Orange County Coordinated Entry System (CES) and Bed Reservation Training

Vocabulary flashcards covering the Orange County Coordinated Entry System (CES), Bed Reservation System, Survivor CES (SCES), policies, procedures, and operator onboarding.

Coordinated Entry System (CES)

A HUD-mandated regional system designed to standardize and streamline the process of assessing, prioritizing, and referring individuals and families experiencing or at risk of homelessness to housing and emergency shelter.

Orange County Shelter Bed Reservation System

A centralized system launched on September 20th, 2022, that allows available shelter beds and units participating in CES to be viewed and assigned via a matching process.

Participating Emergency Shelters in OC Bed Reservation

The emergency shelter locations participating in the OC bed reservation system: Alternative Shelter Location (ASL), Anaheim North Harbor, Bridge Housing Program (BHP), Bridges at Kraemer Place (Bridges), Huntington Beach Oasis, and Yale Navigation Center.

Needs Bed Reservation Assistance Service

An HMIS service entry that Access Points must update at minimum every 7 days to keep a participant active on the Shelter Bed Reservation Community Queue before the referral automatically expires at 3 a.m. on the 7th day.

Coordinated Entry System for Survivors (SCES)

A system administered by Friendship Shelter in partnership with the Orange County Office of Care Coordination to provide streamlined access to housing and supportive services for survivors of domestic violence, dating violence, sexual assault, and stalking.

HUD Category 4 Definition of Homelessness

An individual or family who is fleeing, or attempting to flee, domestic violence, dating violence, sexual assault, stalking, or human trafficking; has no other primary nighttime residence; and lacks the resources or support networks to obtain other permanent housing.

Chronically Homeless (HUD Definition)

A homeless individual or family head of household with a qualifying disability who has been living in a place not meant for human habitation, safe haven, or emergency shelter for at least 12 months straight, or on at least 4 separate occasions in the last 3 years totaling at least 12 months.

Service Planning Area (SPA)

A regional sector within Orange County designated to improve service coordination and align resources among regional cities, divided into North, Central, and South SPAs.

Four Key Components of the CES Roadmap

The four main sequential stages of the Coordinated Entry System workflow: Access, Assessment, Prioritization, and Referral.

Six Principles of CES

The foundational guiding principles of CES: 1) Dynamic Prioritization, 2) Collaborative Coordination, 3) Intentional Resource Utilization, 4) Housing Problem Solving & Diversion, 5) Equitable Resource Distribution, and 6) Regional SPA Prioritization.

Transitional Housing (TH)

Temporary, supportive housing where all participants sign a lease or occupancy agreement, with the primary purpose of facilitating movement into permanent housing within a limited time period ranging from two weeks up to 24 months.

Rapid Rehousing (RRH)

An intervention providing time-limited rental assistance, housing navigation, and light supportive services with the tenant placed on the lease, targeted to households earning less than 30% of Area Median Income (AMI).

Permanent Supportive Housing (PSH)

Long-term housing assistance paired with ongoing supportive services and no income requirement, prioritizing individuals and families experiencing chronic homelessness with a disabling condition.

Transitional Housing - Rapid Re-Housing (TH-RRH)

A program operated by a Victim Service Provider agency offering transitional housing and/or time-limited rental assistance paired with supportive services without minimum income requirements; the only survivor-specific housing resource available through SCES.

Open vs. Closed Access Points

Open Access Points assist any household within their SPA/subpopulation with completing a CES assessment, whereas Closed Access Points assist only households enrolled in their specific agency programs.

Dynamic Matching Process

A process where an Access Point submits a Dynamic Match Request Form at least 3 hours before a Match Meeting, requiring review by ICES Administrators and approval by a 75% majority consensus vote during the meeting.

Tenant Self-Assessment Tool (SCES)

A scoring tool ranging from 1 to 9 based on Current Housing Situation, Support System, and Other Barriers, used to prioritize eligible survivor households for SCES housing opportunities.

Emergency Transfer Request Policy (VAWA)

A policy under the Violence Against Women Act allowing households experiencing domestic violence, dating violence, sexual assault, stalking, or human trafficking in HUD-funded housing to request priority transfer to a safe unit.

Harm Reduction

A person-centered approach focusing on minimizing the negative impacts of substance use and high-risk behaviors without requiring abstinence, prioritizing safety, dignity, and non-judgmental access to housing.

Trauma-Informed Care

An approach in homeless services that recognizes the impact of trauma and prioritizes healing, safety, trust, participant choice, and avoiding re-traumatization.

Current Living Situation (CLS) Assessment Requirement

An HMIS assessment that records client contacts and living situations, which must be updated at least every 90 days to maintain an active status on the Community Queue.

CES Operator Key Performance Indicators (KPIs)

Contracted system goals including housing 1,000 individuals, 150 families, and 100 survivors annually; 300 days average from enrollment to housed; 40 days to determination; 50% match acceptance rate; and an 80% dynamic match success rate.

Required Coordinated Entry System Housing Documents

Document requirements categorized into Required (Verification of Homelessness), Conditionally Required (Verification of Disability / Chronic Homelessness), and Recommended (Photo ID, Social Security Card, Income Proof).