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:


2025 HMIS Privacy & Security Training On Demand 

  • Deadline: All users must complete the training by December 31, 2025.

  • Important: Any user who has not completed the training by the deadline will lose access to Clarity until it is finished.

How to Complete the Training

To schedule your on-demand training, email HMISsupport@end-homelessness.org as soon as possible.

Please note:

  • Training access is limited in the on-demand portal.

  • Seats are assigned first come, first served.

  • New user training requests are scheduled alongside annual trainings.

If you have any questions or concerns, please contact the HMIS Support team at HMISsupport@end-homelessness.org.


2026 Data Standards Updates:

The 2026 Data Standards go live on October 1, 2025.

During release, the Clarity 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.


Join the STEH Team in Welcoming Colby Kinser

We’re excited to introduce Colby Kinser, who has joined STEH as our new HMIS Reporting and Data Analyst!

In this role, Colby will:

  • Support day-to-day operations and partner reporting requests

  • Lead custom data projects to help agencies better understand and use HMIS data

  • Work with the HMIS team to refine reporting and analysis processes, making them more efficient, consistent, and replicable


The HMIS team is thrilled to welcome Colby and we look forward to the fresh perspective and skills he brings to our work. We’re confident Colby will make a big impact in helping us deliver stronger data insights for our community.


Please join us in giving Colby a warm welcome!



HMIS & Coordinated Entry Combine Open Office Hours

To better respect your time and make support more efficient, STEH’s Coordinated Entry and HMIS teams are combining our Open Office Hours into one shared session.


Historically, attendance at separate CE and HMIS office hours has been low, but we know many of our partners still value having time to ask questions, discuss challenges, and share ideas. By combining the sessions, we can continue to offer this resource in a more sustainable way.


October HMIS & CE Open Office Hours

  • Date: Wednesday, October 15, 2025

  • Time: 11:00 AM (immediately following the October All CoC Meeting)

  • Where: Virtual meeting – link available on the CoC Partner Website or by contacting HMIS or CE Support.


Bring your questions, suggestions, or discussion topics — we’re eager to support you!


Updated HMIS Policies and Procedures - Government Projects

The Homeless Clearinghouse (our local CoC Board) has voted to clarify how access and data sharing apply to projects operated by government entities. These updates are reflected in the Comprehensive HMIS Policies and Procedures Manual, taking into account both the Board’s decision and the current capabilities of the Clarity system.

Key Changes

  • Definition Added: “Government Project” defined in Section 1.2 – Definitions (p. 5).

  • New Governance Section: Section 2.3 – Governments and Government Projects incorporated into the Governance Charter (p. 10). This section explains the role of government projects in HMIS and the rules around data sharing.

The updated policy document is available in the STEH Document Library on the CoC Partner Website.

For questions, please contact the HMIS Support team at HMISsupport@end-homelessness.org.


If you need help or wish to offer suggestions or feedback, please contact the Cincinnati/Hamilton County CoC HMIS Support team at HMISsupport@end-homelessness.org or by calling 513-263-2790 9:00am - 3:00pm Monday through Friday (excluding holidays).  Visit the HMIS Support Knowledgebase for the most up-to-date Clarity Support Articles.