SSVF Special Edition Email Update: Jan 13, 2016 (Please Read)

Hi Team,

Please refer to the below program update email and attachments. The version that you received yesterday had links to SSVF website. I am attaching the pdfs in case you had trouble accessing the links. We will cover in more detail on our Super Region call next week.  Please do not access the SurveyMonkey link until you are ready to complete the questions for community(ies).  Survey questions and guidance are provided in the attached documents.  Feel free to contact me if you have any questions.

Thanks so much!


From: SSVF
Sent: Wednesday, January 13, 2016 8:05 AM
Subject: SSVF Special Edition Email Update: Jan 13, 2016
Importance: High

As a follow up to Program Update on December 22nd, we would like to provide you with additional information on the Community Plan submission due on Friday, January 29th.

Submission Format
·         *New*: The format for community plan submission will take place via Survey Monkey.
·         Please note that we will not accept the excel format that was used for past submissions.
What This Means for You
·         All grantees serving the CoC should coordinate communication to determine who will submit.
·         Please remember that only 1 survey should be submitted per CoC.
·         It is extremely important that communities are open and honest with responses.
·         There are no right or wrong answers, and we understand that planning is a process and that each community has unique needs and strengths.
·         The information that is gathered and responses submitted should be in conjunction and coordination with the CoC, VAMC, and team responsible for ending Veteran homelessness in the community.
·         The submission is a community response, not a SSVF response.
·         To assist you with successful submissions, we are attaching two tools.
o   1. Community Plan Instructions
o   2. SSVF Community Planning_January Questions
·         The first tool provides step-by-step instructions on how to complete the survey, including response clarification  and also drop-down selections not listed on the subsequent document.
·         The second tool provides the actual questions listed in Survey Monkey to assist you with information gathering prior to opening the Survey Monkey link
Tips, Timeline, and Support
·         We strongly encourage grantees to review the two attachments together.
o   Suggested Action Steps
§  Read this email and the attachments in detail.
§  Review the list of CoCs that your grant covers and coordinate which grantee will gather data and submit for each CoC.
§  Begin information gathering with the team responsible for ending Veteran homelessness in the CoC.
§  Ask your Regional Coordinator questions as needed.
§  Tip: Write responses on the SSVF Community Planning_January Questions tool for easy transfer to Survey Monkey.
§  Participate in the national webinar on January 21st at 2pm EST.
§  Schedule an uninterrupted time (15-20 minutes) to open the link and transfer your data from the questions tool to Survey Monkey.
§  Submit your responses and make sure to hit done.
·         If you need support after reviewing the tools, you may reach out to your Regional Coordinator.
o   If you have a process or content question be prepared to tell your Regional Coordinator exactly which step or question you do not understand using this email or the tools so that they may better assist you.
o   If you have a technical question related to Survey Monkey, they may refer your question to our data collection team.
o   Please note that we are committed to responses within 1-2 business days. Please plan ahead to ensure that your questions are answered; we strongly discourage waiting until the last minute to ask questions or submit.
o   We will review this tool on our January 21st webinar.  Please mark your calendars.
We are thankful for the amazing work that is being done to end Veteran homelessness in communities, and we are appreciative of your assistance with this submission.


The SSVF Program Office

NOTE:  If you are receiving this email in error, please disregard.  We request your patience as the SSVF Program Office continues to address system issues with the grants management database.