Partner Onboarding — DVSupport.Network

Step-by-step onboarding guidance for shelters, nonprofits, hospitals, universities, and agencies joining DVSupport.Network.

Partner Onboarding

Overview of Onboarding Stages

Partner onboarding is structured as a sequence of defined stages to support consistent coordination across agencies and jurisdictions. The stages below can be adapted to regional requirements and existing networks.

• 1. Initial eligibility screening
  High-level review of organizational type, mandate, and service scope against partnership criteria, including mission alignment with domestic and gender-based violence response, advocacy, or support ecosystems.
• 2. Application and documentation intake
  Collection of core organizational documents, program descriptions, and contact details, including designation of authorized representatives for agreements and data coordination.
• 3. Verification and due diligence
  Validation of legal status, governance structures, and relevant registrations or licenses, as well as confirmation of any existing relationships with coalitions, funders, or public agencies.
• 4. Agreement and policy alignment
  Review and execution of memoranda of understanding (MOUs), data-sharing frameworks, confidentiality expectations, and operational protocols.
• 5. Technical and data integration
  Configuration of user access, data exchange mechanisms, and reporting structures, including testing of interfaces with case management or referral platforms where applicable.
• 6. Orientation and role clarification
  Introductory sessions for designated staff, clarification of communication channels, escalation pathways, and participation in relevant working groups or coalitions.
• 7. Go-live and initial monitoring
  Activation of the partnership profile, initiation of agreed workflows, and short-term monitoring to identify adjustments to coordination or data processes.

Verification and Documentation Required

Verification steps are intended to establish organizational legitimacy, clarify scope of work, and support interoperable practice across the network. Specific documentation may vary by jurisdiction and partnership level, but typically includes:

• Organizational identity and legal status
  • Proof of legal registration (e.g., non-profit, charitable, public agency, or equivalent corporate registration)
  • Governing documents (e.g., articles of incorporation, bylaws, or relevant founding statutes)
  • Evidence of current good standing where available (e.g., registry or regulator extracts)
• Governance and accountability
  • Current board or governance body list, with roles and terms
  • Organizational chart for executive and program leadership
  • Key policies relevant to collaboration (e.g., confidentiality, data protection, conflict of interest, complaints handling)
• Program scope in the domestic violence ecosystem
  • Summary of services provided (e.g., shelter, legal, advocacy, counselling, health, housing, child and family, perpetrator programs, system navigation)
  • Service area (geographic coverage, eligibility criteria, language capacity, hours of operation)
  • Existing participation in regional coalitions or coordinated response tables
• Risk, insurance, and compliance affirmations
  • Professional or organizational insurance certificates where applicable
  • Confirmations that staff follow relevant screening and suitability protocols as required by local regulations or funders
  • Statements regarding alignment with anti-discrimination and accessibility requirements
• Authorized contact and signatory information
  • Designated primary and secondary contacts for partnership coordination
  • Identified legal or organizational signatory for MOUs and data-sharing instruments
  • Technical contact for system and data integration

Data Integration and Technical Setup

Data integration is organized to support consistent referral, coordination, and performance monitoring while respecting each organization’s internal systems and legal obligations. Common configuration components include:

• System inventory and integration scope
  • Identification of current case management, referral, and reporting systems in use
  • Clarification of which data elements will be shared, viewed, or exchanged (e.g., aggregate statistics vs. de-identified records vs. limited individual-level data under defined conditions)
  • Definition of use cases (e.g., referral routing, service availability dashboards, capacity tracking, or cross-agency reporting)
• Access and identity management
  • Establishment of user roles and permissions (e.g., read-only, data entry, administrative)
  • Designation of a local administrator to manage staff access, onboarding, and deactivation
  • Agreement on authentication approach (e.g., individual accounts, multi-factor authentication if used, password standards)
• Data governance and quality controls
  • Alignment on data definitions and categorizations (e.g., service types, outcomes, referral reasons)
  • Procedures for correcting inaccurate records and communicating material data issues across partners
  • Frequency and format for data extracts or reports where relevant
• Technical connectivity and testing
  • Configuration of secure data transfer mechanisms (e.g., APIs, secure file transfer, or portal-based entry)
  • Sandbox or test environment use for initial integration where available
  • Structured testing plan, including validation of permission settings, sample records, and error-handling processes
• Ongoing technical support
  • Identification of helpdesk or support channels for technical incidents
  • Maintenance windows, update notifications, and change management procedures
  • Defined process for requesting configuration changes or new features through governance channels

Additional coordination resources and examples of multi-agency data integration approaches are available through the broader ecosystem hosted at DV.Support.

Provincial/State-Level Compliance Considerations

Partners operate under diverse provincial, state, and territorial frameworks. Onboarding processes are therefore structured to accommodate variation while keeping core coordination principles consistent. Typical compliance considerations include:

• Data protection and privacy frameworks
  • Applicable privacy and information management statutes governing public, non-profit, or health data in each jurisdiction
  • Local requirements for consent, information sharing, de-identification, and retention periods
  • Any restrictions on cross-border data flows (e.g., across state or provincial lines, or into/out of national jurisdictions)
• Sector-specific regulations
  • Regulations for health, legal, child welfare, education, housing, or justice-sector entities participating as partners
  • Licensing or accreditation requirements that influence service descriptions, reporting, or supervision structures
  • Mandated reporting rules and the implications for information-handling protocols among partners
• Funding and contract obligations
  • Conditions set by provincial/state funders affecting data reporting, performance indicators, or service eligibility
  • Requirements for public reporting that intersect with network-level dashboards or publications
  • Provisions that limit or permit collaboration with particular types of organizations or sectors
• Indigenous and local governance arrangements
  • Recognition of Indigenous-led and community-governed service frameworks with distinct accountability structures
  • Protocols for data stewardship, ownership, and control appropriate to specific communities or governing bodies
  • Locally defined expectations for representation in decision-making and review processes
• Alignment with existing coordination tables
  • Interaction with provincial or state-level domestic violence or gender-based violence strategies
  • Integration with standing inter-ministerial committees, regional planning bodies, or mandated coordination mechanisms
  • Avoidance of duplicative reporting or governance structures where established systems are in place

Primary Contacts and Coordination Roles

Clear role definition supports efficient communication and minimizes gaps in cross-agency coordination. During onboarding, each organization typically designates:

• Organizational lead for partnership coordination
  • Serves as the main decision-making contact for strategic issues related to the partnership
  • Represents the organization in governance or advisory forums where appropriate
  • Approves internal processes and resource allocation related to participation
• Operational/coordination contact
  • Manages day-to-day implementation of agreed workflows and protocols
  • Coordinates staff training, orientation, and distribution of guidance materials
  • Monitors adherence to agreed timelines for responses, updates, and reporting
• Technical contact
  • Oversees user account management, system configuration, and integration issues
  • Acts as first point of contact for technical incidents and change requests
  • Collaborates with network technical teams to implement updates and security measures
• Data and reporting contact
  • Coordinates submission of data extracts or completion of online reporting tools
  • Reviews data quality, completeness, and timeliness ahead of shared reporting cycles
  • Supports interpretation of shared dashboards and analytics for internal leadership
• Governance or policy liaison (where applicable)
  • Monitors policy developments affecting the partnership (e.g., provincial/state strategies, legislative changes)
  • Ensures internal policies remain aligned with network-level frameworks
  • Facilitates feedback from governance bodies back into network improvement processes

In smaller organizations, these functions may be combined into one or two roles. The key requirement is that responsibilities are clearly allocated and communicated to all relevant partners.

What Organizations Can Expect After Approval

Once onboarding is approved and initial setup is complete, organizations can expect a structured operational experience built around consistent communication, predictable reporting, and clear governance channels. Common elements include:

• Activation of access and workflows
  • Confirmation of live status for accounts, integrations, and agreed referral or coordination processes
  • Access to partner directories, protocols, or shared resource libraries as applicable
  • Ability to participate in established cross-agency workflows within agreed parameters
• Orientation and learning opportunities
  • Introductory briefings or orientation sessions for key staff
  • Access to guidance materials, standard operating frameworks, and toolkits
  • Participation in periodic learning exchanges, communities of practice, or working groups aligned with organizational roles
• Regular communication and updates
  • Scheduled communications regarding system updates, policy changes, or new coordination initiatives
  • Opportunities to provide structured feedback on functionality, processes, and priorities
  • Inclusion in relevant regional or thematic distribution lists
• Performance and reporting cycles
  • Participation in agreed reporting schedules for aggregate data or indicators
  • Access to dashboards or summary reports where available, supporting internal planning and accountability
  • Periodic review discussions to interpret trends and adjust coordination approaches
• Governance and continuous improvement
  • Involvement in advisory or governance forums commensurate with the organization’s role and capacity
  • Established pathways for proposing changes to protocols, data elements, or collaboration models
  • Participation in structured evaluations or refresh processes at agreed intervals

Recommended Articles

• Partnership Eligibility and Participation Levels
• Regional Coalition and Coordination Frameworks
• Data Governance Models for Multi-Agency Collaboration
• Sample MOUs and Inter-Agency Agreement Structures
• Shared Reporting Standards and Indicator Alignment