Homelessness Resolution Program Monitoring 101

The following is a brief overview of what to expect during monitoring.

Before

You’ll receive an email from the CDOH HRP grant manager, who will perform the required HUD monitoring and provide details about the timeline and what the monitoring will entail. Be prepared to share the following within your policies and procedures:

• Confidentiality and PII
• Conflict of Interest
• Coordinated Entry and Continuum of Care
• Family Separation (if applicable)
• Financial management procedures
• Geographic Area Served
• HMIS, Data Collection 
• Lead-based Paint inspection/certification of operation (if applicable)
• Non-discrimination
• Operating procedures
• Physical Inspections (if applicable)
• Record Retention
• Termination of Assistance
• Victims of violence/abuse
• Client files (chosen by the agency, # determined by DOH) that include:
  • Client Eligibility/Homeless Status
  • Onboarding/intake
  • Housing/Barrier Assessment
  • Referrals/connections to supportive services
  • Income eligibility, habitability standards, and Fair Market Rent (FMR) (HP/RRH only)
  • Lease Agreements

Please be aware that the designated grant manager will review up to three (3) client files for each funded activity. You will receive a notification from the grant manager before the monitoring visit. Also, it's important to note that additional files may be required while conducting the visit.

During

The grant manager will arrange a meeting with you virtually or in person. During the meeting, they will inquire about your site, discuss challenges and triumphs, better understand your program, and answer your questions. The grant manager will review the required documents for submission to CDOH documents and follow up with any questions.

After

The grant manager will complete monitoring documents and facilitate an exit meeting if there are any additional follow-ups or findings/concerns. Feel free to contact the grant manager anytime during this process if you have any questions or concerns!

For further details, see the CDOH HRP Monitoring Guide.