Entry/Exit Shelter

Entry/Exit emergency shelters, including motel vouchers, provide overnight accommodations with the assumption that guests will be staying every night during the enrollment period. This means that, unlike night-by-night shelters, Entry/Exit shelters do not need to track nightly attendance during a guest's time in the project.

Enrolling a household

First, search for the Head of Household's Clarity profile. If you do not find the client's name do a thorough search using all available personal information (for example partial name, DoB, SSN, etc). If you still cannot find the client please follow these links for additional information on Creating a New Client and managing households.
Next, select the appropriate Emergency Shelter project under the Program tab and Create a Program Enrollment for the client and any additional household members.
Date of Engagement - Use this field to document when an "interactive client relationship results in a deliberate client assessment or beginning of a case plan."
Funder and/or CoC specific guidance
1. DEHCR Homeless Case Management Services (HCMS) - There are additional HCMS specific questions to answer at the end of the program enrollment.
2. Milwaukee CoC - After completing the program enrollment, you are automatically directed to the Milwaukee City-County CoC Assessment.
3. Madison / Dane CoC - You will need to complete the mainstream checklist with shelter guests. Check with your agency to see if this checklist is completed in Clarity.
4. Madison / Dane CoC - Beginning July 2024 shelters will see additional questions associated with the Re-imagined CE data collection requirements. Follow this link for more information.

While enrolled

Follow your CoC's guidance for connecting guests with Coordinated Entry and other housing search supports.
Some agencies or funders require documentation using Notes and Services. Talk to your manager if you have questions about your project's expectations.
Use Status Assessment to document changes to a client's income and benefits at any time throughout the enrollment.
Update the Date of Engagement field on the enrollment screen when a previously non-engaged client agrees to collaborate on housing and related goals.
If the household composition changes, be sure to add a new member to the enrollment or exit someone who is departing.
For long term shelter stayers, Annual Assessments should be completed on the anniversary of the head of household's start date.

Program exits

When Exiting a household, pay particular attention to the Exit Destination field which is used for both project and system performance measures. Avoid using "other" when completing this field.
If the Head of Household exits, but other household members will remain in the project, a new head of household must be designated.
If it becomes known that the client is deceased, please indicate so on the profile screen. See Death and Deceased Documentation Guide.

Reporting, data clean up, and project analysis

ESG funded emergency shelters submit the ESG CAPER. This report can also be used for data clean up and project analysis. The grant reporting page has additional information including resources for reporting on SSSG and HCMS funded projects.
EHH Report for Data Quality - Includes a project level DQ score and key performance metrics useful for project, agency, and system level analysis
SSSG - State Shelter Subsidy Grant - additional information related to this funding source
The Households Connected to CE Housing Queue report is a Looker Data Analysis based report that can display which shelter clients are also connected to CE.
Additional guidance and resources for using reports for data clean up and project analysis can be found on this Project Oversight page.