+---+----------------------------+----------------------------+-------+
| * | **Requirement**            | **Findings/Notes**         | **Rat |
| * |                            |                            | ing** |
| N |                            |                            |       |
| o |                            |                            | **Fac |
| . |                            |                            | tor** |
| * |                            |                            |       |
| * |                            |                            |       |
+===+============================+============================+=======+
| * |                            |                            |       |
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+---+----------------------------+----------------------------+-------+
| 1 | Must include all children  | Organizational Structure:  | 4     |
|   | in foster care for whom    | The State of Colorado is a |       |
|   | the State title IV-B/IV-E  | state-supervised,          |       |
|   | agency has responsibility  | county-administered state. |       |
|   | for placement, care, or    |                            |       |
|   | supervision (45 CFR        | The Colorado Department of |       |
|   | 1355.40(a)(2)).            | Human Services (CDHS) is   |       |
|   |                            | the title IV-B/E single    |       |
|   | All children in foster     | State agency. Within the   |       |
|   | care under the             | Department there are the   |       |
|   | responsibility of the      | Divisions of Youth         |       |
|   | State agency administering | Corrections, Mental Health |       |
|   | or supervision the         | and Child Welfare.         |       |
|   | administration of the      |                            |       |
|   | title IV-B Child and       | The State includes in its  |       |
|   | Family Services State plan | AFCARS reporting           |       |
|   | and the title IV-E State   | population all the         |       |
|   | plan; that is, all         | children from each of      |       |
|   | children who are required  | these Divisions that are   |       |
|   | to be provided the         | placed in out-of-home care |       |
|   | assurances of section      | while in the Department's  |       |
|   | 422(b)(10) of the Social   | responsibility for care    |       |
|   | Security Act (the Act)     | and placement.             |       |
|   | (Appendix A -- SECTION     |                            |       |
|   | II).                       |                            |       |
+---+----------------------------+----------------------------+-------+
| 2 | All children supervised by | Not applicable for         | 4     |
|   | or under the               | juvenile justice and       |       |
|   | responsibility of another  | mental health because they |       |
|   | public agency with which   | are part of the            |       |
|   | the title IV-B/E agency    | single-state agency.       |       |
|   | has an agreement under     |                            |       |
|   | title IV-E and on whose    | The State has two          |       |
|   | behalf the State makes     | Federally recognized       |       |
|   | title IV-E foster care     | tribes, Southern Ute and   |       |
|   | maintenance payments       | the Mountain Ute. Each     |       |
|   | (Appendix A - SECTION II). | Tribe has its own          |       |
|   |                            | infrastructure for         |       |
|   |                            | providing child welfare    |       |
|   |                            | services and there is a    |       |
|   |                            | Tribal court. The State    |       |
|   |                            | has an inter-agency        |       |
|   |                            | agreement with them for    |       |
|   |                            | title IV-E funds. The      |       |
|   |                            | Tribal staff provides the  |       |
|   |                            | local child welfare agency |       |
|   |                            | with information that must |       |
|   |                            | be entered into Trails.    |       |
|   |                            | Currently, the Tribes do   |       |
|   |                            | not have access to Trails. |       |
|   |                            | The State indicated that   |       |
|   |                            | there are probably no more |       |
|   |                            | than 25-30 children in     |       |
|   |                            | this category.             |       |
+---+----------------------------+----------------------------+-------+
| 3 | Includes American Indian   | If the agency has          | 4     |
|   | children covered under     | responsibility for care    |       |
|   | section 422(b)(10) of the  | and placement, then the    |       |
|   | Act, on the same basis as  | children are included.     |       |
|   | any other child (45 CFR    | Otherwise, Tribal children |       |
|   | 1355.40(a)(2)).            | are only included if they  |       |
|   |                            | qualify for title IV-E     |       |
|   |                            | under the section 472      |       |
|   |                            | agreement.                 |       |
+---+----------------------------+----------------------------+-------+
| 4 | For children in            | The State includes         | 4     |
|   | out-of-State placements,   | children that it places    |       |
|   | the State placing the      | out-of-State and does not  |       |
|   | child submits and          | include children placed in |       |
|   | continually updates the    | Colorado by another State. |       |
|   | data (45 CFR               |                            |       |
|   | 1355.40(a)(2)).            |                            |       |
+---+----------------------------+----------------------------+-------+
| 5 | Includes all children who  | Currently, the program     | 4     |
|   | have been in foster care   | code compares removal      |       |
|   | at least 24 hours          | start date to removal end  |       |
|   | (Appendix A - SECTION II). | date. If the two dates are |       |
|   |                            | on the same day, the       |       |
|   |                            | record is excluded.        |       |
|   |                            |                            |       |
|   |                            | There is not a time field  |       |
|   |                            | associated with the dates  |       |
|   |                            | of removal. For better     |       |
|   |                            | accuracy to determine      |       |
|   |                            | whether a child has been   |       |
|   |                            | in care for 24 hours or    |       |
|   |                            | less, the State may want   |       |
|   |                            | to consider adding time    |       |
|   |                            | fields to the screen and   |       |
|   |                            | modifying the extraction   |       |
|   |                            | code to check these fields |       |
|   |                            | to determine length of     |       |
|   |                            | time in care.              |       |
+---+----------------------------+----------------------------+-------+
| 6 | Does not include children  | The State does provide     | 4     |
|   | who are in their own homes | protective supervision for |       |
|   | under the responsibility   | children that have never   |       |
|   | of the State agency        | been removed their homes   |       |
|   | (Appendix A - SECTION II). | and for children that have |       |
|   |                            | been legally reunified     |       |
|   |                            | with their families.       |       |
|   |                            |                            |       |
|   |                            | The State correctly does   |       |
|   |                            | not include in its AFCARS  |       |
|   |                            | reporting population those |       |
|   |                            | children in these two      |       |
|   |                            | groups of children.        |       |
+---+----------------------------+----------------------------+-------+
| 7 | Include all children who   | The State correctly does   | 4     |
|   | are in the placement,      | include in its AFCARS      |       |
|   | care, or supervision       | reporting population those |       |
|   | responsibility of the      | children that have been    |       |
|   | title IV-B/E agency that   | returned home while the    |       |
|   | are on "trial home visits" | agency retains             |       |
|   | (Child Welfare Policy      | responsibility for care    |       |
|   | Manual, Section 1.3,       | and placement.             |       |
|   | AFCARS Reporting           |                            |       |
|   | Population).               |                            |       |
+---+----------------------------+----------------------------+-------+
| 8 | Includes youth over the    | The State's age of         | 4     |
|   | age of 18 if a payment is  | majority is 18. In some    |       |
|   | being made on behalf of    | instances, such as when a  |       |
|   | the child (Child Welfare   | child has severe           |       |
|   | Policy Manual, Section 1,  | disabilities, the          |       |
|   | AFCARS).                   | Department can retain      |       |
|   |                            | responsibility for care    |       |
|   |                            | and placement through a    |       |
|   |                            | court order up to the age  |       |
|   |                            | of 21.                     |       |
|   |                            |                            |       |
|   |                            | The State does claim title |       |
|   |                            | IV-E funds on behalf of    |       |
|   |                            | youth that have turned 18  |       |
|   |                            | and are still in school.   |       |
|   |                            | Once the child turns 19,   |       |
|   |                            | or graduates, the child is |       |
|   |                            | then discharged from the   |       |
|   |                            | AFCARS reporting           |       |
|   |                            | population. As long as     |       |
|   |                            | there is still legal       |       |
|   |                            | custody over 18, they      |       |
|   |                            | report to AFCARS.          |       |
+---+----------------------------+----------------------------+-------+
| * |                            |                            |       |
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| * |                            |                            |       |
| * |                            |                            |       |
+---+----------------------------+----------------------------+-------+
| 9 | Data are required to be    | The State reports on       | 4     |
|   | transmitted by the State   | children who had been in   |       |
|   | on all adopted children    | foster care under the      |       |
|   | who were placed by the     | responsibility and care of |       |
|   | State title IV-B/IV-E      | the State child welfare    |       |
|   | agency, and on all adopted | agency and who were        |       |
|   | children for whom the      | subsequently adopted       |       |
|   | State agency is providing  | whether special needs or   |       |
|   | adoption assistance        | not and whether subsidies  |       |
|   | (either ongoing or for     | are provided or not.       |       |
|   | nonrecurring expenses),    |                            |       |
|   | care or services directly  |                            |       |
|   | or by contract or          |                            |       |
|   | agreement with other       |                            |       |
|   | private or public          |                            |       |
|   | agencies. (45 CFR          |                            |       |
|   | 1355.40(a)(3)).            |                            |       |
|   |                            |                            |       |
|   | Report on all children     |                            |       |
|   | adopted in the State       |                            |       |
|   | during the reporting       |                            |       |
|   | period and in whose        |                            |       |
|   | adoption the State title   |                            |       |
|   | IV-B/IV-E agency has had   |                            |       |
|   | any involvement. All       |                            |       |
|   | adoptions after 10/1/94    |                            |       |
|   | that meet the criteria     |                            |       |
|   | below must be reported.    |                            |       |
|   |                            |                            |       |
|   | -   Children who had been  |                            |       |
|   |     in foster care under   |                            |       |
|   |     the responsibility and |                            |       |
|   |     care of the State      |                            |       |
|   |     child welfare agency   |                            |       |
|   |     and who were           |                            |       |
|   |     subsequently adopted   |                            |       |
|   |     whether special needs  |                            |       |
|   |     or not and whether     |                            |       |
|   |     subsidies are provided |                            |       |
|   |     or not (Appendix B --  |                            |       |
|   |     Section II, paragraph  |                            |       |
|   |     (a)).                  |                            |       |
+---+----------------------------+----------------------------+-------+
| 1 | Report on all children     | The State does enter into  | 4     |
| 0 | adopted in the State       | adoption agreements with   |       |
|   | during the reporting       | families adopting through  |       |
|   | period and in whose        | a private agency when the  |       |
|   | adoption the State title   | child is determined to be  |       |
|   | IV-B/IV-E agency has had   | special needs. The State   |       |
|   | any involvement. All       | staff indicated that there |       |
|   | adoptions after 10/1/94    | are probably no more than  |       |
|   | that meet the criteria     | 75 records per year.       |       |
|   | below must be reported.    |                            |       |
|   |                            |                            |       |
|   | -   All special needs      |                            |       |
|   |     children, whether or   |                            |       |
|   |     not they were in the   |                            |       |
|   |     public foster care     |                            |       |
|   |     system prior to their  |                            |       |
|   |     adoption and for whom  |                            |       |
|   |     non-recurring expenses |                            |       |
|   |     were reimbursed.       |                            |       |
|   |                            |                            |       |
|   | -   Children adopted for   |                            |       |
|   |     whom an adoption       |                            |       |
|   |     assistance payment or  |                            |       |
|   |     service is being       |                            |       |
|   |     provided based on      |                            |       |
|   |     arrangements with the  |                            |       |
|   |     State agency.          |                            |       |
|   |     (Appendix B -- Section |                            |       |
|   |     II, paragraphs (b) and |                            |       |
|   |     (c)).                  |                            |       |
+---+----------------------------+----------------------------+-------+
| 1 | For children adopted       | The State includes those   | 4     |
| 1 | out-of-State, the placing  | children that it places    |       |
|   | State reports the adoption | out-of-state and does not  |       |
|   | data (45 CFR               | include children placed    |       |
|   | 1355.40(a)(3)).            | for adoption in Colorado   |       |
|   |                            | by another State.          |       |
+---+----------------------------+----------------------------+-------+
| 1 | Voluntarily reports on all | The State staff indicated  |       |
| 2 | other adoptions. (Appendix | they will not be reporting |       |
|   | B -- Section II).          | adoptions in which they    |       |
|   |                            | have no involvement.       |       |
+---+----------------------------+----------------------------+-------+
| * |                            |                            |       |
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| * |                            |                            |       |
| * |                            |                            |       |
+---+----------------------------+----------------------------+-------+
| * |                            |                            |       |
| * |                            |                            |       |
| 4 |                            |                            |       |
| 5 |                            |                            |       |
| C |                            |                            |       |
| F |                            |                            |       |
| R |                            |                            |       |
| 1 |                            |                            |       |
| 3 |                            |                            |       |
| 5 |                            |                            |       |
| 5 |                            |                            |       |
| . |                            |                            |       |
| 4 |                            |                            |       |
| 0 |                            |                            |       |
| ( |                            |                            |       |
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| ) |                            |                            |       |
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| 1 |                            |                            |       |
| ) |                            |                            |       |
| * |                            |                            |       |
| * |                            |                            |       |
+---+----------------------------+----------------------------+-------+
| 1 | The data must be extracted |                            | 4     |
| 3 | from the data system as of |                            |       |
|   | the last day of the        |                            |       |
|   | reporting period           |                            |       |
+---+----------------------------+----------------------------+-------+
| 1 | The data must be submitted |                            | 4     |
| 4 | in electronic form as      |                            |       |
|   | described in Appendix C.   |                            |       |
+---+----------------------------+----------------------------+-------+
| 1 | The data must be in record |                            | 4     |
| 5 | layouts as delineated in   |                            |       |
|   | Appendix D.                |                            |       |
+---+----------------------------+----------------------------+-------+
| * |                            |                            |       |
| * |                            |                            |       |
| 4 |                            |                            |       |
| 5 |                            |                            |       |
| C |                            |                            |       |
| F |                            |                            |       |
| R |                            |                            |       |
| 1 |                            |                            |       |
| 3 |                            |                            |       |
| 5 |                            |                            |       |
| 5 |                            |                            |       |
| . |                            |                            |       |
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| * |                            |                            |       |
| * |                            |                            |       |
+---+----------------------------+----------------------------+-------+
| 1 | For foster care            |                            | 4     |
| 6 | information, the           |                            |       |
|   | child-specific data to be  |                            |       |
|   | transmitted must reflect   |                            |       |
|   | the data in the            |                            |       |
|   | information system when    |                            |       |
|   | the data are extracted.    |                            |       |
+---+----------------------------+----------------------------+-------+
| * |                            |                            |       |
| * |                            |                            |       |
| 4 |                            |                            |       |
| 5 |                            |                            |       |
| C |                            |                            |       |
| F |                            |                            |       |
| R |                            |                            |       |
| 1 |                            |                            |       |
| 3 |                            |                            |       |
| 5 |                            |                            |       |
| 5 |                            |                            |       |
| . |                            |                            |       |
| 4 |                            |                            |       |
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| 3 |                            |                            |       |
| ) |                            |                            |       |
| * |                            |                            |       |
| * |                            |                            |       |
+---+----------------------------+----------------------------+-------+
| 1 | Adoption data are to be    | The State sets a flag to   | 4     |
| 7 | reported during the        | identify whether an        |       |
|   | reporting period in which  | adoption has already been  |       |
|   | the adoption is legalized  | submitted.                 |       |
|   | or, at the State's option, |                            |       |
|   | in the following reporting | The program code marks     |       |
|   | period if the adoption is  | those records that have    |       |
|   | legalized within the last  | been previously reported   |       |
|   | 60 days of the reporting   | to AFCARS so that they are |       |
|   | period.                    | not reported again. If the |       |
|   |                            | flag for a record does not |       |
|   |                            | exist, then this record is |       |
|   |                            | reported.                  |       |
+---+----------------------------+----------------------------+-------+
| * |                            |                            |       |
| * |                            |                            |       |
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| 1 |                            |                            |       |
| 3 |                            |                            |       |
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| 5 |                            |                            |       |
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| , |                            |                            |       |
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| 5 |                            |                            |       |
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| 1 |                            |                            |       |
| 3 |                            |                            |       |
| 5 |                            |                            |       |
| 5 |                            |                            |       |
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| * |                            |                            |       |
| * |                            |                            |       |
+---+----------------------------+----------------------------+-------+
| 1 | State uses sequential      | The State encrypts the     | 4     |
| 8 | numbering of the case      | child's record number.     |       |
|   | record number or encrypts  |                            |       |
|   | the record number.         |                            |       |
+---+----------------------------+----------------------------+-------+
| * |                            |                            |       |
| * |                            |                            |       |
| A |                            |                            |       |
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| 5 |                            |                            |       |
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| 1 |                            |                            |       |
| 3 |                            |                            |       |
| 5 |                            |                            |       |
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| t |                            |                            |       |
| * |                            |                            |       |
| * |                            |                            |       |
+---+----------------------------+----------------------------+-------+
| 1 | Data file must be in ASCII |                            | 4     |
| 9 | format.                    |                            |       |
+---+----------------------------+----------------------------+-------+
| 2 | Elements must be comprised |                            | 4     |
| 0 | of integer (numeric)       |                            |       |
|   | value(s).                  |                            |       |
+---+----------------------------+----------------------------+-------+
| 2 | All records must be a      |                            | 4     |
| 1 | fixed length.              |                            |       |
+---+----------------------------+----------------------------+-------+
| 2 | Inform the Department, in  |                            |       |
| 2 | writing, of the method of  |                            |       |
|   | transfer intended to be    |                            |       |
|   | used by the State.         |                            |       |
+---+----------------------------+----------------------------+-------+
| * |                            |                            |       |
| * |                            |                            |       |
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| 5 |                            |                            |       |
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| 3 |                            |                            |       |
| 5 |                            |                            |       |
| 5 |                            |                            |       |
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| * |                            |                            |       |
| * |                            |                            |       |
+---+----------------------------+----------------------------+-------+
| 2 | Report the status of all   | There is an issue related  | 3     |
| 3 | children in foster care as | to the timeliness of data  |       |
|   | of the last day of the     | entry.                     |       |
|   | reporting period (Section  |                            |       |
|   | A.1.b(5)).                 |                            |       |
+---+----------------------------+----------------------------+-------+
| 2 | Provide data for all       |                            | 4     |
| 4 | children who were          |                            |       |
|   | discharged from foster     |                            |       |
|   | care at any time during    |                            |       |
|   | the reporting period, or   |                            |       |
|   | in the previous reporting  |                            |       |
|   | period, if not previously  |                            |       |
|   | reported (Section          |                            |       |
|   | A.1.b(5)).                 |                            |       |
+---+----------------------------+----------------------------+-------+
| * |                            |                            |       |
| * |                            |                            |       |
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| - |                            |                            |       |
| P |                            |                            |       |
| I |                            |                            |       |
| - |                            |                            |       |
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| - |                            |                            |       |
| 9 |                            |                            |       |
| 5 |                            |                            |       |
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+---+----------------------------+----------------------------+-------+
| 2 | State extracts all records | Yes.                       | 4     |
| 5 | based on the transaction   |                            |       |
|   | date of discharge or       |                            |       |
|   | removal.                   |                            |       |
+---+----------------------------+----------------------------+-------+
| # |                            |                            |       |
|   |                            |                            |       |
| T |                            |                            |       |
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| c |                            |                            |       |
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| a |                            |                            |       |
| t |                            |                            |       |
+---+----------------------------+----------------------------+-------+
| 2 | # State uses correct f     | Yes.                       | 4     |
| 6 | ile name for transmission. |                            |       |
+---+----------------------------+----------------------------+-------+
| * |                            |                            |       |
| * |                            |                            |       |
| D |                            |                            |       |
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| n |                            |                            |       |
| * |                            |                            |       |
| * |                            |                            |       |
+---+----------------------------+----------------------------+-------+
| 2 | State transferred          | The State converted all    | 3     |
| 7 | historical information on  | case and client            |       |
|   | open cases. Specifically,  | information for the years  |       |
|   | it included information    | between 1991 and 2001.     |       |
|   | on: date of first removal, | There was a legacy system  |       |
|   | total number of removals,  | that was mostly for        |       |
|   | and whether the child's    | payments. However, it did  |       |
|   | mother was married at the  | include removals, service  |       |
|   | time of the child's birth. | history, entitlement       |       |
|   | If the case was open at    | history, addresses, client |       |
|   | the time of conversion,    | characteristics, etc.      |       |
|   | information on the number  | There was some manual      |       |
|   | of placement settings was  | conversion of information. |       |
|   | included.                  | For cases that were open   |       |
|   |                            | at the time of conversion  |       |
|   | #                          | the placement history was  |       |
|   |                            | converted.                 |       |
|   |                            |                            |       |
|   |                            | Based on the preliminary   |       |
|   |                            | findings of the case file  |       |
|   |                            | review there appears to be |       |
|   |                            | some incompleteness of     |       |
|   |                            | data that is due to        |       |
|   |                            | conversion.                |       |
+---+----------------------------+----------------------------+-------+
| 2 | The information system has |                            | 4     |
| 8 | the capability of          |                            |       |
|   | recording historical       |                            |       |
|   | information. This should   |                            |       |
|   | apply to both open cases   |                            |       |
|   | in which historical        |                            |       |
|   | information must be        |                            |       |
|   | entered, and for closed    |                            |       |
|   | cases that re-open after   |                            |       |
|   | conversion and must be     |                            |       |
|   | entered into the system.   |                            |       |
+---+----------------------------+----------------------------+-------+