The Emergency Housing Voucher (EHV) program is available through the American Rescue Plan Act (ARPA).  In 2021, the Chicago Housing Authority received over 1,000 of these vouchers to support people who are homeless; at risk of homelessness; fleeing or attempting to flee domestic violence, dating violence, sexual assault stalking, or human trafficking; or were recently homeless or have a high risk of housing instability. Referrals to this project are being overseen by All Chicago on behalf of the Continuum of Care. Providers who are making referrals should follow the following steps.

• Assessing Clients for the EHV Program
• Preparing the Referral Packet
  • EHV Referral and Application Packet
  • Supporting Documentation Requirements
• Uploading Files to a Client Record
• Adding a Case Manager to a Client Record
• Initiating a Referral to the EHV program
• Counts Report
• Video WalkThrough

Assessing Clients for the EHV Program

Housing providers should identify clients who may be a good fit for moving on to EHV. They should complete a Housing Transition Skills Assessment to help assess the client’s readiness for a mainstream voucher without services.

Rapid Rehousing Providers may want to consider clients who are exiting RRH soon, are in need of a long-term voucher to maintain housing stability, and do not require PSH.

Preparing the Referral Packet

The following documentation is required for an application to be considered complete.  Please note, if income documentation is not readily available, CHA will accept self-certification.  If supporting documentation is not readily available, the referral can still be submitted, but the voucher will not be issued until the outstanding documentation needs are resolved.

EHV Referral and Application Packet

• Referral Request
• Applicant Participation Agreement and Consent Form
• Homeless Certification
  • For RRH and PSH referrals, select the “Recently Homeless” category
  • Need to complete one form for each household member 18 or older
• Needs Assessment
• Application for Continued Eligibility
• Program Addendum to the Family Obligations
• Supplement to Application for Federally Assisted Housing
• Authorization for the Release of Information
• Addendum to the Authorization for the Release of Information
• Declaration of Citizenship or Non-Citizenship
• Debts Owed to Public Housing Agencies and Terminations
  • One of these forms needs to be completed for each household member 18 or older
• Request for Criminal History Record Information
  • One of these forms needs to be completed for each household member 18 or older
• Disclosure of Information for Elevated Blood Lead Levels
• Verification Documents Checklist
  • Income verification is required for all household members that receive income. This document lists acceptable income documentation
  • Client can complete self-certification in absence of income documentation
  • If client does not have income, they must complete the Zero Income Questionnaire and Zero Income Affidavit
  • The “other required verification” is optional. If it applies to the client, this will be used to factor in a credit toward their rent determination.  If it applies and they don’t want to provide the documentation, they can opt out, but will forfeit the credit.

Supporting Documentation Requirements

• Social Security Cards for all members of the household
• Birth Certificates for all members of the household
• Government issued photo ID for all adult members of the household
• Proof of eligible immigration status for all non-citizens
• Verification of income for all members of the household who receive income
• Verification of assets

*Please see the EHV Document Checklist for a printable guide to ensure you gather all necessary documentation.

Agencies must upload the CHA application and supporting documentation to the Client Profile in HMIS.

Uploading Files to a Client Record

The following steps will walk you through how to upload a file attachment (picture, paperwork) to a client’s record.

1. Upon logging into ServicePoint search for your client by either their HMIS Client ID or by their name by clicking on “ClientPoint” in the left-hand menu.

2. You can search by Name or some demographics at the top or by their ID at the bottom.

3. Click on Client Profile at the top of the client’s record.

4. Scroll down to “File Attachments” and hit “Add New File Attachment”.

5. Choose File

6. Add a short description if necessary and hit “Upload”.

The file is now attached to the client’s record, under the Client Profile

Please follow the above steps to attach all required files to the client record.

Adding a Case Manager to a Client Record

1. Before making a referral, make sure your agency has an active Case Manager attached to the client in case All Chicago needs to reach out for more information. Navigate to the client record and click on Case Manager

2. From this tab, click Add Case Manager.

3. You can select from a list of users at your agency by clicking the drop down under your agency (ServicePoint User), select yourself by choosing Me, or manually enter the information by selecting Other. When you are satisfied with your changes, hit Add Case Manager.

Initiating a Referral to the EHV program

1. After navigating to the client record, click on Service Transactions, then Add Referrals

2. Select the household members to include under Household Members. In this example there is one, but there may be more to include.

3. Select the Housing Authorities Service Code from the Service Code Quicklist and hit Add Terms.

4. From the Referral Provider Quicklist, select All Chicago - EHV (Emergency Housing Voucher) (1771) and hit Add Provider.

4. Scroll down past the Refer to Providers section to the Referrals section and check the box under Housing Authorities.

5. Finally, under Selected Needs, select EHV: Requested and hit Save All.

Agencies can monitor outgoing referrals with a Counts Report, located on their homepage within ServicePoint.  To create a counts report, follow the steps below.

Counts Report

1. If you do not have the Counts Report Dashlet on your Homepage, click Customize Home Page Dashboard, and then click Add Counts Report. (Don’t forget to save your changes when prompted.)  If you already have a counts report set up, go to step 2.
2. Click the Pencil next to Counts Report and choose which quadrant you would like the report to live.
3. From the Report Name drop down, select Outgoing Referrals (Scroll almost to the bottom). Then select the date range you would like the report to reflect.
4. Select Provider as the Provider Type, then select My Provider. This will assign your agency to the report.  After reviewing your choices, select OK.  (Don’t forget to save the report when prompted.)

The Counts Report will have a blue hyperlink to the client record for you to quickly view the client and check the need status when necessary. For more information about the need statuses, please review this quick reference document.

*All Chicago will send application and documents to CHA, copying the Case Manager to address any outstanding documentation needs

Video Walk Through

For more information on uploading documents to HMIS, please see this video.

The video below will show how to create an outgoing referral as well as set up a counts report to track any outgoing referrals.

For any questions regarding creating referrals, please contact the Help Desk by completing this form or emailing helpdesk@allchicago.org.