Sub-recipient Policy and Fiscal Documents
Three County CoC Subrecipient Policies and Procedures Manual
This document outlines the policies and procedure subrecipients must follow. As of March 2023, this document is in the process of being updated. The new version will be posted as soon as it is completed (May 2023).
This is a list of the policies the CoC expects subrecipients to have (this specific document is used in the annual site monitoring process, more site monitoring documents are below).
Sample Written Intake Procedures
Subrecipients must incorporate these intake procedures into their own policies.
Anti-discrimination & Equal Access Policy
Subrecipients must sign the CoC's Anti-Discrimination & Equal Access Policy.
Subrecipients must sign the CoC's Move-On Policy and integrate future/next steps planning into their policies.
Subrecipients must adopt the CoC's Rent Reasonableness policy or provide their own pending approval.
Subrecipients must complete the Rent Roll as a part of their billing package.
This is an example of the cover page of a billing package submitted to the CoC by a subrecipient.
For additional subrecipient policy requirements related to data security and privacy, please see the HMIS page.
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
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
Subrecipient Project Annual Monitoring documents
2022 Three County CoC Monitoring Form
This is the scoring form that the CoC uses in the site monitoring process.
2022 HMIS and Data Management Protocol
This is what the CoC looks for in terms of HMIS and Data Management during site monitoring.
Billing site monitoring checklist
This is what is looked for during the fiscal portion of the site monitoring process.
This is the self-assessment the CoC asks projects to complete; portions of the monitoring score are based on these responses.