About Profile Screens

The client profile screen shows core data such as the Social Security Number, full name, date of birth, gender, race, ethnicity, etc. Users can request a few custom screens to show additional information by contacting HMISsupport@end-homelessness.org.

Client Profile Fields and What They Mean

Universal Data Elements 

Specific data is required to be collected for each individual entered in Clarity.  These, called “Universal Data Elements,” are required by HUD and are used locally and federally to provide better understanding of the demographics of people experiencing homelessness, target resources, and position programs and services to end homelessness. 
The following are the HUD Required Client Profile Universal Data Elements and Data Quality Markers: 

Required Data Elements 

Social Security Number (SSN) (3.02) 

The Social Security Number is the most accurate data element used to identify each unique client.  Use zeros for unknown digits. 

Please Note: The SSN is hidden from view to protect the client’s privacy. Viewing, editing, or modifying the SSN is logged for auditing purposes. 

First and Last Name (3.01) 

Always use the client’s full, legal name when possible.  Use the format the client normally uses for identification. 

Please note: If applicable, there is a separate data entry field for suffixes. 

Date of Birth (DOB) (3.03) 

Used to calculate the client’s age and support their unique identification.  

In addition to the data elements above, the following information supports system planning of services of and understanding of who is experiencing homelessness at the local and national levels: 

Gender (3.06) 

Clients have the ability to self-identify as one or more gender option from a picklist: 

  • male
  • female
  • a gender other than singularly female or male (e.g., non-binary, genderfluid, agender, culturally specific gender)
  • transgender
  • questioning
  • CDK, CR, DNC*

Race (3.04) 

Clients have the ability to self-identify with one or more of different racial categories from a picklist:  

  • American Indian, Alaska Native, or Indigenous
  • Asian or Asian American
  • Black, African American, or African
  • Native Hawaiian or Pacific Islander
  • White
  • CDK, CR, DNC*

Ethnicity (3.05) 

Clients have the ability to self-identify as:

  • Non-Hispanic/Non-Latin(a)(o)(x)
  • Hispanic/Latin(a)(o)(x)
  • CDK, CR, DNC*

Veteran Status (3.07) 

Clients can answer “Yes” or “No.” Veteran status is not dependent on length of duty or discharge status.  Additional fields appear when Veteran Status selection is “Yes” to collect more detailed information. 
Please Note: The Veteran Status field is only visible when the client’s date of birth is 18 or older. If DOB is unknown – or client refuses, please select “approximate or partial DOB reported” and enter an approximate DOB. 

*Data Quality Markers 
It is EXTREMELY important that the data entered be as thoroughly and accurately as possible.  However, HUD understands that clients might not know or be wary of sharing personal identifiable information, so they have created Data Quality Markers 

  • Full ____ reported 

  • Approximate or Partial ____ reported 

  • Client doesn’t know (CDK)

  • Client refused (CR)

  • Data not collected (DNC)

The Clarity system uses the HUD required Data Quality Markers to identify if a client’s record is complete. If “Full ___ reported” is selected, Clarity will assume this client record can be merged with another record bearing the same Name, SSN, DOB, etc. Therefore, it is vital the correct Data Quality Marker is selected.  

In addition to the required data elements above, the Cincinnati/Hamilton County CoC has at the request of agencies added several optional fields that may be visible to you on the Client Profile Page.  These include: 

Optional Data Elements 


Middle Name and Suffix 

To provide a more complete and accurate name  


Nickname, Street name, or other name(s) the client has used to identify themselves – it is also possible to search for a client in Clarity using their alias. 


Client address  

Phone Number 

Primary and secondary phone number options to contact the client 

Emergency Contact Information 

First and last name of emergency contact as well as contact phone number 



If you would like one or more of these optional Data Element fields added to your default client profile/intake screen, please contact HMISsupport@end-homelessness.org.


Contact Us

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 9:00am - 3:00pm Monday-Friday (excluding holidays).

When contacting HMIS Support, please do not include any Personal Identifiable Information (PII) such as names, social security numbers, birth dates, etc. Please use the Clarity Unique Identifier found on the Clarity client profile page.