• User Agreement

    User Agreement

  • This user agreement is a document that users must review and agree to before accessing any database containing Personally Identifiable Information (PII). It explains the responsibilities of the user, the rules for using the system, and the requirements for protecting sensitive information. User agreements help ensure that everyone understands how the system should be used and what is expected of them, especially when handling confidential and protected data. By agreeing to the terms, you acknowledge that you will follow the policies and procedures related to the system as set forth by HUD. This agreement must be reviewed and signed on an annual basis to maintain system access.

  • Please select your organization:

  • Please Initial to Agree to the Following Statements:

  • * I understand that my username and password are for my use only and must not be shared with anyone at any time.
    * I understand that I must take all reasonable measures to keep my password secure and confidential. Passwords must be locked up or password-protected when stored.
    * I understand that I must not allow my username or password to be saved, stored, or remembered by any web browser, device, application, or auto-fill feature.
    * I understand that leaving HMIS open and accessible while unattended is prohibited and that I must log out of the system or lock my workstation when stepping away.
    * I understand that when using a shared computer, I must log out of HMIS immediately after each use and ensure no other individual can access the system under my credentials.
    * I understand that I must log in to HMIS regularly, at least once a month, to maintain access. Accounts inactive for 60 days will be locked. If inactive for 90 days, I must complete refresher training. If inactive for 6 months or more, I must complete the full new user training to regain access.
    * I understand that I am required to attend all mandatory HMIS trainings and office hours, including but not limited to annual HMIS training, data standards updates, and program-specific training. Failure to complete required training will result in removal of HMIS access.
    * I understand that HMIS information may only be accessed or viewed by authorized users and the clients to whom the information pertains.
    * I understand that any hard copies of HMIS information must be kept secure at all times.
    * I understand that when hard copies of HMIS information are no longer needed, they must be properly destroyed (cross-shredded) to maintain client confidentiality.
    * I understand that client Personally Protected Information (PPI) may only be transmitted electronically using security measures outlined in the Housing Forward Privacy, Security, and Ethics Training.
    * I understand that I may only view, obtain, disclose, or use HMIS information as necessary to perform my assigned job duties. I will not access HMIS information for personal reasons or related to family members, friends, or coworkers.
    * I understand that I must immediately report any suspected or confirmed data breach, unauthorized access, or security incident involving HMIS data to the HMIS Lead.
    * I understand that these rules apply to all HMIS users, regardless of role or position.

  • User Statement of Confidentiality:

  • By signing this document, I agree to maintain the strict confidentiality of all information collected, received, or generated in connection with HMIS, whether obtained verbally, in writing, or electronically. This information will be used solely for legitimate client services and the administration of the above-named agency. Any breach of confidentiality may result in a Notice of Violation and could lead to termination of my participation in HMIS or, in severe cases, the agency’s participation.

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