Screens: Administrative Review and Court Hearing Review, Hearings tab
Program code: Paragraph 80070, 80075, 80078 & 80080 - checks for hearing date

1) There is no parameter in the program code to check for a date within the current removal episode.

2) The selection list on the screen contains the option "permanency review hearing." This value is not in the program code.

3) The program code contains the code "6355, relinquishment."

4) Case workers may be incorrectly selecting the option "review" for other types of court hearings.

1a) Modify the program code by adding a parameter to extract dates for the current removal episode only.

1b) Submit the revised code to ACF.

2a) Modify the program code to include the State value "12006, Permanency Review Hearing."

2b) Submit the revised code to ACF.

3a) Remove "6355, relinquishment" from the program code.

3b) Submit the revised code to ACF.

Supervision/Training
4) Conduct refresher training on the correct meaning of each of the options on the selection list.

Screens: Client Information, characteristics tab
Program code: Paragraph 50000

1) Missing data are mapped to "not yet determined."

2) 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.

1a) Modify the program code to map missing data to blank.

1b) "No" must be added to the program code.

1c) Submit the revised code to ACF.

2a) The State must use the "child diagnosed with disability" field for extraction and ensure that this information is entered correctly.

2b) Submit the revised code to ACF.

3a) Remove the value "540, strength" from the program code.

3b) Submit the revised code to ACF.

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

Screen: Assessment, apparent disabilities tab and Employment/Education/Military, special education tab
Program code: Paragraphs 50000, 80040, 80042.

1) Elements #11 - 15 are initialized to "zero."

2) ACF will need to analysis the revised extraction code.

1) Remove the initialization to zeros from the program code. The fields should be initialized to space.

2) Submit revised program code to ACF.

3) If applicable, submit revised screen prints.

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

Screen: Service Authorization, removal tab.
Program code: Paragraph 80030 and 50000

1) The State maps the value "other" to "unable to determine."

1a) Modify the program code to map "other" to blank.

1b) Submit the revised program code to ACF.

2a) The State needs to add the value "966, unknown" to the program code.

2b) Submit the revised code to ACF.

Supervision/Training
3) 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.

4) Ensure the timely and accurate entry of this information.

1) If the information for this field is left blank, but the answer to element #16 is "yes," the response to this element is "unable to determine."

1a) Modify the program code to map missing age at time of adoption to blank.

1b) If the answer to element #16 is "no," this element's response must be "not applicable."

1c) Submit revised program code to ACF.

Supervision/Training
2) Accuracy of data needs to be assessed once changes to element #16 are completed.

3) Ensure workers are entering data correctly.

Suggestions
1) 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.

Screen: Service Authorization, removal tab
Program code: Paragraph 80055

1) The program code indicates that if there is a zero count it will move "01."

1) Modify the program code to set the field to spaces, or to zero, if there is no information.

2) Submit the revised code to ACF.

Screen: Service Authorization, removal tab
Program code: Paragraphs 50000 and 80060

1) Based on the case file findings, there were instances where more than one removal was reported in element #19 but the date of discharge from a previous episode was blank.

2) Analysis of the case files revealed additional problems with the extraction of this element.

3) Findings for the elements #56 and #58 affect this element.

1) Evaluate the cause of the findings from the case file review and provide ACF with the State's analysis.

Screen: Service Authorization, removal tab
Program code: Paragraphs 50000 and 80045

1) The program code contains "Removal_DT_minus-30."

1) The State staff need to evaluate the purpose of this code and provide ACF with the results of the evaluation.

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

Program code: Paragraph 80045

1) The program code contains "Removal_DT_minus-30."

1) The State staff need to evaluate the purpose of this code and provide ACF with the results of the evaluation.

Screen: Service Authorization, "Srvc. Auth" tab
Program code: Paragraph 50000, 80068

1) The program code defaults to a count of "1."

2) The State is not including juvenile justice facilities or non-acute hospitalizations in the count of settings.

3) The State is counting returns to the same placement setting from a runaway status and a "trial home visit."

4) The State is including acute care hospitalizations in the number of placement moves.

5) Not all placements for children placed in contracted child placement agencies are entered into the system.

1a) The State must initialize the field to space and leave it blank, or "zero," if there is no placement information.

1b) Submit the revised program code to ACF.

2a) Modify the program code and include juvenile justice facilities and non-acute hospitalizations.

2b) Submit the revised program code to ACF.

3a) Modify the program code to not include a return to the same setting from a "trial home visit" or a runaway.

3b) Submit the revised program code to ACF.

4a) 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.

4b) The State should review the policy clarification on placement counts in the AFCARS section of the Child Welfare Policy Manual.

4c) Submit the revised program code to ACF.

Supervision/Training
5) Implement a process to gather information on placement moves from contracted agencies.

6) Ensure that placement moves within settings of a child placing agency are entered timely into BRIDGES.

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

Screen: Service Authorization, removal tab
Program code: Paragraph 50000

1) The State implemented "voluntary placement agreements" approximately a year and a half prior to the site visit.

1a) The program code contains the State code "3038," which is an obsolete code. Currently, it is mapped to "voluntary placement."

2) 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."

1a) "Voluntary placement" is not an option on the selection list. It needs to be added to the options list and included in the program code.

1b) State could use this code when it adds "voluntary placement agreement" to the screen.

1c) Submit the revised program code to ACF.

1d) Submit the revised screens and selection list to ACF.

2) Modify the program code to map "arrest" to blank.

2a) The State may want to consider removing "arrest" from the option list if it is not being used.

Screen: Resources, General Information, Service Authorization, Service Authorization tab; Unpaid Placement tab; Placement History Tab; and Trial Visits tab
Program code: Paragraph s 51000, 80090, 80100, and 80105 (THV)

1) The State is not capturing the living arrangement in instances when the child is in the home of the people planning to adopt the child as a "pre-adopt" home.

2) Relatives who become licensed foster home are not reported as a "relative" for the foster child that is related to them.

3) The State is not mapping group homes based on size.

4) The codes for independent living arrangements are not in the program code.

5) The screen for "trial visits" is not being used on a regular basis.

1a) Replace the code "6449, Adoptive Home/Subsidy" with "6049 - adopting."

1b) Map the code "6049 - adopting" to "pre-adopt home."

1c) Submit the revised program code to ACF.

2a) Modify the program code to check the relationship between the foster child and foster parent and if related, map to "foster family home -relative."

2b) Submit the revised program code to ACF.

3a) Re-evaluate the size of the State's group homes based on the AFCARS definition of the size of a group home (7 to 12 beds).

3b) Map facilities licensed for more than 12 beds to the AFCARS value "5, institution."

3c) Map group home facilities licensed for less than 7 beds to "family foster home, non-relative."

3d) Submit the revised program code to ACF.

4a) Modify the program code and add the State's values "5461"and "8356."

4b) Submit the revised program code to ACF.

Supervision/Training
5) The State needs to consider training on 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.

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

Suggestions
1) The State can footnote the number of "group homes" that are being mapped to "foster homes" or "institutions." The State can footnote whether the pre-adopt home is a relative home.

2) The State's codes for "independent living," "trial home visit," and "pre-adoption" should be added to the mapping form.

Screen: Case Permanency Plan, Permanency Plan Detail
Program code: Paragraph s 80110 and 50000.

1) The code "336, Independent living" is an obsolete code. There is no other code mapped to "emancipation/ independent living."

2) The State receives guardianship of children that are in long term foster care. In some cases, it may be a co-guardianship with a relative or a non-relative foster home.

1a) Once all cases with this code have exited care, remove it from the program code.

1b) Identify and map a code for case plan goals reflecting "emancipation/independent living."

1c) Submit the revised program code and tables to ACF.

2a) Modify the program code to map "co-guardianship" to either a relative or non-relative, depending on the situation.

2b) Submit the revised code to ACF.

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

Screen: Service Authorization, Removal tab
Program code: Paragraph 50000

1) "Other" is mapped to "unable to determine."

1a) Map "other" to spaces.

1b) Submit the revised code to ACF.

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

Screen: Resource/Directory/Homes/Inquiry
Program code: Paragraph 52000

1) 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.

2) 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."

1a) Modify the program code to extract information on all relative foster parents.

1b) Submit the revised code to ACF.

2a) Modify the program code to initialize this element to blank.

2b) Submit the revised code to ACF.

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

4) Implement a process to ensure case workers enter information on relatives.

Screen: Resource/Directory/Homes/Household Members
Program code: Paragraphs 52000and 80155

1) The program code defaults missing data to zero.

2) Information on relative foster parents is not being consistently entered or extracted.

1a) Modify the program code to map all missing data to blanks.

1b) Submit the revised code to ACF.

2a) Ensure that the program code is correctly extracting all demographic information on relative foster parents.

2b) If applicable, submit any changes to the program code to ACF.

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

Screens: Service Authorization, service authorization tab or Service Authorization, unpaid placement tab
Program code: Paragraphs 51000, 80069

1) There are State codes for element #58 that should not be mapped to AFCARS as exit reasons. This may be affecting dates extracted for this element.

1a) The State needs to evaluate the effects of changes for element #58 on the date extracted for this element.

1b) Submit analysis or the modified program code, as applicable.

Supervision/Training
2) The State needs to ensure that workers are not entering "end dates" for the placement changes noted in element #58.

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

Screens: Service Authorization, service authorization tab or Service Authorization, unpaid placement tab
Program code: Paragraphs 51000 and 80069

1) 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).

2) The State is not mapping cases that are transferred to the Division of Juvenile Justice in which the child is not longer in the agency's care and placement responsibility as discharged due to "transfer to another agency."

1a) Modify the program code to not extract these values for exit reasons.

1b) Map these reasons to blanks.

1c) Submit the revised code to ACF.

2a) Modify the program code to map exits to the Division of Juvenile Justice as "transfer to another agency."

2b) Submit the revised program code to ACF.

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

Screen: Client/Finances/Emergency Assistance tab
Program code: Paragraph 80100 and 51000

1) The State indicated it needs to research what information is received through the IV-A interface and check if "emergency assistance" is being mapped to this element.

1a) Provide the findings to ACF.

1b) If "emergency assistance" is included, it must be mapped to element #65.

1c) If changes need to be made, provide the revised program code to ACF.

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

Screen: Client/Finances/Income tab

1) The exchange of information is one-way from BRIDGES to New England Child Support Enforcement System (NECSES). The child welfare agency receives child support payment information and it is entered manually by the fiscal staff on the Restitution screen. There is no program code to extract information from this screen.

1a) Revise the program code to extract whether a child support payment was made on behalf of the child within the current removal episode.

1b) Provide the revised program code to ACF.

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

Screen: Client/Finances/Income tab

1) The fiscal manager enters payment information on the restitution screen. However, the program code does not check this screen.

1a) Modify the program code to check the restitution screen for benefits.

1b) Provide the revised program code to ACF.

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

Screen: Client/Finances/Income

1) The program code does not check if there are other types of income.

1a) Modify the program code to extract other types of income, such as trust funds, title IV-B funds, or Social Services Block Grant funds.

1b) Submit the revised code to ACF.

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

Screen: Service Authorization, removal tab
Program code: Paragraph 80050

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

3 Screen: Service Authorization, "Srvc. Auth" tab
Program code: Paragraph 80065

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

Screen: Service Authorization, removal tab
Program code: Paragraph 80085, 80086 & 80087

The information provided for elements #26 - 40 should only reflect information at the time of removal.

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

2) The State needs to ensure that "child behavior" problem is selected for the juvenile justice youth under an interagency agreement.

3) Monitor that workers do not update this information based on information learned through assessments after the child has been removed from his/her home.

Screen: Client/General Information , Information tab
Program Code: Paragraphs 50000 and 80120

Dates were found in the paper case files and had not been entered into BRIDGES.

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

Screen: Relationships screen for Mother & Father Termination
Program code: Paragraph 80140, 80142

Dates were found in the paper case files and had not been entered into BRIDGES.

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

Screen: Resource/Directory/Homes/Household Members
Program code: Paragraphs 52000 and 80155

Dates were found in the paper case files and had not been entered into BRIDGES.

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

2) Implement a process to ensure case workers enter information on relatives.

Screen: Resource/ Directory/Homes/Household Members
Program code: Paragraphs 52000 and 80155

1) Information was found in the paper case files and had not been entered into BRIDGES, specifically for relatives.

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

2) Implement a process to ensure case workers enter information on relatives.

Screen: Client/General, Information tab, "ethnicity" box
Program code: Pages 11 - 14, and 22

1) 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."

1a) Modify the program to remove the default of checking for all "no" responses and mapping them to "unable to determine."

1b) Modify the program code to map missing data to blanks.

1c) Submit the revised code to ACF.

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

Screen: Assessment, apparent disabilities tab and Employment/Education/Military, special education tab

See Findings in the Foster Care Matrix.

See Tasks in the Foster Care Matrix.

Screens: Subsidy, general tab and Client Information, information tab.
Program code: Pages 9 and 30

1) This information is collected on the adoption screens.

2) The program code looks for "marital status" and references the "client information screen."

2a) The program code does not check the "mother married at time of child's birth" field on the subsidy screen.

1a) Modify the screens to collect this information on a foster care case management screen, such as the "general client" information screen or the "service authorization/ removal screen."

1b) Submit the revised code to ACF.

2a) Remove the program code related to the client information screen.

2b) Modify the program code to extract this information directly from the "mother married at time of child's birth" field.

2c) Submit the revised code to ACF.

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

Suggestions
The State may want to consider adding a "marital status" history field that would collect the start and end dates of a marriage.

Screen: Adoption Subsidy, General tab
Program code: Page 35

1) The State does not report all possible relationships between the child and the adoptive parents.

1a) Modify the system, screen and program code to allow more than one relationship to be selected.

1b) Submit to ACF a copy of the revised screen.

1c) Submit revised program code to ACF.

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

3) Implement training on entering more than one relationship.

Screen: Adoption Subsidy, General tab
Program code: Page 36

1) The program code does not include the State's code "6166, independent person."

1a) Modify the program code to include mapping for "6166, independent person."

1b) Submit the revised code to ACF.

Screen: Service/Authorization
Program code: Page 32

1) The program code does not check for "Medicaid only" or State child health insurance subsidies.

1a) Modify the program code to include "Medicaid- only" subsidies.

1b) Submit the revised code to ACF.

Screen: Service Authorization
Program code: Page 33

1) The program code does not extract the actual amount entered in the Adoption Agreement.

1a) The program code must be modified to extract and report the agreed upon amount in the Adoption Agreement

1b) Submit the revised code to ACF.

Training/Supervision
2) Staff must be instructed to enter the actual amount of the monthly subsidy as stated in the Adoption Agreement.

3) Timely entry of this information needs to be addressed by supervisors.

Program code: Page 32

1) The program code does not include the State's code "6691, IV-E."

1a) Modify the program code to include the State's code "6691, IV-E."

1b) Submit the revised code to ACF.

The error cases in the case file review indicate there were dates of birth that were not reported, or there were data entry errors.

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

See Findings in the Foster Care Matrix.

See Tasks in the Foster Care Matrix.