RRH Navigation Guides
Below are the most up to date versions of all forms for Navigators helping connect participants to RRH| Form | Description |
|---|---|
| RRH Program Overview - Guide for Navigators | RRH Program Overview Guide for RRH Tri-county Navigators to better understand RRH program eligibility |
| RRH FL-507 Navigation Workflow | Rapid Rehousing Navigation Workflow Timelines - All providers Timeline of instructions for completing task in HMIS during the navigation process |
| HMIS Navigation Checklist | HMIS 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 Participants | RRH Overview Pamphlet (English) - For Potential Participants to educate themselves about the RRH program prior to enrollment |
| RRH Overview Pamphlet (Spanish) - Handout for Potential Participants | RRH Overview Pamphlet (Spanish) - For Potential Participants to educate themselves about the RRH program prior to enrollment |
| Navigation Script | Navigation Script - recommended script to help Navigators explain their role and purpose for outreach |
| RRH Navigation Case Note Format | RRH 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-Verification | Homeless Certification - Completed by Navigator to validate homeless status |
| Zero Income Affidavit | Zero 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 2020 | Area Median Income Limits 2020 |
| RRH Navigation Acknowledgement Form | RRH 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 & ESG | Documentation required to prove Parent/Child Relationship for HUD & ESG Funding Sources |
| DCF Verification | RRH DCF Verification Form |
| Making Warm Hand Offs | Making a Warm Hand-Off - Org Code |
| RRH Navigation Case Summary | RRH 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 Summary | Youth 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 Providers | Rapid Rehousing Referral Document Checklist - Used to ensure all required documents have been collected before referral into CES in HMIS |
| CES Referrals Guide | CES Referrals Guide - All Providers |
| Shelter Matching Prescreen Tool | Shelter 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 Workflow | HMIS Shelter Prioriziation Workflow for CES Shelter Providers |
| RRH Navigation Scope of Work | Rapid Rehousing Navigation Scope of Work |
Supportive Housing Program Forms
Listed below are the most up to date versions of all participant forms.| Forms | Description and Instructions |
|---|---|
| RRH Participant Forms List | Instructions - Review detailed list of all supportive housing program forms required for intake and on-going case management |
| RRH New Participant Handbook | Instructions - Review at initial intake meeting and give copy to participant |
| Tax Credit Acknowledgement Form | Instructions - Review with participant at intake, get signature and upload into HMIS |
| HUD VAWA Document | Instructions - Review with participant at intake and provide them with a copy for their records. |
| RRH Participant Acknowledgement Form | Instructions - Complete after reviewing all intake documents; All adults must sign the acknowledgement form |
| RRH Welcome Packet - Spanish | For Spanish speaking households (Note: Old version) |
| RRH Roles and Responsibilities - Spanish | For Spanish speaking households (Note: Old version) |
| RRH Acknowledgement Form - Spanish | For Spanish speaking households (Note: Old version) |
| Self Verification of COVID related Hardship | Self 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 Adult | Instructions - To be completed with each adult in the household; once completed transcribe into HMIS via the Project Entry |
| CoC Program Entry-Intake Form Minors | Instructions - To be completed with each minor in the household, once completed transcribe into HMIS via the Project Entry |
| Housing Needs Form - Paper version | Instructions - To be completed during intake and transcribed into an electronic version (see below for electronic link) |
| HLT Housing Needs Form - Electronic Link | Instructions - To be completed with the head of household during Part I of the intake |
| Self Sufficiency Matrix | Instructions - To be completed with the head of household at part II of the intake and every 90 days after |
| Self Sufficiency Matrix - User Guide | Instructions - Use SSM guide to have a guided conversation with participants about their self sufficiency |
| Housing Stability Plan | Instructions - 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 Policy | Instructions - 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 Budget | Instructions - To be completed monthly with the head of household; a copy must be saved to the hard file and uploaded in HMIS |
| Rent Calculation Form | Instructions - 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 Form | Instructions - 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 Form | Instructions - 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 Participants | Instructions: To be completed with participants eligible for utility assistance; once completed submit to HLTFinance for processing after move in. |
| Transfer of Case Management Request | Instructions - 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 Allowance | Instructions - To be completed after a participant is housed, this form determines the utility deduction from monthly tenant contribution || County - Osceola |
| Seminole County 2019 Utility Allowance | Instructions - To be completed after a participant is housed, this form determines the utility deduction from monthly tenant contribution || County - Seminole |
| Orange County 2019 Utility Allowance | Instructions - 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 Checklist | TANF Homeless Prevention Funds - Case Management Checklist |
| TANF Homeless Prevention Application & Eligibility Form | TANF Homeless Prevention Application and Eligibility Form |
| Landlord Termination of Rental Assistance Letter | Instructions - 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 Letter | Instructions - To be completed by CM and sent to the participant to notify them of their program exit |
| Monthly Exit List | Instructions - 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 Policy | Rapid Rehousing Housing Search Policy |
| RRH Rehousing and Relocation Policy | Rapid Rehousing and Relocation Policy |
| RRH Exit Policies and Procedures | RRH Exit Policies and Procedures |
| Personal Guest Policy | Personal Guest Policy |
| Crisis Plan Worksheet | Crisis Plan Worksheet |
| Area Median Income for 2020 | Program eligibility document Area Median Income Limits 2020 |
| Entry/Exit Client File Form | Instructions - To be placed in the participant hard file; cover sheet |
| Case File Contents Form | Instructions - 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.| Resource | Description |
|---|---|
| Housing- Where to Search for Housing | A list outlining places to search for housing and things to consider during the housing search. |
| Housing - Qualifying Your Unit | A check list for participants to vet potential housing leads they have identified. |
| Housing - Welcome Home | Welcome Home checklist outlining basic information for participant to remember about their unit (landlord info, utility info, rent, etc) |
| What Does My Lease Say | What 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 Checklist | Basic move in checklist for participants to use when entering into new units. |
| Housing - Move Out Checklist | Basic move out checklist for participants to use when leaving units. |
| Reasonable Accommodation Request | Use for participants needing accessibility or mobility accommodations in their housing unit |
| Notice of Abandonment | Use if the case manager suspects a participant has abandoned their housing unit |
| Termination of Rental Assistance | Use to notify HLT that rental assistance is being terminated for a RRH participant |
| HSN Lease Termination | Use 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| Workflow | Description |
|---|---|
| HMIS Workflow - OC and HUD | HMIS 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 - ESG | HMIS 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 Workflow | HMIS Rapid Rehousing Project Entry Instructions |
| HMIS Shelter Prioriziation Workflow | HMIS Shelter Prioriziation Workflow for CES Shelter Providers |
| RRH FL-507 Navigation Workflow | RRH Navigation Workflow Timelines - All providers |
| HMIS Navigation Checklist | HMIS Navigation Checklist (Supplement to the Navigation Workflow Timeline) - All providers |
| CES Referrals Guide | CES 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 Acuity | Guide to help Case Managers identify areas of higher risk and acuity with program participants to assist with service planning. |
| Quality of Life Survey | Quality of life survey |
| A week of meaningful activities | A week of meaningful activities: tool to help tenants plan their day-to-day. |
| Risky Business - Harm Reduction Planning Tool | Risky 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 Plan | Crisis Plan - tool to help participants plan for crisis after moving into housing |
| Case Management - HITS DV Screening Tool | HITS 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 Brochure | StrongWell 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 Form | StrongWell Referral Form - Use this form to apply for services |
| Point Source Youth RRH Handbook | Point 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 |