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HMIS Data Requests

HMIS Data Requests

All Chicago is the collaborative applicant and HMIS lead for the Chicago Continuum of Care (CoC). You may request HMIS data from All Chicago by completing and submitting the Data Request Form. If you need assistance filling out the form or would like a paper copy, please email ​hmis@allchicago.org with the subject line "HMIS Report/ Data Request."

Complete the form here.

Review Before Submitting an HMIS Data Request

Please review the following resources prior to submitting an HMIS data request form:

  • HMIS data standards. This document from the U.S. Department of Housing and Urban Development lists the data elements that are available in HMIS.
  • Chicago’s Dashboard to End Homelessness. This dashboard provides regularly updated HMIS information at the aggregate and project-level. Users may customize searches by population, project type, and timeframe. This dashboard makes public the data that former users have had to request. We strongly encourage you to review the dashboard, as it might have the information you need.

Process for Data Requests

Evaluation of data request. As HMIS lead and collaborative applicant for the Chicago CoC, All Chicago has the discretion to share HMIS data. When necessary, All Chicago will consult with the Data Advisory Committee in making HMIS data request decisions.

Conditional approval. All Chicago will send you notification of whether the data request has conditional approval within eight weeks of form submission. For requests with conditional approval, All Chicago will follow up with estimates of when the data will be made available and costs to compensate for All Chicago staff time.

Final approval. Final approval will be given after a Statement of Work and Data Use Agreement outlining details, including required security measures, are completed. All Chicago determines the order in which requests are filled, based on capacity and CoC priority. 

Evaluation Criteria

Four main criteria are used to determine whether data requests will be fulfilled:

1. Data is clearly going to be used in efforts to end and/or prevent homelessness.

2. Measures are in place to ensure data security at every step in the process.
Due to the sensitive nature of client-level information and the risk of identifying clients, All Chicago encourages requests for aggregate information. Client level data, and data requests for small scale aggregate data, are only given if the project cannot be completed with aggregate information.

3. All Chicago has the internal capacity to fulfill the data request.
When deciding when you need the data, please take into consideration the time needed to review requests, execute contracts and agreements, and pull and package the HMIS data.

4. Funding for the data request is available and sufficient.
Data requests will be charged an hourly rate of $125 per hour. Exception is given to data requests by the City of Chicago Department of Family and Support Services (DFSS). 

Terms of Use

A fully executed Data Sharing Agreement (DSA) will be required for all research and evaluation projects and will be required to comply with all applicable laws and regulations, including the provisions contained in the current Department of Housing and Urban Development HMIS Data and Technical Standards.

  • Authorized Use: Once the data request is approved, the entity shall use the data only for the purposes contemplated in the request form and executed DSA. The entity must ensure proper access to the data in a manner that is compliant with all applicable federal and state laws;
  • Prohibited Use: HMIS data cannot/should not be requested, disclosed or released under these circumstances: (1) the information may cause harm to an individual within HMIS; (2) where the sole intent of the data is to harm a single organization; and (3) it does not comply with any of the approved purposes listed above:
  • Termination of Access and Destruction of Data: Upon termination of the DSA or the project the entity shall cease using and destroy any physical and electronic copies of the data that it or they have created within (5) business days of such termination or expiration. Such destruction of the physical and electronic copies shall be in a manner that ensures that the data is rendered unintelligible and unrecoverable to the extent feasible. Compliance with this section shall be certified in writing by the applicable entity, if requested by the HMIS Lead;
  • Unauthorized Access: If an Entity has knowledge of any unauthorized access and/or use of share Data, it shall:(a) notify the HMIS Lead immediately (which in no event shall be longer than twelve (12) hours from the time the Entity becomes aware of the unauthorized access and use); (b) take prompt and appropriate action to prevent further unauthorized access or use; (c) cooperate with the HMIS Lead and any government authorities with respect to the investigation and mitigation of any such unauthorized access and use; and (d) take such other actions as HMIS Lead may reasonably direct to remedy such unauthorized access and use, including, if required under any federal or state law, providing notification to the affected Clients.

 The HMIS Lead reserves the right to amend this document at any time. We will maintain a record of the changes made as an amendment and post new versions on the website.