> For the complete documentation index, see [llms.txt](https://dcyf.gitbook.io/cmshandbook/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://dcyf.gitbook.io/cmshandbook/participants-and-staff/participants-and-staff-overview.md).

# Participants & Staff Overview

Grantees report information about program participants in the CMS using the *Participants & Staff* module. The data required to be reported into the system includes personally identifiable information such as names, dates of birth, and home addresses. Grantees are responsible for collecting this information and maintaining participant records in the CMS. DCYF uses the information to understand the populations served by grantees and to ensure that San Francisco’s most vulnerable children, youth, and families have access to services. Additionally, collection of demographic information is required to comply with legislative mandates. For example, DCYF grantees are required to collect sexual orientation and gender identity data to comply with the City’s [Sexual Orientation and Gender Identity Ordinance](https://www.sf.gov/information/reporting-sexual-orientation-and-gender-identity-sogi-data-collection), which directs DCYF and other City departments to collect and report this data on an annual basis.

### Confidentiality and Consent

DCYF is committed to protecting the confidentiality of personally identifiable information in the CMS. The department restricts access to the data and is careful to prepare only aggregate-level, anonymous reports, charts, and tables that exclude any information that may be used to identify individual participants. Additional information on DCYF’s policies and practices related to the collection, use, and management of personally identifiable information can be found in the [*Doing Business with DCYF*](https://www.dcyf.org/s/Doing-Business-with-DCYF-24-29-April-2024-Edition.pdf) guide.

DCYF maintains a data sharing agreement with Cityspan and the San Francisco Unified School District (SFUSD) to facilitate CMS reporting for services provided to SFUSD students. The agreement helps DCYF and SFUSD track student participation in DCYF-funded programs and understand program impacts on educational outcomes. Additionally, the partnership helps to streamline CMS reporting by providing grantees access to student names, dates of birth, addresses, and education information from SFUSD systems.

The data sharing agreement requires DCYF grantees to execute a Memorandum of Understanding (MOU) with SFUSD or collect consent forms that authorize access to student data before accessing personally identifiable information related to SFUSD students through the CMS. Grantees required to execute an MOU with SFUSD are those that (1) offer in-person services to students at SFUSD school sites or (2) offer virtual services to SFUSD students through the student’s school. Grantees that do not have an existing contract or MOU with SFUSD must collect consent forms that authorize data sharing prior to registering and enrolling SFUSD students in CMS.

Appendix A provides the consent form for grantees to administer to parents/guardians and students over the age of 18 during program registration. Grantees may create and administer electronic versions of the form if desired. DCYF expects grantees to maintain signed consent forms on file, either in electronic or paper format, for periodic review and inspection. Grantees that have an existing contract or MOU with SFUSD are not required to collect consent forms from participants in services covered by the contract or MOU. Grantees are not required to collect consent forms from non-SFUSD participants.

{% hint style="info" %}
**TIPS**

* If your program has a contract or MOU with SFUSD, you are not required to collect consent forms from participants in services covered under the MOU.
* If your program serves SFUSD students and does not have a contract or MOU with SFUSD, you are required to obtain consent forms that authorize data sharing prior to registering SFUSD students in CMS.
* Consent forms are not required for non-SFUSD participants.
* If your participants are already registered in CMS due to prior participation in your program(s), obtain signed consent forms at your earliest opportunity.
* If a participant participates in multiple DCYF-funded programs run by your agency, a single signed consent form is sufficient for all programs
* Refusal to provide consent to share data with DCYF and SFUSD should not be a basis for denying services. Programs are encouraged to serve youth for whom consent cannot be obtained.
* If your program does not have direct contact with parents/guardians because you work with youth at the site of a different program, coordinate with the host program to have the consent forms administered with your agency’s name listed on the consent form.
* If your program anticipates issues collecting consent forms for a significant number of participants, inform your DCYF Program Specialist.
  {% endhint %}