Point in Time Count Instructions

Contents:
Overview	Point in time count of homeless persons overview.
Step 1	Identify a continuum count coordinator.
Step 2	Identify a contact for each emergency shelter, transitional housing, permanent supportive housing, feeding program, and foodbank provider.
Step 3	Distribute forms to each provider.
Step 4	Forms are completed by homeless persons and/or staff at each facility on January 25.
Step 5	Forms are entered into the web-based database.

Overview

As part of our the Washington State Homelessness Housing and Assistance Act, and the federal McKinney-related obligation to the HUD, homeless service providers are required to conduct a count of homeless persons on Thursday, January 25, 2006. 

These instructions are provided for counties using the state forms, database, and technical assistance we are offering to assist with the point in time count. Counties can opt to use their own system/forms to conduct their homeless count, as long as the count is in compliance with the state count guidelines.

Step 1 - Identify a continuum count coordinator

Each county needs to identify a coordinator who will work with CTED and local homeless service providers to conduct the one-time count.

The coordinator will organize the count for the county, including distributing survey forms to homeless service providers in their continuum, and arranging for the completed forms to be typed into the web-based database.

Once you have identified a coordinator, send the contact's phone, email, and street address to CTED at teddk@cted.wa.gov.

Step 2 - Identify contact for each homeless service provider

The continuum coordinator will identify a person from each homeless service provider in their continuum who will be responsible for organizing the completion of the survey forms for every person they serve.

Providers that are required to participate are: emergency shelters, transitional housing programs, permanent supportive housing programs, feeding programs, and foodbanks.

Step 3A - Distribute forms to each homeless service provider

The coordinator will distribute the count survey forms to providers, or provide them with an electronic copy of the form that can be printed and copied on-site ( http://housing-information.net/count-info/count-form.pdf )

Step 3B - Organize effort to count homeless persons not served by a homeless service providers

Efforts should be made to survey homeless persons who do not interact regularly with homeless service providers (see "Method and Locations of Persons to be Surveyed" below).

Step 4 - Forms are completed by homeless persons and/or staff at each facility on January 26

One point in time count form should be completed for each homeless household on January 26, 2006. Forms can be completed by homeless persons and/or staff.  Incomplete forms are OK, but ideally the entire form will be completed.  See instructions on the backside of the form for details.

If it is not possible to fill out forms on January 26, a homeless provider can alternately choose any 24 hour period during the week January 22 to 28.  Because the database recognizes duplicate clients, different organizations collecting information on different days in the same community will not result in a duplicated count.

Step 5 - Forms are entered into the web-based database

The count coordinator will identify people in their community to type form data into the database. Each form takes less than a minute to type in.  The person entering the forms into the database will need access to a PC with an internet connection.  

Forms should be collected in batches by organization, so they can grouped in the database by facility. For example, "Salvation Army Men's Shelter" forms should be clipped together an labeled "Salvation Army Men's Shelter."  The person(s) entering the forms into the database will enter the Salvation Army Men's Shelter forms into a specific online account labeled "Salvation Army Men's Shelter."  This will allow the production of reports that break-out the people served by facility.  CTED will work with the count coordinator to setup these accounts.

What if we have questions/need more help?

If you need help don't hesitate to contact Tedd Kelleher at (360) 725-2930 or teddk@cted.wa.gov
Beyond what we know, we can arrange peer-mentoring with others to help you address problems specific to your type of community and geography.

Who must be counted

All persons living in emergency shelters (1-90 day stay limit)
All persons living in transitional housing (91 day to 2 years stay limit)
All persons living outside, in a car, in abandoned buildings etc.
Anyone who self identifies as homeless should be considerd homeless, unless there is compelling evidence indicating otherwise.

Counting of persons living with family or friends, or "couch surfing"

You are not required to count persons living with family or friends, although counting people in these situations provides important information on homelessness.

Methods and Locations of Persons to be Surveyed

Homeless population	Location of Survey Administration	People responsible for administering survey forms
Persons in emergency/transitional housing	Emergency/transitional housing facilities	Paid and volunteer staff of emergency/transitional housing programs
Persons double-up with family and friends, "couch surfing"	Food banks, feeding programs, non-housing programs that serve homeless persons	Food bank or feeding program staff/volunteers, program staff.
Homeless youth	Schools, shopping malls, alternative schools	School district homeless liasions, volunteers, teachers
Persons living outside - going to them	Identify sites that homeless persons congregate prior to count by: - Asking homeless persons in shelter or at feeding programs where encampments are - Asking people in encampments if they know where other encampments are - Asking police officers/fire department personnel - Asking city/state/federal park department employees	Under no circumstances should count surveyors risk collecting count information in ways that pose a significant safety risk. Only people with appropriate experience and/or relationships should attemp to survey homeless persons in remote or other potentially dangerous locations. Examples of people who may be able to count homeless persons outside: - Existing homeless outreach workers - Food Bank volunteers who already know homeless persons and are comfortable seeking them out - Formally homeless persons - Park Service employees - Fire fighters - Sheriff/Police - Homeless persons with work obligations as part of their shetler program Assign people to cover each identified site prior to the day of the count. Providing socks, flashlights, food, and other useful items can help smooth the information collection process in outdoor locations.
Persons living outside - bringing them to a central point(s)	Provide free food and beverages, preferably in an outdoor location(s) to help with the paranoia some feel by being asked to go inside. Advertise with flyers posted outside, including telephone poles, feeding programs, near dumpsters behind stores, etc.	Homeless program staff/volunteers, count volunteers, homeless persons with work obligations.
All homeless - provided services	Feeding programs, food banks	Food bank or feeding program staff/volunteers
All homeless - coming and going	Libraries, grocery stores, bus stations, convience stores.	Volunteers on 2-3 hour shifts, including homeless persons with work obligations.  Must be trained on not being too agressive, not blocking entrances and not making assumptions.