+---------------------+---+-------------------------------------------+
| ###                 | * | **Comments/Notes**                        |
| AFCARS Data Element | * |                                           |
|                     | R |                                           |
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|                     | n |                                           |
|                     | g |                                           |
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|                     | * |                                           |
|                     | F |                                           |
|                     | a |                                           |
|                     | c |                                           |
|                     | t |                                           |
|                     | o |                                           |
|                     | r |                                           |
|                     | * |                                           |
|                     | * |                                           |
+=====================+===+===========================================+
| #1 State            | 4 | The correct FIPS code for the State of    |
|                     |   | Idaho, 16, is hard-coded in the program   |
|                     |   | code.                                     |
+---------------------+---+-------------------------------------------+
| #2 Report Date      | 4 | The report date is derived from a user    |
|                     |   | supplied date. The batch run option       |
|                     |   | performs additional checking to ensure    |
|                     |   | the correct report period end date is     |
|                     |   | recorded.                                 |
+---------------------+---+-------------------------------------------+
| #3 Local            | 2 | The program code combines the hard-coded  |
| Agency(County or    |   | 2-digit state FIPS code with the 3-digit  |
| Equivalent          |   | code mapped from the user-entered county  |
| Jurisdiction)       |   | code.                                     |
|                     |   |                                           |
|                     |   | Idaho has seven regions and each region   |
|                     |   | covers multiple counties. Not every       |
|                     |   | county has an office; one office may      |
|                     |   | cover many counties. The program code is  |
|                     |   | extracting the county where the intake    |
|                     |   | occurred and the county that has court    |
|                     |   | jurisdiction; not the office where the    |
|                     |   | worker is assigned. This element should   |
|                     |   | be extracted from the system based on the |
|                     |   | location of the office affiliation of the |
|                     |   | social worker with primary responsibility |
|                     |   | for the case.                             |
+---------------------+---+-------------------------------------------+
| #4 Record Number    | 4 | The State uses a person identification    |
|                     |   | number that remains with the individual.  |
+---------------------+---+-------------------------------------------+
| #5 Date of Most     | ~ | [Screen:]{.underline} Placement Review    |
| Recent Periodic     | ~ | Profile; Removal Episode File             |
| Review (if          | 2 |                                           |
| applicable)         | ~ | [Program code:]{.underline} 732N, Line    |
|                     | ~ | Numbers (LNs) 1120, 1720-2465, 3135-3290  |
| \_\_\_(mo) \_\_\_   |   |                                           |
| (day)\_\_\_\_(year) | 3 | Frequency Report (n=2,563): 2004 = 74     |
|                     |   | (3%); 2005 = 1,454 (57%); and Not         |
|                     |   | reported = 1,035 (40%)                    |
|                     |   |                                           |
|                     |   | A review of the frequencies indicates     |
|                     |   | there are several blank records. The      |
|                     |   | State staff indicated they thought this   |
|                     |   | number is high. The agency conducts a     |
|                     |   | periodic review every six months, but     |
|                     |   | some offices do reviews every 90 days.    |
|                     |   |                                           |
|                     |   | The program code extracts the review date |
|                     |   | for the current removal episode. However, |
|                     |   | there is no parameter to prevent a review |
|                     |   | date that occurs after the end of the     |
|                     |   | report period from being extracted. The   |
|                     |   | State must modify the program code to     |
|                     |   | ensure dates after the end of the report  |
|                     |   | period are not extracted. *Post           |
|                     |   | site-visit analysis: The State modified   |
|                     |   | the program code (732n, LN 3260) to       |
|                     |   | exclude review dates that occur after the |
|                     |   | end of the report period.*                |
|                     |   |                                           |
|                     |   | Case file review findings: 10 (19%) of    |
|                     |   | the records analyzed did not match what   |
|                     |   | was reported in AFCARS. In the majority   |
|                     |   | of cases, the reviewers found a periodic  |
|                     |   | review date later than the one reported   |
|                     |   | in AFCARS. In one case, the AFCARS file   |
|                     |   | did not have a review date, but the       |
|                     |   | reviewer found one.                       |
+---------------------+---+-------------------------------------------+
| #6 Child Birth Date | 4 | [Screen]{.underline}: Person Profile      |
|                     |   | screen.                                   |
| \_\_\_(mo) \_\_\_   |   |                                           |
| (day)\_\_\_\_(year) |   | Case workers are trained to use the       |
|                     |   | 15^th^ when the date of birth is          |
|                     |   | estimated and to check the "approximate"  |
|                     |   | box.                                      |
+---------------------+---+-------------------------------------------+
| #7 Child Sex        | 4 | [Screen]{.underline}: Person Profile      |
|                     |   | screen.                                   |
| 1 = Male            |   |                                           |
|                     |   |                                           |
| 2 = Female          |   |                                           |
+---------------------+---+-------------------------------------------+
| #8 Child's Race     | 2 | [Screen]{.underline}: Person Profile      |
|                     |   |                                           |
| a\. American Indian |   | [Program code]{.underline}: 732Nn LNs     |
| or Alaska Native    |   | 0945, 3960-4025, 4090-4100, 4135; and     |
|                     |   | 800A, LNs 1180-1570                       |
| b\. Asian           |   |                                           |
|                     |   | There are six fields on the screen for    |
| c\. Black or        |   | the entry of race information. One is on  |
| African American    |   | the person profile screen and it lists:   |
|                     |   | Multiple; Alaskan Native, American        |
| d\. Native Hawaiian |   | Indian, Black/African American, Filipino, |
| or Other Pacific    |   | Hawaiian, Japanese, Other Asian, Other    |
| Islander            |   | Pacific Islander, Unable to determine and |
|                     |   | White. If "multiple" is selected, then    |
| e\. White           |   | another screen appears that contains five |
|                     |   | race fields. All six selection boxes      |
| f\. Unable to       |   | include the same list of options.         |
| Determine           |   | Including the option "unable to           |
|                     |   | determine."                               |
|                     |   |                                           |
|                     |   | The person profile screen cannot be saved |
|                     |   | without race information being entered.   |
|                     |   |                                           |
|                     |   | The worker can enter a race and enter     |
|                     |   | "unable to determine." The State needs to |
|                     |   | modify the selection list so that "unable |
|                     |   | to determine" and a race cannot both be   |
|                     |   | selected. One option is to remove "unable |
|                     |   | to determine" from the five additional    |
|                     |   | selection boxes and only list it on the   |
|                     |   | first selection list.                     |
|                     |   |                                           |
|                     |   | The State incorrectly maps "Filipino" to  |
|                     |   | AFCARS "native Hawaiian or other Pacific  |
|                     |   | islander." It should be mapped to         |
|                     |   | "Asian." *Post site-visit analysis: The   |
|                     |   | program code was modified to correctly    |
|                     |   | map "Filipino" to "Asian."*               |
|                     |   |                                           |
|                     |   | The program code incorrectly maps "other" |
|                     |   | to AFCARS "unable to determine." *Post    |
|                     |   | site-visit analysis: The option "other"   |
|                     |   | has been removed from the program code.*  |
|                     |   |                                           |
|                     |   | Case file review findings: For the        |
|                     |   | category "American Indian or Alaska       |
|                     |   | Native" there were eight (14%) error      |
|                     |   | cases. The reviewers found that this race |
|                     |   | category should have been reported as an  |
|                     |   | additional race.                          |
+---------------------+---+-------------------------------------------+
| #9 Hispanic/Latino  | ~ | [Screen]{.underline}: Person Profile      |
| Origin              | ~ |                                           |
|                     | 2 | [Program code]{.underline}: 732N, LNs     |
| 1 = Yes             | ~ | 4035, 4235-4290; 4040                     |
|                     | ~ |                                           |
| 2 = No              |   | Frequency Report (n=2,563): Yes = 401     |
|                     | 3 | (16%); No = 2,162 (84%); Unable to        |
| 3 = Unable to       |   |                                           |
| Determine           |   | determine = 0                             |
|                     |   |                                           |
|                     |   | *Frequency Report 2006A (n=2,622); Yes =  |
|                     |   | 430 (16%); No = 2,162 (84%); Unable to    |
|                     |   | determine = 30 (1%)*                      |
|                     |   |                                           |
|                     |   | The screen provided to ACF for the AFCARS |
|                     |   | review included the option "not           |
|                     |   | classifiable." This option was not in the |
|                     |   | program code sent to ACF. The State       |
|                     |   | indicated the screen was recently updated |
|                     |   | and no longer includes this option. The   |
|                     |   | program code reviewed was modified        |
|                     |   | accordingly.                              |
|                     |   |                                           |
|                     |   | In the program code, missing data are     |
|                     |   | mapped to AFCARS "unable to determine."   |
|                     |   | Missing data are to be mapped to blank.   |
|                     |   | *Post site-visit analysis: The program    |
|                     |   | code (732n, LN 4325) no longer maps       |
|                     |   | missing data to "unable to determine."*   |
+---------------------+---+-------------------------------------------+
| #10 Has the child   | 2 | [Screens]{.underline}: Health Exam        |
| been clinically     |   | Profile; Health Diagnosis Profile;        |
| diagnosed as having |   | Education Evaluation Profile              |
| a disability(ies)?  |   |                                           |
|                     |   | [Program code]{.underline}: 731N, LN      |
| 1=Yes               |   | 3360; and, 733N, LNs 1115, 1380,          |
|                     |   | 1670,1955, 2150, 6075-6155                |
| 2=No                |   |                                           |
|                     |   | Frequency Report (n=2,563): Yes = 723     |
| 3=Not yet           |   | (28%); No = 0; Not yet determined = 1,840 |
| Determined          |   | (72%)                                     |
|                     |   |                                           |
| If yes, indicate    |   | *Frequency Report 2006A (n=2,622): Yes =  |
| each type of a      |   | 752 (29%); No = 1,221 (47%); Not yet      |
| disability with a   |   | determined = 246 (9%)*                    |
| "1."                |   |                                           |
|                     |   | The frequency report indicates a high     |
|                     |   | number of "not yet determined" and no     |
|                     |   | children with an AFCARS value of "no."    |
|                     |   | AFCARS policy is that the value of "yes"  |
|                     |   | indicates the child has been evaluated by |
|                     |   | a qualified professional and has been     |
|                     |   | diagnosed as having a disability in FC    |
|                     |   | element #11-15. The value "no" indicates  |
|                     |   | that a professional has diagnosed the     |
|                     |   | child and no diagnosis for disability was |
|                     |   | found. The value "not yet determined"     |
|                     |   | should only be used if a qualified        |
|                     |   | professional has not yet evaluated the    |
|                     |   | child.                                    |
|                     |   |                                           |
|                     |   | Review of the screen for disability       |
|                     |   | information indicates there is no field   |
|                     |   | to input "yes," "no," or "not yet         |
|                     |   | determined."                              |
|                     |   |                                           |
|                     |   | The program code is correctly initialized |
|                     |   | to blank. If a diagnosed condition is     |
|                     |   | found on one of the three screens, then   |
|                     |   | the program code sets this element to     |
|                     |   | "yes." Also, the program code checks for  |
|                     |   | a health exam, EPSDT, or a physical exam  |
|                     |   | date that is within the report period     |
|                     |   | from 30 days prior to the start of the    |
|                     |   | removal period through the end of the     |
|                     |   | removal period. If there is a date, and   |
|                     |   | there are no diagnosed conditions         |
|                     |   | selected, this element is mapped to "no." |
|                     |   | This is a recent change to the program    |
|                     |   | code and the 2005B data does not reflect  |
|                     |   | the change. ACF will review the 2006A     |
|                     |   | data and check for a change in the data.  |
|                     |   | *Post site-visit analysis: The            |
|                     |   | frequencies do reflect this change.*      |
|                     |   |                                           |
|                     |   | The program code sets this element to     |
|                     |   | "not yet determined" if the child was in  |
|                     |   | care for less than 30 days, there are no  |
|                     |   | diagnosed conditions, and no EPSDT, or    |
|                     |   | health exam date exists. The code sets    |
|                     |   | this element to blank if there are no     |
|                     |   | diagnosed conditions, the child was in    |
|                     |   | care for more than 30 days, and an EPSDT  |
|                     |   | or health exam was not entered.           |
|                     |   |                                           |
|                     |   | The State's design of the input screens   |
|                     |   | for the entry of this information may be  |
|                     |   | contributing to the underreporting of     |
|                     |   | this information. The State will need to  |
|                     |   | monitor the data to ensure that not only  |
|                     |   | the dates of the exams are entered into   |
|                     |   | the system, but case workers are also     |
|                     |   | entering the diagnosed conditions, if     |
|                     |   | applicable. *Post site-visit analysis:    |
|                     |   | There was no significant change in the    |
|                     |   | number of records reported as "yes" in    |
|                     |   | the 2006A foster care file. Based on the  |
|                     |   | case file review findings, the State      |
|                     |   | needs to consider modifications to the    |
|                     |   | system to better collect this             |
|                     |   | information.*                             |
|                     |   |                                           |
|                     |   | The State needs to provide additional     |
|                     |   | supervisory oversight to ensure that this |
|                     |   | information is entered into the system in |
|                     |   | a timely manner. The State may want to    |
|                     |   | conduct refresher training on the entry   |
|                     |   | of this information.                      |
|                     |   |                                           |
|                     |   | Case file review findings: 17 (29%) of    |
|                     |   | the records analyzed did not match what   |
|                     |   | was reported in AFCARS. In six of the     |
|                     |   | error cases, the child was diagnosed with |
|                     |   | a condition that is to be reported to     |
|                     |   | AFCARS, but the AFCARS data indicated     |
|                     |   | "not yet determined." In nine of the      |
|                     |   | error cases, the AFCARS response was "not |
|                     |   | yet determined," but the reviewer found   |
|                     |   | the child had been examined by a medical  |
|                     |   | professional and had no health issues. In |
|                     |   | two error cases, the child had been in    |
|                     |   | care for a year and the AFCARS response   |
|                     |   | was "not yet determined."                 |
+---------------------+---+-------------------------------------------+
| #11 -- 15           |   | For elements #11 -- 15, the State         |
|                     |   | modified its mapping of certain           |
|                     |   | conditions. These changes should be       |
|                     |   | reflected in the 2006A data.              |
+---------------------+---+-------------------------------------------+
| #11 Mental          | ~ | [Screens]{.underline}: Diagnosis on       |
| Retardation         | ~ | education evaluation, Diagnosis on        |
|                     | 2 | Multi-axial Diagnosis Profile, Diagnosis  |
| \[0 = Does not      | ~ | on Health Condition Profile               |
| apply\]             | ~ |                                           |
|                     |   | [Program code]{.underline}: 733N, LNs     |
| 1 = Applies         | 3 | 1120,1525-1595, 1895-1930, 2090-2095      |
|                     |   |                                           |
|                     |   | Initialized to "does not apply." This     |
|                     |   | field should be initialized to blank.     |
|                     |   | *Post site-visit analysis: The program    |
|                     |   | code was modified to initialize this      |
|                     |   | element to blank. If no appropriate       |
|                     |   | diagnoses are found, it is set to "does   |
|                     |   | not apply."*                              |
|                     |   |                                           |
|                     |   | The program code sets this data element   |
|                     |   | to "applies" if a diagnosis exists and    |
|                     |   | the user selects any of the State codes   |
|                     |   | listed in the "Mental Retardation"        |
|                     |   | mapping table in the Health Conditions    |
|                     |   | screen. It also sets the value to         |
|                     |   | "applies" if the user selects from either |
|                     |   | of two slightly different sets of State   |
|                     |   | codes in the Multi-axial Diagnosis        |
|                     |   | Assessment screen or the Education        |
|                     |   | Evaluation screen. The mapping for this   |
|                     |   | element is correct.                       |
+---------------------+---+-------------------------------------------+
| #12                 | ~ | [Screens]{.underline}: Diagnosis on       |
| Visually/Hearing    | ~ | Multi-axial Diagnosis Profile, Diagnosis  |
| Impaired            | 2 | on Health Condition Profile               |
|                     | ~ |                                           |
| \[0 = Does not      | ~ | [Program code:]{.underline} 733N, LNs     |
| apply\]             |   | 1125, 1530-1600, 2100-2105                |
|                     | 3 |                                           |
| 1 = Applies         |   | This field is initialized to "does not    |
|                     |   | apply." This field should be initialized  |
|                     |   | to blank. *Post site-visit analysis: The  |
|                     |   | program code was modified to initialize   |
|                     |   | this element to blank. If no appropriate  |
|                     |   | diagnoses are found, it is set to "does   |
|                     |   | not apply."*                              |
|                     |   |                                           |
|                     |   | The program code sets this data element   |
|                     |   | to "applies" if a diagnosis exists and    |
|                     |   | the user selects any of the State codes   |
|                     |   | listed in the "Visual, Hearing Impaired"  |
|                     |   | mapping table in the Health Conditions    |
|                     |   | screen. It also sets the value to         |
|                     |   | "applies" if the user selects from a      |
|                     |   | slightly different set of State codes in  |
|                     |   | the Education Evaluation screen. The      |
|                     |   | mapping for this element is correct.      |
+---------------------+---+-------------------------------------------+
| #13 Physically      | ~ | [Screens]{.underline}: Diagnosis on       |
| Disabled            | ~ | Multi-axial Diagnosis Profile, Diagnosis  |
|                     | 2 | on Health Condition Profile               |
| \[0 = Does not      | ~ |                                           |
| apply\]             | ~ | [Program code]{.underline}: 733N, LNs     |
|                     |   | 1130, 1605-1620, 2110-2115                |
| 1 = Applies         | 3 |                                           |
|                     |   | This field is initialized to "does not    |
|                     |   | apply." This field should be initialized  |
|                     |   | to blank. *Post site-visit analysis: The  |
|                     |   | program code was modified to initialize   |
|                     |   | this element to blank. If no appropriate  |
|                     |   | diagnoses are found, it is set to "does   |
|                     |   | not apply."*                              |
|                     |   |                                           |
|                     |   | The program code sets this data element   |
|                     |   | to "applies" if a diagnosis exists and    |
|                     |   | the user selects any of the State codes   |
|                     |   | listed in the "Physically Disabled"       |
|                     |   | mapping table in the Health Conditions    |
|                     |   | screen. It also sets the value to         |
|                     |   | "applies" if the user selects from a      |
|                     |   | slightly different set of State codes in  |
|                     |   | the Education Evaluation screen. The      |
|                     |   | mapping for this element is correct.      |
+---------------------+---+-------------------------------------------+
| #14 Emotionally     | 2 | [Screens]{.underline}: Diagnosis on       |
| Disturbed           |   | Multi-axial Diagnosis Profile, Diagnosis  |
|                     |   | on Health Condition Profile               |
| \[0 = Does not      |   |                                           |
| apply\]             |   | [Program code]{.underline}: 733N, LNs     |
|                     |   | 1135, 1625-1645, 1810-1890, 2120-2125     |
| 1 = Applies         |   |                                           |
|                     |   | This field is initialized to "does not    |
|                     |   | apply." This field should be initialized  |
|                     |   | to blank. *Post site-visit analysis: The  |
|                     |   | program code was modified to initialize   |
|                     |   | this element to blank. If no appropriate  |
|                     |   | diagnoses are found, it is set to "does   |
|                     |   | not apply."*                              |
|                     |   |                                           |
|                     |   | The program code sets this data element   |
|                     |   | to "applies" if a diagnosis exists and    |
|                     |   | the user selects any of the State codes   |
|                     |   | listed in the "Emotionally Disturbed      |
|                     |   | ICD-9" mapping table in the Health        |
|                     |   | Conditions screen. It also sets the value |
|                     |   | to "applies" if the user selects from     |
|                     |   | either of two slightly different sets of  |
|                     |   | State codes in the Multi-axial Diagnosis  |
|                     |   | Assessment screen or the Education        |
|                     |   | Evaluation screen.                        |
|                     |   |                                           |
|                     |   | The State's document "AFCARS Diagnosis    |
|                     |   | Mapping," and the program code, indicates |
|                     |   | that "autism" is mapped to "emotionally   |
|                     |   | disturbed." In documents previously sent  |
|                     |   | to ACF, the State showed this mapped      |
|                     |   | correctly to element #15. Modify the      |
|                     |   | program code to map "autism" to element   |
|                     |   | #15. *Post site-visit analysis: The       |
|                     |   | program code was modified to map "autism" |
|                     |   | to "other diagnosed condition."*          |
|                     |   |                                           |
|                     |   | If the State includes "post traumatic     |
|                     |   | stress disorder (PTSD)," map it to        |
|                     |   | element #14. Currently, it is mapped to   |
|                     |   | element #15.                              |
|                     |   |                                           |
|                     |   | See notes in element #15.                 |
|                     |   |                                           |
|                     |   | Case file review findings: 27 (52%) of    |
|                     |   | the records analyzed did not match what   |
|                     |   | was reported in AFCARS. In the majority   |
|                     |   | of the cases the response should have     |
|                     |   | been "applies" instead of "does not       |
|                     |   | apply." Many of the diagnosed conditions  |
|                     |   | reported were incorrectly mapped to       |
|                     |   | "other diagnosed condition."              |
+---------------------+---+-------------------------------------------+
| #15 Other Diagnosed | 2 | [Program code]{.underline}: 733N, LNs     |
| Condition           |   | 1140, 1650-1655, 1935-1940, 2130-2135     |
|                     |   |                                           |
| \[0 = Does not      |   | This field is initialized to "does not    |
| apply\]             |   | apply." This field should be initialized  |
|                     |   | to blank. *Post site-visit analysis: The  |
| 1 = Applies         |   | program code was modified to initialize   |
|                     |   | this element to blank. If no appropriate  |
|                     |   | diagnoses are found, it is set to "does   |
|                     |   | not apply."*                              |
|                     |   |                                           |
|                     |   | The program code sets this data element   |
|                     |   | to "applies" if a diagnosis exists and    |
|                     |   | the user selects any State code not       |
|                     |   | listed for the other conditions in data   |
|                     |   | elements #11-14, in any of the Health     |
|                     |   | Conditions, Multi-axial Diagnosis         |
|                     |   | Assessment, or Education Evaluation       |
|                     |   | screens. There is not a separate listing  |
|                     |   | of diagnosed conditions. The State needs  |
|                     |   | to identify only those diagnoses that are |
|                     |   | to be mapped to this element. Currently,  |
|                     |   | the State's method of mapping for this    |
|                     |   | element is including a very wide range of |
|                     |   | diagnoses, based on the case file review, |
|                     |   | which includes some that should not be    |
|                     |   | included in AFCARS. Also, any diagnosed   |
|                     |   | behavioral or emotional condition that is |
|                     |   | not in the mapping for element #14 is     |
|                     |   | mapped to element #15. There are several  |
|                     |   | that should be mapped to element #14.     |
|                     |   |                                           |
|                     |   | Case file review findings: 24 (46%) of    |
|                     |   | the records analyzed did not match what   |
|                     |   | was reported in AFCARS. Most of the       |
|                     |   | errors were due to incorrectly mapping    |
|                     |   | mental health diagnoses to this element   |
|                     |   | instead of element #14.                   |
+---------------------+---+-------------------------------------------+
| #16 Has this child  | 2 | [Program code:]{.underline} 733N, LNs     |
| ever been adopted?  |   | 1185, 2195                                |
|                     |   |                                           |
| 1 = Yes             |   | Frequency Report (n=2,563): Yes = 97      |
|                     |   | (4%); No = 2,447 (95%); Unable to         |
| 2 = No              |   | determine = 19 (.74%)                     |
|                     |   |                                           |
| 3 = Unable to       |   | *Frequency Report 2006A (n=2622): Yes =   |
| Determine           |   | 16 (.61%); No = 2,606 (99%); Unable to    |
|                     |   | determine = 0*                            |
|                     |   |                                           |
|                     |   | There is not a field in the system to     |
|                     |   | collect the data for elements #16 and     |
|                     |   | #17. The State is currently deriving      |
|                     |   | whether the child had ever been adopted   |
|                     |   | by reviewing the legal status history of  |
|                     |   | a child. If the program code finds that   |
|                     |   | the child had been previously adopted     |
|                     |   | from the Idaho child welfare system, this |
|                     |   | element is "yes." Otherwise, the response |
|                     |   | is "no." The State staff indicated that   |
|                     |   | they are aware this is incorrect and have |
|                     |   | plans to change the way it is collected.  |
|                     |   | The State could add it to the person      |
|                     |   | profile screen or to assessments.         |
|                     |   |                                           |
|                     |   | The State needs to add "unable to         |
|                     |   | determine" as an option in case the child |
|                     |   | is abandoned and no one is available to   |
|                     |   | provide this information.                 |
|                     |   |                                           |
|                     |   | The State incorrectly includes            |
|                     |   | "step-parent" adoptions. Step-parent      |
|                     |   | adoptions should not be included for this |
|                     |   | element.                                  |
+---------------------+---+-------------------------------------------+
| #17 If yes, how old | 2 | [Program code]{.underline}: 733N, LNs     |
| was the child when  |   | 1200, 2210, 2560-2590                     |
| the adoption was    |   |                                           |
| legalized?          |   | Frequency Report (2,563): Not applicable  |
|                     |   | = 2,466 (96%); Unable to determine = 0;   |
| \[0 = Not           |   | Not reported = 0                          |
| Applicable\]        |   |                                           |
|                     |   | *Frequency Report 2006A (n=2,622): Not    |
| 1 = less than 2     |   | applicable = 2,606 (99%); Unable to       |
| years old           |   | determine = 0; Not reported = 0*          |
|                     |   |                                           |
| 2 = 2-5 years old   |   | The frequencies indicate there is an      |
|                     |   | inconsistency between the number of       |
| 3 = 6-12 years old  |   | records reported as "no" in element #16   |
|                     |   | and the number of "not applicable"        |
| 4 = 13 years or     |   | responses in element #17.                 |
| older               |   |                                           |
|                     |   | If the response to element #16 is "yes,"  |
| 5 = Unable to       |   | but an age is not found, this element is  |
| Determine           |   | correctly mapped to blank.                |
|                     |   |                                           |
|                     |   | Since the program code is only checking   |
|                     |   | for prior adoptions in the Idaho child    |
|                     |   | welfare system, there is no mapping for   |
|                     |   | the value "unable to determine." This     |
|                     |   | will need to be added when the system is  |
|                     |   | redesigned in order to collect this value |
|                     |   | in the instances of an abandoned child.   |
|                     |   |                                           |
|                     |   | The program code maps the State age range |
|                     |   | 3-5 to the AFCARS data element value      |
|                     |   | "2-5." This needs to be corrected. *Post  |
|                     |   | site-visit analysis: The program code was |
|                     |   | modified to correctly map the age group   |
|                     |   | of two to five years of age to the AFCARS |
|                     |   | value "2."*                               |
|                     |   |                                           |
|                     |   | Case file review findings: 9 (16%) of the |
|                     |   | records analyzed did not match what was   |
|                     |   | reported in AFCARS. In six of the error   |
|                     |   | cases, there should have been an age      |
|                     |   | range because the child had been          |
|                     |   | previously adopted.                       |
+---------------------+---+-------------------------------------------+
| #18 Date of First   | 2 | [Program code]{.underline}: 732N, LNs     |
| Removal from Home   |   | 1720-2080, 2550-2790                      |
|                     |   |                                           |
| \_\_\_(mo) \_\_\_   |   | For children that have been previously    |
| (day)\_\_\_\_(year) |   | adopted from the Idaho child welfare      |
|                     |   | system, the program code correctly checks |
|                     |   | for removals under the child's old client |
|                     |   | number in addition to those related to    |
|                     |   | the new client number.                    |
|                     |   |                                           |
|                     |   | If there are more than one removal        |
|                     |   | episodes, the program code orders them by |
|                     |   | descending order (i.e., most recent date  |
|                     |   | first). This element gets set to the      |
|                     |   | removal date from the last removal record |
|                     |   | it reads (i.e., the earliest date).       |
|                     |   |                                           |
|                     |   | For AFCARS reporting purposes, if a       |
|                     |   | child's first living arrangement while    |
|                     |   | under the agency's responsibility for     |
|                     |   | care and placement is a locked facility   |
|                     |   | or a hospital, then the child's removal   |
|                     |   | episode does not begin until (or if) the  |
|                     |   | child is placed in a foster care setting  |
|                     |   | such as a foster home or group home or    |
|                     |   | other institutional setting. The State    |
|                     |   | currently includes these situations in    |
|                     |   | its AFCARS file. The State must modify    |
|                     |   | the program code to not extract the date  |
|                     |   | of removal as the custody date for these  |
|                     |   | situations, and to begin reporting the    |
|                     |   | child at the time he/she enters the       |
|                     |   | foster care setting. The program code     |
|                     |   | must extract this date as the AFCARS      |
|                     |   | removal date.                             |
|                     |   |                                           |
|                     |   | Case file review findings: 9 (20%) of the |
|                     |   | records analyzed did not match what was   |
|                     |   | reported in AFCARS. Also, there were      |
|                     |   | twelve records that the reviewers could   |
|                     |   | not verify this information due to        |
|                     |   | incomplete case files. There were five    |
|                     |   | records that should have had an earlier   |
|                     |   | date of removal and three that should     |
|                     |   | have had a later date.                    |
+---------------------+---+-------------------------------------------+
| #19 Total Number of | ~ | [Program code:]{.underline} 732N, LNs     |
| Removals from Home  | ~ | 1720-2080, 2550-2790                      |
|                     | 3 |                                           |
|                     | ~ | For children that have been previously    |
|                     | ~ | adopted from the Idaho child welfare      |
|                     |   | system, the program code correctly counts |
|                     | 4 | removals under the child's old client     |
|                     |   | number in addition to those related to    |
|                     |   | the new client number.                    |
+---------------------+---+-------------------------------------------+
| #20 Date Child was  | ~ | [Program code]{.underline}: 732N, LNs     |
| Discharged from     | ~ | 1720-2080, 2550-2790, 2475-2535           |
| last foster care    | 3 |                                           |
| episode (if         | ~ | For children that have been previously    |
| applicable)         | ~ | adopted from the Idaho child welfare      |
|                     |   | system, the program code correctly checks |
| \_\_\_(mo) \_\_\_   | 4 | for the discharge date from the prior     |
| (day)\_\_\_\_(year) |   | removal episode even if it is the date    |
|                     |   | the child was legally adopted.            |
|                     |   |                                           |
|                     |   | The program code ensures that if foster   |
|                     |   | care element #19 is two or more, this     |
|                     |   | data element will contain the end date    |
|                     |   | for the last removal episode.             |
+---------------------+---+-------------------------------------------+
| #21 Date of Latest  | 2 | For AFCARS reporting purposes, if a       |
| Removal             |   | child's first living arrangement while    |
|                     |   | under the agency's responsibility for     |
| \_\_\_(mo) \_\_\_   |   | care and placement is a locked facility   |
| (day)\_\_\_\_(year) |   | or a hospital, then the child's removal   |
|                     |   | episode does not begin until (or if) the  |
|                     |   | child is placed in a foster care setting  |
|                     |   | such as a foster home or group home or    |
|                     |   | other institutional setting. The State    |
|                     |   | currently includes these situations in    |
|                     |   | its AFCARS file. The State must modify    |
|                     |   | the program code to not extract the date  |
|                     |   | of removal as the custody date for these  |
|                     |   | situations, and to begin reporting the    |
|                     |   | child at the time he/she enters the       |
|                     |   | foster care setting. The program code     |
|                     |   | must extract this date as the AFCARS      |
|                     |   | removal date.                             |
|                     |   |                                           |
|                     |   | The State staff asked how much history is |
|                     |   | required on Tribal children that they     |
|                     |   | have joint custody with a Tribe. The      |
|                     |   | State staff indicated there may have been |
|                     |   | prior removals, but they were under the   |
|                     |   | jurisdiction of the Tribe. *Response: The |
|                     |   | State would treat these situations the    |
|                     |   | same as a child who moved into Idaho from |
|                     |   | another State and had prior removals in   |
|                     |   | that State, the prior removals would not  |
|                     |   | be included. Therefore, do not include    |
|                     |   | the removals a child experienced while    |
|                     |   | under the sole custody of the Tribe. The  |
|                     |   | State is to only count those removal      |
|                     |   | episodes in which it is involved in,      |
|                     |   | either solely or with joint custody with  |
|                     |   | the Tribe.*                               |
|                     |   |                                           |
|                     |   | Case file review findings: 7 (13%) of the |
|                     |   | records analyzed did not match what was   |
|                     |   | reported in AFCARS. In three error cases  |
|                     |   | the actual date of removal was later than |
|                     |   | the date reported to AFCARS. In two of    |
|                     |   | these cases, the date reported to AFCARS  |
|                     |   | included the date the child was placed in |
|                     |   | the hospital or detention as the first    |
|                     |   | placement. In three error cases the       |
|                     |   | actual date of removal was earlier than   |
|                     |   | the date reported to AFCARS.              |
+---------------------+---+-------------------------------------------+
| #22 Date of Latest  | 4 | This element contains a computer          |
| Removal Transaction |   | generated date which is not modifiable by |
| Date                |   | the user.                                 |
+---------------------+---+-------------------------------------------+
| #23 Date of         | 2 | The State correctly extracts the start    |
| Placement in        |   | date of a "trial home visit."             |
| Current Foster Care |   |                                           |
| Setting             |   | The program code checks for whether       |
|                     |   | hospital stays are less than 30 days. If  |
| \_\_\_(mo) \_\_\_   |   | the stay is for less than 30 days, the    |
| (day)\_\_\_\_(year) |   | program code does not include them as     |
|                     |   | placements. There is no State policy that |
|                     |   | defines acute care as being 30 days. The  |
|                     |   | State will need to determine based on     |
|                     |   | medical practice and insurance guidelines |
|                     |   | within the state what is considered an    |
|                     |   | acute care stay. For hospital stays       |
|                     |   | beyond this time frame, but shorter than  |
|                     |   | 30 days, the date the child entered the   |
|                     |   | hospital is to be reported for this       |
|                     |   | element.                                  |
|                     |   |                                           |
|                     |   | The program code incorrectly does not     |
|                     |   | extract the "start" date of a runaway.    |
|                     |   | *Post site-visit analysis: The program    |
|                     |   | code (731n, LN 3250 and 732n LN 4825) was |
|                     |   | modified to look for the end date of a    |
|                     |   | placement when the end placement reason   |
|                     |   | is "runaway." This date then is reported  |
|                     |   | for element #23 as the placement date for |
|                     |   | the current foster care setting.*         |
|                     |   |                                           |
|                     |   | Case file review findings: 6 (13%) of the |
|                     |   | records analyzed did not match what was   |
|                     |   | reported in AFCARS. In four of the error  |
|                     |   | cases, the reviewers found an earlier     |
|                     |   | date than the one reported to AFCARS. In  |
|                     |   | two of the error cases, the dates found   |
|                     |   | by the reviewers were later than the one  |
|                     |   | reported to AFCARS.                       |
+---------------------+---+-------------------------------------------+
| #24 Number of       | 2 | [Screen]{.underline}: Placement Request   |
| Previous Placement  |   |                                           |
| Settings in This    |   | [Program code]{.underline}: 733N, LNs     |
| Episode             |   | 1300, 3150-3750, 4845-5515, 3760-4040,    |
|                     |   | 4845-5515, 4050-4115; and, 738N           |
|                     |   |                                           |
|                     |   | Frequency report: There are four records  |
|                     |   | with "00" placements. The State should    |
|                     |   | verify if these are due to children       |
|                     |   | entering care and being on a runaway      |
|                     |   | status as the first, and only, placement. |
|                     |   |                                           |
|                     |   | The program code checks for whether       |
|                     |   | hospital stays are less than 30 days. If  |
|                     |   | the stay is for less than 30 days, the    |
|                     |   | program code does not include them as     |
|                     |   | placements. There is no State policy that |
|                     |   | defines acute care as being 30 days. The  |
|                     |   | State will need to determine based on     |
|                     |   | medical practice and insurance guidelines |
|                     |   | within the state what is considered an    |
|                     |   | acute care stay. For hospital stays       |
|                     |   | beyond this time frame, but shorter than  |
|                     |   | 30 days, the program code should count    |
|                     |   | the stay for this element.                |
|                     |   |                                           |
|                     |   | Idaho Youth Ranch has several facilities, |
|                     |   | and one location contains several         |
|                     |   | individual cottages onsite. If a child    |
|                     |   | moves from one cottage to another on the  |
|                     |   | same site, then these are not counted as  |
|                     |   | placement moves for this element.         |
|                     |   | However, if the child goes to a different |
|                     |   | facility operated by Idaho Youth Ranch,   |
|                     |   | then it should be counted for this        |
|                     |   | element.                                  |
|                     |   |                                           |
|                     |   | Case file review findings: 8 (18%) of the |
|                     |   | records analyzed did not match what was   |
|                     |   | reported in AFCARS. There was generally   |
|                     |   | an over count of placements reported to   |
|                     |   | AFCARS.                                   |
+---------------------+---+-------------------------------------------+
| #25 Manner of       | 4 | [Screens]{.underline}: Legal status       |
| Removal From Home   |   | profile and Voluntary status profile      |
| for Current         |   |                                           |
| placement Episode   |   |                                           |
|                     |   |                                           |
| 1 = Voluntary       |   |                                           |
|                     |   |                                           |
| 2 = Court Ordered   |   |                                           |
|                     |   |                                           |
| 3 = Not Yet         |   |                                           |
| Determined          |   |                                           |
+---------------------+---+-------------------------------------------+
| Actions or          |   | [Screens]{.underline}: Removal Reason     |
| Conditions          |   | Profile, Removal from Home                |
| Associated With     |   |                                           |
| Child's Removal     |   | There are two fields on the screen that   |
|                     |   | is used to record the conditions          |
| \[0-Does not        |   | associated with a child's removal. One    |
| Apply\]             |   | field "removal reason" is where the case  |
|                     |   | workers enter the "legal" reason for      |
| 1-Applies           |   | removal. The second field "contributing   |
|                     |   | conditions" is a multi-selection box that |
|                     |   | case workers can select all other         |
|                     |   | contributing factors. The State developed |
|                     |   | this screen to contain separate fields    |
|                     |   | because State statute requires each case  |
|                     |   | to have indicated one of the following as |
|                     |   | a reason for removal: Abandonment,        |
|                     |   | Homeless, Neglect, Physical Abuse, Sexual |
|                     |   | Abuse, or Voluntary Placement.            |
|                     |   |                                           |
|                     |   | The list of contributing conditions does  |
|                     |   | not include the legal removal reasons     |
|                     |   | that are listed in the "removal reason"   |
|                     |   | drop-down box. Therefore, if there is     |
|                     |   | both neglect and sexual abuse, only one   |
|                     |   | will be recorded and reported. During the |
|                     |   | onsite review, the staff indicated this   |
|                     |   | has been corrected since they submitted   |
|                     |   | the documentation to ACF for the AFCARS   |
|                     |   | review. The contributing conditions list  |
|                     |   | now includes all conditions associated    |
|                     |   | with removal. The old way may have        |
|                     |   | contributed to some of the underreporting |
|                     |   | noted during the case file review. *Post  |
|                     |   | site-visit analysis: The State submitted  |
|                     |   | an updated copy of the screen indicating  |
|                     |   | the legal reasons for removal are also    |
|                     |   | listed as contributing conditions.*       |
|                     |   |                                           |
|                     |   | ACF encourages the State to consider      |
|                     |   | modifying the current approach for        |
|                     |   | entering this data. Currently, it is a    |
|                     |   | two-step process that the workers must    |
|                     |   | complete in order to identify all of the  |
|                     |   | actions or conditions associated with a   |
|                     |   | child's removal. Since the field          |
|                     |   | "contributing conditions" is not directly |
|                     |   | linked to the removal reasons, the worker |
|                     |   | does not have to complete it, thus under  |
|                     |   | recording/reporting the circumstances     |
|                     |   | leading to a child's removal from home.   |
|                     |   | By including all of the contributing      |
|                     |   | conditions into one field, the State can  |
|                     |   | still meet the statute requirements for   |
|                     |   | noting one of the legal requirements. An  |
|                     |   | internal edit can be programmed that      |
|                     |   | prompts the worker prior to leaving the   |
|                     |   | screen if one of the legal reasons was    |
|                     |   | not included. Having the conditions on    |
|                     |   | one selection list may be a better visual |
|                     |   | reminder to case workers to select all of |
|                     |   | the conditions that applied and were the  |
|                     |   | basis for removing the child from his/her |
|                     |   | home.                                     |
|                     |   |                                           |
|                     |   | The State needs to provide refresher      |
|                     |   | training on the importance of this data.  |
|                     |   | The State needs to ensure that            |
|                     |   | supervisors provide oversight that this   |
|                     |   | data is being entered completely and in a |
|                     |   | timely manner.                            |
|                     |   |                                           |
|                     |   | Case file review findings: The majority   |
|                     |   | of the elements between #26 and 40 had    |
|                     |   | errors.                                   |
+---------------------+---+-------------------------------------------+
| #26 Physical Abuse  | 2 | Case file review findings: 4 (7%) of the  |
|                     |   | records analyzed did not match what was   |
|                     |   | reported in AFCARS.                       |
+---------------------+---+-------------------------------------------+
| #27 Sexual Abuse    | 2 | Case file review findings: 2 (4%) of the  |
|                     |   | records analyzed did not match what was   |
|                     |   | reported in AFCARS.                       |
+---------------------+---+-------------------------------------------+
| #28 Neglect         | 2 | Case file review findings: 3 (5%) of the  |
|                     |   | records analyzed did not match what was   |
|                     |   | reported in AFCARS.                       |
+---------------------+---+-------------------------------------------+
| #29 Parent Alcohol  | 2 | Case file review findings: 5 (9%) of the  |
| Abuse               |   | records analyzed did not match what was   |
|                     |   | reported in AFCARS.                       |
+---------------------+---+-------------------------------------------+
| #30 Parent Drug     | 2 | Case file review findings: 13 (22%) of    |
| Abuse               |   | the records analyzed did not match what   |
|                     |   | was reported in AFCARS. In all of the     |
|                     |   | cases, the AFCARS file indicated "does    |
|                     |   | not apply," but the reviewers found this  |
|                     |   | element did "apply."                      |
+---------------------+---+-------------------------------------------+
| #31 Child Alcohol   | 2 |                                           |
| Abuse               |   |                                           |
+---------------------+---+-------------------------------------------+
| #32 Child Drug      | 2 |                                           |
| Abuse               |   |                                           |
+---------------------+---+-------------------------------------------+
| #33 Child           | 2 | Case file review findings: 2 (4%) of the  |
| Disability          |   | records analyzed did not match what was   |
|                     |   | reported in AFCARS.                       |
+---------------------+---+-------------------------------------------+
| #34 Child's         | 2 | Case file review findings: 10 (17%) of    |
| Behavior Problem    |   | the records analyzed did not match what   |
|                     |   | was reported in AFCARS. In the majority   |
|                     |   | of the cases, the AFCARS response was     |
|                     |   | "did not apply," but the reviewers found  |
|                     |   | it did "apply."                           |
+---------------------+---+-------------------------------------------+
| #35 Death of Parent | 2 |                                           |
+---------------------+---+-------------------------------------------+
| #36 Incarceration   | 2 | Case file review findings: 6 (10%) of the |
| of Parent           |   | records analyzed did not match what was   |
|                     |   | reported in AFCARS. This element should   |
|                     |   | have been reported as "applies."          |
+---------------------+---+-------------------------------------------+
| #37 Caretaker       | 2 | Case file review findings: 4 (7%) of the  |
| Inability to Cope   |   | records analyzed did not match what was   |
| Due to Illness or   |   | reported in AFCARS.                       |
| Other Reasons       |   |                                           |
+---------------------+---+-------------------------------------------+
| #38 Abandonment     | 2 |                                           |
+---------------------+---+-------------------------------------------+
| #39 Relinquishment  | 2 |                                           |
+---------------------+---+-------------------------------------------+
| #40 Inadequate      | 2 | Case file review findings: 3 (5%) of the  |
| Housing             |   | records analyzed did not match what was   |
|                     |   | reported in AFCARS.                       |
+---------------------+---+-------------------------------------------+
| #41 Current         | 2 | [Screens]{.underline}: Placement request; |
| Placement Setting   |   | Foster family profile; Facility license   |
|                     |   | profile                                   |
| 1 = Pre-Adoptive    |   |                                           |
| Home                |   | [Program code]{.underline}: 732N, LNs     |
|                     |   | 1140, 4695-4950, 4965-5175                |
| 2 = Foster Family   |   |                                           |
| Home-Relative       |   | Frequency Report: Pre-Adoptive Home = 133 |
|                     |   | (5%); Foster Family Home-Relative = 494   |
| 3 = Foster Family   |   | (19%); Foster Family Home-Non-Relative =  |
| Home-Non-Relative   |   | 1,307 (51%); Group Home = 199 (8%);       |
|                     |   | Institution = 168 (7%); Supervised        |
| 4 = Group Home      |   | Independent Living = 0; Runaway = 10      |
|                     |   | (.39%); Trial Home Visit = 252 (10%)      |
| 5 = Institution     |   |                                           |
|                     |   | The agency does not operate supervised    |
| 6 = Supervised      |   | independent living programs as defined    |
| Independent Living  |   | for this element. Therefore, there will   |
|                     |   | be no data reported for this value.       |
| 7 = Runaway         |   |                                           |
|                     |   | The State maps "alcohol drug treatment    |
| 8 = Trial Home      |   | facilities" to "institution." The State   |
| Visit               |   | staff need to check on the size of these  |
|                     |   | facilities and provide the information to |
|                     |   | ACF. If the facility is between seven and |
|                     |   | twelve beds, then it should be mapped to  |
|                     |   | "group home."                             |
|                     |   |                                           |
|                     |   | The drop down list for placement request  |
|                     |   | shows the alternate care types of         |
|                     |   | "children's recreation camp," "work       |
|                     |   | program," and "maternity home."           |
|                     |   | "Children's recreation camp" is not a     |
|                     |   | living arrangement. This option should be |
|                     |   | removed from the types of living          |
|                     |   | arrangements and the program code         |
|                     |   | modified to map it to blank for those     |
|                     |   | records that have it selected. The State  |
|                     |   | can run a report then to identify these   |
|                     |   | cases and update the living arrangement.  |
|                     |   |                                           |
|                     |   | The State clarified that "work program"   |
|                     |   | is run by Job Corp and they do have       |
|                     |   | living arrangements for youth involved in |
|                     |   | their programs. The staff indicated these |
|                     |   | settings are licensed, but they don't     |
|                     |   | place children there. If the State does   |
|                     |   | not use these as placements then the      |
|                     |   | option should be removed from the list so |
|                     |   | workers cannot accidentally select it.    |
|                     |   | Any records with this as a living         |
|                     |   | arrangement should be mapped to blank.    |
|                     |   |                                           |
|                     |   | The State indicated there no longer is a  |
|                     |   | maternity home in the State. This option  |
|                     |   | should be removed from the selection list |
|                     |   | or disabled. Records that contain this    |
|                     |   | option as a living arrangement should be  |
|                     |   | mapped to blank.                          |
|                     |   |                                           |
|                     |   | Idaho Youth Ranch has several facilities, |
|                     |   | and one location contains several         |
|                     |   | individual cottages onsite. The staff     |
|                     |   | need to confirm with the licensing staff  |
|                     |   | the size of each cottage. The State is to |
|                     |   | map the child's placement based on the    |
|                     |   | size of these cottages. If a child moves  |
|                     |   | from one cottage to another on the same   |
|                     |   | site, then these are not counted as       |
|                     |   | placement moves for foster care element   |
|                     |   | #24.                                      |
|                     |   |                                           |
|                     |   | The program code checks for whether       |
|                     |   | hospital stays are less than 30 days. If  |
|                     |   | the stay is for less than 30 days, the    |
|                     |   | program code does not include them as     |
|                     |   | placements. There is no State policy that |
|                     |   | defines acute care as being 30 days. The  |
|                     |   | State will need to determine based on     |
|                     |   | medical practice and insurance guidelines |
|                     |   | within the state what is considered an    |
|                     |   | acute care stay. For hospital stays       |
|                     |   | beyond this time frame, but shorter than  |
|                     |   | 30 days, include them as a placement      |
|                     |   | setting for this element.                 |
|                     |   |                                           |
|                     |   | Case file review findings: 6 (11%) of the |
|                     |   | records analyzed did not match what was   |
|                     |   | reported in AFCARS. In the error cases,   |
|                     |   | the AFCARS data indicated the child as    |
|                     |   | being in a "group home," but the reviewer |
|                     |   | found the child was in a "foster family   |
|                     |   | home."                                    |
+---------------------+---+-------------------------------------------+
| #42 Is Current      | 4 |                                           |
| Placement           |   |                                           |
| Out-of-State?       |   |                                           |
|                     |   |                                           |
| 1=Yes (Out of State |   |                                           |
| placement)          |   |                                           |
|                     |   |                                           |
| 2=No (In-State      |   |                                           |
| placement)          |   |                                           |
+---------------------+---+-------------------------------------------+
| #43 Most recent     | 2 | [Screen]{.underline}: Permanency plan     |
| case plan goal      |   | goal                                      |
|                     |   |                                           |
| 1 = Reunify With    |   | Frequency Report (n=2,563): Reunify =     |
| Parent(s) Or        |   | 1,156 (45%); Live with Relative(s) = 21   |
| Principal           |   | (.82%); Adoption = 342 (13%); Long Term   |
| Caretaker(s)        |   | Foster Care = 194 (8%); Emancipation = 0; |
|                     |   | Guardianship = 47 (2%); Case Plan Goal    |
| 2 = Live With       |   | Not Yet Established = 785 (31%); Not      |
| Relative(s)         |   | reported = 0; Invalid values = 18         |
|                     |   |                                           |
| 3 = Adoption        |   | The State does concurrent planning. The   |
|                     |   | input screen contains three fields. The   |
| 4 = Long Term       |   | first field is the "permanency plan goal" |
| Foster Care         |   | field. If there is no concurrent plan for |
|                     |   | the child, the program code extracts the  |
| 5 = Emancipation    |   | permanency goal entered by the case       |
|                     |   | worker. If the case worker selects        |
| 6 = Guardianship    |   | "concurrent planning" in the field        |
|                     |   | "permanency plan goal," then they are     |
| 7 = Case Plan Goal  |   | required to complete the two additional   |
| Not Yet Established |   | fields "primary permanency goal" and      |
|                     |   | "secondary permanency goal."              |
|                     |   |                                           |
|                     |   | The selection list includes several old   |
|                     |   | goals that were used by the Children's    |
|                     |   | Mental Health Division. These are: "aid   |
|                     |   | child to live in the family home," "aid   |
|                     |   | child to work or school problems,"        |
|                     |   | "obtain skills to live independently      |
|                     |   | within family," and "prevent movement to  |
|                     |   | more restrictive placement." Since these  |
|                     |   | values are no longer used, they should be |
|                     |   | removed from the selection list. The      |
|                     |   | program code should map these values to   |
|                     |   | blank.                                    |
|                     |   |                                           |
|                     |   | The State needs to provide ACF with       |
|                     |   | screen prints showing the drop down lists |
|                     |   | for "primary permanency goal" and         |
|                     |   | "secondary permanency goal."              |
|                     |   |                                           |
|                     |   | The program code correctly extracts the   |
|                     |   | "primary permanency goal" if "concurrent" |
|                     |   | is selected from the "permanency plan     |
|                     |   | goal" field.                              |
|                     |   |                                           |
|                     |   | The program code maps missing data to     |
|                     |   | "not yet established" for records in      |
|                     |   | which the child has been in foster care   |
|                     |   | for 60 days or less. After 60 days, if no |
|                     |   | case plan goal is entered, this element   |
|                     |   | is correctly mapped to blank. *Post       |
|                     |   | site-visit analysis: Based on the case    |
|                     |   | file review this is not the case. Did the |
|                     |   | State modify the program code with this   |
|                     |   | requirement after the 2005B data were     |
|                     |   | submitted? The frequency report reflects  |
|                     |   | a difference between the 2005B and 2006A  |
|                     |   | files for the values "not yet             |
|                     |   | established" and missing. Please provide  |
|                     |   | a clarification in the first improvement  |
|                     |   | plan response.*                           |
|                     |   |                                           |
|                     |   | The State maps "post adoptive services"   |
|                     |   | and "prevent alternate placement" to      |
|                     |   | "reunification." The staff indicated that |
|                     |   | "prevent alternate placement" is a goal   |
|                     |   | used when the child is in his/her own     |
|                     |   | home and is not in foster care. This      |
|                     |   | option should either not be available for |
|                     |   | selection once the child enters foster    |
|                     |   | care, or it should be mapped to blank.    |
|                     |   | However, if the State uses the option     |
|                     |   | when a child is placed back in his/her    |
|                     |   | own home while under the agency's         |
|                     |   | responsibility for care and placement,    |
|                     |   | then it is appropriate to map it to       |
|                     |   | "reunification."                          |
|                     |   |                                           |
|                     |   | The program code includes the value "COP" |
|                     |   | for "concurrent planning" and it is       |
|                     |   | mapped to "reunification." This value     |
|                     |   | should be mapped to blank.                |
|                     |   |                                           |
|                     |   | The State incorrectly maps "permanency    |
|                     |   | placement -- other parent" to "live with  |
|                     |   | other relatives." It should be mapped to  |
|                     |   | "reunification."                          |
|                     |   |                                           |
|                     |   | The State value "relative guardianship"   |
|                     |   | is correctly mapped to "live with other   |
|                     |   | relatives." But it is also mapped to      |
|                     |   | "guardianship," which is incorrect.       |
|                     |   |                                           |
|                     |   | The State's value "legal guardianship --  |
|                     |   | relative" is incorrectly mapped to        |
|                     |   | "guardianship." It should be mapped to    |
|                     |   | "live with relative."                     |
|                     |   |                                           |
|                     |   | The State maps "termination of parental   |
|                     |   | rights" to "guardianship." This is        |
|                     |   | incorrect and it should be mapped to      |
|                     |   | blank because it is not a goal.           |
|                     |   |                                           |
|                     |   | The Federal team clarified for the State  |
|                     |   | staff that the AFCARS definition of       |
|                     |   | "emancipation" is not a legal one and is  |
|                     |   | not reflective of the legal standing of   |
|                     |   | emancipation. According to the State's    |
|                     |   | definition, policy, and practice related  |
|                     |   | to the goal "long-term foster care,       |
|                     |   | non-relative," this goal should be mapped |
|                     |   | to AFCARS "emancipation." In Idaho a      |
|                     |   | child is not eligible for Chafee services |
|                     |   | until he/she is 15 years old. For youth   |
|                     |   | younger than 15, this goal should be      |
|                     |   | mapped to the AFCARS value "long--term    |
|                     |   | foster care." The State should keep their |
|                     |   | wording and selections on the screen for  |
|                     |   | permanency plan goal related to long term |
|                     |   | foster care.                              |
|                     |   |                                           |
|                     |   | Case file review findings: 8 (14%) of the |
|                     |   | records analyzed did not match what was   |
|                     |   | reported in AFCARS. There were five error |
|                     |   | cases that had "case plan goal not yet    |
|                     |   | established" in the AFCARS file and the   |
|                     |   | child had been in care for more than 60   |
|                     |   | days. In one case the child had been in   |
|                     |   | foster care since 2002.                   |
+---------------------+---+-------------------------------------------+
| #44 Caretaker       | ~ | [Screen]{.underline}s: Family member      |
| Family Structure    | ~ | profile and Person profile                |
|                     | 2 |                                           |
| 1 = Married Couple  | ~ | [Program code:]{.underline} 732N: LNs     |
|                     | ~ | 1230, 4305-4380, 5870-6080, 4390-4455,    |
| 2 = Unmarried       |   | 4075-4120, 4465-4540, 4075-4120,          |
| Couple              | 3 | 4590-4600, 4545-4585; and, 800N           |
|                     |   |                                           |
| 3 = Single Female   |   | The program code maps missing information |
|                     |   | to "unable to determine." If the          |
| 4 = Single Male     |   | caretaker family structure is unknown, or |
|                     |   | missing, it should be mapped to blank.    |
| 5 = Unable to       |   | *Post site-visit analysis: The program    |
| Determine           |   | code (732n, LN 4450 -- 4465 and 5650) was |
|                     |   | modified to map missing data to blank.*   |
|                     |   |                                           |
|                     |   | Same sex couples may be reported as       |
|                     |   | "unmarried couple" to represent two       |
|                     |   | people from whom the child is removed.    |
|                     |   | Currently the State reports as "single    |
|                     |   | female" or "single male."                 |
|                     |   |                                           |
|                     |   | Case file review findings: 7 (12%) of the |
|                     |   | records analyzed did not match what was   |
|                     |   | reported in AFCARS. In most instances,    |
|                     |   | "single female" was reported to AFCARS,   |
|                     |   | but the reviewer found the child was      |
|                     |   | removed from a married couple.            |
+---------------------+---+-------------------------------------------+
| #45 1^st^ Primary   | 4 | [Screen]{.underline}: Family Profile      |
| Caretaker's Birth   |   |                                           |
| Year                |   | This field is initialized to blank.       |
|                     |   |                                           |
| \_\_\_(mo) \_\_\_   |   |                                           |
| (day)\_\_\_\_(year) |   |                                           |
+---------------------+---+-------------------------------------------+
| #46 2^nd^ Primary   | 4 | [Screen]{.underline}: Family Profile      |
| Caretaker's Birth   |   |                                           |
| Year (if            |   | This field is initialized to blank.       |
| applicable)         |   |                                           |
|                     |   |                                           |
| \_\_\_(mo) \_\_\_   |   |                                           |
| (day)\_\_\_\_(year) |   |                                           |
+---------------------+---+-------------------------------------------+
| #47 Mother's Date   | 2 | [Screen]{.underline}: Parent information  |
| of TPR              |   |                                           |
|                     |   | [Program code]{.underline}: 733N, LNs     |
| \_\_\_(mo) \_\_\_   |   | 1225, 2765-2970                           |
| (day)\_\_\_\_(year) |   |                                           |
|                     |   | The State only records TPR if working     |
|                     |   | towards adoption.                         |
|                     |   |                                           |
|                     |   | This field is initialized to blank.       |
|                     |   |                                           |
|                     |   | The program code reads the "parental      |
|                     |   | rights terminated" records for this child |
|                     |   | and then determines the gender of the     |
|                     |   | parent in order to set the date value in  |
|                     |   | this data element if female.              |
|                     |   |                                           |
|                     |   | Deceased dates are to be reported as TPR  |
|                     |   | dates. The program code does not extract  |
|                     |   | a deceased date. *Post site-visit         |
|                     |   | analysis: The program code now checks for |
|                     |   | a deceased date. If there is a TPR date   |
|                     |   | prior to the deceased date, the program   |
|                     |   | code will extract the TPR date.*          |
|                     |   |                                           |
|                     |   | If there are multiple TPR dates, the      |
|                     |   | program code should extract the latest    |
|                     |   | TPR date.                                 |
|                     |   |                                           |
|                     |   | Based on the case file review of the      |
|                     |   | foster care and adoption records, there   |
|                     |   | appears to be some confusion as to which  |
|                     |   | date (hearing, signed, or filed) is to be |
|                     |   | entered into the system. The State should |
|                     |   | instruct its workers to use the hearing   |
|                     |   | date.                                     |
|                     |   |                                           |
|                     |   | Case file review findings: 7 (12%) of the |
|                     |   | records analyzed did not match what was   |
|                     |   | reported in AFCARS. In three of the error |
|                     |   | cases, reviewers found dates of TPR, but  |
|                     |   | the AFCARS field was blank. In two of the |
|                     |   | error cases, the reviewers found a TPR    |
|                     |   | date later than the date reported to      |
|                     |   | AFCARS. In two error cases, the reviewers |
|                     |   | found TPR dates earlier than information  |
|                     |   | provided in AFCARS.                       |
+---------------------+---+-------------------------------------------+
| #48 Legal or        | 2 | [Screen]{.underline}: Parent information  |
| Putative Father's   |   |                                           |
| TPR                 |   | [Program code]{.underline}: 733N, LNs     |
|                     |   | 1225, 2765-2970                           |
| ###                 |   |                                           |
|  \_\_\_(mo) \_\_\_  |   | The State only records TPR if working     |
| (day)\_\_\_\_(year) |   | towards adoption.                         |
|                     |   |                                           |
|                     |   | This field is initialized to blank.       |
|                     |   |                                           |
|                     |   | The program code reads the "parental      |
|                     |   | rights terminated" records for this child |
|                     |   | and then determines the gender of the     |
|                     |   | parent in order to set the date value in  |
|                     |   | this data element if male.                |
|                     |   |                                           |
|                     |   | Deceased dates are to be reported as TPR  |
|                     |   | dates. The program code does not extract  |
|                     |   | a deceased date. *Post site-visit         |
|                     |   | analysis: The program code now checks for |
|                     |   | a deceased date. If there is a TPR date   |
|                     |   | prior to the deceased date, the program   |
|                     |   | code will extract the TPR date.*          |
|                     |   |                                           |
|                     |   | If there is more than one TPR date, the   |
|                     |   | program code should extract the latest    |
|                     |   | TPR date.                                 |
|                     |   |                                           |
|                     |   | In the event that a single female or male |
|                     |   | adopts a child and is the only legal      |
|                     |   | parent, and there is a subsequent reason  |
|                     |   | to terminate his or her parental rights,  |
|                     |   | there should only be one TPR date.        |
|                     |   |                                           |
|                     |   | Based on the case file review of the      |
|                     |   | foster care and adoption records, there   |
|                     |   | appears to be some confusion as to which  |
|                     |   | date (hearing, signed, or filed) is to be |
|                     |   | entered into the system. The State should |
|                     |   | instruct its workers to use the hearing   |
|                     |   | date.                                     |
+---------------------+---+-------------------------------------------+
| #49 Foster Family   | 2 | [Screen]{.underline}: Person Profile;     |
| Structure           |   | Family member profile                     |
|                     |   |                                           |
| 0 = Not Applicable  |   | [Program code:]{.underline} 732N: LNs     |
|                     |   | 5485                                      |
| 1 = Married Couple  |   |                                           |
|                     |   | The program code is incorrectly           |
| 2 = Unmarried       |   | initialized to "not applicable." It       |
| Couple              |   | should be initialized to blank. *Post     |
|                     |   | site-visit analysis: The program code was |
| 3 = Single Female   |   | modified and is now initialized to        |
|                     |   | blank.*                                   |
| 4 = Single Male     |   |                                           |
|                     |   | The program code inserts a value other    |
|                     |   | than "not applicable" only if foster care |
|                     |   | element #41 has a value of "1," "2," or   |
|                     |   | "3" (indicating that the child is in a    |
|                     |   | foster family or pre-adoptive home).      |
|                     |   | *Post site-visit analysis: In the 2006A   |
|                     |   | frequency report, there are 64 more       |
|                     |   | records reported for "not applicable"     |
|                     |   | than there are records of children in a   |
|                     |   | non-foster home setting in element #41.   |
|                     |   | ACF will review the 2006B data to assess  |
|                     |   | a need for other modifications.*          |
|                     |   |                                           |
|                     |   | The program code maps missing information |
|                     |   | to "unable to determine." If the foster   |
|                     |   | family structure is unknown, or missing,  |
|                     |   | it should be mapped to blank. "Unable to  |
|                     |   | determine" is not a valid value for this  |
|                     |   | element. *Post site-visit analysis: The   |
|                     |   | program code (732n, LN 4450 -- 4465 and   |
|                     |   | 5650) was modified to map missing data to |
|                     |   | blank.*                                   |
|                     |   |                                           |
|                     |   | Same sex couples may be reported as       |
|                     |   | "unmarried couple" to represent two       |
|                     |   | people from whom the child is removed.    |
|                     |   | Currently, the State reports as "single   |
|                     |   | female" or "single male."                 |
|                     |   |                                           |
|                     |   | Case file review findings: 7 (12%) of the |
|                     |   | records analyzed did not match what was   |
|                     |   | reported in AFCARS. The errors were due   |
|                     |   | to the incorrect information reported for |
|                     |   | the current placement setting. The        |
|                     |   | reviewers found that the child was placed |
|                     |   | in a foster home and not a group home as  |
|                     |   | reported. Therefore, the foster family    |
|                     |   | information was also incorrect.           |
+---------------------+---+-------------------------------------------+
| #50 1^st^ Foster    | 3 | [Screens]{.underline}: Family Profile and |
| Caretaker's Birth   |   | Person profile                            |
| Year                |   |                                           |
|                     |   | This field is initialized to blank.       |
|                     |   |                                           |
|                     |   | Case file review findings: 7 (12%) of the |
|                     |   | records analyzed did not match what was   |
|                     |   | reported in AFCARS. The errors were due   |
|                     |   | to the incorrect information reported for |
|                     |   | the current placement setting. The        |
|                     |   | reviewers found that the child was placed |
|                     |   | in a foster home and not a group home as  |
|                     |   | reported. Therefore, the foster family    |
|                     |   | information was also incorrect.           |
+---------------------+---+-------------------------------------------+
| #51 2^nd^ Foster    | 3 | [Screen]{.underline}: Person profile      |
| Caretaker's Birth   |   |                                           |
| Year                |   | Frequency report: For the number of       |
|                     |   | married and unmarried couples reported in |
|                     |   | element #49, this element is missing 5    |
|                     |   | dates of birth.                           |
|                     |   |                                           |
|                     |   | This field is initialized to blank.       |
+---------------------+---+-------------------------------------------+
| #52 1^st^ Foster    | 2 | [Screen]{.underline}: Person Profile      |
| Caretaker's Race    |   |                                           |
|                     |   | There are six fields on the screen for    |
| a\. American Indian |   | the entry of race information. The first  |
| or Alaska Native    |   | field on the person profile screen lists: |
|                     |   | Multiple; Alaskan Native, American        |
| b\. Asian           |   | Indian, Black/African American, Filipino, |
|                     |   | Hawaiian, Japanese, Other Asian, Other    |
| c\. Black or        |   | Pacific Islander, Unable to Determine and |
| African American    |   | White. If "multiple" is selected, then    |
|                     |   | another screen appears that contains five |
| d\. Native Hawaiian |   | race fields. Each of these selection      |
| or Other Pacific    |   | boxes includes the same list of options,  |
| Islander            |   | including "unable to determine."          |
|                     |   |                                           |
| e\. White           |   | The worker can enter a race and enter     |
|                     |   | "unable to determine." The State needs to |
| f\. Unable to       |   | modify the selection list so that "unable |
| Determine           |   | to determine" and a race cannot both be   |
|                     |   | selected. One option is to remove "unable |
|                     |   | to determine" from the five additional    |
|                     |   | selection boxes and only list it on the   |
|                     |   | first selection list.                     |
|                     |   |                                           |
|                     |   | The person profile screen cannot be saved |
|                     |   | without race information being entered.   |
|                     |   |                                           |
|                     |   | The State incorrectly maps Filipino to    |
|                     |   | AFCARS "native Hawaiian or other Pacific  |
|                     |   | islander." It should be mapped to         |
|                     |   | "Asian." *Post site-visit analysis: The   |
|                     |   | program code was modified to correctly    |
|                     |   | map "Filipino" to "Asian."*               |
|                     |   |                                           |
|                     |   | The program code incorrectly maps "other" |
|                     |   | to AFCARS "unable to determine." *Post    |
|                     |   | site-visit analysis: The option "other"   |
|                     |   | has been removed from the program code.*  |
|                     |   |                                           |
|                     |   | ACF strongly encourages the State to      |
|                     |   | address how this element is to be         |
|                     |   | self-reported by clients in training with |
|                     |   | caseworkers.                              |
|                     |   |                                           |
|                     |   | The State may want to add the option      |
|                     |   | "decline" in order to better track when   |
|                     |   | an individual refuses to provide their    |
|                     |   | race information.                         |
+---------------------+---+-------------------------------------------+
| #53 1^st^ Foster    | ~ | Frequency Report (n=2563): Not applicable |
| Caretaker's         | ~ | = 629 (25%); Yes = 136 (5%); No = 1,707   |
| Hispanic or Latino  | 2 | (67%); Unable to determine = 91 (4%); Not |
| Origin              | ~ | reported = 0                              |
|                     | ~ |                                           |
| 1 = Yes             |   | *Frequency Report 2006A (n=2622): Not     |
|                     | 3 | applicable = 665 (25%); Yes = 158 (6%);   |
| 2 = No              |   | No = 1,733 (66%); Unable to determine =   |
|                     |   | 66 (3%); Not reported = 0*                |
| 3 = Unable to       |   |                                           |
| Determine           |   | This field is initialized to "0." It      |
|                     |   | should be initialized to blank.           |
|                     |   |                                           |
|                     |   | The screen provided to ACF for the AFCARS |
|                     |   | review included the option "not           |
|                     |   | classifiable." This option was not in the |
|                     |   | program code sent to ACF. The State       |
|                     |   | indicated the screen was recently updated |
|                     |   | and no longer includes this option. The   |
|                     |   | program code reviewed was modified        |
|                     |   | accordingly.                              |
|                     |   |                                           |
|                     |   | In the program code, blank is mapped to   |
|                     |   | AFCARS "unable to determine." Missing     |
|                     |   | data are to be mapped to blank. *Post     |
|                     |   | site-visit analysis: The program code     |
|                     |   | (732n, LN 4325) no longer maps missing    |
|                     |   | data to "unable to determine."*           |
+---------------------+---+-------------------------------------------+
| #54 2^nd^ Foster    | 2 | [Screen]{.underline}: Person Profile      |
| Caretaker's Race    |   |                                           |
| (if applicable)     |   | There are six fields on the screen for    |
|                     |   | the entry of race information. The first  |
| a\. American Indian |   | field on the person profile screen lists: |
| or Alaska Native    |   | Multiple; Alaskan Native, American        |
|                     |   | Indian, Black/African American, Filipino, |
| b\. Asian           |   | Hawaiian, Japanese, Other Asian, Other    |
|                     |   | Pacific Islander, Unable to Determine and |
| c\. Black or        |   | White. If "multiple" is selected, then    |
| African American    |   | another screen appears that contains five |
|                     |   | race fields. Each of these selection      |
| d\. Native Hawaiian |   | boxes includes the same list of options,  |
| or Other Pacific    |   | including "unable to determine."          |
| Islander            |   |                                           |
|                     |   | The worker can enter a race and enter     |
| e\. White           |   | "unable to determine." The State needs to |
|                     |   | modify the selection list so that "unable |
| f\. Unable to       |   | to determine" and a race cannot both be   |
| Determine           |   | selected. One option is to remove "unable |
|                     |   | to determine" from the five additional    |
|                     |   | selection boxes and only list it on the   |
|                     |   | first selection list.                     |
|                     |   |                                           |
|                     |   | The person profile screen cannot be saved |
|                     |   | without race information being entered.   |
|                     |   |                                           |
|                     |   | The State incorrectly maps Filipino to    |
|                     |   | AFCARS "native Hawaiian or other Pacific  |
|                     |   | islander." It should be mapped to         |
|                     |   | "Asian." *Post site-visit analysis: The   |
|                     |   | program code was modified to correctly    |
|                     |   | map "Filipino" to "Asian."*               |
|                     |   |                                           |
|                     |   | The program code incorrectly maps "other" |
|                     |   | to AFCARS "unable to determine." *Post    |
|                     |   | site-visit analysis: The option "other"   |
|                     |   | has been removed from the program code.*  |
|                     |   |                                           |
|                     |   | ACF strongly encourages the State to      |
|                     |   | address how this element is to be         |
|                     |   | self-reported by clients in training with |
|                     |   | caseworkers.                              |
|                     |   |                                           |
|                     |   | The State may want to add the option      |
|                     |   | "decline" in order to better track when   |
|                     |   | an individual refuses to provide their    |
|                     |   | race information.                         |
+---------------------+---+-------------------------------------------+
| #55 2^nd^ Foster    | 3 | Frequency Report (n=2563): Not applicable |
| Caretaker's         |   | = 1,036 (40%); Yes = 117 (5%); No = 1,336 |
| Hispanic Origin     |   | (52%); Unable to determine = 74 (3%); Not |
|                     |   | reported = 0                              |
| \[0 = Not           |   |                                           |
| Applicable\]        |   | *Frequency Report 2006A (n=2622): Not     |
|                     |   | applicable = 1,098 (42%); Yes = 111 (4%); |
| 1 = Yes             |   | No = 1,348 (66%); Unable to determine =   |
|                     |   | 65 (3%); Not reported = 0*                |
| 2 = No              |   |                                           |
|                     |   | This field is initialized to "0." It      |
| 3 = Unable to       |   | should be initialized to blank.           |
| Determine           |   |                                           |
|                     |   | The screen provided to ACF for the AFCARS |
|                     |   | review included the option "not           |
|                     |   | classifiable." This option was not in the |
|                     |   | program code sent to ACF. The State       |
|                     |   | indicated the screen was recently updated |
|                     |   | and no longer includes this option. The   |
|                     |   | program code reviewed was modified        |
|                     |   | accordingly.                              |
|                     |   |                                           |
|                     |   | In the program code, blank is mapped to   |
|                     |   | AFCARS "unable to determine." Missing     |
|                     |   | data are to be mapped to blank. *Post     |
|                     |   | site-visit analysis: The program code     |
|                     |   | (732n, LN 4325) no longer maps missing    |
|                     |   | data to "unable to determine."*           |
+---------------------+---+-------------------------------------------+
| #56 Date of         | 2 | [Screen]{.underline}: Removal episode     |
| Discharge from      |   | profile                                   |
| foster care         |   |                                           |
|                     |   | [Program code]{.underline}: 732N, LNs     |
| \_\_\_(mo) \_\_\_   |   | 2180-2185                                 |
| (day)\_\_\_\_(year) |   |                                           |
|                     |   | The screen is used to record both the     |
|                     |   | placement information and the placement   |
|                     |   | end reason.                               |
|                     |   |                                           |
|                     |   | In the "end placement reason" list there  |
|                     |   | are outcome reasons associated with       |
|                     |   | discharge. If the case worker selects one |
|                     |   | of these reasons, a pop-up window appears |
|                     |   | asking whether this is really the end of  |
|                     |   | the removal episode, yes/no. If the       |
|                     |   | worker selects yes, then this will end    |
|                     |   | the removal episode and the reason is     |
|                     |   | mapped to element #58 and the date to     |
|                     |   | element #56.                              |
|                     |   |                                           |
|                     |   | This field is initialized to blank.       |
|                     |   |                                           |
|                     |   | The value reported for this element is    |
|                     |   | the end date of the last removal period   |
|                     |   | that occurred prior to the end of the     |
|                     |   | reporting period.                         |
|                     |   |                                           |
|                     |   | For children that turn 18, the State is   |
|                     |   | to report them as discharged as of their  |
|                     |   | 18^th^ birthday and set the discharge     |
|                     |   | reason as "emancipation," unless another  |
|                     |   | goal is appropriate. The State needs to   |
|                     |   | modify the system/program code to allow   |
|                     |   | case workers to discharge the case on the |
|                     |   | person's 18^th^ birthday and end the      |
|                     |   | removal episode.                          |
|                     |   |                                           |
|                     |   | The State staff indicated there is not a  |
|                     |   | specified period of time defined by       |
|                     |   | policy or statute for the length of time  |
|                     |   | a trial home visit can last. Judges often |
|                     |   | will specify that the child be returned   |
|                     |   | home under the agency's responsibility    |
|                     |   | for placement and care and the case will  |
|                     |   | be reviewed at the next periodic review   |
|                     |   | hearing. However, a specified time is not |
|                     |   | always indicated by the judge. The State  |
|                     |   | is reporting the case as opened and the   |
|                     |   | placement as a trial home visit until the |
|                     |   | judge dismisses the custody order. The    |
|                     |   | State needs to develop a way to report    |
|                     |   | these children as discharged in the event |
|                     |   | a child is returned to his/her own home   |
|                     |   | for a non-specified period of time and    |
|                     |   | the time at home is six months or more.   |
+---------------------+---+-------------------------------------------+
| #57 Date of         | 4 |                                           |
| Discharge           |   |                                           |
| Transaction Date    |   |                                           |
+---------------------+---+-------------------------------------------+
| #58 Reason for      | 2 | [Screen]{.underline}: Removal episode     |
| Discharge           |   | profile                                   |
|                     |   |                                           |
| \[0 = Not           |   | [Program code]{.underline}: 732N, LNs     |
| Applicable\]        |   | 2180-2205, 5190-5340                      |
|                     |   |                                           |
| 1 = Reunification   |   | Frequency report: The number of records   |
| with Parent(s) or   |   | reported with a date of discharge in      |
| Primary             |   | element #56 equal the number of records   |
| Caretaker(s)        |   | with a discharge reason in element #58.   |
|                     |   |                                           |
| 2 = Living with     |   | The screen is used to record both the     |
| Other Relative(s)   |   | placement information and the placement   |
|                     |   | end reason. In the "end placement reason" |
| 3 = Adoption        |   | list there are outcome reasons associated |
|                     |   | with discharge. If the case worker        |
| 4 = Emancipation    |   | selects one of these reasons, a pop-up    |
|                     |   | window appears asking whether this is     |
| 5 = Guardianship    |   | really the end of the removal episode,    |
|                     |   | yes/no. If the worker selects yes, then   |
| 6 = Transfer to     |   | this will end the removal episode and the |
| Another Agency      |   | reason is mapped to element #58 and the   |
|                     |   | date to element #56.                      |
| 7 = Runaway         |   |                                           |
|                     |   | There is an option on the screen of       |
| 8 = Death of Child  |   | "order vacated," which is mapped to       |
|                     |   | "reunify." The State noted that there can |
|                     |   | be other reasons for the order to be      |
|                     |   | vacated by the judge. Since this is a     |
|                     |   | broad category, the State should remove   |
|                     |   | it from the option list and replace it    |
|                     |   | with the actual reasons for the order     |
|                     |   | being vacated. The program code must be   |
|                     |   | modified to map this option to blank. The |
|                     |   | State can run a report to see how many of |
|                     |   | the records would have been blank and     |
|                     |   | follow up on its use.                     |
|                     |   |                                           |
|                     |   | The program code initializes this element |
|                     |   | to "blank" and changes the element only   |
|                     |   | if the user entered one of the State      |
|                     |   | codes that maps to a valid AFCARS value.  |
|                     |   |                                           |
|                     |   | The program code ensures that if this     |
|                     |   | element has a response, then the date of  |
|                     |   | discharge from foster care data element   |
|                     |   | will contain a date.                      |
|                     |   |                                           |
|                     |   | The discharge reason "relative            |
|                     |   | guardianship" is incorrectly mapped to    |
|                     |   | "live with other relative." If the family |
|                     |   | receives legal guardianship of the child, |
|                     |   | then the discharge reason must be         |
|                     |   | "guardianship." The State should provide  |
|                     |   | footnotes on how many of the              |
|                     |   | guardianships reported are relative       |
|                     |   | guardianships.                            |
|                     |   |                                           |
|                     |   | For children that turn 18, the State is   |
|                     |   | to report them as discharged as of their  |
|                     |   | 18^th^ birthday and set the discharge     |
|                     |   | reason as "emancipation," unless another  |
|                     |   | goal is appropriate. The State needs to   |
|                     |   | modify the system/program code to allow   |
|                     |   | case workers to discharge the case on the |
|                     |   | person's 18^th^ birthday and end the      |
|                     |   | removal episode.                          |
+---------------------+---+-------------------------------------------+
| Source(s) of        |   | Elements #59 -- 65 are initialized to     |
| Federal financial   |   | "does not apply."                         |
| support/assistance  |   |                                           |
| for child           |   | The program code that extracts the        |
|                     |   | information for elements #59 -- 65 is     |
|                     |   | based on an invoice date. However, the    |
|                     |   | invoice may not be paid until the first   |
|                     |   | month of the next report period. The      |
|                     |   | AFCARS elements #59-65 is to reflect      |
|                     |   | Federal sources of income on behalf of    |
|                     |   | the child during the six-month reporting  |
|                     |   | period. The payment/benefit can be for    |
|                     |   | less than a full month and still qualify  |
|                     |   | as "applies" for any one of these         |
|                     |   | elements.                                 |
+---------------------+---+-------------------------------------------+
| #59 Title IV-E      | 2 | [Program code]{.underline}: 731N, LNs     |
| (Foster Care)       |   | 3360-3410, 1300                           |
|                     |   |                                           |
| 0-Does not apply    |   | The code excludes any invoice for which   |
|                     |   | the service was performed completely      |
| 1-Applies           |   | outside the reporting period range.       |
|                     |   |                                           |
|                     |   | The code sets this element to "applies"   |
|                     |   | if the rainy day fund source code = IVE   |
|                     |   | and the service task code is not          |
|                     |   | "subsidy."                                |
|                     |   |                                           |
|                     |   | If a child is determined to be eligible   |
|                     |   | for title IV-E for the last month of the  |
|                     |   | report period, but the payment is not     |
|                     |   | made until the first month of the next    |
|                     |   | report period, this element should be set |
|                     |   | to "applies." *Post site-visit analysis:  |
|                     |   | The State and ACF need to further discuss |
|                     |   | the method the State implemented in code  |
|                     |   | for this correction (733n, LN5610).*      |
+---------------------+---+-------------------------------------------+
| #60 Title IV-E      | 2 | The State does make adoption subsidy      |
| (Adoption Subsidy)  |   | payments to the pre-adoptive parents      |
|                     |   | prior to the finalization of the          |
| 0-Does not apply    |   | adoption.                                 |
|                     |   |                                           |
| 1-Applies           |   | The program code includes children that   |
|                     |   | have been adopted. It looks for both an   |
|                     |   | old client ID and a new client ID. The    |
|                     |   | program code needs to be modified so that |
|                     |   | it only checks for the old client ID.     |
|                     |   | *Post site-visit analysis: The State and  |
|                     |   | ACF need to discuss.*                     |
+---------------------+---+-------------------------------------------+
| #61 Title IV-A (Aid | 2 | The code sets this element to "applies"   |
| to Families with    |   | if the "rainy day" fund source code =     |
| Dependent Children) |   | "TNF" and the service task code is not    |
|                     |   | "subsidy." The State staff indicated this |
| 0-Does not apply    |   | represents an Emergency Assistance        |
|                     |   | payment; not the TANF payment. Emergency  |
| 1-Applies           |   | Assistance funds are used for the first   |
|                     |   | 90 days of a relative placement. *Post    |
|                     |   | site-visit analysis: The program code     |
|                     |   | (733n, LN5295) was modified to map the    |
|                     |   | value "TNF" to element #65.*              |
|                     |   |                                           |
|                     |   | The State staff indicated that if the     |
|                     |   | child is placed with a relative and the   |
|                     |   | relative caretaker is not receiving a     |
|                     |   | foster care payment, they do not have a   |
|                     |   | means to find out if the relative applied |
|                     |   | for TANF on behalf of the child.          |
|                     |   | Therefore, this element is not capturing  |
|                     |   | if title IV -- A, TANF is a source of     |
|                     |   | income for the child.                     |
+---------------------+---+-------------------------------------------+
| #62 Title IV-D      | 2 | [Screen]{.underline}: Invoice showing     |
| (Child Support)     |   | funding source                            |
|                     |   |                                           |
| 0-Does not apply    |   | The code sets this element to "applies"   |
|                     |   | if the rainy day fund source code = "TRO" |
| 1-Applies           |   | and the service task code is not          |
|                     |   | "subsidy." The State staff indicated that |
|                     |   | "TRO" might include funds other than      |
|                     |   | child support. These other trust funds    |
|                     |   | must be mapped to element #65. The State  |
|                     |   | staff indicated they do plan to enhance   |
|                     |   | this element and to tease out the         |
|                     |   | different trust payment sources.          |
+---------------------+---+-------------------------------------------+
| #63 Title XIX       | 4 | [Screen]{.underline}: Eligibility Summary |
| (Medicaid)          |   | List                                      |
|                     |   |                                           |
| 0-Does not apply    |   |                                           |
|                     |   |                                           |
| 1-Applies           |   |                                           |
+---------------------+---+-------------------------------------------+
| #64 SSI or other    | 2 | Screen: Invoice showing funding source,   |
| Social Security Act |   | SSI Medical Determination Profile         |
| Benefits            |   |                                           |
|                     |   | The program code checks for invoices that |
| 0-Does not apply    |   | have been paid for periods that start     |
|                     |   | exactly on the first day of a month and   |
| 1-Applies           |   | whose invoice periods end on exactly the  |
|                     |   | last day of the same month on which they  |
|                     |   | started (i.e., exactly one month in       |
|                     |   | duration.) The program code excludes all  |
|                     |   | other invoices from consideration in      |
|                     |   | determining the value of this data        |
|                     |   | element.                                  |
|                     |   |                                           |
|                     |   | The code excludes any invoice for which   |
|                     |   | the service was performed completely      |
|                     |   | outside the reporting period range.       |
|                     |   |                                           |
|                     |   | The code checks that the payment has been |
|                     |   | made, but it does not check when the      |
|                     |   | payment was made. The timing conditions   |
|                     |   | are based exclusively on the invoice      |
|                     |   | start and end dates, and not the payment  |
|                     |   | dates.                                    |
+---------------------+---+-------------------------------------------+
| #65 None of the     | 2 | Screen: Invoice showing funding source    |
| Above               |   |                                           |
|                     |   | The code sets this element to "applies"   |
| 0-Does not apply    |   | if the service task code is not "subsidy" |
|                     |   | and the rainy day fund source code is not |
| 1-Applies           |   | equal to one of the codes "IVE," "TRO,"   |
|                     |   | "TNF," "TRI" or "TRA."                    |
|                     |   |                                           |
|                     |   | Additionally, this element should be      |
|                     |   | mapped independently from elements #61-   |
|                     |   | 64. If a funding source other than those  |
|                     |   | that are indicated by elements #61-64 is  |
|                     |   | found, this element should be set to      |
|                     |   | "applies."                                |
|                     |   |                                           |
|                     |   | State uses emergency assistance funds to  |
|                     |   | pay the first 90 days of care. EA must be |
|                     |   | mapped to element #65. *Post site-visit   |
|                     |   | analysis: The program code (733n, LN5295) |
|                     |   | was modified to map the value "TNF" to    |
|                     |   | element #65.*                             |
+---------------------+---+-------------------------------------------+
| #66 Amount Of       | ~ | The program code checks for invoices that |
| Monthly Foster Care | ~ | have been paid for invoice periods that   |
| Payment (regardless | 2 | start exactly on the first day of a month |
| of source)          | ~ | and whose invoice periods end on exactly  |
|                     | ~ | the last day of the same month on which   |
|                     |   | they started (i.e., exactly one month in  |
|                     | 4 | duration.) The program code excludes all  |
|                     |   | other invoices from consideration in      |
|                     |   | determining the value of this data        |
|                     |   | element.                                  |
|                     |   |                                           |
|                     |   | The code excludes any invoice for which   |
|                     |   | the service was performed completely      |
|                     |   | outside the reporting period range.       |
|                     |   |                                           |
|                     |   | This element contains the payment amount  |
|                     |   | of the invoice for a full month invoice.  |
+---------------------+---+-------------------------------------------+

+------------------------+----+---------------------------------------+
| **AFCARS Element**     | ** | **Comments/Notes**                    |
|                        | Ra |                                       |
|                        | ti |                                       |
|                        | ng |                                       |
|                        | Fa |                                       |
|                        | ct |                                       |
|                        | or |                                       |
|                        | ** |                                       |
+========================+====+=======================================+
| #1 State FIPS Code     | 4  | The correct FIPS code for the State   |
|                        |    | of Idaho, 16, is hard-coded in the    |
|                        |    | program code.                         |
+------------------------+----+---------------------------------------+
| #2 Report Period End   | 4  | The report date is derived from a     |
| Date                   |    | user supplied date at the time the    |
|                        |    | AFCARS report is generated.           |
+------------------------+----+---------------------------------------+
| #3 Record Number       | 4  |                                       |
+------------------------+----+---------------------------------------+
| #4 State Agency        | 4  | Frequency Report: There is one record |
| Involvement            |    | reported as "no." The state has since |
|                        |    | amended the program code.             |
| 1 = Yes                |    |                                       |
|                        |    | The program code checks for any       |
| 2 = No                 |    | service having been provided to the   |
|                        |    | child prior to or after adoption. If  |
|                        |    | a service record is found, this       |
|                        |    | element is set to "yes." If not       |
|                        |    | found, this element is set to "no."   |
+------------------------+----+---------------------------------------+
| #5 Child Date of Birth | 4  | The program code retrieves the birth  |
|                        |    | date entered by the user in the       |
|                        |    | Person Profile screen.                |
+------------------------+----+---------------------------------------+
| #6 Child Sex           | 4  |                                       |
|                        |    |                                       |
| 1 = Male               |    |                                       |
|                        |    |                                       |
| 2 = Female             |    |                                       |
+------------------------+----+---------------------------------------+
| #7 Child Race          | 2  | [Screen]{.underline}: Person Profile  |
|                        |    |                                       |
| a = American Indian or |    | [Program code]{.underline}: 732N, LNs |
| Alaska Native          |    | 0945, 3960-4025, 4090-4100, 4135 and  |
|                        |    | 800A, LNs 1180-1570                   |
| b = Asian              |    |                                       |
|                        |    | There are six fields on the screen    |
| c = Black or African   |    | for the entry of race information.    |
| American               |    | The first field on the person profile |
|                        |    | screen lists: Multiple; Alaskan       |
| d = Native Hawaiian or |    | Native, American Indian,              |
| Pacific Islander       |    | Black/African American, Filipino,     |
|                        |    | Hawaiian, Japanese, Other Asian,      |
| e = White              |    | Other Pacific Islander, Unable to     |
|                        |    | Determine and White. If "multiple" is |
| f = Unable to          |    | selected, then another screen appears |
| Determine              |    | that contains five race fields. Each  |
|                        |    | of these selection boxes includes the |
|                        |    | same list of options, including       |
|                        |    | "unable to determine."                |
|                        |    |                                       |
|                        |    | The worker can enter a race and enter |
|                        |    | "unable to determine." The State      |
|                        |    | needs to modify the selection list so |
|                        |    | that "unable to determine" and a race |
|                        |    | cannot both be selected. One option   |
|                        |    | is to remove "unable to determine"    |
|                        |    | from the five additional selection    |
|                        |    | boxes and only list it on the first   |
|                        |    | selection list.                       |
|                        |    |                                       |
|                        |    | The person profile screen cannot be   |
|                        |    | saved without race information being  |
|                        |    | entered.                              |
|                        |    |                                       |
|                        |    | The State incorrectly maps Filipino   |
|                        |    | to AFCARS "native Hawaiian or other   |
|                        |    | Pacific islander." It should be       |
|                        |    | mapped to "Asian." *Post site-visit   |
|                        |    | analysis: The program code was        |
|                        |    | modified to correctly map "Filipino"  |
|                        |    | to "Asian."*                          |
|                        |    |                                       |
|                        |    | The program code incorrectly maps     |
|                        |    | "other" to AFCARS "unable to          |
|                        |    | determine." *Post site-visit          |
|                        |    | analysis: The option "other" has been |
|                        |    | removed from the program code.*       |
|                        |    |                                       |
|                        |    | ACF strongly encourages the State to  |
|                        |    | address how this element is to be     |
|                        |    | self-reported by clients in training  |
|                        |    | with caseworkers.                     |
|                        |    |                                       |
|                        |    | The State may consider the use of     |
|                        |    | "decline" as an option in order to    |
|                        |    | better track when an individual       |
|                        |    | refuses to provide their race         |
|                        |    | information.                          |
|                        |    |                                       |
|                        |    | Case file review findings: 3 (10%) of |
|                        |    | the records analyzed did not match    |
|                        |    | what was reported in AFCARS for       |
|                        |    | American Indian. The reviewer found   |
|                        |    | that it should have been reported as  |
|                        |    | an additional race. In four (13%) of  |
|                        |    | the cases, "white" should have been   |
|                        |    | reported as an additional race.       |
+------------------------+----+---------------------------------------+
| #8 Child Hispanic      | ~  | [Screen]{.underline}: Person Profile  |
| Origin                 | ~2 |                                       |
|                        | ~~ | [Program code]{.underline}: 732N LN   |
| 1 = Yes                |    | 4035, 4235-4290; 4040                 |
|                        | 3  |                                       |
| 2 = No                 |    | Frequency (n=74): Yes = 9 (12%); No = |
|                        |    | 65 (88%); Unable to determine = 0     |
| 3 = Unable to          |    |                                       |
| Determine              |    | The screen provided to ACF for the    |
|                        |    | AFCARS review included the option     |
|                        |    | "not classifiable." This option was   |
|                        |    | not in the program code sent to ACF.  |
|                        |    | The State indicated that the screen   |
|                        |    | has been recently updated and no      |
|                        |    | longer includes this option. The      |
|                        |    | program code reviewed has already     |
|                        |    | been modified accordingly.            |
|                        |    |                                       |
|                        |    | In the program code, blank is mapped  |
|                        |    | to AFCARS "unable to determine."      |
|                        |    | Missing data are to be mapped to      |
|                        |    | blank. *Post site-visit analysis: The |
|                        |    | program code (732n, LN 4325) no       |
|                        |    | longer maps missing data to "unable   |
|                        |    | to determine."*                       |
|                        |    |                                       |
|                        |    | Case file review findings: 3 (10%) of |
|                        |    | the records analyzed did not match    |
|                        |    | what was reported in AFCARS. In each  |
|                        |    | case the child was reported as not    |
|                        |    | being Hispanic but the reviewer found |
|                        |    | that he or she was identified by a    |
|                        |    | parent as being Hispanic.             |
+------------------------+----+---------------------------------------+
| #9 Has Agency          | 4  | [Screen:]{.underline} Eligibility     |
| Determined Special     |    | Profile for Adoption Subsidy; Field:  |
| Needs?                 |    | Eligibility Factors                   |
|                        |    |                                       |
| 1 = Yes                |    | Frequency Report (n=74): Yes = 71     |
|                        |    | (96%); No = 3 (4%)                    |
| 2 = No                 |    |                                       |
|                        |    | The program code checks for IV-E or   |
|                        |    | State subsidy eligibility and if      |
|                        |    | found, checks that a special need has |
|                        |    | been entered for the child. If both   |
|                        |    | conditions are met, this element is   |
|                        |    | set to "yes." If not, this element is |
|                        |    | set to "no."                          |
+------------------------+----+---------------------------------------+
| #10 Primary Basis for  | 2  | [Screen:]{.underline} Eligibility     |
| Determining Special    |    | Profile for Adoption Subsidy; Field:  |
| Needs                  |    | Eligibility Factors                   |
|                        |    |                                       |
| 0 = Not Applicable     |    | Frequency Report (n=74): Not          |
|                        |    | applicable = 3; Race = 0; Age =48     |
| 1 = Racial/Original    |    | (64.86%); Sibling group = 1 (1%);     |
| Background             |    | Medical, etc. = 10 (14%); Other = 12  |
|                        |    | (16%)                                 |
| 2 = Age                |    |                                       |
|                        |    | The field contains the options:       |
| 3 = Membership in a    |    | behavioral needs; age; close          |
| Sibling Group          |    | emotional ties; physical needs;       |
|                        |    | sibling group; and                    |
| 4 = Medical Conditions |    | psychological/social. The State noted |
| or Mental, Physical or |    | in its documentation that race is no  |
| Emotional Disabilities |    | longer used in the State as a primary |
|                        |    | basis for special needs.              |
| 5 = Other State        |    |                                       |
| Defined Special Needs  |    | Case workers can indicate all bases   |
|                        |    | for special needs, but are not able   |
|                        |    | to indicate which is the primary      |
|                        |    | basis. During the onsite review,      |
|                        |    | staff indicated there is a draft      |
|                        |    | revision of this field. They          |
|                        |    | explained it will be a multiple       |
|                        |    | selection box and the worker can      |
|                        |    | select all applicable special needs.  |
|                        |    | The case worker will highlight the    |
|                        |    | primary basis for special needs. The  |
|                        |    | program code needs to be changed once |
|                        |    | the screen is implemented.            |
|                        |    |                                       |
|                        |    | The program code checks for the       |
|                        |    | special needs values in a specific    |
|                        |    | order (beginning with age) and stops  |
|                        |    | once it finds one and maps it to the  |
|                        |    | appropriate AFCARS value. This is why |
|                        |    | there are such a large number of      |
|                        |    | cases with \"age\" as the primary     |
|                        |    | basis for special needs. Also, see    |
|                        |    | the findings from the case file       |
|                        |    | review. There were several records    |
|                        |    | with "age," but also "sibling group"  |
|                        |    | and/or diagnosed conditions were also |
|                        |    | found.                                |
|                        |    |                                       |
|                        |    | The State has additional reasons for  |
|                        |    | determining special needs (i.e., at   |
|                        |    | risk for health/mental health         |
|                        |    | conditions) that are not on the       |
|                        |    | selection screen. These need to be    |
|                        |    | included and mapped to the value      |
|                        |    | "other State defined special need."   |
|                        |    | Currently, at-risk factors are        |
|                        |    | incorrectly reported as a diagnosed   |
|                        |    | condition.                            |
|                        |    |                                       |
|                        |    | Case file review findings: 5 (21%) of |
|                        |    | the records analyzed did not match    |
|                        |    | what was reported in AFCARS. One      |
|                        |    | error case was reported as "age," but |
|                        |    | the reviewer found the reason was     |
|                        |    | "medical conditions or mental,        |
|                        |    | physical or emotional disabilities."  |
|                        |    | In two error cases, the AFCARS file   |
|                        |    | indicated "medical conditions or      |
|                        |    | mental, physical or emotional         |
|                        |    | disabilities," but the child was      |
|                        |    | at-risk for one of these conditions.  |
|                        |    | In two error cases, the AFCARS        |
|                        |    | indicated "other," but the reviewer   |
|                        |    | found diagnosed conditions.           |
+------------------------+----+---------------------------------------+
| #11 - 15               |    | If the response to element #10 is     |
|                        |    | other than medical conditions or      |
|                        |    | mental, physical or emotional         |
|                        |    | disabilities, then elements #11 -- 15 |
|                        |    | must be blank. *Post site-visit       |
|                        |    | analysis: The program code (742n, LN  |
|                        |    | 1770) was modified to set elements    |
|                        |    | #11 -- 15 to blank if the response to |
|                        |    | element #10 is not the AFCARS value   |
|                        |    | "4."*                                 |
|                        |    |                                       |
|                        |    | Case file review findings: There were |
|                        |    | 11 cases reported as "age" and one of |
|                        |    | the elements #11 -- 15 were reported  |
|                        |    | as "applies."                         |
+------------------------+----+---------------------------------------+
| #11 Mental Retardation | ~  | This field is initialized to "does    |
|                        | ~2 | not apply." This field should be      |
|                        | ~~ | initialized to blank. *Post           |
|                        |    | site-visit analysis: The program code |
|                        | 3  | was modified to initialize this       |
|                        |    | element to blank. If no appropriate   |
|                        |    | diagnoses are found, it is set to     |
|                        |    | "does not apply."*                    |
|                        |    |                                       |
|                        |    | The program code sets this data       |
|                        |    | element to "applies" if a diagnosis   |
|                        |    | exists and the user selects any of    |
|                        |    | the State codes listed in the "Mental |
|                        |    | Retardation" mapping table in the     |
|                        |    | Health Conditions screen. It also     |
|                        |    | sets the value to "applies" if the    |
|                        |    | user selects from either of two       |
|                        |    | slightly different sets of State      |
|                        |    | codes in the Multi-axial Diagnosis    |
|                        |    | Assessment screen or the Education    |
|                        |    | Evaluation screen. The mapping for    |
|                        |    | this element is correct.              |
+------------------------+----+---------------------------------------+
| #12 Visually/Hearing   | ~  | This field is initialized to "does    |
| Impaired               | ~2 | not apply." This field should be      |
|                        | ~~ | initialized to blank. *Post           |
|                        |    | site-visit analysis: The program code |
|                        | 3  | was modified to initialize this       |
|                        |    | element to blank. If no appropriate   |
|                        |    | diagnoses are found, it is set to     |
|                        |    | "does not apply."*                    |
|                        |    |                                       |
|                        |    | The program code sets this data       |
|                        |    | element to "applies" if a diagnosis   |
|                        |    | exists and the user selects any of    |
|                        |    | the State codes listed in the         |
|                        |    | "Visual, Hearing Impaired" mapping    |
|                        |    | table in the Health Conditions        |
|                        |    | screen. It also sets the value to     |
|                        |    | "applies" if the user selects from a  |
|                        |    | slightly different set of State codes |
|                        |    | in the Education Evaluation screen.   |
|                        |    | The mapping for this element is       |
|                        |    | correct.                              |
+------------------------+----+---------------------------------------+
| #13 Physically         | ~  | This field is initialized to "does    |
| Disabled               | ~2 | not apply." This field should be      |
|                        | ~~ | initialized to blank. *Post           |
|                        |    | site-visit analysis: The program code |
|                        | 3  | was modified to initialize this       |
|                        |    | element to blank. If no appropriate   |
|                        |    | diagnoses are found, it is set to     |
|                        |    | "does not apply."*                    |
|                        |    |                                       |
|                        |    | The program code sets this data       |
|                        |    | element to "applies" if a diagnosis   |
|                        |    | exists and the user selects any of    |
|                        |    | the State codes listed in the         |
|                        |    | "Physically Disabled" mapping table   |
|                        |    | in the Health Conditions screen. It   |
|                        |    | also sets the value to "applies" if   |
|                        |    | the user selects from a slightly      |
|                        |    | different set of State codes in the   |
|                        |    | Education Evaluation screen. The      |
|                        |    | mapping for this element is correct.  |
+------------------------+----+---------------------------------------+
| #14 Emotionally        | 2  | This field is initialized to "does    |
| Disturbed              |    | not apply." This field should be      |
|                        |    | initialized to blank. *Post           |
|                        |    | site-visit analysis: The program code |
|                        |    | was modified to initialize this       |
|                        |    | element to blank. If no appropriate   |
|                        |    | diagnoses are found, it is set to     |
|                        |    | "does not apply."*                    |
|                        |    |                                       |
|                        |    | The program code sets this data       |
|                        |    | element to "applies" if a diagnosis   |
|                        |    | exists and the user selects any of    |
|                        |    | the State codes listed in the         |
|                        |    | "Emotionally Disturbed ICD-9" mapping |
|                        |    | table in the Health Conditions        |
|                        |    | screen. It also sets the value to     |
|                        |    | "applies" if the user selects from    |
|                        |    | either of two slightly different sets |
|                        |    | of State codes in the Multi-axial     |
|                        |    | Diagnosis Assessment screen or the    |
|                        |    | Education Evaluation screen.          |
|                        |    |                                       |
|                        |    | The State's document "AFCARS          |
|                        |    | Diagnosis Mapping," and the program   |
|                        |    | code, indicates that "autism" is      |
|                        |    | mapped to "emotionally disturbed." In |
|                        |    | the documents previously sent to ACF, |
|                        |    | the State showed this mapped          |
|                        |    | correctly to element #15. Modify the  |
|                        |    | program code to map "autism" to       |
|                        |    | element #15. *Post site-visit         |
|                        |    | analysis: The program code was        |
|                        |    | modified to map "autism" to "other    |
|                        |    | diagnosed condition."*                |
|                        |    |                                       |
|                        |    | If the State includes "post traumatic |
|                        |    | stress disorder (PTSD)," map it to    |
|                        |    | element #14. Currently, it is mapped  |
|                        |    | to element #15.                       |
|                        |    |                                       |
|                        |    | See notes in element #15.             |
|                        |    |                                       |
|                        |    | Case file review findings: 3 (12%) of |
|                        |    | the records analyzed did not match    |
|                        |    | what was reported in AFCARS.          |
+------------------------+----+---------------------------------------+
| #15 Other Diagnosed    | 2  | This field is initialized to "does    |
| Condition              |    | not apply." This field should be      |
|                        |    | initialized to blank. *Post           |
|                        |    | site-visit analysis: The program code |
|                        |    | was modified to initialize this       |
|                        |    | element to blank. If no appropriate   |
|                        |    | diagnoses are found, it is set to     |
|                        |    | "does not apply."*                    |
|                        |    |                                       |
|                        |    | The program code sets this data       |
|                        |    | element to "applies" if a diagnosis   |
|                        |    | exists and the user selects any State |
|                        |    | code not listed for the other         |
|                        |    | conditions in data elements #11-14,   |
|                        |    | in any of the Health Conditions,      |
|                        |    | Multi-axial Diagnosis Assessment, or  |
|                        |    | Education Evaluation screens. There   |
|                        |    | is not a separate listing of          |
|                        |    | diagnosed conditions. The State needs |
|                        |    | to identify only those diagnoses that |
|                        |    | are to be mapped to this element.     |
|                        |    | Currently, the State's method of      |
|                        |    | mapping for this element is including |
|                        |    | a very wide range of diagnoses, based |
|                        |    | on the case file review, which        |
|                        |    | includes some that should not be      |
|                        |    | included in AFCARS. Also, any         |
|                        |    | diagnosed behavioral or emotional     |
|                        |    | condition that is not in the mapping  |
|                        |    | for element #14 is getting mapped to  |
|                        |    | element #15. There are several that   |
|                        |    | should be mapped to element #14.      |
|                        |    |                                       |
|                        |    | Case file review findings: 18 (64%)   |
|                        |    | of the records analyzed did not match |
|                        |    | what was reported in AFCARS.          |
+------------------------+----+---------------------------------------+
| #16 Mother\'s Birth    | 4  | This field is initialized to blank.   |
| Year                   |    |                                       |
+------------------------+----+---------------------------------------+
| #17 Father\'s Birth    | 4  | This field is initialized to blank.   |
| Year                   |    |                                       |
+------------------------+----+---------------------------------------+
| #18 Mother Married at  | 2  | The State collects this information   |
| Time of Birth          |    | on its adoption screens. This         |
|                        |    | question should be part of the person |
| 1 = Yes                |    | profile or an assessment screen. It   |
|                        |    | is information that should be         |
| 2 = No                 |    | collected closer to the beginning of  |
|                        |    | a case.                               |
| 3 = Unable to          |    |                                       |
| Determine              |    | Case file review findings: 6 (20%) of |
|                        |    | the records analyzed did not match    |
|                        |    | what was reported in AFCARS. In four  |
|                        |    | of the error cases, the AFCARS        |
|                        |    | indicated "no," but the reviewer      |
|                        |    | found that the mother was married at  |
|                        |    | the time of the child's birth. In two |
|                        |    | error cases, the mother was not       |
|                        |    | married and the AFCARS file indicated |
|                        |    | "yes."                                |
+------------------------+----+---------------------------------------+
| #19 Date of Mother\'s  | 2  | This field is initialized to blank.   |
| TPR                    |    |                                       |
|                        |    | The program code reads the "parental  |
|                        |    | rights terminated" records for the    |
|                        |    | child and then determines the gender  |
|                        |    | of the parent in order to set the     |
|                        |    | date value.                           |
|                        |    |                                       |
|                        |    | Deceased dates are to be reported as  |
|                        |    | TPR dates. The program code does not  |
|                        |    | extract a deceased date. *Post        |
|                        |    | site-visit analysis: The program code |
|                        |    | now checks for a deceased date. If    |
|                        |    | there is a TPR date prior to the      |
|                        |    | deceased date, the program code will  |
|                        |    | extract the TPR date.*                |
|                        |    |                                       |
|                        |    | If there are multiple TPR dates, the  |
|                        |    | program code should extract the       |
|                        |    | latest TPR date.                      |
|                        |    |                                       |
|                        |    | Based on the case file review of the  |
|                        |    | foster care and adoption records      |
|                        |    | there appears to be some confusion as |
|                        |    | to which date (hearing, signed, or    |
|                        |    | filed) is to be entered into the      |
|                        |    | system. The State should instruct its |
|                        |    | workers to use the hearing date.      |
|                        |    |                                       |
|                        |    | Case file review findings: 8 (27%) of |
|                        |    | the records analyzed did not match    |
|                        |    | what was reported in AFCARS.          |
+------------------------+----+---------------------------------------+
| #20 Date of Father\'s  | 2  | This field is initialized to blank.   |
| TPR                    |    |                                       |
|                        |    | The program code reads the "parental  |
|                        |    | rights terminated" records for this   |
|                        |    | child and then determines the gender  |
|                        |    | of the parent in order to set the     |
|                        |    | date value.                           |
|                        |    |                                       |
|                        |    | Deceased dates are to be reported as  |
|                        |    | TPR dates. The program code does not  |
|                        |    | extract a deceased date. *Post        |
|                        |    | site-visit analysis: The program code |
|                        |    | now checks for a deceased date. If    |
|                        |    | there is a TPR date prior to the      |
|                        |    | deceased date, the program code will  |
|                        |    | extract the TPR date.*                |
|                        |    |                                       |
|                        |    | If there are multiple TPR dates, the  |
|                        |    | program code should extract the       |
|                        |    | latest TPR date.                      |
|                        |    |                                       |
|                        |    | In the event that a single female or  |
|                        |    | male adopts a child and is the only   |
|                        |    | legal parent, and there is a          |
|                        |    | subsequent reason to terminate his or |
|                        |    | her parental rights, there should     |
|                        |    | only be one TPR date.                 |
|                        |    |                                       |
|                        |    | Based on the case file review of the  |
|                        |    | foster care and adoption records      |
|                        |    | there appears to be some confusion as |
|                        |    | to which date (hearing, signed, or    |
|                        |    | filed) is to be entered into the      |
|                        |    | system. The State should instruct its |
|                        |    | workers to use the hearing date.      |
|                        |    |                                       |
|                        |    | Case file review findings: 5 (17%) of |
|                        |    | the records analyzed did not match    |
|                        |    | what was reported in AFCARS. It       |
|                        |    | appears from the data reported to     |
|                        |    | AFCARS and from the reviewer's notes  |
|                        |    | that the latest TPR date for all      |
|                        |    | fathers is being reported to AFCARS.  |
+------------------------+----+---------------------------------------+
| #21 Date Adoption      | 4  | [Screen]{.underline}: Legal status    |
| Legalized              |    | summary                               |
+------------------------+----+---------------------------------------+
| #22 Adoptive Family    | 4  |                                       |
| Structure              |    |                                       |
|                        |    |                                       |
| 1 = Married Couple     |    |                                       |
|                        |    |                                       |
| 2 = Unmarried Couple   |    |                                       |
|                        |    |                                       |
| 3 = Single Female      |    |                                       |
|                        |    |                                       |
| 4 = Single Male        |    |                                       |
+------------------------+----+---------------------------------------+
| #23 Adoptive Mother\'s | 4  | The value for this data element is    |
| Year of Birth          |    | obtained from the client info data    |
|                        |    | after the relationship to the child   |
|                        |    | is confirmed.                         |
+------------------------+----+---------------------------------------+
| #24 Adoptive Father\'s | 4  | The value for this data element is    |
| Year of Birth          |    | obtained from the client info data    |
|                        |    | after the relationship to the child   |
|                        |    | is confirmed.                         |
+------------------------+----+---------------------------------------+
| #25 Adoptive Mother\'s | 2  | [Screen]{.underline}: Person Profile  |
| Race                   |    |                                       |
|                        |    | [Program code]{.underline}: 732N, LNs |
| a = American Indian or |    | 0945, 3960-4025, 4090-4100, 4135;     |
| Alaskan Native         |    | and, 800A, LNs 1180-1570              |
|                        |    |                                       |
| b = Asian              |    | There are six fields on the screen    |
|                        |    | for the entry of race information.    |
| c = Black or African   |    | The first field on the person profile |
| American               |    | screen lists: Multiple; Alaskan       |
|                        |    | Native, American Indian,              |
| d = Native Hawaiian    |    | Black/African American, Filipino,     |
| Pacific Islander       |    | Hawaiian, Japanese, Other Asian,      |
|                        |    | Other Pacific Islander, Unable to     |
| e = White              |    | Determine and White. If "multiple" is |
|                        |    | selected, then another screen appears |
| f = Unable to          |    | that contains five race fields. Each  |
| Determine              |    | of these selection boxes includes the |
|                        |    | same list of options, including       |
|                        |    | "unable to determine."                |
|                        |    |                                       |
|                        |    | The worker can enter a race and enter |
|                        |    | "unable to determine." The State      |
|                        |    | needs to modify the selection list so |
|                        |    | that "unable to determine" and a race |
|                        |    | cannot both be selected. One option   |
|                        |    | is to remove "unable to determine"    |
|                        |    | from the five additional selection    |
|                        |    | boxes and only list it on the first   |
|                        |    | selection list.                       |
|                        |    |                                       |
|                        |    | The person profile screen cannot be   |
|                        |    | saved without race information being  |
|                        |    | entered.                              |
|                        |    |                                       |
|                        |    | The State incorrectly maps Filipino   |
|                        |    | to AFCARS "native Hawaiian or other   |
|                        |    | Pacific islander." It should be       |
|                        |    | mapped to "Asian." *Post site-visit   |
|                        |    | analysis: The program code was        |
|                        |    | modified to correctly map "Filipino"  |
|                        |    | to "Asian."*                          |
|                        |    |                                       |
|                        |    | The program code incorrectly maps     |
|                        |    | "other" to AFCARS "unable to          |
|                        |    | determine." *Post site-visit          |
|                        |    | analysis: The option "other" has been |
|                        |    | removed from the program code.*       |
|                        |    |                                       |
|                        |    | ACF strongly encourages the State to  |
|                        |    | address how this element is to be     |
|                        |    | self-reported by clients in training  |
|                        |    | with caseworkers.                     |
|                        |    |                                       |
|                        |    | The State may consider the use of     |
|                        |    | "decline" as an option in order to    |
|                        |    | better track when an individual       |
|                        |    | refuses to provide their race         |
|                        |    | information.                          |
+------------------------+----+---------------------------------------+
| #26 Adoptive Mother\'s | ~  | [Screen]{.underline}: Person Profile  |
| Hispanic Origin        | ~2 |                                       |
|                        | ~~ | [Program code]{.underline}: 732N LN   |
| 0 = Not Applicable     |    | 4035, 4235-4290; 4040                 |
|                        | 3  |                                       |
| 1 = Yes                |    | The screen provided to ACF for the    |
|                        |    | AFCARS review included the option     |
| 2 = No                 |    | "not classifiable." This option was   |
|                        |    | not in the program code sent to ACF.  |
| 3 = Unable to          |    | The State indicated that the screen   |
| Determine              |    | has been recently updated and no      |
|                        |    | longer includes this option. The      |
|                        |    | program code reviewed has already     |
|                        |    | been modified accordingly.            |
|                        |    |                                       |
|                        |    | In the program code, blank is mapped  |
|                        |    | to AFCARS "unable to determine."      |
|                        |    | Missing data are to be mapped to      |
|                        |    | blank. *Post site-visit analysis: The |
|                        |    | program code (732n, LN 4325) no       |
|                        |    | longer maps missing data to "unable   |
|                        |    | to determine."*                       |
+------------------------+----+---------------------------------------+
| #27 Adoptive Father\'s | 2  | [Screen]{.underline}: Person Profile  |
| Race                   |    |                                       |
|                        |    | [Program code]{.underline}: 732N, LNs |
| a = American Indian or |    | 0945, 3960-4025, 4090-4100, 4135;     |
| Alaskan Native         |    | and, 800A LNs 1180-1570               |
|                        |    |                                       |
| b = Asian              |    | There are six fields on the screen    |
|                        |    | for the entry of race information.    |
| c = Black or African   |    | The first field on the person profile |
| American               |    | screen lists: Multiple; Alaskan       |
|                        |    | Native, American Indian,              |
| d = Native Hawaiian    |    | Black/African American, Filipino,     |
| Pacific Islander       |    | Hawaiian, Japanese, Other Asian,      |
|                        |    | Other Pacific Islander, Unable to     |
| e = White              |    | Determine and White. If "multiple" is |
|                        |    | selected, then another screen appears |
| f = Unable to          |    | that contains five race fields. Each  |
| Determine              |    | of these selection boxes includes the |
|                        |    | same list of options, including       |
|                        |    | "unable to determine."                |
|                        |    |                                       |
|                        |    | The worker can enter a race and enter |
|                        |    | "unable to determine." The State      |
|                        |    | needs to modify the selection list so |
|                        |    | that "unable to determine" and a race |
|                        |    | cannot both be selected. One option   |
|                        |    | is to remove "unable to determine"    |
|                        |    | from the five additional selection    |
|                        |    | boxes and only list it on the first   |
|                        |    | selection list.                       |
|                        |    |                                       |
|                        |    | The person profile screen cannot be   |
|                        |    | saved without race information being  |
|                        |    | entered.                              |
|                        |    |                                       |
|                        |    | The State incorrectly maps Filipino   |
|                        |    | to AFCARS "native Hawaiian or other   |
|                        |    | Pacific islander." It should be       |
|                        |    | mapped to "Asian." *Post site-visit   |
|                        |    | analysis: The program code was        |
|                        |    | modified to correctly map "Filipino"  |
|                        |    | to "Asian."*                          |
|                        |    |                                       |
|                        |    | The program code incorrectly maps     |
|                        |    | "other" to AFCARS "unable to          |
|                        |    | determine." *Post site-visit          |
|                        |    | analysis: The option "other" has been |
|                        |    | removed from the program code.*       |
|                        |    |                                       |
|                        |    | ACF strongly encourages the State to  |
|                        |    | address how this element is to be     |
|                        |    | self-reported by clients in training  |
|                        |    | with caseworkers.                     |
|                        |    |                                       |
|                        |    | The State may consider the use of     |
|                        |    | "decline" as an option in order to    |
|                        |    | better track when an individual       |
|                        |    | refuses to provide their race         |
|                        |    | information.                          |
+------------------------+----+---------------------------------------+
| #28 Adoptive Father\'s | ~  | [Screen]{.underline}: Person Profile  |
| Hispanic Origin        | ~2 |                                       |
|                        | ~~ | [Program code]{.underline}: 732N, LNs |
|                        |    | 4035, 4235-4290; 4040                 |
|                        | 3  |                                       |
|                        |    | The screen provided to ACF for the    |
|                        |    | AFCARS review included the option     |
|                        |    | "not classifiable." This option was   |
|                        |    | not in the program code sent to ACF.  |
|                        |    | The State indicated that the screen   |
|                        |    | has been recently updated and no      |
|                        |    | longer includes this option. The      |
|                        |    | program code reviewed has already     |
|                        |    | been modified accordingly. The        |
|                        |    | frequencies for 2006A data should     |
|                        |    | reflect the change. The State will    |
|                        |    | provide ACF with an updated screen    |
|                        |    | print.                                |
|                        |    |                                       |
|                        |    | In the program code, blank is mapped  |
|                        |    | to AFCARS "unable to determine."      |
|                        |    | Missing data are to be mapped to      |
|                        |    | blank. *Post site-visit analysis: The |
|                        |    | program code (732n, LN 4325) no       |
|                        |    | longer maps missing data to "unable   |
|                        |    | to determine." []{.mark}*             |
+------------------------+----+---------------------------------------+
| #29 --32               |    | Case file review findings: There were |
|                        |    | several instances in which all        |
| 0 = Does not Apply     |    | relationships were not reported. The  |
|                        |    | one with the most errors was "foster  |
| 1 = Applies            |    | parent."                              |
+------------------------+----+---------------------------------------+
| #29 Relationship of    | 3  |                                       |
| Adoptive Parent to     |    |                                       |
| Child -- Stepparent    |    |                                       |
+------------------------+----+---------------------------------------+
| #30 Relationship of    | 3  |                                       |
| Adoptive Parent to     |    |                                       |
| Child - Other Relative |    |                                       |
+------------------------+----+---------------------------------------+
| #31 Relationship of    | 3  |                                       |
| Adoptive Parent to     |    |                                       |
| Child - Foster Parent  |    |                                       |
+------------------------+----+---------------------------------------+
| #32 Relationship of    | 3  |                                       |
| Adoptive Parent to     |    |                                       |
| Child - Other          |    |                                       |
| Non-Relative           |    |                                       |
+------------------------+----+---------------------------------------+
| #33 Child Was Placed   | 2  | The program code is hard-coded to the |
| from                   |    | value of "within state." The State is |
|                        |    | able to pick up "placed from another  |
| 1 = Within State       |    | country," but there are enhancements  |
|                        |    | that need to be made.                 |
| 2 = Another State      |    |                                       |
|                        |    | The system and/or program code will   |
| 3 = Another Country    |    | need to be revised in order to report |
|                        |    | "another State."                      |
+------------------------+----+---------------------------------------+
| #34 Child Was Placed   | 2  | The program code assigns only the     |
| by                     |    | values "public agency" or "private    |
|                        |    | agency" for this data element. It     |
| 1 = Public Agency      |    | needs to be changed to allow for      |
|                        |    | "tribal agency," "independent         |
| 2 = Private Agency     |    | person," or "birth parent" as well.   |
|                        |    | *Post site-visit analysis: The        |
| 3 = Tribal Agency      |    | program code (742n, LN 7620) was      |
|                        |    | modified to include only Tribal       |
| 4 = Independent Person |    | agency.*                              |
|                        |    |                                       |
| 5 = Birth Parent       |    |                                       |
+------------------------+----+---------------------------------------+
| #35 Receiving Monthly  | ~  | [Screen]{.underline}: Service Request |
| Subsidy                | ~3 | and Adoption Subsidy                  |
|                        | ~~ |                                       |
| 1=Yes                  |    | The adoption subsidy screen includes  |
|                        | 4  | fields for the application date, the  |
| 2=No                   |    | agreement date, a review date, the    |
|                        |    | amount, start and end dates. There    |
|                        |    | also is a checkbox for both           |
|                        |    | "Medicaid" and "non-pay."             |
|                        |    |                                       |
|                        |    | If the service request/adoption       |
|                        |    | subsidy screens are completed, the    |
|                        |    | program code maps this element to     |
|                        |    | "yes." If the agreement is for        |
|                        |    | "Medicaid" only, this element is      |
|                        |    | mapped to "yes."                      |
+------------------------+----+---------------------------------------+
| #36 Monthly Amount     | ~  | [Screen]{.underline}: Subsidy service |
|                        | ~3 | request/Invoice showing Funding       |
|                        | ~~ | Source                                |
|                        |    |                                       |
|                        | 4  |                                       |
+------------------------+----+---------------------------------------+
| #37 Adoption           | 4  | [Screen]{.underline}: Adoption        |
| Assistance IV-E        |    | subsidy eligibility profile           |
|                        | 3  |                                       |
| 1=Yes                  |    | *Post site-visit analysis: In the     |
|                        |    | 2006A data file, there were invalid   |
| 2=No                   |    | values reported in 17 records. The    |
|                        |    | State needs to explain what value is  |
|                        |    | being extracted, and make             |
|                        |    | corrections.*                         |
+------------------------+----+---------------------------------------+