March CES Scoop

coordinated entry


March 26th, 2020

This month, in the scoop:

  • Updated Release of Information (ROI) form
  • Removing housed households from the coordinated entry priority List
  • Spotlight: HUD months homeless
  • Coordinated entry data standards and workflow changes
  • Please share: 2 bedroom apartment available in Appleton, MN


Updated Form: CES Release of Information (ROI)

Make sure you are using the form with "Version 3 - March 2020" in the bottom left corner.

Updates to CES ROI were made. The form has been update on the Hennepin County Coordinated Entry web page. 

To download this form:

  • Go to
  • Click on the Policies and Forms drawer
  • Select Coordinated Entry System release of Information (as shown on the right). 
  • Click download in your browser.



Keeping the Coordinated Entry Priority List up to date

If someone is housed and on the Priority List, please remove them from the Priority List

To keep the Priority list up to date, it is important that all households on the list are still eligible and in need of housing. If you come in contact with a household that is housed and also on the Priority List, please remove them from them Priority List.

If you don’t know how to remove them from the Priority List or do not have access to HMIS,  please reach out to the CE team at

If you are unsure if a household is on the Priority List (and have no access to HMIS) please view the Entry/Exit tab. If the household has a Coordinated Entry Assessment (either 4314 or 4315) Entry and no Exit date, the household is on the Priority list. See example below. In this example, the household has no EXIT date to the Priority List Entry, so household is on Priority List.

CES HMIS profile


We are seeing an abundance of households on the Priority List that are now living at Board & Lodges, Exodus, and Evergreen. Keeping the priority list up to date will keep the entire system moving more efficiently and ultimately moving households out of shelters and into housing faster. Thank you all for your help!

Understanding and Calculating HUD Months Homeless

HUD Months Homeless Calculation Help Sheet 

The Department of Housing and Urban Development (HUD) has specific definitions for how to calculate the length of time a person has experienced homelessness, this is known as HUD month's homeless. HUD Months Homeless is the third prioritization factor in the Hennepin CoC Coordinated Entry System. The following document breaks down how to enter in HUD Months of homelessness so that the total number is accurately displayed in a person's Coordinated Entry Assessment. 

HUD Months Homeless Calculation.docx

Online Webinar

If you have further questions or would like to fine tune your skills a bit more, register for an online training: 

Topic: Assessor Micro-Learning: HUD Months Homeless
Date: Monday, April 6th
Time: 12:00 pm - 12:20 pm
Location: Online Webinar
Description: Hennepin CES is no longer using the VI-SPDAT. The number of HUD months homeless a client has experienced now plays a a more important role in the assessment and priority list. Join us for this 20 minute micro-learning webinar to learn:
  • How to correctly complete the Prior Living Situation Series questions in HMIS.
  • How the # of HUD months homeless is calculated.
  • A demo of how this works in HMIS.
We will also answer any questions you have about this process.


Coordinated Entry Data Standards and Workflow Changes

On March 23rd, 2020, HUD’s 2020 Coordinated Data Standards went into effect in Minnesota. Refer to for the latest information on using HMIS for Coordinated Entry.

2 bedroom apartments available with rental assistance in Appleton, MN

Tenants are needed for an apartment in Appleton, MN. The housing is in threat of losing our subsidy due to vacancies. Appleton is a smaller town but within 30 min of Benson and Morris MN. 

They are looking for anyone in need of housing with rental assistance – and to help jump start them am offering the first 3 months free to get on their feet. 


SMR Management Application

Diamond Village Apartments flyer 

hennepin h