#9 Child’s Hispanic/Latino Origin

1 = Yes

2 = No

3 = Unable to Determine

2

Screen selections are “yes,” “no,” and “unknown.” 

There are two screens that the worker can use to enter this information.  On one of the screens, the field pre-fills with the response “unknown.”    

State staff believes “yes” responses are underreported.  This was identified as a training issue.  Workers also need to be made aware of the AFCARS meaning for “unable to determine.”

Change the option “unknown” to “unable to determine.” 

Modify the screen to pre-fill to blank.

Submit revised program code and copies of screen prints to ACF.

Implement training and supervisory oversight for the correct entry of this data. 

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

1=Yes

2=No

3=Not yet  Determined

2

The screen defaults to “not yet determined.” 

This is not a mandatory field for the workers to complete.

The State proposed to default the window to “not yet reported.”

The State is adding “not yet reported” to the options list.

Modify the screen to pre-fill to blank.

State should consider making this a mandatory field.

The screen must pre-fill to blank. 

Submit revised program code and copies of screen prints to ACF.

Develop and implement a training/oversight plan to ensure correct data is entered into the system.

#11 Mental Retardation

#12 Visually/Hearing Impaired

#13 Physically Disabled

#14 Emotionally Disturbed

#15 Other Diagnosed Condition

[0 = Does not apply]

1 = Applies

2

The screen has limited options for workers to select.  The options are the same as the AFCARS categories plus the option “learning disability.”

Review and revise the options for workers to select. 

Resources:  AFCARS Disability Code List and the NRC-ITCW.

Submit revised program code and copies of screen prints to ACF.

#16 Has this child ever been adopted?

1 = Yes

2 = No

3 = Unable to Determine

2

The “maintain participant information” screen contains a section “participant NCANDS information.” There are both AFCARS and NCANDS information listed. 

The screen pre-fills to “no.”  If the worker does not change the information, and saves the screen, the response remains “no.”

The State staff remarked that the wording of the question on the screen should be changed.

State should separate the “NCANDS” and “AFCARS” collection to make it clearer to the worker. 

Modify the screen to pre-fill to blank.

Modify the question to reflect if the child had ever been adopted prior to the current removal episode.

Submit copies of revised screens to ACF.

Develop and implement a training/oversight plan to ensure correct data is entered into the system.

#17 How old was the child when the adoption was legalized?

2

If the adoption legalized date is not known, workers select “unknown,” which is mapped to “unable to determine.” 

Modify code to map “unknown” to blank.  The State’s proposed solution is not correct.  The State proposed:

“The ‘Unknown’ checkbox next to the ‘Date Adoption Legalized’ will be enabled only if the value displayed in the ‘Date Adoption Legalized’ box is ‘00/00/0000’ and ‘Yes’ is selected in the ‘Is this child adopted?’ box.

If the worker selects ‘Yes’ in the ‘Is this child adopted?’ box, the ‘Unknown’ checkbox is not checked, and no date has populated the ‘Date Adoption Legalized’ box from the appropriate hearing record, then a message will be displayed to remind you to properly complete the Hearing record.  The message reads:

‘The Adoption Hearing record is incomplete.  Please complete a Hearing record on the Court Activity window.’”   

If the date of the adoption is not known, then this element should be left blank.  Also, this approach does not account for adoptions that occur outside of the State’s child welfare system. 

Submit revised program code and copies of screen prints to ACF.

#22 Date of Latest Removal Transaction Date

2

The program code selects the most recent time stamp of the initial approval.  This time stamp reflects the date the supervisor approves the removal from home.   This date should reflect the actual date the worker enters the removal date.  This is supposed to be a computer generated non-modifiable date.

Modify the program code to extract the transaction date associated with the date the worker enters the removal date.  This is a “fixed” date.

Submit revised program code to ACF.

#23 Date of Placement in Current Foster Care Setting

2

The program code does not extract the date that a child runs away from his/her placement setting. 

Modify the program code to extract the date a child runs away.

Train workers to enter “runaway” as a “placement setting” and enter the date the child ran away.

Submit revised program code to ACF.

Develop and implement a training/oversight plan to ensure correct data is entered into the system.

#24 Number of Previous Placement Settings in This  Episode

2

The program code contains a statement that excludes same day placements.  If the placement is overnight (covering two separate dates), the placement is counted.   The code should include a placement regardless of the length of time of the placement.

Modify the program code to not exclude same day placements.

The State needs to assess the length of time for hospitalizations to determine if it should be counted as a placement.

Develop and implement a training/oversight plan to ensure correct data is entered into the system.

#25 Manner of Removal From Home for Current placement Episode

1 = Voluntary

2 = Court Ordered

3 = Not Yet Determined

2

Once a VPA is signed, it should continue to be reported to AFCARS as a VPA, even if the agency obtains a court order at the end of the 180 days.

Modify either the program code or the screen (or both if necessary) so that removals due to a voluntary placement agreement are not changed after 180 days.

Submit revised program code and copies of screen prints to ACF.

Develop and implement a training/oversight plan to ensure correct data is entered into the system.

#33 Child Disability

2

Wording needs to be changed on the screen. 

If workers do not select the box that indicates this is a removal from home, this information is never entered until the record is corrected.

Modify the way this information is collected.  Provide ACF with a screen print indicating the change.

Develop and implement a training/oversight plan to ensure correct data is entered into the system.

ACF will evaluate re-submitted data.

#57 Date of Discharge Transaction Date

2

The program code selects the most recent time stamp of the initial approval of when the supervisor approves the end of placement.   This is supposed to be a computer generated non-modifiable date.

Post-site visit analysis:  The State removed the program code that selects the most recent time stamp of the initial approval.  However, it is not clear when and how the transaction date is created in the “episode” table.  

This date should reflect the actual date the worker enters the date of the discharge from foster care and be non-modifiable. 

Contact ACF to discuss the proposed changes to this element.

#3 Local Agency FIPS

3

The program code has been modified to retrieve the appropriate FIPS county code by using the location, the town, and zip code of the worker.

ACF will evaluate re-submitted data.

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

3

The State modified the program code to extract dates of periodic review that occur during the removal episode. 

Develop and implement a training/oversight plan to ensure correct data is entered into the system.

ACF will evaluate re-submitted data.

#18 Date of First Removal from Home

3

Workers may not be selecting the box that indicates a placement is a removal from home.

The frequencies and the case file review indicate that the accuracy of this data needs to be improved.

Develop and implement a method to ensure workers select the “removal” box.  Provide information to ACF.

#19 Total Number of Removals from Home

3

Workers may not be selecting the box that indicates a placement is a removal from home.

The frequencies and the case file review indicate that the accuracy of this data needs to be improved.

Develop and implement a method to ensure workers select the “removal” box.  Provide information to ACF.

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

3

See findings in element #56.   When workers select a “close placement reason” they are to indicate whether this is a closure of all removals.  Workers may not be selecting the box that indicates that this is a discharge from the removal episode.   This will affect the accuracy for foster care element #20.

Develop and implement a method to ensure workers select the “discharge” box.  Provide information to ACF.

#21 Date of Latest Removal

3

Workers may not be selecting the box that indicates a placement is a removal from home.

The frequencies and the case file review indicate that the accuracy of this data needs to be improved.

Develop and implement a method to ensure workers select the “removal” box.  Provide information to ACF.

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

#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

If workers do not select the box that indicates this is a removal from home, this information is never entered.

Implement training and supervisory oversight to ensure accurate data entry.

ACF will evaluate re-submitted data.

#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

3

Service type codes lists “pre-adoptive home.”  Staff was not sure if workers select this option.

The State modified the program code to extract the most current living arrangement at the time of the last placement.  “Runaway,” “trial home visit,” and RI training school are mapped to the appropriate AFCARS value.

Workers should select  the option “pre-adoptive home.”

Implement training and supervisory oversight to ensure accurate data entry.

ACF will evaluate re-submitted data.

State to verify whether independent living settings that are mapped to “group home” are supervised.

#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

Case plan goal are established within 60 days of assignment to the Family Services Unit worker.  This could be more than 60 days since the removal date.  

State must have workers enter a case plan goal within 60 days of a child’s removal.  If there is no case plan goal after 60 days map “not yet established” to blank.

Implement training and supervisory oversight to ensure accurate data entry.

#44 Caretaker Family Structure

1 = Married Couple

2 = Unmarried Couple

3 = Single Female

4 = Single Male

5 = Unable to Determine

3

State added an option “separated” to the selection list.

Implement a method to ensure that workers are using “separated” appropriately. 

Provide a description to ACF how the State intends to monitor accuracy. 

#45 1st Primary Caretaker's Birth Year

3

Based on the case file findings (see the detailed case file findings), caseworkers are not   entering this information into the electronic case file.    

Implement a method to ensure that workers enter this data.  Provide a description to ACF how the State intends to monitor accuracy. 

#46 2nd Primary Caretaker's Birth Year (if applicable)

3

Based on the case file findings (see the detailed case file findings), caseworkers are not entering this information into the electronic case file. 

Implement a method to ensure that workers enter this data.  Provide a description to ACF how the State intends to monitor accuracy. 

#47 Mother’s Date of TPR

#48 Legal or Putative Father’ TPR

3

The program code was changed to include the code “1085, deceased date.”  If there is no TPR date the program will check for a deceased date and if one is present it will map it to the TPR date.

Implement a method to ensure that workers enter this data.  Provide a description to ACF how the State intends to monitor accuracy. 

#49 Foster Family Structure

0 = Not Applicable

1 = Married Couple

2 = Unmarried Couple

3 = Single Female

4 = Single Male

3

State added an option “separated” to the selection list.

Implement a method to ensure that workers are using “separated” appropriately.  Provide a description to ACF how the State intends to monitor accuracy. 

#56 Date of Discharge from foster care

3

When a “close placement reason” is selected a pop-up question appears asking if this is a closure of all removals.  If so, worker must enter a discharge reason.   Workers may not be selecting the box that indicates that this is a discharge from the removal episode. 

State needs to add training and supervisory oversight to this area. 

Caseworkers must not enter the date a child is returned home while he/she is under the responsibility of the agency for care, placement or supervision.  See the findings in the General Requirements section.

#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

Related to issue for the date of discharge.  When a “close placement reason” is selected a pop-up question appears asking if this is a closure of all removals.  If so, worker must enter a discharge reason.   Workers may not be selecting the box that indicates that this is a discharge from the removal episode. 

State needs to add training and supervisory oversight to this area. 

Caseworkers must not enter an outcome reason when a child is returned home while he/she is under the responsibility of the agency for care, placement or supervision.  See the findings in the General Requirements section.

#59 Source(s) of Federal financial support/assistance for child - title IV-E (Foster Care)

#61 Source(s) of Federal financial support/assistance for child - title IVA (Aid to Families with Dependent Children)

#63 Source(s) of Federal financial support/assistance for child - title XIX (Medicaid)

#64 Source(s) of Federal financial support/assistance for child - SSI or other Social Security Act Benefits

0-Does not apply

1-Applies

3

The State modified the program code.

Develop and implement a training/oversight plan to ensure correct data is entered into the system.

#62 Source(s) of Federal financial support/assistance for child - title IVD (Child Support)

0-Does not apply

1-Applies

3

At time RICHIST was implemented there was a plan to start collecting child support.  It has not yet happened.

There is a code for CSE in the program code if data are entered into the system.

Provide ACF with an update on when Rhode Island will collect child support payments on children in its foster care system.

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

3

The State recently made changes to the program code that was not reflected in the data under review.

ACF will monitor and evaluate these data for two reporting periods.