2026 HMIS Data Standards: System Administrator Checklist Quick Guide

Element

Relevant Area of Clarity Human Services

Action Needed

2.02 Program Information 

Program Setup Screens 

Projects funded with Funding Source (funding_source) HUD: Pay for Success (35) and do not provide permanent housing should use Project Type (Field 6) Other (7). 

2.06 Funding Sources 

Program Setup Screens 

For paper forms using Funding Source (funding_source), retire HUD: ESG-CV (47) and HUD: HOPWA-CV (48). Add HUD: CoC Builds (56). 

Within Clarity, ESG-CV and HOPWA-CV projects should be closed or have a grant end date entered. 

2.09 CE Participation Status 

Program Setup Screens 

For custom screens / paper forms ensure Field 4 is set as CE Participation Status End Date. 

* This is likely already set to “CE Participation Status End Date” if custom screens are copied from system program setup screen. 

3.04 Race and Ethnicity 

Profile Screens 

For custom screens / paper forms using Race and Ethnicity (race_ethnicity), update Hispanic/Latina/e/o to Hispanic/Latina/o

Additional Race and Ethnicity Detail (Field 2) * - for custom profile screens / paper forms, set to "Not Required". 

* This is likely already set to “Not Required” if custom screens are copied from system profile screen.

3.06 Gender 

Profile Screens 

For custom screens / paper forms that include Gender (gender) the field may be removed or "Data Quality Check" set to "Not Required" based on community determinations. 

3.20 Housing Move-in Date 

Enrollment Screens 

For custom screens / paper forms, update Housing Move-In Date (move_in_date) to allow collection for VA: Grant Per Diem – Case Management / Housing Retention projects. 

4.05 - 4.10 Specific Disabling Conditions 

Enrollment, Status & Exit Screens 

For custom screens / paper forms, retire the use of the following fields and any corresponding warnings for VA-funded & HUD: VASH programs:

• Physical Disability (health_phys_disability) 

• Long Term Physical Disability (health_phys_disability_longterm) 

• Developmental Disability (health_dev_disability) 

• Chronic Health Condition (health_chronic) 

• Long Term Chronic Health Condition (health_chronic_longterm) 

• HIV – AIDS (health_hiv) 

• Mental Health Disorder (health_mental) 

• Long Term Mental Health Problem (health_mental_longterm) 

• Substance Use Disorder (health_substance_abuse) 

• Long Term Substance Abuse Problem (health_substance_abuse_longterm) 

4.13 Date of Engagement 

Enrollment Screens 

For custom screens / paper forms, ensure Date of Engagement (path_engagement_date) is being collected by Street Outreach projects funded by HUD: CoC – Youth Homeless Demonstration Program (YHDP). 

4.21 Sex 

Enrollment Screens 

For custom enrollment screens / paper forms, add Sex (sex) for all program types outlined in the screen configuration document and set "Data Quality Check" to "Required". 

C4 Translation Assistance Needed 

Enrollment Screens 

For custom screens / paper forms that include the following fields, they can now be removed or "Data Quality Check" set to "Not Required:"

• Translation Assistance Needed (translation_assistance_needed) 

• Preferred Language (preferred_language) 

• If Different Preferred Language, please specify (different_preferred_language) 

R3 Sexual Orientation 

Enrollment Screens 

For custom screens / paper forms that include Sexual Orientation (rhy_sexual_orientation) and Other Sexual Orientation (rhy_sexual_orientation_other), they can now be removed or "Data Quality Check" set to "Not Required." 

R13 Family Critical Issues 

Enrollment Screens 

For relevant paper enrollment forms, update R13 Family Critical Issues fields to include response options of "No", "Yes", "Client doesn’t know", "Client prefers not to answer", and "Data not collected:"

• Unemployment – Family member (rhy_crit_unemployment_family) 

• Mental Health Disorder – Family member (rhy_crit_mental_family) 

• Physical Disability – Family member (rhy_crit_disability_physical_family) 

• Alcohol or Substance Use Disorder – Family member (rhy_crit_substance_family) 

• Insufficient Income to support youth – Family member (rhy_crit_income_family) 

• Incarcerated Parent of Youth (rhy_crit_incarcerated_parent) 

V7 HP Targeting Criteria 

Enrollment Screens 

For custom VA enrollment screen / paper forms, change display names for dependency P to "Household size of 5 or more requiring at least 3 bedrooms (due to household composition)" and change dependency Q to "Households which may include one or more members meeting other criteria for targeting prevention determined by the CoC". 

V10 Mental Health Consultation 

Enrollment Screens 

For custom enrollment screens / paper forms, add the Mental Health Consultation (mental_health_consultation) field & set "Data Quality Check" to "Required" for all veterans in the following projects: 

• VA: SSVF-funded Homelessness Prevention project 

• VA: SSVF-funded Rapid Rehousing project 

• VA: Grant per Diem-Case Management/Housing Retention-funded Services Only project 

V2 Services Provided - SSVF 

Services 

Create the new (10) “Healthcare Navigation” service and service item for any existing programs; set the Start Availability date to October 1, 2025. 

V3 Financial Assistance - SSVF 

Services 

Update relevant paper forms to include “Date Provided,” to reflect the date the financial assistance was identified as needed, separate from Start Date of Financial Assistance, which reflects the date the financial assistance began.