coordinated-Entry(2).aspx

1.9. Coordinated Entry Steering Committee

The purpose of the Coordinated Entry Steering Committee is to analyze, evaluate, and provide recommendations to improve the state of CoC’s Coordinated Entry System (CES) as it relates to equitable, efficient, and effective outcomes for households experiencing homelessness or at-risk of homelessness.

These activities will focus on access, assessment, prioritization, and referral to programs partnered with Fairfax County’s CES. The members of this committee will provide policy recommendations to the greater

CoC and governing bodies based on best practices, local data analysis, and community feedback, including feedback from those with lived expertise.

1.10. Built for Zero

Fairfax County joined the Built for Zero (BFZ) initiative, a national nonprofit Community Solutions program, in 2018. BFZ works with over 100 communities throughout the United States on data-driven system improvement work to accelerate population-level reductions in the number of people experiencing homelessness in those communities. Initially focusing on veteran and chronic homelessness, Fairfax County has since expanded its work with BFZ to address inflow for all adult-only households and has implemented system improvement efforts for households with children. OPEH leads the effort in partnership with representatives from various community partners, including contracted service providers.

1.11. Guiding Federal and State Law

All contracted service providers must comply with the federal and state law that applies to their projects and programs. Further, contracted service providers should familiarize themselves with these policies to assist program participants in understanding their rights as protected by law, as needed.

1.12. Equal Access in Accordance with Gender Identity Final Rule – 2016

Through this final rule, HUD ensures equal access to individuals in accordance with their gender identity in programs and shelters funded under programs administered by HUD's Office of Community Planning and Development (CPD). This rule builds upon HUD's February 2012 final rule entitled "Equal Access to Housing in HUD Programs Regardless of Sexual Orientation or Gender Identity" (2012 Equal Access Rule), which aimed to ensure that HUD's housing programs would be open to all eligible individuals and families regardless of sexual orientation, gender identity, or marital status. The final rule requires that recipients and sub-recipients of CPD funding, as well as owners, operators, and managers of shelters, other buildings and facilities, and providers of services funded in whole or in part by any CPD program to grant equal access to such facilities, and other buildings and facilities, benefits, accommodations, and services to individuals in accordance with the individual's gender identity, and in a manner that affords equal access to the individual's family.

https://www.govinfo.gov/content/pkg/FR-2016-09-21/pdf/2016-22589.pdf https://www.federalregister.gov/documents/2016/09/21/2016-22589/equal-access-in-accordance-with-an-individuals-gender-identity-in-community-planning-and-development https://www.federalregister.gov/documents/2016/09/21/2016-22589/equal-access-in-accordance-with-an-individuals-gender-identity-in-community-planning-and-development

1.13. Fair Housing

The federal Fair Housing Act protects people from discrimination when renting or buying a home, getting a mortgage, seeking housing assistance, or engaging in other housing-related activities. Additional protections apply to federally assisted housing. The Fair Housing Act prohibits discrimination in housing because of race, color, national origin, religion, sex (including gender identity and sexual orientation), familial status, and disability. Under the Fair Housing Act, community partners are expected to adhere to all Reasonable Accommodations and Modifications requirements, which are defined as changes, expectations, or adjustments to any rule, policy service, or practice to ensure equal use and enjoyment of housing for people with disabilities.

The Virginia Fair Housing Law expands on the Fair Housing Act. It makes it illegal to discriminate in residential housing on the basis of race, color, religion, national origin, sex, elderliness, familial status, disability, source of funds, sexual orientation, gender identity, or military status. The law prohibits applying one standard to one class of individuals while applying a different standard to another class of individuals.

The Virginia Residential Landlord and Tenant Act (VRLTA) establishes the rights and obligations of landlords and tenants in Virginia. The VRLTA handbook guides homeless providers in managing shelters and housing and assisting program participants in leasing from a landlord. Providers should obtain a copy of the most recent Virginia Residential Landlord and Tenant Act lease.

The Fairfax County Office of Human Rights and Equity Programs manages Fairfax County’s Fair Housing

Plan and is a resource for those in Fairfax County who have questions about fair housing law or need to file a complaint.

1.14. Violence Against Women Act

The Violence Against Women Act (VAWA) is a federal law that creates and supports comprehensive, cost-effective responses to domestic violence, sexual assault, dating violence, and stalking. Up for renewal every five years, each VAWA reauthorization builds on existing protections and programs to better meet survivors’ needs. Specifically related to housing, VAWA provides housing protections for survivors of domestic violence, dating violence, sexual assault, and/or stalking. Despite the name of the law, VAWA’s protections apply regardless of sex, sexual orientation, or gender identity. VAWA was reauthorized and amended in March 2022, and it became effective on October 1, 2022. As part of that reauthorization, Congress required HUD to implement and enforce the housing provisions of VAWA consistent with and in a manner that provides the same rights and remedies as those provided for in the Fair Housing Act. More information outlining the specific housing protections under VAWA and how to file a VAWA complaint can be found on HUD’s VAWA page.

In accordance with the Violence Against Women Act (VAWA), providers must allow tenants who are victims of domestic violence, dating violence, sexual assault, or stalking to request an emergency transfer from the tenant’s current unit to another unit. The ability to request a transfer is available regardless of sex, gender identity, or sexual orientation. The ability of providers to honor such requests for tenants currently receiving assistance, however, may depend upon a preliminary determination that the tenant is or has been a victim of domestic violence, dating violence, sexual assault, or stalking and on whether the https://www.justice.gov/crt/fair-housing-act-2 https://www.hud.gov/program_offices/fair_housing_equal_opp/reasonable_accommodations_and_modifications https://law.lis.virginia.gov/vacode/title36/chapter5.1/ https://law.lis.virginia.gov/vacodepopularnames/virginia-residential-landlord-and-tenant-act/ https://www.dhcd.virginia.gov/sites/default/files/Docx/landlord-tenant/2019-landlord-tenant-handbook.pdf https://www.fairfaxcounty.gov/humanrights/housing-discrimination https://uscode.house.gov/view.xhtml?path=/prelim@title34/subtitle1/chapter121/subchapter3/partL&edition=prelim provider has another dwelling unit that is available and is safe to offer the tenant for temporary or more permanent occupancy. The VAWA unit transfer policy and forms can be found in ATTACHMENT F.

1.15. Americans with Disabilities Act

The Americans with Disabilities Act (ADA) prohibits discrimination against people with disabilities in several areas, including employment, transportation, public accommodations, communications, and access to state and local government programs and services. It protects the civil rights of persons with disabilities. Under the ADA, equal opportunities must be extended to individuals with disabilities. In compliance with the ADA, Fairfax County is committed to a policy of nondiscrimination in all county programs, services, and activities. The goal is the inclusion of all persons regardless of disabilities.

1.16. Fairfax County Guiding Principals

In addition to federal and state law, Fairfax County maintains additional requirements of community partners charged with carrying out the county's work.

1.17. Non-Discrimination Policy

It is the policy of the Fairfax County Department of Housing and Community Development, Office to Prevent and End Homelessness, in accord with federal, state, and local laws, to prohibit all forms of harassment and discrimination of or by clients, employees, visitors, and volunteers, including harassment and discrimination based on actual or perceived gender identity and expression, or based on an individual’s association with a person or group with one or more of these actual or perceived characteristics. Retaliation against an individual who files a complaint of harassment or discrimination against the management agent’s employees, visitors, volunteers, or other clients or who participates in an investigation of such a complaint is strictly prohibited. Contracted service providers must ensure that all program participants, employees, visitors, and volunteers receive notice of this policy.

1.18. Fairfax County Trust Policy

The Public Trust and Confidentiality Policy, or Trust Policy, was issued to reaffirm current County policy, improve community health, welfare, safety, and security, and build trust by ensuring that immigrant residents can access County benefits and services without fear that the information they share will be disclosed to federal immigration officials. It is not an appropriate use of Fairfax resources to facilitate enforcement of federal immigration law, which is the sole responsibility of the federal government.

Cooperation with civil and administrative immigration enforcement is especially problematic because it lacks the constitutional protections of criminal law, and ICE civil detention requests are frequently issued in error. The County will comply with all federal or state laws and regulations mandating cooperation with

Immigration and Customs Enforcement (ICE) and other federal immigration officials, as well as valid judicial warrants and subpoenas, but will otherwise restrict the sharing of personally identifiable information that could be used to further immigration enforcement efforts.

https://www.ada.gov/law-and-regs/ada/ https://www.fairfaxcounty.gov/topics/sites/topics/files/assets/documents/pdf/fairfax-county-trust-policy.pdf

1.19. Mandated Reporting

Mandated reporters are certain persons who are identified in the Code of Virginia as having a legal responsibility to report suspected abuse, neglect, and exploitation. The purpose of mandated reporting is to identify suspected abused and neglected children or vulnerable adults as soon as possible so the appropriate county agency can investigate as soon as possible.

To report suspected child abuse, call the Fairfax County Department of Family Services’ 24/7 Child

Protective Services Hotline at 703-324-7400 or use the online Virginia Department of Social Services (VDSS) Mandated Reporter Portal. If there is an emergency, call 9-1-1.

View Fairfax County’s “Report Child Abuse” webpage for more information, including frequently asked questions.

1.20. Personally Identifiable Information (PII)

Personally Identifiable Information (PII) is defined as any information that can be used to distinguish or trace an individual’s identity. The following are some examples of data which, when combined with an individual’s name, constitute PII:

Social Security number (SSN) Place of birth Date of birth Mother’s maiden name Biometric record (such as fingerprint) Medical history information (including medical conditions and diagnosis, metric information, e.g., weight, height, blood pressure) Criminal history and background checks Personnel information to include ratings, disciplinary actions, and performance evaluations.

Financial information (tax returns, credit reports, vendor ID’s Credit and debit card numbers Bank account numbers Driver’s License Numbers

The Code of Virginia defines personal information as “all information that (i) describes, locates or indexes anything about an individual including, but not limited to, his social security number, driver's license number, agency-issued identification number, student identification number, real or personal property holdings derived from tax returns, and his education, financial transactions, medical history, ancestry, religion, political ideology, criminal or employment record, or (ii) affords a basis for inferring personal characteristics, such as finger and voice prints, photographs, or things done by or to such individual; and the record of his presence, registration, or membership in an organization or activity, or admission to an institution. "Personal information" shall not include routine information maintained for the purpose of internal office administration whose use could not be such as to adversely affect any data subject, nor does the term include real estate assessment information.

https://law.lis.virginia.gov/vacode/title63.2/chapter15/section63.2-1509/ https://vacps.dss.virginia.gov/VACPSWeb/ https://vacps.dss.virginia.gov/VACPSWeb/ https://www.fairfaxcounty.gov/familyservices/children-youth/report-child-abuse https://law.lis.virginia.gov/vacode/title2.2/chapter38/section2.2-3801/#:~:text=%22Agency%22%20means%20any%20agency%2C,includes%20constitutional%20officers%2C%20except%20as

The Code of Virginia further defines sensitive information as an individual’s first and last name, linked to financial account numbers, or credit card or debit card number, in combination with any required security code access code or password that can be used to access a person’s financial resources, obtain information, act as identification, or obtain goods or services.

Contractors must take precautions to secure and protect confidential data of all program participants.

Community partners are responsible for staying up to date on any required training related to information security and protection of PII, will be held accountable for upholding PII procedures, and should report any PII concerns to their supervisors.

1.21. Requests for Information

Community partners should consult with their OPEH Program Manager before responding to requests for public information. Contracted service providers should have a written policy as to how leadership, employees, and volunteers should respond to requests for information. The Virginia Freedom of Information Act (VFOIA) is the state law governing access by citizens of Virginia and representatives of the media to public records and to meetings of public bodies.

1.22. Media Inquiries

Community partners are often contacted by media entities, such as news stations and newspapers, for information on homelessness and their programs. Contracted service providers should maintain a policy on how to respond to such media requests and ensure all staff are familiar with that policy. For media requests about serious incidents, system-wide data/trends, or other requests that exceed the scope of daily programming, contracted service providers should contact OPEH, who will follow HCD’s policy on media calls.

https://law.lis.virginia.gov/vacode/title18.2/chapter6/section18.2-186.3/#:~:text=It%20shall%20be%20unlawful%20for%20any%20person%20to%20use%20identification,C.

https://law.lis.virginia.gov/vacode/title2.2/chapter37/ https://law.lis.virginia.gov/vacode/title2.2/chapter37/

2. KEY TERMS

2.1. HUD Homeless Definition and Categories

It is critical to determine a household category of homelessness to appropriately connect them to various programs, and eligibility is dependent on adherence to these definitions.

2.2. Homeless

HUD federal regulations identify four (4) categories when defining “homeless”:

• Category 1 – Literally Homeless

• Category 2 – Imminent Risk of Homelessness

• Category 3 – Homeless Under Other Federal Statues

• Category 4 – Fleeing/Attempting to Flee Domestic Violence

Contracted service providers should familiarize themselves with the entire definition. The VAWA

Reauthorization Act of 2022 further expands the definition of those qualifying as Category 4 – Fleeing/Attempting to Flee Domestic Violence. Eligibility based on the category of “homeless” is outlined in the Coordinated Entry Manual.

2.2.1. Unsheltered Homelessness

Unsheltered homelessness is when people experiencing homelessness sleep in places not meant for human habitation, including their cars, park benches, bus stops, tents in the woods, abandoned buildings, laundromats, apartments building stairwells, etc.

2.2.2. Sheltered Homelessness

Sheltered homelessness is when people experiencing homelessness sleep in an emergency shelter (also sometimes referred to as a homeless shelter), a transitional housing program, or a motel or hotel paid for by a charitable organization or government entity.

2.2.3. At-Risk of Homelessness

HUD federal regulations identify three (3) categories when defining “at risk of homelessness”:

• Category 1 – Individuals and Families

• Category 2 – Unaccompanied Children and Youth

• Category 3 – Families with Children and Youth

Contracted service providers should familiarize themselves with the entire definition. Eligibility based on the category of “at risk of homelessness” is outlined in the Coordinated Entry Manual.

https://files.hudexchange.info/resources/documents/HomelessDefinition_RecordkeepingRequirementsandCriteria.pdf https://files.hudexchange.info/resources/documents/HomelessDefinition_RecordkeepingRequirementsandCriteria.pdf https://www.federalregister.gov/documents/2023/01/04/2022-28073/the-violence-against-women-act-reauthorization-act-of-2022-overview-of-applicability-to-hud-programs?utm_source=HUD+Exchange+Mailing+List&utm_campaign=199f74ff6c-VAWA_Resources_2.8.23&utm_medium=email&utm_term=0_-199f74ff6c-%5BLIST_EMAIL_ID%5D https://www.federalregister.gov/documents/2023/01/04/2022-28073/the-violence-against-women-act-reauthorization-act-of-2022-overview-of-applicability-to-hud-programs?utm_source=HUD+Exchange+Mailing+List&utm_campaign=199f74ff6c-VAWA_Resources_2.8.23&utm_medium=email&utm_term=0_-199f74ff6c-%5BLIST_EMAIL_ID%5D https://files.hudexchange.info/resources/documents/AtRiskofHomelessnessDefinition_Criteria.pdf

2.3. Household Types

Three main household types are served within the system. Household refers to any configuration of individuals who are seeking assistance together. It can mean both individuals who are entering the system alone and or in family units.

2.3.1. Adult-Only Households

Adult-only households refer to households comprising of individuals above the age of 18 in any configuration (two adults with an adult child, a married couple, an unmarried couple, a couple with an older adult parent, etc.) and to a single adult by themselves. This household type is also commonly referred to as “singles” or “single and adult-only households.”

2.3.2. Households with Adults and Children

Households with Adults and Children refers to a group of individuals comprising a mixture of individuals over the age of 18 and at least one individual under the age of 18. This household type is also commonly referred to as “families” or “households with children.” In Fairfax County, people who are pregnant are included in this definition as well.

2.3.3. Household with Only Children

Households with Only Children refers to a group of individuals comprising only those under the age of 18.

This household type is also commonly referred to as “unaccompanied minors” or “unaccompanied youth.”

2.4. Common Sub-Populations

The Fairfax CoC primarily focuses on four distinct sub-population groups. A sub-population is a specified group of individuals identified as either a priority and/or needing tailored services to end their homelessness, as identified by either HUD and/or the Fairfax CoC. Often, specific resources exist for sub-populations.

2.4.1. Chronically Homeless

Chronic homelessness is generally defined as a single individual or head of household with a disabling condition who also has either 1) experienced homelessness for longer than 12 months or 2) experienced four or more episodes of homelessness in the last three years, and those four episodes are equivalent to at least 12 months cumulatively. Further details about the definition can be found in HUD’s Homeless

Emergency Assistance and Rapid Transition to Housing (HEARTH): Defining Chronically Homeless Final Rule and the HUD Exchange Virtual Binders for the CoC and ESG programs.

https://www.govinfo.gov/content/pkg/FR-2015-12-04/pdf/2015-30473.pdf https://www.hudexchange.info/homelessness-assistance/coc-esg-virtual-binders/coc-esg-homeless-eligibility/definition-of-chronic-homelessness/

2.4.2. Domestic Violence Survivors

Domestic Violence (DV) survivors are defined as any individual or family member who is fleeing or attempting to flee domestic violence, dating violence, sexual assault, stalking, or human trafficking that are presenting to the homeless and/or survivor services system. As defined by VAWA, domestic violence includes any felony or misdemeanor crimes committed under the family or domestic violence laws of the jurisdiction receiving grant funding. This definition also includes, in the case of victim services, the use or attempted use of physical abuse or sexual abuse, or a pattern of any other coercive behavior committed, enabled, or solicited to gain or maintain power and control over a victim, including verbal, psychological, economic, or technological abuse that may or may not constitute criminal behavior, by any one of the following: (A) a current or former spouse or intimate partner of the victim, or person similarly situated to a spouse of the victim; (B) a person who is cohabitating or has cohabitated, with the victim as a spouse or intimate partner; (C) a person who shares a child in common with the victim; or (D) a person who commits acts against a youth or adult victim who is protected from those acts under the family or domestic violence laws of the jurisdiction.

2.4.3. Transition Age Youth

Transition Age Youth (TAY) is defined as an individual who is at least 18 years old but less than 25 years old.

2.4.4. Veterans

For the purposes of the Fairfax CoC, a veteran is defined as any individual who served in the U.S. Armed Forces regardless of discharge status, length of service, or service type.

3. BEST PRACTICES

A “best practice” is an evidence-based intervention, method, or technique that has consistently been proven effective, can be replicated with similar results, and can be scaled up/adapted to a systems-wide approach. Like any field, homeless services continue to adapt, with new best practices emerging in recent years, while others have been consistent staples. Regardless of project type, program, or population served, the following best practices should be applied to every aspect of the work and system. The descriptions below summarize the approaches; ongoing training is required to ensure it is used consistently and correctly.

3.1. Trauma-Informed Care

Trauma-informed care (TIC) is an approach based on the recognition that many behaviors and responses

(often seen as symptoms) expressed by different groups, including survivors of domestic violence and people experiencing homelessness, are directly related to traumatic experiences that often cause behavioral health problems, such as psychiatric disabilities, substance use disorders, and physical health concerns. Based on this recognition, this approach provides guidance on how to create programs and procedures that focus on recovery and do not re-traumatize program participants. The County’s Trauma- Informed Community Network (TICN) provides additional resources on TIC.

3.2. Low Barrier Access

The provision of low-barrier services is a component of the Housing First model that requires a commitment to remove possible barriers to access programs and services to assure people experiencing homelessness are not screened out of programs because of perceived housing barriers and/or level of perceived difficulty to serve. To create a program with low barriers to services, program policies should be simple and emphasize requirements around safety and behavior. For example, instead of requiring sobriety and engagement with treatment, the policies should outline expected positive behaviors that will help ensure a safe program space. Operating a program with low barriers to access and services does not mean that programs cannot intervene when an individual is behaving in ways that are unsafe to themselves or others.

3.3. Person-Centered and Strengths-Based

A person-centered, strength-based approach is based on the belief that individuals are capable of problem-solving and making decisions and are equipped with some tools and resources that service providers can build upon to help improve the individual’s situation. The approach empowers people by highlighting and working with their strengths, understanding that homelessness is just one aspect of their lives and does not define the whole person. The focus of this approach is on utilizing these individualized strengths to help the person build their housing plan.

3.4. Self-Determination

Self-determination requires service providers to accept and respect a person’s right to choose, accept, deny, or delay services. People experiencing homelessness are the experts in their own lives, and their service delivery, housing plan, etc., should reflect their decisions about how they want to move forward.

https://www.fairfaxcounty.gov/neighborhood-community-services/prevention/trauma-informed-community-network https://www.fairfaxcounty.gov/neighborhood-community-services/prevention/trauma-informed-community-network

3.5. Housing First

Housing First is an approach that prioritizes offering permanent, affordable housing as quickly as possible for people experiencing homelessness and then provides the supportive services and connections to the community-based supports people need to keep their housing and avoid returning to homelessness.

Housing First is in direct contrast to “housing readiness,” which implies that people must achieve certain benchmarks to be considered for housing. Instead, Housing First recognizes that everyone is “ready” for housing. This approach prioritizes creating and implementing individualized housing-focused service plans and, ultimately, helping people enter permanent housing. An important component of Housing First is that services must continue when a person is housed. Assuring people are connected to and receiving the services and benefits that support their stability needs is required to help them maintain their housing and not reenter the homeless system. The five core components of Housing First are:

• Access to permanent housing with no housing readiness requirements.

• Program participant choice and self-determination.

• Supportive services provided in housing programs are recovery focused.

• The housing stability plan is individualized and program participant-driven.

• Supportive services include helping with social and community integration.

Learn more details about Housing First via the United States Interagency Council on Homelessness’ Housing First Checklist and HUD’s Housing First Assessment Tool.

3.6. Rapid Rehousing (RRH)

Rapid Rehousing (RRH) is an intervention designed to help people rapidly exit homelessness and return to permanent housing. RRH assistance and the resources and services provided are tailored to the unique needs of the household. In Fairfax County, many different subpopulations have dedicated RRH programs, including adult-only households, households with children, transition-aged youth, veterans, and survivors of domestic violence. People can access RRH via emergency shelter or street outreach. RRH assistance is offered without preconditions such as employment, income, absence of criminal record, or sobriety.

Learn more about CoC-funded and ESG-funded rapid rehousing via HUD Exchange’s Virtual Binders.

3.7. Diversion

Diversion is an intervention designed to prevent homelessness for people seeking emergency shelter by helping them identify immediate alternate housing arrangements. Diversion is a person-driven approach with the goal of helping the person or household find safe alternative housing immediately rather than entering a shelter or experiencing unsheltered homelessness. Diversion is intended to be short-term assistance in nature and differs from formal homelessness prevention in that it takes place at the time a household is requesting shelter and that a safe alternative to shelter may not be permanent. It is intended to ensure that the homelessness experience is as brief as possible, to prevent unsheltered homelessness, and to avert stays in shelter. Diversion can include mediation, financial assistance, connection to resources, etc. Learn more about Housing Problem-Solving with Prevention, Diversion, and Rapid Exit

Strategies via the HUD Exchange.

https://www.usich.gov/resources/uploads/asset_library/Housing_First_Checklist_FINAL.pdf https://www.usich.gov/resources/uploads/asset_library/Housing_First_Checklist_FINAL.pdf https://www.hudexchange.info/resource/5294/housing-first-assessment-tool/?display=login&returnUrl=https%3A%2F%2Fwww.hudexchange.info%2Fresource%2F5294%2Fhousing-first-assessment-tool%2F https://www.hudexchange.info/homelessness-assistance/coc-esg-virtual-binders/coc-program-components/permanent-housing/rapid-re-housing/ https://www.hudexchange.info/homelessness-assistance/coc-esg-virtual-binders/esg-program-components/rapid-re-housing/ https://www.hudexchange.info/news/from-our-federal-partners-housing-problem-solving-with-prevention-diversion-and-rapid-exit-strategies/ https://www.hudexchange.info/news/from-our-federal-partners-housing-problem-solving-with-prevention-diversion-and-rapid-exit-strategies/

3.8. Client Engagement

There are several different components staff should consider when engaging with people experiencing homelessness, all of which are intended to ensure people experiencing homelessness feel safe and supported, are able to address their specific needs, and ultimately achieve permanent housing stability.

3.8.1. Engagement Environment

The environment in which staff meet and collaborate with program participants is important.

Creating a welcoming and safe environment may help program participants feel safe and comfortable, which is helpful when processing decisions and creating housing-focused service plans. An example of a specific engagement environment approach is Safe Zones, which are designed to create a safer, more welcoming, and inclusive environment, strengthen community responses to LGBTQ+ individuals seeking services, and encourage networking among allied professionals toward the goal of supporting the well-being of LGBTQ people.

3.8.2. Progressive Engagement

This model of engagement is based on the strategy of assisting the greatest number of people possible by using the minimal number of resources necessary to end an individual’s or family’s homelessness. The model promotes greater flexibility and individualization in determining how much assistance is provided and replaces the idea of a “one size fits all” approach to service delivery.

3.8.3. Assertive Engagement

This model of engagement is a process that frequently takes time, is known to require incremental stages to achieve an end goal, and is most likely going to need to be adapted to confront coping strategies presented by program participants.

3.9. Motivational Interviewing (MI)

Motivational Interviewing is a practical, empathetic, and short-term process that takes into consideration how difficult it is to make life changes. The goal of Motivational Interviewing is to help the individual identify the reasons for the ambivalence towards change by empathetically listening to them to better understand their values, needs, abilities, and potential barriers they may have to change behaviors. This approach can be especially successful when working with people who come across as “resistant” to services.

3.10. Harm Reduction

Harm reduction is a set of practical strategies and ideas initially aimed at reducing negative consequences associated with drug use and has been expanded to other types of “risky behavior.” Harm reduction acknowledges that these behaviors often stem from trauma, and an abstinence approach may not always be possible at that time. As a result, staff should help minimize potential harm by considering how they can respond to program participants who are intoxicated, actively using drugs, and engaging in other behaviors that may put them at risk of harm.

3.11. Cultural Humility

Cultural humility aims to address existing disparities in how services are delivered on an individual and institutional level. Cultural humility acknowledges the power differential between providers and the program participant. It encourages the providers to engage in ongoing self-reflection and accountability to help ensure bias is not interfering with service provisions. It also requires understanding and accepting that people’s experiences in their culture, community, etc., are fluid and subjective. Therefore, it is important to acknowledge that the individual is the best source of knowledge when assessing their experience and creating an individualized service plan.

3.12. Hiring People with Lived Experience

A best practice in homeless services is hiring people with lived experience. "People with lived experience” are those directly affected by social, health, legal, housing, or other issues and by the strategies that aim to address those issues. This experience gives them insights that can inform and improve systems, research, policies, practices, and programs. When we say lived experience, we mean knowledge based on someone’s perspective, personal identities, and history beyond their professional or educational experience."

4. OVERVIEW OF HOMELESS SERVICES IN…