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AFCARS Assessment Review Findings - Foster Care Elements |
| AFCARS Data Element | Rating Factor | Comments/Notes |
|---|---|---|
| #1 State | 4 | blank cell |
| #2 Report Period Ending Date | 4 | blank cell |
| #3 Local FIPS Code | 4 |
Screens: Client/General Information, Information tab, "client"
box: "legally liable county" field; Client/General Information,
Address tab: "county" field; Service Authorization, Service
Authorization tab: "liable county" field The address screen represents the child's address at the time he/she was removed from his/her home. "Legally liable county" and the "liable county" should not be different. |
| #4 Record Number | 4 | Person identification numbers are not re-used. |
| #5 Date of Most Recent
Periodic Review (if applicable) ___(mo) ___ (day)____(year) |
2 |
Screens: Administrative Review and Court Hearing Review,
Hearings tab Frequency report (n = 1,448): 2000 = 4 (.28%); 2001 = 6 (.41%); 2002 = 14 (.97%); 2003 = 534 (37%); 2004 = 755 (52%); Not reported = 1,313 (9%) The court hearing tab's history box lists the type of court hearing and whether there was a continuance of a hearing. The program code checks for a review date prior to the end of the current report period. Administrative reviews are held every six months and the court reviews are conducted every 12 months. The State has an independent contractor that conducts the administrative reviews. The contractor has limited access to screens relevant to the administrative review. If the program code does not find a review date, then this field is correctly left blank. The program code only extracts the actual hearing date. The screen has "review" on the options list for court hearing reviews. The State staff indicate this stands for "court review." There is not a parameter in the program code to check for a date within the current removal episode. The State needs to add a parameter to look for a review date within the current removal episode. The selection list on the screen contains the option "permanency review hearing." This value is not in the program code. The State needs to add the code "12006, Permanency Review Hearing," to the program code. The program code contains the code "6355, relinquishment," which should be removed. There may be a training issue regarding the use of "review." Case workers may be incorrectly selecting this option for other types of court hearings. |
| #6 Child Birth Date ___(mo) ___ (day)____(year) |
4 |
Screen: Client/General, Information tab The screen also contains fields for: "date of death," "birthplace" (includes "State"), "crime information" "citizenship," and "languages." Information is directly extracted from the field on the screen. There is a field for "estimated age" on the referral screen only. |
| #7 Child Sex 1 = Male 2 = Female |
4 |
Screen: Client/General, Information tab Information is directly extracted from the field on the screen. |
|
#8 Child's Race
|
4 |
Screen: Client/General, Information tab, "ethnicity" box The "ethnicity" box contains all of the Federal options for "race" plus the AFCARS value "unable to determine." On the Service Authorization screen removal tab, there is a field to indicate whether ICWA applies. The screen also contains a check box for "Tribe" to identify tribal affiliation, if applicable. The check boxes for a race category and "unable to determine" cannot both be selected. If "unable to determine" is selected the race categories are disabled. The program code initializes these fields to zero. At the end of the routine, the program code checks if the response to each race are zero. If all zeros are found, the program code will map blanks for each race category. |
| #9 Child Hispanic
Origin 1 = Yes 2 = No 3 = Unable to Determine |
4 |
Screen: Client/General, Information tab, "ethnicity" box Frequency report (n=1,448): Yes = 77 (5%); No = 1,293 (89%); Unable to Determine = 77 (5%); Not Reported = 1 The program code initializes the field to "blanks." The selection options are "yes," "no," and "unknown." |
| #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 |
Screens: Client Information, characteristics tab Frequency report (n=1,448): Yes = 525 (36%); No = 0; Unable to Determine = 923 (64%); Not Reported = 0 The Service Authorization screen has a field "child diagnosed with disability" located on the "removal" tab. Every district office has foster care health nurses who enter the children's medical information and schedule medical appointments for children in a foster care home. The caseworkers enter the medical information on children that are in a non-foster family home. The program code only sets values to "yes" and "not yet determined." Missing data are mapped to "not yet determined." The program code does not use the "child diagnosed with disability" field to populate this element. Instead, this element is derived from the responses for the categories in foster care elements #11-15. The State must use the "child diagnosed with disability" field for extraction and ensure that this information is entered correctly. The AFCARS definition for these categories is:
"No" must be added to the program code. Remove the value "540, strength" from the program code. The answer in the test case was "yes" and it should have been "no." Case file review findings: 42 (55%) of the records analyzed did not match what was reported in AFCARS. All of the error cases were reported in AFCARS as "not yet determined." Sixteen records should have indicated "yes" and 26 should have been "no." All of the records indicated the child had been in care for more than six months and most had been in care for more than one year. |
| For #11 - 15:
Space must be available to accommodate all AFCARS
disabilities. 0 = Does not apply 1 = Applies |
blank cell |
Screen: Assessment, apparent disabilities tab and
Employment/Education/Military, special education tab The State codes: 538 = Behavioral/Psychological; 539 = Physical/Medical; and 540 = Strengths There is an "items for selection" list that can be viewed in its totality or the worker can filter alphabetically. Elements #11 - 15 are initialized to "zero." Post-site visit analysis: The State submitted modified mapping documentation for the disability conditions. The State's new mapping is correct. ACF will need to analyze the revised extraction code. |
| #11 Mental Retardation | 2 | blank cell |
| #12 Visually/Hearing Impaired | 2 | blank cell |
| #13 Physically Disabled | 2 | blank cell |
| #14 Emotionally Disturbed | 2 |
Case file review findings: 15 (20%) of the records analyzed did not match what was reported in AFCARS. In general, this was due to missing data. |
| #15 Other Diagnosed Condition | 2 |
Screen: Assessment, apparent disabilities The results of the test case indicated "applies," which is incorrect. The child had no diagnosed disabilities. The test case indicated the child was abusing alcohol, which was entered as a health/mental health disability. "Alcohol abuse" should not be mapped to AFCARS. Case file review findings: 12 (16%) of the records analyzed did not match what was reported in AFCARS. In general, the errors were due to missing data. |
| #16 Has Child Ever Been
Adopted? 1 = Yes 2 = No 3 = Unable to Determine |
2 |
Screen: Service Authorization, removal tab. Options on the screen are "yes," "no," and "unknown." This is a mandatory field. If "yes" is selected, the "international adoption" screen automatically appears and the worker must indicate whether the adoption was an international one or not. If it was, then the worker must indicate the "type of agency," and "State." Zero is correctly mapped to spaces. The State maps the value "other" to "unable to determine." "Other" must be mapped to "blank." The State needs to add the value "966, unknown" to the program code. The State needs to ensure that workers understand that "unknown" should be used for instances when a child has been abandoned and no one is available to indicate if the child had been previously adopted. Case file review findings: 10 (13%) of the records analyzed did not match what was reported in AFCARS. The majority of the error cases (seven) were reported in AFCARS as "unable to determine." However, the reviewers were able to find the information and determine that the child was never previously adopted. Two of the error cases were marked as "no," and the reviewer indicated the child had been previously adopted. One of the error cases was marked as "yes," but the reviewer indicated the child had never been previously adopted. |
| #17 Age at Previous
Adoption 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 |
Screen: Service Authorization, removal tab Accuracy of data needs to be assessed once changes to element #16 are completed. Ensure workers are entering data correctly. Based on the case file review, the rating was revised. Case file review findings: 9 (12%) of the records analyzed did not match what was reported in AFCARS. There were instances when the response for element #16 was "yes" and the response to this element was "unable to determine." If the data was missing, this should have been left blank. There was one instance where the response to #16 was "unable to determine" and the response for this element was "not applicable." It appears that elements #16 and #17 are both to be answered by the case worker. A consistency check may need to be added to ensure that if the response to #16 is "yes" and #17 is left blank or "not applicable," it alerts the worker to an inconsistency. Also, if the response to #16 is yes, but the worker does not know the age, then element #16 must be blank. |
| #18 Date of First Removal
from Home ___(mo) ___ (day)____(year) |
3 |
Screen: Service Authorization, removal tab On the screen there is a "removal history" box that lists all of the removal dates and discharged dates. The program code selects the minimum date (earliest) from the removal box. |
| #19 Total Number of Removals from Home | 2 |
Screen: Service Authorization, removal tab The program code uses the "removal history" box to count the number of removals from home. The program code indicates that if there is a zero count it will move "01." Modify the program code to set the field to spaces. Case file review findings: 13 (18%) of the records analyzed did not match what was reported in AFCARS. |
| #20 Date Child was Discharged
from last foster care episode (if applicable) ___(mo) ___ (day)____(year) |
2 |
Screen: Service Authorization, removal tab The program code initializes the field to spaces. The program code excludes the placement settings of "Adoptive Home Subsidy - Adopting" and "Adoption Subsidy/Child in Placement - Adopting." See findings for element #58. The program coding for that element will affect the extraction of the exit date from a previous removal episode. Based on the case file findings, there appears to be additional problems with the extraction of this information. Case file review findings: 15 (26%) of the records analyzed did not match what was reported in AFCARS. There were seven cases that were missing a date of discharge from a prior removal episode. Element #19 indicated more than one removal, which was verified by the reviewers. |
| #21 Date of Latest
Removal ___(mo) ___ (day)____(year) |
2 |
Screen: Service Authorization, removal tab The program code selects the maximum date (latest) from the removal box. The program code contains "Removal_DT_minus-30." The State staff need to evaluate the purpose of this code and provide ACF with the results of the evaluation. Case file review findings: 10 (14%) of the records analyzed did not match what was reported in AFCARS. In general, the errors were either due to an earlier date of latest removal than what was reported in AFCARS, or there was more than one removal. |
| #22 Date of Latest Removal
Transaction Date ___(mo) ___ (day)____(year) |
2 |
Program code: Paragraph 80045 The program code contains "Removal_DT_minus-30." The State staff need to evaluate the purpose of this code and provide ACF with the results of the evaluation. The program code selects the data from the "removal history" table. The program code selects the "Person Responsible For Care (PRFC) date." |
| #23 Date of Placement in
Current Setting ___(mo) ___ (day)____(year) |
3 |
Screen: Service Authorization, "Srvc. Auth" tab The screen has a field "Service" in the "Services Information box". The "Service Information" box includes the start date of the placement. This field also includes an end date and the reason for exiting the placement. This screen is also used for the date of exit from the agency's responsibility for care and placement. The program code selects the latest date prior to the end of the reporting period from the "services" box. The program code correctly defaults to "spaces." |
| #24 Number of Previous Placement Settings in This Episode | 2 |
Screen: Service Authorization, "Srvc. Auth" tab The screen has a "services" box that lists the provider, the placement, authorization status, and the start and end dates of the placement. The program code defaults to a count of "1." The State must initialize the field to space and leave it blank, or "zero," if there is a count of "zero." The State is incorrectly not including juvenile justice facilities or non-acute hospitalizations in the count of settings. The State is incorrectly counting returns to the same placement setting from a runaway status and a "trial home visit." The State needs to exclude "acute care hospitalizations." If a placement extends beyond an acute stay, then the placement must be included in the count. The State should review the policy clarification on placement counts in the AFCARS section of the Child Welfare Policy Manual. Test case: The placement count extracted was eight, it should have been six. Case file review findings: 29 (38%) of the records analyzed did not match what was reported in AFCARS. One of the issues identified by the reviewers was that the placement moves of children placed with contracted child placement agencies were not being counted. The State staff indicated they are aware of this problem. Also, the reviewers found placements that were counted that should not have been, such as runaways, acute hospitalizations and camps. |
| #25 Manner of Removal From
Home for Current placement Episode 1 = Voluntary 2 = Court Ordered 3 = Not Yet Determined |
2 |
Screen: Service Authorization, removal tab Frequency report (n=1,448): Voluntary = 0; Court Ordered = 1,419 (98%); Not Yet Determined = 29 (2%); Not Reported = 0 The screen has a "Removal Context" box. This field is named "Type of Removal" and the selection options are: "arrest," "court ordered," and "protective custody." The State implemented "voluntary placement agreements" approximately a year and a half prior to the site visit. "Voluntary placement" is not an option on the selection list. It needs to be added to the selection list and included in the program code. The program code contains the State code "3038," which is an obsolete code. Currently, it is mapped to "voluntary placement." The State could use this code when it adds "voluntary placement agreement" to the screen. The State staff indicated "Arrest" is not a valid option for the manner of removal (i.e., the authority to remove). Currently, if it is selected, it is mapped to "not yet determined". We recommend removing it from the selection list and mapping it to blanks in the program code. |
| Actions or Conditions
Associated With Child's Removal (Indicate all that apply with a
"1".) 0 = Does not apply 1 = Applies |
blank cell |
Screen: Service Authorization, removal tab There is a "Conditions of Removal Selection" file on the screen, which is a pick list window. The worker selects all that applies from a selection list. The program code selects the reason(s) for removal prior to the reporting period end date. The information provided for elements #26 - 40 should only reflect information at the time of removal. Case file review findings: In general, these elements are being underreported. Only three of the elements did not have any errors. |
| #26 Physical Abuse | 3 | blank cell |
| #27 Sexual Abuse | 3 | blank cell |
| #28 Neglect | 3 | Case file review findings: 14 (18%) of the records analyzed did not match what was reported in AFCARS. |
| #29 Parent Alcohol Abuse | 3 | blank cell |
| #30 Parent Drug Abuse | 3 | blank cell |
| #31 Child Alcohol Abuse | 3 | Case file review findings: AFCARS data indicated that this element applied when, in fact, "parent alcohol abuse" existed. |
| #32 Child Drug Abuse | 3 | blank cell |
| #33 Child Disability | 3 | blank cell |
| #34 Child's Behavior Problem | 3 | The State needs to ensure that this item is selected for the juvenile justice youth under an interagency agreement. |
| #35 Death of Parent | 3 | blank cell |
| #36 Incarceration of Parent | 3 | blank cell |
| #37 Caretaker Inability to Cope | 3 | blank cell |
| #38 Abandonment | 3 | blank cell |
| #39 Relinquishment | 3 | blank cell |
| #40 Inadequate Housing | 3 | blank cell |
| #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: Resources, General Information, Service Authorization,
Srvc. Auth tab; and Service Authorization, Unpaid Placement
tab Frequency report (n=1,448): Pre-Adopt Home = 0; Foster Family Home (relative) = 193 (13%); Foster Family Home (non-relative) = 845 (58%); Group Home = 361 (25%); Institution = 41 (3%); Supervised Independent Living = 0; Runaway = 8 (1%); Trial Home Visit = 0; Not Reported = 0 On the "Resources, General Information" screen, the field "Resource Category" is used to extract information on "pre-adoptive homes." The "Service Authorization, Srvc. Auth" tab has a field "living arrangement" for all other placement settings. The "Service Authorization, Srvc. Auth" tab has a "Placement Entry" field that includes a "type of care" field. The State needs to provide ACF with a list of options, and a print-out of the living arrangement field. If the placement change reason is the same as an outcome reason, a message comes up asking for the worker to indicate if this is an end to the removal episode. The codes for "independent living," "trial home visit," and "pre-adoption" are not on the mapping form. The codes "5461"and "8356" are not in the program code. These are independent living arrangements. The State is not capturing the living arrangements in instances when the child is residing in the home of the people planning to adopt the child as a "pre-adopt" home. Map the code "6049 - adopting" to "pre-adopt home." Replace the code "6449, Adoptive Home/Subsidy" with "6049 - adopting." The State can footnote whether the pre-adopt home is a relative home. If a relative becomes a licensed foster home, the State does not report them as a "relative foster placement" but as a "foster home, non-relative." The State is not mapping group homes based on size. The State needs to re-evaluate the mapping for group homes and map those that are licensed for 7 to 12 beds to AFCARS value "4, group home." If the facility is licensed for more than 12 beds it should be mapped to AFCARS value "5, institution." If the facility is licensed for less than 7 beds, map it to "family foster home, non-relative." The State should provide a footnote on the number of "group homes" that are being mapped to the other two AFCARS values. The system has a screen for recording information on "trial home visits." However, this screen is not being used. The State needs to consider training around the use of this screen and if it should be used only when the child is returned home while under the agency's care and placement responsibility for up to six months, unless there was a court-ordered specified time for the return home. |
| #42 Out of State
Placement 1=Yes (Out of State placement) 2=No (In-State placement) |
4 | Screen: Resource General Information
Address Program Code: Paragraph 51000 |
| #43 Most Recent Case Plan
Goal 1 = Reunify With Parent(s) Or Principal Caretaker(s) 2 = Live With Other Relative(s) 3 = Adoption 4 = Long Term Foster Care 5 = Emancipation 6 = Guardianship 7 = Case Plan Goal Not Yet Established |
2 |
Screen: Case Permanency Plan, Permanency Plan Detail Frequency report (n=1,448): Reunify = 600 (41%); Live with Other Relative (s) = 28 (2%); Adoption = 195 (13%); Long Term Foster Care = 271 (19%); Emancipation = 0; Guardianship = 62 (4%); Not Yet Established = 292 (20%); Not Reported = 0 The State conducts concurrent planning. The program code extracts the "primary" goal. Paragraph 50000 contains the code "336." According to the mapping form it stands for "Independent living," but it is not on the code list we received. The State staff indicated this code is an obsolete code. There is no other code mapped to "emancipation/independent living." The State receives guardianship of children that are in long-term foster care. Some of these are co-guardianships with a relative or a non-relative foster home. These situations should not be mapped to the AFCARS value of "guardianship." Case file review findings: 13 (18%) of the records analyzed did not match what was reported in AFCARS. A significant issue in regard to this element is there were seven records reported as "case plan goal not yet established." In all of these cases, the child had been in care for a year or more. The other issue found during the case file review was that goals are not being updated in a timely manner by the case workers. |
| #44 Caretaker Family
Structure 1 = Married Couple 2 = Unmarried Couple 3 = Single Female 4 = Single Male 5 = Unable to Determine |
2 |
Screen: Service Authorization, Removal tab Frequency (n=1,448): Married Couple = 296 (20%); Unmarried Couple = 157 (11%); Single Female = 892 (62%); Single Male = 102 (7%); Unable to Determine = 1; Not Reported = 0 The "Removal Context" section of the "removal" tab has "Child removed from" field, which indicates the relationship between the caretaker and the child. "Other" is mapped to "unable to determine," it should be mapped to "spaces." |
| #45 1st Primary Caretaker's
Birth Year ___(mo) ___ (day)____(year) |
3 |
Screen: Client/General Information , Information tab Based on the case file findings, the rating factor was changed for this element. Case file review findings: 15 (20%) of the records analyzed did not match what was reported in AFCARS. |
| #46 2nd Primary Caretaker's
Birth Year (if applicable) ___(mo) ___ (day)____(year) |
3 |
Screen: Client/General Information , Information tab Based on the case file findings, the rating factor was changed for this element. Case file review findings: 12 (16%) of the records analyzed did not match what was reported in AFCARS. |
| #47 Mother's TPR ___(mo) ___ (day)____(year) |
3 |
Screen: Relationships screen for Mother & Father
Termination The screen has a box "Relationship Information." The program code also checks for a death date and will extract it if applicable. A goal of adoption must be in place before the State can terminate parental rights. The TPR dates are entered on the "parent termination" screen. The program code extracts the TPR date from the termination table. Based on the case file findings the rating factor was changed for this element. Case file review findings: 13 (17%) of the records analyzed did not match what was reported in AFCARS. The errors were due to missing data. |
| #48 Father's Date of
TPR ___(mo) ___ (day)____(year) |
3 |
Screen: Relationships screen for Mother & Father
Termination The State seldom TPRs more than one dad; they TPR the biological dad only. The program code also checks for a death date and will extract it if applicable. A goal of adoption must be in place before the State can TPR the parents. The TPR dates are entered on the "parent termination" screen. The program code extracts the TPR date from the termination table. Based on the case file findings the rating factor was changed for this element. Case file review findings: 11 (15%) of the records analyzed did not match what was reported in AFCARS. The errors were due to missing data. |
| #49 Foster Family
Structure 0 = Not Applicable 1 = Married Couple 2 = Unmarried Couple 3 = Single Female 4 = Single Male |
2 |
Screen: Resource/Directory/Homes/Inquiry Frequency report (n=1,448): Not Applicable = 614 (42%); Married Couple = 591 (41%); Unmarried Couple = 22 (2%); Single Female = 143 (10%); Single Male = 13 (1%); Not Reported = 64 (4%) The screen has a field "parenting structure." The options are: "married couple," "single female," "single male," "unmarried couple," and "no selection." "No selection" would be used in instances where there is an absent member of the foster family home, for example, if the foster parents had a child that is in college In the case of caretakers, it could be an absent father. It is not used as a "not applicable" option. Relatives are generally not licensed and paid title IV-E foster care maintenance payments. The State enters these placements on the unpaid placement tab. If a relative home becomes licensed the State is reporting them as a "non-relative" foster home. The State must report them as a "relative foster home." The State must report the foster family structure as unpaid relative foster parents. The program code is initialized to zero. Based on the case file findings, it appears that if the marital status is left blank this element will be "not applicable." "Other" is correctly mapped to space. Case file review findings: 10 (13%) of the records analyzed did not match what was reported in AFCARS. There were eight records reported to AFCARS that indicated the child was in a "relative foster home." However, for the "foster family structure" the response was "not applicable." The State needs to investigate why these cases are reported as "not applicable." |
| #50 1st Foster Caretaker's Birth Year | 3 |
Screen: Resource/Directory/Homes/Household Members The screen also has a field for "language." The program code checks if the child is in a foster home setting. Case file review findings: 12 (16%) of the records analyzed did not match what was reported in AFCARS. The reviewers found dates of birth for the cases missing data. The majority of the cases were of relative foster homes. |
| #51 2nd Foster Caretaker's Birth Year | 3 |
Screen: Resource/Directory/Homes/Household Members Case file review findings: 12 (16%) of the records analyzed did not match what was reported in AFCARS. The majority of the cases were of relative foster homes. |
|
#52 1st Foster Caretaker's Race
|
2 |
Screen: Resource/Directory/Homes/Household Members The "ethnicity" box contains all the Federal options for "race" plus the AFCARS value "unable to determine." It also contains a separate field for "Hispanic origin." The check boxes for a race category and "unable to determine" cannot both be selected. If "unable to determine" is selected the race categories are disabled. The State needs to remove the default of missing data from zeros to spaces. For cases in which the child is in a relative foster home and the race is missing, the program code should map these to blank. Case file review findings: 9 (15%) of the records analyzed did not match what was reported in AFCARS. The majority of the cases were relative foster homes. |
| #53 1st Foster Caretaker's
Hispanic or Latino Origin 0 = Not Applicable 1 = Yes 2 = No 3 = Unable to Determine |
3 |
Screen: Resource/Directory/Homes/Household Members Frequency report (n=1,448): Not Applicable = 615 (42%); Yes = 15 (1%); No = 775 (54%); Unable to Determine = 0; Not Reported = 43 (3%) Case file review findings: 9 (14%) of the records analyzed did not match what was reported in AFCARS. The majority of the cases were relative foster homes. |
#54 2nd Foster Caretaker's
Race
|
2 |
Screen: Resource/Directory/Homes/Household Members The "ethnicity" box contains all the Federal options for "race" plus the AFCARS value "unable to determine." The check boxes for a race category and "unable to determine" cannot both be selected. If "unable to determine" is selected the race categories are disabled. The State needs to remove the default of missing data from zeros to spaces. For cases in which the child is in a relative foster home and the race is missing, the program code should map these to blank. Case file review findings: 9 (13%) of the records analyzed did not match what was reported in AFCARS. The majority of the cases were of relative foster homes. |
| #55 2nd Foster Caretaker's
Hispanic Origin 0 = Not Applicable 1 = Yes 2 = No 3 = Unable to Determine |
3 |
Screen: Resource/Directory/Homes/Household Members Frequency report (n=1,448): Not Applicable = 615 (42%); Yes = 13 (1%); No = 574 (40%); Unable to Determine = 0; Not Reported = 246 (17%) Case file review findings: 9 (13%) of the records analyzed did not match what was reported in AFCARS. |
| #56 Date of Discharge ___(mo) ___ (day)____(year) |
2 |
Screens: Service Authorization, service authorization tab or
Service Authorization, unpaid placement tab Initialized to zero. Both the unpaid placement and child placement tables are queried to select the data for this element. There are State codes for element #58 that should not be mapped to AFCARS as exit reasons. The State needs to ensure that the worker is not entering "end dates" for these placement changes. The rating factor for this element was changed due to its relationship with element #58. |
| #57 Date of Discharge
Transaction Date ___(mo) ___ (day)____(year) |
4 |
Program code: Paragraphs 51000, 80069 Initialized to zero |
| #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 |
2 |
Screens: Service Authorization, service authorization tab or
Service Authorization, unpaid placement tab Frequency report (n=1,448): Not Applicable = 1,192 (82%); Reunify = 111 (8%); Living with Other Relative (s) = 40 (3%); Adoption = 48 (3%); Emancipation = 22 (2%); Guardianship = 6; Transfer to Another Agency = 20 (1%); Runaway = 8 (1%); Death of Child = 1 The same screen is used to record information for placement start/end dates and changes in placement and discharge from the agency's care and placement. If the placement change reason is the same as an outcome reason, a message comes up asking for the worker to indicate if this is an end to the removal episode. The State is mapping the following values to AFCARS: 2510, provide status change/no placement change; 2511, moved with siblings; 1563, moved to more appropriate placement/still in care; and, 4305, moved to less restrictive placement (still removed from care). These codes represent changes in placement and not exits from the child welfare agency's responsibility for care and placement and must be removed from the program code for this element. The State needs to map cases that are discharged from its care and placement and go to the Division of Juvenile Justice as "transfer to another agency." |
| Source(s) of Federal
financial support/assistance for child 0=Does not apply 1=Applies |
blank cell | For elements #59 - 65 the program code checks for payments within the report period by checking the effective date and the end date. |
| #59 Title IV-E Foster Care | 4 |
Screen: Client/Finances/Eligibility Characteristics tab Frequency report (n=1,448): Doesn't Apply = 758 (52%); Applies = 690 (48%); Not Reported = 0 The program code checks first for a "yes". If it is found, the program code then checks for a claim. |
| #60 Title IV-E (Adoption Subsidy) | 4 |
Frequency report (n=1,448): Does Not Apply = 1,448 (100%); Applies = 0; Not Reported = 0 The State does not claim title IV-E adoption assistance for children in foster care. |
| #61 Title IV-A | 2 |
Screen: Client/Finances/Emergency Assistance tab Frequency report (n=1,448): Does Not Apply = 1,342 (93%); Applies = 106 (7%); Not Reported = 0 The program code checks for a relative placement. The State needs to research what information is received through the IV-A interface and check if "emergency assistance" is being mapped to this element. Emergency assistance must be mapped to element #65. |
| #62 Title IV-D (Child Support) | 2 |
Screen: Client/Finances/Income tab Frequency report (n=1,448): Does Not Apply = 1,448 (100%); Applies = 0; Not Reported = 0 There is an interface between BRIDGES and the New England Child Support Enforcement System (NECSES). The exchange of information is one-way from BRIDGES to NECSES. The child welfare agency receives child support payment information and it is entered manually by the fiscal staff on the Restitution screen. The State needs to add program code to look at this screen. |
| #63 Title XIX Medicaid | 4 |
Screen: Client/Finances/Eligibility Characteristics tab Frequency report (n=1,448): Does Not Apply = 78 (5%); Applies = 1,370 (95%); Not Reported = 0 |
| #64 SSI or other Social Security Act Benefits | 2 |
Screen: Client/Finances/Income tab Frequency report (n=1,448): Not Reported = 0; Does Not Apply = 1,448 (100%); Applies = 0 The fiscal manager enters payment information on the Restitution screen. The program code needs to be modified to check the restitution screen. Case file review findings: 11 (15%) of the records analyzed did not match what was reported in AFCARS. |
| #65 None of the Above | 2 |
Frequency report (n=1,448): Does Not Apply = 1,386 (96%); Applies = 62 (4%); Not Reported = 0 If elements #59 - 64 are "0," then this element "applies." The "income" tab of the Client/ Finances/Income screen has a drop down selection list with other "income" types. The State does not map these other income types to AFCARS. The State needs to map "income codes" to this element. |
| #66 Amount Of Monthly Foster Care Payment (regardless of source) | 4 | blank cell |
| AFCARS Element | Rating Factor | Comments/Notes |
|---|---|---|
| #1 State FIPS Code | 4 | blank cell |
| #2 Report Period End Date | 4 | blank cell |
| #3 Record Number | 4 | blank cell |
| #4 State Agency
Involvement 1 = Yes 2 = No |
4 | The State only reports those adoptions in which it is involved in and not other private agency adoptions. |
| #5 Child Date of Birth | 4 | blank cell |
| #6 Child Sex 1 = Male 2 = Female |
4 | blank cell |
|
#7 Child Race
|
2 |
Screen: Client/General, Information tab, "ethnicity" box The "ethnicity" box contains all of the Federal options for "race" plus the AFCARS value "unable to determine." The check boxes for a race category and "unable to determine" cannot both be selected. If "unable to determine" is selected, the race categories are disabled. The program code maps spaces in each race category to "does not apply" for each race. If no race information is found, then the program code will default to "unable to determine." |
| #8 Child Hispanic
Origin 1 = Yes 2 = No 3 = Unable to Determine |
4 |
Frequency report (n = 48): Yes = 2 (4%); No = 45 (94%); Unable to Determine = 1 (2%); Not Reported = 0 |
| #9 Has Agency Determined
Special Needs 1 = Yes 2 = No |
4 |
Frequency report (n = 48): Yes = 48 (100%); No = 0; Not Reported = 0 This field is initialized to "no." This element is derived from the responses in the field "child's special needs." If one of the special needs categories is marked as "primary," this field is coded as "yes." |
| #10 Primary Basis for
Determining Special Needs 0 = Not Applicable 1 = Racial/Original Background 2 = Age 3 = Membership in a Sibling Group 4 = Medical Conditions or Mental, Physical or Emotional Disabilities 5 = Other State Defined Special Needs |
2 |
Frequency report (n = 48): Not Applicable = 0; Racial/Original Background = 0; Age = 18 (38%); Sibling Group = 7 (15%); Medical Conditions or Mental, Physical or Emotional Disabilities = 9 (19%); Other = 14 (29%); Not Reported = 0 The program code checks for the category that is marked as "primary." |
| #11 - 15 Diagnosed disabilities | blank cell |
Screen: Assessment, apparent disabilities tab and Employment/Education/Military, special education tab State codes: 538 = Behavioral/Psychological; 539 = Physical/Medical; and 540 = Strengths There is an "items for selection" list that can be viewed in its totality or the worker can filter alphabetically. Elements #11 - 15 are initialized to "zero." Post-site visit analysis: The State submitted modified mapping documentation for the disability conditions. The State's new mapping is correct. ACF will need to analysis the revised extraction code. |
| #11 Mental Retardation | 2 | blank cell |
| #12 Visually/Hearing Impaired | 2 | blank cell |
| #13 Physically Disabled | 2 | blank cell |
| #14 Emotionally Disturbed | 2 | blank cell |
| #15 Other Diagnosed Condition | 2 | blank cell |
| #16 Mother's Birth Year | 4 | blank cell |
| #17 Father's Birth Year | 3 | Case file review findings: Three (10%) of the records analyzed did not match what was reported in AFCARS. The error cases indicate there were dates of birth that were not reported or there were data entry errors. |
| #18 Mother Married at Time of
Birth 1 = Yes 2 = No 3 = Unable to Determine |
2 |
Screens: Subsidy, general tab and Client Information,
information tab. Frequency report (n = 48): Yes = 13 (27%); No = 35 (73%); Unable To Determine = 0; Not Reported = 0 This information is collected on the adoption screens. This information should be recorded on the "general client" information screen or the "service authorization/removal screen." The State may want to consider adding a marital status history field that would collect the start and end dates of a marriage. The program code looks for "marital status." The reference to the "client information screen" needs to be removed from the program code. The program code does not check the "mother married at time of child's birth" field on the subsidy screen. Case file review findings: Four (14%) of the records analyzed did not match what was reported in AFCARS. In each of the error cases the reviewer indicated the response should have been "no" and not "yes." |
| #19 Date of Mother's TPR | 3 |
Case file review findings: Three (10%) of the records analyzed did not match what was reported in AFCARS. In two of the error cases, the dates found by the reviewers were before the date reported in AFCARS. In the other, the date was after the date reported in AFCARS. |
| #20 Date of Father's TPR | 3 |
Case file review findings: Four (15%) of the records analyzed did not match what was reported in AFCARS. In the error cases, three of the dates found by the reviewers were before the dates reported to AFCARS; the other was after the date reported. |
| #21 Date Adoption Legalized | 4 | Extracted directly from the screen. |
| #22 Adoptive Family
Structure 1 = Married Couple 2 = Unmarried Couple 3 = Single Female 4 = Single Male |
4 | Frequency report (n = 48): Married Couple = 35 (73%); Unmarried Couple = 0; Single Female = 11 (23%); Single male = 2 (4%); Not Reported = 0 |
| #23 Adoptive Mother's Year of Birth | 4 | blank cell |
| #24 Adoptive Father's Year of Birth | 4 | blank cell |
|
#25 Adoptive Mother's Race
|
2 |
Screen: General Client Information The "ethnicity" box contains all of the Federal options for "race" plus the AFCARS value "unable to determine." The check boxes for a race category and "unable to determine" cannot both be selected. If "unable to determine" is selected, the race categories are disabled. The program code has an edit that if none of the races are selected, "unable to determine" is selected. The State needs to remove the default of missing data from zeros to spaces. |
| #26 Adoptive Mother's
Hispanic Origin 0=Not Applicable 1 = Yes 2 = No 3 = Unable to Determine |
2 | blank cell |
|
#27 Adoptive Father's Race
|
2 |
Screen: General Client Information The "ethnicity" box contains all of the Federal options for "race" plus the AFCARS value "unable to determine." The check boxes for a race category and "unable to determine" cannot both be selected. If "unable to determine" is selected, the race categories are disabled. The program code has an edit that if none of the races are selected, "unable to determine" is selected. The State needs to remove the default of missing data from zero's to spaces. |
| #28 Adoptive Father's
Hispanic Origin 0=Not Applicable 1 = Yes 2 = No 3 = Unable to Determine |
4 | blank cell |
| #29 -32 0=Does Not Apply 1=Applies |
blank cell |
Screen: Adoption Subsidy, General tab The worker can only select one relationship. The State needs to modify the system to allow more than one relationship to be selected. |
| #29 Relationship of Adoptive Parent to Child - Stepparent | 2 |
Frequency report (n=48); Does Not Apply = 48 (100%); Applies = 0; Not Reported = 0 |
| #30 Relationship of Adoptive
Parent to Child - Other Relative 0=Does Not Apply 1=Applies |
2 | Frequency report (n = 48): Does Not Apply = 46 (96%); Applies 2 (4%); Not Reported = 0 |
| #31 Relationship of Adoptive
Parent to Child - Foster Parent 0=Does Not Apply 1=Applies |
2 | Frequency report (n = 48): Does Not Apply = 7 (15%); Applies = 41 (85%); Not Reported = 0 |
| #32 Relationship of Adoptive
Parent to Child - Other Non-Relative 0=Does Not Apply 1=Applies |
2 | Frequency report (n = 48): Does Not Apply = 43 (90%); Applies 5 (10%); Not Reported = 0 |
| #33 Child Was Placed
from 1 = Within State 2 = Another State 3 = Another Country |
4 | blank cell |
| #34 Child Was Placed by 1 = Public Agency 2 = Private Agency 3 = Tribal Agency 4 = Independent Person 5 = Birth Parent |
2 |
Screen: Adoption Subsidy, General tab Frequency report (n = 48): Public Agency = 46 (96%); Private Agency = 2 (4%); Tribal Agency = 0; Independent Person = 0; Birth Parent = 0; Not Reported = 0 State needs to add "6166, independent person" to the program code. |
| #35 Receiving Monthly
Subsidy 1=Yes 2=No |
2 |
Screen: Service/Authorization Frequency report (n = 48): Yes = 48 (100%); No = 0; Not Reported = 0 State does not check for "Medicaid only" or State child health insurance subsidies. |
| #36 Monthly Amount | 2 |
Screen: Service Authorization The program code extracts the amount entered in the "rate" field and then multiplies it by 30 to get the monthly rate. It is not extracting the actual amount entered in the Adoption Agreement. The screen has a field for "total amount." The program code initializes this field to zeros. If a rate is not found, zeros will be reported in AFCARS. Based on the case file findings, this information is not being entered into the system. Case file review findings: 27 (90%) of the records analyzed did not match what was reported in AFCARS. All of the error cases were reported with a zero amount for the monthly payment. However, the reviewers found an amount on the adoption assistance/subsidy agreement. |
| #37 Adoption Assistance -
IV-E 1=Yes 2=No |
2 |
Frequency report (n = 48): Yes = 44 (92%); No = 4 (8%); Not Reported = 0 The program code does not include the State's code "6691, IV-E." |
