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2025 Program Monitoring and Compliance Training Series

Welcome to the 2025 Program Monitoring and Compliance Training Series

This series will offer an overview of the annual monitoring process, key monitoring updates, and responsibilities of organizations and their staff. It will address commonly discussed subjects such as program matches, invoices, participant eligibility, housing requirements, and more.

Training Topics:

  • Housing Requirements
  • Rent Calculations
  • Income/Asset Verification


This training series is hosted by Sacramento Steps Forward (SSF) and the Technical Assistance Collaborative (TAC). More details to be released soon. Contact us at trainings@sacstepsforward.org with relevant questions.

Upcoming Program Monitoring and Compliance Trainings

Core Training

Training 1: Housing Requirements
July 8, 2025

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Training 2: Rent Calculations
July 29, 2025

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Training 3: Income/Asset Verification
August 19, 2025, 10:00 a.m. PDT

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CAS Office Hours

Every Monday from 2:30 - 3:30 p.m.
Email: CAS@sacstepsforward.org

Resources

NSPIRE Training Resources

NSPIRE recommends the following resources for additional training information and support.

CAS Assessor Frequently Asked Questions

CAS Assessor Essentials

What is a CAS Assessor?

CAS Assessors are HMIS users who have been trained in how to administer assessments on behalf of the Coordinated Access System.

How do I become a CAS Assessor?
To become a CAS Assessor, you must first complete your HMIS training and certification. Once completed, you can request CAS Assessor training.
What is the CAS Assessor certification, and do I have to do it?

All CAS Assessors must complete annual recertification requirements to remain a CAS Assessor. Current CAS Assessors have until the end of October 2024 to complete their recertification.

I was out on leave and missed the re-certification deadline. Can I still be a CAS Assessor?

If you’re a CAS Assessor who was out on leave or other extenuating circumstances, please contact CAS@sacstepsforward.org to request an extension.

CAS Assessments

I can’t find the assessments, where are they located now?
CAS assessments can be found under the Sacramento CoC Coordinated Access System (CAS) agency in HMIS. You will first need to complete the CAS: Households Experiencing Homelessness – CE program enrollment. Once completed, the assessments will appear under the program’s assessment tab.
If my client has a VI-SPDAT/Shelter Survey, do I need to reassess them with the new tools?

If your client was assessed with the VI-SPDAT, you will need to reassess them with the Housing Conversation Tool (HCT) before 1/20/25 to remain eligible for CAS-participating housing programs.

If your client was assessed with the shelter survey, you will need to reassess them with the Crisis Assessment within 90 days of their last shelter survey or 1/20/25, whichever is sooner, to remain eligible for CAS-participating shelter programs.

How frequently should I reassess my client?

The Crisis Assessment expires after 90 days. The HCT expires after 15 months.

You should reassess the client more frequently if they experience significant life events or changes.

What order should I conduct the CAS-specific assessments?
  1. Client profile and release of information
  2. Program enrollment (enroll all household members)
  3. Current Living Situation (required)
  4. Crisis Assessment (if client is interested in crisis resources – such as emergency shelter or PSAPs)
  5. Housing Conversation Tool (if client is interested in housing resources such as rapid rehousing or permanent supportive housing.)
  6. Individualized Service Plan (always completed after the HCT)
  7. Referral and Case Conferencing Tool (to update doc-readiness status)
If I only conduct the crisis assessment, do I still have to do the individualized service plan (ISP)?

No, the ISP should only be completed after the HCT.

When do I have to complete the ISP?

You must complete or update the ISP after conducting the HCT, every time. There are sample ISPs and further guidance in the Best Practice Guide.

If I work with a Victim Service Provider (VSP), what process do I follow?

VSPs should only be conducting HCTs with anonymous client profiles. VSPs do not need to complete the ISP afterward.

If I make a mistake or the client changes their answers, can I edit their responses to the assessment in HMIS?

No. You should never edit an assessment record (except for ISPs and Case Conferencing tools). HMIS has a built-in “cascade” feature that allows responses to auto-generate if completed within 60 days of each other. Meaning, if you make a mistake, save your assessment and complete a new assessment – your original responses will automatically populate, and you can fix your error before saving the new assessment.

Should a couple with no children complete separate Crisis Assessments?

Ultimately, it’s up to the couple. However, the clients should know that if they ever separate, they will need to complete individual assessments.

Where can I find a sample ISP?

Sample ISPs and much more can be found in our Best Practice Guide.

There are some redundant questions between the assessments, do I have to ask the client the same questions twice?

If the assessments are completed within 60 days of each other, you do not need to ask the questions a second time. However, if the client’s circumstances have changed significantly since the last time, you should ask all the questions again.

Client Prioritization

How do I know if my client is going to be prioritized for shelter? Or “How can I find out what spot my client is at on the waitlist.”

Due to limited shelter capacity, clients are prioritized for shelter resources based on vulnerability factors that make someone more likely to die or experience adverse health outcomes by remaining unsheltered. Each shelter maintains its own eligibility and, in some cases, prioritization factors. This means a client may have multiple spots on the waitlists, and those spots can and often do shift daily. HOWEVER, CAS has developed the extremely vulnerable household (EVH) policy to help CAS Assessors know who is likely to be prioritized for shelter.

A client is considered EVH if they score six or higher or 10 or higher for families on either assessment tool. This represents approximately the top 10% – most vulnerable clients in our community. EVH clients will be prioritized for same-day shelter placement and/or immediate support into available crisis resources. Similarly, EVH clients should be assisted with gathering all necessary documents to become “doc-ready” for CAS-participating housing programs.

Just because a client does not score in the EVH range does not mean they cannot be referred into shelter or housing; it just means they are not “immediately prioritized.”

However, clients scoring near the EVH range have a better chance of being referred than those scoring toward the bottom.

There are multiple ways to update a client’s location, which one is used for shelter prioritization?
There are three ways to update a client’s current location. The location tab, the assessment tool, and the Current Living Situation assessment. The most recent record of any of these sources will be used to identify the client’s current location for purposes of shelter prioritization.
My client is considered an extremely vulnerable household (EVH) - what do I do now?

If you’re trying to navigate into crisis resources, contact 2-1-1 and let them know you just assessed an EVH and are trying to explore same-day resources for them. Otherwise, support the EVH by gathering necessary documentation to become “doc-ready.” Once “doc-ready” complete the Referral and Case Conferencing tool to update their status on the housing priority list.

How do I get my client “doc-ready?”

Click here to learn more.

How do I know if my client is eligible for shelter?

After completing the crisis assessment, you will have the option to view the client’s eligibility for each of the CAS-participating shelters. To determine their eligibility, check their respective scores for each shelter. If the score is 100, they are considered eligible, if the score is greater than 100, they are eligible and have shelter-specific prioritization.

How should I talk with my client about their assessment score?

We should never share the assessment score with the client. However, general messaging about what to expect and next steps is best practice. The Best Practice Guide also provide sample language and guidance on how to structure these conversations.

The Frequently Asked Questions were last updated October 21, 2024.

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