VT Governance and ROI

HMIS governance refers to the framework of policies, procedures, standards, and oversight that guide the management, operation, security, and use of the Homeless Management Information System (HMIS). Effective governance ensures that HMIS data is collected, maintained, shared, and reported consistently across participating agencies while protecting the privacy and confidentiality of individuals served. HMIS governance supports compliance with U.S. Department of Housing and Urban Development (HUD) requirements, federal and state regulations, Continuum of Care (CoC) policies, and local data management standards.

HMIS governance establishes clear roles and responsibilities for system administrators, participating agencies, end users, governing bodies, and other stakeholders. It provides direction on data quality expectations, user access and security, privacy protections, data sharing practices, reporting requirements, and system administration processes. Governance structures help ensure that HMIS remains a reliable and effective tool for coordinating services, measuring outcomes, and supporting community planning efforts.

Strong HMIS governance helps maintain data integrity, improve system effectiveness, enhance collaboration among service providers, and support informed decision-making. By establishing clear standards and accountability measures, HMIS governance enables communities to accurately assess needs, evaluate program performance, allocate resources effectively, and strengthen efforts to prevent and end homelessness.

VT Governance Documents

VT HMIS Policy and Procedure Manual (click to view)

• This document provides the policies, procedures, guidelines and standards that govern Homeless Management Information System (HMIS) operations, as well as the responsibilities for agencies and end users.
• This document is reviewed by the HMIS Advisory Committee annually. If there are any updates, the document is sent to the HUD CoC's for approval. 

VT HMIS Governance Charter (click to view)

• The purpose of this Governance Charter is to confirm agreements between the Continuum of Care, and the Institute for Community Alliances.
• This document is updated when there is an updated HMIS Policy and Procedure Manual voted in.

VT HMIS Agency Partner Agreement (click to view)

• Lays out the roles and responsibilities of the agencies entering data into the HMIS
• This document is signed by all agencies entering data into the HMIS annually.

VT HMIS User Agreement (click to view)

• Lays out the responsibilities of the HMIS User. 
• This document is signed by all users entering data into the HMIS annually. They are required to sign this when they first gain access to the live site and then each year after located within the HMIS Security and Privacy training for the corresponding year.

VT HMIS Consumer Notice (click to view)

• Informs clients that the agency enters client data into the HMIS
• This notice must be placed in a visible area where clients will have the opportunity to view it.

VT HMIS Baseline Privacy Notice (click to view)

• The Baseline Privacy Notice is part of the VT HMIS Policy and Procedure Manual. The Baseline Privacy Notice must be given to the client upon request. 
• Often asking for the Baseline Privacy Notice sounds like, "Why do I have to share my information with you? Who are you sharing my information with? Who has access to my information?" and so on. 

VT HMIS Coordinated Services Agreement (click to view)

• This agreement allows the Vermont Homeless Management Information System (HMIS) User listed to enter client data as, or on behalf of, the agency listed below and/or to report on behalf of the agency. 

VT HMIS Participating Agencies (click to view)

• List of all the agencies that enter data into the VT HMIS

Vermont HMIS Release of Information

The HMIS Release of Information (ROI) is permission to share confidential information to share necessary data in order to streamline services. 

Benefits to Data Sharing for the Consumer:

• Eliminated duplicate intakes.
• Reduces the amount of time spent answering basic questions regarding your situation.
• Reduces the number of times you have to tell your story to service providers.
• Faster access to the Coordinated Entry System resulting in receiving services more quickly.
• Allows agencies to focus on meeting your unique service needs.
• Multiple services can be easily coordinated and streamlined.

Type of Information to be shared:

• Personal Identifying Information: Name (First, Middle and Last), Social Security Number, Date of Birth, Gender, Race, Ethnicity, Last Residence Information, Military Status
• Program Specific: Program Enrollments, Assessments, Income*, Non-cash Benefits*, Disability*+, Domestic Violence*, Health Insurance*, Services, Case Notes, Referrals, File Attachments
• All other data that is pertinent for program reporting, eligible and referral purposes 

*Self-report for HMIS purposes.

+ Includes if you say Yes or No to Substance Use, Mental Health and/or HIV/AIDS. Diagnosis is not collected. All self-reported for HMIS purposes. 

VT Statewide HMIS Release of Information

• VT HMIS Client Informed Consent and Release of Information (Printable Version)
• VT HMIS ROI - Written Guidance (PDF)
• Filling out the VT HMIS ROI - Written Guidance (PDF)
• VT HMIS Release of Information Custom Report Guidance (PDF)

Case Manager Tools and Resources

• HMIS ROI - Printable Flowchart (PDF)
• HMIS ROI - Step-by-Step Walkthrough (Common Scenarios) (Video)

Watch the music video below for a fun and memorable summary of the HMIS ROI requirements:

If you have questions or concerns, please reach out to your System Administrators at vthmis@icalliances.org

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