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Home > Statistics & Research > AFCARS Assessment Reviews > New Mexico Assessment Review > AFCARS Assessment Review On-Site Findings - General Requirements

AFCARS Assessment Review On-Site Findings - General Requirements
State: New Mexico

Requirement Finding/Notes Rating Factor
Population Requirements 4
45 CFR 1355.40(a) Scope of the data collection system - foster care

Must include all children in foster care for whom the agency has responsibility for placement, care, or supervision (45 CFR 1355.40(a)(2)).		 Yes


 blank cell
  • All children who are required to be provided the protection of section 422(b)(10) of the Social Security Act (the Act) (Appendix A - SECTION II).
 Yes blank cell
  • All children supervised by or under the responsibility of another public agency with which the title IV-B/E agency has an agreement under title IV-E and the State makes title IV-E foster care maintenance payments (Appendix A - SECTION II).
 The State only has one IV-E Child Welfare Demonstration Grant with the Zuni Tribe. At this time the Tribe is not yet receiving direct title IV-E funds. Once that begins the State will report in its AFCARS file the Tribes foster care information. The State does not have IV-E agreements with Juvenile Justice, at this time. If an agreement is signed CYFD will have to report on the JJ children receiving IV-E. blank cell
Includes Native American children covered under section 422(b)(10) of the Act, (45 CFR 1355.40(a)(2)). Yes blank cell
Out of State placements. The State making the placement submits the information on the child (45 CFR 1355.40(a)(2)). Yes blank cell
Includes all children who have been in foster care at least 24 hours (Appendix A - SECTION II). Yes. The State is also reporting those removals that are less then 24 hours. The State should not include them in the extract. blank cell
Does not include children who are in their own homes under the responsibility of the State agency (Appendix A - SECTION II). Yes blank cell
Includes all children who are in the placement, care, or supervision responsibility of the title IV-B/E agency that are on "trial home visits" (Child Welfare Policy Manual, Section 1, AFCARS). Yes blank cell
Includes youth over the age of 18 if a payment is being made on behalf of the child (Child Welfare Policy Manual, Section 1, AFCARS). Yes blank cell
45 CFR 1355.40(a) Scope of the data collection system - adoption blank cell blank cell
Includes all adopted children placed by the agency, and all adopted children for whom the State agency is providing adoption assistance (either ongoing or for non-recurring expenses), or for whom care or services are provided directly or by contract or agreement with other private or public agencies (45 CFR 1355.40(a)(3)). Yes blank cell
  • Report on all children adopted in the State during the reporting period in whose adoption the State has had any involvement. All adoptions after 10/1/94 that meets the criteria below must be reported. Criteria (Appendix B - Section II):
    1. Children who had been in foster care under the responsibility and care of the agency.
    2. All special needs children, whether or not they were in the public foster care system prior to their adoption and for whom non-recurring expenses were reimbursed.
    3. Children adopted for whom an adoption assistance payment or service is being provided based on arrangements with the State agency.
 Yes blank cell
Adoptions prior to 10/1/94, with title IV-E adoption subsidies, report aggregate data (45 CFR 1355.40(a)(3)). Need to follow up on. blank cell
For children adopted out of state, the placing State reports the adoption data (45 CFR 1355.40(a)(3)). Yes blank cell
Voluntarily reports on all other adoptions. (Appendix B - Section II). State will not be doing the voluntary reporting of adoptions. blank cell
Technical Requirements 2
45 CFR 1355.40(b) Foster care and adoption reporting requirements blank cell blank cell
The data must be extracted from the data system as of the last day of the reporting period (45 CFR 1355.40(b)(1)). Yes blank cell
The data must be submitted in electronic form as described in Appendix C (45 CFR 1355.40(b)(1)). Yes blank cell
The data must be in record layouts as delineated in Appendix D (45 CFR 1355.40(b)). Yes blank cell

Appendix A, 45 CFR 1355 Foster Care Data Elements and Appendix B, 45 CFR 1355 Adoption Data Elements

State uses sequential numbering of the case record number or encrypts the record number.


State uses an encryption routine.		 blank cell
Appendix C, 45 CFR 1355 Electronic Data Transmission Format blank cell blank cell
Data file must be in ASCII format. Yes blank cell
Elements must be comprised of integer (numeric) value(s). Yes blank cell
All records must be a fixed length. Yes blank cell
ACYF-PI-CB-95-09, Reissued May 23, 1995 blank cell blank cell
State extracts all records based on the transaction date of discharge. No blank cell
Technical Bulletin #2, File Format blank cell blank cell
State uses correct file name for transmission. Yes blank cell
Data Extraction blank cell blank cell
For children who are in care on the last day of the reporting period, information as of the last day of the period is extracted. Yes blank cell
For children who were discharged during the period, information on the most recent episode is extracted.

Yes

The State may be under-reporting the adoption population. The State needs to develop a method to ensure all adoption records get extracted and reported to AFCARS.		 blank cell
File Creation blank cell blank cell
State attaches footnotes to files. Yes blank cell
State is using proper format for the creation of footnotes. Yes blank cell
State uses DCU and DQU on its data file. Yes, DCU blank cell
Data Conversion blank cell blank cell
State transferred historical information on open cases. Specifically, it included information on: date of first removal, total number of removals, and whether the child's mother was married at the time of the child's birth. If the case was open at the time of conversion, information on the number of placements settings was included. Yes blank cell
The information system has the capability of recording historical information. This should apply to both open cases in which historical information must be entered, and for closed cases that re-open after conversion and must be entered into the system
No.
State proposed a solution to resolve how to collect and report historical data.		 blank cell