Coordinated Access
The information and resources here are intended to answer questions and support your community to develop and sustain a strong Coordinated Access system on your journey to ending homelessness.
Keep checking back here as we will be regularly updating materials and adding further resources.
Coordinated Access is a way for communities to bring consistency to the process by which people experiencing or at risk of homelessness access housing and related services within a geographic area. Core components of a strong Coordinated Access system include a Housing First approach; real-time data about the supply of and demand for housing resources; and a streamlined service delivery approach with access points to service, a standardized workflow for triage and assessment; prioritization; and vacancy matching and referral. (Reaching Home Definition)
Included below a variety of resources to provide you with an overview and further information about Coordinated Access:
Reaching Home:
- Coordinated Access Directives (April 2019)
- Coordinated Access Guide (October 2019)
- Coordinated Access Presentation (PDF) (August 2019)
- Community Homelessness Report Reference Guide (2021)
General Information:
- Overview Documents:
- Video – a short 3 minute OrgCode video explaining the difference between a By-Name List, Coordinated Access List and Prioritization List (and how they work together)
- Blogs:
- Let’s Review the Basics of Effective Coordinated Entry from OrgCode (November 2020)
- What is a Coordinated Access System? from CAEH (June 2018)
- Three Aspects of Coordinated Entry from OrgCode (February 2019)
- Webinars:
- CAEH – Coordinated Access Overview (from By-Name List and Coordinated Access Training and Technical Assistance webinar series):
- Governance (Oct 2019) – PDF
- Access (Oct 2019) – PDF
- Assessment (Dec 2019) – PDF
- Prioritization (Jan 2020) – PDF
- Matching and Referral (Feb 2020) – PDF
- See all CAEH By-Name List and Coordinated Access Training and Technical Assistance webinar series
- System’s Planning Collective:
- How Communities Can Use Coordinated Access for System Planning (May 2018) (includes presentations from Calgary, Edmonton, Red Deer, and Medicine Hat)
- Coordinated Access: Where To Start, What to Avoid and How to Take It To the Next Level (May 2019) (includes presentations from St. John’s and Hamilton)
- CAEH – Coordinated Access Overview (from By-Name List and Coordinated Access Training and Technical Assistance webinar series):
- Thinking About Triage and Assessment Tools for Communities (CAEH Blog, 2021) – When OrgCode Consulting announced the discontinuation of the VI-SPDAT by the end of 2022, it left many communities asking, “What now?”. This blog includes helpful information on tools, next steps, and considerations for communities as they chart a path forward.
- BNL/CA TTA Assessment Webinar (Dec 2019) – Recording and PowerPoint PDF
- The Lowdown on Common Assessment Tools (CAEH Blog, 2018)
- Backgrounder – Information on Common Assessment Tools (CAEH, 2018) – answering the questions: what are they, when are they used, and what makes a good tool
- Backgrounder – Homelessness-Specific Common Assessment Tools Currently Used Broadly Across Canada (CAEH, 2018) – all the information we could gather on the VI-SPDAT/SPDAT, the VAT and the YAP to help you make an informed decision about what tool(s) will best meet your community’s needs
The Coordinated Access (CA) Scorecard 3.0 is the updated 18 question self-assessment tool that assists you to develop and make improvements in your Coordinated Access system. This Scorecard includes three levels of quality: 1) Reaching Home, 2) Basic Quality, and 3) Advanced Quality.
For more information, see the Coordinated Access Scorecard 3.0 launch webinar or PowerPoint PDF. Read more about the Scorecard in the Guide below.
The CA Scorecard Guide 3.0 explains what the CA Scorecard is, makes suggestions for how to use it, and walks you through the questions (including a further description, tips and sample resources).
The CA Scorecard 3.0 is part of the Scorecards & Tools Google Worksheet (view only – you can make a copy for your community).
The Scorecards & Tools Google Worksheet includes the following seven tabs:
- Tab #1: Instructions
- Tab #2: About Your Community
- Tab #3: By-Name List Scorecard 3.0
- Tab #4: Coordinated Access Scorecard 3.0
- Tab #5: Provider Participation Tool
- Tab #6: Provider Participation Tool – Instructions and Results
- Tab #7: Work Plan
Each question in the CA Scorecard 3.0 has links to the appropriate supporting information in the CA Scorecard Guide. Review the CA Scorecard with your community – document your progress and plan your next steps. Here are some ideas for Scorecard Group Exercises.
- Note:
- BFZ-C communities complete the Scorecard in their BFZ-C Change Package.
- Reaching Home Designated communities working with CAEH BNL/CA Training and Technical Assistance complete the Scorecard in the TTA Change Package.
- Quebec and all other communities can use the Scorecard included on this page (Scorecards 3.0 will be translated and posted by January 2021).
Coordinated Access (sometimes called coordinated entry) materials from a variety of Canadian and US communities are included below:
us Toolkits and Community Examples:
- HUD Exchange Coordinated Entry Community Samples Toolkit provides a wide array of examples of coordinated access documents that have been created by communities from across the US.
- NAEH Coordinated Entry Toolkit provides access to all key US coordinated access guidance documents and examples of coordinated access documents from communities across the US (different examples than HUD Exchange above).
CAEH Tools:
- Coordinated Access Initial Written Documents Checklist (PDF) and Word Version
- Pictures of Coordinated Access Systems
- Prioritization Examples
- Housing Resource Inventory Template
Action Oriented Case Conferencing
- What is Action Oriented Case Conferencing? (Blog, Community Solutions, Dec 2020)
- Case Conferencing Overview and Examples (BFZ-C 4-pager)
- Case Conferencing Tool Bank (Community Solutions Built for Zero, 2020)
- BNL/CA Action Oriented Case Conferencing Webinar (PDF) (CAEH, Dec 2020)
- Case Conferencing Transformer Roadmap (Community Solutions Built for Zero) – a self-assessment checklist and action plan for improving your case conferencing practice
Canadian Community Coordinated Access Examples:
Brantford Materials
- BNL/CA Materials Folder – includes many policies, procedures and videos e.g., Brantford System of Care Client Profile (Intake) and Diversion Screening Form; Procedures for Managing Users on HIFIS – including consent form with scripts and job aid, how to create user accounts, how to handle FOI requests, HIFIS Training checklist; Procedures for Managing the By-Name List – including workflow, policies, HIFIS, prioritization matrix, Inactivity Procedure, Timely and Accurate Data Procedure, How to Develop and Document a Housing Plan; and more.
Chatham-Kent – CK Cares Coordinated Access Materials:
Dufferin Region Materials:
- BNL/CA Materials Folder – includes policies and protocols on outreach, intake, appeals, out of area and more.
Durham Region Materials:
- Homelessness Coordinated Access System (Website page) – includes description of BNL/CA, forms, access points, Built for Zero goal and progress, and stories
- Durham Region Homelessness Coordinated Access System Process Guide (April 2021) – pre-HIFIS implementation
- Durham Region Homelessness Coordinated Access System Process Guide (July 2021) – post-HIFIS implementation
Fort McMurray Materials:
Guelph-Wellington’s Coordinated Access System (DOOR) Materials:
- Guelph-Wellington Coordinated Entry Guide (Feb 2019) (including lots of sample documents)
- Prioritization Meeting Tool
- Door Agency Checklist
- By-Name List Update Form
- Guelph-Wellington Bright Spot Blog (May 2019)
Kawartha-Haliburton Coordinated Access Materials:
- All materials are available on the Kawartha Lakes website Homelessness Coordinated Entry System page including:
- Kawartha-Haliburton Coordinated Entry System Process Guide (including lots of sample documents)
- Coordinated Entry System – Video (4 min – animated)
- Coordinated Entry System – One Page Flyer
- Coordinated Entry System – Diagram
- Coordinated Entry System – Process Map
- Coordinated Entry System – 7 Steps
- Kawartha-Haliburton Bright Spot Blog (Feb 2019)
Medicine Hat Materials:
- Medicine Hat Community Housing Society Central Intake (Website)
- Intake Form
- Housing Link Policies and Procedures (November 2020)
Moncton Materials:
- Description on the Greater Moncton Homelessness Steering Committee website Housing Assessment Review Team (HART) page
- Coordinated Entry System Guide – HART 2020
Niagara Region Materials:
- Community Partner Newsletter (Nov 2019)
- Community Partner Newsletter (Jan 2019)
Peterborough Materials:
- All materials in google drive at www.bit.ly/PTBO_homelessness including:
- Coordinated Access System Process Guide – Updated April 2022
- Addition forms (single adult, youth, family)
- VI-SPDATs and full SPDAT
- Privacy Policies (consent policy, declined consent policy, lockbox policy, HINP policy, identity protection policy)
- HIFIS user guide and one-page how-tos
- Peterborough RoadtoZero Campaign (website page and fact sheets)
- Peterborough Coordinated Access Newsletter (April 2019)
- Peterborough Bright Spot Blog (May 2019)
Red Deer Materials:
- Red Deer Coordinated Access webpage including:
- 2020-2024 Performance Management Guide for Red Deer’s System Framework (pdf)
- November 2020 Coordinated Access Process (CAP) Guidelines (pdf) (working document)
- Program Participant Stories
Saint John Materials:
- Saint John Coordinated Access webpage including:
- Coordinated Access Process Guide 2.0
- Saint John By-Name List One-Pager
- Saint John Coordinated Access One-Pager
- Defining the Data Series (one-pagers)
Simcoe County Materials:
- By-Name List website page – includes definitions, video, common consent, common intake, update form, guide, Q&As, worker script, BNL one-pager, and program information
- Coordinated Access website page – includes definitions, video, guiding principles, information on functional zero, and Coordinated Access one-pager
- SCATEH – Coordinated Access Newsletter #1 (May 2019)
- SCATEH – Coordinated Access Newsletter #2 (Dec 2019)
- SCATEH – Coordinated Access Newsletter #3 (Feb 2020)
- SCATEH – Coordinated Access Newsletter #4 (Oct 2020)
- SCATEH – Coordinated Access Newsletter #5 (Feb 2021)
St. John’s (End Homelessness St. John’s) Materials:
- End Homelessness St. John’s Coordinated Access Consent Form (2021)
- End Homelessness St. John’s Coordinated Access Intake Form (2021)
- Privacy Impact Assessment (PIA) for HIFIS (2019)
- Agency MOU – for Coordinated Access, HIFIS and other programs (2021)
- Agency MOU CA Resource Commitment Forms (2021):
Sudbury
- Homelessness Initiatives webpage – access to all their programs, initiatives and reports (including the ones highlighted below)
- Coordinated Access webpage – includes their Coordinated Access Guide outlining all local policies and procedures
- Homelessness Report Cards – annual 2 page graphic with stats, initiatives, and next steps
Waterloo’s Coordinated Access Prioritized Access to Housing Stability (PATHS) Materials:
- Waterloo Region PATHS Framework
- Waterloo Region Service Navigation Flow Chart
- PATHS Team Service Navigators Access and Referral Protocol
- PATHS Housing Support Application Form
- Waterloo Inactive Policy
- PATHS Prioritization Protocol
- PATHS Vacancy Matching Form
- Declined Housing Support Offer Form
- PATHS Rent Assistance Eligibility and Administration Protocol
- PATHS Flex Fund Protocol
- Housing Helplines Flyer for Prevention/Diversion
- My Housing Plan Worksheet (a system-wide shared participant housing plan document)
- Renter’s Toolkit (a system-wide set of tools and information to help people find, secure and sustain housing)
Whitehorse Materials:
- Yukon Coordinated Access Guide (May 2022)
Windsor’s Coordinated Access (BNPL) Materials:
Below you will find a variety of sample job descriptions from communities related to Coordinated Access, Homeless Management Information Systems (HMIS), and By-Name Lists:
- BC Housing Coordinated Access Assessment Manager Job Description
- Dufferin County HIFIS and Homelessness Enumeration Coordinator Job Description & Job Posting
- Jacksonville, FL Intake Specialist with Coordinated Entry System Job Description (download Word version)
- Journey Home Data Specialist Job Description
- Kawartha-Haliburton Homelessness System Resource Coordinator Job Description
- Milwaukee, WI Coordinated Entry Assistant Manager Job Description (download Word version)
- Moncton Affordable Housing Specialist Description
- Peterborough Program Integrity Officer Job Description
- Simcoe County By-Name List Data Manager Job Description
- Simcoe County Coordinated Access System Project Lead Job Description
- St. John’s HMIS Coordinator – Community Lead Job Description
- St. John’s HMIS Coordinator – Technical Lead Job Description
- St. John’s Data and Policy Analyst Job Description
- St. John’s Manager of System Coordination Job Description
- Toronto Case Conferencing Coordinator Job Description
- Washington, DC Assessors and Housing Navigators Job Description