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Housing Through the Coordinated Access System

The Coordinated Access System (CAS) helps streamline how providers connect people experiencing or at risk of homelessness to housing resources across Sacramento County.

CAS does not control housing availability but works with participating housing programs to prioritize referrals based on need. This approach helps ensure limited housing resources are directed to those with the most significant vulnerabilities.

As a service provider, your role in this system is critical; from conducting assessments to helping clients navigate next steps, you are part of a coordinated effort to connect people to stable housing and a better future.

Access

The Coordinated Access System (CAS) simplifies the housing referral process by helping providers make consistent and coordinated connections to available housing resources. It ensures that limited housing opportunities are prioritized for those with the greatest needs.

Sacramento Steps Forward (SSF) does not provide housing referrals. SSF facilitates CAS by coordinating with housing providers to fill openings. Referrals are made through the system and not directly between SSF and clients, supporting a fair and transparent process across the community.

Assessment

The following are the tools we recommend for individual housing assessments:

The Housing Conversation Tool (HCT) is the primary CAS Housing referral tool for individuals who are literally homeless or at risk of homelessness.

The HCT streamlines the assessment process by collecting all necessary information in one place to help connect clients to appropriate housing and support services through Sacramento’s Coordinated Access System (CAS). By gathering information on client vulnerability and social, health, and mental health needs, the HCT helps determine housing prioritization. Assessment results remain valid for 15 months, and clients can be reassessed if significant changes occur in their household situation.

The HCT, which became operational in October 2024, is the official CoC-approved replacement for the VI-SPDAT.

For more guidance, we encourage you to review the Sacramento Housing Conversation Tool Best Practice Guide and the Housing Conversation Tool HMIS Job Aid.

The Individualized Service Plan (ISP) is created in collaboration with the client to meet their housing goals, address identified barriers, outline steps, and establish a timeline. It is a living document, updated as their situation changes. It may include connections to healthcare, basic needs, and other social support.

The Case Conferencing Tool establishes a centralized place for vital information crucial in facilitating potential housing placements. It facilitates tracking of a client’s journey across different service providers and helps SSF monitor verified Document Ready Status.

Prioritization

Prioritization helps ensure that housing resources are allocated efficiently by identifying and addressing the most urgent needs first. It ensures fairness, maximizes impact, and enables decision-makers to focus on the vulnerable cases.

Prioritization for openings in housing programs within the CAS is determined by an individual’s position on the Housing Conversation Tool Priority List and their readiness with required documentation.

Only clients who are on the Housing Conversation Priority List and are document-ready are considered for housing openings.

Document Readiness

There are two tiers of Document Readiness:

Permanent Supportive Housing (PSH) is intended for clients with chronic conditions and a documented disability. All programs recognize and accept this documentation level.

To be considered document-ready, clients must have:

  • Housing Conversation Tool
  • Valid ID
  • Social Security Card
  • Homeless Certification
  • 12 Months of continuous homelessness or 4 instances of homelessness within the previous 3 years that equate to 12 months or more of verifiable homelessness
  • Disability Certification Part 1: SSI award uploaded stating the client is getting SSI due to being a disabled individual
  • Disability Certification Part 2: filled out completely and must have the license number.
  • If minors are in the household, birth certificates and social security cards are uploaded to the minor’s HMIS profile.

Permanent Housing (PH) applies to clients who are literally homeless or at risk of homelessness. Only some programs recognize and accept this level of documentation.

To be considered document-ready, clients must have:

  • Housing Conversation Tool
  • Valid ID
  • Social Security Card
  • Homeless Certification
  • If minors are in the household
  • Birth certificates and social security cards are uploaded to the minor’s HMIS profile

Referral

A referral to a CAS Housing program is a connection to housing resources. The direct service provider and the client are expected to work directly with the available housing program for housing placement.

SSF notified of openings

SSF identifies eligible clients from the HCT priority list

SSF informs client's provider of housing opportunity

Provider discusses with client and responds to SSF

Referral to housing program

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