By-Name Lists

The information and resources here are intended to answer questions and support your community to develop and sustain a quality By-Name List on your journey to ending chronic homelessness.

Included below are materials describing a By-Name List, the 10 Steps to Develop and Use a By-Name List, By-Name List Scorecard 2.0 resources, sample Excel By-Name List templates, privacy and data sharing information, sample data dashboards, and a link to the Coordinated Access page.

Keep checking back here as we will be regularly updating materials and adding further resources.

What is a By-Name List?

A By-Name List is a real-time list of all people experiencing homelessness in your community.  It includes a robust set of data points that support coordinated access and prioritization at a household level and an understanding of homeless inflow and outflow at a system level.  This real-time actionable data supports triage to services, system performance evaluation and advocacy (for the policies and resources necessary to end homelessness).

For further background information about By-Name Lists:

10 Steps to Create and Use a By Name List

This two-page 10 Steps to Create and Use a By-Name List document provides you with simple steps and links to further resources to help you develop, use and sustain a quality By-Name List.

Download PDF

The By-Name List Scorecard 2.0 & Tools

The By-Name List (BNL) Scorecard is a self-assessment tool that assists you to take a snapshot of your local progress towards a quality By-Name List and identify areas for improvement.  For an overview, see the BNL Scorecard 2.0 launch webinar or PowerPoint PDF.

The By-Name List Scorecard 2.0 consists of the following materials:

  1. Start by reviewing the By-Name List Scorecard 2.0 Guide.  The Guide explains what the BNL Scorecard is and walks you through each question – including a full explanation along with tips and resources. By-Name List Scorecard 2.0 Guide
  2. Record your answers using the By-Name List Scorecard 2.0 Worksheet and receive your score.  Remember, your score is for improvement, not judgement.  Use the notes section to explain your answer and identify your next steps.  (Note: communities participating in the 20KHomes Collaborative should use the BNL Scorecard Worksheet in their Community Improvement Portfolio in the Change Package rather than the one linked here). BNL Scorecard 2.0 Worksheet
  3. Complete the on-line BNL Scorecard 2.0 Form (for 20KHomes Campaign communities only – to submit each quarter after they update their BNL Scorecard 2.0 Worksheet, while working towards a quality By-Name List). On-Line BNL Scorecard 2.0 form

Scorecard Tools:

By-Name List Sample Spreadsheets

By-Name List templates in Excel – examples you can download and customize for your community:

Privacy, Consent and Data Sharing

When we collect sensitive and personal information we have an obligation to protect the privacy, safety and dignity of the individuals whose information is collected.

20KHomes Campaign guidelines and tools for participating communities:
HIFIS 4 Guidance from ACRE:
  • Data Sharing and Privacy in HIFIS 4 (2018) – a 30-page document outlining what is shared and what isn’t.  The introduction is a must read in order to support understanding of the full document.    
Sample Consent and Data Sharing Agreements, Forms, & Materials from Communities:

Dufferin County:

Guelph-Wellington:

Kawartha-Haliburton:

  • Coordinated Entry System Process Guide
    • Multi-Agency Consent Form (see Appendix C)
    • By-Name List Identity Protection Process (see Appendix D)
    • By-Name List Addition and Consent Form (see Appendix H)

Waterloo Region:

Windsor-Essex:

Sample Data Dashboards

Its not just about having data through your BNL – its about how you display it to help make meaning in your community.  Below are sample data dashboards from a number of communities.

Coordinated Access and Prioritization

A By-Name List is the crown jewel of a strong Coordinated Access System (CAS).  A CAS is a way for communities to design, streamline and bring consistency to the process by which people experiencing homelessness access housing and services. A strong CAS uses a housing first approach along with a standardized and coordinated process for access, assessment, prioritization and referral for housing and other services across all the agencies and organizations in a local area.

This short 3 minute OrgCode video explains the difference between a By-Name List, Coordinated Access List and Prioritization List (and how they work together).

Further information and resources to support your work in developing and improving coordinated access and prioritization processes, including the Coordinated Access System (CAS) Scorecard can be found on the Coordinated Access page of this website.  

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