RRH Navigation Guide

RRH Navigation Guides

Below are the most up to date versions of all forms for Navigators helping connect participants to RRH
FormDescription
RRH Program Overview - Guide for NavigatorsRRH Program Overview Guide for RRH Tri-county Navigators to better understand RRH program eligibility
RRH FL-507 Navigation WorkflowRapid Rehousing Navigation Workflow Timelines - All providers
Timeline of instructions for completing task in HMIS during the navigation process
HMIS Navigation ChecklistHMIS Navigation Checklist (Supplement to the Navigation Workflow Timeline) - All providers
Checklist of items/steps that are required to be completed in HMIS during the Navigation phase
RRH Overview Pamphlet - Handout for Potential ParticipantsRRH Overview Pamphlet (English) - For Potential Participants to educate themselves about the RRH program prior to enrollment
RRH Overview Pamphlet (Spanish) - Handout for Potential ParticipantsRRH Overview Pamphlet (Spanish) - For Potential Participants to educate themselves about the RRH program prior to enrollment
Navigation ScriptNavigation Script - recommended script to help Navigators explain their role and purpose for outreach
RRH Navigation Case Note FormatRRH Navigation Case Note Format
HMIS ROI
HMIS Release of Information - Informed Consent to share information in HMIS and engage with service providers
Category 1 Homeless-VerificationHomeless Certification - Completed by Navigator to validate homeless status
Zero Income AffidavitZero Income Affidavit - English - Completed by Navigator to determine the status of income during the record-keeping review
Zero Income Affidavit - Spanish
Zero Income Affidavit - Spanish - Completed by Navigator to determine the status of income during the record-keeping review
Area Median Income 2020Area Median Income Limits 2020
RRH Navigation Acknowledgement FormRRH Navigation Acknowledgment Form -
This form is used to confirm that participants understand the requirement to have a minor child in their custody.
Documentation of Parent/Child Relationship HUD & ESGDocumentation required to prove Parent/Child Relationship for HUD & ESG Funding Sources
DCF VerificationRRH DCF Verification Form
Making Warm Hand OffsMaking a Warm Hand-Off - Org Code
RRH Navigation Case SummaryRRH Navigation Summary is used by the Tri-County Navigators to communicate pertinent information to the assigned RRH Housing Stability Case Manager for case planning and referral purposes
Youth Rapid Navigation Case SummaryYouth Rapid Navigation Summary is used by the Tri-County Navigators to communicate pertinent information to the assigned RRH Housing Stability Case Manager for case planning and referral purposes
RRH Referral Document Checklist for ProvidersRapid Rehousing Referral Document Checklist - Used to ensure all required documents have been collected before referral into CES in HMIS
CES Referrals GuideCES Referrals Guide - All Providers
Shelter Matching Prescreen ToolShelter Matching Tool is used for families with minor children (17 and under) who are interested in emergency shelter at Family Promise, Rescue Outreach Mission, Salvation Army and/or Coalition if space becomes available
HMIS Shelter Prioriziation WorkflowHMIS Shelter Prioriziation Workflow for CES Shelter Providers
RRH Navigation Scope of WorkRapid Rehousing Navigation Scope of Work

Supportive Housing Program Forms

Listed below are the most up to date versions of all participant forms.
FormsDescription and Instructions
RRH Participant Forms ListInstructions - Review detailed list of all supportive housing program forms required for intake and on-going case management
RRH New Participant HandbookInstructions - Review at initial intake meeting and give copy to participant
Tax Credit Acknowledgement FormInstructions - Review with participant at intake, get signature and upload into HMIS
HUD VAWA DocumentInstructions - Review with participant at intake and provide them with a copy for their records.
RRH Participant Acknowledgement FormInstructions - Complete after reviewing all intake documents; All adults must sign the acknowledgement form
RRH Welcome Packet - SpanishFor Spanish speaking households (Note: Old version)
RRH Roles and Responsibilities - SpanishFor Spanish speaking households (Note: Old version)
RRH Acknowledgement Form - SpanishFor Spanish speaking households (Note: Old version)
Self Verification of COVID related HardshipSelf Verification of COVID related Hardship - for Supportive Housing participants enrolling in a Housing program funded by CARES ACT or other COVID-19 funding.
HMIS ROI Instructions - Complete at initial intake, have each adult sign, then upload into HMIS
CoC Program Entry-Intake Form AdultInstructions - To be completed with each adult in the household; once completed transcribe into HMIS via the Project Entry
CoC Program Entry-Intake Form MinorsInstructions - To be completed with each minor in the household, once completed transcribe into HMIS via the Project Entry
Housing Needs Form - Paper versionInstructions - To be completed during intake and transcribed into an electronic version (see below for electronic link)
HLT Housing Needs Form - Electronic LinkInstructions - To be completed with the head of household during Part I of the intake
Self Sufficiency MatrixInstructions - To be completed with the head of household at part II of the intake and every 90 days after
Self Sufficiency Matrix - User GuideInstructions - Use SSM guide to have a guided conversation with participants about their self sufficiency
Housing Stability PlanInstructions - To be completed with the head of household, the participant must keep the original and provider takes a copy for the hard file and upload into HMIS
Guest PolicyInstructions - To be completed with the head of household, the participant keeps the original and provider takes a copy for the hard file and upload into HMIS
RRH Case Conference Request Packet (1 of 2)Rapid ReHousing Case Conference Request Procedure and Packet (1 of 2)
RRH Case Conference Welcome Letter (2 of 2)Rapid ReHousing Case Conference Request Welcome Letter (2 of 2)
Instructions - Once case conference is confirmed, complete welcome letter and send to the participant. Save a copy to the HMIS profile.
RRH Monthly BudgetInstructions - To be completed monthly with the head of household; a copy must be saved to the hard file and uploaded in HMIS
Rent Calculation FormInstructions - To be completed after a participant signs a lease and moves into house; complete monthly and send a copy to HLTFinance@hsncfl.org
Extension Request FormInstructions - To be completed when a participants needs on-going rental assistance; RRH Extension Request Form to request rental assistance past 10 months (OC RRH) or past 12 months (HUD/ESG).
Self Verification of COVID-19 Related Hardship FormInstructions - To be completed when a participants needs on-going rental assistance as a result of a COVID-19 related hardship, complete and submit with the RRH Extension Request Form
Utility Assistance Agreement for Supportive Housing ParticipantsInstructions: To be completed with participants eligible for utility assistance; once completed submit to HLTFinance for processing after move in.
Transfer of Case Management RequestInstructions - To be completed by the case manager when a transfer of case management is needed. This form must be completed and returned to the Supportive Housing Team for review and approval.
Osceola County 2019 Utility AllowanceInstructions - To be completed after a participant is housed, this form determines the utility deduction from monthly tenant contribution || County - Osceola
Seminole County 2019 Utility AllowanceInstructions - To be completed after a participant is housed, this form determines the utility deduction from monthly tenant contribution || County - Seminole
Orange County 2019 Utility AllowanceInstructions - To be completed after a participant is housed, this form determines the utility deduction from monthly tenant contribution || County - Orange
TANF Homeless Prevention Case Management ChecklistTANF Homeless Prevention Funds - Case Management Checklist
TANF Homeless Prevention Application & Eligibility FormTANF Homeless Prevention Application and Eligibility Form
Landlord Termination of Rental Assistance LetterInstructions - To be completed by CM determines a participant is exiting rental assistance, complete and send a copy to HLT@hsncfl.org
RRH Participant Rental Assistance Termination LetterInstructions - To be completed by CM and sent to the participant to notify them of their program exit
Monthly Exit ListInstructions - To be completed by Program Managers and CMs to notify HSN about participants exiting the RRH program, this form is due to 5th of each month and should be sent to HLTFinance@hsncfl.org
Supportive Housing Case Note Format – G-I-R-P
Supportive Housing Case Note Writing Guide
RRH Housing Search PolicyRapid Rehousing Housing Search Policy
RRH Rehousing and Relocation PolicyRapid Rehousing and Relocation Policy
RRH Exit Policies and ProceduresRRH Exit Policies and Procedures
Personal Guest PolicyPersonal Guest Policy
Crisis Plan WorksheetCrisis Plan Worksheet
Area Median Income for 2020Program eligibility document Area Median Income Limits 2020
Entry/Exit Client File FormInstructions - To be placed in the participant hard file; cover sheet
Case File Contents FormInstructions - Use to organize participant hard file documents and place in the back of the hard file/chart for reference

RRH Housing Location Forms

Below are documents and forms used with RRH participants in Phase I or Phase II for the RRH program.
ResourceDescription
Housing- Where to Search for HousingA list outlining places to search for housing and things to consider during the housing search.
Housing - Qualifying Your UnitA check list for participants to vet potential housing leads they have identified.
Housing - Welcome HomeWelcome Home checklist outlining basic information for participant to remember about their unit (landlord info, utility info, rent, etc)
What Does My Lease SayWhat Does My Lease Say - tool to help break out important parts of the lease. Case Managers should review the lease with the tenant at lease signing and help them fill out this form
Housing – Move In ChecklistBasic move in checklist for participants to use when entering into new units.
Housing - Move Out ChecklistBasic move out checklist for participants to use when leaving units.
Reasonable Accommodation RequestUse for participants needing accessibility or mobility accommodations in their housing unit
Notice of AbandonmentUse if the case manager suspects a participant has abandoned their housing unit
Termination of Rental AssistanceUse to notify HLT that rental assistance is being terminated for a RRH participant
HSN Lease TerminationUse for participants who has a lease being terminated

RRH Workflow and Checklists

Listed below are RRH workflow documents for a variety of funding sources in HMIS
WorkflowDescription
HMIS Workflow - OC and HUDHMIS Case Management Workflow for OC and HUD funding sources.
HMIS Case Management Checklist (OC and HUD)HMIS Case Management Checklist for OC and HUD funding sources.
HMIS Workflow - ESGHMIS Case Management Workflow for Seminole and Osceola ESG funding source.
HMIS Case Management Checklist (ESG)HMIS Case Management Checklist for Seminole and Osceola ESG funding sources.
HMIS Rapid Rehousing Project Entry WorkflowHMIS Rapid Rehousing Project Entry Instructions
HMIS Shelter Prioriziation WorkflowHMIS Shelter Prioriziation Workflow for CES Shelter Providers
RRH FL-507 Navigation WorkflowRRH Navigation Workflow Timelines - All providers
HMIS Navigation ChecklistHMIS Navigation Checklist (Supplement to the Navigation Workflow Timeline) - All providers
CES Referrals GuideCES Referrals Guide - All Providers

RRH Case Manager Tool Box

Tools and Resources for Housing Case Managers working with participants in rapid rehousing.
Form Description
Risk Assessment and Areas of High AcuityGuide to help Case Managers identify areas of higher risk and acuity with program participants to assist with service planning.
Quality of Life SurveyQuality of life survey
A week of meaningful activitiesA week of meaningful activities: tool to help tenants plan their day-to-day.
Risky Business - Harm Reduction Planning ToolRisky Business - A Harm Reduction Planning Tool for Case Managers to use with tenants. This is a guide for ongoing conversations and safety planning for behaviors that may be considered risky.
Crisis PlanCrisis Plan - tool to help participants plan for crisis after moving into housing
Case Management - HITS DV Screening ToolHITS screening tool to help understand if a client is in an abusive relationship. NOTE: Resources at bottom of tool are for Texas, not Florida.
StrongWell Consumer BrochureStrongWell is a behavioral health provider that supports men, women and families treat and manage stressors related to mental health barriers and substance use.
StrongWell Referral FormStrongWell Referral Form - Use this form to apply for services
Point Source Youth RRH HandbookPoint Source Youth RRH Handbook is a 146-page, full-color handbook is full of helpful information on how to start and run a successful rapid re-housing program for youth