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Home > Statistics & Research > AFCARS Assessment Reviews > West Virginia Assessment Review > Case File Findings

Case File Findings

Foster Care Case File Findings
State: West Virginia

AFCARS Element Data in AFCARS Matches Case File Data in AFCARS Does Not Match Paper File Questionable Comments
#5 Most Recent Periodic Review Date 37 32 2

Twenty records had a date reported to AFCARS that was prior to the current report period. Two records had dates of periodic review in 1999; eight were in 2000; and 11 were in 2001. Most of these children were over the age of sixteen.

In one record, the date of the periodic review was the same as the date the reviewer found for the date of latest removal from home.

In two records, the AFCARS field was blank but the reviewer found a review date in the file. The records indicated that the children had been in care since 1993 and 1994 respectively.

Three records had dates reported to AFCARS that occurred after the end of the report period. In each case, the reviewer found dates prior to the end of the report period.

There were four records that the date reported to AFCARS fell within six to nine months of the child entering foster care. However, the reviewers found more recent dates of review.
#6 Child Birth Date 70 1 blank cell blank cell
#7 Child Sex 71 blank cell blank cell blank cell
#8 Child Race 70 1 blank cell blank cell
a. American Indian or Alaska Native blank cell 1 blank cell blank cell
b. Asian blank cell blank cell blank cell blank cell
c. Black or African American blank cell blank cell blank cell blank cell
d. Native Hawaiian or Other Pacific Islander blank cell blank cell blank cell blank cell
e. White blank cell blank cell blank cell blank cell
f. Unable to Determine blank cell 1 blank cell blank cell
#9 Child Hispanic Origin 69 2 blank cell blank cell
#10 Has Child Been Diagnosed with Disability? blank cell 71 blank cell

The response in AFCARS for all 71 records was "not yet determined" and the reviewers found diagnosed conditions in most of the case files.

In four cases the reviewer indicated the answer should have been "no."

In 27 records, at least one item in foster care elements #11-15 was selected.

There were 22 records that did not have any medical information in the file.
#11 Mental Retardation blank cell 6 blank cell

The responses marked for elements #11-15 indicates additional diagnoses found by the reviewers.
#12 Visually/Hearing Impaired blank cell blank cell blank cell blank cell
#13 Physically Disabled blank cell 1 blank cell blank cell
#14 Emotionally Disturbed blank cell 17 blank cell blank cell
#15 Other Diagnosed Condition blank cell 4 blank cell blank cell
#16 Has Child Ever Been Adopted? 64 6 1 The six incorrect records indicated "unable to determine" in AFCARS. The reviewers identified the response as "no."
#17 Age at Previous Adoption 70 1 blank cell blank cell
#18 Date of First Removal from Home 51 18 2

In six records, the date reported to AFCARS was incorrect by one day to one week.

Eight records reported dates to AFCARS that were from one to five years later than the actual date of first removal.
#19 Total Number of Removals from Home 57 10 4

There were eight records that had a wrong removal count due to the incorrect date entered in element #18 for the date of the first removal from home.

One record indicated two removal episodes when, in fact, the child had a placement change. The worker entered the child as discharged when the child was placed in a juvenile detention center.

One record reported two removal episodes in AFCARS, but the child had only one removal.
#20 Date of Discharge from Previous Episode 55 12 4

There were eight records that were incorrect due to more than one removal episode as indicated in the AFCARS file.

Two records had a date reported in AFCARS but the reviewer indicated the child had only had one removal episode.

There was one record that indicated a year of 1900.
#21 Date of Latest Removal 52 16 3

Eight records were incorrect because the date reported in AFCARS reflected the court/petition date and not the actual date the child was placed in out of home care.

In six records, the date reported to AFCARS was incorrect by one day to one week.

Four records had dates of removal that were later than what was reported to AFCARS.

Three records indicated two different dates in AFCARS for elements #18 and #21. In two of these records the number of removals was correct (one). The date of the latest removal was incorrect.
#23 Date of Placement in Current Setting 52 13 6

Dates were entered incorrectly and did not reflect the current placement setting. Some of these were private provider placements. Also, many of the records had incorrect placement counts.
#24 Number of Previous Placement Settings in This Episode 42 25 4

In twenty-three records the number of placements was higher than what was reported to AFCARS.
#25 Manner of Removal From Home for This Episode 71 blank cell blank cell blank cell
#26 Physical Abuse 64 7 blank cell blank cell
#27 Sexual Abuse 70 1 blank cell blank cell
#28 Neglect 67 4 blank cell blank cell
#29 Parent Alcohol Abuse 64 7 blank cell blank cell
#30 Parent Drug Abuse 69 2 blank cell blank cell
#31 Child Alcohol Abuse 66 5 blank cell blank cell
#32 Child Drug Abuse 51 2 blank cell blank cell
#33 Child Disability 68 3 blank cell blank cell
#34 Child's Behavior Problem 64 7 blank cell blank cell
#35 Death of Parent 71 blank cell blank cell blank cell
#36 Incarceration of Parent 70 1 blank cell blank cell
#37 Caretaker Inability to Cope 68 3 blank cell blank cell
#38 Abandonment 70 1 blank cell blank cell
#39 Relinquishment 71 blank cell blank cell blank cell
#40 Inadequate Housing 69 2 blank cell blank cell
#41 Current Placement Setting 67 4 blank cell blank cell
#42 Out of State Placement 71 blank cell blank cell blank cell
#43 Most Recent Case Plan Goal 52 15 4 In six of the 15 incorrect files, the AFCARS information indicated a goal of long-term foster care and the reviewers indicated a goal of independent living.
#44 Caretaker Family Structure 57 12 2

One of the questionable files indicated "unable to determine" in AFCARS.
#45 1st Primary Caretaker's Birth Year 53 11 7

There were six records that indicated a "single female" in element #44 but this element was blank.

Two records indicated a marital status of "couple" in element #44 but this element was blank.

Two records indicated "single female" in element #44 and this element was blank. The reviewer indicated that element #44 should have been "married couple."

One record had a data entry error.

There was one record that had a correct date of birth for this element, but element #44 indicated "unable to determine." The reviewer indicted the caretaker was a "single female."
#46 2nd Primary Caretaker's Birth Year 47 12 12

Four records indicated a "couple" relationship in element #44 and this element was blank.

Three records indicated a "single female" for element #44 and the reviewer indicated a "couple." The AFCARS information was correct for what was reported, but not accurate based on the case file review.

Two records indicated a relationship of "couple" in element #44 but were blank for this element.

Two records were incorrect due to data entry.

One record had a "1111" reported in the AFCARS file.

Two records indicated a "single female" in element #44, but there was a date of birth reported for this element. The reviewers noted there was only one caretaker in the home. In two additional cases, the reviewer did not make any notes regarding the date of birth, but marked element #44 as correct for "single female."
#47 Mother's Date of TPR 54 15 2 Incorrect data was attributed to the use of different dates by the caseworkers.
#48 Father's Date of TPR 48 20 3 Incorrect data was attributed to the use of different dates by the caseworkers.
#49 Foster Family Structure 41 27 3

There were 26 records that indicated a blank in AFCARS, but the child's living arrangement was a family foster home. In nine of those records the reviewer found information on the foster family structure.

In two records, the information in AFCARS was blank but the reviewer indicated the foster family was a relative.
#50 1st Foster Caretaker's Birth Year 37 4 30

There were nine cases that the family structure in #49 was "married couple." Of those, four had correct dates of birth reported to AFCARS.

The cases that were not verified are those that were blank in element #49. Most of these the reviewers could not find the information on the provider. These cases seemed to be managed by private providers.
#51 2nd Foster Caretaker's Birth Year 32 9 30

In the incorrect files, the foster family structure was "married" and this element was blank. In two cases the reviewer found dates of birth.

One record indicated a date of birth for this element and the individual was a single person in #49. The date should have been reported in #50.The cases that were not verified are those that were blank in element #49. Since marital status was not known, it was not possible to determine if information should have been reported for a second caregiver.
#52 1st Foster Caretaker's Race blank cell blank cell blank cell

Of the nine cases reported as "married" in foster care #49, four had correct information for the race of the foster caretaker in #52.

The cases that were not verified are those that were blank in element #49.
a. American Indian or Alaska Native blank cell blank cell blank cell blank cell
b. Asian blank cell blank cell blank cell blank cell
c. Black or African American blank cell blank cell blank cell blank cell
d. Native Hawaiian or Other Pacific Islander blank cell blank cell blank cell blank cell
e. White blank cell blank cell blank cell blank cell
f. Unable to Determine blank cell blank cell blank cell blank cell
#53 1st Foster Caretaker's Hispanic Origin
0 = Not Applicable
1 = Yes
2 = No
3 = Unable to Determine		 37 4 30

Of the nine cases reported as "married" in foster care #49, four had correct "Hispanic/Latino" information in #53.

The cases that were not verified are those that were blank in element #49.
#54 2nd Foster Caretaker's Race 31 5 35

There were nine records reported to AFCARS with missing information, and the family structure was "married."
a. American Indian or Alaska Native blank cell blank cell blank cell

There were 22 records reported to AFCARS with a non-foster home setting. For these records all reported "no" for #54a. Element #54b - f were correctly reported as blank.
b. Asian blank cell blank cell blank cell blank cell
c. Black or African American blank cell blank cell blank cell blank cell
d. Native Hawaiian or Other Pacific Islander blank cell blank cell blank cell blank cell
e. White blank cell blank cell blank cell blank cell
f. Unable to Determine blank cell blank cell blank cell blank cell
#55 2nd Foster Caretaker's Hispanic Origin 31 5 35

The cases that were not verified are those that were blank in element #49.

There were nine records reported to AFCARS with missing information, and the family structure was "married."
#56 Date of Discharge 59 7 5

One record was marked as questionable because the reviewer indicated a correct date of discharge, but noted "court ordered" for the reason in #58.

Another questionable record indicated a date in #56, but no reason in #58. The reviewer noted the child signed a "FC-18" agreement and was in a home for MR/DD. It is unclear if the youth is still in care or if the discharge reason should have been "emancipation." There was a date of periodic review that was after the reported date of discharge.

Six of the questionable records had dates of discharge, but no reason for discharge and the reviewer provided no additional information.

Four of the incorrect files indicated a date of discharge in AFCARS, but the reviewer noted the child was still in foster care. Three of these appear to be trial home visits.

One record with a date of discharge was actually a placement change date.
#58 Reason for Discharge 52 14 5

One record indicated in AFCARS a discharge date that was the child's 18th birthday and the reason for discharge was "not applicable." The reviewer indicated the goal of emancipation and the child was no longer in care.
#59 Title IVE Foster Care 37 5 29

Most of the records could not be verified for foster care elements #59 - 65 as the information is in FACTS. Those that are marked incorrect are based on information reviewers did find in the paper case files.
#60 Title IVE Adoption 42 0 29 blank cell
#61 Title IVA AFDC 41 1 29 blank cell
#62 Title IVD Child Support 40 2 29 blank cell
#63 Title XIX Medicaid 41 1 29 blank cell
#64 SSI 37 5 29 blank cell
#65 None of the Above 35 7 29 blank cell
#66 Monthly Amount blank cell blank cell blank cell This information was not reviewed.

Number of Cases Reviewed: 71 Number of Cases Analyzed: 71 Number of the 71 that were Juvenile Justice Cases: 0

Adoption Case File Findings
State: West Virginia

AFCARS Element Data in AFCARS Matches Case File Data in AFCARS Does Not Match Paper File Questionable Comments
#4 State Agency Involvement

1 = Yes
2 = No

 30 blank cell blank cell blank cell
#5 Child Date of Birth 30 blank cell blank cell blank cell
#6 Child Sex 30 blank cell blank cell blank cell
#7 Child Race 30 blank cell blank cell blank cell
#8 Child Hispanic Origin 28 2 blank cell blank cell
#9 Has Agency Determined Special Needs 30 blank cell blank cell blank cell

#10 Primary Basis for Determining Special Needs

0 = Not Applicable
1 = Racial/Original Background
2 = Age
3 = Membership in a Sibling Group
4 = Medical Conditions or Mental, Physical or Emotional Disabilities
5 = Other

 29 blank cell blank cell blank cell
#11 Mental Retardation 30 blank cell blank cell blank cell
#12 Visually/Hearing Impaired 30 blank cell blank cell blank cell
#13 Physically Disabled 29 1 blank cell blank cell
#14 Emotionally Disturbed 29 1 blank cell blank cell
#15 Other Diagnosed Condition 28 2 blank cell blank cell
#16 Mother's Birth Year 26 4 blank cell

In two records the element was blank in AFCARS but the reviewer found a date of birth.

One record indicated in AFCARS that the mom's date of birth was 1991 and not 1978.
#17 Father's Birth Year 25 5 blank cell

In two records the element was blank in AFCARS, but the reviewer found a date of birth.

One record indicated in AFCARS that the dad's date of birth was 1996 and not 1946.

#18 Mother Married at Time of Birth

1 = Yes
2 = No
3 = Unable to Determine

 23 6 1 Five records reported "unable to determine" to AFCARS but reviewers found that the mother was married at the time of the child's birth.
#19 Date of Mother's TPR 14 16 blank cell The inconsistencies were due to the different dates being entered by the caseworkers for the termination of parental rights.
#20 Date of Father's TPR 12 18 blank cell

The inconsistencies were due to the different dates being entered by the caseworkers for the termination of parental rights.
#21 Date Adoption Legalized 26 4 blank cell blank cell

#22 Adoptive Family Structure

1 = Married Couple
2 = Unmarried Couple
3 = Single Female
4 = Single Male

 29 1 blank cell blank cell
#23 Adoptive Mother's Year of Birth 30 blank cell blank cell blank cell
#24 Adoptive Father's Year of Birth 28 2 blank cell blank cell
#25 Adoptive Mother's Race blank cell blank cell blank cell blank cell
a. American Indian or Alaska Native 29 1 blank cell blank cell
b. Asian 30 blank cell blank cell blank cell
c. Black or African American 30 blank cell blank cell blank cell
d. Native Hawaiian or Other Pacific Islander 30 blank cell blank cell blank cell
e. White 26 4 blank cell blank cell
f. Unable to Determine 29 1 blank cell blank cell
#26 Adoptive Mother's Hispanic Origin 30 blank cell blank cell blank cell
#27 Adoptive Father's Race blank cell blank cell blank cell blank cell
a. American Indian or Alaska Native 30 blank cell blank cell blank cell
b. Asian 30 blank cell blank cell blank cell
c. Black or African American 30 blank cell blank cell blank cell
d. Native Hawaiian or Other Pacific Islander 30 blank cell blank cell blank cell
e. White 30 blank cell blank cell blank cell
f. Unable to Determine 29 1 blank cell blank cell
#28 Adoptive Father's Hispanic Origin 30 blank cell blank cell blank cell
#29 Relationship of Adoptive Parent to Child - Stepparent 30 blank cell blank cell blank cell
#30 Relationship of Adoptive Parent to Child - Other Relative 30 blank cell blank cell blank cell
#31 Relationship of Adoptive Parent to Child - Foster Parent 30 blank cell blank cell blank cell
#32 Relationship of Adoptive Parent to Child - Other Non-Relative 30 blank cell blank cell blank cell
#33 Child Was Placed from

1 = Within State
2 = Another State
3 = Another Country

 30 blank cell blank cell blank cell
#34 Child Was Placed by

1 = Public Agency
2 = Private Agency
3 = Tribal Agency
4 = Independent Person
5 = Birth Parent

 30 blank cell blank cell blank cell
#35 Receiving Monthly Subsidy 30 blank cell blank cell blank cell
#36 Monthly Amount 16 14 blank cell An amount of zero dollars was reported to AFCARS, but reviewers found payment amounts.
#37 Adoption Assistance 24 6 blank cell blank cell

Number of Cases Reviewed: 30 Number of Cases Analyzed: 30