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. 

Optional Data Elements 

Middle Name and Suffix 

To provide a more complete and accurate name.   

Alias 

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. 

Address 

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