ICA News -November 2025 - Iowa

Security & Privacy Training for 2026

Not a Clue- Security & Privacy Training 2026

If you have not completed the new 2026 Security & Privacy class on our Learning Management System (LMS) at icatraining.org, then your account has been locked.

To regain access, you must complete the training and annual paperwork

Here's how it works:

Log in to icatraining.org
Click on the link for the appropriate class or simply paste the link in your browser if you are already logged into the LMS.
Link to HMIS Security & Privacy Training 2026 on the LMS
Link to DVIMS Security & Privacy Training 2026 on the LMS
Enroll in the class by clicking Enroll.
Watch the introduction video.
Watch the interactive video (the quiz is built in).
Watch the video on how to correctly complete the online user agreement paperwork.
Complete your online user agreement paperwork.
That's it! You will have earned your Security & Privacy 2026 Certificate.
Make sure to inform your director/authorized signer that Formstack will be sending them your paperwork for their signature.

Please note that if you haven't completed the ICA Security & Privacy training by November 17, 2025, your account has been locked. Once you've successfully finished the training and paperwork, your account will be promptly unlocked.

If you have any questions or need assistance, please reach out to us.

Thanks!
The Iowa Training Team

HMIS/DVIMS Users: New "Add a Client" Workflow

After the Data Standards Changes that have been made in the systems, some issues are arising where the demographic information filled when creating a new client (birthdate, sex, race, etc.) are not always populating on the client profile page. This issue stems from back-dating. Moving forward, there will be a new workflow when adding a new client to the system. Please note, this workflow should only be followed for entering a new client to the system. When working with clients already in the system, use the previous recommended workflows.

Once on the "Client Search Page" Backdate to the client's entry/enrollment date BEFORE entering any client information
Fill in all of the demographic information on client search page.
Click "Add New Client With This Information" button
Once on the client profile page, the system will prompt you to enter a new backdate, exit out of this pop-up, keeping the backdate you previously entered
Enter your client's entry/enrollment as normal

Here is a new video that shows where to backdate when creating a new client:

We appreciate your patience! Please reach out with any questions to support@icalliances.org

Thank you,
Th Iowa HMIS Team

November Q&A

Welcome- ICA Staff Introductions- (KarLee Kearns, Shawn McAninch, Kasper Kittredge, Kyndra Lobdell, & Susie McCarragher)

Security and Privacy Reminder- Was Due 11/17 (Shawn) 2:25
LSA Prep and Updates – Susie 3:01
Upcoming Winter PIT/HIC Updates- Kyndra 4:52
Training Fun –
1. NEW! Move-in Date Error Report (Kasper) 8:07
  1. Kasper will show the functionality of this newly created report that specifically looks at housing move-in-dates
2. LSA errors and Data Quality Framework Report (Susie/Kyndra) 18:19
New User Office Hours
Helpdesk/Helpscout Reminder support@icalliances.org
Anything you would like added in the next Q & A send to support@icalliances.org

The Point-In-Time & Housing Inventory Count

PIT HIC Season is right around the corner! The Point-In-Time is taking place on January 28th, 2026.

Agencies and Volunteers will go out into their communities and count the number of people staying unsheltered, in places not meant for habitation.

Agencies will also be asked to provide the number of people experiencing sheltered homelessness in Emergency Shelters, Transitional Housing, and Safe Havens on this same night. The shelterd and unsheltered count of those experiencing homelessness is the Point-in-Time Count.

Additionally bed and unit inventory (or project capacity) will be collected for the following project types: Emergency Shelter, Transitional Housing, Safe Haven, Rapid Rehousing, Permanent Supportive Housing, and Other Permanent Housing. This is referred to as the Housing Inventory Count.

The purpose of the PIT and the HIC is for communities to get a snapshot on one singular night of how many people are experiencing homelessness, and the capacity to which the community has to serve them.

What We Need NOW From YOU

An email was sent out to all agencies with a list of the projects we have on file that we expect will submit for the PIT/HIC.

We asked agencies to let us know if this project list was correct, and if it is not what needs to be changed.

In this same email, we asked if the person receiving the email is the correct contact for your agency for the PIT/HIC, and if not to please let us know.

If you did not receive and email and believe you should have, Please reach out to support@icalliances.org

What comes next

Soon, our team will send out log-in information for our portal--Which is where sheltered PIT and HIC information is submitted for projects

Our team is working on editing and creating new PIT/HIC training videos for 2026. As those become available, we will post them to our website. Please keep an eye out for future PIT/HIC emails coming from support@icalliances.org

Coordinated Entry Certified Assessor application process 2026

The Coordinated Entry Certified Assessor application process for 2026 is currently open. Below is the information you will need to know to submit your information for the upcoming year. The process will remain open until December 15, 2025.

Who needs to do this?

All staff completing Coordinated Entry Intakes/Assessments with clients. This includes staff that are completing the CE intakes on paper.

What do I need to do?

For staff that were hired in 2025, or just began doing CE Intakes this year, you only need to submit two training documents. These can both be found on your profile at www.icatraining.org. The date of issuance must be 1/1/25 or after.

Iowa Balance of State ServicePoint Workflow Certificate OR Iowa Forms Certificate (if only completing intakes on paper)
Coordinated Entry Workflow Certificate
NOTE: These certificates are located under your profile. Go to the top right corner once you log in, click on your initials, and select profile from the list. Once on your profile page, click on “My Certificates” and it will take you to the documents.

For staff that completed their initial training prior to 1/1/25, you will need to submit proof of the trainings below:

Diversion
4 additional hours of continuing education

This may include topics such as, but not limited to, Equal Access, Trauma Informed Care, Victim Services, Mental Health, Motivational Interviewing, Confidentiality, Fair Housing, Ethics, ACES.

Note: Within every three-year period, staff are required to complete Equal Access, Trauma Informed Care, and Victim Services trainings. These topics do count toward the four-hour requirement above.

Additionally, this year the Iowa Balance of State Continuum of Care voted to change the assessment tool for clients who are literally homeless from the VI-SPDAT suite to the MAP Tool. A certificate of training for the MAP Tool is required for all certified assessor applications, regardless of when the initial training was completed.

If you have not attended a MAP training session, there is one more next week, November 12th, at 12:00PM. You can register here: https://events.teams.microsoft.com/event/196413eb-fecb-4c18-8a3f-3f0b1c844306@3b15e087-efda-4a6f-8dbc-a52a12ee1ab5

How do I submit my application?

Once you have your proof of training, go to: https://ICA.formstack.com/forms/annual_ce_certification_request_2026.
The application is open from 11/6/25 to 12/15/25.

What happens after I submit my application?

ICA CE staff will review submissions as they are received and reach out to staff that are missing documentation within 2 business days.
If you do not hear anything after you submit your application, you are good to go!
At the end of December, certificates will be emailed out to all staff who met the requirements.

What happens if I don’t submit my application?

Effective January 1, 2026, staff that do not receive a Certified Assessor Certificate are no longer able to complete Coordinated Entry Intakes/Assessments with clients, including those who only fill out paper forms.
On January 8, 2026, ICA CE Staff will remove CE Access in HMIS for those who did not complete the application process.

Frequently Asked Questions