Required Documentation for SD Intake

The following documentation is necessary for an individual or household to be admitted into Shelter Diversion:

  • Verification of all household members (ID, Social Security cards or birth certificates, etc.)

  • Income verification for all household members (household gross income must be below 30% AMI—see attached Income Calculation Worksheet

  • “But For” Assistance Determination written in intake stabilization notes

  • Eviction/Love eviction

  • Client agreement

  • Staff certification

  • Housing Search and Inspection Request – to be sent to Housing Specialist within 24 hours of intake


Required Documentation for Payment


Documentation for payment in addition to above

  • Rental agreement or Lease

  • Rentellect printout verifying rent reasonableness

  • Inspection

  • Copies of utility bills to be paid


Acceptable Documentation


  • 1st Choice: Source documents, i.e. notice of employment termination, unemployment compensation statement, bank statement, health care bills showing arrears, utility bill showing arrears

  • 2nd Choice: Written statement by relevant third party (former employer, public administrator, relative) or the written certification by the recipient’s or sub-recipient’s intake staff of the oral verification by the relevant third party that the applicant meets the criteria for a chance of homelessness

  • 3rd Choice: If source documents and third-party documentation are unobtainable, a self-declaration for the participant along with a written statement by the recipient or sub-recipient’s intake staff describing the efforts taken to obtain required evidence


Recertification Documentation


  • “But For” Assistance Determination written in recertification stabilization notes along with marking eligibility requirements in Clarity stabilization notes

  • Verification of income—still must be below 30% AMI

  • Supporting documents to support the need for additional services

  • Updated case plan, stabilization service dates and income tab in Clarity


Contact Information


If you need help, or wish to offer suggestions or feedback, please contact the Cincinnati/Hamilton County HMIS Support Team at HMISsupport@end-homelessness.org or by calling 513-263-2790 9 a.m. - 3 p.m. Monday through Friday excluding holidays. 


When contacting HMIS Support, please do not include any Personal Identifiable Information such as social security numbers, birth dates, etc. Acceptable information is first name and last 4 digits of SSN, or Clarity Unique Identifier found on the Clarity client's profile page.