Rubric

Not Currently at Threshold

• The geographic area of outreach coverage is not mapped or otherwise documented.

Initial Quality Data Threshold

• There is a documented map and/or process which describes where and how outreach teams are deployed throughout the geographic coverage area.
• The documented map/process is regularly assessed by the community’s outreach teams for gaps in geographic coverage.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place, including an outreach map, to regularly evaluate and assess the geographic coverage of the community’s outreach teams.
• The documented policies, maps, and evaluation processes have been approved by the community’s outreach teams and are easily accessible to the broader homeless service system.

Not Currently at Threshold

• There is not a coordinated outreach process within the community.

Initial Quality Data Threshold

• The community is able to clearly articulate when and how outreach teams coordinate their efforts to maximize geographic coverage, reduce service duplication, and foster cross-team collaboration. 
• Teams are strategically deployed during times when they are most likely to connect with single adults experiencing unsheltered homelessness.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that demonstrate a coordinated approach to their outreach efforts by highlighting when and how outreach teams collaborate both formally and informally.

Not Currently at Threshold

• There is no written outreach policy.

Initial Quality Data Threshold

• There is a written policy that defines and describes how the community continually reassesses outreach strategy with evidence of an ability to pivot when needed.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that have been co-developed with outreach teams to define how outreach teams operate and collaborate within the homeless response system.

Not Currently at Threshold

• Less than 90% of the unsheltered population is included on the by-name dataset.

Initial Quality Data Threshold

• The community’s outreach system and teams have demonstrated their ability to meet criteria for questions 1a, 1b, and 1c (i.e., they are able to respond “Yes”) and can connect at least 90% of the unsheltered population to the by-name dataset.

Advanced Quality Data Threshold

• The community is able to demonstrate that 90% of the unsheltered population is accounted for in their by-name dataset.

Not Currently at Threshold

• Less than 90% of providers are reporting data into the by-name dataset.

Initial Quality Data Threshold

• The community is able to document all providers that are primarily serving homeless populations within the community and demonstrate who is and is not contributing data. The community is able to ensure that at least 90% of all homeless service providers are entering data or referring individuals to the by-name dataset.

Advanced Quality Data Threshold

• The community has a documented process to verify provider participation and can demonstrate with confidence (based on the HIC and/or supplement documentation) that they are accounting for 90% or more of CoC/non-CoC providers.

Not Currently at Threshold

• Less than 90% of single adults experiencing homelessness are being reported into the by-name dataset.

Initial Quality Data Threshold

• The providers identified in 2A as contributing to the by-name dataset serve 90-100% of single adults experiencing homelessness.

Advanced Quality Data Threshold

• The community has a documented process in place to continually evaluate provider participation to verify that 90-100% of any single adult identified as experiencing literal homelessness is included in the by-name dataset.

Not Currently at Threshold

• The community is not able to collect data on single adults experiencing unsheltered homelessness.

Initial Quality Data Threshold

• The community is able to clearly articulate that they are able to collect data on all unsheltered single adults living in a place not meant for human habitation.

Advanced Quality Data Threshold

• The community has documented and demonstrated their ability to collect data on all unsheltered single adults living in a place not meant for human habitation.

Not Currently at Threshold

• The community is not able to collect data on single adults in emergency shelters and safe haven.

Initial Quality Data Threshold

• The community has identified all providers within the system that are providing emergency shelter services to single adults experiencing homelessness.

Advanced Quality Data Threshold

• The community has documented and demonstrated their ability to collect all emergency shelter program information as denoted on their most recent HIC and/or supplement documentation.

Not Currently at Threshold

• The community is not able to collect data on single adults in transitional housing.

Initial Quality Data Threshold

• The community has identified all providers within the system that are providing transitional housing services to single adults experiencing homelessness.

Advanced Quality Data Threshold

• The community has documented and demonstrated their ability to collect all transitional housing program information as denoted on their most recent HIC and/or supplement documentation.

Not Currently at Threshold

• Single adults fleeing domestic violence are not included in the by-name dataset.

Initial Quality Data Threshold

• The community is able to articulate how they coordinate with VSP providers within the homeless response system to ensure that those fleeing domestic violence are included on the by-name dataset.

Advanced Quality Data Threshold

• The community has a documented agreement and understanding that they have a process for safely including single adults fleeing from domestic violence on the by-name dataset.

Not Currently at Threshold

• There is no inactive policy, or the policy does not specify an inactivity duration and processes for attempting to contact single adults experiencing homelessness before changing their status from active to inactive.

Initial Quality Data Threshold

• The community has a written policy in place that specifies the number of days needed to reach the inactive threshold; indicates the provider responsible and the number, method, and frequency for attempting to contact, locate, and update the status of an individual; and applies to single adults identified as experiencing literal homelessness.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place for specifying inactivity duration and processes for attempting to contact single adults before changing their status from active to inactive that are applied to single adults regardless of program enrollment.

Not Currently at Threshold

• There is no inactive policy, or the policy does not describe the process to move a single adult to inactive prior to reaching the number of days in the inactive threshold.

Initial Quality Data Threshold

• The written policy includes protocols that allow for changing a single adult’s status to inactive prior to reaching the number of days in the inactive threshold if there is evidence that they are no longer experiencing literal homelessness in the community (e.g., moved out of the area, reunited with family or friends on a temporary basis, etc.), or the individual is deceased.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that describe the process for moving a single adult to inactive prior to reaching the number of days in the inactive threshold.

Not Currently at Threshold

• There is no inactive policy, or it does not account for single adults who are entering an institution.

Initial Quality Data Threshold

• The community’s written policy includes protocols to ensure that an individual who enters an institution from active homelessness remains active if they are expected to remain in the institution for 90 days or fewer (i.e., an individual remains active if stay is 90 days or shorter, and moves to inactive if stay is over 90 days).

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that state how communities track single adults who enter an institution (e.g., jail, hospital, recovery center. etc.).

Not Currently at Threshold

• There is not a method to track single adults who have not been assessed or consented to services.

Initial Quality Data Threshold

• The community has an established method to include single adults in the by-name dataset if they have not consented to services, have not completed the local assessment, or have not signed a release of information.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that describe the process of how the system is tracking and minimizing duplication of single adults who are experiencing literal homelessness but do not consent to services or an assessment in the by-name dataset.

Not Currently at Threshold

• There is not a written policy for keeping the by-name dataset updated and accurate.

Initial Quality Data Threshold

• The community has a written policy (or policies) that includes documentation of clear roles and responsibilities for data entry and monitoring; clear expectations for timeliness and frequency of data updates; and demonstrates that they are continuously monitoring data quality to ensure the accuracy of the by-name dataset.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that describe how the by-name dataset is generated and used, including what data sources are utilized, what data is pulled, how often, and why, and how the quality of the by-name dataset is continuously monitored to ensure accuracy and timeliness.

Not Currently at Threshold

• The by-name dataset does not track active, inactive, and housed statuses as of the last day of the reporting month.

Initial Quality Data Threshold

• The community has an established method to track and report on a person’s status as of the last day of the reporting month including who is actively experiencing homelessness (i.e., single adults experiencing homelessness), inactive, or housed.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that define the method of tracking statuses. These practices are consistent; avoid overwriting data fields; capture a date each time a single adult’s status changes (i.e., the data someone moves from active to inactive, active to housed, housed to active, inactive to active); and indicate current status.

Not Currently at Threshold

• The by-name dataset does not include a unique identifier, or the unique identifier is not unique to one person.

Initial Quality Data Threshold

• The community has an established method to assign unique identifiers (names alone are insufficient) to single adults in the by-name dataset and ensure that each unique identifier in the by-name dataset corresponds to one unique person.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that define how unique identifiers are generated and utilized for the by-name dataset.
• If a community combines data from multiple lists and/or databases, the community has a process in place for automating or streamlining the duplicate cleaning process to minimize duplication across datasets. 

Not Currently at Threshold

• The by-name dataset does not track newly identified single adults on a monthly basis.

Initial Quality Data Threshold

• The community has an established method to track single adults who are newly identified as experiencing homelessness each month, including those who newly meet the population criteria of single adults.
• The by-name dataset includes the date a single adult was first identified as experiencing homelessness for the current episode of homelessness.

Advanced Quality Data Threshold

• There is a community-wide documented process and methodology to track single adults newly identified as experiencing homelessness that includes: 1) a community agreed upon look-back period to define who is considered new vs. a return, and 2) determines who is newly identified for each population (i.e., has no episodes of homelessness recorded within the look-back period under a specific population).

Not Currently at Threshold

• The by-name dataset does not track single adults returning to active status.

Initial Quality Data Threshold

• The community has an established method to track returns to active status during the month in the by-name dataset and is able to identify and determine what exit type each person is returning from (i.e., retains the most recent exit type).
• The community can identify each person returning to active status each month and report the aggregate number returning in the month for any single adult identified as experiencing literal homelessness.

Advanced Quality Data Threshold

• There is a community-wide documented process and methodology to track single adults returning to active status that includes: 1) a community agreed upon look-back period to define who is considered new vs. a return, 2) determines who is returning to active status for each population (i.e., has an episode of homelessness recorded within the look-back period under a specific population, and 3) defines the type of return (from housed or from inactive) for each returning single adult.

Not Currently at Threshold

• The by-name dataset does not track single adults who move into permanent housing.

Initial Quality Data Threshold

• The community has an established method to track when a single adult exits the system to permanent housing and can report who exited to permanent housing each month.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that includes methods of tracking exits to permanent housing to ensure consistency within the community (i.e., if using exit destinations, there is a crosswalk for which exits are considered permanent housing); consistency with federal consensus of what is considered “permanent housing”; and reflects when a single adult is actually housed (i.e., move-in, not date lease signed or entry into a housing program).

Not Currently at Threshold

• The by-name dataset does not track single adults who become inactive.

Initial Quality Data Threshold

• The community has an established method that is consistent with their inactive policy to track when a single adult exits the system to inactive and can report who moved to inactive each month.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that includes methods of tracking exits to inactive to ensure there is consistency within the community (i.e., if using exit destinations, there is a crosswalk for which exits are considered moved to inactive); inclusion of the date moved to inactive; and accessibility to staff responsible for data entry.

Not Currently at Threshold

• The by-name dataset does not track single adults who no longer meet the population criteria of single adult.

Initial Quality Data Threshold

• The community has an established method to track changes in the household type of single adults within the by-name dataset.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that include the process for identifying individuals who are removed from the single adult by-name dataset due to changes in household type.

Not Currently at Threshold

• The by-name dataset does not track the following statuses: veteran, chronic, youth, family with minor children.

Initial Quality Data Threshold

• The community has an established method to track population and subpopulation status, has a shared definition of each population and subpopulation, and uses consistent data field(s) to identify single adults counted in each category.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that describe how each population and subpopulation are defined and what data field or combination of data fields are used to identify persons counted in each category.

Not Currently at Threshold

• The by-name dataset does not track multiple subpopulation statuses.

Initial Quality Data Threshold

• The community has an established method to track multiple subpopulation statuses.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that define each population and subpopulation, specifying the data fields or combinations of fields used to identify individuals in each category. Additionally, the community has an established method to track multiple subpopulation statuses.

Not Currently at Threshold

• The by-name dataset does not track historical changes in activity status.

Initial Quality Data Threshold

• The community has an established method to track single adults’ status of active, inactive, and housed historically and over time that: assigns a distinct date of ID for each episode of homelessness/return back to active on the list (i.e., if an individual returns to the active list after being previously housed and/or moved to inactive or housed, they have a new date of identification indicating when they returned to active); retains the most recent list status.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that allow the community to track a single adult’s history in the by-name dataset through tracking historical list status changes (i.e., when they previously became inactive, first time active on the list, previous housing move-ins).

Not Currently at Threshold

• The by-name dataset does not track single adults who become chronically homeless after they have been added to the by-name data set (i.e., after their date of identification).

Initial Quality Data Threshold

• The community has an established method to track single adults who become chronically homeless within the reporting month (i.e., count as newly identified in the chronic subpopulation after their date of identification).

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that describe how data is used to track when any single adult already identified as experiencing homelessness becomes chronically homeless within the reporting month.

Not Currently at Threshold

• The by-name dataset does not track whether a single adult no longer meets the criteria for subpopulation statuses.

Initial Quality Data Threshold

• The community has an established method to track persons previously identified as veterans who no longer fit that criteria and/or persons previously identified as chronically homeless who no longer fit that criteria.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that describe how those previously identified as veterans no longer meet that criteria and/or single adults previously identified as chronically homeless no longer meet that criteria.

Not Currently at Threshold

• The by-name dataset does not have a way to report demographic characteristics of single adults. The community has not identified key demographic characteristics impacting disproportionality in system outcomes.

Initial Quality Data Threshold

• The community has identified key demographic characteristics to collect data on. The community has data fields in their by-name dataset that collect these key demographic characteristics on all single adults identified as experiencing literal homelessness.
• The community demonstrates that they have the ability to extract demographic data points from their dataset to use for analysis purposes.

Advanced Quality Data Threshold

• The community is disaggregating system outcome data using key demographic characteristics and employing this information to evaluate disparities within system outcomes across different demographic groups.

Not Currently at Threshold

• The community does not have a policy and process that ensures demographic data is collected in a way that respects the self-identification of single adults.

Initial Quality Data Threshold

• The community’s data collection policy includes language to ensure that data collection processes respect the self-identification of clients.
• The policy aligns with relevant data standards (e.g., HMIS data standards) and includes end-user training resources that reinforce the practice of client-self-identification during data collection.
• The community provides clear guidance for clients to self-select demographic fields during data collection.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place to ensure that data collection processes support accurate and culturally responsive self-identification of demographic data.
• The community periodically reviews data collection practices to improve accuracy and responsiveness to the identities and experiences of people accessing services.

Not Currently at Threshold

• The geographic coverage of outreach for unaccompanied youth and young adults is not mapped or otherwise documented.

Initial Quality Data Threshold

• There is a documented map and process which describes  where and how outreach teams are deployed throughout the geographic coverage area.
• The documented map/process is regularly assessed by the community’s outreach teams for gaps in geographic coverage.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that include specific protocols for unsheltered unaccompanied young people, including an outreach map, to regularly evaluate and assess the geographic coverage of the community’s outreach teams.
• The documented policies, maps, and evaluation processes have been informed by unaccompanied young people with lived experience, approved by the community’s outreach teams, and are easily accessible to the broader homeless service system.

Not Currently at Threshold

• There is not a coordinated unaccompanied youth and young adult outreach process within the community.

Initial Quality Data Threshold

• The community is able to clearly articulate when and how outreach teams coordinate their efforts to maximize geographic coverage, reduce service duplication, and foster cross-team collaboration.
• Teams are strategically deployed during times when they are most likely to connect with unaccompanied youth and young adults experiencing unsheltered homelessness.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that have been informed by youth and/or young adults with lived expertise and demonstrate a coordinated approach to their outreach efforts by highlighting when and how outreach teams collaborate both formally and informally to engage with the unsheltered unaccompanied youth and young adult population.

Not Currently at Threshold

• There is no written outreach policy.

Initial Quality Data Threshold

• There is a written policy that defines and describes how the community continually reassesses outreach schedules with evidence of an ability to pivot when needed.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that have been informed by youth and/or young adults with lived experience and co-developed with outreach teams to define how outreach teams operate and collaborate within the homeless response system.

Not Currently at Threshold

• Less than 90% of the unsheltered unaccompanied youth and young adult population is included on the by-name dataset.

Initial Quality Data Threshold

• The community’s outreach system and teams have demonstrated their ability to meet criteria for questions 1a, 1b, and 1c (i.e., they are able to respond “Yes”) and can connect at least 90% of the unsheltered unaccompanied youth and young adult population to the by-name dataset.

Advanced Quality Data Threshold

• The community is able to demonstrate that 90% of the unsheltered unaccompanied youth and young adult population is accounted for in their by-name dataset.

Not Currently At Threshold

Youth and/or young adults with lived expertise of homelessness are not involved in outreach activities.

Initial Quality Data Threshold

The community is able to clearly articulate how youth and/or young adults with lived expertise of homelessness are involved in conducting community outreach and/or informing community’s outreach strategies.

Advanced Quality Data Threshold

There are community-wide documented policies and procedures in place that demonstrate how youth and/or young adults with lived expertise of homelessness are involved in conducting the community outreach or informing your outreach strategies and locations.

Not Currently at Threshold

• There are no formal or informal agreements with the child welfare system.

Initial Quality Data Threshold

• The community is able to clearly articulate the formal or informal agreements and processes in place for coordinating with their child welfare system to ensure that unaccompanied youth and young adults identified within the child welfare system as experiencing literal homelessness are included in the by-name dataset.

Advanced Quality Data Threshold

• The community has a documented agreement and process in place for coordinating with their child welfare system to ensure that any unaccompanied young people identified within the child welfare system as experiencing literal homelessness in the by-name dataset.

Not Currently at Threshold

• There are no formal or informal agreements with local school districts.

Initial Quality Data Threshold

• The community is able to clearly articulate the formal or informal agreements and processes in place for coordinating with their local school districts to ensure unaccompanied youth and young adults identified within the local school districts as experiencing literal homelessness are included in the by-name dataset.

Advanced Quality Data Threshold

• The community has a documented agreement and process in place for coordinating with their local school districts to ensure that unaccompanied youth and young adults identified within the local school districts as experiencing literal homelessness are included in the by-name dataset.

Not Currently at Threshold

There are no formal or informal agreements with the juvenile justice system.

Initial Quality Data Threshold

The community is able to clearly articulate the formal or informal agreements and processes in place for coordinating with their juvenile justice system to ensure unaccompanied youth and young adults identified within the juvenile justice system as experiencing literal homelessness are included in the by-name dataset.

Advanced Quality Data Threshold

The community has a documented agreement and process  in place for coordinating with their juvenile justice system to ensure that unaccompanied youth and young adults identified within the juvenile justice system as experiencing literal homelessness are included in the by-name dataset.

Not Currently at Threshold

• Less than 90% of federally or publicly funded youth providers are reporting data into the by-name dataset.

Initial Quality Data Threshold

• The community is able to document all federally or publicly funded providers that are primarily serving unaccompanied homeless youth populations within the community and demonstrate who is and is not contributing data.  The community is able to ensure that at least 90% of all federally or publicly funded homeless service providers are entering data or referring unaccompanied homeless youth to the by-name dataset.

Advanced Quality Data Threshold

• The community has a documented process to verify provider participation and can demonstrate with confidence (based on the HIC and/or supplement documentation )that they are accounting for 90% or more of federally or publicly funded providers serving unaccompanied homeless youth.

Not Currently at Threshold

• Less than 90% of non-federally or non-publicly funded youth providers are reporting data into the by-name dataset.

Initial Quality Data Threshold

• The community is able to document all non-federally or non-publicly funded providers that are primarily serving unaccompanied homeless youth populations within the community and demonstrate who is and is not contributing data.  The community is able to ensure that at least 90% of all non-federally or non-publicly funded homeless service providers are entering data or referring unaccompanied homeless youth to the by-name dataset.

Advanced Quality Data Threshold

• The community has a documented process to verify provider participation and can demonstrate with confidence (based on the HIC and/or supplement documentation) that they are accounting for 90% or more of non-federally or non-publicly funded providers serving unaccompanied homeless youth.

Not Currently at Threshold

• Less than 90% of unaccompanied young people experiencing homelessness are being reported into the by-name dataset.

Initial Quality Data Threshold

• The providers identified in 3A and 3B as contributing to the BND serve 90-100% of unaccompanied young people experiencing homelessness.

Advanced Quality Data Threshold

• The community has a documented process in place to continually evaluate provider participation to verify that 90-100% of unaccompanied homeless youth and young adults identified as literally homeless are included in the by-name dataset.

Not Currently at Threshold

• The community is not able to collect data on unaccompanied young people  experiencing unsheltered homelessness.

Initial Quality Data Threshold

• The community is able to clearly articulate a process for collecting data on all unaccompanied young people experiencing homelessness living in a place not meant for human habitation and has a process for including those youth in the by-name data set.

Advanced Quality Data Threshold

• The community has documented and demonstrated their ability to collect data on all unaccompanied young people experiencing homelessness living in a place not meant for human habitation.

Not Currently at Threshold

• The community is not able to collect data on unaccompanied young people experiencing homelessness  in shelter, transitional housing or other time-limited settings.

Initial Quality Data Threshold

• The community has identified all providers within the system that are providing shelter, transitional housing or other time-limited settings services to unaccompanied young people experiencing homelessness and has a process for including those youth in the by-name data set.

Advanced Quality Data Threshold

• The community has documented and demonstrated their ability  to collect all shelter, transitional housing or other time-limited settings program information as denoted on their most recent HIC and/or supplement documentation.

Not Currently at Threshold

• Unaccompanied young people fleeing domestic violence are not included in the by-name dataset.

Initial Quality Data Threshold

• The community is able to articulate how they coordinate with VSP providers within the homeless response system to ensure that unaccompanied young people fleeing domestic violence are included on the by-name dataset and has a process for including those youth in the by-name data set.

Advanced Quality Data Threshold

• The community has a documented agreement and understanding that they have a process for safely including unaccompanied young people fleeing from domestic violence in the by-name dataset.

Not Currently at Threshold

• Unaccompanied young people exiting the foster system without stable housing are not included in the by-name dataset.

Initial Quality Data Threshold

• The community is able to articulate  how they coordinate with local foster care providers to ensure that young people exiting the foster care system without stable housing are added to the by-name dataset.

Advanced Quality Data Threshold

• The community has a documented agreement and understanding that they have a process for including all young people exiting the foster care system without stable housing in the by-name dataset.

Not Currently at Threshold

• There is no inactive policy, or the policy does not specify an inactivity duration and processes for attempting to contact unaccompanied young people experiencing homelessness before changing their status from active to inactive.

Initial Quality Data Threshold

• The community has a written policy in place that specifies the number of days needed to reach the inactive threshold; indicates the provider responsible and the number, method and frequency for attempting to contact, locate and update the status of a youth; and applies to any unaccompanied young person experiencing homelessness.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place for specifying inactivity duration and processes for attempting to contact inactive youth that are applied to young people experiencing homelessness  regardless of program enrollment.

Not Currently at Threshold

There is no inactive policy, or the policy does not describe the process to move an unaccompanied young person to inactive prior to reaching the number of days in the inactive threshold.

Initial Quality Data Threshold

The written policy includes protocols that allow for changing an unaccompanied young person’s status to inactive prior to reaching the number of days in the inactive threshold if there is evidence that the individual is no longer considered actively homeless in the community (e.g. moved out of the area, reunited with family or friends on a temporary basis, etc), or the unaccompanied young person is deceased.

Advanced Quality Data Threshold

There are community-wide documented policies and procedures in place that describe the process for moving an unaccompanied young person to inactive prior to reaching the number of days in the inactive threshold.

Not Currently at Threshold

There is no inactive policy or it does not account for unaccompanied young people experiencing homelessness who are entering an institution.

Initial Quality Data Threshold

The community’s written policy includes protocols to ensure that an unaccompanied young person experiencing homelessness that enters an institution from active homelessness remains active if they are expected to remain in the institution for fewer than 90 days (i.e. an individual remains active if stay is shorter than 90 days, and moves to inactive if stay is 90 or more days).

Advanced Quality Data Threshold

There are community-wide documented policies and procedures in place that state how communities track young people who enter an institution (e.g. jail, hospital, recovery center etc).

Not Currently at Threshold

• There is not a method to track unaccompanied young people experiencing homelessness who have not been assessed or consented to services.

Initial Quality Data Threshold

• The community has an established method to include unaccompanied young people experiencing homelessness  in the by-name dataset if they have not consented to services, have not completed the local assessment, or have not signed a release of information.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that describe the process of how the system is tracking and minimizing duplication of unaccompanied young people who are experiencing literal homelessness but do not consent to services or an assessment in the by-name dataset.

Not Currently at Threshold

• There is not a written policy for keeping the by-name dataset updated and accurate.

Initial Quality Data Threshold

• The community has a written policy (or policies) that includes documentation of clear roles and responsibilities for data entry and monitoring; clear expectations for timeliness and frequency of data updates; and demonstrates that they are continuously monitoring data quality to ensure the accuracy of the by-name dataset.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that describe how the by-name data set is generated and used, including what data sources are utilized, what data is pulled, how often, and why, and how the quality of the by-name dataset is continuously monitored to ensure accuracy and timeliness.

Not Currently at Threshold

• The by-name dataset does not track active, inactive, and housed statuses as of the last day of the reporting month.

Initial Quality Data Threshold

• The community has an established method to track and report on an unaccompanied young person’s status as of the last day of the reporting month including who is actively experiencing homelessness; inactive; or housed.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that define the method of tracking statuses. These practices are consistent; avoid overwriting data fields; capture a date each time an unaccompanied young person’s status changes (i.e. the date someone moves from active to inactive, active to housed, housed to active, inactive to active); and Indicate current status.

Not Currently at Threshold

• The by-name dataset does not include a unique identifier, or the unique identifier is not unique to one person.

Initial Quality Data Threshold

• The community has an established method to assign unique identifiers (names alone are insufficient) to unaccompanied young people experiencing homelessness in the by-name  dataset and ensure that each unique identifier in the by-name dataset corresponds to one unique person.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that define how unique identifiers are generated and utilized for the by-name dataset. 
• If a community combines data from multiple lists and/or databases, the community has a process in place  for automating or streamlining the duplicate cleaning process to minimize duplication across data sets. 

Not Currently at Threshold

• The by-name dataset does not track newly identified unaccompanied young people experiencing homelessness on a monthly basis.

Initial Quality Data Threshold

• The community has an established method to track all unaccompanied young people experiencing homelessness who are newly identified as experiencing homelessness each month, including those who newly meet the population criteria of unaccompanied youth. 
• The by-name dataset includes the date an unaccompanied young person was first identified as experiencing homelessness for the current episode of homelessness.

Advanced Quality Data Threshold

• There are community-wide documented process and methodology to track unaccompanied young people  newly identified as experiencing homelessness that includes: 1) a community agreed upon look-back period to define who is considered new vs. a return, and 2) determines who is newly identified for each population (i.e. has no episodes of homelessness recorded within the look-back period under a specific population).

Not Currently at Threshold

• The by-name dataset does not track unaccompanied young people returning to active status.

Initial Quality Data Threshold

• The community has an established method to track returns to active homelessness during the month in the by-name dataset and is able to identify and determine what exit type each unaccompanied young people experiencing homelessness is returning from (i.e. retains the most recent exit type).
• The community can identify each person returning to active status each month and report the aggregate number returning in the month for any unaccompanied young person identified as experiencing literal homelessness.

Advanced Quality Data Threshold

• There is a  community-wide documented process and methodology to track unaccompanied young people  returning to active status that includes: 1) a community agreed upon look-back period to define who is considered new vs. a return, 2) determines who is returning to active status for each population (i.e. has an episode of homelessness recorded within the look-back period under a specific population, and 3) defines the type of return (from housed or from inactive) for each returning unaccompanied young person experiencing homelessness.

Not Currently at Threshold

• The by-name dataset does not track unaccompanied young people experiencing homelessness  who move into permanent housing.

Initial Quality Data Threshold

• The community has an established method to track when an unaccompanied young person   exits the system to permanent housing and can report who exited to permanent housing each month.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that includes methods of tracking exits to permanent housing to ensure consistency within the community (i.e. if using exit destinations, there is a crosswalk for which exits are considered permanent housing); consistency with federal consensus of what is considered “permanent housing”; and reflects when an unaccompanied young person experiencing homelessness is actually housed (i.e., move in, not date lease signed or entry into a housing program).

Not Currently at Threshold

• The by-name dataset does not track unaccompanied young people experiencing homelessness who become inactive.

Initial Quality Data Threshold

• The community has an established method that is consistent with their inactive policy to track when an unaccompanied young person experiencing homelessness exits the system to inactive and can report who moved to inactive each month.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that includes methods of tracking exits to inactive to ensure there is consistency within the community (i.e. if using exit destinations, there is a crosswalk for which exits are considered moved to inactive); inclusion of the date moved to inactive; and accessibility to staff responsible for data entry.

Not Currently at Threshold

• The geographic coverage of family outreach is not mapped or otherwise documented.

Initial Quality Data Threshold

• There is a documented map and process which describes  how outreach teams are deployed throughout the geographic coverage area.
• The documented map/process is regularly assessed by the community’s outreach teams for gaps in geographic coverage.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place, including an outreach map, to regularly evaluate and assess the geographic coverage of the community’s outreach teams.
• The documented policies, maps, and evaluation processes have been approved by the community’s outreach teams and are easily accessible to the broader homeless service system.

Not Currently at Threshold

• There is not a coordinated families outreach process within the community.

Initial Quality Data Threshold

• The community is able to clearly articulate when and how outreach teams coordinate their efforts to maximize geographic coverage, reduce service duplication, and foster cross-team collaboration.
• Teams are strategically deployed during times when they are most likely to connect with families experiencing unsheltered homelessness.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that demonstrate a coordinated approach to their outreach efforts by highlighting when and how outreach teams collaborate both formally and informally to engage with unsheltered families.

Not Currently at Threshold

• There is no written outreach policy.

Initial Quality Data Threshold

• There is a written policy that defines and describes how the community continually reassesses outreach schedules with evidence of an ability to pivot when needed.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that have been co-developed with outreach teams to define how outreach teams operate and collaborate within the homeless response system.

Not Currently at Threshold

• Less than 90% of the unsheltered families population is included on the by-name dataset.

Initial Quality Data Threshold

• The community’s outreach system and teams have demonstrated their ability to meet criteria for questions 1a, 1b, and 1c (i.e., they are able to respond “Yes”) and can connect at least 90% of the unsheltered family population to the by-name dataset.

Advanced Quality Data Threshold

• The community is able to demonstrate that 90% of the unsheltered families population is accounted for in their by-name dataset.

Not Currently At Threshold

Families with lived experience of homelessness are not involved in outreach activities.

Initial Quality Data Threshold

The community is able to clearly articulate how families with lived experience of homelessness are involved in conducting community outreach and/or informing community’s outreach strategies.

Advanced Quality Data Threshold

There are community-wide documented policies and procedures in place that demonstrate how families with lived experience of homelessness are involved in conducting community outreach and/or informing your outreach strategies and locations.

Not Currently at Threshold

• There are no formal or informal agreements with the victim services provider system.

Initial Quality Data Threshold

• The community is able to clearly articulate the formal or informal agreements and processes in place for coordinating with their victim services provider system.

Advanced Quality Data Threshold

• The community has documented formal or informal agreements and processes in place for coordinating with their victim services provider system.

Not Currently At Threshold

There are no formal or informal agreements with local child welfare systems.

Initial Quality Data Threshold

The community is able to clearly articulate the formal or informal agreements and processes in place for coordinating with their local child welfare systems to ensure families experiencing homelessness are included in the by-name dataset.

Advanced Quality Data Threshold

The community has a documented agreement and process in place for coordinating with their local child welfare systems to include families experiencing homelessness in their by-name dataset.

Not Currently at Threshold

• There are no formal or informal agreements with the local school districts.

Initial Quality Data Threshold

• The community is able to clearly articulate the formal or informal agreements and processes in place for coordinating with their local school districts to ensure families experiencing homelessness are included in the by-name dataset.

Advanced Quality Data Threshold

• The community has a documented agreement and process in place for coordinating with their local school districts to include families experiencing homelessness in their by-name dataset.

Not Currently At Threshold

There are no formal or informal agreements with the local Veterans Administration Medical Center.

Initial Quality Data Threshold

The community is able to clearly articulate the formal or informal agreements and processes in place for coordinating with their local Veterans Administration Medical Center to ensure families experiencing homelessness are included in the by-name dataset.

Advanced Quality Data Threshold

The community has a documented agreement and process  in place for coordinating with their local Veterans Administration Medical Center to include families experiencing homelessness in their by-name dataset.

Not Currently at Threshold

• Less than 90% of federally or publicly funded families providers are reporting data into the by-name dataset.

Initial Quality Data Threshold

• The community is able to document all federally or publicly funded providers that are primarily serving families experiencing homelessness within the community and demonstrate who is and is not contributing data.  The community is able to ensure that at least 90% of all federally or publicly funded homeless service providers are entering data or referring families experiencing homelessness to the by-name dataset.

Advanced Quality Data Threshold

• The community has a documented process to verify provider participation and can demonstrate with confidence (based on the HIC and/or supplement documentation) that they are accounting for 90% or more of federally or publicly funded providers serving families experiencing homelessness.

Not Currently at Threshold

• Less than 90% of non-federally or non-publicly funded families providers are reporting data into the by-name dataset.

Initial Quality Data Threshold

• The community has identified all providers within the system that are providing emergency shelter services to single adults experiencing homelessness.The community is able to document all non-federally or non-publicly funded providers that are primarily serving families experiencing homelessness within the community and demonstrate who is and is not contributing data.  The community is able to ensure that at least 90% of all federally or publicly funded homeless service providers are entering data or referring families experiencing homelessness to the by-name dataset.

Advanced Quality Data Threshold

• The community has a documented process to verify provider participation and can demonstrate with confidence (based on the HIC and/or supplement documentation) that they are accounting for 90% or more of non-federally or non-publicly funded providers serving families experiencing homelessness.

Not Currently at Threshold

• Less than 90% of homeless family households are being reported into the by-name dataset. 

Initial Quality Data Threshold

• The providers identified in 3A and 3B as contributing to the BNL serve 90-100% of family households experiencing literal homelessness.

Advanced Quality Data Threshold

• The community has a documented process in place to continually evaluate provider participation to verify that 90-100% of family households identified as literally homeless are included in the by-name dataset.

Not Currently at Threshold

• The community is not able to collect data on families experiencing unsheltered homelessness.

Initial Quality Data Threshold

• The community is able to clearly articulate that they are able to collect data on all unsheltered family households living in a place not meant for human habitation.

Advanced Quality Data Threshold

• The community has documented and demonstrated their ability  to collect data on all families experiencing homelessness living in a place not meant for human habitation.

Not Currently at Threshold

• The community is not able to collect data on families experiencing homelessness in shelter, transitional housing or other time-limited settings.

Initial Quality Data Threshold

• The community is able to clearly articulate that they are able to collect and include data on their by-name dataset on all sheltered family households experiencing literal homelessness staying in shelter, transitional housing or other time-limited settings.

Advanced Quality Data Threshold

• The community has documented and demonstrated their ability  to collect all shelter, transitional housing or other time-limited settings program information as denoted on their most recent HIC and/or supplement documentation.

Not Currently at Threshold

• Families fleeing domestic violence are not included in the by-name dataset.

Initial Quality Data Threshold

• The community is able to articulate  how they coordinate with VSP providers within the homeless response system to ensure that those fleeing domestic violence are included on the by-name dataset.

Advanced Quality Data Threshold

• The community has a documented  agreement and understanding that they have a process for safely including those fleeing from domestic violence on the by-name dataset.

Not Currently at Threshold

• There is no inactive policy, or the policy does not specify an inactivity duration and processes for attempting to contact families experiencing homelessness before changing their status from active to inactive.

Initial Quality Data Threshold

• The community has a written policy in place that specifies the number of days needed to reach the inactive threshold; indicates the provider + responsible and the number, method and frequency for attempting to contact, locate and update the status of a family; and applies to any family experiencing homelessness.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place for specifying inactivity duration and processes for attempting to contact inactive families  that are applied to all families experiencing homelessness  regardless of program enrollment.

Not Currently At Threshold

There is no inactive policy, or the policy does not describe the process to move a family to inactive prior to reaching the number of days in the inactive threshold.

Initial Quality Data Threshold

The written policy includes protocols that allow for changing a family’s status to inactive prior to reaching the number of days in the inactive threshold if there is evidence that the family is no longer considered actively homeless in the community (e.g. moved out of the area, reunited with family or friends on a temporary basis, etc), or the family composition has changed due to a member of the household becoming deceased.

Advanced Quality Data Threshold

There are community-wide documented policies and procedures in place that describe the process for moving a family to inactive prior to reaching the number of days in the inactive threshold.

Not Currently At Threshold

There is no inactive policy or it does not account for homeless families who are entering an institution.

Initial Quality Data Threshold

The community’s written policy includes protocols to ensure that  homeless families that enters an institution from active homelessness remains active if they are expected to remain in the institution for fewer than 90 days (i.e. an individual remains active if stay is shorter than 90 days, and moves to inactive if stay is 90 or more days).

Advanced Quality Data Threshold

There are community-wide documented policies and procedures in place that state how communities track people who enter an institution (e.g. jail, hospital, recovery center, etc.).

Not Currently at Threshold

• There is not a method to track families experiencing homelessness who have not been assessed or consented to services.

Initial Quality Data Threshold

• The community has an established method to include families experiencing homelessness in the by-name dataset if they have not consented to services, have not completed the local assessment, or have not signed a release of information.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that describe the process of how the system is tracking and minimizing duplication of families who are literally homeless but do not consent to services or an assessment in the by-name dataset.

Not Currently at Threshold

• There is not a written policy for keeping the by-name dataset updated and accurate.

Initial Quality Data Threshold

• The community has a written policy (or policies) that includes documentation of clear roles and responsibilities for data entry and monitoring; clear expectations for timeliness and frequency of data updates; and demonstrates that they are continuously monitoring data quality to ensure the accuracy of the by-name dataset.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that describe how the by-name data set is generated and used, including what data sources are utilized, what data is pulled, how often, and why, and how the quality of the by-name dataset is continuously monitored to ensure accuracy and timeliness.

Not Currently at Threshold

• The by-name dataset does not track active, inactive, and housed statuses as of the last day of the reporting month.

Initial Quality Data Threshold

• The community has an established method to track and report on families experiencing homelessness’ status as of the last day of the reporting month including who is actively experiencing homelessness; inactive; or housed.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that define the method of tracking statuses. These practices are consistent; avoid overwriting data fields; capture a date each time families experiencing homelessness’ status changes (i.e. the data someone moves from active to inactive, active to housed, housed to active, inactive to active); and Indicate current status.

Not Currently at Threshold

• The by-name dataset does not include a unique identifier for each person and household, or the unique identifier is not unique to one person or household.

Initial Quality Data Threshold

• The community has an established method to assign unique identifiers (names alone are insufficient) to family households experiencing homelessness in the by-name dataset and ensure that each unique identifier in the by-name dataset corresponds to one unique person.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that define how unique identifiers are generated and utilized for the by-name dataset. 
• If a community combines data from multiple lists and/or databases, the community has a process in place  for automating or streamlining the duplicate cleaning process to minimize duplication across data sets. 

Not Currently at Threshold

• The by-name dataset does not track newly identified families experiencing homelessness on a monthly basis.

Initial Quality Data Threshold

• The community has an established method to track all families experiencing homelessness who are newly identified as experiencing homelessness each month, including those who newly meet the population criteria of families experiencing homelessness.
• The by-name dataset includes the date a homeless family was first identified as experiencing homelessness for the current episode of homelessness.

Advanced Quality Data Threshold

• There are community-wide documented process and methodology to track families experiencing homelessness newly identified as experiencing homelessness that includes: 1) a community agreed upon look-back period to define who is considered new vs. a return, and 2) determines who is newly identified for each population (i.e. has no episodes of homelessness recorded within the look-back period under a specific population).

Not Currently at Threshold

• The by-name dataset does not track families experiencing homelessness returning to active status.

Initial Quality Data Threshold

• The community has an established method to track returns to active homelessness during the month in the by-name dataset and is able to identify and determine what exit type each homeless family is returning from (i.e. retains the most recent exit type).
• The community can identify each person returning to active status each month and report the aggregate number returning in the month for any families identified as experiencing literal homelessness.

Advanced Quality Data Threshold

• There is a community-wide documented process and methodology to track families experiencing homelessness returning to active status that includes: 1) a community agreed upon look-back period to define who is considered new vs. a return, 2) determines who is returning to active status for each population (i.e., has an episode of homelessness recorded within the look-back period under a specific population, and 3) defines the type of return (from housed or from inactive) for each returning homeless family.

Not Currently at Threshold

• The by-name dataset does not track families experiencing homelessness who move into permanent housing.

Initial Quality Data Threshold

• The community has an established method to track when families experiencing homelessness exit the system to permanent housing and can report who exited to permanent housing each month.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that includes methods of tracking exits to permanent housing to ensure consistency within the community (i.e. if using exit destinations, there is a crosswalk for which exits are considered permanent housing); consistency with federal consensus of what is considered “permanent housing”; and reflects when a homeless family is actually housed (i.e., move in, not date lease signed or entry into a housing program).

Not Currently at Threshold

• The by-name dataset does not track families experiencing homelessness who become inactive.

Initial Quality Data Threshold

• The community has an established method that is consistent with their inactive policy to track when a homeless family exits the system to inactive and can report who moved to inactive each month.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that includes methods of tracking exits to inactive to ensure there is consistency within the community (i.e. if using exit destinations, there is a crosswalk for which exits are considered moved to inactive); inclusion of the date moved to inactive; and accessibility to staff responsible for data entry.

Not Currently at Threshold

• The by-name dataset does not track families experiencing homelessness who no longer meet the population criteria of a homeless family.

Initial Quality Data Threshold

• The community has an established method to track changes in the household type of families experiencing homelessness within the by-name dataset.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that include the process for identifying families experiencing homelessness who are removed from the families by-name dataset due to changes in household type.

Not Currently at Threshold

• The by-name dataset does not track multiple subpopulation-based statuses.

Initial Quality Data Threshold

• The community has an established method to track multiple subpopulation statuses.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that define each population and subpopulation, specifying the data fields or combinations of fields used to identify individuals in each category.Additionally, the community has an established method to track multiple subpopulation statuses.

Not Currently at Threshold

• The by-name dataset does not track historical changes in activity status.

Initial Quality Data Threshold

• The community has an established method to track a families’ status of active, inactive, and housed historically and over time that: assigns a distinct date of ID for each episode of homelessness/ return back to active on the list. (i.e. if a family returns to the active list after being previously housed and/or moved to inactive or housed, they have a new date of identification indicating when they returned to active); retains the most recent list status.

Advanced Quality Data Threshold

• There are community-wide documented policies and procedures in place that allow the community to track a family’s history in the by name data set through tracking historical list status changes (i.e. when they previously became inactive, first time active on the list, previous housing move ins) for any families identified as literally homeless.