Contributory HMIS Organization PARTNER AGREEMENT For WV Balance of State Continuum of Care Homeless Information Management System

Contributory HMIS Organization (Agency) Name: The WV Balance of State CoC HMIS (DBA FacsPro ) is a client information system that provides a standardized assessment of consumer needs, creates individualized service plans and records the use of housing and services which communities can use to determine the utilization of services of participating Agencies, identify gaps in the local service continuum and develop outcome measurements. The signature of the Executive Director of the Partner Agency indicates agreement with the terms set forth before a WV Balance of State Continuum of Care (WV BoS CoC) HMIS account can be established for the Agency. The WV Coalition to End Homelessness is the primary coordinating Agency. The WV Governor s Office of Economic Opportunity and the WV BoS CoC act as the system administrators. In this Agreement, a CHO is a Partner Agency acting as a Contributory HMIS Organization in WV Bos CoC HMIS, "Client" is a consumer of services. I. Confidentiality A. TheCHO shall uphold relevant federal and state confidentiality regulations and laws thatprotect Client records and shall only release client records with written consent bythe client, unless otherwise provided for in the regulations. 1. The CHO shall abide specifically by federal confidentiality regulations as contained in theCode of Federal Regulations, 42 CFR Part 2 regarding disclosure of alcohol and/or drugabuse records. In general terms, the federal rules prohibit the disclosure of alcohol and/ordrug abuse records unless disclosure is expressly permitted by written consent of the personto whom it pertains or as otherwise permitted by 42 CFR Part 2. A general authorization forthe release of medical or other information is not sufficient for this purpose. The CHO understands the federal rules restrict any use of the information to criminally investigate orprosecute any alcohol or drug abuse patients. 2. The CHO shall provide a verbal explanation of the WV BoS CoC HMIS database andthe terms of consent and shall arrange for a qualified interpreter or translator in the event thatan individual is not literate in English or has difficulty understanding the consent form. 3. The CHO shall not solicit or input information from Clients into the WV BoS CoC HMIS database unless it is essential to provide services, or to conduct evaluation oradvocacy.The CHO agrees not to release any confidential information received from the WV BoS CoC HMIS database to any organization or individual without proper Client consent. 4. The CHO shall ensure that all staff, volunteers and other persons issued a User ID andpassword for WV Bos CoC HMIS receives basic user training provided by either the CHO or the WV BoC CoC HMIS Staff, or both. (security, confidentiality, signs User agreement)

5. The CHO understands the file server, which will contain all Client information, includingencrypted identifying Client information, will be located off-site and is secure. 6. The CHO shall verbally explain to Clients the nature of the database, and require a written Release of Information (ROI). Clients are to be encouraged to participate in the collection of information, not discouraged. 7. The CHO shall not be denied access to Client data they enter. CHOs are bound by all restrictions placed upon the data by any Client. The CHO shall diligently record in the WV Bos CoC HMIS all restrictions requested. The CHO shall not knowingly enter false or misleadingdata under any circumstances. 8. If this Agreement is terminated, the WV Bos CoC HMIS and remaining Partner Agencies shall maintaintheir right to the use of all Client data previously entered by the terminating CHO;this use is subject to any restrictions requested by the Client. 9. If a Client withdraws consent for release of information, the CHO remains responsible toensure that Client s information is unavailable to all other Partner Agencies. 10. The WV Coalition to End Homelessness does not require or imply that services must be contingentupon a Client's participation in the WV Bos CoC HMIS. Servicesshould be provided to Clients regardless of WV Bos CoC HMIS participationprovided the Clients would otherwise be eligible for the services. II. Use and Data Entry A. The CHO shall follow, comply with and enforce the User Policy,Responsibility Statement &Code ofEthics (Attachment A). Modifications to the User Policy, Responsibility Statement &Code of Ethics shallbe established in consultation with members of the WVCEH Board of Directors Balance of State CoC Data/HMIS Subcommittee and may be modifiedas needed for the purpose ofthe smooth and efficient operation of the WV BoS CoC HMIS system. The WV BoS CoC HMIS will announceapproved modifications in a timely manner via the website, e-mails, and the HMIS newsletter. 1. The CHO shall only enter individuals in the WV BoS CoC HMIS database that exist asClientsunder the CHO's jurisdiction. The CHO shall not misrepresent its Client base inthe WV Bos CoC HMIS database by entering known, inaccurate information. 2. The CHO shall use Client information in the WV BoS CoC HMIS database, asprovided to theCHO or Partner Agencies, to assist the CHO in providing adequate andappropriate services to the Client. B. The CHO shall consistently enter information into the WV BoS CoC HMIS database andwill strive for real-time, or close to real-time data entry.

1. Real-time or close to real-time is defined by either immediate data entry upon seeing a Client, or data entry into the WV BoS CoC HMIS database within five business days. C. The CHO will not alter information in the WV BoS CoC HMIS database that is entered byanother Agency with known, inaccurate information. (i.e. Agency will not purposefully enterinaccurateinformation to over-ride information entered by another Agency). D. The CHO shall not include profanity or offensive language in the WV BoS CoC HMIS database. E. The CHO shall utilize the WV BoS CoC HMIS database for business purposes only. F. The WV BoS CoC HMIS will provide initial training and periodic updates to that training to select CHO Staffon the use of the WV BoS CoC HMIS software. G. The WV BoS CoC HMIS will be available for technical assistance within reason (i.e. troubleshooting and reportgeneration). H. The transmission of material in violation of any federal or state regulations is prohibited. Thisincludes, but is not limited to, copyright material, material legally judged to be threatening orobscene, and material considered protected by trade secret. I. The CHO shall not use the WV BoS CoC HMIS database with intent to defraud federal,state or local governments, individuals or entities, or to conduct any illegal activity. III. Reports A. The CHO shall retain access to identifying and statistical data on the Clients it serves. B. The CHO s access to data on Clients it does not serve shall be limited to non-identifyingand statistical data. C. The CHO may make aggregate data available to other entities for funding or planningpurposes pertaining to providing services to homeless persons. However, such aggregatedata shall not directly or indirectly identify individual Clients. It should be noted that when anCHO is releasing data to the public and/or press, it is best practice to request a review by the WV BoS CoC HMIS staff to ensure the completeness and accuracy of reports prior to their release. D. The WV Bos CoC HMIS will use only unidentified, aggregate WV Bos CoC HMIS data for homeless policy and planning decisions, in preparingfederal, state or local applications for homelessness funding, to demonstrate the need for andeffectiveness of programs and to obtain a system-wide view of program utilization in thestate. IV. Proprietary Rights of DBA FacsPro A. The CHO shall not give or share assigned passwords and access codes of the WV Bos CoC HMISdatabase with any other CHO, business, or individual. B. The CHO shall not cause in any manner, or way, corruption of the WV Bos CoC HMIS database inany manner.

V. Terms and Conditions A. Neither the WV BoS CoC HMIS nor the CHO shall transfer or assign any rights orobligations without the written consent of the other party. B. This Agreement shall be in-force until revoked in writing by either party provided funding isavailable. C. This Agreement may be terminated with 30 days written notice by the CHO or the WV BoS CoC HMIS.

_____________________________________________________________________________________ Signature of Executive Director Date

AGENCY FEIN

STREET ADDRESS

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ATTACHMENT A HMIS Policies and Procedures

WV Balance of State Continuum of Care (WV BoS CoC) Homeless Management Information System (HMIS) Policies and Procedures
Purpose of HMIS The purpose of the WV Coalition to End Homelessness/WV Balance of State Continuum of Care (WVCEH/WV BoS CoC) HMIS project is to provide a robust and comprehensive system for collecting and disseminating information about persons experiencing homelessness and accessing the homeless service support system within the WV Balance of State Continuum of Care. Ultimately, the WV BoS CoC s HMIS serves as the foundation for all planning to prevent, reduce, and eliminate homelessness in the Continuum s 44-county area. HMIS accomplishes this goal by assisting homelessness service providers in generating reports to the U.S. Department of Housing and Urban Development, the WV Balance of State Continuum of Care, and other funders, as well as streamlining and consolidating their internal tracking and record-keeping requirements. The data gleaned from HMIS helps each provider tell their story in terms of those they are helping to prevent, reduce, and eliminate homelessness for, and helps the Continuum, and the state tell its story of homelessness in real time.

Policies and Procedures Manual 1. Roles and Responsibilities (a) Project Management The WV BoS CoC is responsible for the HMIS project under the auspices of the WVCEH. The HUD HMIS grant is held by the WVCEH, but the WVCEH and the BoS CoC worked in partnership with the WV Governor s Office of Economic Opportunity (WVGOEO) to maintain, update, and improve the HMIS module within DBA FacsPro . (b) Project Staffing A total of three staff persons are allocated solely to the WVCEH/WV BoS CoC HMIS system. The HMIS Program Manager, a contract employee of the WVCEH, helps oversee the day to day operations of the system, directs and supervises the HMIS Data Coordinator and Trainer, and works in collaboration with the WVGOEO HMIS Systems Specialist to improve and maintain the overall HMIS system. The Program Manager also performs much of the data analysis as it pertains to HMIS, the Point in Time Count (PIT), and the Housing Inventory Chart (HIC), as well as serving on the Mid-Atlantic Regional HMIS (MARHMIS) Data Committee. The

HMIS Program Manager reports to the WVCEH Executive Director. The HMIS Data Coordinator and Trainer is also a contract employee of the WVCEH and works to design and implement HMIS training modules, and takes primary responsibility for the yearly Point in Time Count (PIT) and Housing Inventory Chart (HIC) which provide the breadth of data for annual HUD granting purposes. The Data Coordinator and Trainer Reports to the HMIS Program Manager. The WVGOEO HMIS Systems Specialist is an employee of the WV Governor s Office of Economic Opportunity and works on the Systems/IT side of HMIS helping to maintain the overall database, ensure data quality, write and interpret reports, provides one-on-one assistance to end users and agency systems administrators, and assists in much of the training surrounding HMIS. The WVGOEO Systems Specialist reports to the Information Systems Specialist for the WV Governor s Office of Economic Opportunity. (c) Contributory HMIS Organizations Any agency, group, or other entity that has completed an HMIS Agency Agreement with the WV BoS CoC is a Contributory HMIS Organization (CHO). All CHO s must abide by all policies and procedures outlined in this manual, which are subject to change. CHO s must complete a CHO Agreement with the WV BoS CoC HMIS Staff on an annual basis. CHO s with expired CHO Agreements may have their End User accounts locked or removed to maintain the security, confidentiality, and integrity of the system. CHO s are responsible for the conduct of their End Users and the security of End User Accounts. (d) Project Agency Administrators Each CHO will designate an HMIS Agency Administrator to serve as primary contact between the WV BoS CoC HMIS Staff and the CHO, and each HMIS Agency Administrator must have a valid email address with the CHO. Each CHO should choose its HMIS Agency Administrator and send that person s name and contact information to the WV BoS CoC HMIS Staff. Changes to that information should be promptly reported to theWV BoS CoC HMIS Staff. (e) Data/HMIS Subcommittee The Board of Directors of the WVCEH will convene a subcommittee to advise the project s operations, policies, and procedures and provide feedback on a regular basis. The Board of Directors will seek out particularly skilled individuals whose breadth and depth of expertise is well-suited to the project. (f) HMIS End Users In addition to an HMIS Agency Administrator, CHO s may designate other individuals to access the system on their behalf and the HMIS staff will work with CHO s to determine the appropriate User Access Level designation for each End User. There is currently no upper limit to the number of End Users each CHO may authorize. All End Users, including System Administrators and homeless services staff, must complete an End

User agreement with the CoC on an annual basis. End User accounts with expired End User Agreements may be locked or removed to maintain the security, confidentiality, and integrity of the system. (h) Communication General communications from the CoC HMIS Staff will be directed toward Agency Administrators and System Administrators. Specific communications will be addressed to the person or people involved. The HMIS staff is available via email, phone, and U.S. mail, and all contact information is located here: http://www.wvendhomelessness.org/Contact.php. The HMIS Staff will also provide a monthly targeted newsletter to all HMIS users in the CoC regarding training, changes, and new initiatives. Participating CHO s are responsible for communicating needs, questions, and concerns regarding the BoS CoC HMIS directly to any member of the HMIS staff. (i)System Availability DBA FacsPro will provide a highly available database server and will inform the BoS CoC HMIS staff in

advance of any planned interruption in service. Whenever possible, if the database server is unavailable due to disaster or routine maintenance, HMIS staff will inform End Users of the cause and duration of the interruption in service. The HMIS Program Manager will log all downtime for purposes of system evaluation. (j) Client Confidentiality The Continuum of Care, HMIS Staff, and CHO s strive to ensure and safeguard the confidentiality of all client data. No identifiable client data will be entered into the BoS CoC HMIS without written client consent, and no identifiable client data will be shared outside of the limits of that written consent. Written consent, in the case of DBA FacsPro is provided in the form of the customer report which is signed by all HMIS clients. Only individuals authorized to view or edit individual data will have access to that data. All CHO s must prominently display a sign where ever HMIS data is collected, explaining the purpose and confidentiality of said data. The HMIS will provide this sign to all CHO s. (k) Client Grievances Clients will contact the CHO with which they have a grievance for resolution of HMIS problems. CHO s will provide a copy of the BoS CoC HMIS Policies and Procedures Manual upon request, and respond to client issues. CHO s will send written notice to the HMIS Program Manager or HMIS Data Coordinator and Trainer of any HMIS-related client grievance. The HMIS Program Manager will record all grievances and will report these complaints to the HMIS Advisory Committee of the WVCEH Board of Directors.

2. Security and DBA FacsPro Access (a) End User Accounts The HMIS Staff will provide an End User Account username and initial password to each authorized End User. End User Accounts are assigned on a per-person basis, rather than to a particular position or role. End User Accounts are not to be exchanged, shared, or transferred between personnel at any time. Sharing of End User Accounts is a breach of these Policies and Procedures and a violation of the CHO Agreement. Under no circumstances shall a CHO demand that an End User hand over his or her username and password. CHO s shall inform the WV BoS CoC HMIS Staff of any changes in personnel or other requests to revoke or transfer accounts. CHO s can request the addition of end users to the WV BoS CoC HMIS by filling out the End User Account Request Form and submitting it directly to the BoS CoC HMIS Staff. The HMIS Staff will then contact the End User, provide basic HMIS training, and assign the User account. Users are to be deleted, or User information changed, also through the End User Account Request Form. (b)End User Inactivity End Users who have not logged into the system in the previous 90 days will be flagged as inactive. Inactive End Users may have their DBA FacsPro accounts locked or removed to maintain the security, confidentiality, and integrity of the system. (c) Passwords Every 90 days DBA FacsPro will automatically prompt each End User to change his or her password. End Users may keep passwords written down in and stored in a purse, wallet, or other container kept on their person. Passwords should never be written on any item left in their office, desk, or other workspace, and passwords should never be in view of any other person. (d) Connectivity and Computer Systems CHO s will connect to DBA FacsPro independently via the internet and are responsible for providing their own internet connectivity and computer systems sufficient for doing so. BoS CoC HMIS may provide consultation or advice in securing sufficient internet connectivity and computer systems. BoS CoC HMIS provides technical support to CHO s solely for DBA FacsPro . In extraordinary circumstances where high speed internet access is a budgetary issue for a CHO, the BoS CoC HMIS may opt to assist the CHO in gaining adequate internet access. This will be considered on a case-by-case basis however, and is subject to funding restrictions. (e) Workstation Security At a minimum, the primary workstation used by each End User to log in to DBA FacsPro should be configured to meet the following best practices:

Password-protected log on for the workstation itself; Password-protected (aka locked) screensaver after fifteen minutes or more of inactivity; Operating system updated with manufacturer s latest patches at least weekly; Ports firewalled; Systems scanned at least weekly for viruses and malware. BoS CoC HMIS may provide some recommendations or advise in pursuing these best practices, but proper workstation configuration remains the responsibility of each CHO. (f) Local Data Storage and Transfer CHO s Users are responsible for maintaining the security and confidentiality of any client-level data extracted from the database and stored locally, including all data used in internal reporting. No identifiable client-level data is to be transmitted unless it is properly protected. Security questions should be addressed to the WVGOEO HMIS Specialist. (g) Remote System Access CHO s and End Users must abide by these Policies and Procedures and ensure the security and confidentiality of client data regardless of the computer used to log in to the system. For this reason, End Users are strongly cautioned against extracting and storing personally identifiable client information on their personal computers and internet devices. DBA FacsPro HMIS Pro is specifically licensed for individual computers for the very purpose of maintaining data security and integrity. (h) Training The HMIS Staff will coordinate adequate and timely DBA FacsPro training for all End Users prior to issuing an End User Account. Additionally, the HMIS staff will post training aids, reference material, and other support on the WVCEH website (www.wvendhomelessness.org). 3. Data Collection and Entry (a)Standard Data Collection CHO s will collect a required set of common data variables for each client. These common data elements will meet standards for HUD Universal Data Element (UDE) collection and Program-Specific Data Element (PDE) collection (HUD HMIS March 2010 Data Standards). Other Local Data Elements (LDE) and data collection protocols will be set by the WV BoS CoC HMIS Staff as-needed for adequate data analysis and meeting objectives of local plans. Client Identifiers include Name, Date of Birth, Social Security Number, and Gender. Universal Data Elements (UDE s) include all Client Identifiers, Race, Ethnicity, Veteran Status, Disabling Condition, Residence Prior to Program Entry, Last Permanent ZIP Code, Housing Status, Household Membership, Program Entry Date, and Program Exit Date (if applicable).

Program-Specific Data Elements (PDE s) include Income Amounts & Sources, Non-Cash Benefit Amounts & Sources, Physical Disability, Developmental Disability, Chronic Health Condition, HIV/AIDS Diagnosis, Mental Health Condition, Substance Abuse, and Domestic Violence, Reason for Leaving (if applicable), and Destination (if applicable).

Local Data Elements (LDE s) include Employment, Education, General Health, Pregnancy, Veteran Details, Children s Education, and Primary Reason for Homelessness/Threat to Housing Stability. Service and Shelter Records include an AIRS Taxonomy Code, Start and End Dates, Bed Assignment (if applicable), Amount or Units of Assistance (if applicable), HPRP Assistance Category (if applicable), Funding Source (if applicable), and Current or Arrears Designation (if applicable).

Extended Data are optional and include Case Notes, Goals, Action Steps, Follow-Up Plans, Needs, Referrals, Self-Sufficiency Matrix measurements, and Case Manager(s). (b) Inter-Agency Data Sharing Client-level data in HMIS can be shared between agencies via a Request for Transfer within HMIS. With the exception of Client Identifiers and Date of Birth, no client-level data is transferred between agencies unless a Release of Information (ROI) is provided by the client upon intake. Even if a Release of Information (ROI)is signed, closed data is never shared between agencies. Data Elements which are open by default include: UDE s: Name, Date of Birth, Social Security Number, Gender, Race, Ethnicity, Veteran Status, Residence Prior to Program Entry, Last Permanent ZIP Code, Housing Status, Household Membership, Program Entry Date, and Program Exit Date. PDE s: Income Amounts & Sources and Non-Cash Benefit Amounts & Sources, Reason for Leaving, and Destination. LDE s: Employment, Education, General Health, Veteran Details, Children s Education, and Primary Reason for Homelessness/Threat to Housing Stability. Service and Shelter Records: Start and End Dates, Bed Assignment, Amount or Units of Assistance, HPRP Assistance Category, Funding Source, and Current or Arrears Designation. UDE s: Disabling Condition PDE s: Physical Disability, Developmental Disability, Chronic Health Condition, HIV/AIDS Diagnosis, Mental Health Condition, Substance Abuse, and Domestic Violence LDE s: Pregnancy Data Elements which are closed by default include: All details related to Action Plans (Tasks, Interventions, and Case Notes).

(c) Informed Client Consent CHO s will collect and retain signed client consent forms before any client data will be entered into the DBA FacsPro HMIS. CHO staff will thoroughly explain the client consent to each client. DBA FacsPro HMIS will provide a Consent for Network Data Sharing/Release of Information form via the Customer Report in the system. If client consent is not obtained, the CHO will enter de-identified data into an anonymous client record that is minimally necessary for the purposes of tracking of units of service and anonymous demographic information. HMIS Staff will provide guidance and training on enter such anonymous data. (d) Appropriate Data Collection HMIS End Users will only collect client data relevant to the delivery of services to people experiencing a housing crisis in the Balance of State Continuum of Care. The HMIS Staff will periodically audit pick-lists and agency-specific fields to ensure the database is being used appropriately. (e) Data Element Customization Data element customization will be provided as needed, e.g. special projects such as preventive homeless projects in which the HMIS database is used for this data collection. Data customization will only be done after approval by the WVCEH HMIS Committee and under the direction of the HMIS Staff. 4. Quality Assurance (a)Commitment to Data Quality CHO s are responsible for timely, accurate, and complete entry of client-level data. (b) Data Element Completion For each type of data element, the following completion rates are expected: Data Element Type Element Completion (overall completion per element) Low Minimum <90% 90% <85% 85%

Target Universal Data Elements 98% Program-Specific Data 98% Elements Local Data Elements <85% 85% 95% (c)Record Completion In addition to completion rates per element, the completeness of each client s overall program entry and exit records impact the quality of data for reporting and analysis: Data Element Type Universal Data Elements Program-Specific Data Elements Local Data Elements Record Completion (based on missing elements per record) Incomplete Partial Complete >3 1 to 3 None >2 2 1 or none >2 2 1 or none

Record Completion quality is based on the weakest link for a given record. E.g., if a program entry record has all UDE s and PDE s, but is missing 4 LDE s, that record would be considered incomplete. (d) Data Integrity Expectations and Support To ensure high quality data and ease in the generation of reports and analysis, the following data integrity expectations and supports will be observed: All data for a given month should be completed by the fifth business day of the following month; BoS CoC HMIS will provide a draft report to each CHO on the seventh business day, detailing Data Element Completion, Entry/Exit Record Completion, Clients Served and Services Provided in the previous month; BoS CoC HMIS will provide support to CHO s as-needed for corrections of the previous month s data, and CHO s are expected to make any corrections by the thirteenth business day of the month; and BoS CoC HMIS will provide a second report to each CHO on the fourteenth business day of the month with updated figures. 5. Data Retrieval (a) CHO s CHO s will have access to retrieve any client-level data entered by their programs, other data as governed by the data sharing policies and procedures in this manual, and by the Client Consent to Network Data Sharing/Release of Information (DBA FacsPro Customer Report). (b) HMIS Staff The HMIS Staff will have access to retrieve all data in the BoS CoC HMIS. The HMIS Staff will not access individual client data for purposes other than maintenance, troubleshooting, providing reports, and checking for data integrity. (c) DBA FacsPro DBA FacsPro will not access the system except for purposes of software maintenance, troubleshooting, and data conversion. (d)Client Any client will have access to view, or keep a printed copy of, his or her own records contained in the BoS CoC HMIS within a reasonable period of time. No client shall have access to another client s records in the BoS CoC HMIS. (e)Continuum of Care The HMIS staff will provide de-identified and aggregate reports to the Continuum of Care as-needed in support of its mission to prevent, reduce, and eliminate homelessness. (f)Public BoS CoC HMIS, in consultation with the WVCEH HMIS Advisory Committee, will address all requests for data from entities other than CHO s or clients. All requests from the public for HMIS reports must be made in

writing, via e-mail, and the HMIS Report Request on the HMIS portion of the WVCEH website (www.wvendhomelessness.org) using the HMIS Report Request form, which is provided on request. The HMIS Program Manager will compile and publish certain periodic reports for public consumption regarding homelessness and housing issues in The WV Balance of State based on data available in HMIS and HUD Data Exchange (HDX). At no time will published, publicly-available reports contain client-level or identifiable data. (l) Ethical Data Use Data contained in the BoS CoC HMIS will only be used to support the delivery of homeless and housing services in the WV Balance of State Continuum of Care. Each HMIS End User will affirm the principles of ethical data use and client confidentiality contained in this Policies and Procedures Manual and the HMIS End User Agreement. (m) Access to Core Database No one will have direct access to the BoS CoC HMIS database. Access is provided solely through the DBA FacsPro software. In contract with the BoS CoC HMIS, DBA FacsPro will monitor access of the database

server and employ security methods to prevent unauthorized database access.