2011 State of Hawaii Homeless Persons Point-In-Time County Report

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Appendix 4: Statement of Confidentiality 2011 Point in Time Count Statement of Confidentiality Must be signed by all Surveyors All outreach staff and volunteers associated with the collection of homeless population data during the 2011 unsheltered Point in Time Count are subject to certain confidentiality guidelines. These guidelines apply to all data collected during the six day period from January 26th — January 31st and to any data that may subsequently be entered into the HMIS from this period. The State of Hawaii's HMIS contains an appreciable amount of client information that must be confidentially maintained. As the administrator of the HMIS, there are several guidelines that the State of Hawaii would like to address regarding the upcoming collection of client data and the entering of this data into the HMIS for applicable outreach staff. • All client information gathered will be held strictly confidential. • All completed surveys will be kept out of public view. • Personal HMIS user identifications and passwords will be kept secure and will not be shared. • Private information obtained from the HMIS is to remain confidential, even if an employee's job is terminated or concludes for any reason. • Entering known, inaccurate information about any client is prohibited. Your signature below indicates your agreement to comply with this statement of confidentiality. Outreach Agency if Applicable Print Name Signature Date Please fax all completed forms to Vanessa at 732 -0735 or turn in at the training. SURVEYORS INSTRUCTIONS 2011 HOMELESS POINT -IN -TIME COUNT Things to bring when surveying • Surveys • Contact information of Lead Coordinator • Pen or pencil • Other items if needed water, umbrella and /or flashlight • Clipboard • Incentive items • Cell phone Safety Tips • Never survey alone — Work in pairs and always stay within eyesight of others. • Never survey in an isolated area unless the area and the clients are known to you • The Lead Coordinator must be informed of surveying times and places • It is recommended to wear white or brighter colors to be easily visible. Wear comfortable clothes and shoes. Limit the amount of accessories you wear. • Look for any suspicious or dangerous activities when arriving at a site to be aware of areas to avoid. • Be observant of people around you and look up often while administering the survey. • Stay out of enclosed or tight spaces. 21