Background

The Family Bed Reservation System was created to streamline access to shelter beds without the need to contact multiple agencies for availability. A standardized assessment, prioritization schema, and referral process allows for households to connect to services in a more efficient way. This includes Emergency Shelter Beds and Transitional Housing units. Family Access Point staff serve as entry points for families into the Family Coordinated Entry System (FCES) which includes offering shelter through the Bed Reservation System. To learn more on how the Bed Reservation Process works, follow the steps below.

Within this Article

• Bed Reservation System Eligibility Requirements
• Bed Reservation Process
• Removing from the Bed Reservation Queue
• Bed Reservation Queue Referral Expiration
• Shelter Preference Updates

Bed Reservation System Eligibility Requirements

For a household to be eligible to be referred to the Bed Reservation Queue (BRQ), the family must have at least 50% custody of their child(ren) or be pregnant. They must also be experiencing category 1 of literal homelessness as defined by HUD.

Bed Reservation Process

Step 1: Review the Bed Reservation System Map with the family to ensure they understand the shelter locations and shelter layouts.

Step 2: Upload Required Documents

• A Third-Party Verification of Homelessness is the minimum document required for a household to show on the BRQ. This will be uploaded under the Head of Household (HoH) Global Files tab. An agency can only verify homelessness starting from their first engagement with the household.

 

Step 3: Upload Contact Information

• This information is used by the shelter provider to contact the household once a match is made. If the family’s contact information changes at any point, update as needed. The information will be uploaded under the contact tab.

Step 4: The access point staff will enter a Current Living Situation Assessment for every adult 18 years and older in the household. The current living situation will be verified by selecting CA-602 > Coordinated Entry > County of Orange > Family Coordinated Entry System.

 

Step 5: The Access Point staff will then complete the [OC Custom] Family Bed Reservation Assessment under the HoH’s assessment tab in the FCES enrollment.

The Family Bed Reservation Assessment is composed of 15 questions that should be answered alongside the family to identify the most appropriate shelter type for the household. Below are some of the questions that can determine which shelter they are eligible for.

Question 1: Which SPA is your household willing to be sheltered in?

North: If the household toggles North then they will be considered for the shelter in North County.

South: If the household toggles South then a secondary question will populate asking if the household is willing to be sheltered in San Clemente.

Question 3: Is any adult in the household a registered sex offender?

The household will be ineligible for a family shelter if any adult in the household is a registered sex offender.

Question 4: Does the household require any special accommodations?

A text box will populate if they answer yes to this question and any pertinent information regarding their accommodations should be noted here.

Question 7: Is this household willing to go to a communal shelter?

If they answer yes to this, they will be considered for a communal shelter which is an open floor plan. Households do not have a private room.

Question 8: Is this household willing to go to a shared shelter?

If they answer yes to this, they will be considered for a shared shelter so they will have their own room but share common areas such as a living room, kitchen, and in some cases a bathroom.

Question 7 & 8:  If they say no to both communal and shared, they will be considered for a non-shared shelter only which is a private unit but something to consider, this can extend the time they are waiting on the BRQ as these are limited.

Question 11: Do you have at least 50% custody of at least one child that will be housed with you?

Question 12: Do you have full custody of at least one child that will be housed with you?

The parent of the minor must have at minimum 50% custody of at least one minor child who will be staying in the shelter at least 50% of the time to be considered for a family shelter. If they do not have at least 50% custody, they are not eligible for a family shelter through the Bed Reservation System.

Question 13: Does the household include any of the following:

• Pets
• Service Animals
• Emotional Support Animals

These are not determining factors for shelter placement however most shelters can only accommodate an ESA or service animal with the proper documentation. If they have a pet with no proper documentation, alternate arrangements should be made before entering a shelter to avoid any delays with the intake as units will not be held. Additional information regarding the shelter’s pet policy will be provided by the shelter providers directly.

Question 14 & 15: This helps determine if the unit the household is referred to will be accessible to their needs.

Step 6: Refer to the Bed Reservation Queue (BRQ)

• After completing the assessment, you will be automatically redirected to another page. Refer the family to the BRQ by toggling the button next to Bed Reservation so it turns blue, then click refer directly to community queue(s). You will be automatically redirected to the next page where you will click Send Referral.

  

Step 7: Input Service

• Within the assessments tab of the FCES program, navigate to the provide services tab under the HoH’s FCES enrollments. Click on Bed Reservation Waitlist service then click on Needs Bed Reservation Assistance. The event date will automatically populate the day that you are adding the service. Do not change it. Then click on submit.
• The Needs Bed Reservation Assistance service must be entered into HMIS by the 7th day to remain active on the BRQ. Without the service, the referral will automatically expire. 

Removing from the Bed Reservation Queue

This may be necessary if the household is no longer in need of shelter through FCES or there has been a loss of contact.

 

1. Search for the HoH and click on the Global History tab
2. Click on the HoH’s referral to the BRQ
3. Scroll down to Remove From Queue and select the drop down for Reason for Removal and save changes.

Bed Reservation Queue Referral Expiration

The Bed Reservation Referral will expire if there has not been a Needs Bed Reservation Service submitted within the last 7 days. To re-refer the household back to the BRQ, follow the steps below.

 

1. Within the FCES project go to the assessments tab
2.  Go to the most recent assessment and click on eligibility
3. Refer directly to CQ by clicking on the toggle
4. Send Referral and
5. Input Needs Bed Reservation Service

Shelter Preference Updates

If the client’s preferences for shelter change, a new bed reservation assessment should be completed by following the steps below.

 

1. Remove the client from the BRQ
2. Complete a new assessment
3. Refer the client back to the BRQ through the new assessment
4. Input the Needs Bed Reservation Service