2026 HMIS Data Standards Updates - Starting Oct. 1, 2025

The federal HMIS Data Standards have been updated in response to Executive Orders from the current administration. These changes include corrections and clarifications, but also some shifts in how we collect data.

One major change is the retirement of the Gender data element. It will be replaced by a new Sex data element.

What's Changing?

The full list of "Sex" options has not yet been finalized, but will be more limited than the current "Gender" field.

Why This Matters

Communities can choose to continue collecting Gender in addition to Sex.

• Why continue? It can honor the identities of people who do not see themselves reflected in the new "Sex" options and help us better understand and address barriers to housing.

• Why not? It may feel repetitive or burdensome for both intake staff and participants.

We want your input: Should we continue to collect the Gender field? Please respond to this form.

Clarity Feature Updates

Bitfocus recently rolled out several updates to Clarity, its Data Import Tool (DIT), and its Data Analysis tools. Here are the highlights: 

• Tag teammates in notes - Tag teammates in a client note using “@” (e.g., @Kim). The tagged user will get an email with a link to the note. Only works if you're both in the same agency and have the right access. 

• Check-in button on Client Profile - A shortcut on the Client Profile to mark check-ins and extend referrals. You’ll still need to open the referral to enter or view notes.
• Forms enhancements - Over the years many of our partners have requested that we build out forms in Clarity that will allow the HMIS user to enter data on the form, but Clarity did not offer that functionality. New features now allow forms to include text fields, date fields, and pull in the participant's date of birth, and last four of SSN. 
• New signature field - Bitfocus has also added a new signature field. This will allow system administrators to add a space for signatures on most screens, including system screens (enrollments, updates, and exits) and custom screens (assessments). Signature fields added to screens will work the same way the participant consent form/ROI functions or HMIS User Agreements signature work.
• New Clarity Interface Updates - Bitfocus has implemented several updates to the new Clarity interface over the past couple of months. The new interface provides a different look and feel, and additional features for Clarity users. Any Clarity user can request access to the new interface by emailing HMISsupport@end-homelessness.org. Users with access can toggle between the new and old interface.
• Updates to the Data Import Tool (DIT) - Backend updates required our Data Engineer to rebuild import processes. We’re monitoring closely to avoid issues with the upcoming scoring event. 
• Data Analysis Updates - The Clarity Data Analysis tool, Looker, was also recently updated. The HMIS team tries to ensure reports available from the Data Analysis tab are not broken by these edits, however, some existing reports may be missed - notify HMISsupport@end-homelessness.org if the reports you use are not working as expected.

Reminder: System updates can sometimes cause bugs. Please report issues right away so we can help. . For a complete list of the Clarity Features updates, check out this articles.

Updated HMIS Policies and Procedures

All HMIS Policies and Procedures have been updated and approved by the Homeless Clearinghouse. Changes include:

• Removed sensitive terms in response to executive orders.
• Cleaned up some language to make more concise.
• Replaced “client” with “participant” or “project participant.”

The HMIS Policies and Procedures Manual includes additional changes:

• Enhanced the definitions for Program Participants, Personally Identifiable Information (PII), and Sensitive PII.
• PII has been replaced with Sensitive PII throughout the document as appropriate.
• Reference to the HMIS Privacy Notice and Participant Consent Form has been updated to the new name.
• Increased detail on documenting an ROI/consent.
• Added clarity about use of a comparable database.
• Added detail about setting Caracole and YWCA data to private.
• Important! Data Quality Benchmarks Updated - Previous data quality benchmarks were inspirational, however, the updated benchmarks will be treated as required. Please become familiar with these updated benchmarks to ensure your data is consistent with these requirements.

Next steps:

• Users will be asked to sign the updated HMIS User Agreement at login.

• CHO Executive Directors will receive updated Participation Agreements and Fee Structure Appendix to sign.

• Replace posted consent forms with the new Privacy Notice & Participant Consent Form (available in Clarity and on CincinnatiCoC.org).

• New participants must sign the updated consent form. Existing consents do not need to be updated.

• HMIS users must review and understand the updated ROI language.

A motion passed at the July Homeless Clearinghouse meeting will result in further updates soon. Stay tuned.

We’re Hiring: HMIS Reporting & Data Analyst 

The HMIS team is growing! We’re hiring a Reporting & Data Analyst to support everyday data needs. This role will bring routine reporting back under the HMIS team while the STEH Data Analysis team continues to focus on system-level strategy.

Please share the job posting with anyone who may be interested!

Data Update: Veteran Data

The VA-provided report has been offline for several months. We’re working with the VA on a workaround and hope to have HUD-VASH data updates restored in Clarity soon. 

July HMIS Open Office Hours

July's topic is: Benefits and challenges of a Shared System on Thursday July, 10! We would love feedback from your experiences since moving to a shared HMIS (the ability to see client active and past services at other agencies in our community.) What is working, what is not working? How has this made your experience with Clarity easier, more challenging? All feedback welcome!

HMIS Open Office Hours are on the second Tuesday of each month, we will provide a topic-specific training and have time for other discussion or quesions. Please note that these office hours are optional and intended to provide our users an extra support opportunity. Please find the calendar link in the new CoC website: https://cincinnaticoc.org/.

HMIS Support Holiday Hours

Please note our offices (including the HMIS Support Line and Help Desk) will be closed on Friday, July 4th in observation of the Independence Day holiday. Regular office hours will resume Monday, July 7th.