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Home My WebLink About20233409.tiff RESOLUTION RE: APPROVE AGENCY PARTNERSHIP AGREEMENT AND MEMORANDUM OF UNDERSTANDING FOR COORDINATED ASSESSMENT AND HOUSING PLACEMENT SYSTEM (CAHPS) PARTNER FOR COLORADO HOMELESS MANAGEMENT INFORMATION SYSTEM(COHMIS),AND AUTHORIZE CHAIR TO SIGN AND SUBMIT ELECTRONICALLY-NORTHERN COLORADO CONTINUUM OF CARE WHEREAS,the Board of County Commissioners of Weld County,Colorado,pursuant to Colorado statute and the Weld County Home Rule Charter, is vested with the authority of administering the affairs of Weld County,Colorado,and WHEREAS,the Board has been presented with an Agency Partnership Agreement and a Memorandum of Understanding for Coordinated Assessment and Housing Placement System (CAHPS) Partner for the Colorado Homeless Management Information System (COHMIS) between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County,on behalf of the Department of Human Services,and Northern Colorado Continuum of Care,commencing January 1,2024,with further terms and conditions being as stated in said agreement and memorandum of understanding,and WHEREAS,after review,the Board deems it advisable to approve said agreement and memorandum of understanding,copies of which are attached hereto and incorporated herein by reference. NOW,THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County, Colorado, that the Agency Partnership Agreement and a Memorandum of Understanding for Coordinated Assessment and Housing Placement System(CAHPS)Partner for the Colorado Homeless Management Information System(COHMIS)between the County of Weld,State of Colorado,by and through the Board of County Commissioners of Weld County,on behalf of the Department of Human Services,and Northern Colorado Continuum of Care,be,and hereby are,approved. BE IT FURTHER RESOLVED by the Board that the Chair be,and hereby is,authorized to sign and submit said agreement and memorandum of understanding electronically. cc:F-1 S D 2023-3409 01/o3/2y HR0095 AGENCY PARTNERSHIP AGREEMENT AND MEMORANDUM OF UNDERSTANDING FOR COORDINATED ASSESSMENT AND HOUSING PLACEMENT SYSTEM(CAHPS)PARTNER FOR COLORADO HOMELESS MANAGEMENT INFORMATION SYSTEM (COHMIS) — NORTHERN COLORADO CONTINUUM OF CARE PAGE 2 The above and foregoing Resolution was,on motion duly made and seconded,adopted by the following vote on the 22nd day of November,A.D.,2023. BOARD OF COUNTY COMMISSIONERS WELD COUNTY,COLORADO ATTEST' n�� eo ) J 'el Mik eman,Chair Weld County Clerk to the Board B ' Jj Per L.B ,Pro-Tem •IC' Deputy Clerk to the Board t K.James AP''oVED AS /=M: ED n .Ross C:unty A orney I Zi4 ( �;\ t/aine Date of signature: �•.+•�' 2023-3409 HR0095 C MiraChD*7LCZ5 BOARD OF COUNTY COMMISSIONERS PASS-AROUND REVIEW PASS-AROUND TITLE:Colorado Homeless Management Information System Agency Partnership Agreement and the Coordinated Assessment and Housing Placement System Partner Memorandum of Understanding with Northern Colorado Continuum of Care DEPARTMENT:Human Services DATE: November 14,2023 PERSON REQUESTING: Jamie Ulrich,Director,Human Services Brief description of the problem/issue: The Department is requesting to enter into a Colorado Homeless Management Information System(COHMIS)Agency Partnership Agreement and Coordinated Assessment and Housing Placement System(CAHPS)Partner Memorandum of Understanding with Northern Colorado Continuum of Care(NoCo CoC)for the access and use of the Colorado Homeless Management Information System(COHMIS). These agreements will give Weld County Department of Human Services (WCDHS)staff access to a shared database that allows authorized participating agencies throughout Colorado to collect, use,and share information on common clients. Weld clients will be entered into the statewide Coordinated Housing Management Information System(HMIS)to add them to a list for low-income housing opportunities. The agreements and associated attachments and forms have been reviewed and approved by Legal(K.McDougal). What options exist for the Board? • Approval of the COHMIS Agency Partnership Agreement and the CAHPS Partner Memorandum of Understanding with NoCo CoC. • Deny approval of the COHMIS Agency Partnership Agreement and the CAHPS Partner Memorandum of Understanding with NoCo CoC. Consequences:The Department will not have agreements with NoCo CoC for the use of the Colorado Homeless Management System. Impacts:The Department will not have a reliable case management system to streamline housing services so that homelessness in Weld County is rare,brief,and non-recurring. Costs(Current Fiscal Year/Ongoing or Subsequent Fiscal Years): • Non-financial agreements. Recommendation: • Approval of the COHMIS Agency Partnership,the CAHPS Partner Memorandum of Understanding and the associated required forms and authorize the Department designee and Chair to sign. Support Recommendation Schedule Place`on BOCC Agenda Work Session Other/Comments: Perry L.Buck,Pro-Tem 414 Mike Freeman,Chair Scott K.James Kevin D.Ross Lori Saine Pass-Around Memorandum;November 14,2023—CMS ID 7625 2023-3409 Karla Ford From: Kevin Ross Sent: Monday, November 13, 2O23 1 : 23 PM To: Karla Ford Subject: Re : Please Reply - PA FOR ROUTING : 111423 FR COHMIS Agency Partnership Agreement (CMS TBD) Approve Kevin Ross From : Karla Ford < kford@weld . gov> Sent : Monday, November 13 , 2023 1 : 17 : 25 PM To : Kevin Ross < kross@weld .gov> Subject: Please Reply - PA FOR ROUTING : 111423 FR COHMIS Agency Partnership Agreement (CMS TBD) Please advise if you support recommendation and to have department place on the agenda . Karla Ford z? Office Manager, Board of Weld County Commissioners 1150 0 Street, P . O. Box 758, Greeley, Colorado 80632 : : 970 . 336-7204 : : kfordeweldgov.corn : : www. weldgov.com : : **Please note my working hours are Monday- Thursday 7:00a.m.-5:00p.m. ** ist,t \trt Itf cOT . ti, t, i1t 2m,, Viz' 1 Confidentiality Notice: This electronic transmission and any attached documents or other writings ore intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. if you have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. From : Lesley Cobb <cobbxxlk@weld . gov> Sent : Monday, November 13 , 2O23 1 : 13 PM To : Karla Ford < kford@weld . gov> Cc : Bruce Barker < bbarker@weld .gov>; Cheryl Pattelli <cpattelli@weld .gov>; Chris D ' Ovidio < cdovidio@weld . gov>; Esther Gesick < egesick@weld .gov>; Lennie Bottorff < bottorll@weld .gov>; Tammy Maurer < maurertk@weld . gov>; HS- Contract Management < HS-ContractManagement@co . weld . co . us> Subject : PA FOR ROUTING : 111423 FR COHMIS Agency Partnership Agreement ( CMS TBD ) Hi Karla , Please see the attached PA approved for routing to all five ( 5 ) Commissioners : COHMIS Agency Partnership Agreement (CMS TBD ) Thank you ! 1 Jotform SIGN Document ID : 233245251536048 1-1.' COHMIS�� COHMIS Agency Partnership Agreement v1 . 1 ©HMIS- 1 I . Introducti on This Agreement is entered into on 11 /22 /2023 ( mm /dd/yyyy ) between Northern Colorado CoC ( Continuum of Care name ) , hereafter known as the "CoC" , and the Board of County Commissioners of Weld County, on behalf of the Weld County Department of Human Services ( Agency Name ) , hereafter known as "Agency, " regarding access and use of the Colorado Homeless Management Information System , hereafter known as COHMIS . The Agency represents all employed staff and volunteers utilizing COHMIS who work at the participating Agency . COHMIS is a shared database and software application that allows authorized personnel at participating agencies throughout Colorado to collect, use , and share information on common clients . The State of Colorado HMIS governance model is implemented by the Colorado Statewide HMIS Collaborative . This Statewide Collaborative serves on behalf of the participating Colorado CoCs : • Colorado Balance of State CoC ( CO BoS CoC ) • Pikes Peak CoC ( PP CoC ) • Metro Denver Homeless Initiative CoC ( MDHI CoC) • Northern Colorado CoC ( NoCo CoC ) Please reference the Colorado Statewide HMIS Collaborative Governance Framework for additional information on the Statewide Governance Structure at : https : //cohmis . zendesk . com Each CoC will designate a COH MIS Lead Agency, hereafter known as " Lead " to manage the Administration of the HM ! S riatahacP Fnr the piirnpcPs of this Agreement, the Lead is Homeward Alliance . The Colorado Statewide HMIS Collaborative and participating Colorado CoCs have designated BitFocus' Clarity Human Services as the HMIS database software as a service ( SaaS ) company . II . Confidentiality A . The Agency will use its reasonable best efforts to uphold relevant Federal and State confidentiality regulations and laws that protect client records , and the Agency will only release confidential client records with written consent by the client, or the client' s guardian , unless otherwise provided for in the regulations or laws . A client is anyone who receives services from the Agency and a guardian is one legally in charge of the affairs of a minor or of a person deemed incompetent . For convenience of reference , future references in this Agreement to a client include reference to any guardians of a client . 1 . The Agency will use its reasonable best efforts to comply with Federal confidentiality regulations as contained in the Code of Federal Regulations, 42 CFR Part 2 , regarding disclosure of alcohol and/or drug abuse records, as they apply to the agency or 0,2 01- a (-1 COHMIS Agency Partnership Agreement v1.1 program.The Agency understands that Federal laws and regulations restrict any use of the information to criminally investigate or prosecute any alcohol or drug abuse patients. 2. The Agency will use its reasonable best efforts to comply with the Health Insurance Portability and Accountability Act(HIPAA)of 1996 and corresponding regulations adopted by the U.S.Department of Health and Human Services. 3. The Agency will use its reasonable best efforts to comply with laws of the State of Colorado regarding substance abuse and medical records,including C.R.S.A.§6-1-713. 4. The Agency will follow all current HUD requirements as established by rule,notice,or other standards and manuals,including the most recent Federal guidance on HMIS Data and Technical Standards. 5. The Agency will use its reasonable best efforts to provide a written explanation of the HMIS to all clients. 6. The Agency will use its reasonable best efforts not to input information from clients into the HMIS unless it is essential to provide services or to conduct de-identified evaluation or research. 7. The Agency will use its reasonable best efforts not to divulge any confidential information received from the COHMIS to any participating agency,outside organizations,internal organization,or individuals without proper written consent by the client unless otherwise permitted by relevant regulations or laws.This includes,but is not limited to,client contact or location information and client program or service participation. 8. In the event that a non-participating agency requests identifying confidential client information,the agency shall direct the request to the HMIS Lead. 9. The Agency agrees that client information obtained from within the COHMIS is not to be used for criminal investigation of clients unless required by law in compliance with court orders,warrants,and subpoenas. B.The Agency agrees to use its reasonable best efforts to maintain appropriate documentation of client consent to participate in the HMIS including but not limited to the following. 1. HMIS Release of Information(RO1) 2. HMIS Client Grievance Procedures 3. HMIS Privacy Notice C.The CoC,and the CoC HMIS Lead Agency are custodians of data and not owners of data.The client is the owner of the data. 1. If this Agreement is terminated,the CoC and the remaining participating agencies will maintain their right to the use of all client data previously entered by the former participating agency,subject to all of the other provisions of this Agreement. 2 COHMIS Agency Partnership Agreement v1.1 D.The Agency agrees to designate a Data Partner Agency Liaison,hereafter referred to as DPAL, responsible for: 1.Acting as a liaison between Agency and Lead for HMIS-related matters 2.Provide oversight at the agency level of COHMIS end users,data quality,report timeliness,privacy and security compliance 3.Attending regularly scheduled DPAL meetings hosted by Lead to communicate updates,process improvements,workflows and dialogue between Agencies and Lead. III. Data Entry and Sharing A.The Agency will use its reasonable best efforts to comply with and enforce the current COHMIS Policies and Procedures,the COHMIS End User Agreement and COHMIS Security, Privacy and Data Quality Plan. B.The Agency may collect client-identified information only when appropriate to the purposes for which the information is obtained or when required by law.The Agency must colect client information by lawful and fair means and,where appropriate,with the knowledge or consent of the individual or posted privacy notice. C.Clients MUST be provided a notification and consent form that explains COHMIS and why their personal information is being collected. D.If a client has previously given permission to multiple agencies to have access to her/his information and then chooses to eliminate one or more of those agencies,the HMIS Lead will review the client's history and inform all agencies who have ever worked in the client file that the client record will be de-identified and provide the unique ID to each agency in the event they need to access the client record.Participating agencies understand that at no time should they penalize or threaten to penalize clients for requesting that their information be held in strict confidence. E.The Agency will not condition any services upon or decline to provide any services to a Client based upon a Client's refusal to sign the COHMIS Client Consent to Release of Information form for the sharing of identified information or refusal to allow entry of identified information into HMIS. F.The Agency agrees not to release any Client identifying information received from COHMIS to any other person or organization without written informed Client consent,or as required by law. G.The Agency will maintain security and confidentiality of COHMIS information and is responsible for the actions of its users and for their training and supervision.Agencies will follow the COHMIS Security,Privacy and Data Quality Plan,which is on the Colorado Statewide HMIS Collaborative webpage https://cohmis.zendesk.com/hc/en-us and is incorporated into this agreement and may be modified from time to time. 3 COHMIS Agency Partnership Agreement v1.1 H.The Agency will use its reasonable best efforts not to make any misrepresentations concerning its clients in the COHMIS(i.e.,the Agency will not purposefully enter inaccurate information on a new record or on a record entered by another agency). I.The Agency will use its reasonable best efforts to enter data into the COHMIS in a consistent manner. J.Agency will not alter or overwrite information entered by another Agency with the exception of basic demographic information if that data has not been entered,or that information was found to be incorrect. K.Discriminatory comments based on race,ethnicity,religion,national origin,ancestry, disability,age,gender,and sexual orientation are not permitted in the COHMIS.All clients are expected to be treated with dignity,and their individual/shared backgrounds and experiences should be respected at all times. L Offensive language and profanity are not permitted in the COHMIS. M.Use of the COHMIS system or network to transmit any material in violation of any laws or regulations of the United States or any constituent state or territory is prohibited.This includes, but is not limited to,copyrighted material and threatening or obscene material. N.The Agency will not use the COHMIS with intent to defraud any person or entity,including any governmental agencies,or to conduct any illegal activity. O.The Agency will permit access to COHMIS only with use of a User ID and password,which the user may not share with others.Written information pertaining to user access(e.g.username and password)shall not be stored or displayed in any publicly accessible location. P.The Agency recognizes the Colorado Statewide HMIS Collaborative and CoC to be the discussion and decision-making center regarding the COHMIS,including process updates, policy and practice guidelines,data analysis,and software/hardware upgrades.The Agency will designate a Data Partner Agency Liaison(DPAL)to attend COHMIS meetings regularly and understands that the CoC will be responsible for coordinating COHMIS activities subject to the direction of the Colorado Statewide Collaborative. Q.The Agency understands that when it enters information into COHMIS,such information will be available to CoC who may review the data for decision making purpose,for data quality improvement,to check for compliance;to administer COHMIS;to conduct analysis;and to prepare reports which may be submitted to others in de-identified form without individual identifying Client information.The COHMIS Lead Agencies may also combine their aggregate data into a statewide report or dashboard for a view of homelessness across Colorado as a whole. 4 COHMIS Agency Partnership Agreement v1.1 IV.Security Requirements A.The Agency will permit access to HMIS only with use of a User ID and password,which the user may not share with others.Written information pertaining to user access(e.g.username and password)shall not be stored or displayed in any publicly accessible location. B.The agency will securely store any paper records or other written forms used to collect data from a client following the completion of HMIS data entry tasks. V. Training Requirements HMIS 101 Training A.After an individual is identified as a possible HMIS end user,the end user is directed to watch the pre-recorded HMIS 101 Training Videos posted on the COHMIS help desk website, which provide an overview on the basics of HMIS,policies and procedures,data quality,data standards,data collection,and any CoC specific messaging as needed.A link to the training website can be found here:https://cohmis.zendesk.com B.The CoC HMIS Lead Agency distributes the link to the online HMIS 101 quiz to the end user and upon mastery of the video content,the end user completes the quiz.End users will be allowed to take the quiz more than once if necessary. C.End users that score 80%or higher are then considered to have passed HMIS 101 Training and may proceed to the HMIS 201 Training. HMIS 201 Training A.The CoC HMIS Lead Agency sends a registration link to the end user for the next available HMIS 201 end user training,which is a more hands-on walkthrough of entering client data into Clarity. B.After the end users completes HMIS 201 training,the CoC HMIS Lead Agency will then setup the end user account in Clarity,distributing the username and temporary password to the end user. C.The end user logs in to Clarity for the first time using the login information provided from the CoC HMIS Lead Agency,at which time the end user will be prompted to digitally sign their HMIS End User Agreement within Clarity and change their temporary password. 5 COHMIS Agency Partnership Agreement v1.1 VI. Reports A.The Agency understands that it will have access to all identifying and statistical data on the clients it serves. B.The Agency understands that access to data on those it does not serve will be limited or not available depending on the sharing policies and/or additional sharing agreement(s)maintained with other participating agencies. C.Reports containing information about clients not served by the Agency are limited to statistical and frequency reports and reports that assist with the coordination of care as outlined in Section III.P of this document. VII. Insurance A.Except as otherwise expressly provided in this Agreement,neither the Agency nor the CoC make any representations or warranties,express or implied.Each of the parties will obtain and keep in force insurance in such amounts and covering such risks for the benefit of the Working Group,the CoC,Bitfocus,Inc.,and participating agencies.Neither of the parties shall be liable to the other or to any other person or entity for damages,losses,or injuries other than if and to the extent the same are the result of gross negligence or willful misconduct by the management of the Agency or the CoC. B.Agency and the CoC each agree to defend,indemnify and hold each other harmless only as permitted under Colorado law,for any claims or liability arising from the acts and omissions of the other,including any third-party claims arising from the acts and omissions of any officer,agents,representatives,licensees,or clients of the other. VIII.Terms and Conditions A.The parties hereto agree that this agreement is the complete and exclusive statement of the agreement between parties and supersedes all prior proposals and understandings,oral and written,relating to the subject matter of this agreement. B.Neither party shall have the right to transfer or assign any rights or obligations under this Agreement without the written consent of the other party. C.This Agreement shall remain in force until revoked in writing by either party,with 30 days advance written notice.Notwithstanding the foregoing,if there is credible evidence regarding possible or actual breach of this Agreement and the nature of the breach threatens the integrity of the COHMIS,the CoC will have the right to suspend or limit access to the COHMIS by the alleged wrongdoer pending investigation and resolution of the matter to the extent reasonably required to protect the integrity of the system. 6 COHMIS Agency Partnership Agreement v1.1 D.This Agreement may be modified or amended only by a written agreement executed by both parties. E.The qualifications and meetings of members of the Colorado Statewide HMIS Collaborative and all other matters relating to the Colorado Statewide HMIS Collaborative shall be provided in the Governance Framework. F.This Agreement is made for the purpose of defining and setting forth certain obligations, rights and duties of the Colorado Statewide HMIS Collaborative,the CoC,and the Participating Agency.It is made solely for the protection of the Colorado Statewide HMIS Collaborative,the CoC, and the Participating Agency and their respective heirs,personal representatives, successors and assigns.No other person or entity shall have any rights of any nature under this Agreement or by reason hereof.Without limiting the generality of the preceding sentence,no user of the HMIS system in his or her capacity as such and no current,former or prospective client of any agency shall have any rights of any nature under this Agreement or by reason hereof. IX. Type of Consent Agencies must formally decide by program which method will be used to obtain client consent. Agencies shall identify which method(s)they are using and submit changes in writing to the HMIS Lead Agency. Written Consent 1-1 Implied Consent n Verbal Consent _Q 7 Jotform SIGN Document ID : 233245251536048 COHMIS Agency Partnership Agreement v1 . 1 Name and Address of Participating Agency : Board of County Commissioners, Weld County, Colorado On Behalf of the Weld County Department of Human Services PO Box A Greeley, Colorado 80632 aTree/Nan 11 /22 /2023 Authorized Representative Signature Date ( mm /dd/yyyy) Mike Freeman Chair Authorized Representative Printed Name Title CoC Authorized Representative RariteM).iland 11 /28/2023 CoC Authorized Representative Signature Date ( mm /dd/yyyy) Rachel Kirkland HMIS System Administrator CoC Authorized Representative Printed Name Title 8 C COHMIS Colorado ss Management Information System SECURITY, PRIVACY AND DATA QUALITY PLAN V1.1 Part of the COHMIS Manual The COHMIS Manual comprises the Policies and Procedures as well as other documentation used to operate the Colorado Homeless Management Information System(COHMIS).These materials were developed by the Colorado HMIS Statewide Collaborative, which represents the state's HUD-designated Continuums of Care (CoCs).The CoCs maintain the COHMIS to help reduce homelessness in Colorado. 1 COHMIS Security, Privacy and Data Quality Plan Table of Contents 1.Introduction 3 2.Definition of Terms 4 3.HMIS Technical Standards§580.33 6 4.HMIS Security Standards§580.35 8 5.Physical and Technical Safeguards§580.35 10 6.HMIS Data Quality Standards§580.37 11 7.Data Quality Plan§580.37 D 1 15 8.Additional Resources 16 Appendices Appendix A.Sanctions for Violations 18 Appendix B.Email Confidentiality Notice 20 Appendix C.Security and Privacy Checklist 21 Appendix D.Acknowledgement of Receipt of HMIS Security,Privacy and Data Quality Plan 24 2 1. Introduction The Colorado Homeless Management Information System (COHMIS) is a locally administered electronic data collection system that stores longitudinal person-level information about clients who access homelessness services and other human services in a community. By streamlining and consolidating recordkeeping requirements,COHMIS allows service providers and stakeholders to provide an accurate and effective presentation of homelessness on program, agency, continuum, and statewide levels. The reports generated using COHMIS data serve as the foundation on which the State of Colorado and the Continuums of Care(as the Colorado HMIS Statewide Collaborative);can plan and prepare to prevent,provide and evaluate care to help reduce and eliminate homelessness. These reports may also assist in providing and evaluating care at an individual client level. Because the Colorado CoC's receive HUD Continuum of Care(CoC)funding,they must implement and maintain an HMIS to capture standardized data about all persons accessing the homeless assistance system. Furthermore,elements of HUD's annual CoC funding competition are directly related to a CoC's progress in ending homelessness,which is supported by data from the HMIS. In the 2004 Federal Register,HUD published the HMIS Data and Technical Standards. These define the requirements for data collection,privacy safeguards,and security controls for all local HMIS systems.In March 2010,HUD published a Revised HMIS Data Standards Notice,incorporating additional data collection requirements.In April 2018,HUD updated changes in the HMIS Data Standards.This Security,Privacy&Data Quality Plan will incorporate expectations and changes as they are released from HUD. The intent of this plan is to set forth Policies and Procedures for the Colorado HMIS Statewide Collaborative and Partner Agencies to be in compliance with the HUD Federal regulations regarding: • HMIS Technical Standards(Federal Register Vol.76,No.237§580.33),available at: https://www.hudexchange.info/programs/hmis/hmis-data-and-technical-standards/ • HMIS Security Standards(Federal Register Vol.76,No.237§580.35),available at: https://www.hudexchange.info/resources/documents/HEARTH HMISRequirements ProposedRule.pdf • Data Quality Standards(Federal Register Vol.76,No.237§580.37),available at: https://www.hudexchanqe.info/resources/documents/HEARTH HMISRequirements ProposedRule.pdf • 2020 HMIS Data Standards Manual (October 2019), available at: https://www.h udexchange.info/resource/3824/hmis-data-dictionary/ 3 All persons using COHMIS are expected to read,understand,and adhere to: • The 2020 HMIS Data Standards Manual(October 2019) • The Department of Housing and Urban Development Homeless Management Information Systems(HMIS);Data and Technical Standards Final Notice; Notice (July 2004) • COHMIS Policies&Procedures Manual 2020(January 2020) 2. Definition of Terms Annual Performance Report(APR):A reporting tool that HUD uses to track program progress and accomplishments of HUD homeless assistance programs on an annual basis (Formerly known as the Annual Progress Report). Client: A living individual about whom a Partner Agency (PA) collects or maintains Personally Identifiable Information(1)because the individual is receiving,has received,may receive,or has inquired about services from PA or(2)in order to identify services,needs,or to plan or develop appropriate services within the CoC. Comparable Database(CD):An information system for victim service providers to enter data and report on HUD requirements separate from HMIS,as required by VAWA. Continuum of Care(CoC): A group composed of representatives from organizations including nonprofit homeless providers,victim service providers,faith-based organizations, governments, businesses, advocates, public housing agencies, school districts, social service providers, mental health agencies, hospitals, universities, affordable housing developers,law enforcement,organizations that serve veterans,and homeless and formerly homeless persons organized to carry out the responsibilities of a Continuum of Care established under 24 CFR part 578. Data Partner Agency Liaison(DPAL):An active user of HMIS who is designated to communicate and lead the effectiveness of HMIS at an agency level.Among other things, DPAL's are responsible for authorizing End Users and access levels in HMIS,running reports,leading internal audits,and reporting breaches in privacy or security to the Lead Agency. Data Recipient:A person who obtains PII from an HMIS Lead Agency or from a PA for research or other purposes not directly related to the operation of the HMIS,CoC,HMIS Lead Agency,or PA. Homeless Management Information System(HMIS):The information system designated 4 by Continuums of Care to comply with the requirements of HUD and used to record,analyze, and transmit client and activity data in regard to the provision of shelter,housing,and services to individuals and families who are homeless or at risk of homelessness. HMIS Lead Agency:An entity designated by the Continuum of Care in accordance with HUD to operate the Continuum's HMIS on its behalf. HMIS Software Solution Provider:An organization that sells,licenses,donates,builds or otherwise supplies the HMIS user interface,application functionality and database. HMIS Participating Bed:For any residential homeless program,a bed is considered a "participating HMIS bed"if the program makes a reasonable effort to record all universal data elements on all clients served in that bed and discloses that information through agreed upon means to the HMIS Lead Agency at least once annually. HMIS Vendor:A contractor who provides materials or services for the operaticn of an HMIS. An HMIS vendor includes an HMIS software provider,web server host,data warehouse provider,as well as a provider of other information technology or support. HUD:The Department of Housing and Urban Development. Agency Participation Agreement:A written agreement between the HMIS Lead Agency and each Partner Agency that details the responsibilities of each party regarding participation in HMIS. Longitudinal System Analysis(LSA):A report that provides HUD and Continuums of Care (CoCs)with critical information about how people experiencing homelessness use their system of care.(Formerly known as the Annual Homeless Assessment Report(AHAR). Partner Agency (PA): Any agency or organization (employees, volunteers, and contractors)that records,uses or processes Personally Identifiable Information(PII).This is what we commonly refer to within HMIS as an Agency and includes all associated staff. Privacy:The control over the extent,timing,and circumstances of sharing information about oneself(physically,behaviourally,or intellectually)with others.A Privacy policy consists of ensuring specific measures are in place when dealing with personal information and includes directives on when it is collected, how the information is used and how the information is shared with others. Privacy Standards:Apply to all Agencies and Programs that record, use or process Personally Identifiable Information(PII)within the HMIS,regardless of funding source. Personally Identifiable Information(PII):Any information about a client that(1)identifies a specific individual,(2)can be manipulated so that identification is possible,(3)can be 5 linked with other available information to identify a specific individual.This can include: name,SSN,program Entry/Exit,ZIP code of last permanent address,system/program ID, and program type. Research: A systematic investigation, including research development, testing, and evaluation,designed to develop or contribute to general knowledge. SAGE HMIS Reporting Repository:HUD has moved from E-snaps to SAGE,for APR reporting.Recipients are required to upload time-stamped Comma Separated Value(CSV) data from their HMIS/Comparable Database to fulfill the APR reporting requirement in SAGE.Recipients will not be able to manually enter data about participants served. Unduplicated Accounting of Homelessness: An unduplicated accounting of homelessness includes measuring the extent and nature of homelessness(including an unduplicated count of persons experiencing homelessness),utilization of homelessness programs over time,and the effectiveness of homelessness programs. Unduplicated Count of Persons Experiencing Homelessness: An enumeration of persons experiencing homelessness,where each person is counted only once during a defined period of time. Violence Against Women Act(VAWA):Law passed in 1994 and re-authorized thereafter, promoting a coordinated community response to domestic violence,sex dating violence, sexual assault, and stalking. VAWA also supports the work of community-based organizations that are engaged in work to end domestic violence,dating violence,sexual assault,and stalking; particularly those groups that provide culturally and linguistically specific services.VAWA has specific regulations prohibiting the entry of data into HMIS by victim service providers. Victim Service Provider: A private,nonprofit organization whose primary mission is to provide services to victims of domestic violence,dating violence,sexual assault,or stalking. This term includes rape crisis centers, battered women's shelters, domestic violence transitional housing programs,and other programs. 3. HMIS Technical Standards §580.33 The CoC's are responsible for ensuring compliance with the technical standards applicable to HMIS. 3.1 §580.33 (c):An HMIS must be capable of un-duplicating client records as established by HUD 6 3.1.1 Policy In order to reduce the duplication of client records,PA Users must always search for the client in HMIS before creating a new client record. 3.1.2 Description The burden of not creating duplicate records falls on each participating agency.The HMIS system does not prevent duplicate client records from entering the database,therefore it is up to each user to ensure every client is first searched for,and if not found,then added. Having multiple(duplicate)records on the database for a single client causes confusion and inaccurate information being stored. 3.1.3 Procedures 1. When a PA user is collecting data from a client,the PA user will first attempt to locate that client on the system by searching for them by either name(first,last, and middle),date of birth(DOB)or social security number(SSN). 2. It may be possible that this person already exists,but if no matches are found on the database for this client,the PA user can add the client and their basic Universal Data elements. 3.1.4 Best Practices 1. Perform more than one type of search when attempting to find an existing record.Clients often do not use the exact same name that was previously entered. 2. Using a field other than name tends to be more accurate,and not open for much interpretation(i.e.social security number,date of birth,etc.). 3.2§580.33(d):Data collection requirements.(1)Collection of all data elements.An HMIS must contain fields for collection of all data elements established by HUD. 3.2.1 Policy Agencies/PA's are required to attempt data collection on individuals/households who are experiencing homelessness and/or who are receiving services from the agency. 3.2.2 Procedures 1. For HMIS Purposes, HUD's minimum standards require that the following be completed for all CoC projects.Typically this is done at intake and then may need to be done again at an interim timeframe and again at exit. 2. For Non-CoC programs,the expectation is that the same Universal Data Elements will be gathered for consistency and identifying duplicates across the system. 3.2.3 Universal Data Elements Universal Identifier Elements: 3.01 Name 3.02 Social Security Number 3.03 Date of Birth 3.04 Race 3.05 Ethnicity 3.06 Gender 3.07 Veteran Status 7 Universal Project Data Elements: 3.08 Disabling Condition 3.10 Project Start Date 3.11 Project Exit Date 3.12 Destination 3.15 Relationship to Head of Household 3.16 Client Location 3.20 Housing Move-in Date 3.917 Prior Living Situation 3.2.4 Program Specific Data Elements Common Program Specific Data Elements: 4.02 Income and Sources 4.03 Non-cash benefits 4.04 Health Insurance 4.05-4.10 Disability Elements 4.05 Physical Disability 4.06 Developmental Disability 4.07 Chronic Health Condition 4.08 HIV/AIDS 4.09 Mental Health Problem 4.10 Substance Abuse 4.11 Domestic Violence 4.12 Current Living Situation 4.13 Date of Engagement(Outreach only) 4.14 Bed-Night Date 4.19 Coordinated Entry Assessment 4.20 Coordinated Entry Event 4. HMIS Security Standards §580.35 Security standards,as provided in this section,are directed to ensure the confidentiality, integrity, and availability of all HMIS Information; project against any reasonably anticipated threats or hazards to security;and ensure compliance by end users. Written policies and procedures must comply with all applicable Federal law and regulations,and applicable state or local government requirements. If a PA is subject to federal, state,or local laws that require additional confidentiality protections,the PA must comply with those laws.The HMIS standards do not exempt PAs from other laws. In developing a privacy notice, each PA should make appropriate adjustments required any other applicable laws. 8 All HMIS Leads,PAs,and HMIS vendors must follow the security standards established by HUD,and the HMIS Lead must develop a security plan.This security plan will be approved and overseen by the CoC. 4.1 Security and Privacy Plan This plan is designed to establish security and privacy standards for participating agencies within the COHMIS System.The following requirements and recommendations are based on the Security Standards as defined in the Federal RegisterNol.76,No.237.The goal is to support and assist PA's in meeting these requirements.This plan sets the expectations for both the community and the end users to make sure they are taking appropriate measures to keep consumer information safe and secure. HMIS participating agencies will follow the following levels of security: • Ensure the confidentiality,integrity,and availability of all HMIS information • Protect against any reasonably anticipated threats to security • Ensure compliance by End Users 4.1.1 HUD Minimum Requirements HMIS Security Officer:The HMIS Lead Agency must designate one staff member as the HMIS Security Officer. Each PA must also designate an HMIS Security Officer to be responsible for ensuring compliance with applicable security standards within the PA.The PA Security Officer does not need to be an End User but they must be an employee of the PA.For any PA without employees,the HMIS Security Officer must be the President,Chair, or other top-level representative responsible for the PA. Security and Privacy Awareness Training and Follow-up:The HMIS Lead will conduct a security and privacy awareness training on an annual basis,which will be required for all End Users and DPALs. This training will cover relevant statutory and regulatory requirements,local policies,and best practices for HMIS Privacy and Security.If an End User or Security Officer does not attend the required annual training,their access to COHMIS will be restricted until they participate. Reporting Security Incidents:Any End User or DPAL suspecting violations of Security and Privacy policies should report incidents in writing.(See Appendices for Incident Report) Chain of Reporting:End Users should report issues first to their DPALs within one business day.DPALs should report the issue jointly to the Partner Agency Director and the Lead HMIS Staff within one business day. 4.2 Disaster Recovery Plan The Disaster Recovery Plan for HMIS is the responsibility of our HMIS vendor,BitFocus, which hosts and houses the data on remote servers.The vendor will perform regular scheduled backups of the system to prevent loss of data. In the event of a disaster involving substantial loss of data or system downtime,the HMIS Lead will contact DPALs by phone or email within one business day to inform them of the 9 expected scale and duration of the loss or downtime. 4.3 Annual Security Review All Partner Agencies must undergo an annual HMIS monitoring review,which will include at minimum the completion of a Security Checklist(See Appendix)DPALs will schedule an audit and will assist with performing the review.The results of the annual review must be returned to the DPAL and HMIS Lead Agency via Fax or Email the same day they are completed.Any items needing to be fixed must be fixed within 10 working days. More information on the COHMIS Lead Agencies can be found via the link below: https://cohmis.zendesk.com/hc/en-us/sections/360002795731-CoC-Information 4.4 Contracts and Other Arrangements The Lead HMIS Agency must retain copies of all contracts and agreements executed as part of the administration and management of HMIS or required to comply with HUD policies. 5. Physical and Technical Safeguards §580.35 The purpose of Physical safeguards is to ensure that access to data in HMIS is protected and meets baseline security standards.All HMIS Lead Agencies and Partner Agencies must follow the standards below. • All HMIS workstations must be placed in secure locations or must be occupied at all times if they are in publicly accessible locations.(This includes non-HMIS computers if they are networked with HMIS computers). • All printers used to print hard copies from the HMIS are in secure locations. • All HMIS workstations must use password protected lock screens after five minutes of inactivity. • All HMIS workstations must have a password protected log on for the workstation itself. • All HMIS end user computer screens must be placed in a manner where it is difficult for others to see the contents or must have a blackout filter. • Passwords must be memorized,not written down in a publicly accessible location, and must never be shared. • Confidential data CANNOT be stored on ANY unencrypted mobile device. • Confidential data CANNOT be transmitted via unencrypted wireless devices or unsecured public lines. • Internet browser must be compatible with 128-bit encryption. • Internet browser must be a current/most up-to-date version 10 • HMIS must not be accessed via unsecured wi -fi or other unsecured internet connection • Any email containing confidential data must utilize at least 128- bit encyption . • All HMIS workstations must have an active firewall turned on . • All HMIS equipment must have approved anti -virus software installed and configured to automatically download current signature file . • Antivirus software must be set to scan emails and file downloads in real time . • HMIS agencies must have their entire network behind a firewall and -rust routinely monitor for intrusion attempts . • All Windows- based computing equipment must have Microsoft updates set to automatically download and install any critical update . • All HMIS workstations must be running a current operating system and internet browser security . • Systems must be scanned for viruses and malware weekly , at a minimum . • End Users who have not logged onto the system in the previous 90 days will be flagged as inactive . • Under no circumstances shall a Partner Agency demand that an end user hand over their username and password . 6 . HMIS Data Quality Standards X580 . 37 The data quality standards ensure the completeness , accuracy , and consistency of the data in HMIS . The Continuum of Care is responsible for ensuring HMIS data complies with these data quality standards . This plan is designed to establish Data Quality standards for participating agencies within the COHMIS System . Participating Agencies agree to : • Assure the accuracy of information entered into the system . Any updates in information , errors or inaccuracies that come to the attention of the participating agency will be corrected by said agency . • Run the Data Quality Report and Data Completeness Report Card f-om HMIS to monitor data and promptly correct inaccuracies by the 5th working day of each month for the previous month . • Best Practice : Running reports more than once a month will assist agencies in avoiding the possibility of addressing numerous inaccuracies at month ' s end . There are three necessary components to maintaining data quality : timeliness , completeness , and accuracy of data entry . 6 . 1 Timeliness 11 Entering data in a timely manner reduces human error that occurs when too much time has lapsed between the collection and/or service transaction and the data entry . Timely data also ensures community data accessibility. ( e . g . monitoring purposes , increasing awareness , meeting funding requirements etc . ) Expectation : Each program type enters applicable data as soon as possible but must not exceed the prescribed time frame . Table A Data Entry Time Frame Program Type Minimum Data Elements Time Frame for Entry Emergency Shelters Housing Check- In /Check Out , Same Day Services Transitional Housing Program Entry/ Exit , Services 7 Calendar Days Programs Permanent Supportive Program Entry/Exit , Services 7 Calendar Days Housing Programs Rapid Re- Housing Program Entry/Exit , Services 7 Calendar Days After Programs Enrollment/ Eligibility is Established Homelessness Prevention Program Entry/Exit , Services 7 Calendar Days After Programs Enrollment/Eligibility is Established Outreach Programs Services 2 Working Days 6 . 2 Completeness All data entered into HMIS must be complete . Partially complete or missing data can negatively affect the ability to provide comprehensive care to clients . Missing data could mean the client does not receive needed services . Additionally , incomplete data leads to inaccurate reporting at the program level and the system performance level . The CoC ' s goal is to collect 100 % of all data elements . However , the CoC recognizes that this may not be possible in all cases ; therefore , an acceptable range of null /missing and don 't know/refused responses has been established based on the data element and type of program entering data . Table B 12 Acceptable Range ( s ) of Data Completeness TH , PS H , ES , Outreach HUD SSO , RRH , HP non -HUD SSO Data Element Missing Don 't Know Missing Don 't Know Missing Don 't Know or Refuse or Refuse or Refuse First & Last Name 0% 0 % 0 % 0 % 0 % 0 % SSN 0 % 5 % 0 % 5 % 0 % 5 % Date of Birth 0 % 2 % 0% 2 % 0 % 5% Race 5% 5 % 5 % 5 % 10 % 10 % Ethnicity 5 % 5 % 5 % 5 % 10 % 10 % Gender 5 % 5 % 5% 5 % 10 % 10 % Veteran Status 5 % 5% 5 % 5 % 10 % 10% Disabling Condition 5 % 5 % 5 % 5 % 10 % 10 % Residence Prior to 5 % 5 % 5 % 5 % 10 % 10 % Entry Zip of Last Perm . 5 % 5 % 5 % 5 % 10 % 10 % Address . r Housing Status ( Entry) 0 % 5 % 0 % 5 % 10 % 10 % Housing Status ( Exit ) 0 % 5% 0 % 5 % 10% 10 % Income & Benefits 0 % 5 % 0 % 5 % 10 % 10 % ( Entry ) Income & Benefits 0 % 5 % 0 % 5 % 10 % 10 % ( Exit) Add ' I PDEs (Adults ; 0 % 5% 0 % 5 % 10 % 10 % Entry) Destination ( Exit ) 0 % 5 % 0 % 5 % 10 % 10 % 6. 2. 1 Bed Count Agency Administrators should periodically update bed and unit counts in the HMIS database to ensure accuracy . Table C 13 Data Entry Time Frame for Bed Counts •- t'^�1.-7...siy aa s.f ^ti r 4 i L fri „tip a,., i n7< , r;7 i stC_{,+t {.C Y F^T' Fr'F_.,.1 _t ^_ '''' .,Sig•z ,•ham,-,".f Program type��6===� �� _ Time frame�forFentry � t' }_ ` _'laN� i ♦.. T 'a :s y'7 i�� -� _ L _r'i r`'^Y` 1�� t i c i r 't _._ Emergency Shelters Monthly,Within 4 days of the Month's End Scattered-site Programs(TH or PH) Quarterly,Within 4 days of the Month's End Project-based Program Annually Within 4 Days of the Contract End Date 6.3 Accuracy Partner Agencies are responsible for the accuracy of the data they enter into the HMIS Accurate data provides a view of homelessness and the services provided by a community within the CoC and State of Colorado Imprecise or false data creates an inaccurate picture of homelessness within a community and may create or diminish gaps in services Inaccurate data may be intentional or unintentional In general, false or inaccurate information is worse than incomplete information,since with the latter,it is at least possible to acknowledge the gap It should be emphasized to clients and staff that it is better to enter nothing than to enter inaccurate information. All data entered into the HMIS is a reflection of information provided by the client,as documented by the intake worker or otherwise updated by the client and documented for reference Expectation:DPALs will check accuracy and consistency of data by running quarterly program reports(at minimum),monthly highly encouraged,to ensure that the data"flows" in a consistent and accurate manner For example,the following instances will be flagged and reported as errors • Mismatch between exit/entry data • Co-enrollment or overlapping enrollment in the same program type • Conflicting assessments • Household composition errors 14 7 . Data Quality Plan X580 . 37 D 1 The HMIS Lead Agency will work with DPALs to set a schedule to annually monitor each participating agency to ensure data quality . Roles and responsibilities of monitoring are outlined in this section . 7 . 1 DPAL • Runs and reviews reports such as the APR , Universal Data Quality etc to include all participating programs • Compares any missing rates to the data completeness benchmarks • Improves their data completeness rate or provides explanation be-ore the next month ' s report . • Run data quality monitoring reports as needed -contacts Agency Administrator or End - user regarding data entry quality • Reviews reports and assists the agency regarding any issues • Reports persistent issues to PA Executive Director for advisement Table D Agency Administrator Report Expectations If annual number If annual number of clients served of clients served Report <=50 > 50 Run Annual Performance Report ( Clarity : [ HUDX- Quarterly Quarterly 227] ) If receiving ESG funding : Run CAPER ( Clarity : Quarterly Quarterly [ HUDX-228] ) Pull 10 % of paper files and check against HMIS Monthly Weekly data to verify accuracy If shelter, run Bed List Report Weekly Weekly • Verify accuracy against paper shelter list If shelter , run Bed List Report Monthly Weekly • Check Bed List to verify that number of open beds on HMIS reports equals number of households on Bed List Issue a DO report to program directors Monthly Weekly 15 7 . 2 Compliance 7. 2. 1 Data Timeliness The average timeliness rate in any given month should be within the allowed timeframe . ( See Table A) 7. 2. 2 Data Completeness There should be no missing ( null ) data for required elements . Responses that fall under unknown (don ' t know or refused ) should not exceed the allowed percentages . ( See Table B and Table C ) 7. 2. 3 Data Accuracy The percentage of client files with inaccurate HMIS data shall not exceed 10 % . For example , if the sampling includes 10 client files , then 9 out of 10 of these files must have the entire set of corresponding data entered correctly in HMIS . ( See Table D ) . 8 . Additional Resources 2020 HMIS Data Standards Manual ( October 2019 ) : hops : //www . hudexchange . info/ resources/documents/HMIS- Data - Standards- Manual . pdf 2020 HMIS Data Standards Data Dictionary Version 1 . 3 (August 2019 ) : hops : //www . hudexchange . info /resources/documents/ HMIS - Data- Dictionary . pdf HEARTH - HMIS Guidelines : hops : //onecpd . info/ resources/documents/CoCPrograminterimRule . pdf Federal Register Proposed Rules December 2011 : hops : //www . onecpd . info/ resources/documents/HEARTH_HMISRequirementsProposed Rule . pdf Federal Register Final Rule December 4 , 2015 24 CFR Parts 91 and 578 : hops : //www . hudexchange . info/ resources/documents/ Defining - Chronically- Homeless- Final - Rule . pdf 16 Appendices Documents: Appendix A-Sanctions for Violations Appendix B-Email Confidentiality Notice Action Items: Appendix C-Security and Privacy Checklist Appendix D-Acknowledgement of Receipt of HMIS Security,Privacy,and Data Plan 17 Appendix A. Sanctions for Violations There are three types of violations: Minor Violations, Major Violations and Severe Violations. A.1 Minor Violations Minor violations include but are not limited to: • End User or Security Officer's absence at a required annual Security and Privacy Awareness Training, unless prior arrangements have been made for receiving missed training. • Workstations non-compliant with 3 or less Workstation Security items described in §580.35 E&F Physical&Technical Safeguards Sanctions for minor violations are dependent on the number of minor violations by the Participating Agency within a 12 month period. A.1.1 First Violation A letter documenting violating event and involved personnel will be sent to DPAL from HMIS Lead and kept on-file with HMIS Lead.DPAL must submit to HMIS Lead a written plan for corrective action,including any internal actions taken against employee who violated policy, within 10 business days and complete the corrective action within 30 days. A.1.2 Second Violation A letter as described in"First violation"above. HMIS Lead will conduct a mandatory training session on security and privacy policies for the DPAL in question.This training must be attended by all end users,the DPAL,and a member of the Partner Agency's executive team.In organizations where the DPAL is the executive director,the training must be attended by the chair or president of the Partner Agency's Board of Directors. A.2 Major Violations Major violations include but are not limited to: • Three or more minor violations within a 12 month period • Failure to submit a written plan for corrective action for minor violations within 10 days • Failure to complete corrective action for minor violations within 30 days • Failure to conduct a criminal background check • Failure to participate in an Annual Monitoring Review • Workstations non-compliant with 3 or more Workstation Security items 18 • Failure to report security and privacy incidents • Transmitting Client Identifiers in plain text via unsecured or unencrypted email The sanction for a major violation is: • A letter as described in"First violation"for minor violations above; • A mandatory training for all Partner Agency HMIS end users • An onsite security audit will be conducted by HMIS Lead within 30 days of violation A.3 Severe Violations Severe violations include but are not limited to: • Three or more major violations within a 12 month time period • Sharing Clarity End User accounts • End users leaving Clarity account credentials in plain view or unattended • Improper access of client data beyond the scope outlined in COHMIS Policies and Procedures and this Plan The sanction for a severe violation is: • A letter as described in"First violation"for minor violations above • A mandatory training as described in"Second violation"for minor violations above • The End User violating the policy or procedure will be prohibited from accessing Clarity or participating in HMIS data collection for 60 days.The Partner Agency remains responsible for meeting data quality and other obligations during this 60 day period. 19 Appendix B. Email Confidentiality Notice IMPORTANT MESSAGE FOLLOWS This message and its attachments are intended only for the individual to whom it is addressed.They are confidential and may contain legally privileged information.If you are neither the intended recipient nor the agent responsible for delivering the message to the intended recipient you are hereby notified that any dissemination of this communication is strictly prohibited and may be unlawful.If you feel you have received this communication in error please notify us immediately by return email to the sender(and/or by telephone at INSERT PHONE NUMBER HERE)and delete it from your system.We thank you in advance for your cooperation. INSERT AGENCY/PROGRAM NAME 20 Appendix C. Security and Privacy Checklist C.1 Data Collection • Are you collecting the Universal Data Elements on All clients?(Name,SSN,DOB, Ethnicity,Race,Gender,Veteran Status,Disabling Condition,Residence Prior to Program Entry,and ZIP Code for Last Permanent Address) • Are you collecting Program Data elements?(All CoC-funded,ESG-funded,and/or APR programs collect the Program Data Elements) • Are you monitoring Data Quality? • Have users been trained on how to collect data? C.2 Privacy Notice Policy • Does your agency have the HMIS Notice of Privacy Practices posted at every place where intakes occur? • Is a copy of the Privacy Notice available upon request? • How many intake locations are within the agency? • Is the HMIS Notice of Privacy Practices posted on your website? • What is the version date of the HMIS Notice of Privacy Practices? • Have all users completed the Privacy Training,and do they have documentation of training? • Have you encountered a need for the HMIS Notice of Privacy Practices to be provided in other languages or formants?(Braille,audio,or large print) C.3 User Authorization • How many users are in your agency? • Do your users share usernames and/or passwords? • Do you users keep usernames and/or passwords in public locations? • Do your users store passwords in their internet browsers? • Do all users have a signed User Agreement on file? C.4 Hard Copy and Data Disposal • Does your agency have procedures in place to protect hard copy Personally Identifiable Information(PII)generated from or for HMIS? • Are all users trained on how to protect and dispose of hard copy data? • Do you keep hard copy files in a locked drawer(s)or file cabinet(s)? • Are the hard copies kept in locked offices? • What is your disposal policy?(Shredding of paper hard copy,re-formatting of disks, 21 etc.) • How is client data generated from HMIS?(Printed screen shots,HMIS client reports, downloaded data into Excel,etc.) C.5 Physical Access • Are all HMIS workstation(s)in secure locations or are they occupied at all times if they are in public-accessible locations?(This includes non-HMIS computers if they are networked with HMIS computers) • Are you utilizing password-protected screensavers? • Are printers that are used to print hard copies from HMIS in a secure location? • Are users able to access HMIS from outside the workplace?If so,does your agency have a data access policy? C.6 Virus Protection • Are all computers networked? • Do all of your computers have virus protection with automatic updates?(This includes non-HMIS computers if they are networked with HMIS computers) C.7 Firewall • Do you have a firewall on the network and/or workstation(s)to protect HMIS systems from outside intrusions? C.8 Software Security • Do all your HMIS workstation(s) have current operations systems and internet browser security? (This includes non-HMIS computers if networked with HMIS computers) C.9 Client Consent • Do all households entered into HMIS have signed client consent from on file? • Where are the HMIS client consent forms kept?(Household paper chart,common storage box/drawer,etc.) C.10 HMIS Agreements • Has your agency signed and submitted the Agency Partnership Agreement? • Is your agency listed on the COHMIS website as a Participating Agency? C.11 HMIS Barriers • Does your agency have barriers of challenges to entering HMIS data? • If so,what are they?(Not having enough time to enter date,staff needs more HMIS training,want to keep existing database and import later into HMIS,etc.) 22 • Are you concerned about the confidentiality or security of HMIS data? • Are you aware of Techsoup.org? 23 Appendix D. Acknowledgement of Receipt of HMIS Security, Privacy and Data Quality Plan The HMIS Security,Privacy and Data Quality Plan contains important information regarding the expectations of agencies that use the Colorado Homeless Management Information System(COHMIS) I acknowledge that I have received a copy of the HMIS Security, Privacy and Data Quality Plan.I understand that it is my responsibility to read and comply with the policies contained in this plan as well as any revisions made to it.I also understand that if I need additional information,or if there is anything that I do not understand in the Plan,I should contact the HMIS Lead Agency. I understand that this Plan reflects policies,practices,and procedures in effect on the date of publication and that it supersedes any prior plan. further understand that rules,policies,expectations referred to in the Plan are evaluated and may be modified at any time, with or without notice. acknowledge that the Plan will be updated annually and it is my responsibility to be aware of and to adhere to the changes in the Plan as they occur. DPAL Name:Megan Kelly DPAL Agency: Weld County Signature: Nyif Kp Date: 11/03/2023 24 COHMIS DATA PARTNER AGENCY LIAISON DESIGNATION FORM ©QHMIS Colorado Homeless Management Information System Part of the COHMIS Manual The COHMIS Manual comprises the policies and procedures and other documentation used to operate the Colorado Homeless Management Information System(COHMIS).These materials were developed by the Colorado HMIS Statewide Collaborative, which represents the state's participating HUD-designated continuums of care(CoCs).The CoCs maintain the COHMIS to help reduce homelessness in Colorado. DPAL Designation Form v1.1 Colorado HMIS(COHMIS) Data Partner Agency Liaison(DPAL) Roles and Responsibilities It is a requirement of the HMIS Standard Operating Procedures that each COHMIS Partner Agency designate an HMIS Liaison,referred to in this document as a Data Partner Agency Liaison[DPAL].The purpose of this document is to clarify the roles and responsibilities of the designated DPAL. Who are the DPALs? COHMIS users who have been identified by the CEO or the Executive Director at their agency as having the experience and ability to ensure accurate and complete HMIS data entry, communicate well across all of their agency programs,and serve as on-site experts and trainers to other COHMIS users within the agency.The designated DPAL has responsibility for the administration of the COHMIS in their agency. The DPAL Defined:Roles and Responsibilities Roles: • The primary point of contact for the CoC HMIS Lead Agency • The go-to person for all COHMIS users within the agency • Committed to fully understanding the system and able to edit,create,and append data for all programs and services operated by the DPAL's agency • Able to run reports regarding agency programs and services;frequently logging into the system Responsibilities: • Responsible for agency data quality and reports • Ensure compliance with the COHMIS Statewide Policies and Procedures and COHMIS Security,Privacy&Data Quality Plan • Ensure that the agency and programs are in compliance with all HMIS,HUD,and other Federal Partner standards • Ensure all agency information is up-to-date with COHMIS Lead Agency • Be the source for all COHMIS-related forms and consents within the agency • Authorize End Users and access levels • Responsible for ongoing training and support of all agency staff in addition to the trainings offered by COHMIS Lead Agency • Oversee internal HMIS monitoring Depending upon an agency's size(+15 End Users)and organizational structure,an agency may consider designating a second DPAL to act as a backup.If an organization would like to designate multiple DPALs,please contact the HMIS Lead Agency. DPAL Designation Form v1.1 Agency: Weld County Department of Human Services Designated DPAL: Name:Megan Kelly Email:mlkelly@weld.gov Phone number:970-400-6381 Date:10/30/2023 Signature: 7111 6-4" Back-up DPAL: Name: Karin Crandall Email:crandakk@weld.gov Phone number:970-400-6637 Date:11/9/2023 Signature: X--- - - Executive Director or Authorized Person: Mike Freeman, Chair, Board of Name: Weld County Commissioners Signature: Date: N0V 2 2 2023 DPAL Designation Form v1.1 =HMIS Colorado HMIS New Agency Questionnaire Date Completed: I I CoC:_Balance of State Metro Denver Pike's Peak Agency Name: Weld County Agency Address: PO Box A Street Address Apartment/Unit# Greeley CO 80632 City State ZIP Code Executive Director Contact Information: Mike Freeman, Chair, Board of Weld County Commissioners First Last ED Phone: 970-400-4200 ED Email: mfreeman@weld.gov Who on staff will be responsible for overseeing HMIS Megan Kelly use? Family Support Services Sup First Last Job Title Phone: 970-400-6381 Email: mIkelly@weld.gov How many staff will access the HMIS System: 12 Are you willing to share information with other providers:❑Yes®No Does your agency receive HUD funding?0 Yes®No o If yes,do you participate in your CoC Coordinated Entry process: 0 Yes O No (HMIS Colorado HMIS Program and Inventory Setup Request Form All federally funded homeless programs are required to be setup in HMIS,and all except victim service providers are required to enter client-level data in their CoC's HMIS implementation.The HMIS Data Standards require that program setup data be confirmed at least annually for accuracy. Each year the U.S.Department of Housing and Urban Development(HUD)requires Continuums of Care to submit a comprehensive Housing Inventory Chart of all homeless beds in their geographic area.Beds and units are categorized based on location,type of program,population(s)served and participation rate in the utilization of the Homeless Management Information System(HMIS).The Housing Inventory Count(HIC)is an important tool used by HUD to score the CoC area's annual application for homeless funding. A•enc Information Date: / / Agency Name: Weld County Agency Address: PO BOX A Street Address Apartment/Unit# Greeley CO 80632 City State ZIP Code Pro•ram Details Program Name: Housing Stability Program Program Description: We provide case management services to Weld County residents that are experiencing housing instability or homelessness.We provide ongoing case management,connection to resources,and financial assistance to help them stabilize in housing. Operating Start Date: / / Operating End Date: / / - Address: 315 N.11th Ave Building A (if different from agency) Street Address Apartment/Unit# Greeley CO 810631 City State ZIP Code Primary contact: Megan Kelly Family Support Services Sup First Last Job Title Phone: 970-400-6381 Email:mlkelly@weld.gov 1 Program Type(check one): ❑Day Shelter ❑Emergency Shelter ❑Temporary Emergency Shelter(ESG-CV) ❑Entry Exit ❑Entry Exit ❑Night-by-Night ❑Night-by-Night 2 Homelessness Prevention O PH—Permanent Supportive Housing ❑PH—Rapid Re-Housing (disability required) ❑PH—Housing with Services(no disability ❑PH—Housing Only ❑Safe Haven required) ❑Services Only ❑Street Outreach 0 Transitional Housing ❑Other(Please Explain): Funding Type:(Choose One) ❑HUD:CoC—Permanent Supportive ❑HUD:CoC—Rapid Re-Housing ❑HUD:CoC—Supportive Services Only Housing ❑HUD:CoC—Transitional Housing ❑HUD:CoC—Safe Haven 0 HUD:ESG-CV(CARES Act) ❑HUD:ESG—Emergency Shelter ❑HUD:ESG—Homelessness Prevention ❑HUD:ESG—Rapid Rehousing (operating and/or essential services) ❑HUD:ESG-Street Outreach ❑HUD:HUDNASH ❑HHS:PATH-Street Outreach& Supportive Services Only ❑HHS:RHY—Basic Center Program ❑HHS:RHY—Maternity Group Home for ❑HHS:RHY—Transitional Living (prevention and shelter) Pregnant and Parenting Youth Program ❑HHS:RHY-Street Outreach Project ❑HHS:RHY—Demonstration Project ❑VA:CRS Contract Residential Services ❑VA:Grant Per Diem—Bridge Housing ❑VA:Grant Per Diem—Low Demand ❑VA:Grant Per Diem—Hospital to Housing ❑VA:Grant Per Diem—Clinical ❑VA:Grant Per Diem—Service Intensive 0 VA:Grant Per Diem—Transition in Treatment Transitional Housing Place ❑VA:Community Contract Safe Haven ❑VA:Compensated Work Therapy ❑VA:Supportive Services for Veteran Program Transitional Residence Families 2 Other(Please Explain): We have a portion of our Emergency Rental Assistance 2 grant that has been dedicated to housing stability efforts,and we received a small grant from the State of Colorado Housing Innovation Grant. 2 Fundin•Source S•ecifics Fund Name: Grant ID/Grant#: Grant Amount: Sub-grantee: Sub-granted Amount: Sub-grantee: Sub-granted Amount: Grant Start Date: / / Grant End Date: / Funding Source Contact Name: Funding Contact Email: Contact Phone: Additional Pro•ram Details Project Site Type: Non-residential:services only ❑Residential:spend needs and non- ❑Residential:special needs only special needs Target Population:(Check one if applicable) ❑Domestic Violence Victims ❑Persons with HIV/AIDS ®Not Applicable Are you a Victim Service Provider? ❑Yes ❑No If Housing Project,Housing Type: ❑Site-based—Single Site ❑Site-based—Clustered/Multiple Sites ❑Tenant-based—Scattered Site Bed and Unit Invento Residential Pro•rams Onl This section is only required for Residential Programs.If you are submitting the Program Setup Request Form for a Residential Program,your HMIS Lead Agency will reach out to you for additional information. 3 O•tional Pro.ram Features Would you like to track services provided to clients for this project?❑Yes ❑No If Yes,your HMIS Lead agency will contact you for the list of services Are you interested in enabling Auto Exits for clients in your project(Shelters and Outreach projects)?❑Yes O No If Yes,your HMIS Lead agency will contact you for next steps Disclaimer and Si•nature I certify that my answers are true and complete to the best of my knowledge. Signature: 'TIL1,24-'j Date: NOV 2 2 2023 Please return completed form your HMIS Lead Agency 4 01.0023-3'10 9(s) User Responsibility As the guardians entrusted with this personally identifiable information(P11),each COHMIS User has a moral and a legal obligation to strictly adhere to appropriate collection,access,and utilization of data.As stewards of the client level data,each User is responsible for making sure that client data is collected in good faith,that all Statewide confidentiality policies and procedures are followed,that all data is entered accurately,timely and completely,and that all data collected is used for the purpose for which it was collected.Proper user training,adherence to the COHMIS Policies and Procedures,COHMIS Security,Privacy and Data Quality Plan and a clear understanding of client confidentiality are vital to achieving these goals. Your username and password grants you access to the COHMIS.As a COHMIS User it is important that you understand,accept,acknowledge and abide by the procedures that constitute proper use of the system and your Username and Password.Failure to follow these standards could lead to the immediate termination of your access of COHMIS.Please initial each item below to indicate your understanding and acceptance of the proper use of your User ID and password. Q My COHMIS User ID and Password are for my use only and must not be shared with anyone Q I will never use the COHMIS under someone else's User ID and Password Q I must take all reasonable means to keep my password physically secure Q I understand that the only individuals who can view information in COHMIS are authorized users, System Administrators and the clients to whom the information pertains Q I understand that if I do not log in to COHMIS at least once within a 90-day period,my access will be revoked Q I may only view,obtain,disclose,or use the database information necessary to perform my job Q I cannot disclose or otherwise share this information with any outside entity unless prior permission is granted.Please refer to the COHMIS Security,Privacy and Data Quality Plan for additional information Q If I am logged into the COHMIS and I must leave my work area,I must either log off or ensure that my screen is locked prior to leaving to avoid unauthorized access to the system Q I must ensure that all hard copies of the Colorado HMIS forms are securely stored,retained or destroyed according to the COHMIS Policies and Procedures Q If I notice or suspect a security breach,I must immediately notify my COHMIS Lead Agency and Data Partner Agency Liaison(DPAL) Q I have received training on how to use the COHMIS and will abide by all policies and procedures dictated in those sessions To maintain client confidentiality,I will not send any client's Private Personal Information(PII) through email (unless encrypted).If encryption is not available I will only send the client ID I will not transport or store client's Private Personal Information(PII)on portable drives unless encrypted USER CODE OF ETHICS A.COHMIS Users must provide a verbal explanation of the informed consent agreement with respect,fairness and good faith,and in accordance with COHMIS requirements and any additional agency specific requirements. B.Each COHMIS User must maintain high standards of professional conduct in their capacity as a User. C.The COHMIS User assumes primary responsibility for their client(s). Authorization&Confidentiality Statement I agree to protect the confidentiality of information obtained through the use of the COHMIS, comply with the above statements,and adhere to the guidelines outlined in the COHMIS Policy&Procedure Manual and the COHMIS Security, Privacy and Data Quality Plan. rr :,,AL Signature NOV 2 2 2023 Date: Coordinated Assessment and Housing Placement System(CAHPS)Partner Memorandum of Understanding Between Northern Colorado Continuum of Care and Community Partners Date:MMie Y1b2V ZZI 2023 Name of Community Partner:Weld County Background The coordinated entry process is a HUD-mandated system to efficiently and effectively connect the most vulnerable people to appropriate interventions that will rapidly end their homelessness. Coordinated Entry in northern Colorado is referred to as the Coordinated Assessment and Housing Placement System(CARPS)and is overseen by the Northern Colorado Continuum of Care.CAHPS envisions a housing placement system that streamlines housing services so that homelessness in northern Colorado is rare,brief,and non-recurring.The primary objective of CAHPS is to ensure that the highest need,most vulnerable households in the community are prioritized for the most appropriate available housing interventions. Purpose of Memorandum To carry out its mission and vision,CAHPS relies on highly engaged community partners,including agencies,organizations,and individuals who interact with the homeless response system to assist households with services and resources.This Memorandum is necessary to set expectations and requirements needed to ensure the highest standard of coordination and care for households interacting with CAHPS and its community partners.This includes but is not limited to engaging in low-barrier,housing first practices,maintaining privacy and security of personally identifying information,understanding CAHPS priorities and practices,and embracing the idea that each household experiencing homelessness are all"our clients". Housing First Practice The Housing First approach asserts that providing permanent housing without making judgements on one's"readiness"for housing gives more opportunity for people to realize their personal goals and build upon their individual strengths.People are much more likely to be able to have stable employment,improve their mental and physical health,and be engaged members of the community if they have a permanent place to call home and do not have to be singularly focused on basic survival. Also,having fewer unhoused people in the community lessens the strain and financial burden on public services.People who are housed are less likely to require emergency services,less likely to interact with law enforcement,and less likely to require costly interventions that ultimately return them to homelessness. In practice,Housing First ensures that people experiencing homelessness can be connected to housing assistance regardless of their willingness to participate in supportive services,like counseling or substance use treatment.It also means that people are still eligible for assistance regardless of their income,current employment status or other financial barriers such as debt and poor credit. The NoCO CoC and CAHPS embrace Housing First practices as a core tenant of our community response system to homelessness.CoC and ESG-funded agencies are required to provide Housing First informed programming;CAHPS participating agencies are highly encouraged to embrace Housing First practices across programs. CAHPS Evaluation and Reporting To remain effective,CAHPS relies on community collaboration and engagement.The NoCO CoC monitors the functioning and efficacy of CAHPS yearly.This includes an annual survey of CAHPS stakeholders on the overall effectiveness of the coordinated entry system as well as other evaluative measures.CAHPS Partner Agencies agree to participate in the annual evaluation process of CAHPS. Additionally,the CAHPS Steering Committee will evaluate CAHPS policies and procedures annually and make recommendations for needed changes for adoption by the NoCO CoC Governing Board. Duration of Agreement This MOU is at-will and may be modified by mutual consent of authorized officials from the Northern Colorado CoC Governing Board and the CAHPS Partner Agency.It shall become effective upon signature and will remain in effect until modified or terminated by the Northern Colorado CoC Governing Board or the CAHPS Partner Agency. CAHPS Partner Activities CAHPS Partners agree to support the following coordinated assessment and housing placement activities in line with their agency/organizational scope. Coordinated Assessment and Housing Placement activities include,but are not limited to,the following: • Outreach to those experiencing homelessness and housing instability • Utilization of the VI-SPDAT,a triage tool that determines the vulnerability of those experiencing homelessness • Prioritization of those in need of housing assistance,using the VI-SPDAT scores of respondents and agreed-upon prioritization protocols • Development of a by-name list of persons experiencing homelessness o Collect CAHPS program enrollment data and upload it into HMIS o Add VI-SPDATs conducted within your agency into HMIS o Track client contact in HMIS,so individuals your agency added to the BNL remain active • Assistance to individuals/families in: o Obtaining documents necessary to enter into housing o Accessing benefits(Medicaid/Medicare,food assistance,disability benefits,etc.) • Case conferencing to support assessment,resource referral and housing navigation for households experiencing homelessness • Development of a real-time list of housing opportunities • Offering housing opportunities to those experiencing homelessness and assisting individuals through the move-in process • Providing on-going housing-focused supportive services to ensure individuals can successfully retain their housing CAHPS scope of practice is outlined in more detail in the CAHPS Policies and Procedures. Training Key staff at CAHPS Partner Agencies should attend CAHPS training at least annually to ensure up-to- date knowledge and understanding of CAHPS policies and practices.Additional training offered includes: • administering the VI-SPDAT • data entry and use of HMIS • expectations for participating in case conferencing • supporting victims of domestic violence Training topics and expectations are outlined more in the CAHPS Policies and Procedures. Marketing CAHPS To ensure all eligible households have equitable access to CAHPS,it is important that community partners assist in CAHPS marketing efforts.This includes: • Posting information regarding the CAHPS in accessible locations;agencies may choose to hang up signs,include information in take-home packs for clients,or otherwise provide written information about CAHPS • Verbally informing eligible clients how,where,and when to access CAHPS • Answering any questions clients have regarding CAHPS honestly,including informing clients that participating in CAHPS does not guarantee the household will gain housing or will access housing in any specific length of time Benefits of Participation Participation in CAHPS benefits individual agencies by offering access to a strong network of community resources,training opportunities,and technical support.Most importantly though,agency participation in CAHPS benefits all people experiencing homelessness in northern Colorado through expanded opportunities for housing.Individuals experiencing homelessness deserve to have the support of a system that believes homelessness is a community issue and it is the community's responsibility to find solutions.CAHPS is one part of the solution. ° Access Point Agency Acknowledgement To further the vision of making homelessness rare,short-lived and nonrecurring, Weld County [Agency/Partner Name]agrees to enter into a formal partnership with the Coordinated Assessment and Housing Placement System. As a formal partner: (Initial)We understand and agree to follow the expectations outlined in the Memorandum. (Initial)We have received a copy of the CAHPS Policies and Procedures and agree to have all key staff who participate in CAHPS know and understand the policies and procedures. Our agency serves(check all that apply): XSingle Adults XFamilies Veterans XYouth(18-24) Domestic Violence Survivors Access Point Agreement Our agency agrees to serve as a CAHPS Access Point,following the guidelines and expectations listed in this MOU and in accordance with the CAHPS Policies and Procedures. Our agency will serve as an Access Point for the following populations: All populations ❑Veterans ❑Single Adults ❑Youth(18-24) ❑Families ❑Domestic Violence Survivors CAHPS Liaison Our agency's auithol�y ed CAHPS Liaison is Megan Kelly [Name]. Their email is mlKKell weld ov [email]. Their work phone number is 970-400-6381 [number]. Available Housing Resources Our agency❑does/,does not have housing resources that use the coordinated entry system for referra I. List Resources: • • IMPORTANT NOTE:CoC Program and ESG Program funded agencies are required to participate in CAHPS and 100%of CoC and ESG-funded housing resources must be allocated through CAHPS. Initial(If CoC or ESG-funded Agency) Access Point Authorized Agent-Signature Page Agency Name:Weld County Address/City V C2oc{�:,pe3Box A,Greeley,CO 80632 Date: ��1 LL Printed Name:�M�i,,,keQFreeman Signature: `Y —3. -'lL4- Title: Chair, Board of Weld County Commissioners Email: mfreeman@weld.gov Phone: 970-400-4200 .204010- 5410.,60 Non -Access Point Agency Acknowledgement Only Complete if Agencies is choosing not to serve as an access point for administering the VI - SPDAT . To further the vision of making homelessness rare , short- lived and nonrecurring , [Agency/Partner Name] agrees to support the Coordinated Assessment and Housing Placement System in the following ways (check all that apply) : ❑ Refer households identified as experiencing homelessness or housing instability to the CAHPS FindHelp . org screening tool ❑Attend Northern Colorado General Membership Meetings and/or CoC sponsored trainings ❑ Participate in case conferencing * (* any staff attending case conferencing must complete an orientation and sign a confidentiality agreement) Non-Access Point Agency Contact Agency Name : Address/City/Zip Code : Date : Printed Name : Signature : Title : Email : Phone : Please email completed Partner Agency MOU Agreements to the CAHPS Coordinator CAHPS Coordinator Summer Garcia summer@unitedway-weld . org Northern C:niorarin G44r+�w��i 4 taw CAHPS MOU Supplemental Community Partner Expectations - Access Points Overview Access Points are strategic locations for individuals and families experiencing homelessness to access the Coordinated Assessment and Housing Placement System . Access Points are most often an agency or organization where people experiencing homelessness or housing instability seek social services and resources . Examples may include emergency shelters , street outreach teams , community health providers , resource centers , population specific services (e . g . domestic violence , veteran , youth services) , etc . Access Point Partner Standards By serving as a CAHPS Access Point Partner, an agency/organization agrees to the following : • Identify a staff member who has capacity to serve as the agency ' s CAHPS Liaison . More information on being a CAHPS Liaison is described in this MOU . • Commit to having the agency ' s more appropriate staff member(s) regularly attend weekly case conferencing and to participate in case conferencing in a manner outlined in this MOU . • Demonstrate staffing capacity to perform assessments and have at least two employees trained on administering the VI - SPDAT • Complete initial CAHPS Partner Training and refresher training for all staff who are conducting VI - SPDAT assessments and/or attending case conferencing . • Have at least one staff member who will be an enrolled HMIS user for the purpose of entering VI - SPDAT assessments into the HMIS Coordinated Entry Project . These staff members must be trained to use and enter data into HMIS by a member of the HMIS Lead team . o Domestic violence service providers or other victim service providers are exempt . • Enroll newly assessed households into HMIS Coordinated Entry Project within two business days . • Be easily accessible through transportation , or have the ability to provide transportation in some capacity ( bus vouchers , etc . ) . • Provide regular hours of operation during which households can access the CAHPS process through screening , triage , and assessment procedures • Provide and /or refer to appropriate resources for households that cannot access safe housing immediately (emergency shelter, etc . ) • Establish protocols that ensure at a minimum that people fleeing , or attempting to flee domestic violence have safe and confidential access to coordinated entry and that data collection conforms to the applicable requirements of the Violence Against Women Act , CoC Program , and/or HMIS Data Standards . Victims of domestic violence may always be referred to the closest victim service provider for services and housing assessment . CAHPS Liaisons at Access Points CAHPS Access Points are required to assign an individual staff person within their agency to serve as a CAHPS Liaison . The CAHPS Liaison serves as the primary point of contact between the CAHPS Coordinator and other agency staff who are involved in carrying out coordinated entry at that location , such as completing VI - SPDATs and attending case conferencing . ,Jb'kk :)rthorq Colorado The CAHPS Liaison responsibilities include : • Maintain communication with the CAHPS Coordinator regarding the agency' s participation • Assist the staff within your agency with any questions they have regarding CAHPS • Ensure there is adequate and appropriate representation from your agency at case conferencing • Ensure assessors within your agency have gone through all necessary training prior to assessing , including any refresher trainings . CAHPS Liaisons should request access to training from the CAHPS Coordinator . • Oversee the HMIS coordinated entry data entry responsibilities within your agency Note : CAHPS Liaison ' s may be the primary person to enter data into the HMIS coordinated entry project ( i . e . entering VI - SPDATs into HMIS) , OR it can be delegated to another staff person at the agency . Depending on the number of assessors within your agency , and the amount of VI - SPDATs completed on a regular basis, you may be able to assign data entry responsibilities to more than one staff person . • Respond to communication from the HMIS Lead Team , and inform your agency , when there are updates to the system • Be responsible for troubleshooting any data entry challenges with the HMIS Lead Team • Participate in ad hoc CAHPS workgroups , as needed and available Administering the VI-SPDAT By serving in this role , an agency agrees to the following : • Agreeing to offer the screen /triage to any client of the agency that meets the guidelines established by the Northern Colorado CoC o Agencies that serve a specific population (e . g . veterans , domestic violence survivors , families) may opt to only conduct VI - SPDATs for households within that population • Pre-screening households with the Diversion / Prevention Tool to determine if homelessness can be avoided • Ensuring any staff or volunteers conducting the VI - SPDAT have been adequately and appropriately trained . See CAHPS Policies and Procedures for more guidelines on training . • Ensuring any staff or volunteers conducting the VI - SPDAT are surveying clients with consistency and fidelity to the original instrument • Ensuring all Releases of Information are completed prior to administering the VI SPDAT • Ensuring all paperwork ( Releases of Information and the VI- SPDAT) are kept in a secure location until they can be transferred to the local by- name list • Enrolling the assessed household in the HMIS coordinated entry project within 2 business days . Expectations for participating in case conferencing include : • Sending at least one staff person (preferably the same staff person ) to each case conference . • Informing the group (either at the case conference or to the by- name list manager outside of the case conference time) of any known changes in the housing status or location of individuals on the by- name list . • Assist in connecting individuals to housing referral contacts , as appropriate . • Using Housing First principles when assigning resources and discussing individual ' s housing jr" solo adn situations . More expectations for participating in case conferencing are outlined in more detail in the CAHPS Policies and Procedures . Housing Resources " Housing Resources " refer to openings in certain housing programs , vouchers , and other available housing assistance that receive referrals through the coordinated entry process . Some lousing resources , such as CoC and ESG -funded programs , are required to be assigned throuch CAHPS . Other housing assistance programs voluntarily choose to use CAHPS to receive some or all of their referrals . Contribute housing resources to those available through CAHPS : Agencies who use CAHPS to receive referrals to their available housing resources are expected to : • Communicate in writing to the CAHPS Coordinator any basic eligibility requirements for that resource . • Communicating in writing any other specifications or expectations attached to that resource . • Accept referrals from the case conference team ; limit refusals of referrals that meet the eligibility requirements of the housing resource More information related to Housing Resources are outlined in more detail in the CAHPS Policies and Procedures Community Partner Expectations - Non -Access Points Virtual Access to CAH PS To increase access to the CAHPS process for all households experiencing homelessness and housing instability , individuals and other community service providers may use an online CAHPS access tool on FindHelp . org . Community partners who either do not have the capacity to serve as a full CAHPS Access Point or who work less directly with people experiencing homelessness are highly encouraged to use the FindHelp . org access tool so that households can be connected to and assessed by a Resource Navigator and enrolled into the CAHPS process if appropriate . Non-Access Point Partner Standards Community service providers and other entities/organizations that interact with and provide services to people experiencing homelessness may also be a CAHPS Partner without being a full CAHPS Access Point . This may be appropriate if the entity/organization does not have the capacity to meet the Access Point standards outlined above or if the organization does not foresee completing a large number of VI - SPDAT assessments . By serving as a CAHPS Non-Access Point Partner, an agency/organization agrees to the following : sil"% tth9r^ . Cdoradr, �m�tt,. .uIt c{j tLt • Identify a point of contact to receive important communications about the Northern Colorado Continuum of Care ( NoCO CoC) and CAHPS . • Have key staff trained on using the FindHelp . org access tool and commit to offering to complete the access tool with any individuals/households who are found to be experiencing homelessness or housing instability . • Agree to assist when necessary with contacting individuals/households regarding possible referrals to housing resources and other housing related opportunities . Other optional , but highly encouraged activities include : • Have key staff attend weekly case conferencing meetings . o NOTE : To attend case conferencing meetings, staff must be oriented on case conferencing protocols and must sign a confidentiality agreement . • Have key staff attend NoCO CoC sponsored training . • Attend NoCO CoC general membership meeting Please email completed Partner Agency (VDU Agreements to the CAHPS Coordinator CAHPS Coordinator Summer Garcia summer@unitedway-weld . org Coloradn Contract Form Entity Information Entity Name * Entity ID * [1 New Entity? NORTHERN COLORADO @00047837 CONTINUUM OF CARE ( NOCO COC) Contract Name * Contract ID Parent Contract ID NOCO COC - AGENCY PARTNERSHIP AGREEMENT AND 7625 COORDINATED ASSESSMENT AND HOUSING Requires Board Approval * PLACEMENT SYSTEM PARTNER MOU Contract Lead COBBXXLK YES Contract Status Department Project # CTB REVIEW Contract Lead Email cobbxxlk@co . weld . co . us Contract Description * COHMIS AGENCY PARTNERSHIP AGREEMENT AND COORDINATED ASSESSMENT AND HOUSING PLACEMENT SYSTEM (CAHPS) PARTNER MEMORANDUM OF UNDERSTANDING FOR THE COLORADO STATE\& IDE COORDINATED HOUSING PLACEMENT SYSTEM . TERM : PROGRAM START 1 ' 1 / 24 - IN PERPETUITY . Contract Description 2 PA ROUTING THROUGH THE NORMAL APPROVAL PROCESS - ETA TO CTB 1 1 / 1 6 / 23 . Contract Type * Department Requested BOCC Agenda Due Date AGREEMENT HUMAN SERVICES Date * 11 / 18 / 2023 11 / 22 / 2023 Amount * Department Email $ 0 . 00 CM - Will a work session with BOCC be required? * HumanServices@weldgov . NO Renewable * corn YES Does Contract require Purchasing Dept . to be Department Head Email included? Automatic Renewal CM - HumanServices - DeptHead@weldgov . com Grant County Attorney GENERAL COUNTY IGA ATTORNEY EMAIL County Attorney Email CM - COUNTYATTORNEY@WEL DGOV . COM If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Note : the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contract Dates Effective Date Review Date * Renewal Date * 1 1 01 x' 2024 01 ; 01 ! 2025 Termination Notice Period Committed Delivery Date Expiration Date Contact Information Contact Info Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2 Purchasing Purchasing Approver Purchasing Approved Date Approval Process Department Head Finance Approver Legal Counsel JAMIE ULRICH CHERYL PATTELLI BYRON HOWELL DH Approved Date Finance Approved Date Legal Counsel Approved Date 11 / 15 / 2023 11 / 16 / 2023 11 / 16 / 2023 Final Approval BOCC Approved Tyler Ref # AG 112223 BOCC Signed Date Originator COBBXXLK BOCC Agenda Date 11 / 22 / 2023 Houstan Aragon From: noreply@weldgov.com Sent: Tuesday,December 3,2024 10:35 AM To: CM-ClerktoBoard;Sara Adams;Lesley Cobb;CM-HumanServices-DeptHead Subject: Fast Tracked Contract ID(8903) Contract#8903 has been Fast Tracked to CM-Contract Maintenance. You will be notified in the future based on the Contract information below: Entity Name:NORTHERN COLORADO CONTINUUM OF CARE(NOCO COC)Contract Name:NOCO COC- AGENCY PARTNERSHIP AGREEMENT AND COORDINATED ASSESSMENT AND HOUSING PLACEMENT SYSTEM PARTNER MOU Contract Amount:$0.00 Contract ID:8903 Contract Lead:SADAMS Department:HUMAN SERVICES Review Date:10/31/2025 S'90 Renewable Contract:YES unklictc+ib4_ Renew Date:12/31/2025 e Expiration Date: �Va R-em Tyler Ref#: �S� Thank-you I-1 o 5 Houstan Aragon From: Sara Adams Sent: Tuesday,December 3,2024 10:33 AM To: CTB Cc: HS-Contract Management Subject: FAST TRACK-Northern Colorado Continuum of Care HMIS Partnership Agreement CMS #8903 Attachments: COHMIS Agency Partnership Agreement-Weld County(e).pdf Good morning CTB, FAST TRACK ITEM: Attached please find the Northern Colorado Continuum of Care Homeless Management Information System(HMIS)Partnership Agreement and Coordinated Assessment and Housing Placement System (CAHPS)(Tyler ID#2023-3409).The agreement has no expiration date.Julie Witkowski has confirmed there are no changes to the agreement.This is reviewed on a yearly basis.This will be a Fast Track item in CMS for tracking purposes only(CMS#8903). Thank you, Sara Sara Adams Contract Administrative Coordinator Weld County Dept.of Human Services 315 N.11th Avenue,Building A PO Box A Greeley,CO 80632 (970)400-6603 sadamsClAweld.gov try '4,' Confidentiality Notice:This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged,confidential or otherwise protected from disclosure.If you have received this communication in error,please immediately notify sender by return e-mail and destroy the communication.Any disclosure, copying,distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. 1 Hello