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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.

      1. CT BOS CoC Homelessness Verification Form (2021.1.11)
      2. Disabling Condition CT BOS CoC Form
      3. Sample Letters Documenting Dedicated Plus (2021.1.11)

CT BOS Grants Management Database – Zengine

Beginning October 2020, CT BOS will no longer collect documents via email.  Rather documents will be 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 will be 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.

Project Monitoring

Selection Criteria 2021

CT BOS Project Monitoring

HUD requires CoCs to monitor funded programs, and the CT BOS offers on-site 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, a review of participant and applicant charts, a review of financial records, and an exit interview.  

      1. See #2. DMHAS and CoC Project Monitoring Tool and Guide 2021 below under heading:  DMHAS CoC Rental Assistance Documents
      2. HUD Community Planning and Development Monitoring Handbook
      3. Overview Monitoring Process
      4. CT BOS Monitoring Links to Helpful Resources
      5. Participant Chart – Monitoring Preparation Guidance
      6. Instructions for Submitting Monitoring Documents via Zengine
      7. Drop Box Instructions
      8. General Health and Safety Checklist
      9. Sample Language Access (LEP) Policy
      10. Sample Personnel Activity Log
      11. VAWA Lease Addendum
      12. VAWA Domestic Violence Inident Certification Form
      13. VAWA Notice of Occupancy Rights

CT PATH Project Monitoring

      1. PATH Monitoring Guide
      2. Overview DMHAS PATH Monitoring Process 2021
      3. Consumer Survey PATH – English
      4. Consumer Survey PATH – Spanish
      5. Documentation Requirements
      6. How to Run Active Client List
      7. Sample PATH Assessment Service Plan
      8. Outreach Plan Template
      9. Outreach Plan SAMPLE
      10. Low Cost Medical Resources for Pets
      11. Outreach Placement Tracking Tool
      12. 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
    • 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.  For a complete listing, click the button below labeled DMHAS CoC Rental Assistance Documents.

  1. DMHAS CoC RA Operations Guide 2019
  2. CoC Monitoring Tool & Guide 2021
  3. Annual Recertification Notice
  4. Approval Letter Rental Assistance
  5. Brief Participant Needs Assessment
  6. CAN Referral and Acceptance Documentation
  7. CoC change in income sample payment letter
  8. CoC Rental Assistance Housing Certificate
  9. Contract Amendment
  10. Contract HAP
  11. Copy of Change Order
  12. Disabling Condition CT BOS CoC Form
  13. DMHAS HIPAA RVS
  14. Federal Privacy Act Notice
  15. Homelessness Verification Form
  16. HUD Inspection 52580-A
  17. Lead Paint Booklet English
  18. Lead Paint Booklet Spanish
  19. Lease CoC Rental Assistance Program
  20. Lessor Lead Paint Disclosure
  21. HMIS ROI Updated: 11-8-18
  22. HMIS Spanish ROI Updated: 11-8-18
  23. Income Calculation Worksheet 9.22.20
  24. New Admission Form
  25. No Income Verification
  26. Occupancy Continuation Form
  27. Owners Assurances
  28. Owners Authorization To Sign
  29. Partnership Agreement Form Letter
  30. Processing Checklist
  31. Rental Assistance List of Advocates
  32. Recertification Payment Letter
  33. Rent Reasonableness Verification
  34. Request For Lease Approval
  35. Required Documents Checklist
  36. Termination from HEARTH Housing Form 9 24 12
  37. Termination of HEARTH Housing Form – Spanish
  38. Termination Letter with Formal OOC Hearing Request
  39. Termination Letter with Informal Hearing Request(2)
  40. VAWA Lease Addendum
  41. Vendor Profile Form
  42. Warning Letter Generic Sample

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

      1. HUD Flow Chart: What level of ER is needed for CoC projects?
      2. HUD Environmental Review Instructions
      3. HUD Environmental Review Forms
        1. Limited Scope Review – Subject to Section 58.5
        2. Categorically Excluded
      4. List of CT Community Development Officers
      5. Environmental Review Presentation 2-26-18
      6. Environmental Review Presentation Handouts
      7. Environmental Review FAQ
      8. Examples of Completed Environmental Review Forms
        1. CENST
        2. CEST without Contamination
        3. CEST with Contamination

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 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.

Educational Rights and Responsibilities

Additional Educational Resources Available at https://cceh.org/provider-resources/youth-resources/

Advocacy and Safety