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Home > Statistics & Research > AFCARS Assessment Reviews > West Virginia Assessment Review > AFCARS Assessment Review Findings - General Requirements
AFCARS Assessment Review Findings - General
Requirements
State: West Virginia
| Requirement |
Finding/Notes |
Rating Factor |
| Population
Requirements |
2 |
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)). |
No. The State's extraction logic does not
look for placements of "runaway." This is not an option for the
workers to select. State will change population extraction code to
ensure that these children are included. |
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- 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).
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- 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).
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| Includes Native American
children covered under section 422(b)(10) of the Act, (45 CFR
1355.40(a)(2)). |
Not applicable because the State does not have
inter-agency agreements with other agencies. |
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| Out of State placements. The
State making the placement submits the information on the child (45
CFR 1355.40(a)(2)). |
Yes |
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| Includes all children who
have been in foster care at least 24 hours (Appendix A - SECTION
II). |
If the child enters care on one day but exits
on the next, even if less than 24 hours, the child is incorrectly
included in the extraction population. |
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| Does not include children who
are in their own homes under the responsibility of the State agency
(Appendix A - SECTION II). |
The State does not include children that have
never been removed from their home, but are under the
responsibility of the State agency. |
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| Include 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.) |
Partially correct. The State defines a removal
episode from the time the agency receives custody to when the State
no longer has custody of the child. This includes those children
returned home under the agency's responsibility for care and
placement. If the child is returned home for six months, the agency
considers the child discharged from care at the end of six months,
even if the specified period of time is longer than six
months. |
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| Includes youth over the age
of 18 if a payment is being made on behalf of the child
(ACYF-PIQ-95-01, 3/8/1995). |
Yes |
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| 45 CFR 1355.40(a) Scope of
the data collection system - adoption |
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| 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
nonrecurring 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 |
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- 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. Failure to report on these adoptions will
result in penalties being assessed. Criteria (Appendix B - Section
II):
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- Children who had been in foster care under the responsibility
and care of the agency.
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- 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.
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- Children adopted for whom an adoption assistance payment or
service is being provided based on arrangements with the State
agency.
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| Adoptions prior to 10/1/94,
with title IV-E adoption subsidies, report aggregate data (45 CFR
1355.40(a)(3)). |
Yes |
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| For children adopted out of
state, the placing State reports the adoption data (45 CFR
1355.40(a)(3)). |
Yes |
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| Voluntarily reports on all
other adoptions. (Appendix B - Section II). |
No |
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| Technical
Requirements |
1 |
| 45 CFR 1355.40(b) Foster
care and adoption reporting requirements |
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| 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 |
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| The data must be submitted in
electronic form as described in Appendix C (45 CFR
1355.40(b)(1)). |
Yes |
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| The data must be in record
layouts as delineated in Appendix D (45 CFR 1355.40(b). |
Yes |
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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.
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State encrypts the case record number.
The extract code needs to be updated, has sequential listed in
one place. See 1st page of FCARDET.CPY
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| Appendix C, 45 CFR 1355
Electronic Data Transmission Format |
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| Data file must be in ASCII
format. |
Yes |
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| Elements must be comprised of
integer (numeric) value(s). |
Yes |
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| All records must be a fixed
length. |
Yes |
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| ACYF-PI-CB-95-09, Reissued
May 23, 1995 |
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| State extracts all records
based on the transaction date of discharge. |
Yes |
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| Technical Bulletin #2,
File Format |
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| State uses correct file name
for transmission. |
Yes |
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| Data Extraction |
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| 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 |
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| For children who were
discharged during the period, information on the most recent
episode is extracted. |
Yes |
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| File Creation |
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| State attaches footnotes to
files. |
State does not use footnotes. |
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| State is using proper format
for the creation of footnotes. |
N/A |
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| State uses DCU and DQU on its
data file. |
The State uses the DQU as a report for the
adoption file. The State is working on developing a user-friendly
format for the DQU output. Virginia has modified a utility
developed by North Dakota and has given it to West Virginia for its
use. |
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| Data Conversion |
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| 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 placement settings was included. |
State transferred data on all open cases. A memo
was later issued to instruct workers to enter appropriate data on
closed cases that re-opened. State had a comprehensive conversion
plan. |
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| 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. |
Yes |
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