This newsletter is for all Clarity HMIS users in the Cincinnati/Hamilton County CoC. Here you will find updates, reminders, and important information to help keep our data strong and secure -  so we can continue strengthening services for our community. 

This issue covers:

• HMIS Privacy and Security Training Dates - required for all HMIS users
• 2026 Data Standards Updates
• Clarity Data Analysis and Reporting Updates
• September HMIS Open Office Hours: Prior Living Situation Issues
• HUD VASH Data Update

2026 Data Standards Updates:

• September 17th - Clarity will be updated for STEH system administrators. This update will enable the STEH HMIS team to implement custom fields and workflows that are currently used in our community.
• Oct 1st - Phase to will include making phase one updates active and ready to use.

During release, the Clarity Human Services application may experience performance delays. We recommend clearing your cache at the initial login if experiencing difficulty. 

What to expect:

• Race and Ethnicity - Hispanic/Latina/e/o will be updated to Hispanic/Latina/o
• Gender - the current gender field will continue to be collected in Cincinnati/Hamilton County; however, this data will no longer be used for federal reporting.
• Sex - the new sex field will be required beginning Oct 1. Currently we expect the Sex field to be added to profile and enrollment screens. We are waiting for confirmation from HUD regarding back data entry requirements; however, at this point we expect this field will be required for clients entering projects on and after Oct 1.

• Housing Move-in Date - Housing Move-in Date will now be required for VA: Grant Per Diem - Case Management/Housing Retention projects. More information on data entry requirements will follow when available.
• Translation Assistance - Translation Assistance will no longer be required. Any agencies or projects who wish to continue to collect this data after Oct 1 should contact HMISsupport@end-homelessness.org.
• Sexual Orientation - Sexual Orientation will be retired for all projects. Any agencies or projects who wish to continue to collect this data after Oct 1 should contact HMISsupport@end-homelessness.org.
• RHY (Runaway Homeless Youth) Family Critical Issues - the current yes/no toggles will be replaced with a required option list (options: Yes, No, Client doesn't know, Client prefers not to answer, Data not collected). Existing data will be mapped to the new field. The field will show "Yes" for any record where a family issue is toggled on/yes. The field will show "No" for any record where a family issue is toggled off/no.
• SSVF HP Targeting Criteria - Display label will be updated.

• VA SSVF and GPD Mental Health Consultation - A new required data element for SSVF and GPD projects. Collected on the enrollment screen, options available in the new field include: Mental health consultation completed, Mental health consultation being coordinated/arranged with VA provider, Mental health consultation being coordinated/arranged with other provider, Offer declined. More information on data entry requirements will follow when available. 
• VA SSVF Services Provided - VA SSVF Service options will be updated to include "Healthcare Navigation."
• VA SSVF Financial Services - "Expense Date" will be renamed "Date Provided." More information on data entry requirements will follow when available.

These updates will require a significant effort from the STEH HMIS Team. We will work diligently to hit that deadline.

September HMIS Open Office Hours

Thursday, September 11, 2025 @ 1:00
This month, we’ll focus on Common Prior Living Situation Issues:

• Local policies & HUD guidance

• How this data affects system-wide reporting

• Your input on what support you need

HMIS Open Office Hours are held every second Thursday of the month — with topic-specific training and open Q&A.

Please find the calendar link on the new CoC website: https://cincinnaticoc.org/