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Emergency Shelter Grant Program Online Report Submission Process
There is a revised process for submitting the 2007 Emergency Shelter Grant program report. Click here to download the 2007 Emergency Shelter Grant form. Click here to download the form in Adobe Version 7.0.
Important Instructions: The new report is an interactive online form that will require Abode Reader 9. If you do not have this version of Adobe Reader, you can download the free version of the software by clicking this link. You may also download the form with Adobe Reader 7.0. Click here to download the form in Adobe Version 7.0.
Once you have Adobe Reader software installed on your computer, you will be able to complete the form using a standard Internet web browser like Explorer or Firefox.
Please be aware that the form contains a number of auto-calculation fields. These fields are read-only and automatically tabulates your data. Simply, enter your data in the appropriate field and the form will do the rest. The only exception is the Average Daily Occupancy. You will need to calculate this manually and enter your answer.
Once you're satisfied that your data is complete, you should print the form for your agency's signature. After selecting the "print form" option at the top of Page 1, agencies can then use the "submit by email" to submit their form electronically. The printed version of the report, with signature, should be mailed to Michael Leach at the Office of Economic Opportunity. A letter has been sent to your agency from the OEO office outlining the new reporting process. Click this link to download a generic version of the letter.
As you know, the Emergency Shelter Grants Program is moving to using HMIS to capture data for your annual reports. You are expected to keep the same type of information that has been required of all contractors on all persons you serve with ESG funds.
All contractors, with the exception of DV-only agencies, must have a valid contract with an HMIS provider. ESG contractors must enter data into the HMIS system each month of the fiscal year.
In FY2008, ESG will obtain monthly reports from HMIS providers to review your participation and aggregate information on clients served.
In order to better capture information on the individuals and families whom you served from July 1, 2007-June 30, 2008, we have designed this new, online form. This form has categories that will allow you to report on persons who have been captured in HMIS (Homeless Management Information System), persons who have opted-out of the HMIS, persons who are victims of domestic violence and cannot be included in the HMIS, and persons who can be entered in the HMIS but at this time have not been entered into your system.
DO NOT INCLUDE AN INDIVIDUAL OR FAMILY IN MORE THAN ONE CATEGORY. CHILDREN SHOULD BE ENTERED IN THE SAME CATEGORY AS THEIR PARENTS.
DEFINITION OF CATEGORIES:
HMIS= Enter the data captured in your HMIS system. If you are a member of CHIN (the Carolina Homeless Information Network), you will receive a copy of the 2007 ESG annual report with the answers to these questions. Copy this information into the HMIS column on this form.
Opt-outs= From time to time, you may have someone who decides he/she does not want their information included in the system. For these individuals or families, you should still track your service to them, but do so in a separate system that your agency has designed. These hard copy records should be available for ESG staff at site reviews. Tally the information on these individuals and families and enter it in the Opt-outs column.
DV= Information on Victims of Domestic Violence cannot be entered into the HMIS. Keep track of information on these clients in a separate system. These records must be available for ESG staff at site reviews. Tally the information on these individuals and families and enter it in the DV column.
Other= During this time of transition to using the new HMIS system, we have included another column on this form. Individuals and families whom you have served that have not yet been entered into your HMIS should be placed into the Other column. Do not count persons who can be included in the opt-out or DV categories.
Numbers in these four categories should add up to the total number served. Persons should NOT be counted in more than one category.
In case you missed the link to the online form, here is it again. Click here to download the 2007 Emergency Shelter Grant form. If you need assistance, send an e-mail to CHIN at support@nchomeless.org.