Updated Privacy Governance
The Boise City / Ada County Continuum of Care (BCAC CoC) has worked together with the Institute for Community Alliances (ICA) to create continuum-wide privacy standards related to the Boise City / Ada County Homeless Management Information System (BCAC HMIS) and the Coordinated Entry System, Our Path Home (OPH). There are important reasons for these updated standards, including but not limited to, providing better coordination of client services across the continuum in a more client-centered manner, developing and managing an effective coordinated entry system, and facilitating community planning. For more information on the updated privacy governance, please see the Privacy Policy Informational Document.
There are 8 documents that were updated and align with this updated privacy governance. Brief definitions of the documents, as well as links to the documents, can be found below.
BCAC HMIS Policies & Procedures
The BCAC HMIS Policies & Procedures govern the use of the Boise City / Ada County Homeless Management Information System (BCAC HMIS), including the roles and responsibilities of stakeholders involved.
BCAC HMIS Organization Partnership Agreement
This Agreement is signed by all BCAC HMIS-participating organizations and specifies the roles and responsibilities of any BCAC HMIS-participating organization as it relates to the use of the system.
BCAC HMIS User Agreement
This Agreement is signed by all BCAC HMIS end users who directly access and enter client-level data into the system.
BCAC HMIS Coordinated Services Agreement
This Agreement is used in a situation where a BCAC HMIS end user from one organization accesses and enters data into the system on behalf of a different organization. This Agreement is signed by the Executive Directors of the organizations involved in the Agreement.
BCAC CoC Privacy Policy
This is the CoC Privacy Policy that governs how Covered Homeless Organizations (CHOs) can use and disclose personally identifiable information (PII) for both the BCAC HMIS and Coordinated Entry. This means that this Privacy Policy covers organizations that do not directly access and enter data into the BCAC HMIS but are involved in the community’s Coordinated Entry process. Please also note that this is a baseline Privacy Policy and if a given organization is bound by stricter privacy protections, they must abide by those.
BCAC CoC Consumer Notice
This Notice MUST BE posted within any organization who has signed a BCAC CoC Interorganization Data Sharing and Coordinated Services Agreement (see below) and is involved in the uses and disclosures of PII covered under the BCAC CoC Privacy Policy. This Notice must be available for clients to see easily and intake staff are expected to explain it to clients as they seek services from our homeless services systems.
BCAC CoC Interorganization Data Sharing and Coordinated Services Agreement
This Agreement allows organizations that have signed it to use and disclose PII between and among each other for the reasons defined in the BCAC CoC Privacy Policy without the need for client written consent. The Agreement is signed by both organizations that directly access and enter data into the BCAC HMIS and organizations that have access to that information through the Coordinated Entry processes.
BCAC CoC Security Policy
This is the CoC Security Policy that governs the use of electronic devices and technology to access PII in the BCAC HMIS or for the purposes of Coordinated Entry. This policy governs the security for both organizations that directly access and enter data into the BCAC HMIS and organizations that have access to that information through the Coordinated Entry processes.
Participating Covered Homeless Organizations
This is a list of organizations that have signed the BCAC CoC Interorganization Data Sharing and Coordinated Services Agreement. This list will be updated over time as more organizations learn the benefits of both the BCAC HMIS and the Coordinated Entry System and participate in those processes.