Ryan White Part B Administrative Agency for Central Texas

BRAZOS VALLEY COUNCIL OF GOVERNMENTS RYAN WHITE PART B ADMINISTRATIVE AGENCY FOR CENTRAL TEXAS HOPWA MONITORING TOOL – POLICY CHECKLIST

Subcontractor: Date(s) of Review: Evidence Matrix Due to BVCOG:

The following checklist must be completed and submitted to BVCOG with the requested policies by the due date listed above. Any policies not submitted by the due date above may receive a score of 'not met.' Monitors are available to answer questions and clarify items prior to the review.

Name of the Policy Where Included? Item to be Reviewed (Mark with Item is Addressed an ‘X’) A. The agency’s confidentiality policy includes particular care to assure confidentiality by having Agency’s correspondence, envelopes and checks to landlords, utilities, etc., not reveal the client is receiving assistance due to HIV/AIDS. B. The agency has a written policy and procedure to address the documentation of local demand for housing needs beyond their current capacity using waiting lists. The following items are included in this policy:  Instructions for such documentation through the use of two separate waiting lists: one for clients needing TBRA, and one for clients needing STRMU.  A plan outlining the agency’s response to such demands.  A policy to prioritize clients on the two HOPWA waiting lists. C. The agency has a written grace-period policy to address the provision of assistance to survivors and remaining household members of clients who die or enter incarceration, drug treatment, and long term/hospice care, including the following criteria:  The grace period cannot exceed 12 months for long term rental assistance or 147 days in a 52 week period for emergency assistance.  If client is deceased, the survivor’s benefits may not exceed the maximum balance of the certification period.

D. The agency has a written outreach plan for sharing/promoting HOPWA program assistance and eligibility information within the HSDA.

E. The agency has a policy for supervisor review of HOPWA applications prior to approval.

F. The agency has a policy and procedure for offering the following options of taking applications:

 Regular office Interviews

 Special Office Interviews conducted outside of regular business hours for those unable to apply during these hours.

 Home Visit Interviews

G. The agency has written policies and procedures to address the following regarding the Housing Choice Voucher Program:  Requiring all HOPWA clients to apply for Housing Choice Voucher (HCV) Program and renew this application every 90 days or as required by the HCV program.

 Clearly stating that failure to accept HCV or other affordable housing programs when offered will result in termination of HOPWA assistance.

 Tracking HOPWA clients’ application and renewal process for HCV Program.

 Tracking the actual number of clients transitioning to HCV or other types of housing in the contract year.