Staff Portal

Rent Assistance Request

Emergency/Transitional Housing Intake

FULL Service Request

Diversion Questionnaire

Housing Inspection

Transitional Housing Application

Background Check Authorization Form

Emergency Contact Form

Service Request (Clients)

Criteria

• Must meet income limit. (See Income Limits)
• Can only receive rental assistance once in a 12-month period.
• $250 is the max amount awarded. Don’t award more than is essential to keep resident in their homes.
• Must not be more than 2 months past due.
• If there will still be a past due balance after awarding the assistance, the landlord must be willing to continue working with resident without immediate eviction.
• The resident must have a plan to be able to continue paying rent in future months.
• Rental assistance cannot be used for deposits or first month’s rent.

Process

• Update Charity Tracker with Personal Info, Income, Demographics, and Relationships
• Complete Rental Assistance Request
• Refer to Team KY Fund (COVID Related) and Landlord Declaration Portal (If haven’t already applied.)

If they have already been awarded or denied assistance from Team KY Fund (Or ineligible), proceed with rental assistance process.

• Verify information with landlord.
• Verify employment information, if needed.
• Confirm details of any payment arrangements with client.
• Update Charity Tracker
• Add to approved rental assistance task list and add payment details to the note.

Criteria

• Can only receive transportation assistance once per month and no more than 4 times per year.
• Must be for authorized purpose.
  (Essential health, Education, Job, Emergency Housing)

Process (Gas Card)

• Update Charity Tracker with Personal Info, Income, Demographics, and Relationships
• Verify Information (if applicable)
• Assign a Gas Card
• Update Charity Tracker

Process (Transit Pass)

• Update Charity Tracker with Personal Info, Income, Demographics, and Relationships
• Verify Information (if applicable)
• Issue Transit Pass (Write client’s name on card.)
• Update Charity Tracker

Process (Taxi Voucher)

• Update Charity Tracker with Personal Info, Income, Demographics, and Relationships
• Verify Information (if applicable)
• Contact Taxi Service
  (Sunshine: 270-978-9992 | Mama Nancy’s 270-227-4888)
• Complete Taxi Voucher
• Upload copy of voucher to Charity Tracker and give voucher to client
• Update Charity Tracker

Process (Greyhound)

• Update Charity Tracker with Personal Info, Income, Demographics, and Relationships
• Verify Information (if applicable)
• Client Must Have Valid ID
• Verify that they have a safe/stable place to stay where they are going.
• Purchase ticket on Greyhound’s Website
• Arrange transportation to Greyhound Bus Stop (Usually in Mayfield)
• Update Charity Tracker

Criteria

• Can only live in transitional housing once during a 12-month period.
• Must be employed or actively seeking employment. (Unless documented disability prevents employment.)
• Must be able to pass a drug screen.
• All adults must submit to a criminal background check. (Past record does not automatically disqualify.)
• Must have resided in Calloway County for the last 3 months, or longer.

Gentry House Specific

• Must have physical custody of children.
• Must meet income limits. (See Limits)

Intake Process

• Update Charity Tracker with Personal Info, Income, Demographics, and Relationships
• Attempt Diversion

Diversion Successful

• Update Charity Tracker
• If follow-up is needed, add client to Outreach Board

Diversion Unsuccessful

• Complete Emergency/Transitional Housing Intake
• Update Charity Tracker
• Schedule Interview with Residential Support

Intake Process

• Update Charity Tracker with Personal Info, Income, Demographics, and Relationships
• Attempt Diversion

Diversion Successful

• Update Charity Tracker
• If follow-up is needed, add client to Outreach Board

Diversion Unsuccessful

• Complete Emergency/Transitional Housing Intake
• Refer to Emergency Shelter/Hotel Stay (if eligible)
• Warm Transfer to Shelter
• Update Charity Tracker
• If Needed, Schedule Follow-up with Outreach or Residential (for Transitional Housing)

Hotel Stay Policy

• Hotel stays should only be given in one night increments.(Additional nights may be given on weekends/holidays, so that the client can be further assisted by our office on the following business day.)
• Should only be used in cases where a night in a hotel will help client reach long-term stability. (e.g.: traveling to shelter the next day.)
• Clients who appear intoxicated are not eligible for hotel vouchers.
• Clients are only allowed one hotel stay per year.
• Must have valid ID

Process

• Call hotel to confirm room is available (Murray Inn & Art Gallery: 270-753-2682 or Best Western: 270-753-5353)
• Complete Emergency Hotel Stay Voucher
• Go over Client Policy and have Client Sign Voucher
• Upload Copy of Voucher to Charity Tracker
• Give voucher to client to take to hotel, along with valid ID
• Update Charity Tracker
• If Needed, Schedule Follow-up with Outreach or Client Support (for Transitional Housing)

~SKILLS AND TALENTS
What skills does the client currently have that could be used to contribute to the community at OH or GH? Are there any skills they would like to develop during their participation with the program?

~EMPLOYMENT
Find out about job history and interests. Is the client currently working or looking for work? What jobs are they interested in?

~FINANCES
Does client have any money saved? Do they have any kind of income? What are their spending habits like? Do they need more intense budgeting coaching?

~EDUCATION
What is their highest education level? Do they wish to further their education? Could education be a step towards long term career goals? Is lack of education holding the client back from long-term stability and success?

~HOUSING
Has the client begun developing a plan for housing stability? Do they have a history of housing stability or is this current crisis a recurring issue? Where would the client like to live?

~IMMEDIATE NEEDS
What immediate needs does the client have that we need to meet? Is there anything preventing the client from being successful that needs to be addressed immediately? Does the client need any supplies?

~RESOURCES
What community resources is the client currently taking advantage of? (Needline, Soup for the Soul, West KY Allied, etc.) Are there any resources the client needs to be connected to in order to ensure success? Does the client have adequate transportation?

~ADDITIONAL NOTES

*GOALS/PROGRESS*

~~EMPLOYMENT
Any updates on their employment situation?

~~HOUSING
Any updates on securing long-term, stable housing?

~~EDUCATION
Is the client meeting education goals?

~~FINANCES
Has client begun saving?

*NEEDS*

~~SUPPLIES
Does client need any supplies from Gentry House?

~~MAINTENANCE NEEDS
Are there any maintenance concerns at the apartment?

*ADDITIONAL NOTES*