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{"sheet":"Instructions 1.1","index":0,"n_rows":15,"n_cols":5,"rows_kept":15,"merged":[[0,0,0,1],[1,0,1,1],[2,0,2,1],[3,0,3,1],[8,0,8,1],[9,0,9,1]]}
["          Overview",null,null,"Updated: 11/04/21 Version: 1.1"]
["This Equal Access Agency Assessment Tool helps homeless housing and service providers assess their compliance with regulations and best practices. This tool is for agencies internal use only. This tool is intended for administrative staff, however, front line staff may also benefit from reading the tool and assisting in the assessment process. This tool is not official program guidance or legal advice that may be important to comply with local, state or federal privacy laws.\n\nFor each attribute, for example, \"Agency/Project has a Written Policy\", use the drop down to select \"Yes\", \"No\", \"Y\", or \"N\". At the bottom of the \"Assessment\" tab, click on the \"Update Assessment Report\" button.  This will populate and update the \"Priority Steps\" report tab. Several items on the \"Assessment\" tab must be filled out before the report is populated with recommendations.\n\nEach response is weighted based on the elements that are key to ensuring equal access.  Some of these goals build on each other and the items to the left must be in place before meeting standards that are to the right. As such, the items to the left have a higher weight value.\n\n"]
[]
["          Tab Descriptions",{"$nulls":3}," "]
["Assessment","The Assessment contains a list of Equal Access goals and attributes related to those goals.  Once the assessment is completed and the button on the bottom of the assessment tab is clicked, the Priority Steps Report will be generated.  "]
["Priority Steps","The Priority Steps gives a list of three steps to complete to help the agency move towards a more inclusive and safe environment.  Once the steps are completed, the items can be updated on the Assessment tab and the \"Update Assessment Tab\" button can be clicked to generate three new steps on the Priority Steps Report. "]
["Definitions","This is a list of definitions that can be helpful when assessing and updating policies and standards."]
["Library of Steps","The Library of Steps tab includes a set of all activities that can be carried out to meet challenges found during the assessment process."]
[]
["          Assessment Tab Descriptions"]
["Item #","This is a reference number to identify equal access goal and support discussion."]
["Equal Access Goal","These goals reflect the Equal Access Rule and are informed by input from leaders in homelessness issues and transgender equality.  "]
["Agency/Project has a Written Policy","Agency has written Policies and Procedures or Standard Operating Procedures that include non-discrimination, respecting individuals and confidentiality."]
["Staff, Volunteers and Vendors are Trained to Comply with the Written Policy","Training should occur in a consistent and accessible manner. Training should informed by best practices in transferring knowledge. Documentation of training attendance should be on file. Staff should be retrained on an annual basis. "]
["All Clients are Aware of the Agency/Project Policy","Client awareness is achieved by verbal discussion during intake, behavior agreement when enrolling and a posted notice that states rights, responsibilities and expectations."]

{"sheet":"Assessment","index":1,"n_rows":57,"n_cols":9,"rows_kept":57,"merged":[[1,0,1,1]]}
["Item #","Equal Access Goal","Agency/Project has a Written Policy","Staff, Volunteers and Vendors are Trained to Comply with the Written Policy","All Clients are Aware of the Agency/Project Policy","yes/no add","red/green multiplier","category add"]
[]
[null,"Sample Response Options and Scoring"]
[]
[1,"Agency is committed and intends to comply with HUD's Equal Access Rule (if your agency receives HUD funding for shelter or services, your agency is required to meet these standards) and State and municipal laws.  ",{"$nulls":3},3,{"$f":"F5*1.25","v":3.75},{"$f":"G5*1.6","v":6},1]
[2,"For an agency or project legally permitted to segregate services based on gender, the agency serves all eligible clients who identify with that gender or whose gender identity aligns most closely with that gender.",{"$nulls":3},0,{"$f":"F6*1.5","v":0},0,1]
[3,"For an agency or project legally permitted to segregate services based on gender, the agency will not deny access because the client identification documents have a different gender marker than the client or potential client presenting for service.",{"$nulls":3},6,{"$f":"F7*1.5","v":9},14.4,1]
[4,"Agency or project will not consider a client or potential client ineligible because their appearance or behavior does not conform to gender stereotypes.",{"$nulls":3},4,{"$f":"F8*1.5","v":6},9.600000000000001,1]
[5,"Agency or project does not ask questions or seek information concerning a person’s anatomy or medical history beyond elements necessary for the purpose of providing services.",{"$nulls":3},6,{"$f":"F9*1.25","v":7.5},12,1]
[6,"For an agency or project prohibited from to segregate services based on gender, the agency will serve all individuals who are eligible for the project.",{"$nulls":3},3,{"$f":"F10*1.5","v":4.5},7.2,1]
[7,"If the Agency operates a family shelter, the Agency does not expel or decline a client of any gender if they are otherwise eligible for services.",{"$nulls":3},5,{"$f":"F11*1.5","v":7.5},12,1]
[8,"If the Agency operates a family shelter, the Agency does not expel or decline clients based on their male gender identity, regardless of age.",{"$nulls":3},0,{"$f":"F12*1.5","v":0},0,1]
[9,"Agency uses appropriate, inclusive language in communications, publications, trainings, personnel handbooks and other policy documents that affirms the agency’s commitment to serving all eligible clients in adherence with the Equal Access Rule.",{"$nulls":3},0,{"$f":"F13*1.25","v":0},0,1]
[10,"Agency makes Equal Access Rule policies and procedures publicly available on the agency's website and through other commonly used public notification processes.",{"$nulls":3},3,{"$f":"F14","v":3},4.800000000000001,1]
[11,"Agency ensures staff, volunteers and contractors are provided a copy of the Agency's policies and practices regarding Equal Access requirements. ",{"$nulls":3},5,{"$f":"F15","v":5},8,1]
[12,"Agency includes \"gender identity\" and \"gender expression\" to the list of attributes that are protected from discrimination in the Agency's Policies and Procedures.",{"$nulls":3},5,{"$f":"F16*1.25","v":6.25},10,1]
[null,"Harassment Policy"]
[13,"Agency includes transgender and nonbinary in the list of groups vulnerable to harassment and/or list of protected groups. ",{"$nulls":3},4,{"$f":"F18*1.25","v":5},{"$f":"G18*1.3","v":6.5},4]
[14,"Agency identifies harassment as a range of behaviors that are experienced as offensive, aggressive, or intimidating regardless of physical location or proximity to the project.  For LGBTQ clients, this can include: consistently or maliciously not using the client's preferred name  or affirmed gender pronoun, asking any questions about a client’s body or appearance, disclosing that a client is transgender or gender non-conforming, or physical intimidation.",{"$nulls":3},3,{"$f":"F19","v":3},{"$f":"G19*1.3","v":3.9000000000000004},4]
[15,"Agency ensures the client understands their rights if they are experiencing harassment and discrimination, and expectations for non-harassment and non-discrimination behaviors, respect for other clients and the importance of maintaining confidentiality.",{"$nulls":3},0,{"$f":"F20*1.5","v":0},{"$f":"G20*1.3","v":0},4]
[16,"Agency requires project staff, contractors, volunteers and clients to use a client's preferred name, gender and pronoun.",{"$nulls":3},6,{"$f":"F21*1.5","v":9},{"$f":"G21*1.3","v":11.700000000000001},4]
[null,"Managing and Resolving Violations"]
[17,"Agency has a formal grievance process that is prompt, transparent and consistent. The grievance process will be resolved in 30 days.",{"$nulls":3},3,{"$f":"F23*1.5","v":4.5},{"$f":"G23*1.2","v":5.3999999999999995},5]
[18,"Agency takes immediate action to resolve inappropriate behavior, harassment, or equal access issues by any person (staff, volunteers, contractors or clients). Staff training includes role play on interventions (staff to staff, staff to resident, and resident to resident). ",{"$nulls":3},3,{"$f":"F24*1.5","v":4.5},5.3999999999999995,5]
[19,"Agency mediates and resolves conflicts between clients in a way that is respectful, fair and equitable. ",{"$nulls":3},4,{"$f":"F25*1.25","v":5},6,5]
[20,"Agency has policy that if a client needs to be moved for harassment and safety concerns, the agency will have a preference to move the client with a bias.",{"$nulls":3},4,{"$f":"F26*1.25","v":5},6,5]
[21,"Agency has a sanction process for violations committed by staff, volunteers or vendors (for example, formal documentation in employee's file, suspension, firing or legal action based on the type(s) and severity of harassment). Sanctions are enforced every time there is a violation and sanctions are consistently applied.",{"$nulls":3},5,{"$f":"F27*1.25","v":6.25},7.5,5]
[22,"Agency develops partnerships with organizations that can provide expertise around the process of changing gender markers on identification and benefit applications or ensures subject matter expertise among staff.   \n",{"$nulls":3},6,{"$f":"F28","v":6},7.199999999999999,5]
[23,"Agency ensures the clients without ID understand the resources available to obtain ID,  including the process for obtaining IDs which list the clients’ preferred name and affirmed gender, as IDs are required for obtaining employment, accessing benefits and many other services important to self-sufficiency.",{"$nulls":3},4,{"$f":"F29","v":4},4.8,5]
[24,"Agency has policy to correct any misinformation or inaccurate conclusions that the presence of  transgender clients threaten the health or safety of other clients solely based on their non-conforming gender expression during risk-based conversations.",{"$nulls":3},4,{"$f":"F30","v":4},4.8,5]
[null,"Confidentiality Practices"]
[25,"Agency keeps information related to a client's gender identity confidential, unless the client gives permission to share this information.",{"$nulls":3},2,{"$f":"F32*1.5","v":3},{"$f":"G32*1.4","v":4.199999999999999},3]
[26,"Agency ensures that only essential staff, identified by administrators, are are given information related to a client's gender identity to ensure equal access and safety.",{"$nulls":3},4,{"$f":"F33*1.5","v":6},8.399999999999999,3]
[27,"Agency ensures that when a client's gender identity and sex assigned at birth differ, that difference is treated as confidential medical information and may not be disclosed without specific, time-limited written client consent",{"$nulls":3},5,{"$f":"F34*1.25","v":6.25},8.75,3]
[28,"Agency supports all clients in understanding their privacy rights, the way in which information in HMIS can be viewed by multiple agencies, and the implication of releasing information. ",{"$nulls":3},3,{"$f":"F35","v":3},4.199999999999999,3]
[29,"Agency ensures staff, volunteers and contractors understand that a client's sex assigned at birth is confidential information and the potential impact that disclosure can have on a client's progress to self-sufficiency.",{"$nulls":3},3,{"$f":"F36*1.5","v":4.5},6.3,3]
[30,"Agency is committed to and complies with federal, state and local privacy laws.",{"$nulls":3},6,{"$f":"F37","v":6},8.399999999999999,3]
[31,"Agency keeps the client's legal name and/or sex at birth confidential unless the client gives written permission otherwise. Written and verbal consent are different.  Written consent is a document that articulates the manner and extent to which the client's information will be shared and the client signs the document to confirm their permission.  The staff should make sure the client understands the written permission they are giving.  Verbal consent requires the staff and client to discuss the manner and extent to which the client's information will be shared in a way that is understood be the client and the client verbally affirms some level of sharing. ",{"$nulls":3},5,{"$f":"F38","v":5},7,3]
[null,"Data Collection"]
[32,"Agency permits clients to request a private space to complete intake and data collection. ",{"$nulls":3},0,{"$f":"F40*1.25","v":0},{"$f":"G40","v":0},7]
[33,"Agency ensures that gender identity is not required to match the gender listed on the ID or documents",{"$nulls":3},6,{"$f":"F41*1.5","v":9},{"$f":"G41","v":9},7]
[34,"Agency ensures staff, volunteers and contractors understand that a client may not present the same way that they identify; staff, volunteers and vendors will respect the client’s identity.",{"$nulls":3},3,{"$f":"F42","v":3},{"$f":"G42","v":3},7]
[35,"Agency intake materials allow for client's to indicate both their legal name and the name they prefer to go by.",{"$nulls":3},1,{"$f":"F43*1.25","v":1.25},{"$f":"G43","v":1.25},7]
[36,"If intake materials include gender identity, that gender identity is supported by the Agency.",{"$nulls":3},4,{"$f":"F44*1.5","v":6},{"$f":"G44","v":6},7]
[null,"Safety Practices"]
[37,"Agency ensures that clients with prescribed hormones or other medications as part of their gender-affirming healthcare regime have access to those medications.",{"$nulls":3},2,{"$f":"F46*1.25","v":2.5},{"$f":"G46*1.5","v":3.75},2]
[38,"Agency will respect the client's evaluation of their own safety with regard to proposed housing options and accommodate reasonable client requests regarding safety. For example, a transgender man who does not feel safe in a men’s congregate sleeping area could request assignment to the bed closest to staff.  Staff, volunteers and contractors should reasonably defer to client's request.",{"$nulls":3},4,{"$f":"F47*1.5","v":6},9,2]
[39,"Client has a right to request accommodations based on their personal safety and privacy concerns.",{"$nulls":3},6,{"$f":"F48*1.5","v":9},13.5,2]
[40,"Staff will recommend accommodations based on safety concerns to residents.",{"$nulls":3},4,{"$f":"F49*1.25","v":5},7.5,2]
[41,"Agency ensures that if a physical search or urine test is required for admission, the client can choose the gender of the staff person conducting the search. If someone of that gender is not available, the Agency will select a staff person who understands the concerns of the client, will be respectful and will uphold the agency's policies and procedures with regard to transgender clients.  ",{"$nulls":3},6,{"$f":"F50*1.25","v":7.5},11.25,2]
[null,"Facility Enhancements"]
[42,"Agency will take measures to create a safe environment for transgender and non-binary clients. When possible the Agency will ensure construction or rehabilitation of the physical property, including sleeping area, bathrooms, and showers promote privacy and safety. ",{"$nulls":3},0,{"$f":"F52*1.25","v":0},0,2]
[43,"Agency has a single check-in area for all genders.",{"$nulls":3},2,{"$f":"F53","v":2},3,2]
[44,"If the Agency only offers congregate bathrooms, all urinals/toilets are in individual stalls to support client safety.",{"$nulls":3},5,{"$f":"F54*1.25","v":6.25},{"$f":"G54*1.1","v":6.875000000000001},6]
[45,"If the Agency only offers congregate showers, each shower head will have individual stalls to support client safety.",{"$nulls":3},5,{"$f":"F55*1.5","v":7.5},{"$f":"G55*1.1","v":8.25},6]
[46,"Agency offers at least one all-gender, individual-use bathroom for use by clients. ",{"$nulls":3},6,{"$f":"F56*1.25","v":7.5},{"$f":"G56*1.1","v":8.25},6]
[47,"Agency offers at least one all-gender, individual-use shower for use by clients. ",{"$nulls":3},0,{"$f":"F57*1.25","v":0},{"$f":"G57*1.1","v":0},6]

{"sheet":"Outputs","index":2,"n_rows":1,"n_cols":4,"rows_kept":1}
["Item","Goal","Next Steps","Score"]

{"sheet":"Definitions","index":3,"n_rows":43,"n_cols":1,"rows_kept":43}
["Glossary of Gender Identifying Terms and Definitions "]
["Assigned/Designated Sex at Birth: "]
["Frequently a binary designation of “male” or “female” "]
["Assigned at birth typically by a medical professional (e.g., sex listed on birth certificate) "]
["Based on the person’s internal or external anatomy at birth"]
["May or may not correspond to one’s gender identity or expression"]
["Cis-Gender: "]
["Refers to a non-transgender person"]
["The prefix “cis” means “matches”"]
["Thus, this means that one’s sex assigned at birth “matches” one’s gender identity "]
["Gender Identity: "]
["Internal or innate sense of being male, female, or another gender "]
["May or may not match their assigned sex at birth "]
["May not be visible based on outward appearance "]
["Gender Expression: "]
["External expression of gender identity "]
["Exhibited through: behavior, clothing, hairstyle, body language, voice"]
["Does not always correspond to a person's gender identity "]
["May change over time or even day-to-day "]
["Sexual Orientation: "]
["Describes who an individual experiences physical or emotional attraction to. "]
["Distinct from one’s gender expression or identity "]
["Gender Non-Conforming: "]
["Someone who does not conform to traditional gender roles or stereotypes (by way of gender identity and/or expression) "]
["Traditional roles and stereotypes vary based on different cultural and societal ideals "]
["Individuals may be perceived as having a different gender based on outward appearances (behavior, clothing, hairstyle, body language, voice). "]
["Non-Binary Person: "]
["A person who does not identify as male or female (male and female are the two ends of the gender spectrum)  "]
["Gender-Neutral/Inclusive: "]
["Language used to describe “all gender” or unisex spaces, (i.e., gender-neutral or all gender bathrooms), language about relationships (spouse or partner, instead of wife/husband or boyfriend/ girlfriend), etc."]
["Transitioning (Gender Transition): "]
["Process that some (but not all) transgender people go through to begin living as the gender with which they identify, rather than the sex assigned to them at birth.  Transitioning does not require medical treatment."]
["Transgender/Transsexual: "]
["Umbrella term for people whose gender identity and/or gender expression is different from their assigned sex at birth."]
["Occasionally, as individual may determine they no longer identify as transgender after they transition."]
["Trans Woman: "]
["Assigned male at birth, but now identifies and lives as a female "]
["May or may not have undergone medical treatments or surgeries  "]
["Sometimes referred to as “Male-to-Female” or “MTF,” this may not be preferred as it can over-emphasizes that the person was born male rather than her current identity."]
["Trans Man: "]
["Assigned female at birth, but now identifies and lives as a man "]
["May or may not have undergone medical treatments or surgeries  "]
["Sometimes referred to as “Female-to-Male” or “FTM,” this may not be preferred as it can over-emphasizes that the person was born male rather than his current identity."]

{"sheet":"Library of Steps","index":4,"n_rows":54,"n_cols":5,"rows_kept":54,"merged":[[13,0,13,4],[18,0,18,4],[27,0,27,4],[35,0,35,4],[41,0,41,4],[47,0,47,4]]}
["Item #","Attribute","Agency/Project has a Written Policy","Staff, Volunteers and Contractors are Trained to Comply with the Written Policy","All Clients are Aware of the Agency/Project Policy"]
[1,"Agency is committed and intends to comply with HUD's Equal Access Rule (if your agency receives HUD funding for shelter or services, your agency is required to meet these standards) and State and municipal laws.  ","Meet with the agency's Board and administrators to discuss the importance of the Equal Access Rule, how to be compliant and gaps or areas for improvement at your agency.  ","Train staff, volunteers and contractors on the agency's commitment and intention to comply with the Equal Access Rule.","Educate clients on agency's commitment and intention to comply with the Equal Access Rule and the availability of the agency's Policies and Procedures."]
[2,"For an agency or project legally permitted to segregate services based on gender, the agency serves all eligible clients who identify with that gender or whose gender identity aligns most closely with that gender.","For an agency or project legally permitted to segregate services based on gender, develop a policy statement and procedures to ensure that staff, volunteers and contractors serve all eligible clients that identify with that gender or whose gender identity aligns most closely with that gender.","For an agency or project legally permitted to segregate services based on gender, train staff, volunteers and contractors to serve all eligible clients who identify with that gender or whose gender identity aligns most closely with that gender.","For an agency  or projectlegally permitted to segregate services based on gender, educate clients on the agency's policy to serve all eligible clients who identify with that gender or whose gender identity aligns most closely with that gender."]
[3,"For an agency or project legally permitted to segregate services based on gender, the agency will not deny access because the client identification documents have a different gender marker than the client or potential client presenting for service.","For an agency legally permitted to segregate services based on gender, develop a policy statement and procedures to ensure that staff, volunteers and contractors do not deny access because the agency possesses identity documents indicating a sex different than the gender with which the client or potential client identifies.","For an agency or project legally permitted to segregate services based on gender, train staff, volunteers and contractors on the agency's policy that prohibits denying access because the agency possesses identity documents indicating a sex different than the gender with which the client or potential client identifies.","For an agency or project legally permitted to segregate services based on gender, educate clients on the agency's commitment to not deny access because the agency possesses identity documents indicating a sex different than the gender with which the client or potential client identifies."]
[4,"Agency or project will not consider a client or potential client ineligible because their appearance or behavior does not conform to gender stereotypes.","For an agency or project legally permitted to segregate services based on gender, develop a policy statement and procedures to ensure that staff, volunteers and contractors will not consider a client or potential client ineligible because their appearance or behavior does not conform to gender stereotypes.","For an agency or project legally permitted to segregate services based on gender, train staff, volunteers and contractors to not consider a client or potential client ineligible because their appearance or behavior does not conform to gender stereotypes.","For an agency or project legally permitted to segregate services based on gender, educate clients on the agency's commitment to not consider a client or potential client ineligible because their appearance or behavior does not conform to gender stereotypes."]
[5,"Agency or project does not ask questions or seek information concerning a person’s anatomy or medical history beyond elements necessary for the purpose of providing services.","Develop a policy statement and procedures to ensure that staff, volunteers and contractors do not ask questions or otherwise seek information or documentation concerning a person’s anatomy or medical history.","Train staff, volunteers and contractors on the agency's policy that prohibits asking questions or otherwise seek information or documentation concerning a person’s anatomy or medical history.","Ensure clients understand that staff will not ask questions or otherwise seek information or documentation concerning the client's anatomy or medical history."]
[6,"For an agency or project prohibited from to segregate services based on gender, the agency will serve all individuals who are eligible for the project.","Develop a policy statement and procedures to ensure that staff, volunteers and contractors serve all individuals who are eligible for the project.","Train staff, volunteers and contractors on the agency's commitment serve all individuals that are eligible for the project.","Publicize the agency's commitment to serve all individuals, regardless of gender, in project literature."]
[7,"If the Agency operates a family shelter, the Agency does not expel or decline a client of any gender if they are otherwise eligible for services.","Develop a policy statement and procedures to ensure that staff, volunteers and contractors do not expel or decline a client of any gender if they are otherwise eligible for services.","Train staff, volunteers and contractors on the agency's commitment to not expel or decline a client of any gender if they are otherwise eligible for services.","Publicize the agency's commitment to serve all families, regardless of gender, in project literature."]
[8,"If the Agency operates a family shelter, the Agency does not expel or decline clients based on their male gender identity, regardless of age.","Develop a policy statement and procedures to ensure that staff, volunteers and contractors do not expel or decline clients based on their male gender identity, regardless of age.","Train staff, volunteers and contractors on the agency's commitment to not expel or decline clients based on their male gender identity, regardless of age.","Educate clients on the agency's commitment to not expel or decline clients based on their male gender identity, regardless of age."]
[9,"Agency uses appropriate, inclusive language in communications, publications, trainings, personnel handbooks and other policy documents that affirms the agency’s commitment to serving all eligible clients in adherence with the Equal Access Rule.","Develop a policy statement and procedures for the addition of inclusive language in communications, publications, trainings, personnel handbooks and other policy documents that affirms the agency’s commitment to serving all eligible clients in adherence with the Equal Access Rule.","Train staff, volunteers and contractors on the agency's commitment to inclusive language in communications, publications, trainings, personnel handbooks and other policy documents that affirms the agency’s commitment to serving all eligible clients in adherence with the Equal Access Rule.","Educate clients on the agency's commitment to inclusive language in communications, publications, trainings, personnel handbooks and other policy documents that affirm the agency’s commitment to serving all eligible clients in adherence with the Equal Access Rule."]
[10,"Agency makes Equal Access Rule policies and procedures publicly available on the agency's website and through other commonly used public notification processes.","Develop a policy statement and procedures on making Equal Access Rule policies and procedures publicly available on the agency's website and through other commonly used public notification processes.","Train staff, volunteers and contractors on availability of the Agency's Equal Access Rule policies and procedures on the agency's website and through other commonly used public notification processes.","Educate clients on availability of the Agency's Equal Access Rule policies and procedures on the agency's website and through other commonly used public notification processes."]
[11,"Agency ensures staff, volunteers and contractors are provided a copy of the Agency's policies and practices regarding Equal Access requirements. ","Develop a policy statement and procedures on providing a copy of the agency's policies and practices regarding Equal Access requirements to staff, volunteers and contractors. ","Train staff, volunteers and contractors that all staff, volunteers and contractors are required to understand and follow the agency's Policies and Procedures.","Educate clients that all staff, volunteers and contractors are required to understand and follow the agency's Policies and Procedures."]
[12,"Agency includes \"gender identity\" and \"gender expression\" to the list of attributes that are protected from discrimination in the Agency's Policies and Procedures.","In the list attributes that are protected from discrimination include \"gender identity\" and \"gender expression\".  If the agency's Policies and Procedures don't include a list of attributes, add them.  ","Train staff, volunteers and contractors on the agency's inclusion  of \"gender identity\" and \"gender expression\" to list of attributes that are protected from discrimination in the agency's Policies and Procedures.","Educate clients on the agency's inclusion of \"gender identity\" and \"gender expression\" to list of attributes that are protected from discrimination in the agency's Policies and Procedures."]
["Harassment Policy"]
[13,"Agency includes transgender and nonbinary in the list of groups vulnerable to harassment and/or list of protected groups. ","In the list of protected groups within the agency's Policies and Procedures, add transgender and non-binary.  If your agency does not list protected groups, add a list and include these populations.","Train staff, volunteers and contractors on the agency's inclusion of transgender and non-binary in the list of groups vulnerable to harassment and/or list of protected groups.","Educate clients on the agency's inclusion of transgender and non-binary in the list of groups vulnerable to harassment and/or list of protected groups."]
[14,"Agency identifies harassment as a range of behaviors that are experienced as offensive, aggressive, or intimidating regardless of physical location or proximity to the project.  For LGBTQ clients, this can include: consistently or maliciously not using the client's preferred name  or affirmed gender pronoun, asking any questions about a client’s body or appearance, disclosing that a client is transgender or gender non-conforming, or physical intimidation.","Develop a policy statement and procedures that identify harassment as a range of behaviors that are experienced as offensive, aggressive, or intimidating regardless of physical location or proximity to the project.  For the LGBTQ clients this can include: consistently or maliciously not using the client's preferred name or affirmed gender pronoun, asking any questions about a client’s body or appearance, disclosing that a client is transgender or non-binary, or physical intimidation.","Train staff, volunteers and contractors to understand harassment as a range of behaviors that are experienced as offensive, aggressive, or intimidating regardless of physical location or proximity to the project.  Train them to understand that for the LGBTQ clients this can include: consistently or maliciously not using the client's preferred name or affirmed gender pronoun, asking any questions about a client’s body or appearance, disclosing that a client is transgender or  non-binary, or physical intimidation.","Educate clients that harassment is a range of behaviors that are experienced as offensive, aggressive, or intimidating regardless of physical location or proximity to the project.  Train them to understand that for the LGBTQ clients this can include: consistently or maliciously not using the client's preferred name or affirmed gender pronoun, asking any questions about a client’s body or appearance, disclosing that a client is transgender or non-binary, or physical intimidation."]
[15,"Agency ensures the client understands their rights if they are experiencing harassment and discrimination, and expectations for non-harassment and non-discrimination behaviors, respect for other clients and the importance of maintaining confidentiality.","Develop a policy statement and procedures ensuring staff, volunteers and contractors educate clients on their rights if they are experiencing harassment and discrimination, and expectations for non-harassment and non-discrimination behaviors, respect for other clients and the importance of maintain confidentiality.","Train staff, volunteers and contractors on their responsibility to educate clients on their rights if they are experiencing harassment and discrimination, and expectations for non-harassment and non-discrimination behaviors, respect for other clients and the importance of maintain confidentiality.","Educate clients on their rights if they are experiencing harassment and discrimination, and expectations for non-harassment and non-discrimination behaviors, respect for other clients and the importance of maintain confidentiality."]
[16,"Agency requires project staff, contractors, volunteers and clients to use a client's preferred name, gender and pronoun.","Develop a policy statement and procedures on the requirement that staff, volunteers, vendors and clients use a client's preferred name, gender and pronoun.","Train staff, volunteers and contractors on the agency's policy that requires staff, volunteers, contractors and clients to use a client's preferred name, gender and pronoun.","Educate clients on the agency's policy that requires staff, volunteers, vendors and clients to use a client's preferred name  gender and pronoun."]
["Managing and Resolving Violations"]
[17,"Agency has a formal grievance process that is prompt, transparent and consistent. The grievance process will be resolved in ___ [timeframe].","Develop a policy statement and procedures on a grievance process that is prompt, transparent and consistent. Include the time it will take to resolve the issue.","Train staff, volunteers and contractors on the agency's formal grievance process ensuring that it is prompt, transparent and consistent. ","Educate clients on the agency's formal grievance process ensuring that it is prompt, transparent and consistent. "]
[18,"Agency takes immediate action to resolve inappropriate behavior, harassment, or equal access issues by any person (staff, volunteers, contractors or clients). Staff training includes role play on interventions (staff to staff, staff to resident, and resident to resident). ","Develop a policy statement and procedures that the agency will take immediate action to resolve inappropriate behavior, harassment, or equal access issues by any person (staff, volunteers, contractors or clients). Staff, volunteer, and contractor training includes role play on interventions (staff to staff, staff to resident, and resident to resident). ","Train staff, volunteers and contractors on their responsibility to resolve inappropriate behavior, harassment, or equal access issues by any person (staff, volunteers and contractors or clients). Staff, volunteer, and contractor training includes role play on interventions (staff to staff, staff to resident, and resident to resident). ","Educate clients on how inappropriate behavior, harassment, or equal access issues by any person (staff, volunteers, contractors or clients) will be resolved. "]
[19,"Agency mediates and resolves conflicts between clients in a way that is respectful, fair and equitable. ","Develop a policy statement and procedures on mediating and resolving conflicts between clients in a way that is respectful, fair and equitable. ","Train staff, volunteers and contractors on their responsibility to mediate and resolve conflicts between clients in a way that is respectful, fair and equitable. ","Educate clients that staff, volunteers and contractors will mediate and resolve conflicts between clients in a way that is respectful, fair and equitable. "]
[20,"Agency has policy that if a client needs to be moved for harassment and safety concerns, the agency will have a preference to move the client with a bias.","Develop a policy statement and procedures that ensure if a client needs to be moved due to harassment and/or safety concerns, the agency will have a preference to move the client with a bias.","Train staff, volunteers and contractors on the agency's policy that if a client needs to be moved due harassment and/or safety concerns, the agency will have a preference to move the client with a bias.","Educate clients on the agency's policy that if a client needs to be moved due harassment and/or safety concerns, the agency will have a preference to move the client with a bias."]
[21,"Agency has a sanction process for violations committed by staff, volunteers or vendors (for example, formal documentation in employee's file, suspension, firing or legal action based on the type(s) and severity of harassment). Sanctions are enforced every time there is a violation and sanctions are consistently applied.","Develop a policy statement and procedures on the sanction process that addresses violations to the agency's anti-discrimination policy and Equal Access Rule.  The sanction process should be applied consistently.","Train staff, volunteers and contractors on the agency's sanction process for violations committed by staff, volunteers and contractors (for example, formal documentation in employee's file, suspension, firing or legal action based on the type(s) and severity of harassment) including how they are enforced and applied.","Educate clients on the agency's sanction process for violations committed by staff, volunteers, contractors or clients (for example, moving to a different area of the shelter, temporary ban from project based on the type(s) and severity of harassment) including how they are enforced and applied."]
[22,"Agency develops partnerships with organizations that can provide expertise around the process of changing gender markers on identification and benefit applications or ensures subject matter expertise among staff.   \n","Develop a policy statement and procedures ensuring staff, volunteers and contractors can provide information to clients on changing gender markers on identification or benefit applications or can refer clients to experts with that knowledge.  ","Train staff, volunteers and contractors to provide information to clients on changing gender markers on identification or benefit applications or to refer clients to experts with that knowledge.","Ensure clients understand that information is available if they want to learn about the process of changing their gender marker on identification or benefit applications."]
[23,"Agency ensures the clients without ID understand the resources available to obtain ID,  including the process for obtaining IDs which list the clients’ preferred name and affirmed gender, as IDs are required for obtaining employment, accessing benefits and many other services important to self-sufficiency.","Develop a policy statement and procedures ensuring staff, volunteers and contractors educate clients on the resources available to obtain ID if they do not have one.","Train staff, volunteers and contractors on their responsibilities to educate clients on the resources available to obtain ID if they do not have one.","Inform clients of the resources available to obtain ID if they do not have one."]
[24,"Agency has policy to correct any misinformation or inaccurate conclusions that the presence of  transgender clients threaten the health or safety of other clients solely based on their non-conforming gender expression during risk-based conversations.","Develop a policy statement and procedures that ensure the correction of any misinformation or inaccurate conclusions that the presence of transgender and non-binaryclients threaten the health or safety of other clients solely based on their non-conforming gender expression during risk-based conversations.","Train staff, volunteers and contractors on requirements to correct any misinformation or inaccurate conclusions that the presence of transgender and non-binary clients threaten the health or safety of other clients solely based on their non-conforming gender expression during risk-based conversations.","Educate clients on any misinformation or inaccurate conclusions that the presence of  transgender  and non-binary clients threaten the health or safety of other clients solely based on their non-conforming gender expression during risk-based conversations."]
["Confidentiality Practices"]
[25,"Agency keeps information related to a client's gender identity confidential, unless the client gives permission to share this information.","Develop a policy statement and procedures that information related to a client's gender identity confidential, unless the client gives permission to share this information.","Train staff, volunteers and contractors on their responsibility to keep information related to a client's gender identity confidential, unless the client gives permission to share this information.","Ensure clients know that any information related to their gender identity will be kept confidential."]
[26,"Agency ensures that only essential staff, identified by administrators, are are given information related to a client's gender identity to ensure equal access and safety.","Develop a policy statement and procedures that ensure that only essential staff, identified by administrators, are given information related to a client's gender identity to ensure equal access and safety.","Ensure staff, contractors, and volunteer know and understand the impact and consequences of breaching a client's confidentiality and releasing information related to their gender identity or transgender status.","Communicate to clients that there is a policy that information related to their gender identity will be shared only to ensure equal access and safety."]
[27,"Agency ensures that when a client's gender identity and sex assigned at birth differ, that difference is treated as confidential medical information and may not be disclosed without specific, time-limited written client consent","Develop a policy statement and procedures that ensure that when a client's gender identity and sex assigned at birth differ, that difference is treated as confidential medical information and may not be disclosed without specific, time-limited written client consent","Train staff, volunteers and contractors on their responsibility to ensure that when a client's gender identity and sex assigned at birth differ, that difference is treated as confidential medical information and may not be disclosed without specific, time-limited written client consent","Educate clients that staff, volunteers and contractors are responsible to ensure that when a client's gender identity and sex assigned at birth differ, that difference is treated as confidential medical information and may not be disclosed without specific, time-limited written client consent"]
[28,"Agency supports all clients in understanding their privacy rights, the way in which information in HMIS can be viewed by multiple agencies, and the implication of releasing information. ","Develop a policy statement and procedures to ensure clients understand their privacy rights and the implication of releasing information. For example, staff understands the implication of selecting transgender or non-binary when entering information into HMIS.","Train staff, volunteers and contractors on how to ensure clients understand their privacy rights and the implication of releasing information. For example, staff understands the implication of selecting transgender or non-binary when entering information into HMIS.","Ensure clients are informed of their privacy right, the way in which information in HMIS is shared by multiple agencies, and understand the implications for releasing information."]
[29,"Agency ensures staff, volunteers and contractors understand that a client's sex assigned at birth is confidential information and the potential impact that disclosure can have on a client's progress to self-sufficiency.","Develop a policy statement and procedures that maintain a client's sex assigned at birth as confidential information and describes the potential impact that disclosure can have on a client's progress to self-sufficiency.","Train staff, volunteers and contractors to uphold a client's sex assigned at birth as confidential information and to understand the potential impact that disclosure can have on a client's progress to self-sufficiency.","Ensure clients are informed of the policy at intake and the process for filing a complaint if any breach should occur."]
[30,"Agency is committed to and complies with federal, state and local privacy laws.","Develop a policy statement and procedures ensuring staff, volunteers and contractors understand their responsibilities to uphold federal, state and local privacy laws.","Train staff, volunteers and contractors on their responsibilities to uphold federal, state and local privacy laws and the consequences of failing to meet those responsibilities. ","Ensure clients are informed of their privacy rights and the measures the agency's take to uphold these rights."]
[31,"Agency keeps the client's legal name and/or sex at birth confidential unless the client gives written permission otherwise. Written and verbal consent are different.  Written consent is a document that articulates the manner and extent to which the client's information will be shared and the client signs the document to confirm their permission.  The staff should make sure the client understands the written permission they are giving.  Verbal consent requires the staff and client to discuss the manner and extent to which the client's information will be shared in a way that is understood be the client and the client verbally affirms some level of sharing. ","Develop a policy statement and procedures that keep the client's legal name and/or sex at birth confidential unless the client gives written permission otherwise and that staff should make sure the client understands the written permission they are giving.  And further, verbal consent requires the staff and client to discuss the manner and extent to which the client's information will be shared in a way that is understood be the client and the client verbally affirms some level of sharing. ","Train staff, volunteers and contractors on their responsibly to keep the client's legal name and/or sex at birth confidential unless the client gives written permission otherwise and that staff should make sure the client understands the written permission they are giving.  And further, verbal consent requires the staff and client to discuss the manner and extent to which the client's information will be shared in a way that is understood be the client and the client verbally affirms some level of sharing. ","Educate clients that staff, volunteers and contractors are responsible to keep the client's legal name and/or sex at birth confidential unless the client gives written permission otherwise and that staff should make sure the client understands the written permission they are giving.  And further, verbal consent requires the staff and client to discuss the manner and extent to which the client's information will be shared in a way that is understood be the client and the client verbally affirms some level of sharing. "]
["Data Collection"]
[32,"Agency permits clients to request a private space to complete intake and data collection. ","Develop a policy statement and procedures on the client's right to request a private space to complete intake and data collection. ","Train staff, volunteers and contractors to provide a private space to complete intake and data collection. ","Educate clients that the agency permits clients to request a private space to complete intake and data collection. "]
[33,"Agency ensures that gender identity is not required to match the gender listed on the ID or documents","Develop a policy statement and procedures that ensure gender identity is not required to match the gender listed on the client's ID or documents","Train staff, volunteers and contractors on the agency's policy that gender identity is not required to match the gender listed on the client's ID or documents","Educate clients on the agency's policy that gender identity is not required to match the gender listed on the clients ID or documents"]
[34,"Agency ensures staff, volunteers and contractors understand that a client may not present the same way that they identify; staff, volunteers and vendors will respect the client’s identity.","Ensure this practice is incorporated into staff/volunteer/contractor training and orientation.","Train staff, volunteers and contractors that a client may not present the way that they identify and that staff, volunteers and contractors should respect the client’s identity.","Ensure clients understand that staff, volunteers and contractors will respect a client’s identity."]
[35,"Agency intake materials allow for client's to indicate both their legal name and the name they prefer to go by.","Regularly review intake material for compliance with Equal Access Rule.","Train staff, contractors, and volunteers to use a client's preferred name rather than their legal name.","Ensure clients understand the process they should have the right to list a preferred name at intake and have the staff use their preferred name. "]
[36,"If intake materials include gender identity, that gender identity is supported by the Agency.","If intake materials include gender identity, develop a policy statement and procedures that gender identity is supported by the agency.","Train staff, volunteers and contractors that if intake materials include gender identity, that gender identity is supported by the agency.","Educate clients that if intake materials include gender identity, that gender identity should be supported by the Agency."]
["Safety Practices"]
[37,"Agency ensures that clients with prescribed hormones or other medications as part of their gender-affirming healthcare regime have access to those medications.","Ensure that all medications, properly prescribed, are treated according to the project's policy.","Train staff to treat all prescribed medication consistent with project policy.  Similarly all undocumented medication should be treated consistent with project policy.","Educate clients on the medication policy of the project for prescription and non-prescription medications."]
[38,"Agency will respect the client's evaluation of their own safety with regard to proposed housing options and accommodate reasonable client requests regarding safety. For example, a transgender man who does not feel safe in a men’s congregate sleeping area could request assignment to the bed closest to staff.  Staff, volunteers and contractors should reasonably defer to client's request.","Develop a policy statement and procedures to respect the client's evaluation of their own safety with regard to proposed housing options and accommodate reasonable client requests regarding safety. For example, a transgender man who does not feel safe in a men’s congregate sleeping area could request assignment to the bed closest to staff.  Staff, volunteers and contractors should reasonably defer to client's request.","Train staff, volunteers and contractors to respect the client's evaluation of their own safety with regard to proposed housing options and accommodate reasonable client requests regarding safety. For example, a transgender man who does not feel safe in a men’s congregate sleeping area could request assignment to the bed closest to staff.  Staff, volunteers and contractors should reasonably defer to client's request.","Ensure clients understand that the agency will respect the client's evaluation of their own safety with regard to proposed housing options and accommodate reasonable requests regarding safety. For example, a transgender man who does not feel safe in a men’s congregate sleeping area could request assignment to the bed closest to staff.  Staff, volunteers and contractors should reasonably defer to client's request."]
[39,"Client has a right to request accommodations based on their personal safety and privacy concerns.","Develop a policy statement and procedures to require staff to evaluate and respond to reasonable client requests for safety based accommodations and document the outcomes.","Train staff, volunteers and contractors that clients may request reasonable safety based accommodation and how to consistently evaluate those requests and document outcomes.","Educate clients that the client has a right to request accommodations based on their personal safety concerns."]
[40,"Staff will recommend accommodations based on safety concerns to residents.","Develop a policy statement and procedures on staff, volunteers and contractors responsibility to recommend accommodations based on safety concerns to residents.","Train staff, volunteers and contractors to recommend accommodations based on safety concerns to residents.","Educate clients that staff, volunteers and contractors will recommend accommodations based on safety concerns to residents."]
[41,"Agency ensures that if a physical search or urine test is required for admission, the client can choose the gender of the staff person conducting the search. If someone of that gender is not available, the Agency will select a staff person who understands the concerns of the client, will be respectful and will uphold the agency's policies and procedures with regard to transgender clients.  ","Develop a policy statement and procedures on physical searches or urine tests if they apply.  Indicate that the client can choose the gender of the staff person conducting the search. If someone of that gender is not available, the agency will select a staff person who understands the concerns of the client, will be respectful and will uphold the agency's policies and procedures with regard to transgender clients.  ","Train staff, volunteers and contractors to respectfully conduct physical searches or urine tests if required for admission and that the client can choose the gender of the staff person conducting the search. If someone of that gender is not available, the agency will select a staff person who understands the concerns of the client, will be respectful and will uphold the agency's policies and procedures with regard to transgender clients.  ","Educate clients that the agency will ensure that if a physical search or urine test is required for admission, the client can choose the gender of the staff person conducting the search. If someone of that gender is not available, the Agency will select a staff person who understands the concerns of the client, will be respectful and will uphold the agency's policies and procedures with regard to transgender clients.  "]
["Facility Enhancements"]
[42,"Agency will take measures to create a safe environment for transgender and non-binary clients. When possible the Agency will ensure construction or rehabilitation of the physical property, including sleeping area, bathrooms, and showers promote privacy and safety. ","Develop a policy statement and procedures on creating a safe environment for transgender and non-binary clients including when possible the construction or rehabilitation of the physical property, including sleeping area, bathrooms, and showers promote privacy and safety. ","Train staff, volunteers and contractors on measures to create a safe environment for transgender and  non-binary clients.","Educate clients on the agency's commitment and measures to create a safe environment for transgender and non-binary clients."]
[43,"Agency has a single check-in area for all genders.","Develop a policy statement and procedures for a single check-in area for all genders.","Train staff, volunteers and contractors to manage a single check-in area for all genders.","Educate clients on agency's expectations on the client's use of the single check-in area for all genders."]
[44,"If the Agency only offers congregate bathrooms, all urinals/toilets are in individual stalls to support client safety.","Develop a policy statement and procedures on client safety related to congregate bathrooms including individual stalls for urinals/toilets.","Train staff, volunteers and contractors on use and management of congregate bathrooms to support client safety.","Educate clients on agency's expectations on the client's use of congregate bathrooms and that all urinals/toilets are in individual stalls to support client safety."]
[45,"If the Agency only offers congregate showers, each shower head will have individual stalls to support client safety.","Develop a policy statement and procedures on congregate showers to support client safety including the provision of individual stalls for each shower head.","Train staff, volunteers and contractors on use and management of congregate showers to support client safety.","Educate clients on agency's expectations on the client's use of congregate showers and that each shower head has individual stalls to support client safety."]
[46,"Agency offers at least one all-gender, individual-use bathroom for use by clients. ","Develop a policy statement and procedures on offering  at least one all-gender, individual-use bathroom for use by clients. ","Train staff, volunteers and contractors on use and management of at least one all-gender, individual-use bathroom for clients ","Educate clients on agency's expectations that they will provide access to at least one all-gender, individual-use bathroom for clients"]
[47,"Agency offers at least one all-gender, individual-use shower for use by clients. ","Develop a policy statement and procedures on offering access to at least one all-gender, individual use shower room for all clients. ","Train staff, volunteers and contractors on use and management at least one all-gender, individual-use shower room for all clients. ","Educate clients on agency's expectations that they will provide access to at least one all-gender, individual-use shower room for all clients. "]

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