Balance of State Continuum of Care Coordinated Entry System

Colorado BoS CoC Coordinated Entry Documents

1. Introduction to the Colorado BoS CoC Coordinated Entry System This document provides a quick introduction to each of the major Coordinated Entry components in the BoS. It’s designed to be a quick guide to the CES process and BoS CE framework. Regions can use this in concert with each Coordinated Entry System (CES) document listed below. Those hoping to learn more about Colorado's CES can use this to better understand our system!
2. CO BoS CoC Coordinated Entry Policies & Procedures (CES P&P) Version 2.15 Statewide BoS Policies and Procedures (P&P), Version 2.15. They were approved by the BoS Governing Board in June of 2020 and updated as indicated in the document by the Coordinated Entry Committee of the BoS CoC in June 2022. They provide a detailed outline of the requirements of Coordinated Entry in Colorado's BoS CoC. The CE Committee is always working to update this document, informed by actual implementation of CES in the BoS CoC regions.
   • Memorandum of Understanding (MOU) V2.1 - All agencies participating in CES must sign an MOU and be listed on the BoS CES ROI. The MOU can be modified by each region, but the modified MOU must be used consistently by every agency in the region. Use the MOU on this website as your template.
     • MOU V2.1 (Word Version)
     • MOU V2.1 (PDF Version)
     • MOU V2.1 (PDF Version - Fillable)
   • Diversion & Prevention Tool - The purpose of the Prescreen/Diversion Tool is to help identify households that should not enter into the CES, but rather access other resources that may assist them in maintaining their current housing. See Appendix F on page 51 of the above document for the Prevention and Diversion Tool.
   • Release of Information - All providers participating in the Colorado BoS CoC Coordinated Entry System must use this ROI. Regions may ONLY modify this form where is says “**Please list local agencies here**” and the local website that clients can visit for a full list of participating agencies. See Appendix G on page 55 of the above document for the Release of Information. 
   • VI-SPDAT Tools - Appendix H on page 57 of CES P&P - See the next section, "VI-SPDAT Training and Documents" for these materials.
3. Coordinated Entry Regional Decision/Contact Guide - The Regional Policies and Procedures offer a live spreadsheet that can be customized by each BoS region to set-up and implement specific regional decisions around Coordinated Entry. The content of this file matches with HUD guidance around what is decided by a region versus by the BoS CoC as a whole. 
4. By-Name List Template - The Balance of State is working to utilize our Homeless Management Information System to organize Coordinated Entry in BoS Regions, with a system to include VAWA and VOCA funded Domestic Violence Survivor Service Organizations. Until then, regions have been customizing this excel spreadsheet adopted from the Northern Colorado CoC to begin implementing Coordinated Entry. Brief instructions for the By-Name list are on the first tab of the document!

VI-SPDAT Training and Materials

(Part 1. VI-SPDAT 3.0 Related Trainings & Materials  -  Part 2. VI-SPDAT 2.0 Related Training Materials)

Part 1. VI-SPDAT 3.0 Training

Part 1a. Guidance from Indigenous Partners and for Survivors of Violence and Domestic Assault

(The guidance documents below are required reading and understanding prior to administering the VI-SPDAT 3.0)

• Guidance from Indigenous Partners on the VI-SPDAT Version 3.pdf - Guidance document from Indigenous partners on the how to administer the VI-SPDAT Version 3.
• Guidance for Administering the VI-SPDAT V3 to Survivors of Domestic Assault - Guidance document on administering the VI-SPDAT with survivors of domestic and intimate partner violence.
  • See the drop-down menu below "Including Veterans and DV Survivors in Coordinated Entry Training & Materials" for additional training and information.

Part 1b: VI-SPDAT Version 3 Related Trainings (Updated as of 4/2022)

The Vulnerability Index - Service Prioritization and Decision Assistance Tool (VI-SPDAT) V3 (Singles and Families) Training videos, as well as updated versions of other VI-SPDAT tools and support documents can be found below. Continue past this to see training videos and documents for the VI-SPDAT V2.

1. Individual (Single Adults) VI-SPDAT 3 Training - 48 Minute Training video for the VI-SPDAT V3.0 for individuals (single adults). Presented by Orgcode, creators of the VI-SPDAT.

   • VI-SPDAT V3 American Single Adults - fillable.pdf - Fillable version of the VI-SPDAT V3.0 for individuals (single adults).

   • VI-SPDAT V3 American Single Adults printable.pdf - Printable version of the VI-SPDAT V3.0 for individuals (single adults).

   • VI-SPDAT V3 American Single Adults SPANISH.pdf - VI-SPDAT V3 for Spanish speaking people.

   • Workbook- VI-SPDAT V3 American - Individuals.pdf - Workbook that offers a deeper dive in to the VI-SPDAT and provides further guidance for how to administer the tool for individuals (single adults).

2. Family VI-SPDAT V3 - 30 Minute Training video for the VI-SPDAT Version 3.0 for Families, presented by Orgcode, creators of the VI-SPDAT.

   • Family VI SPDAT V3 American - Fillable PDF.pdf - Fillable version of the VI-SPDAT V3.0 for families.

   • Family VI-SPDAT V3 American - Printable.pdf - Printable version of the VI-SPDAT V3.0 for families.

   • F VI SPDAT V3 American - SPANISH.pdf - Family VI-SPDAT V3 for Spanish speaking people.

   • Workbook for VI-SPDAT V3 American - Family.pdf - Workbook that offers a deeper dive in to the VI-SPDAT and provides further guidance for how to administer the tool for families.

3. Justice Discharge JD-VI-SPDAT - While no specific trainings exist for the JD-VI-SPDAT, please read through the document and familiarize yourself with the questions to see the differences between this and the Single Adults VI-SPDAT. As always, the VI-SPDAT is meant to be used as a quick traige tool and not as a full assessment. 

   • JD-VI-SPDAT 1.0 Fillable - (Justice Discharge): The Justice Discharge VI-SPDAT (the JD-VI-SPDAT) is to be used with those adults that have been incarcerated 31 or more days, and it is within 30 days of their release (either 30 days prior to release or within 30 days of being released). 

4. Transition-Aged Youth TAY-VI-SPDAT V2 - Trainings to Come. While no specific trainings exist for the TAY-VI-SPDAT, please read through the document and familiarize yourself with the questions to see the differences between this and the Single Adult and Family VI-SPDAT trainings and assessments. As always, the VI-SPDAT is meant to be used as a quick traige tool and not as a full assessment.  

   • Transition-Aged Youth VI-SPDAT V2 - Fillable.pdf - Fillable version of the VI-SPDAT V2 for Transition-Aged Youth. (Ages 18 to 24)

   • Transition-Aged Youth (TAY) VI-SPDAT V2 - Printable.pdf - Printable version of the VI-SPDAT V2 for Transition Aged Youth (Ages 18 to 24)

   • Transition-Aged Youth (TAY-VI-SPDAT) V2 American Workbook June 2020.pdf - Workbook that offers a deeper dive in to the VI-SPDAT and provides further guidance for how to administer the tool for Transition Aged Youth (Ages 18 to 24)

Part 2. VI-SPDAT 2.0 Related Trainings (Updated as of 2021)

The Vulnerability Index - Service Prioritization and Decision Assistance Tool (VI-SPDAT) V2.0 Training videos and support documents can be found below.

The training is hosted by Callie Adams with La Puente Home in Alamosa, Jennifer Jones with Loaves & Fishes Ministries of Fremont County, Shawn Hayes with the Colorado Coalition for the Homeless, and Kirsten Schelling with Centennial Mental Health in Sterling. 

1. VI-SPDAT 2.0 Training Video - 50 Minutes 54 Seconds long - Training video available for regions to share with people new to the VI-SPDAT. Provides a group quiz at the end.
   • VI-SPDAT 2.0 Training Video Content Guide - Provides an outline of training video content and times for each section.
   • VI-SPDAT 2.0 Training PowerPoint (Direct .pptx download) and VI-SPDAT 2.0 Training PDF - Slides used in the training, with presenter comments included.
   • Draft BoS CoC Opening Script for the VI-SPDAT 2.0 - Can be added to, but opening script/introduction language needs to be consistent across the region.
   • VI-SPDAT 2.0 Score Conversion Chart - A way of equalizing the F-VI-SPDAT score (22) with the remaining VI-SPDAT scores (17). See Appendix K on page 68 of the Statewide P&P's.
   • VI-SPDAT 2.0 Training 2-Pager: A 2-page breakdown of important VI-SPDAT training content for reference.
2. The CO BoS CoC Coordinated Entry Policies & Procedures document contains various support document templates for Coordinated Entry Implementation. 

Part 3.2: VI-SPDAT Scoring Training (Recorded 3/17/18)

Summer Garcia, CAHPS Coordinator with Weld County United Way and the Northern Colorado CoC dives further in to the scoring process for the VI-SPDAT 2.0.

1. VI-SPDAT 2.0 Scoring Training - 39 Minutes 34 Seconds long

By-Name List Management Materials

The following materials are provided to assist communities with their By-Name List Management. With the implementation of the Clarity Human Services HMIS Database Solution across Colorado (No Go-Live Date is set as of 9/26/18), communities who utilize HMIS will be able to use that database to manage their By-Name list (Known as Community Queue in the Clarity Database). In the meantime, we hope these help:

1. By-Name List Template - The By-Name-List template developed by Northern Colorado and adapted for the entire Balance of State. Please remember this template should have the same privacy provisions you utilize for HMIS.
2. Supporting Documents

   • By-Name List Special Ops Learning and Recommendations for Practice Version 1.0 - From Community Solutions

   • Managing The By-Name List in Your Community Outline

     • Detailed Information - Managing the By-Name List in Your Community

The Balance of State Governing Board approved the “CES for Youth & Young Adults: Policy and Process for Youth Focused Partners” in February of 2020, to be implemented once partners are appropriately trained on the process. Until that time, regions should continue to follow local guidance as well as guidance from Appendix B: Youth in CES

Training Video for Youth in CES Process (pending).

The below “packet” of documents contain the policy and process for CES for Youth & Young Adults, in order.

• 10. Youth & YA CES Policy and Process for Youth Focused Partners.docx (Microsoft Word Document Download Link)
• 10.a Step 1 - CO Adapted TAY-Triage Risk Assessment, Intro & Scoring.pdf (PDF Link)
• 10.b Step 2 - Diversion & Prevention Interview.docx (Microsoft Word Document Download Link)
• 10.c Step 3 - Community Services Linkage and or Homelessness Intervention (Microsoft Word Document Download Link)

VI-SPDAT V1 and V2 for Transition Aged Youth (Ages 18 to 24) - See the above drop-down menu "VI-SPDAT Training and Documents" for further information.