August Coordinated Entry Scoop

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coordinated entry


August 2019

August Coordinated Entry Scoop

  • CES 101 - September 17th
  • Safety Planning Pamphlet
  • Sharing and protecting data
  • Data Entry Reminders

CES 101 Training

A basic overview of the Coordinated Entry System (CES)

When: Tuesday, September 17th 1:00 - 2:30

Where: Southdale Library (7001 York Avenue South Edina, MN 55435) - Ethel Berry Room 

What: CES 101 is designed to offer an overview of Hennepin County's Coordinated Entry System. This training will focus on the basics of what Coordinated Entry is, is not, access points, who it is intended to serve and what resources are available specifically in the Hennepin County system.

The intended audience for this training are new staff members, advocates or community agencies not familiar with the Coordinated Entry System.

This training will be offered once per quarter as a resource to assist training new staff in talking points, myths and questions.

RSVP: Hennepin Coordinated Entry System 101

Questions?: Contact 

Safety Planning Resource

Safety Planning Pamphlet


The Survivor Service Provider Workgroup is a collaborative group made up of staff from several survivor service provider agencies. They recently worked together to assemble a resource to assist in safety planning for people who are fleeing or thinking of fleeing domestic violence. Use this pamphlet to help in problem solving around any obstacle to a person's safety.   

Click here to see the Safety Planning Resource pamphlet 

Have you ever been asked to share HMIS information?

When clients agree to have their information shared in HMIS they are trusting that it will secure and only used for purposes of care coordination. The benefits of sharing information are that it can:

  • significantly help clients reduces the amount of time they have to spend answering basic questions,
  • it allows agencies to focus on meeting their unique needs,
  • and makes it easier for multiple agencies to coordinate housing and services. 

With those benefits, however, it is essential users uphold the responsibility of protecting the right to privacy. 

Here is a general list of the type of agencies that information can be shared with:

  • Emergency shelter agencies,
  • Street Outreach teams,
  • Rapid Rehousing providers,
  • Transitional Housing Providers,
  • Permanent Supportive Housing Providers,
  • Subsidy administrators, and
  • County case workers.

For a complete list of partner agencies, see the list on ICA's website: HMIS Participating Agencies. These are the only agencies for which information should be shared. 

Data sharing with law enforcement 

Service providers interact with law enforcement in various settings. Street Outreach teams, specifically, frequently interact with law enforcement when providing services to those who are staying in places not meant for human habitation (i.e. the streets and/or light rail). Providers and law enforcement have had questions regarding what, if any, information can be shared.There are clear guidelines in ICA’s HMIS privacy policies and the Coordinated Entry Release of Information form regarding what can and cannot be shared with law enforcement. Unless an officer presents a subpoena or court order, data cannot be shared. 

The golden rule is that no HMIS or CES data can be shared – but generic messages that contain neither is totally fine.

yes no

Click here for a: Printable handout for reference (Open with Google Docs if you have trouble viewing.)

Data Entry Reminders

Enter an End Date on previous assessments

When a client is assessed for a second time (or multiple times), it is important to add an end date on the previously created row. Failing to do this will prevent agencies ability to use the CE Assessor Agency Check Report. 

1. To do this, go to the Assessor Information - Step 2 sub-assessment, Click on the edit pencil next to the previously-created assessor information.

hmis 2

2. Enter an End Date. This date should be one day before the new assessment was completed. Click save.

hmis 3

3. A date should now appear in the in the End Date column (highlighted box below)


Enter an end date on previous VI-SPDAT entries 

Similar to the post above, it is important to enter an End Date in the VI-SPDAT Override/Backlog Entry Sub-assessment when entering a new VI-SPDAT score. Failing to do this creates an error on the priority list because the report doesn't know which score to use.  



As a rule, when entering a new VI-SPDAT make sure the Start Date is at least one day after any other VI-SPDAT score that is entered.

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