Resources
General Resources
- Acronym Handout – PDF (2023.05.07)
- Creating Accessible Electronic Information Materials-Simple Steps – PDF
- Data System – Quick Reference – PDF (2023.10.09)
- Housing and Restorative Justice – PDF (2021.09.08)
- Income Determination & Rent Calculation FAQ – PDF (2023.06.01)
- Indirect Cost Rate Guidance – PDF (2021.04.12)
- Naloxone fact sheet for-CoC-ESG-YHDP-and-HOPWA-Grantees-2023-12-21
- Narcan Guidance from DMHAS
- New Grantees’ Guidance – PDF (2023.05.31)
- Recipient vs. Subcontractor Guidance for CoC and ESG Programs – PDF
- Resources for Provider Questions – PDF
- Participant Chart Requirements by Project Type -PDF (2024.02.01)
- Planning-Grant-Budget-Template-for-Contractors-CT-BOS – XLS
- Strategic Plan Status Update – DOC (2023.03.24)
CLIP Request for Qualified Contractors
Steering Committee Materials
- Community Representative SC Application 2024
- Chairs Responsibilities, CT BOS – PDF (2023.03.20)
- 2023-CT-BOS-Conflict-of-Interest-Form
- BOS SC Youth Community Rep Application 2023-24 – DOC
Eligibility Tools
The resources below are intended to help CT BOS funded providers to verify CoC program participant eligibility and ensure that participant charts contain adequate eligibility documentation. They have been customized for the CT BOS CoC and may not be entirely applicable to other CoCs. These resources are updated periodically, and the most recent versions are available below.
- Homelessness Verification Form (DedPlus) – DOC (2023.02.08)
- Homelessness Verification – Emergency Shelter & Street Outreach Sample Letters – DOC (2023.02.22)
- Disabling Condition Verification Form – DOC (2023.02.08)
- Sample Letters Documenting Dedicated Plus – DOC (2021.01.11)
- Self-Certification Overview – PDF (2023.04.20)
- Webinar Slides – PDF; Webinar Recording: Eligibility Verification
CT BOS Grants Management Database – Zengine
Since October 2020, CT BOS no longer collects documents via email. Rather documents are collected in a grants management database called Zengine. All CoC Grant Recipients must create a contact profile in Zengine which will enable them to be placed on the distribution list for important emails for CT BOS for items such as: webinars, trainings, new HUD updates, as well as information requests, important deadlines and reminders for all of these items. Creating a profile will also enable providers to submit documents to CT BOS. The database is used for Renewal Evaluations, Renewal Grant Submissions during the annual CoC competition, Monitoring, and more.
Click the button below for instructions and important information regarding how to sign up and submit documents in the database.
CT BOS Project Monitoring
HUD requires CoCs to monitor funded programs, and CT BOS offers remote and on-site (as available) monitoring to help grantees prepare for HUD monitoring visits, reduce the risk of funding being recaptured by HUD, and identify areas of need for technical assistance. Monitoring involves an entrance conference, a brief program tour (on-site only), a review of participant and applicant charts, a review of financial records, and an exit interview.
See #2. DMHAS and CoC Project Monitoring Tool and Guide 2023 below under heading: DMHAS CoC Rental Assistance Documents
- HUD Community Planning and Development Monitoring Handbook
- Overview of 2024 Monitoring Process – PDF (2023.10.10)
- Selection Criteria 2022 – PDF (2022.01.17)
- CT BOS Monitoring Links to Helpful Resources – DOC
- Participant Chart Requirements by Project Type – PDF (2022.11.28)
- Instructions for Submitting Monitoring Documents via Zengine – DOC (2023.10.10)
- Drop Box Instructions – DOC
- General Health and Safety Checklist – DOC
- Sample Language Access (LEP) Policy – DOC
- Sample Personnel Activity Log – XLS
- VAWA Lease Addendum – DOC
- VAWA Domestic Violence Incident Certification Form – DOC
- VAWA Notice of Occupancy Rights – DOC
CT PATH Resources & Project Monitoring
- 2023 PATH Abbreviated Monitoring Guide – PDF (2022.12.20)
- PATH Full Monitoring Guide – PDF (2021.12.13)
- CT Street Outreach Guidelines – PDF (2022.11.09)
- Overview DMHAS PATH Monitoring Process – PDF (2022.11.28)
- DMHAS PATH Monitoring Document Request Form – PDF (2022.11.28)
- Consumer Survey PATH – English 2022 – DOC
- Consumer Survey PATH – Spanish 2022 – DOC
- Assessment & Service Plan Template – DOC (2023.05.08)
- Documentation Requirements – PDF
- Documenting SMI – Fillable PDF (2022.04.04)
- Low Cost Medical Resources for Pets – DOC
- Running Active Client List-Instructions – PDF (2022.02.01)
- Outreach Placement Tracking Tool – XLS
- Outreach Plan Templates: Note that providers can use either Word or PDF version
- Outreach Plan Template – Word version – DOC (2022.09.01)
- Outreach Plan Template – fillable – PDF (2022.07.27)
- Outreach Plan SAMPLE – PDF
- Sample Safety Protocols – PDF (2022.01.17)
- Sample Safety Protocols – DOC (2022.01.17)
- Substance Use Resources – PDF (2023.06.27)
- Trainings page for links to DMHAS Outreach Training and PATH Webinar Materials
HUD Resources
- The HUD Exchange Website
- A range of valuable information and resources: guidance and tools on federal requirements, data and reports about funded programs
- Links to HUD data systems, and resources related to special populations.
- CoC Program Interim Rule
- Published in the Federal Register on July 31, 2012
- Establishes federal regulations for the Continuum of Care Program
- HUD CoC Grants Administration User Guide – PDF
- Reviews standards for administering CoC Program grants
- Specific focus on grant award and administration requirements
DMHAS CoC Rental Assistance Documents
The documents below have been provided by the CT Department of Mental Health and Addiction Services (DMHAS) and are required for use by all DMHAS CoC Rental Assistance projects.
- CT BOS Permanent Supportive Housing (PSH) Operations and Requirements Guide – PDF (2023.05.25)
- DMHAS and CoC Monitoring Tool and Guide – PDF (2023.10.10)
- COC RA Workbook Reference Guide – PDF (2024.02.01)
- CoC RA Workbook Training – Recording
- COC Rental Assistance Workbook TRA – XLSM (2024.02.01)
- COC Rental Assistance Workbook PRA-SRA – XLSM (2024.02.01)
- Super Change Order – XLSM (2024.02.01)
- Assessment – CT Supportive Housing – PDF
- Brief Participant Needs Assessment – DOC
- CAN Referral and Acceptance Documentation – DOC (2022.09.26)
- CoC Rental Assistance Housing Certificate – DOC
- Disabling Condition Verification Form – See above under Eligibility Tools for most recent version
- DMHAS HIPAA RVS – PDF
- DMHAS Project Spending Tool – XLS
- Federal Privacy Act Notice – DOC
- Homelessness Verification Form: See above under Eligibility Tools for most recent version
- HQS Inspection Form 52580A – PDF (2022.10.19)
- HMIS Release of Information – PDF (2022.05.25)
- HMIS Spanish ROI Updated: 11-8-18 – DOC
- Lead Paint Booklet English – PDF
- Lead Paint Booklet Spanish – PDF
- Lessor Lead Paint Disclosure – PDF
- No Income Verification – DOC
- Owners Assurances – DOC
- Owners Authorization To Sign – DOC
- Partnership Agreement Form Letter – DOC
- Participant Bill of Rights -Statewide – PDF (2024.01.24)
- Participant Documents Received Sign Off – PDF (2024.02.01)
- Rental Assistance List of Advocates – DOC
- Request For Lease Approval – DOC
- Required Documents Checklist – DOC (2024.02.01)
- Termination from HEARTH Housing Form 9 24 12 – DOC
- Termination of HEARTH Housing Form – Spanish – DOC
- Termination Letter with Formal OOC Hearing Request – DOC
- Termination Letter with Informal Hearing Request(2) – DOC
- Vendor Profile Form – PDF
- W-9 – PDF (2023.03.06)
- Warning Letter Generic Sample – DOC
DOH Rapid Rehousing Documents
The documents below have been provided by the CT Department of Housing (DOH) and are required for use by all DOH Rapid Rehousing projects except as noted. Some documents are provided as sample resources.
- CT DOH Statewide RRH Operations Guide -PDF – PDF (2023.05.04)
- 0 – CT HMIS Release of Information – PDF (2022.06.08)
- 1 – CT RRH File Checklist – DOC (2022.05.16)
- 1A – Homeless Verification Form – DOC
- 1A.1 – CT YHDP Homelessness Verification Form – DOC (2022.07.28)
- 2 – RRH program agreement form – REVISED – DOC
- 3 – Participant Bill of Rights – PDF (2023.03.23)
- 4 – Education Rights – ESSA (switched to providing poster)
- 5 – VAWA Domestic Violence Incident Certification Form (HUD-5380) – DOC
- 5A – VAWA Notice of Occupancy Rights (HUD-5380) – DOC
- 6 – Participant Docs Received – DOC (2023.03.23)
- 7 – Housing Stabilization Plan (sample) – DOC
- 7 – Housing Stabilization Plan (sample 2) – DOC
- 8 – Rent Reasonableness Checklist – RTF
- 9 – HQS Inspection Form – PDF
- 10 – RETIRED
- 11 – Lead Disclosure Form – DOC
- 11A – Protect Your Family from Lead in Your Home Booklet – PDF
- 12 – Failed Inspection Letter – DOC
- 13 – Utility Payment Permission – DOC (2022.05.16)
- 14 – Accepted Form of Income Verification – PDF
- 15 – Zero Income Affidavit – DOC
- 16 – RRH Rental Assistance Agreement – DOC
- 16A – VAWA Lease Addendum – DOC
- 17 – Payment Letter – DOC (2022.05.16)
- 17A – Sample Financial Assistance Letter to YHDP RRH Participant – DOC
- 17B – Sample Financial Assistance Letter to Landlord – DOC
- 18 – W9 – PDF
- 19 – Rapid Rehousing Fund Request Checklist – DOC (2023.03.22)
- 20 – Recertification Form – REVISED – DOC
- 21 – RRH Exception Form – REVISED – DOC
- 22 – Stop Payment Letter – DOC
- 23 – Sample Termination Letter – REVISED – DOC
- 23A – Termination from RRH – DOC
- 23B – Discharge Letter sample – DOC
- 24 – RRH – Grievance Policy and Procedure – DOC
- 25A – DOH RRH Rental Utility Calculator – XLS (2023.03.23)
- 25B – CTBOS YHDP RRH Rental Utility Calc Tool UPDATED – XLS (2022.05.19)
- Sample Staff Time Certification – DOC
- YHDP Age Verification, acceptable sources:
- U.S. Birth Certificate
- U.S. Passport
- Government-Issued Driver’s License
- Government-Issued Identification Card
- Naturalization Certificate
- Certificate of Armed Services Record (DD-214)
- Other Legal Document
- Self-Certification
Environmental Review
Environmental Review is the process of reviewing a project and its potential environmental impacts to determine whether it meets federal, state, and local environmental standards. Environmental review s is required for all HUD-assisted projects to ensure that the proposed project does not negatively impact the surrounding environment and that the property site itself will not have an adverse environmental or health effect on end users. Not every project is subject to a full environmental review (i.e., every project’s environmental impact must be examined, but the extent of this examination varies). The resources below can help CoC funded projects to determine the level of review required for their project and support compliance with the HUD requirements
- HUD Flow Chart: What level of ER is needed for CoC projects? – PDF
- HUD Environmental Review Instructions – PDF
- HUD Environmental Review Forms
- Limited Scope Review – Subject to Section 58.5 – PDF
- Categorically Excluded – PDF
- List of CT Community Development Officers – PDF
- Environmental Review Presentation 2-26-18 – PDF
- Environmental Review Presentation Handouts – PDF
- Environmental Review FAQ – PDF (2023.11.02)
Examples of Completed Environmental Review Forms
CT HMIS
Since 2004, communities across Connecticut have been entering data into the CT Homeless Management Information System (HMIS). This statewide database collects client demographic, service usage and length of stay information on over 27,000 unduplicated clients. CT HMIS provides invaluable information on people experiencing homelessness and about the effectiveness of current efforts to prevent and end homelessness in Connecticut. For more information please visit the CT HMIS website. If you need technical assistance or have a question about CT HMIS, please email the Helpdesk at help@nutmegit.com.
Advocacy and Safety
Additional information and resources on Domestic Violence, support for survivors, safety planning, court advocacy, counseling and support groups among other services, available at the CT Coalition Against Domestic Violence website.