FAQs about the Community Hub

General Questions

Why does our community need a shared database across service providers?

When service providers (nonprofits, local government, churches, and schools) share information with one another 

  • Individuals and families facing challenges are served more effectively because providers will have a bigger picture of the scope of the client’s needs and be able to connect them to resources using a holistic approach that puts clients on a path toward a stable situation. 

  • Duplication of services is reduced, referrals leverage providers strengths and capacity while in the long term, agency personnel will spend less time doing database management.​

How does the community Hub provide increased collaboration among Palatine organizations?

The Community Hub enhances collaboration through the promotion of real time communication using Charity Tracker as the tool to share information securely, accurately, and immediately without phone calls, emails, and meetings. Long term progress for families requires many organizations working together on a shared outcome. The Community Hub is the vehicle for service providers to work proactively and coordinate services. The closed-loop referral feature within the software allows agencies to safely and confidently refer requests or needs to other agencies and track the progress of that referral until completion. 

Who are the primary users of the Community Hub?

Currently, nonprofits, faith communities and municipal organizations are partners in the Hub. We are in the onboarding process with schools and hope to add community businesses to the network.

What is the cost to my organization?

Currently, the United Palatine Coalition is covering the cost of one Charity Tracker license per organization through a United Way Metropolitan Chicago Impact grant.

Privacy & Security

How does an organization join the Community Hub Network?

Any community organization interested in joining the Community Hub needs to:

 Charity Tracker Demonstration Video (50 minutes)

 

Once an organization is approved, each individual user within that organization can be invited to join the Community Hub after completing the following:

What individuals have access to the Community Hub

Every approved organization agrees to maintain a high level of confidentiality by signing the Memorandum of Understanding and agreeing that only individuals who are employed by, or who are trusted volunteers of, an approved organization may have access to the Community Hub after they have completed their training and signed a confidentiality agreement. Individuals no longer employed by or associated with an approved organization will have their Community Hub access withdrawn.

Can I share my login with others within my organization?

No, each authorized user MUST have his/her own sign log-in.

What about website cyber security?

Simon Solutions, the creator of CharityTracker, employs a team of professionals that ensures the data within the shared database is secure.  Click the link to learn more: https://charitytracker.net/security/

What is a Release of Information?

When a new case is entered into CharityTracker, a Release of Information (ROI) signed by the person being served is required to allow personal information to be shared within the Community Hub Network.  This ROI is valid for 3 years and needs to be kept by the agency the client first enters the network in for 3 years after the expiration date. Meaning 6 years total. The Community Hub will alert users when a new ROI is needed.

Data
What client information is seen by other users?

All client data and records are public within a case file to the Community Hub Network unless the file is marked “Agency Only.” 

Can all assistance records be entered as "Agency Only?'

Yes, but it is not recommended.  Other organizations uniquely equipped to serve your clients will not have access to vital information if the case file is labeled Agency Only. ​

What happens when I refer a request to another agency?

All approved agents of an agency will receive an email alert notifying them of the referral. The referring agency can track the request to check if the request is acted on by the agency it was sent to.  The agency receiving the request can also track the request internally to make sure it is acted on. 

For more FAQ’s about the Charity Tracker System, please visit:   

CharityTracker and Oasis Insight Help Center For questions about the Community Hub contact Anne Campbell acampbell@upcoalition.org