My staff left, now what?
Author: Britt Heinz-Amborn | Date Created: July 16, 2025 | Date Updated: July 16, 2025
When staff with HMIS licenses leave your agency, ICA needs to know. Your agency should include HMIS license termination in your offboarding process.
What you need to know
Agencies must inform our Helpdesk of staff departures within 24 hours. ICA will deactivate the license right away so they can no longer use HMIS.
If you know in advance the date your staff is voluntarily leaving, send our Helpdesk a note and we can coordinate with you.
What happens to the data my staff entered before they left?
The data is still in HMIS!
Can HMIS license fees be refunded if my staff leaves?
No. ICA does not issue license refunds.
What happens to that HMIS license?
The license will remain in your agency's group, or pool, of licenses. If you plan to replace the position, your next hire will be added to your license pool once they complete user training. ICA does not refund partially used, or vacant, licenses even if the license was unused for a while.