• HMIS/Comparable Database User Agreement

    HMIS/Comparable Database User Agreement

    This agreement covers all CoC Data Systems, including HMIS/Comparable Databases, Padmission Journey, Green River, and Basecamp.

  • 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 any data system as set forth by the CoC (TX-600). 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:

    If you have any questions please submit a help desk ticket to the Housing Forward Help Desk help@housingforward.on.spiceworks.com

  • * I understand that my username(s) and password(s) 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 any CoC Data System 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 any CoC Data System immediately after each use and ensure no other individual can access the system under my credentials.
    * I understand that I must log in to CoC Data Systems regularly, at least once a month, to maintain 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 from said Data System access.
    * I understand that all CoC Data Systems may only be accessed or viewed by authorized users and the clients to whom the information pertains.
    * I understand that any hard copies of CoC Data System information or PII must be kept secure at all times.
    * I understand that when hard copies of CoC Data System information are no longer needed, they must be properly destroyed (cross-shredded) to maintain client confidentiality.
    * I understand that client Personally Identifiable Information (PII) 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 CoC Data System information as necessary to perform my assigned job duties. I will not access CoC Data System 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 client level data to the HMIS Lead.
    * I understand that these rules apply to all CoC Data System 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 or Data System, 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 all CoC Data Systems or, in severe cases, the agency’s participation.

  • Date*
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    2 digit month, 2 digit day, 4 digit year
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