2018 Point-in-Time Count Volunteer Training

1. 2018 Point-in-Time Count Volunteer Training Nastacia’ Moore, IHCDA January 9, 2018 January 11, 2018

2. Thank You! The information gathered from people experiencing homelessness is very important and assists in improving programs, services, funding and most importantly, the length of time a person goes without a housing resolution. Your time and commitment are truly appreciated!

3. Point-in-Time Count Overview When: Wednesday, January 24, 2018; specific hours and details are set by the Regional Coordinator in your area Why: The Point in Time Count provides the community with data needed to understand the number and characteristics of persons who are homeless at one point-in-time Where: Regionally across the Balance State of Indiana Who Conducts the Count: The Indiana Balance of State is divided into 16 regions. Each region has one designated Coordinator who is responsible for organizing the details of your regional count. •IHCDA oversees the count for the state and reports final results to HUD

4. Who is Included in the Count? An unshelteredperson/family residing in a place not meant for human habitation: • Cars • Sidewalks • Abandoned buildings • Streets • Parks • Overpasses/bridges • Doorways, etc. A sheltered person/family residing in: • Temporary emergency weather shelters and domestic violence shelters • Transitional housing ( designated for persons who are homeless and originally came from the streets or emergency shelters) • Residential programs for runaway/homeless youth (not foster care or government funded youth programs) • Hotel, motel arrangements paid by a public or private agency because the person or family is homeless

5. Who is not Included in the Count? Persons who are: Precariously housed- on the edge of becoming homeless or persons who are temporarily residing with family or friends. (Ex. persons “doubled up” or “couch surfing”) Formerly homeless and are currently living in permanent housing units (such as Section 8, Shelter Plus Care, PSH, RRH, HUD-VASH) Children or youth, who because of their own or a parent’s homelessness or abandonment now reside temporarily in hospitals, residential treatment facilities, emergency foster care, or detention facilities Residing in institutions (Ex. jails, juvenile correction facilities, foster care, hospital, detox centers) In any location not listed on CoC’s Housing Inventory Count (HIC). (Ex. people staying in projects with beds/units not dedicated for persons who are homeless)

6. Point in Time Survey Paper Surveys are Conducted: • At service-based locations • On the street; connecting with people in parks, camps, under bridges/overpasses, etc. • At specific shelters that do not have access to HMIS/ClientTrack (Point in Time Coordinators will have a list of these programs)

7. Night/day of the Count: Where do I go? The Point in Time Coordinator in your area will provide a map or instructions on specific places to go whether it’s a service-based location like a meal site or an outside location like neighborhood park.

8. Night/Day Of The Count: What To Bring Cell phone List of phone numbers (PIT Coordinator, other volunteers doing count, survey partner, local police department) Clipboard Pens Survey forms Details on your survey area (or location) Comfortable shoes Warm clothing/layers Water, snacks Donations to distribute (if applicable) Resource list to distribute (if available) Flashlight (if applicable)

9. Safety Precautions – Street Count Stay within your comfort level. Listen to your instinct, stay in lit areas, be aware of your surroundings Do not put yourself in danger Go with at least one other person-do not go alone! Carry important contact information with you (PIT coordinator & police)

10. How do I Approach a Person who is Unsheltered? Introduce yourself and the purpose of the Point in Time. Don’t assume that the person you’re approaching is experiencing homelessness. Tell them about the purpose of the Point in Time and ask them if it matches what they’re experiencing. Approach with: • Respect for their space, privacy and time • Without judgement to appearances or smells • Comfort in yourself, be non-threatening and self aware • Awareness of your safety, surroundings and non-verbal communication X

11. Unsheltered Count: What Should I Say? “Hello, My name is __________ and I am volunteering for the Point in Time Count which is an opportunity to learn more about the needs and experiences of people without stable housing. Today we are talking with people who stayed (or will stay) in places outside or otherwise not meant for sleeping on Wednesday, January 24, 2018. Does that match your current situation? Would you be comfortable answering a few questions about your current living situation? It shouldn’t take more than 5-10 minutes. Your responses will not be shared with anyone outside our team and are used to learn more how we can better meet the needs of people without stable housing.” General screening questions: • Ask “Have you already been interviewed about your housing situation today?” If no, proceed with survey • Where did you sleep on the night of January 24, 2018?

12. Paper Survey Instructions Volunteers should complete the survey with the person who is identifying as currently homeless Two page survey (Front/Back) Surveys read from top to bottom. Follow the lettered questions. Please complete every question and include the location the survey took place Complete one survey per household. Space for additional household members is on the back of the survey (page 2). Example: adult couple surveyed, first person’s info on page 1, flip over survey, same questions for second person. If a person refuses to answer any questions try to at least get their initials and where they slept the night of 1/24/18. Fill in for “refused” for the other questions or make observations where applicable.

13. Creating a Conversational Tone Due to limited space on the survey form, the following questions do not include an introduction: • Date of Birth • Ethnicity • Race • Gender • Disability Please create a conversational tone by adding a simple introduction to those questions. “How do you identify your race?” “Do you have diagnosis for a disability that you’d be willing to share with me?”

14. Completing the Paper Survey-Current Living Situation Write your name on the interview line; include date, time and location Answer every question completely- select don’t know/refused if that is the most accurate option Stop and discard if someone has already completed the survey Please include the name of the shelter/transitional housing program when applicable If the person spent the night at friends or family or at any option not listed on the survey, then they were not homeless (per HUD’s definition) and the interview should stop.

15. Completing the Paper Survey- Demographics and Housing Situation Questions start at the left and go down If the person refuses or does not know make an observation for questions b-e Do not speculate/observe for other questions Do not speculate/observe if you disagree with the answer the person provides

16. Completing the Survey With Additional Household Members Additional questions on the back of the survey are to be asked of additional household members that were with the head of household on the night of the count Answer down for each individual If you need space for more than 3 household members attach a second back page Make observations only for questions b-e

17. When The Survey Is Finished Immediately after completing the survey: • Thank the person for their time and participation • Offer any available incentives/resources that your community are providing After your volunteer shift: • Once you finish covering the area/location you were assigned to, report back to PIT Coordinator • Return completed surveys to PIT Coordinator by end of the day

18. The person I am interviewing refuses to answer certain questions? • If you cannot get answers to the following questions, don’t turn in the survey: • Initials • Date of Birth • “Where did you sleep last night?” This information will allow us to not duplicate persons experiencing homelessness in the count and help us determine if they meet HUD definition of homelessness

19. I believe a person to be homeless, but they refuse to participate? • Walk away. Do not protest. Do not complete a survey on their behalf (without their willingness to participate). Tally #’s won’t be accepted.

20. The person I am interviewing goes off topic or is incoherent? • Be patient • Try to refocus • Reword questions into yes/no prompts

21. The person I am interviewing asks me for resources I don’t have? • Direct people to known resource providers in your community who may be able to meet their need(s) • Consider bringing a basic resource list or business cards with you to distribute • The Point in Time is a good opportunity for outreach to people experiencing homelessness in your community

22. I see a child under 18 with no parent/guardian? • If with a parent, they will be counted on their parent’s form as part of a household. • If a young adult (teenager) is alone/unaccompanied, they should be surveyed. • Only report to police if reason to believe that the youth had signs of abuse/neglect.

23. I feel unsafe going into a particular area? • Always go into unsheltered areas with a partner • Bring a cell phone and the contact information for your PIT Coordinator/other PIT volunteers • Trust your instinct and don’t go into areas that feel unsafe- make a note for your Point in Time Coordinator so they know the area was uncounted and they can determine next steps • I am threatened, robbed or assaulted? • Call the appropriate person to help you depending on the situation (PIT Coordinator, police, etc.)

24. It seems obvious to me that someone is mentally ill or under the influence and they state they have no disabilities? • Don’t change any response that is given to you. Take the person’s account as fact. Everything on the surveys should be self-reported unless interviewer observation is indicated for the particular question.

25. Media Inquiries Members of local media may have interest in the Point in Time Count: • Direct Inquiries if you are not comfortable answering or do not know the answer to your local PIT Coordinator or to IHCDA • IHCDA: Brad MeadowsMarketing & Communications(317) 234-1745brmeadows@ihcda.in.gov

26. Interacting With the Media Do not share identifying information of persons experiencing homelessness that you are meeting/interviewing Keep personal stories that have been shared with you by people you’ve interviewed vague- do not disclose specific locations of where people are staying It’s okay to say that you don’t know! • If you don’t know the answer, offer to follow-up or direct them to your PIT Coordinator/IHCDA-don’t speculate! Do not use acronyms or jargon known only by people in your field Keep answers short Take time to think about your answer before you respond Never say anything you don’t want to read in print

27. Facts About Point in Time • The Point in Time Count provides the community with a snapshot to understand the number and characteristics of persons who are homeless at one point-in-time • The Point-in-Time Homeless Count is a requirement by the U.S. Department of Housing and Urban Development (HUD) for every community receiving federal funds for programs to aid people experiencing homelessness • While the amount of federal funds awarded to a community is not directly based on the findings of the Point in Time Homeless Count, HUD considers the outcomes and justifications for upwards and downward swings as additional information for tracking purposes and future strategies

28. Regional Coordinator Contact Information

29. IHCDA Contact Information Nastacia’ Moore, IHCDA namoore@ihcda.in.gov 317.232.2761 Jesseca Chapman, HMIS Manager JChatman1@ihcda.IN.gov 317.232.7117 Questions?