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Requirements for Access

Completing steps one and two below grant you access to attend CES/Case Conferencing meetings as well as the ability to complete paper CES assessments.  

Completion of step three will allow you to access CES within the HMIS database (Clarity). 

1. CE Participation Agreement – Kansas Statewide Homeless Coalition ( 

2. .KS BoS CoC CES Access Point and Assessment Training (

3. CES in HMIS (

4. Send a Freshdesk ticket to the CES team requesting access

Participation Agreement

1. CE Participation Agreement – Kansas Statewide Homeless Coalition ( All participating agencies and CE End Users must fill out a Participation Agreement. This is to document and communicate the requirements for the access and utilization of the Kansas Balance of State Coordinated Entry System (KS BoS CoC CES).


2. .KS BoS CoC CES Access Point and Assessment Training ( This training must be completed to both conduct assessments and attend the case conferencing meetings.

HMIS is required for both ESG and CoC funded programs, with the exception of Victim Service Providers. 

3. CES in HMIS ( This training is required if you are seeking access to the Coordinated Entry system within HMIS/Clarity. A FreshDesk ticket must be sent to the CES team requesting access.

CES Assistance (for service providers)

Create an account for the FreshDesk site, this is our help desk. Please feel free to send a ticket to the CES team for any CES questions or issues that arise. Please use FreshDesk rather than email – this ensures we help you in a timeley manner

For individuals/households seeking housing services

The KSHC CES team is here to ensure you are offered an assessment and added to the by-name-lists for the region you are seeking services in. Please submit a Freshdesk ticket through the button below 🙂 It is importat to provide some sort of contact information for KSHC as most assessments are conducted remotely.

KS Bos CoC HOMELESS CES Assessment

CES Homeless Assessment 5.17.2024

This two-page document provides a high-level overview of the homeless definition by outlining the criteria for defining homelessness and the recordkeeping requirements based on four categories under which individuals and families may qualify as homeless. These categories include: 1) literally homeless; 2) imminent risk of homelessness; 3) homeless under other Federal statues; and 4) fleeing/attempting to flee domestic violence.



CES Homeless Assessment 5.17.2024

For individuals and families who do not meet the definition of “homeless” under any of the categories established in the Homeless Definition final rule, the McKinney-Vento Act was amended to allow homeless prevention assistance to be provided to persons who are “at risk of homelessness.” This one-pager provides a high-level overview of the criteria for defining individuals and families who may qualify as at risk of homelessness under three categories, including: 1) individuals and families; 2) unaccompanied children and youth; and 3) families with children and youth.


Annual 2020 - 2021 CES Eval report

Per HUD requirements and for the purposes of continuous improvement, the Kansas Statewide Homeless Coalition (KSHC) conducted an evaluation of its existing Coordinated Entry System within the Homeless Management Information System (HMIS) hosted within the Bitfocus Clarity Human Services system (Clarity).

Click here to learn more about our Coordinated Entry Committee.

As outlined in the Continuum of Care (CoC) Program Interim Rule, each CoC is responsible for establishing and operating a coordinated system that provides a comprehensive assessment and referral of the needs of individuals and families seeking housing and services. This system is referred to as Coordinated Entry System (CES) in the Kansas Balance of State Continuum of Care (KS BoS CoC). Click here to see which counties the KS BoS CoC covers.

CES is a powerful piece of a community’s housing crisis response system as it ensures that people at-risk of or experiencing homelessness can readily access and navigate housing assistance– no matter where in the community they first seek help. It is designed so that households are prioritized for and matched with the appropriate intervention as quickly as possible based on their vulnerability and severity of needs. Overall, CES aims to standardize the access, assessment, prioritization and referral process across all agency providers in a community in order to quickly and successfully provide assistance.

Established (1) access points use a standardized (2) assessment process to gather information on people’s needs, preferences, and the barriers they face to regaining housing. Once the assessment has identified the most vulnerable people with the highest needs, the CoC follows established policies and procedures to (3) prioritize households for (4) referral to appropriate and available housing and supportive services resources (“projects”).


Access refers to how people experiencing a housing crisis learn that coordinated entry exists and access crisis response services. The first contact that most people experiencing a housing crisis will have with the crisis response system is through a coordinated entry access point. Access points play a critical role in engaging people to address their most immediate needs through referral to emergency services. Access points also play a critical role in beginning to determine (through assessment) which intervention might be most appropriate to rapidly connect those people to housing.

When adopting an access model for its coordinated entry process, a CoC’s planning group must ensure that the model meets the HUD requirements for access, as well as consider the local geography, service patterns, and capacity of its crisis response system. The purpose of designating access points is to ensure that all people in a community have equal access to all crisis response system resources in the CoC. Equal access is an important part of the overall strategy of coordinated entry, which shifts the system from a project-centric focus to a person-centric focus.


The assessment practice a CoC implements is critical to that CoC’s overall coordinated entry process because assessment determines how people are prioritized and referred to housing and supportive services projects. In addition to identifying a person’s overall needs and preferences, the assessment also must appropriately triage the person by asking about immediate needs (e.g., “Are you safe where you are right now?” “Do you need medical services?”), accurately evaluating his or her vulnerability and barriers to housing, and providing information to support accurate referrals.


No CoC or community has enough housing and services to immediately serve every person at the exact moment they experience homelessness. Additionally, no community partner has enough resources for every person that they encounter. Communities have always had to prioritize persons for enrollment. These waiting lists have historically been managed separately for each project and are ordered by who had been waiting the longest or who was considered “ready” for housing, not based on who needed it the most within in a housing first framework.


Once a person experiencing a housing crisis has been assessed, the coordinated entry process moves on to determining his or her priority for housing and supportive services. The person’s level of vulnerability or need is determined by analyzing the information obtained from the assessment against the CoC’s prioritization standards. It is the person’s prioritization status (and other information from the assessment) that determines where the person will be referred in the next coordinated entry step. In referral, the group of persons with the highest priority is offered housing and supportive services projects first.

The referral process must ensure that program participants receive clear information about the project they have been referred to, what the project will expect of them, and what they can expect from the project.

KSHC has a “No Wrong Door” policy which is a people-centered solution for human services that provides a universal gateway to community and government programs. There are many locations at which a household may be entered/updated in HMIS.

Since coordinated entry is expected for all households until they find permanent housing, KSHC has created Homeless CES and Prevention CES within HMIS that all relevant agencies can access. Within the Coordinated Entry “Agency” providers can enroll households in a CES “Program.”

Homeless CES and Prevention CES are simply what allow for a boundary to be drawn around the CE segment of HMIS for reporting purposes. As a result, KS BoS CoC is able to track participants’ entire journey through CE – from access to exit – which means communities will have information on how well the CE is performing, and participants’ trauma will be reduced because they do not have to tell their story multiple times throughout assessment phases.

With this approach to CE data collection, communities will have information on all households in a housing crisis who touch the CE process, not just information about people who are served by HMIS-contributing housing and service projects. By enhancing data collection and standardizing data on assessment, prioritization, and referrals, communities can assess CE effectiveness as well as whether the CE is operating with fidelity to its policies and procedures. The data from these elements helps answer critical questions to inform strategies for strengthening communities’ crisis response systems and ability to appropriately target resources:

  • Are pathways to housing as fast and effective as they can be?
  • Are we successfully diverting people from the system?
  • Are we housing the most vulnerable people in our community? Who’s getting left out?
  • What resources are needed to end homelessness and where are the gaps?
  • Which households touch the system and exit without a homelessness intervention versus those who need our assistance?

Collecting these data also supports management reporting on specific parts of the CE process, such as active client lists, coverage and demand, and permanent housing placements and retention. HUD’s Coordinated Entry Management and Data Guide outlines how communities can use their CE data for monitoring and evaluation.

HUD’s Coordinated Entry Management and Data Guide



The KSHC CES team has finished the KS BoS CoC CES Prevention Assessment! VI-SPDATs ARE NOT being used by the CoC from this point forward; BOTH CES Homeless and Prevention Assessments are now active in Clarity. Paper copies can be found below

Training Resources

How to correctly use ces in hmis
CES Clarity workflow cheatsheet
ces training helpful slides
Coordinated Entry Access Requirements

CES Policies & Procedures

CES Policies & Procedures

CES Forms

Shelter diversion tool
Shelter Diversion Tool with Staff Guides
Release of Information (ROI)

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CES Assessments

CES Homeless Assessment - Scored
Prevention assessment - scored

HUD CES Documents



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Lawrence, KS 66046

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