AFCARS Data Element

Rating
Factor

Findings

Tasks

Estimated/Completed Date

State/ACF’s Comments/
Notes; ACF’s Sign-off Notes

#4  Record Number

2

The State sometimes submits an encrypted county number followed by a different encrypted State number.  There is not a single record number that follows the child while he/she is in foster care.

There are several dropped records that occur each report period due to the State’s approach of assigning identifiers. 

The State must submit only one record number for a child for every AFCARS report period for the child’s complete history with the child welfare agency.   This number must remain the child’s number regardless of where the child resides in the State, and upon possible later re-entries into foster care.

#6 Child Birth Date

2

Frequency report:  There were six records with a year of birth in 1983 (21 year old) and 29 records with a year of birth in 1984 (20 year olds).

The State needs to modify the program code to set the day to the 15th if an estimated age is entered. 

Post site-visit analysis:  The State incorrectly modified the program code.  Instead of setting an estimated day of birth to the 15th, the program code adds 14 days to the estimated birth date.   According to the above finding, the system sets the estimated day of birth as the day of data entry.  Therefore, adding 14 days to that date will not give the 15th every time (LN 336).

Modify the program code to use the 15th as the estimated day of birth.

#9 Hispanic/Latino Origin

1 = Yes
2 = No
3 = Unable to Determine

2

1) There is no mapping for the option of “unable to determine.” 

2) The program code was modified to map missing data to blank. 

Note:  The State may consider also adding the option of “abandoned” in order to more accurately track the number of abandoned and/or Safe Haven children entering foster care. 

1) The State needs to clarify whether “unable to determine” is an option for the workers to select. 

1a) If unable is not an option on the ethnicity list, the State must add it to the screen.
1b) Modify the program code to map “unable to determine” to AFCARS.

Training/Supervision
2)  Provide training to ensure that workers ask this information and enter it into the system. 

3) ACF will review the State’s data.

#10 Has the child been clinically diagnosed as having a disability(ies)?

1=Yes
2=No
3=Not yet  Determined

If yes, indicate each type of a disability with a “1.”

2

Frequency Report (n = 11,048):  Yes = 4,248 (39%); No = 6,168 (56%); Not yet determined = 208 (2%); Not reported = 424 (4%)

Screen:  Client/Collateral Entry. Fields: Disability/Diagnosis; Summary View. 
The State has a policy that all children, unless they have been seen by a physician in the previous year, are to have a well-child examination within 30 days of being removed from home.  

1) The screen contains the options “other clinically diagnosed condition,” “unknown,” and “other.”  The State values “20, other clinically diagnosed condition” and “98, other” are incorrectly mapped to the AFCARS value “other diagnosed condition” and this element to “yes.”  The State’s values of “other” are too vague and may cover conditions that should not be mapped to AFCARS. 

2) This data appears to be underreported and in certain instances, mis-reported.

1) Modify the screen options for more clarity. 

1a)  Map this element to blank when the “other” options are selected.

Training/Supervision
2) Implement a process to ensure the timely and accurate information of this information.

#11 - 15 Diagnosed Disabilities

#11 Mental Retardation
#12 Visually/Hearing Impaired
#13 Physically Disabled
#14 Emotionally Disturbed
#15 Other Diagnosed Condition

[0 = Does not apply]
1 = Applies

2

1) The program code was modified incorrectly. The program code maps #11 - 15  to “does not apply” if the response to #10 is either “yes” or “no.” 

2) There is a screen for the entry of DSM diagnoses.  The program code does not check these fields. 

3) The options “chemical dependency (substance abuse) - alcohol” and “chemical dependency (substance abuse) - drugs” are incorrectly mapped to element #15. 

4) The screen contains the options “other clinically diagnosed condition” and “other” which are mapped to element #15.   (See the case file review findings.)

5)  ACF needs clarification for the State’s value “14, physical disability - ambulation not limited.”

6) The program code was modified.  If element #10 is blank, then elements #11 - 15 will be blank.  

1) Modify the program code to set elements #11-15 to blank when the response to element #10 is either “no” or “not yet determined.” 

2) Modify the program code to check the DSM fields for a diagnosis and map it to the appropriate AFCARS value.

3) Modify the program code to not include these options.

4a)  Modify the program code to not map the values “20, other clinically diagnosed condition” and “98, other.”

4b) The State should review actual diagnosed conditions and add them to the option list, and map them to the appropriate AFCARS values.

5) Provide definition of “14, physical disability - ambulation not limited.”

Data Quality/Training/Supervision
6) ACF will review resubmitted and regular files to assess changes in the program code.

7) Implement a process to ensure the timely and accurate information of this information.

#16 Has this child ever been adopted?

1 = Yes
2 = No
3 = Unable to Determine

#17 If yes, how old was the child when the adoption was legalized?

[0 = Not Applicable]
1 = less than 2 years old
2 = 2-5 years old
3 = 6-12 years old
4 = 13 years or older
5 = Unable to Determine

2

Frequency Report (n = 11,048):  Yes = 154 (1%); No = 10,639 (96%); Unable to determine = 0); Not reported = 255 (2%)

Screen: Placements/Locations/Removal and Adoption, Continuous Placement; Removal and Adoption History.  Fields:  Yes/No; Age
Screen:  Adoption, Page 1 Tab
Fields:  Previously adopted, Y/N; Where adoption granted - County, State, Country
(No age or date field)

1) There is not an option on the screen for entering abandoned, i.e., “unable to determine” for element #16.

Element #17
Frequency Report (n = 11,048): Not applicable = 255; Less than 2 = 17 (0.15%); 2 - 5 = 45 (0.41%); 6 - 12 = 85 (0.77%);  13 or older = 7 (0.06%); Not reported = 10, 639

2)  If the age field is left blank, this element is incorrectly mapped to “unable to determine.” 

3)The program code was modified to map records with a “no” response in element #16 to “not applicable” in element #17.

4) The program code was modified to map missing data to blank.

1) Modify the screen to include an option “unable to determine” or “abandoned.”

2) Modify the program code to map a blank for element #17 if no age was entered on the screen.

2a) Once “unable to determine” is added for element #16, those responses can be mapped to “unable to determine” in element #17.

2b) The State needs to modify the program code that if element #16 is “yes” and the age field is blank, that element #17 will also be blank.

Data Quality/Training/Supervision
3) Implement a process to ensure the timely and accurate information of this information.

4)  Implement training/supervisory oversight on the correct use of “unable to determine.” 

#18 Date of First Removal from Home

2

Frequency Report:  There are 255 records missing a date of first removal.  There are no missing data for element #19.

1) The first line of the program code looks for a previous removal adoption row, if it is not blank the program goes to first removal date.  The State indicated this line needs to be removed from the program code.

2)  There is a training issue regarding the understanding of what this date represents. 

3) There may be an issue with dates of cases that were open/closed prior to the implementation of SSIS.

1) Modify the program code.

Data Quality/Training/Supervision
2)  Implement a process to ensure the timely and accurate information of this information.

3a)  Implement a process to enter/clean up data on older cases.

3b) Implement an improved process that all data regarding a child’s previous entry and exit from foster care regardless of location within the State is implemented.   

#19 Total Number of Removals from Home

2

Frequency Report:  No missing data

1) The program code does not include the date of first ever removal field in the overall count of removals. 

2)  There is a training issue regarding the understanding of what this date represents. 

3) There may be an issue with dates of cases that were open/closed prior to the implementation of SSIS.

1) Modify the program code to check the removal history field.

Data Quality/Training/Supervision
2) Enter or update dates of removal, the number of removals, the date of latest discharge, and date of latest removal on all open cases that precede January 1995.  

3) For cases that re-open, ensure that all historical information related to removal dates, number of removals and date of latest discharge are entered into the system. 

#20 Date Child was Discharged from last foster care episode (if applicable)

___(mo) ___ (day)____(year)

2

Frequency Report:  The number of records without a prior discharge date (6,899) does not equal the number of records with only one removal reported in #19 (6,839)

Case file review findings: 12 (16%) of the records analyzed did not match what was reported in AFCARS.   There were seven error cases because there was more than one removal and no date was reported for this element.  There were two error cases because there was only one removal but two removals were reported.  Two of the error cases were due to the dates of first removal (#18) and latest removal (#21) reported to AFCARS not being the same, and there was not a date of discharge reported for this element.

1) Post site - visit analysis:  Due to the findings in the frequency report and the case file review, this element was rated a 2. 
 

1) Review the program code and the manner in which this data is entered.

2) Schedule a conference call to discuss, or provide notes in the comments column.

Data Quality/Training/Supervision
3) Enter or update dates of removal, the number of removals, the date of latest discharge, and date of latest removal on all open cases that precede January 1995.  

4) For cases that re-open, ensure that all historical information related to removal dates, number of removals and date of latest discharge are entered into the system.    

#23 Date of Placement in Current Foster Care Setting

___(mo) ___ (day)____(year)

2

Screen: Placements/Locations/Removal and Adoption, Continuous Placement; Placement Tab
Fields include a start/end date

1) The table that is used to determine if a child’s living arrangement is either a “placement” or a “location” always excludes hospitals, boarding school, ICF-MR (intermediate care facility-mental retardation), and juvenile correctional facility (locked) as placement settings. 

2) The State has placement reasons of “consequences - 30 days or more” and “behavioral consequences less than 30 days” that in combination with the following setting types: foster family home - relative or non-relative; foster home - corporate/shift staff; group home; residential treatment center; juvenile correctional facility (locked); juvenile correctional facility (non-secure, 12 or fewer children); and, juvenile correctional facility (non-secure, 13 or more children) are not considered placements. 

1) Modify the system to include boarding schools, hospital stays that exceed 30 days, juvenile correctional facilities, and the ICF-MR facilities.

2)  Modify the placement/location table to identify these settings as placements.

2a) Ensure that these are included for the determining the start date of a placement setting in the program code.

#24 Number of Previous Placement Settings in This  Episode

2

1) The table that is used to determine if a child’s living arrangement is either a “placement” or a “location” always excludes hospitals, boarding school, ICF-MR (intermediate care facility-mental retardation), and juvenile correctional facility (locked) as placement settings.  The State must modify the system to include boarding schools, hospital stays that exceed 30 days, juvenile correctional facilities, and the ICF-MR facilities.

2) The State has placement reasons of “consequences - 30 days or more” and “behavioral consequences less than 30 days” that in combination with the following setting types: foster family home - relative or non-relative; foster home - corporate/shift staff; group home; residential treatment center; juvenile correctional facility (locked); juvenile correctional facility (non-secure, 12 or fewer children); and, juvenile correctional facility (non-secure, 13 or more children) are not considered placements.  The State staff indicated the child is placed in a group home type setting generally for a period of time that is longer than 24 hours.  

1) Modify the program code to count boarding schools, hospital stays that exceed 30 days, juvenile correctional facilities, and ICF-MR facilities.

2)  Modify the placement/location table to identify these settings as placements.

2a) Ensure that these are included in the count of placement settings in the program code.

2b) The State needs to provide the Federal team with the “PL.LOC_REASON_CD” codes for the create view SSISREPO.V_Placement

#41 Current Placement Setting

1 = Pre-Adoptive Home
2 = Foster Family Home-Relative
3 = Foster Family Home-Non-Relative
4 = Group Home
5 = Institution
6 = Supervised Independent Living
7 = Runaway
8 = Trial Home Visit

2

Screen: Placements/Locations/Removal and Adoption, Continuous Placement; Placement Tab
Fields include a start/end date and end reason
 
1) The table that is used to determine if a child’s living arrangement is either a “placement” or a “location” always excludes hospitals, boarding school, ICF-MR(intermediate care facility-mental retardation), and juvenile correctional facility (locked) as placement settings.  The State must modify the system to include boarding schools, hospital stays that exceed 30 days, juvenile correctional facilities, and the ICF-MR facilities.

2) The State has placement reasons of “consequences - 30 days or more” and “behavioral consequences less than 30 days” that in combination with the following setting types: foster family home - relative or non-relative; foster home - corporate/shift staff; group home; residential treatment center; juvenile correctional facility (locked); juvenile correctional facility (non-secure, 12 or fewer children); and, juvenile correctional facility (non-secure, 13 or more children) are not considered placements.  The State staff indicated the child is placed in a group home type setting generally for a period of time that is longer than 24 hours.  
 

Note:  One error case was marked in error because the reported setting was “non-relative” and the reviewer marked “relative” and added a note saying it met their definition of relative.

1) Modify the program code to count boarding schools, hospital stays that exceed 30 days, juvenile correctional facilities, and ICF-MR facilities.

2)  Modify the placement/location table to identify these settings as placements.

2a) Ensure that these are included in the count of placement settings in the program code.

Provide ACF with the State’s definition of relative.

#56 Date of Discharge from foster care

___(mo) ___ (day)____(year)

2

Screen: Placements/Locations/Removal and Adoption, Continuous Placement; Cont plcmt Tab;  Fields: Start date; entry date; Discharge date; discharge entry date

The State’s modification to the program code to account for youth over the age of 18, and are not receiving title IV-E funds, is incorrect.  It appears that instead of inserting the child’s birth day it calculates a date. 

Schedule a conference call with ACF to walk through the program code.

#57 Date of Discharge Transaction Date

2

The State’s modification to the program code to account for youth over the age of 18, and are not receiving title IV-E funds, is incorrect.  The transaction date is set to the report period end date.  It should be the same date as the youth’s birthday.

Schedule a conference call with ACF to walk through the program code.

#62 Title IV-D (Child Support)

2

The program checks the Prism (child support) system for a payment and support payment indicator of “Y”

The State is not reporting whether a child support payment was made on behalf a child that is not receiving public assistance.   The State indicated that their child support office (the attorney’s) stated they were not able to legally provide that data to child welfare.

The State child welfare agency is required to report information on whether a child support payment was made on behalf of all children in foster during the six-month report period.  The State is expected to have this issue addressed no later than the 2006A report period.

#5 Date of Most Recent Periodic Review (if applicable)

3

Frequency Report:  There are 232 records with a review date prior to 2004.

The program code was modified and will extract a date of a periodic hearing if the child has been in foster care for more than 24 hours.

Case file review findings: 15 (20%) of the records analyzed did not match what was reported in AFCARS.   The findings seem to indicate an issue with the timely entry of this data, or there is an issue with the program code not pulling the correct recent review date.  Dates found by the reviewers were later than those reported to AFCARS.

ACF will review and assess the data.

Implement a process to ensure the timely and accurate information of this information.

#8 Child’s Race

a. American Indian or Alaska Native
b. Asian
c. Black or African American
d. Native Hawaiian or Other Pacific Islander
e. White
f. Unable to Determine

3

The program code was modified to initialize these categories to blank.  If no race information is entered into the system, all the categories will be reported as blanks.

Note: While the number of errors was minimal, there were four records in which the reviewer found an additional race for the child. 

ACF will review and assess the data.

Provide training to ensure that workers ask this information and enter it into the system. 

#21 Date of Latest Removal

3

Based on the case file review findings, the accuracy of this data needs to improve.

1) Enter or update dates of removal, the number of removals, the date of latest discharge, and date of latest removal on all open cases that precede January 1995.  

2) For cases that re-open, ensure that all historical information related to removal dates, number of removals and date of latest discharge are entered into the system. 

#25 Manner of Removal From Home for Current placement Episode

1 = Voluntary
2 = Court Ordered
3 = Not Yet Determined

3

Case file review findings: 12 (16%) of the records analyzed did not match what was reported in AFCARS.   There were eight cases reported as “court ordered,” but the reviewer noted it was “voluntary” removal.

There was one case reported as “not yet determined” and the child was in care for six months.  The reviewer found that a voluntary agreement was in place.

There were error cases that the child was in care and either the AFCARS response was “not yet determined” (one), or it was blank (two).  Reviewers found court orders for the removals. 

Provide additional training regarding what/when court ordered and voluntary are to be entered. 

Ensure the accurate and timely entry of this data.

#26 - 40 Actions or Conditions Associated With Child’s Removal (Indicate all that apply with a “1”.)

#26 Physical Abuse
#27 Sexual Abuse
#28 Neglect
#29 Parent Alcohol Abuse
#30 Parent Drug Abuse
#31 Child Alcohol Abuse
#32 Child Drug Abuse
#33 Child Disability
#34 Child’s Behavior Problem
#35 Death of Parent
#36 Incarceration of Parent
#37 Caretaker Inability to Cope Due to Illness or Other Reasons
#38 Abandonment
#39 Relinquishment
#40 Inadequate Housing

[0-Does not Apply]
1-Applies

3

Case file review findings: This information was found to be underreported.

1) Provide additional training to case workers to select all circumstances that contributed to the decision to remove the child from his/her home.
2) Implement supervisory oversight to ensure workers enter this information accurately and timely. 

#43 Most recent case plan goal

1 = Reunify With Parent(s) Or Principal Caretaker(s)
2 = Live With Relative(s)
3 = Adoption
4 = Long Term Foster Care
5 = Emancipation
6 = Guardianship
7 = Case Plan Goal Not Yet Established

3

The program code was corrected to map “8, Independent living” to “emancipation.”

Based on the case file review, there were several inaccuracies in what was reported as case plan goals.

ACF will review the state’s data.

Provide additional training to case workers to select and update the case plan goals.

Implement supervisory oversight to ensure workers enter this information accurately and timely.

#44 Caretaker Family Structure

1 = Married Couple
2 = Unmarried Couple
3 = Single Female
4 = Single Male
5 = Unable to Determine

3

Frequency Report:  Invalid value of “6” = 54 records

The program code was corrected to map the State’s unknown value to blank in AFCARS.

Based on the case file review, there was data found that was not reported in AFCARS or incorrect information.

ACF will review the state’s data.

Provide additional training to case workers to enter information on the individual(s) from whom the child was removed.
 
Implement supervisory oversight to ensure workers enter this information accurately and timely.

#47 Mother’s Date of TPR

#48 Legal or Putative Father’s TPR

___(mo) ___ (day)____(year)

3

Based on the case file review, the quality of this data needs to improve.

Provide additional training to case workers on the date they should enter for a TPR.

Implement supervisory oversight to ensure workers enter this information accurately and timely.

#49 Foster Family Structure

0 = Not Applicable
1 = Married Couple
2 = Unmarried Couple
3 = Single Female
4 = Single Male

3

Frequency Report (n = 11,048):  Not applicable = 3,829 (35%);  Married couple = 4,763 (43%); Unmarried couple = 321 (3%); Single Female = 1,987 (18%); Single Male = 149(1%); Not reported = 0

This program code was modified and this element is initialized to blank.

ACF will review the state’s data.

#50 1st Foster Caretaker’s Birth Year

#51 2nd Foster Caretaker’s Birth Year

3

Frequency report:  1900 = 4; 1901 = 2; 1999 - 2004 = 8.  The number of records with no foster parent date of birth is 4,511.  This is more than the number of children in non-foster home settings.

Based on the case file review, there was data found that was not reported in AFCARS or incorrect information.

Implement supervisory oversight to ensure workers enter this information accurately and timely.

#52 1st Foster Caretaker’s Race

#54 2nd Foster Caretaker’s Race (if applicable)

a. American Indian or Alaska Native
b. Asian
c. Black or African American
d. Native Hawaiian or Other Pacific Islander
e. White
f. Unable to Determine

3

The program code was modified to initialize this element to blank and to report the race categories as blank if the child is not in a foster home.

Case file review findings: 8 (11%) of the records analyzed did not match what was reported in AFCARS.   In eight error cases, element #49 was “married couple” and all race categories were reported as “no.”  The reviewer found the information.

Case file review findings: 9 (12%) of the records analyzed did not match what was reported in AFCARS.   In the error cases, element #49 was “married couple” and all race categories were reported as “no.”  The reviewer found the information.

ACF will review the state’s data.

Provide training to ensure that workers ask this information and enter it into the system. 

Implement supervisory oversight to ensure workers enter this information accurately and timely.

#53 1st Foster Caretaker’s Hispanic or Latino Origin

#55 2nd Foster Caretaker’s Hispanic Origin

[0 = Not Applicable]
1 = Yes
2 = No
3 = Unable to Determine

3

The program code was modified to initialize this element to blank.

The program code was modified to report this element as “not applicable” if the child is not in a foster home.

Case file review findings: 9 (12%) of the records analyzed did not match what was reported in AFCARS.   In eight error cases, element #49 was “married couple” and this information was missing.

ACF will review the state’s data.

Provide training to ensure that workers ask this information and enter it into the system. 

Implement supervisory oversight to ensure workers enter this information accurately and timely.

#58 Reason for Discharge

[0 = Not Applicable]
1 = Reunification with Parent(s) or Primary Caretaker(s)
2 = Living with Other Relative(s)
3 = Adoption
4 = Emancipation
5 = Guardianship
6 = Transfer to Another Agency
7 = Runaway
8 = Death of Child

3

Screen: Placements/Locations/Removal and Adoption, Continuous Placement; Cont plcmt Tab; Fields: Start date; entry date; Discharge date; discharge entry date

The program code needs to be modified for youth on runaway and turns 18.  The State maps these as “runaway” instead of “emancipation.”

Post site - visit analysis:  The revised program code for youth 18 plus will discharge all 18 or older, including those on runaway at their 18th birthday.

ACF will review the state’s data.

Provide training to ensure that workers ask this information and enter it into the system. 

Implement supervisory oversight to ensure workers enter this information accurately and timely.

#61 Title IV-A (Aid to Families with Dependent Children)

3

The State has determined that title IV-A would not be paid on behalf of a child in foster care in the State of Minnesota.

ACF will review the state’s data.

#66 Amount Of Monthly Foster Care Payment (regardless of source)

3

The State modified the program code to report a full monthly payment, regardless of source.  It no longer calculates a payment.

ACF will review the state’s data.