There are two possible causes for the old dates: 1) no parameter to prevent review dates from prior removal episodes from being extracted, and 2) workers are not entering the dates in a timely manner.

The State team indicated that when the court module was revised, a new pick-list was created. There were problems converting old information to the new codes.

Add a parameter to extract dates for the current removal episode only.

Ensure that workers enter this data in a timely manner by addressing worker training and supervisory oversight.

Implement data clean-up if necessary.

State needs to address caseworker training and supervisory oversight.

Missing data are mapped to "unable to determine."

"Unable to determine" is to be selected only if the child is abandoned and no one is available to identify the child's Hispanic/Latino ethnicity, or if a parent refuses to provide the information for a child or his/herself.

State could consider adding a "pop-up" window to remind workers of the correct definition of "unable to determine."

Map missing data to blanks.

Provide additional worker training on the use of "unable to determine."

There is no program code to account for missing data.

"Unable to determine" is to be selected only if the child is abandoned and no one is available to identify the child's Hispanic/Latino origin, or if a parent refuses to provide the information.

State could consider adding a "pop-up" screen to remind workers of the correct definition of "unable to determine."

Add program code to map missing data to blank.

Provide additional training on the use of "unable to determine."

According to the selection logic each of the conditions contains "and," consequently it ignores all of the information in #11-15. The State staff indicates they have corrected the program code.

This information is derived from element #11 - 15. If none of the disabilities conditions are checked, the program code maps blank information to "no."

State will submit corrected code for Federal review.

The State must modify the system to include this question and the values "yes," "no," and "not yet determined."

The State has a very extensive list of medical conditions, disabilities and psychological conditions in the selection list for these elements.

Review the table in Tab D and make changes accordingly.

Modify mapping and extraction based on the provided table and the AFCARS resource code list.

Contact the NRC-ITCW on how other States have addressed the collection of this information

Review and decide whether to use the "disability" screen for extracting data for these elements. Provide Federal team with State's decision.

Modify the program code to check all screens that contain medical, psychological and disability information and extract the information to AFCARS.

Implement refresher training for workers.

Increase supervisory oversight in order to ensure this data is entered into the system in a timely manner.

Missing data is mapped to "unable to determine."

Selection screen has "unknown" not "unable to determine."

Modify program code by mapping missing data to blank.

Modify data entry screen by changing "unknown" to "unable to determine."

Provide training on AFCARS definition of "unable to determine."

If the response is "no" or "unable to determine" for element #16, this element is mapped to zero.

Map "no" responses in #16 to "not applicable."

Map "unable to determine" responses in element #16 to "5, unable to determine."

The program code is not checking the removal episode, instead it looks for dates within the report period.

Missing dates are mapped to zero.

State was extracting dates that a foster home becomes a "pre-adopt" home for a child. The State staff indicated that they corrected the program code.

Modify program code to look for placement dates prior to the end of the report period only.

Map missing data to blanks.

Provide ACF with corrected program code.

Remove "8770, respite" from code in section 80065.

Submit revised program code reflecting extraction of dates of "runaway" and "trial home visit."

The program code counts the change from a foster home to a pre-adoptive home as a move. The State staff indicated that a change has been made and this change was indicated in a re-extraction of the test case.

There are some placements that are not included in the count because they were not entered at the time of conversion.

Also, there is some concern that not all placements made by private providers are entered into the system.

Modify program code to count placements in accordance with the guidance in the Child Welfare Policy Manual, section 1.2B.7 and 1.3.

State to provide revised program code to Federal team for analysis.

Review all open cases and have workers correct the information regarding placements.

Once data has been entered, re-submit the data to the Children's Bureau.

Develop a means to ensure all data regarding placements with contracted providers is entered into the system.

"Other" is mapped to "not yet determined." "Other" is not on the selection list for the worker to choose.

"Voluntary relinquishment" is mapped to "voluntary." State policy/practice is to obtain court ratification of the voluntary relinquishment within 90 days of the parent signing a relinquishment order.

Map "other" to blank.

Map "voluntary relinquishment" to "court ordered." The definition for "voluntary placement agreements" does not include "voluntary relinquishments." Caseworkers should select "relinquishment" for a condition associated with removal (foster care element #39).

Agency emergency shelters can have less than and more than 12 beds.

State code of "other" is mapped to "trial home visit."

When a provider changes to being a "pre-adopt" parent, the worker has to enter the information as another placement.

State currently not reporting youth on "runaway" status.

Private provider agencies have not been systematically providing updates to the State regarding placement moves.

Modify program code and placement information to ensure that "emergency shelter care" is mapped to the appropriate setting based on the facility's size. Shelters with seven to twelve beds are considered a "group home." Shelters with 13 or more beds should be mapped to "institution."

Map "other" to blank.

Modify data entry screen, so caseworkers are not entering a change to a "pre-adopt home" as a new placement. Ensure that the mapping continues to extract the correct data.

Modify program code to include youth on "runaway" status.

Remove "8770, respite" from the program code.

Implement a process to ensure that all placement information is being entered on children placed in private provider homes.

The program code contains "6147, maintain in own home." It is not an option on the selection list for the worker.

The State's code of "independence" is mapped to "long term foster care" and not "emancipation."

"Other" is mapped to "not yet determined."

Remove "maintain in own home" from the program code. Children that are returned home while under the responsibility of the agency should have a goal of "reunify" for AFCARS purposes.

Modify the program code and map "independence" to "emancipation."

Map "other" to blank.

State maps separated males and females to single male/female respectively.

Modify program code to map individuals that are "separated" to "married."

Implement training and data quality oversight to ensure workers accurately enter this information into the system.

State maps separated males and females to single male/female respectively.

Marital status includes an option for "unknown." This is mapped to "not applicable." State cannot remove "unknown" from selection because this list used both for client and resource providers.

Map "separated" to "married."

Map "unknown" to blank.

Workers may be entering children on runaway status as discharged due to "reunification."

State has an option of "other" on the selection list that workers can select.

Workers must leave cases open on children that have run away.

Add "runaway" as a permanent exit reason.

Remove the option of "other" from the selection list and map any responses of "other" to blank.

The program code incorrectly checks for eligibility.

Defaults to zero.

Modify program code to extract whether a title IV-E payment was made on behalf of the child.

Map missing data to blank

The program code checks for a date before the end of report period and not prior to the report period.

Defaults to zero.

Modify program code to look for payments made during the report period.

Missing data should map to blanks.

Defaults to zero.

Missing data should map to blanks.

The State must develop, and implement, a means to obtain information on whether child support was a source of income for the child during the reporting period. Provide an update to ACF on how the State intends to obtain this information as an interim measure until the Office of Child Support Bureau begins the agency.

Data clean-up is needed in order to have the data and information in FACTS reflect the child's current situation.

Explore and decide whether to modify the system to ensure that after a reasonable timeframe workers cannot add information that may be learned about the family at a later date.Notify ACF of decision.

State needs to define what workers should enter into this field.

Case file review revealed inaccurate data entered for this element.

Caseworkers may not be selecting the "permanent exit" reason.

State to clean up data and re-submit files.

Implement worker training on the correct entry of discharge information.

Missing data are mapped to "unable to determine."

State should consider adding a "pop-up" window to remind workers of the correct definition of "unable to determine."

Should be mapped to blank

Need to provide additional training on the use of "unable to determine."

The program code is initialized to zero.

State should consider adding a "pop-up" screen to remind workers of the correct definition of “unable to determine.”

Program code should map missing data to blank.

Need to provide additional training on the use of "unable to determine."

There is not a field on the screen for the adoption specialist worker to enter the primary basis for determining special needs. Instead a hierarchy is in the program code.

State to add a field to identify a primary basis for special needs.

Remove the hierarchy from the program code.

Review the table in Tab D and make changes accordingly.

Modify mapping and extraction based on the provided table and the AFCARS resource code list.

Contact the NRC-ITCW on how other States have addressed the collection of this information.

Review and decide whether to use the "disability" screen for extracting data for these elements. Provide Federal team with State's decision.

Implement refresher training for workers.

Increase supervisory oversight in order to ensure this data is entered into the system in a timely manner.

Initializes to "unable to determine."

Consider adding a pop-up window that reminds the worker on the appropriate use of "unable to determine."

Unknown or missing data should map to blank.

Change option "unknown" to "unable to determine" on the screen.

State needs to define what workers should enter into this field.

Ensure that the same date is being used consistently.

State needs to define what workers should enter into this field.

Ensure that the same date is being used consistently.

State needs to define what workers should enter into this field.