Training Modules

SMIS Complaints Module

This self-paced training outlines updates to the Shelter Management Information System (SMIS) Complaints Module for bedded and service programs. By completing this training, you will:

• Receive an understanding of the purpose of the SMIS Complaint Module and its relation to the Toronto Shelter and 24-hour Respite Site Standards
• Know which type of complaints can and cannot be entered into the module
• Understand the various roles for entering, investigating and closing a complaint, accompanied by realistic sample scenarios

All staff that use SMIS should take this training. Once complete, staff will get a Certificate of Completion that should be provided to their Site Manager or Supervisor.

Take the SMIS Complaints Module training.

SMIS Implementation Information Session on Behavioural Risk Alert Safety System (BRASS)

The City has launched BRASS to enhance workplace safety for all shelter providers and meet its legislative requirement to provide information to workers related to a risk of workplace violence under the Occupational Health and Safety Act. BRASS will allow for increased information sharing across programs about clients with a history of violent behaviour using the City’s Shelter Information Management System (SMIS). The City has made updates to the SMIS Incident Report module to support enhanced documentation of incidents that involve workplace violence and set the foundation for BRASS implementation.

View this recording of the BRASS Implementation Information Session conducted on April 22, 2024, from 2-4 p.m.

SMIS Access Manager Role and Responsibilities

This self-paced module outlines the role and responsibilities of a SMIS Access Manager. It will provide users with the most up-to-date business practices concerning SMIS User Access, the appropriate forms one fills out dependent on the nature of the request, how to merge files, the importance of conducting a quality assurance check in the form of biannual audits and more.

Take the SMIS Access Manager Roles and Responsibilities training.

SMIS Training on Notice of Collection and By Name List Consent

The City is implementing two important changes to the Shelter Management Information System (SMIS):

• The Notice of Collection (NoC) is being moved from the Admissions page to the Intake page to ensure that all clients are presented with the NoC statement before their information is collected; and
• A By Name List (BNL) Consent will now be mandatory to ensure that clients provide informed consent to be considered for the housing opportunities available through the City’s Coordinated Access process

These changes to SMIS contribute to implementation of the City’s Coordinated Access approach, which works to prioritize, identify and connect people experiencing homelessness with homes that meet their needs, and support improved privacy and information practices. Implementing a By Name List Consent is a mandatory system requirement through Federal Reaching Home and Provincial Homelessness Prevention Program funding.

Take the SMIS Training on Notice of Collection and By Name List Consent 

SMIS Training for Improving Housing Outcomes

The Shelter Management Information System (SMIS) now provides workers with tools to help service users access housing and identify supports they may be eligible for. These housing-focused changes are part of the Service Triage, Assessment and Referral Support (STARS) tool, which provides a standardized way to understand service users’ support needs and better connect people to available housing opportunities using Toronto’s Coordinated Access system.

Modules

Introduction

Introduction (3 minutes)

Mandatory for: All SMIS users

• The Introduction provides an overview of the training modules and learning goals. It provides background information about why changes were made to SMIS and the work done to design the changes with input from frontline staff, service users and lived experience experts, sector leaders and user experience design experts.

Intake and Triage (Modules 1-5)

Module 1 – Personal Information, Living Situation & Contact Information (12 minutes)

Mandatory for: All SMIS users

• This training provides SMIS users with information about the new questions in the “Personal Information,” “Living Situation” and “Contact Information” sections of the intake.

Module 2 – Client Details (20 minutes)

Mandatory for: All SMIS users

• This training provides SMIS users with information on the new mandatory demographic questions and the purpose and value of collecting this information.  Collecting demographic information can help identify the barriers faced by service users and improve service delivery.

Module 3 – Support Needs & Triage (20 minutes)

Mandatory for: All SMIS users

• This training provides SMIS users with information on the new section in the SMIS Intake called “Support Needs” and how to identify and document a client’s supports needs and support level.

Module 4 – Income & Identification (6 Minutes)

Mandatory for: All SMIS users

• This training provides SMIS users information on what has changed in the Income and Identification sections.  This training also covers the importance of capturing a client’s income source and uploading and tagging each piece of identification.

Module 5 – Family Intake (12 Minutes)

Mandatory for: Family or co-ed shelters and outreach programs that serve families

• This training provides SMIS users with instructions for how to add family members to a Head of Household intake for families or couples, and how to properly record the level of support for an entire household.

Attachments

Module 6 – Attachments (20 Minutes)

Mandatory for: All SMIS users

• This training provides SMIS users with information on how to upload, view, and archive documents in the Intake and Triage, the Housing Checklist, and the Attachments Modules. The training identifies the importance of entering accurate document type information, and how identification and housing-related documents will be displayed in different modules in SMIS.

Housing Checklist

Module 7 – Housing Checklist (30 Minutes)

Mandatory for: Housing workers/counsellors/caseworkers, supervisors, and managers

• This training provides staff who provide housing-focused case management services information on the new “Housing Checklist” module.  This module supports workers in ensuring clients have all documentation required to secure housing opportunities and to complete housing applications, as well as to connect clients with housing-related services and resources they may be eligible for.

Updating discharge information using the 14-Day Discharge Window

Module 8 – 14-Day Discharge Window (10 Minutes)

Mandatory for: All SMIS users

• This training reminds SMIS users that the discharge field (for bedded programs) and end of service field (for service programs) are editable for up 2 weeks after initial discharge.  This is to ensure that staff are accurately capturing housing outcomes and other discharge and end of service dispositions.

Client-Level Report for Case Managers

Module 9 – Client-Level Report for Case Managers (20 Minutes)

Mandatory for: Housing workers/counsellors/caseworkers, supervisors, and managers

• This training supports supervisors and staff who conduct housing-focused case management to access and use SMIS data to support improved service navigation and housing outcomes for service users.  The training focuses on how to access client level reports, how reports can help with case management, and how to safeguard client information.

Coordinated Access STARS Supports Assessment Training

The City launched the STARS Supports Assessment and Eligibility Verification Form (STARS EVF) on May 22, 2024. The STARS EVF is the method used to connect people to programs available through Coordinated Access (PATHS, Rapid Rehousing and Housing-Focused Client Supports).

Live online trainings are held on a quarterly basis. To register for an upcoming date, click the link:

• June 4, 2025, 1-4 p.m. Register 
• September 10, 2025, 1-4 p.m. Register 
• December 3, 2025, 1-4 p.m. Register 

A pre-recorded training is also available for those who are not able to attend a live training.

Once you have finished the training, please complete the online quiz to receive credit for your participation and obtain your training certificate.

Self-guided Information Session: SMIS Incident Report Module

This self-guided information session provides participants an overview of recent changes made to the Incident Report (IR) module in SMIS. The Incident Report module has been updated to support documentation of workplace violence. The information session provides details on the exact changes made to the IR module, a refresher on the definition of workplace violence, and guidance on determining if an incident meets the definition of workplace violence. In addition, the session provides an introduction to the Behavioural Risk Alert Safety System (BRASS) which is an upcoming change to the IR module that will support communicating potential risk of workplace violence across the shelter system.

Review the Incident Report Module Information Session

Infection Prevention and Control (IPAC)

This training was developed by Toronto Public Health to support staff in homelessness settings learn about Infection Prevention and Control (IPAC) measures. The objective of this training is to help employees who work in shelters and 24-hour respite sites to increase their knowledge in IPAC and become familiar with IPAC best practices. This curriculum consists of the following modules that are required to be completed in the prescribed order.

Please review our general IPAC resources and references to supplement the curriculum. Once you complete each module please print the certificate of completion and send it to your Manager/Supervisor.

1. Review Module 1: Introduction to Infection Prevention and Control
2. Review Module 2: The Chain of Transmission
3. Review Module 3: Routine Practices
4. Review Module 4: Additional Precautions
5. Review Module 5: Environmental Cleaning
6. Review Module 6: Infection Prevention and Control (IPAC) Auditing
7. Review Module 7: Preparing for and Preventing an Outbreak
8. Review Module 8: Managing an Outbreak