Resources
General Resources
- Community Representative SC Application 2022-2023 – DOC
- Creating Accessible Electronic Information Materials-Simple Steps – PDF
- 2022 CT BOS Conflict of Interest Form – DOC
- Recipient vs. Subcontractor Guidance for CoC and ESG Programs – PDF
- Resources for Provider Questions – PDF
- Participant Chart Requirements by Project Type – PDF
- Planning Grant Budget Template for Contractors – XLS
- Housing and Restorative Justice – PDF (2021.09.08)
- Indirect Cost Rate Guidance – PDF (2021.04.12)
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.
- CT BOS CoC Homelessness Verification Form – DOC (2021.1.11)
- Disabling Condition CT BOS CoC Form – PDF
- Sample Letters Documenting Dedicated Plus – DOC (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.
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.
See #2. DMHAS and CoC Project Monitoring Tool and Guide 2022 below under heading: DMHAS CoC Rental Assistance Documents
- HUD Community Planning and Development Monitoring Handbook
- Overview Monitoring Process – PDF (2022.01.11)
- Selection Criteria 2022 – PDF (2022.01.17)
- CT BOS Monitoring Links to Helpful Resources – DOC
- Participant Chart Requirements by Project Type – PDF
- Instructions for Submitting Monitoring Documents via Zengine – DOC
- 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
- PATH Monitoring Guide – PDF (2021.12.13)
- CT Street Outreach Standards – PDF (2022.03.22)
- Overview DMHAS PATH Monitoring Process 2022 – PDF (2022.2.24)
- Consumer Survey PATH – English 2022 – DOC
- Consumer Survey PATH – Spanish 2022 – DOC
- Documentation Requirements – PDF
- Running Active Client List-Instructions – PDF (2022.02.01)
- PATH BNL Crosswalk Report – PDF (2021.01.11)
- Documenting SMI – Fillable PDF (2022.04.04)
- Sample PATH Assessment Service Plan – DOC
- Assessment and Service Plan Template – Fillable PDF (2022.04.04)
- Outreach Plan SAMPLE – PDF
- Outreach Plan Template – Fillable PDF (2022.04.04)
- Low Cost Medical Resources for Pets – DOC
- Outreach Placement Tracking Tool – XLS
- 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. For a complete listing, click the button below labeled DMHAS CoC Rental Assistance Documents.
- DMHAS CoC RA Operations Guide 2021.08.18 – PDF
- CoC Monitoring Tool Guide – PDF
- Annual Recertification Notice – DOC
- Approval Letter Rental Assistance – DOC
- Assessment – CT Supportive Housing – PDF
- Brief Participant Needs Assessment – DOC
- CAN Referral and Acceptance Documentation – DOC
- CoC change in income sample payment letter – DOC
- CoC Rental Assistance Housing Certificate – DOC
- Contract Amendment – DOC
- Contract HAP – DOC
- Copy of Change Order – XLS
- Disabling Condition CT BOS CoC Form – PDF
- DMHAS HIPAA RVS – PDF
- Federal Privacy Act Notice – DOC
- Homelessness Verification Form – DOC
- HUD Inspection 52580-A – PDF
- Lead Paint Booklet English – PDF
- Lead Paint Booklet Spanish – PDF
- Lease CoC Rental Assistance Program – DOC
- Lessor Lead Paint Disclosure – PDF
- HMIS ROI Updated: 11-8-18 – DOC
- HMIS Spanish ROI Updated: 11-8-18 – DOC
- Income Calculation Worksheet 9.22.20 – XLS
- New Admission Form – XLS
- No Income Verification – DOC
- Occupancy Continuation Form – DOC
- Owners Assurances – DOC
- Owners Authorization To Sign – DOC
- Partnership Agreement Form Letter – DOC
- Participant docs received sign off list – PDF
- PSH Spending Tool – XLS
- Rental Assistance List of Advocates – DOC
- Recertification Payment Letter – DOC
- Rent Reasonableness Verification – DOC
- Request For Lease Approval – DOC
- Required Documents Checklist – DOC
- 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
- VAWA Lease Addendum – DOC
- Vendor Profile Form – PDF
- 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.
- CTDOH Statewide RRH Operations Guide – PDF
- 0 – CT HMIS ROI – DOC
- 1 – CT RRH File Checklist – DOC (2022.05.16)
- 1A – Homeless Verification Form – DOC
- 1A – CT YHDP Homelessness Verification Form – DOC
- 2 – RRH program agreement form – REVISED – DOC
- 3 – Client Bill of Rights – DOC
- 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 – REVISED – DOC
- 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 Template – DOC (2022.05.16)
- 17A – Sample Financial Assistance Letter to RRH Participant – DOC
- 17B – Sample Financial Assistance Letter to Landlord – DOC
- 18 – W9 – PDF
- 19 – Rapid Rehousing Fund Request Checklist – DOC (2022.05.16)
- 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 – RRH Rent/Utility Calculation Tool – XLS
- 25B – CTBOS YHDP RRH Rental/Utility Calc Tool – REVISED – XLSr
- 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 – DOC
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 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
- CT BOS Educational Rights ESSA – Sample Policies – PDF
- Information for Parents – In English – PDF
- Information for Parents – En Español – PDF
- Information for School-Age Youth – In English – PDF
- Information for School-Aged Youth – En Español – PDF
Additional Educational Resources Available at https://cceh.org/provider-resources/youth-resources/