Technical Bulletin 9b

VI. Cross File Checks - Adoption

In addition to checking data at the record level, the DQU also looks at each data element and race category across the entire file to see trends in reported data. Trends that are suspect are identified in the Cross File Errors section of the DQU Summary Report.

A cross file check is done by taking the number of records having valid data in which the data in an element meet a certain condition and dividing that number by the total number of records having valid data for that element. Any record that does not contain valid data for the element will be excluded from the check. If the resulting percentage does not meet a standard for the check, the check fails. Note: In most cases, the standard is < 100%, which means that the given condition can not exist in every record that has valid data for the element.

In addition, if no valid data is available for an element in any record in the file (i.e., the denominator equals zero), an error message to that effect will appear in the Cross File Errors section of the summary report.

Table 31, below, describes the cross file checks that are done for each element. There are five columns in the table:

Data Element - The element number and name.

Exclusion Rules - The conditions or values which are considered to be invalid data for purposes of the cross file checks done on this element. If the data in the element meet the exclusion rules it will not be counted as part of either the numerator or the denominator for this check.

Numerator - The number of records that have not been excluded (according to the exclusion rules) that meet the given condition.

Denominator - The total number of records that are being included in the cross file check.

Standard - The percentage of records that must meet the condition given in the numerator column for the check to pass. If the numerator divided by the denominator does not meet the standard, the cross file check fails (e.g., if the numerator = 2 and the denominator = 10 and the standard is < 10%, the check would fail).

Table 31. Cross File Checks - Adoption

Data Element	Exclusion Rules	Numerator	Denominator	Standard
#1 State	no cross file checks on this element
#2 Report Period End Date	data is blank, out of range, or inconsistent	number of records where element #2 = element #2 from first record	all records not meeting exclusion rules	100%
#3 Record Number	none	number of records where all characters in element #3 are blanks	all records	numerator > 2
#4 State Agency Involvement	data is blank, out of range, or inconsistent	number of records where element #4 = "2" (no)	all records not meeting exclusion rules	< 100%
#5 Child's Birth Date	data is blank, out of range, or inconsistent	number of records where year portion of element #5 = year portion of element #5 from first record	all records not meeting exclusion rules	< 100%
#6 Child's Sex	data is blank, out of range, or inconsistent	number of records where element #6 = element #6 from first record	all records not meeting exclusion rules	< 100%
#7 Child's Race	data for #7a-f are all blank, out of range, inconsistent, or a combination thereof	number of records where element #7a-e have only one race as "applies"	all records not meeting exclusion rules	< 100%
#7a Child's Race - American Indian or Alaska Native	data is blank, out of range, or inconsistent	number of records where element #7a = element #7a from first record	all records not meeting exclusion rules	< 100%
#7b Child's Race - Asian	data is blank, out of range, or inconsistent	number of records where element #7b = element #7b from first record	all records not meeting exclusion rules	< 100%
#7c Child's Race - Black or African American	data is blank, out of range, or inconsistent	number of records where element #7c = element #7c from first record	all records not meeting exclusion rules	< 100%
#7d Child's Race - Native Hawaiian or Other Pacific Islander	data is blank, out of range, or inconsistent	number of records where element #7d = element #7d from first record	all records not meeting exclusion rules	< 100%
#7e Child's Race - White	data is blank, out of range, or inconsistent	number of records where element #7e = element #7e from first record	all records not meeting exclusion rules	< 100%
#7f Child's Race - Unable to Determine	data is blank, out of range, or inconsistent	number of records where element #7f = "1" (unable to determine)	all records not meeting exclusion rules	< 5%
#8 Child's Hispanic or Latino Origin	data is blank, out of range, or inconsistent	number of records where element #8 = "1" (yes)	all records not meeting exclusion rules	< 100%
#8 Child's Hispanic or Latino Origin	data is blank, out of range, or inconsistent	number of records where element #8 = "3" (unable to determine)	all records not meeting exclusion rules	< 5%
#9 Has State Determined Child is Special Needs	data is blank, out of range, or inconsistent	number of records where element #9 = element #9 from first record	all records not meeting exclusion rules	< 100%
#10 Primary Basis for Determining Special Needs	data is blank, out of range, inconsistent or "0" (not applicable)	number of records where element #10 = element #10 from first record	all records not meeting exclusion rules	< 100%
#11 Child Has Been Diagnosed with Mental Retardation	data is blank, out of range, or inconsistent	number of records where element #11 = element #11 from first record	all records not meeting exclusion rules	< 100%
#12 Child Has Been Diagnosed as Visually/ Hearing Impaired	data is blank, out of range, or inconsistent	number of records where element #12 = element #12 from first record	all records not meeting exclusion rules	< 100%
#13 Child Has Been Diagnosed as Physically Disabled	data is blank, out of range, or inconsistent	number of records where element #13 = element #13 from first record	all records not meeting exclusion rules	< 100%
#14 Child Has Been Diagnosed as Emotionally Disturbed	data is blank, out of range, or inconsistent	number of records where element #14 = element #14 from first record	all records not meeting exclusion rules	< 100%
#15 Child Has Been Diagnosed with Other Medical Condition	data is blank, out of range, or inconsistent	number of records where element #15 = element #15 from first record	all records not meeting exclusion rules	< 100%
#16 Mother's Birth Year	data is blank, out of range, or inconsistent	number of records where element #16 = element #16 from first record	all records not meeting exclusion rules	< 100%
	data is blank, out of range, or inconsistent	number of records where #16 = #17	all records where both elements #16 and #17 do not meet their exclusion rules	< 100%
	data is out of range or inconsistent	number of records where this element is blank	all records not meeting exclusion rules	< 10%
#17 Father's Birth Year	data is blank, out of range, or inconsistent	number of records where element #17 = element #17 from first record	all records not meeting exclusion rules	< 100%
	data is blank, out of range, or inconsistent	number of records where #17 = #16	all records where both elements #17 and #16 do not meet their exclusion rules	< 100%
	data is out of range or inconsistent	number of records where this element is blank	all records not meeting exclusion rules	< 10%
#18 Was Mother Married at Time of Child's Birth	data is blank, out of range, or inconsistent	number of records where element #18 = element #18 from first record	all records not meeting exclusion rules	< 100%
#18 Was Mother Married at Time of Child's Birth	data is blank, out of range, or inconsistent	number of records where element #18 = "3" (unable to determine)	all records not meeting exclusion rules	< 10%
#19 Date of Termination of Mother's Parental Rights	data is blank, out of range, or inconsistent	number of records where year component of element #19 = year component of element #19 from the first record	all records not meeting exclusion rules	< 100%
#19 Date of Termination of Mother's Parental Rights	data is blank, out of range, or inconsistent	number of records where #19 = #20	all records where both elements #19 and #20 do not meet their exclusion rules	< 100%
#20 Date of Termination of Father's Parental Rights	data is blank, out of range, or inconsistent	number of records where year component of element #20 = year component of element #20 from the first record	all records not meeting exclusion rules	< 100%
#20 Date of Termination of Father's Parental Rights	data is blank, out of range, or inconsistent	number of records where #19 = #20	all records where both elements #19 and #20 do not meet their exclusion rules	< 100%
#21 Date of Adoption Legalization	data is blank, out of range, or inconsistent	number of records where element #21 = element #21 from first record	all records not meeting exclusion rules	< 100%
#22 Adoptive Family Structure	data is blank, out of range, or inconsistent	number of records where #22 = "2" (unmarried couple)	all records not meeting exclusion rules	< 100%
	data is blank, out of range, or inconsistent	number of records where #22 = "3" (single female)	all records not meeting exclusion rules	< 100%
	number of records where #22 = "2" (single female)	all records not meeting exclusion rules	< 100%
#23 Adoptive Mother's Birth Year	data is blank, out of range, or inconsistent	number of records where element #23 = element #23 from first record	all records not meeting exclusion rules	< 100%
#23 Adoptive Mother's Birth Year	data is blank, out of range, or inconsistent	number of records where #23 = #24	all records where both elements #23 and #24 do not meet their exclusion rules	< 100%
#24 Adoptive Father's Birth Year	data is blank, out of range, or inconsistent	number of records where element #24 = element #24 from first record	all records not meeting exclusion rules	< 100%
#24 Adoptive Father's Birth Year	data is blank, out of range, or inconsistent	number of records where #24 = #23	all records where both elements #23 and #24 do not meet their exclusion rules	< 100%
#25 Adoptive Mother's Race	data for #25a-f are all blank, out of range, inconsistent, or a combination thereof	number of records where element #25a-e have only one race as "applies"	all records not meeting exclusion rules	< 100%
#25a Adoptive Mother's Race	data is blank, out of range, or inconsistent	number of records where element #25a = #25a from first record	all records not meeting exclusion rules	< 100%
#25b Adoptive Mother's Race - Asian	data is blank, out of range, or inconsistent	number of records where element #25b = element #25b from first record	all records not meeting exclusion rules	< 100%
#25c Adoptive Mother's Race - Black or African American	data is blank, out of range, or inconsistent	number of records where element #25c = element #25c from first record	all records not meeting exclusion rules	< 100%
#25d Adoptive Mother's Race - Native Hawaiian or Other Pacific Islander	data is blank, out of range, or inconsistent	number of records where element #25d = element #25d from first record	all records not meeting exclusion rules	< 100%
#25e Adoptive Mother's Race - White	data is blank, out of range, or inconsistent	number of records where element #25e = element #25e from first record	all records not meeting exclusion rules	< 100%
#25f Adoptive Mother's Race - Unable to Determine	data is blank, out of range, or inconsistent	number of records where element #25f = "1" unable to determine	all records not meeting exclusion rules	< 10%
#26 Adoptive Mother's Hispanic or Latino Origin	data is blank, out of range, inconsistent or "0" (not applicable)	number of records where element #26 = #26 from first record	all records not meeting exclusion rules	< 100%
#26 Adoptive Mother's Hispanic or Latino Origin		number of records where element #26 = "3" unable to determine	all records not meeting exclusion rules	< 10%
#27 Adoptive Father's Race	data for #27a-f are all blank, out of range, inconsistent, or a combination thereof	number of records where element #27a-e have only one race as "applies"	all records not meeting exclusion rules	< 100%
#27a Adoptive Father's Race	data is blank, out of range, or inconsistent	number of records where element #27a = #27a from first record	all records not meeting exclusion rules	< 100%
#27b Adoptive Father's Race - Asian	data is blank, out of range, or inconsistent	number of records where element #27b = element #27b from first record	all records not meeting exclusion rules	< 100%
#27c Adoptive Father's Race - Black or African American	data is blank, out of range, or inconsistent	number of records where element #27c = element #27c from first record	all records not meeting exclusion rules	< 100%
#27d Adoptive Father's Race - Native Hawaiian or Other Pacific Islander	data is blank, out of range, or inconsistent	number of records where element #27d = element #27d from first record	all records not meeting exclusion rules	< 100%
#27e Child's Race - White	data is blank, out of range, or inconsistent	number of records where element #27e = element #27e from first record	all records not meeting exclusion rules	< 100%
#27f Adoptive Father's Race - Unable to Determine	data is blank, out of range, or inconsistent	number of records where element #27f = "1" unable to determine	all records not meeting exclusion rules	< 10%
#28 Adoptive Father's Hispanic or Latino Origin	data is blank, out of range, inconsistent or "0" (not applicable)	number of records where element #28 = #28 from first record	all records not meeting exclusion rules	< 100%
#28 Adoptive Father's Hispanic or Latino Origin		number of records where element #28 = "3" unable to determine	all records not meeting exclusion rules	< 10%
#29 Was Adoptive Parent Previously Related to Child as Stepparent	data is blank, out of range, or inconsistent	number of records where element #29 = #29 from first record	all records not meeting exclusion rules	< 100%
#30 Was Adoptive Parent Previously Related to Child as Other Relative	data is blank, out of range, or inconsistent	number of records where element #30 = #30 from first record	all records not meeting exclusion rules	< 100%
#31 Was Adoptive Parent Previously Related to Child as Foster Parent	data is blank, out of range, or inconsistent	number of records where element #31 = #31 from first record	all records not meeting exclusion rules	< 100%
#32 Was Adoptive Parent Previously Related to Child as Other Non-Relative	data is blank, out of range, or inconsistent	number of records where element #32 = #32 from first record	all records not meeting exclusion rules	< 100%
#33 Child was Placed From	data is blank, out of range, or inconsistent	number of records where element #33 = "3" (another country)	all records not meeting exclusion rules	< 100%
#34 Child was Placed By	data is blank, out of range, or inconsistent	number of records where element #34 = "2" (private agency)	all records not meeting exclusion rules	< 100%
		number of records where element #34 = "3" (tribal agency)	all records not meeting exclusion rules	< 100%
		number of records where element #34 = "4" (independent person)	all records not meeting exclusion rules	< 100%
		number of records where element #34 = "5" (birth parent)	all records not meeting exclusion rules	< 100%
#35 Is Child Receiving a Monthly subsidy?	data is blank, out of range, or inconsistent	number of records where element #35 = "2" (no)	all records not meeting exclusion rules	< 100%
#36 Amount of Monthly Subsidy	data is blank, out of range, or inconsistent	number of records where element #36 = #36 from first record	all records not meeting exclusion rules	< 100%
#37 Is Child Receiving IV-E Adoption Assistance	data is blank, out of range, or inconsistent	number of records where element #37 = "2" (no)	all records not meeting exclusion rules	< 100%