October CES Scoop

coordinated entry


October 2020

This month, in the Scoop:

  • CES Participant Agreements needs to be signed and returned

  • Hennepin County selected to participate in a HUD Coordinated Entry Equity Demo

  • Assessors errors that EXCLUDE households from priority list

  • Reminder: Utilize the "Notes" section if a participant wants to live with a partner

  • Leadership Committee Recap

Attention all agencies/programs participating in Coordinated Entry!

CES Participant Agreement

All agencies/programs participating in Coordinated Entry:  Please review, complete, and return the CES Participant Agreement (linked below) to the CES Inbox (CES.Hennepin@hennepin.us) by October 30th, 2020.  The purpose of the CES Participation Agreement is to document and communicate guidelines for agency participation in the Hennepin County Coordinated Entry System (CES).  


Please make sure to complete “Attachment A” which includes specific program information for those projects participating in Coordinated Entry.


 Click here to download the form: CES Participant Agreement Form

Hennepin County has been selected to receive assistance from HUD to reshape the Coordinated Entry Assessment Process. 

Hennepin County is one of eight communities that has been selected to participate in a project called the Coordinated Entry Equity Demo. This project will focus on centering the voice of people who are overrepresented in the Coordinated Entry System to reshape the assessment process. 

Equity Demo overview:

  • The length HUD TA provided will be approximately 6 months.
  • This work will be completed in conjunction with C4 and will continue with C4 if the 6 months of HUD TA is not enough time to complete the work.
  • There will be a “Decision Making Body” and a “Core Group”.

Who will be involved in this process:

The “Decision Making Body” will be asked/invited to provide critical feedback, identify issues for the “Core Group” to work on, and be involved in every step of the development of the new assessment process.

  • The “Core Group” will include:
    • Hennepin County Coordinated Entry System planners
    • A representative from ICA or our HMIS Local System Administrator to examine/provide data
    • A person with lived experience nominated from the Street Voices of Change “Decision Making Body”
    • A person of color representing families - either from the Leadership Committee or from a provider agency
    • A person of color who can represent the Native American community
    • A person of color who also works in the housing community
  • The “Decision Making Body” will include:
    • Street Voices of Change
    • Additional members of our homeless community not currently represented by Street Voices of Change including:
      • Families
      • Native Americans
      • Others identified by the “Core Group”, “Decision Making Body”, or CES Leadership Committee members as being under/not represented by Street Voice of Change

Coordinated Entry assessors errors that EXCLUDE households from Priority List.

Without reviewing and correcting the errors, households that should be prioritized for housing are being left off the list.  

What should assessors do?

Have you checked out the 222 Assessor Agency Check report? You should run this report on a regular basis to check for data quality issues and to confirm whether a client has been successfully added to the Priority List. Below, we have laid out the key errors we are seeing, pointing you where to look on the 222 report to review your project's data.

What to pay close attention to

The following must be true for a person to appear on a Priority List as of March 23, 2020.

  • There must be an Entry/Exit created by a Coordinated Entry Assessment provider.
    • That Entry/Exit cannot have an Exit Date (A). Use the 222 report to ensure people you have assessed are appearing as they should on your CoC's Priority List by reviewing the "Clients on PL" tab.
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  • There must be a row in the Coordinated Entry Assessment sub-assessment.
    • This active row cannot have an End Date (B). To review these errors, see the "HoH PL Ended" error code on the Clients Excluded from PL tab of the 222 report.
    • This row must have the answer Placed on Prioritization List selected in the Prioritization Status field (C). To review these errors, see the "HoH Not on PL" error code on the Clients Excluded from the PL tab of the 222 report.
  • The household (individual or family) must have ONE Head of Household established ("Relationship to Head of Household" = "Self"). To review these errors, see the "No HoH in Group" error code on the Clients Excluded from the Priority List tab of the 222 report.
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Reminder: Utilize the "Notes" section if a participant wants to live with a partner

Notes Section


When the CES Team is matching clients to housing vacancies, it is important for them to be aware of any special circumstances . Section 5 of the assessment, the Notes Section, is a great spot to communicate those circumstances. For example, if a client wants to live with a partner, include the partner's information, especially the HMIS number of the partner, in this section. 

CES Leadership Committees Recap

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