Clients who have stayed in a program a year or longer will need an Annual Assessment competed, also known as recertification. Annual Assessments are required to be completed within the 60 day period that includes 30 day before and 30 days after the head of household's enrollment anniversary, this includes all household members. This 60 day window is critical because any assessments completed outside this period will not be counted in HUD required reports that may report data and outcomes to HUD.
It is important to note that an Annual Assessment is required even if the client's situation has not changed since the last update (Enrollment, Status Update, Annual Assessment). If a client's situation changes outside of the 60 day period for the Annual Assessment, this new information can be tracked by completing a Status Update Assessment.
The Housing Recertification Report allows users to see the status of active clients' Annual Assessments. The report has three separate tiles which display different types of information. The first tile displays overdue Annual Assessments, the second tile displays Annual Assessments due in the next 45 days, and the final tile displays all upcoming Annual Assessments.
How to Find the Housing Recertification Report
To find the report, first click on the launcher and select the 'Reports' tab.
Select the 'Data Analysis' tab and then click on 'Cincinnati Clarity System Reports' tab.
Finally, click on 'Run' next to the 'Housing - Recertification Report.'
Using Reporting Filters
Click to expand the reporting filters. This report can be filtered by 'Agency Name,' Program Name,' or 'Assigned Staff.' The report will only display current active clients. Tip: if you filter the report by program name you can leave the 'Agency Name' filter blank.
Click into any of the filter elements to change the criteria for that element. For example, you can filter by project name using the 'is equal to' criteria, or you can filter the report to exclude a project by using the 'is not equal to' criteria.
Once the filter criteria are set, click into the filter text box. If filtering using the 'is equal to' or is not 'equal to' criteria, wait for an option list to load and choose from the option list. You can also begin typing the name to reduce the option list.
Sorting Report Results
You can sort each tile on the report by the client name, personal ID, Current Recert Due date, or any other column located on the tile by clicking on that tile heading.
Open Client Records from the Report
You can click on the Enrollment ID for any client to open that client's Profile page or to click into the client's enrollment record. Please note: you must be logged into Clarity.
Reading the Housing Recertification Report
The Housing Recertification Report allows users to see the status of active client Annual Assessments.
The report includes if the Annual Assessment will be due in the next 45 days:
If the Annual Assessment is overdue:
And any upcoming Annual Assessments:
Sharing the Report
In order to download, click on the gear icon in the upper right corner. You can select if you want to download the report as a PDF or CSV.
Additionally, you can also have the report sent to anyone you wish. To do this, click on the gear in the upper right corner and select 'Send.'
You can then select which method you would wish to share the report, along with how the shared report will be formatted.
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 9:00 a.m. - 3:00 p.m. Monday through Friday (excluding holidays).
When contacting HMIS Support about a particular client, please do not send personally identifiable information such as full name, social security number, or any other information used to determine a person's identity through email. Instead, please send the Clarity Unique Identifier found on the client's Clarity Profile page. You can use the messaging system in Clarity if you need to send personally-identifying information.