The Coordinated Entry System
- The Coordinated Entry System (CES)
- CES Meetings
- CES Assessment
- CES Training
- CES Policy & Procedure Manual
- CES Documents & References
What is the Coordinated Entry System?
The Coordinated Entry System (CES) is a collaborative community response to anyone experiencing homelessness. It provides streamlined and equitable access to housing interventions for people experiencing homelessness in Memphis/Shelby County.
Regardless of where someone first seeks services, access is based on vulnerability, eligibility, and choice. The Memphis/Shelby County Coordinated Entry System has been developed to achieve this goal and to align with the U.S. Department of Housing and Urban Development (HUD) requirements. HUD guidelines address key components of Coordinated Entry, including how people access the system, the standardized assessment tools used, and how people are prioritized for different types of housing interventions.
The Coordinated Entry (CES) System uses a Housing First approach and has four process components: access, problem solving, prioritization, and referral. CES is a fully integrated crisis response system that prioritizes housing and supportive services for the most vulnerable people first, so nobody is left without necessary help.
Coordinated Entry is a systematic response to anyone experiencing homelessness within Memphis and Shelby County. Our Coordinated Entry System was created to identify, assist, house, and prevent homelessness in a swift and efficient manner.
Housing First
This approach is guided by the belief that people need basic necessities like food and a place to live before attending to anything less critical, such as getting a job, budgeting properly, or attending to substance use issues. Additionally, Housing First is based on the understanding that client choice is valuable in housing selection and supportive service participation, and that exercising that choice is likely to make a client more successful in remaining housed and improving their life.
Housing First does not require people experiencing homelessness to address the all of their problems including behavioral health problems, or to graduate through a series of services programs before they can access housing. Housing First does not mandate participation in services either before obtaining housing or in order to retain housing.
Housing First is premised on the following principles:
- Homelessness is first and foremost a housing crisis and can be addressed through the provision of safe and affordable housing.
- All people experiencing homelessness, regardless of their housing history and duration of homelessness, can achieve housing stability in permanent housing. Some may need very little support for a brief period of time, while others may need more intensive and long-term supports.
- Everyone is “housing ready.” Sobriety, compliance in treatment, or even criminal histories are not necessary to succeed in housing. Rather, homelessness programs and housing providers must be “consumer ready.”
- Many people experience improvements in quality of life, in the areas of health, mental health, substance use, and employment, as a result of achieving housing. People experiencing homelessness have the right to self-determination and should be treated with dignity and respect.
- The exact configuration of housing and services depends upon the needs and preferences of the population.
Coordinated Entry System Meetings
By-Name List Meeting(s)
By-Name List Meetings are vital to the Coordinated Entry System (CES), focusing on reviewing participants and addressing their unique needs prior to move-in. These meetings ensure each population—youth (18-24, including pregnant and parenting youth), veterans, families, individuals, and survivors of domestic violence—receives tailored support and resources through HUD-funded programs.
Service providers who can speak to participants’ circumstances and needs are encouraged to attend. Their insights help provide updates, advocate for clients, and inform CES facilitators’ decisions during the prioritization and matching process, ensuring effective housing placements and support.
Who Should Attend By-Name List meetings?
Anyone who can speak to person(s) in CES who are NOT YET matched to housing.
Housing Case Manager Staffing
Housing Case Manager Staffing Meetings are designed to support CoC housing case managers working with clients matched to their programs. These meetings serve as a resource for housing providers, offering case conferencing and technical assistance to address client needs from matchmaking through post-move-in support.
All client matches are reviewed and discussed, with a focus on identifying barriers, resolving challenges, and sustaining housing within the CoC program. By providing guidance and support, these meetings help case managers pursue housing stability for CES participants and ensure effective program outcomes.
Who Should Attend Housing Case Manager Staffing(s)?
Anyone who is engaged or can speak to person(s) in CES who ARE matched to permanent housing.
NOTE: By-Name list meetings and Housing Case Manager Staffing(s) are client specific meetings and require all meeting participants to be Coordinated Entry System trained and sign a CES Confidentiality agreement signed.
Outreach Committee Meeting
The Outreach Committee serves as the CoC’s designated committee for the Coordinated Entry System (CES). These meetings are open to all CES contributors and are dedicated to fostering collaboration between service providers, housing providers and outreach workers. The committee focuses on case conferencing, resource sharing, and advocating for the resources and services necessary to support individuals experiencing homelessness.
Who Should Attend Outreach Committee meetings?
Anyone who is engaged with the Coordinated Entry System in any capacity.
Housing Huddle
This provider-level meeting focuses on program needs rather than client-specific matters. It brings together partnered housing providers to discuss various aspects of affordable housing, including areas of need, best practices, new opportunities, challenges, and collaborative solutions. The meeting fosters open communication, shares valuable insights, and strengthens partnerships to enhance collective efforts in providing affordable housing.
Who Should Attend Housing Huddle meetings?
Formal and informal partnered housing providers serving the unhoused population.
Property Partners & Housing Support Social
Held on a less-than-quarterly basis, is designed to facilitate networking and collaboration between our partnered providers, landlords, and property owners. It offers a structured environment where providers can engage with landlords and property owners through a Q&A session, addressing shared challenges and opportunities. Additionally, the event features special guest speakers with expertise in affordable housing, providing valuable insights that benefit both service providers and property owners. Ultimately, this gathering strengthens relationships and fosters a more effective partnership to improve housing solutions and outcomes.
Who Should Attend Property Partners & Housing Support Socials?
Landlords, property owners and housing providers who serve the unhoused population.
CES Assessments & Processes
When to do the 2nd Phase Assessment
***ONLY YHDP Navigators complete the MVA for youth***
When completing the CES Questionnaire, you immediately do the 2nd phase assessment if they:
can meet their Activities for Daily Living (ADLs)
AND
Are a Veteran
Are pregnant
Single parent with 3+ dependents under 6 years old
Have dependent(s) who have a documented disability
They are fleeing DV/IPV/Trafficking
If the participant answers NO to the Daily Activities question on the CES Questionnaire, no matter their circumstances, they do not receive a MVA.
If they answer YES to the Daily Activities question and is a veteran, pregnant, family with 3 or more dependents, families who have 2 or more dependents under the age of 10 or any of the dependents have disabilities.
All CES Questionnaire and MVA clients will be reviewed at routine CES meetings.
Memphis/SHelby County Cooridnated Entry System Policy & Procedure Manual
CES Policy & Procedure Manual Index
1. Introduction & Overview
1.3 CES Contributor Roles & Responsibilities
2. CES Meetings
3. CES Guiding Principles
3.9 Release of Information (ROI)
4. Databases for CES
4.1 Homelessness Management Information System (HMIS)
4.5 Non-CDB users Identifying Special Populations person(s)
5. CES Trainings
5.1 New CES Contributor Training
6. CES Core Components
6.5 Client CES Eligibility Documentation
6.7 CoC Housing Types & Components
7. CoC Housing Providers in CES
7.1 Notifications of Vacancies
7.2 Client Choice in Match Making
7.3 Client Population Change Following Match Making
7.4 Declining or Canceling Matches
7.8 CoC Housing Program Termination
APPENDIX
A. HMIS Release of Information (ROI)
B. HUD Homelessness Definitions
C. CES Contributor Confidentiality Agreement
D. CoC Housing Program Internal CES Transfer Form
E. Verification of Disability (VOD) form
F. Verification of Homelessness (VOH) Program/Facility
G. Verification of Homelessness (VOH) Third Party Unsheltered
H. Verification of Homelessness (VOH) Self-Certification
I. CoC Housing Program Termination Form
CES Forms
Decision Tree: Who should be entered into the Coordinated Entry System?
Decision Tree: Determining if the MVA should be administered following the CES Enrollment
CES Checklist: Entering Persons 24 & Older into CES
CES Checklist: Encountering Homeless Youth Checklist
CES Questionnaire (1st Phase of Assessment)
Memphis Vulnerability Assessment (MVA)
Verification of Forms
Verification of Homelessness Third Party Shelter/Facility
Verification of Homelessness Third Party Unsheltered
Verification of Homelessness Self Certification
HUDs Guidance: Chronic Homelessness Status (required for PSH)
VOH: Letter from Emergency Shelter Template
VOH: Letter from Agency/Service Provider Template
CES Housing Provider Forms
CoC Housing Program Internal CES Transfer Form
CoC Housing Program Termination Form