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Updated March 2007
The Child and Family Services Reviews (CFSRs) were authorized by the 1994 Amendments to the Social Security Act (SSA) and are administered by the Children's Bureau, Administration for Children and Families (ACF), U.S. Department of Health and Human Services (HHS). The Children's Bureau launched the review system in fiscal year 2000, with several States beginning the Statewide Assessment phase of the process. The steps in the review process are as follows:
Determine the Date for the Review
The Children's Bureau Central and Regional Office staff determine the dates for the reviews in collaboration with State child welfare agency officials. Reviews must be conducted within the timeframes specified in 45 CFR 1355.32.
Form the Review Team
The review team comprises both Federal and State staff (with trained consultant reviewers supplementing the Federal component of the team). Federal staff select the Federal and consultant reviewers. State agency officials determine which agency staff will serve as part of the State team and identify individuals and community stakeholders who will assist the State in conducting the Statewide Assessment and onsite components of the review process, and the Program Improvement Plan (PIP) process, as needed.
Conduct Planning Conference Calls
The Children's Bureau Central and Regional Office staff conduct a series of review planning conference calls with each State (five formal review planning calls are held with each State; the Children's Bureau staff also host other calls with the State to discuss State data issues, the Statewide Assessment, and onsite review planning functions, as needed).
Transmit Data Profiles to the State
The Federal Government compiles data submitted by the State to the National Child Abuse and Neglect Data System (NCANDS) and Adoption and Foster Care Analysis and Reporting System (AFCARS) into safety and permanency data profiles that the States use in completing their Statewide Assessment. If the State does not have complete NCANDS data, it must provide the required data from an alternative source approved by the Children’s Bureau Regional Office overseeing the State's review.
Complete the Statewide Assessment
The Statewide Assessment is the first phase of the two-phase review process (the second is the onsite review). The Statewide Assessment provides States with the opportunity to examine data in relation to their programmatic goals and outcomes for children. State Review Teams conduct the assessment collaboratively with external State partners from their title IV-B and IV-E planning process, with the support of the Children’s Bureau Regional Office staff.
Designate Onsite Review Sites
The Children's Bureau Central and Regional Office staff and the State jointly identify three sites in the State in which the onsite review activities will occur. The State's largest metropolitan subdivision is a required site; the review in the metropolitan site typically is conducted by two teams. The other two sites are selected on the basis of information in the Statewide Assessment.
Select the Sample and Types of Cases To Be Reviewed
States work with the Children's Bureau Central and Regional Office staff to determine the number of cases to be reviewed during the onsite component of the review, by site and type of case (foster care or in-home services cases), based on information in the Statewide Assessment.
Prepare and Disseminate the Preliminary Assessment
The Children’s Bureau Regional Office prepares an analysis of the Statewide Assessment on the Summary of Findings Form; this constitutes the Preliminary Assessment. The Preliminary Assessment is distributed to the review team members before the onsite review.
Prepare for the Onsite Review
The State selects the 50 cases for the onsite review from a sample of 150 foster care cases and 150 in-home services cases randomly identified by the Children's Bureau. The State, in collaboration with the Children’s Bureau Regional Office, also schedules case-related interviews and State and local stakeholder interviews; prepares reviewer schedules; and plans logistical arrangements, for example, hotels and transportation for State Review Team members and space for meetings and review activities. The Children’s Bureau Central and Regional Offices collaborate with the State and the Child Welfare Review Projects to ensure that all review-related preparation is completed. The Children’s Bureau Central and Regional Offices, for example, work together to approve the site selection, with the State to assign reviewers to the local sites, and with the Child Welfare Review Projects to provide training about the onsite review to the State Review Team and to distribute review-related materials before the onsite review.
Conduct the State Team Training
The Children's Bureau provides, through the Child Welfare Review Projects, a 1½-day training on the CFSRs for State Review Team members. The training focuses on the onsite component of the review process and typically is conducted approximately 2 weeks before a State's onsite review. The training provides an overview of the Onsite Review Instrument and automated CFSR Data Management System; State Review Team members then apply the instrument to a "mock case" to gain hands-on experience with the case record review process. The training also provides participants with experience in preparing for case-related interviews and debriefings, and presents an overview of entrance and exit conferences and the process for determining findings.
Conduct the Onsite Review of the State
The onsite review comprises case record reviews; case-related interviews with children, parents, foster parents, caseworkers, and others knowledgeable about the case; and interviews with State and local stakeholders. The review is completed in 1 week by a joint Federal and State Review Team.
Complete and Issue the Final Report
The Children’s Bureau works closely with the Federal contractor responsible for the Final Report to prepare the report within 30 calendar days of the onsite review or resolution of any discrepancies in information collected during the Statewide Assessment and onsite review. The Final Report includes the written determination of substantial conformity for each of the outcomes and systemic factors reviewed.
Develop the Program Improvement Plan
If a State is determined to be out of conformity on any of the seven outcomes or seven systemic factors reviewed, it develops, in collaboration with the Children’s Bureau Regional Office, a Program Improvement Plan (PIP) that addresses all areas of nonconformity. The State submits the plan to the Children’s Bureau Regional Office for approval within 90 calendar days of receiving written notice of nonconformity.
Implement the PIP
The State implements the approved PIP and receives technical assistance during this period through sources identified in the plan. The Children’s Bureau Regional Office monitors implementation of the plan through quarterly reports submitted by the State and other methods identified in the plan.
Withhold Federal Funds for Nonconformity
If a State fails to make the improvements needed to bring areas of nonconformity into substantial conformity, or does not submit a PIP, Federal funds are withheld from the State commensurate with the level of nonconformity.
Conduct Subsequent Reviews
For States determined to be in substantial conformity, re-reviews are conducted at 5-year intervals, with an interim Statewide Assessment prepared by the State 3 years after the onsite review. States determined not to be in substantial conformity are required to begin a full review 2 years after the approval of their PIP.
