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Policy and Standards Documents

This book will include the Policies and Procedures manual, the Data Quality Standards document, and any other administrative documents important to HMIS.

1. Data Quality Standards

1.1. Data Quality Standards

The Data Quality Standards document was voted in by the Balance of State CoC board, represented by all 17 regions, and is effective as of July 23rd, 2018.

1.2. Meeting Data Collection and Reporting Requirements for Victim Services Agencies

2. Policies and Procedures Manual

2.1. What Region am I in?

Ohio is divided by HUD into 9 Continua of Care (CoCs). Eight of the nine CoCs are "Entitlement" CoCs and basically contain the more populated counties in Ohio: Franklin (Columbus), Hamilton (Cincinnati), Montgomery (Dayton), Mahoning (Youngstown), Stark (Canton), Summit (Akron), Cuyahoga (Cleveland), and Lucas (Toledo). The ninth CoC is called the Ohio Balance of State CoC, which includes the rest of the 80 counties in Ohio.

Given that the Ohio Balance of State is so large, it is divided further into 17 Homeless Planning Regions. Below is the map published by Ohio Development Services Agency (ODSA) in 2017. Find your County to find which Homeless Planning Region you are in. You can also download the map below in .pdf format.

2.2. Policies and Procedures

The Policies and Procedures manual was voted in by the Balance of State CoC Board July 23rd, 2018.

2.3. Security Breaches Protocol

Ohio BoSCoC HMIS Security Breach Protocol

 Rationale: The Policies and Procedures manual identifies the Security Standards applicable to all Ohio Balance of State Continuum of Care (BoSCoC) HMIS end users and Covered Homeless Organizations (CHOs). Breaches of these standards, including, but not limited to, sharing of username and passwords and emailing Personally Identifying Information (PII), are cause for serious concern and could potentially jeopardize client confidentiality. This protocol outlines the process that the HMIS Management Committee will use to respond to HMIS security breaches.

 Policy: This process specifically applies to HMIS Security Breaches, though depending on the gravity of the breach, the HMIS Management Committee may opt to immediately and permanently revoke licensure, as specified in the Policies and Procedures manual.

 Procedure: Any type of security breach will be deemed an offense for response via this protocol. The following information provides a description of what will occur once any breach has been detected:

  •  First Offense:
    • Inactivate login immediately.
    • User must take and pass the Privacy and Security quiz to get license back.
  • Second Offense:
    • Inactivate login immediately.
    • Notify the user’s supervisor and Executive Director or equivalent.
    • Notify the HMIS Lead Agency (COHHIO)
    • May notify ODSA, HUD, or VA, who may withhold funding or take other action due to violation of the agency’s grant agreement, at HMIS Lead Agency’s (COHHIO) discretion.
    • License may be reactivated at HMIS Lead Agency’s (COHHIO) discretion.
  • Third Offense: 
    • License revoked permanently.
    • Further actions taken as necessary, such as reporting to funder or notifying clients of the data breach.

 Additional Information:

 These actions apply to any licensed HMIS user who breaches any of the security policies listed in Section IV (Security Standards) of the Ohio BoSCoC HMIS Policies and Procedures Manual.

 If the login of a person who no longer works at the agency is shared, the agency will be in direct violation of its Agency Agreement with COHHIO. As such, in this case, the procedure would begin as if it were a Second Offense.

 If there are multiple HMIS security breaches within one agency the HMIS Management Committee may require a response from the agency, over and beyond the protocol listed above.

 To obtain a login, contact the COHHIO HMIS Department at hmis@cohhio.org for training. Users will receive a license after successfully completing training.


2.4. Participation Fee Policy

Beginning January 1, 2017 the Ohio BoSCoC HMIS will be charging fees for participation. This policy was adopted by the CoC Board 05/27/2016. A webinar introducing the policy was held 06/01/2016. Attached is a copy of the policy and the webinar slides.

On 06/10/2016 a FAQ document was released to address common questions asked during the webinar (attached).

2.5. Guidance for Non-Participating Homeless Dedicated Projects and HMIS Participation

Please find COHHIO's guidance on how to include Non-Participating projects data into HMIS:

3. HMIS Governance Charter

3.1. HMIS Governance Charter

The BoSCoC HMIS Governance Charter outlines who the CoC has designated as HMIS Lead (COHHIO), which vendor the CoC and HMIS Lead have selected to provide the HMIS (Mediware, formerly Bowman Systems) and the responsibilities of all interested parties. It was updated June 2017.