Subrecipient Manual Documents
All documents and policies referenced in the CoC Subrecipient Manual are available on this page.
Three County CoC Subrecipient Policies and Procedures Manual
This document outlines the policies and procedure subrecipients must follow.
What to Expect During Monitoring
This short guide provides information on the basic purpose and structure of CoC subrecipient monitoring.
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Updated yearly.
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Coordinated Entry Written Standards
Updated yearly.
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Homeless Management Information System (HMIS) Charter
Updated yearly.
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This is the CoC's Privacy and Security Plan.
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This is the CoC's Data Quality Plan.
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Anti-Discrimination & Equal Access Policy
Subrecipients must sign the CoC's Anti-Discrimination & Equal Access Policy.
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Sample Written Intake Procedures Funded Agency Intake Policy​
Subrecipients must incorporate these intake procedures into their own policies.​
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The Universal Intake Packet is updated yearly and is a required component of a participant's file. There are also additional Intake forms for ES&TH, PSH & TH, PSH, RRH, and YHDP. Please reach out to the Data and Evaluation Manager if you need those.
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This is the HMIS Release of Information used by the CoC.
For additional subrecipient policy requirements related to data security and privacy, please see the HMIS page.
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Subrecipients must sign the CoC's Move-On Policy and integrate future/next steps planning into their policies.
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Reference guide in Excel format of all forms, examples, and details utilized by recipients.
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Subrecipients must adopt the CoC's Rent Reasonableness policy or provide their own pending approval.
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Program Participant File Checklist
This checklist details the files that a program participant must have in their file.​​
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Billing Form Cover Page Example
This is an example of the cover page of a billing package submitted to the CoC by a subrecipient.
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Subrecipients must complete the Rent Roll as a part of their billing package.
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These are examples of the payroll summary sheets that must be submitted as backup documentation.
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Supportive Services Summary Sheet
This is an example of the summary sheet for Supportive Services expenses that must be submitted with each reimbursement request.
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This is a generic version of the Match Summary Sheet that must be submitted with each reimbursement request.
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Project Notification Forms
These are the forms project must complete and submit to notify the CoC of an open unit, a recent move in, a participant at risk of termination or eviction, and an emergency transfer.
Notification to CoC of Open Unit
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Notification to CoC of Recent Move In
Notification to CoC of Program Participant At Risk of Termination or Eviction
Notification to CoC of Emergency Transfer
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