Donate

CES

The Coordinated Entry System (CES) is a process (within HMIS database) designed to ensure that people experiencing a housing crisis are quickly identified, assessed, and connected to appropriate housing and services. CES does not provide funding or case management; rather by centralizing intakes and referrals, CES aims to reduce duplication of efforts, improve access to services, and assist with appropriate and efficient distribution of resources.

Please ensure that the assessments below are completed only by individuals or agencies who have finalized the CES Participation Agreement and training.

Homeless Assessment 

Prevention Assessment 

Help for Households
CoC Regions
CoC Meetings
CES Committee

KSHC Freshdesk

Need CES help? Whether it’s access, data entry, reports, or technical issues — submit a ticket and we’ll get you back on track?
Freshdesk Link

Data Requests

All data requests must be submitted through Freshdesk or by emailing

 ces@kshomeless.com

Please allow 90–120+ days for processing, as all requests require approval from the Kansas Housing Resources Corporation (KHRC) and the HMIS Oversight Committee.

Some requests may also incur a fee based on complexity.

Clarity

Log in to Clarity/the HMIS database to access CES, manage client data, services, and reports.

HMIS/Clarity Login
KS Assessments
KS BoS HOMELESS CES Assessment Packet

KS BoS PREVENTION CES Assessment Packet

JoCo Assessment

Policies & Procedures
CES Policies and Procedures – Version 9.0

DV Service Policy

 

HUD CES Documents
HUD Coordinated Entry Brief

HUD COC CES Establishment Notice

HUD CES Policies & Procedures Outline

HUD CES Self-Assessment

HUD VA CES Participation

HUD CES Data Elements

HUD CES Data & Management Guide

Participating Agencies
Participation Agreement
Training Site

CES Core Components

Access, Assessment, Prioritization, & Referral

When the Coordinated Entry System is implemented correctly, it creates a standardized and consistent data collection process that aligns with HUD’s requirements. This linkage ensures that all data collected across different entry points and service providers is uniform, making it easier to track and manage homelessness services and outcomes.

Access

Access
This is how people enter the system. It could be through a phone call, a visit to a service center, or outreach workers meeting people where they are. The goal is to make it easy for anyone in need to get help.
CES Access Points
An access point in the Coordinated Entry System (CES) is a designated location or service where individuals and families experiencing homelessness can begin the process of getting help.

These access points can be physical locations like shelters, community centers, or government offices, as well as virtual options like phone lines or outreach teams.

Access Points are expected to provide an assessment to any households that present at their location, even if the access point does not have funding or capacity to serve the household themselves.

CES Access Points – Kansas Statewide Homeless Coalition (kshomeless.com)

 

How to become an access point
There are trainings and forms required to become a CES access point. The trainings will walk you through how to use the CES within the HMIS; while the forms are in place to ensure you understand why and how the data collected through CES will be used.

Agencies can request to become an access point by sending a Freshdesk ticket to the HMIS team.

CE DV Service Policy
CE DV Service Policy .pdf

Prioritization

Prioritization
Prioritization uses assessment data and case conferencing to identify households with the highest needs, ensuring efficient allocation of limited housing and supportive services. This process allows CoCs to better allocate and track referrals.

During case conferencing, households are reviewed and prioritized based on severity of service needs, with service providers able to advocate for adjustments if they believe the assessment score does not accurately reflect the household’s circumstances.

CES Policies & Procedures
CES Policies & Procedures 
KSHC Written Standards
KS BoS CoC 507 Written Standards

Assessment

Assessment
Once someone is in the system, they go through a standardized assessment which helps determine their needs and the best type of support for them. The BoS uses a custom assessment that can be updated to better fit our community with approval from the CES Committee.
KS BoS CoC Prevention Assessment
CES Prevention Assessment 

The goal of Prevention CES is to identify households at risk of homelessness early and connect them to tailored support to help them remain housed.

This assessment is for households who are currently housed but at imminent risk of losing their housing. Households may be eligible if:

  • They have received an eviction notice or are at risk of eviction within the next 21 days; or

  • They are experiencing severe financial hardship that could result in losing housing within the next 30 days; or

  • They are at risk of losing housing due to domestic violence, dating violence, sexual assault, or stalking.

KS BoS CoC Homeless Assessment
CES Homeless Assessment

Homeless CES helps prioritize referrals to ESG and CoC-funded permanent housing programs, focusing on those with the highest needs—such as people who are chronically homeless, veterans, or fleeing domestic violence.

CES is for households with no safe, stable place to stay or those fleeing DV without a safe alternative. This includes people who meet HUD Homeless Categories 1, 2, or 4:

Category 1 – Literally Homeless:

  • Staying in places not meant for habitation (e.g., streets, cars).
  • In emergency shelter or transitional housing (including hotel stays paid by charity/government).
  • In a hospital/institution, if homeless before entry.

Category 2 – Imminent Risk:

  • Will lose housing within 14 days and have no other options or support.

Category 4 – Fleeing DV:

  • Fleeing or attempting to flee DV or other dangerous situations, with no safe place to stay.

Referral

Referral
Referral (+ Linkage) is the final step, where households are matched and linked to housing programs. When a referral is received, the provider is responsible for reaching out and gather documentation for program eligbility.

A referral is requested during CES case conferencing or through a ticket in Freshdesk.

Linkage
Linking is the process of forming a connection between a referral and program enrollment. It documents that the household enrolled in the housing program was referred to it. A chain link icon will automatically appear next to a program if enrollment and referral happened in the correct order (referral first, enrollment second).
KS BoS CoC Emergency Transfer Plan
KS BoS CoC Emergency Transfer Plan

Office

2001 Haskell Avenue
Lawrence, KS 66046

Contact Us

 

Translate