NAMRS FFY 2016

Appendices A-C

May 5, 2018
Contents

Appendix A: Data Element and Value Definitions.......................................... A-1

Appendix B: Laws, Rules, Regulations, and Guidance Sources .....................B-1

Appendix C: Agency Component Data Specifications.................................... C-1
NAMRS FFY2016 Appendix A: Data Element and Value Definitions A-1 

Appendix A: Data Element and Value Definitions

1. Agency Component Data Elements: Agency Profile

Agency Data Element Definitions

Data Sources The sources of information used to submit data this year to 

NAMRS:

 APS agency only

 APS and other agencies

Investigator FTEs filled Number of filled APS FTEs responsible for the hotline and/or 

conducting investigations.

Supervisor FTEs filled Number of filled APS FTEs responsible for supervision.

Intake  Centralized or localized intake of APS reports.

 Centralized at a statewide hotline or call in number

 Combination of both statewide and local hotlines or call in

numbers

 Local at county or regional hotlines or call in numbers

 Other

Reports Accepted for 

Investigation

Number of reports accepted for investigation during the reporting 

period.

Reports Not Accepted, 

or Resolved Through 

I&R/I&RA

Number of reports that were either not accepted by APS for 

investigation or were resolved through Information and Referral 

(I&R) / Information and Referral Assistance (I&RA).

Response Time The length of time (days) from receipt of call or notice of alleged 

maltreatment to face-to-face contact with the client by the APS 

worker, based on the standard set by policy or practice.

Investigation 

Completion Time 

The length of time (days) from investigation start to investigation 

completion, based on the standard set by policy or practice.

Types of Maltreatment Indicates which types of maltreatment are investigated by APS. See 

definitions of maltreatment types in Key Indicators Data Elements.

 Abandonment

 Emotional abuse

 Suspicious death

 Self-neglect

 Exploitation (non-specific)

 Financial exploitation

 Other exploitation

 Neglect

 Physical abuse

 Sexual abuse

 Other
NAMRS FFY2016 Appendix A: Data Element and Value Definitions A-2 

Agency Data Element Definitions

Types of Maltreatment Indicates which types of maltreatment are investigated by APS. See 

definitions of maltreatment types in Key Indicators Data Elements.

 Abandonment

 Emotional abuse

 Suspicious death

 Self-neglect

 Exploitation (non-specific)

 Financial exploitation

 Other exploitation

 Neglect

 Physical abuse

 Sexual abuse

 Other

Standard of Evidence Standard used for substantiating an allegation of maltreatment.

 Clear and convincing

 Credible, reasonable, or probable cause

 Different standards based on type of perpetrator

 No state standard

 Preponderance

 Other

Assessment Tools Indicates whether APS personnel use standard assessment tools 

throughout the state, such as client safety, at risk factors, or 

behavioral conditions.

Service Gaps Indicates which services are not available or accessible in the state. 

Care/case management 

services

Development and implementation of a service plan to mobilize the 

formal and informal resources and services identified in the 

assessment to meet the needs of the client. Includes the 

development and oversight of a plan to ensure the safety and wellbeing of the client; developing a safety plan with a person’s support 

network; referring and arranging support services, etc.

Caregiver support 

services

Assistance to family and other informal caregivers to improve or 

sustain capacity for caring for the older adult or adult with 

disabilities. Includes counseling, support groups, training, respite, 

etc.

Community day 

services

Services or activities provided to adults who require care and 

supervision in a protective setting for a portion of a 24-hour day. 

Includes out of home supervision, health care, recreation, and/or 

independent living skills training offered in centers most commonly 

known as Adult Day, Adult Day Health, Senior Centers, and 

Disability Day Programs.
NAMRS FFY2016 Appendix A: Data Element and Value Definitions A-3 

Agency Data Element Definitions

Education, 

employment, and 

training services

Services and activities to assist people in achieving or maintaining 

economic self-support. Includes training programs, job coaches, 

supported employment, senior employment programs, and public 

school individualized education plans.

Emergency assistance 

and material aid 

services

Providing, arranging for, or facilitating the provision of medical, 

social service, economic, emergency, or support services. Includes 

financial assistance or referral for food, clothing, energy/utility 

assistance, and home repairs/modifications; environmental clean-up 

of client’s home including but not limited to removal of trash, 

extermination services and cleaning; relocation assistance; urgent 

medical expenses not typically covered by insurance (eye glasses, 

dentures); emergency housing/shelter; etc.

Financial planning 

services

Services or activities to assist in managing finances or planning for 

future financial needs. Includes meeting with bank officials, 

financial planning, estate planning, money management, and 

retirement income planning.

Housing and relocation 

services

Services or activities designed to assist in the obtaining of suitable 

or safe housing and living arrangements. Includes tenant 

counseling; helping to identify and correct substandard housing 

conditions; making moving arrangements and minor renovations to 

personal residence; and relocating to institutional care or facility 

care.

In-home assistance 

services

Services or activities provided to clients to achieve or maintain selfsufficiency. Includes homemakers and home health aides; visiting 

and telephone reassurance; chore maintenance; personal care 

services, etc.

Legal services Legal counsel and representation provided by an attorney to address 

civil matters such as housing issues and advance care planning, and 

criminal matters.

Medical and dental 

services

Services and activities designed to assist individuals and families to 

attain and maintain a favorable condition of health; includes 

evaluations.

Medical rehabilitation 

services

Services and activities for persons with developmental or physical 

disabilities, or persons with visual or auditory impairments, are 

services or activities to maximize the potential of persons with 

disabilities, help alleviate the effects of physical, mental or 

emotional disabilities, and to enable these persons to live in the 

least restrictive environment possible. Includes training in mobility, 

communication skills, the use of special aids and appliances, selfsufficiency skills for people with disabilities, occupational therapy, 

physical therapy, speech and language pathology, early intervention 

and other therapies that help people learn the skills they need to 

live, learn, work and play in their communities.
NAMRS FFY2016 Appendix A: Data Element and Value Definitions A-4 

Agency Data Element Definitions

Mental health services Services and activities, including commitment, assessment, and 

evaluations, for people with behavioral health conditions 

characterized by dysregulation of mood, thought, and/or behavior, 

as recognized by the DSM-5. Includes services and activities that 

apply therapeutic processes to personal, family, situational, or 

occupational problems in order to bring about a positive resolution 

of the problem or improved individual or family functioning or 

circumstances.

Nutrition services Services and activities, including appeals and applications, to 

provide food to a client lacking recommended daily nutritional 

requirements and/or Activities of Daily Living (ADL) limitations. 

Includes home delivered meals, nutritional counseling, congregate 

meals, senior farmers’ market program, etc.

Public assistance 

benefits

Services and assistance to provide a safety net for disadvantaged 

individuals who lack the resources to provide basic necessities for 

themselves and their families. Includes such programs as financial 

aid (TANF), nutrition (SNAP), energy assistance (LIHEAP), health 

care (Medicaid), etc.

Substance use services Services and activities primarily designed to deter, reduce, or 

eliminate substance abuse or chemical dependence. Includes a 

comprehensive range of personal and family counseling methods, 

methadone treatment for opiate abusers, or detoxification treatment 

for alcohol abusers. Services and activities may be provided in 

alternative living arrangements such as institutional settings and 

community-based halfway houses.

Transportation services Services or activities that provide or arrange for the travel, 

including travel costs, of individuals in order to access services, or 

obtain medical care or employment.

Victim services Services and activities provided to, or on behalf of, victims at any 

stage of the criminal justice process, including post sentencing 

services and support. Includes programs supporting victims of 

domestic violence, sexual assault, abuse of older women, violence 

against women, and general crimes which are being handled by the 

police or prosecutors’ offices.

Other services Client receives services and activities not included in the 

categorizations provided.
NAMRS FFY2016 Appendix A: Data Element and Value Definitions A-5 

2. Key Indicators Component Data Elements

Key Indicators Data 

Element Definitions

Investigations closed Number of investigations closed during the reporting period.

Clients who received an 

investigation

Number of clients involved in an investigation that was closed or 

completed during the reporting period.

Clients who received 

interagency 

coordination

Number of clients referred to an agency in which an interagency 

coordination was part of the investigation.

Case Closure Reason: 

Investigation completed

The case was closed after a finding was made on the allegation of 

maltreatment, the investigation was closed, and no ongoing 

protective services case was opened.

Case Closure Reason: 

Investigation completed,

and protective services 

case completed

The case was closed after the investigation was completed, 

additional protective services were provided, and the protective 

services case was closed.

Case Closure Reason: 

Investigation unable to 

be completed (nonspecific)

A finding was not able to be made on the allegations of 

maltreatment for an unspecified reason and the case was closed.

Case Closure Reason: 

Investigation unable to 

be completed due to 

death of client during 

investigation

The client died during the investigation, the investigation was 

terminated without a finding, and the case was closed.

Case Closure Reason: 

Investigation unable to 

be completed due to 

refusal of client

The client refused to cooperate with the investigation worker, the 

investigation was terminated without a finding, and the case was 

closed.

Case Closure Reason: 

Protective services case 

opened but not 

completed (nonspecific)

The protective services case was terminated prematurely; reason 

not specified.

Case Closure Reason: 

Protective services case 

closed due to death of 

client

The client died during the case and the case was closed.

Case Closure Reason: 

Protective services case 

closed due to client 

decision to not continue

The client decided not to continue work with the protective services 

agency, and the case was closed.

Case Closure Reason: 

Other

Case was closed for a reason not included in the categorizations 

provided.
NAMRS FFY2016 Appendix A: Data Element and Value Definitions A-6 

Key Indicators Data 

Element Definitions

Clients found to be 

victims

Number of victims in which at least one maltreatment disposition 

was substantiated per investigation.

Victims who received 

one or more benefits

Number of victims who received one or more benefits.

Victims with one or 

more disabilities

Number of victims with one or more disabilities.

Victims with one or 

more screened or 

diagnosed behavioral 

conditions

Number of victims with one or more screened or diagnosed 

behavioral conditions.

Victims with guardian 

or conservator at start of 

investigation

Number of victims with guardian or conservator at start of 

investigation.

Victims who received 

services or were 

referred for services by 

APS

Number of victims who received services or were referred for 

services by APS.

Maltreatment: 

Abandonment

The desertion of a person by an individual who has assumed 

responsibility for providing care for that person, or by an individual 

with physical custody of another person.

Maltreatment: 

Emotional abuse

The infliction of anguish, pain, or distress through verbal or 

nonverbal acts. This includes but is not limited to verbal assaults, 

insults, threats, intimidation, humiliation, and harassment.

Maltreatment: 

Exploitation (nonspecific)

The illegal or improper use of an individual or of an individual’s 

funds, property, or assets for another’s profit or advantage.

Maltreatment: Financial 

exploitation

The illegal or improper use of an individual’s funds, property, or 

assets for another person’s profit or advantage.

Maltreatment: Other 

exploitation

The illegal or improper use of an individual for another person’s 

profit or advantage, including exploitation of person, servitude, etc.

Maltreatment: Neglect The failure of a caregiver or fiduciary to provide the goods or 

services necessary to maintain the health or safety of a person. 

Includes acts of omission and of commission; includes willful 

deprivation, etc.

Maltreatment: Physical 

abuse

The use of force or violence resulting in bodily injury, physical 

pain, or impairment. Excludes sexual abuse.

Maltreatment: Sexual 

abuse

Non-consensual sexual contact of any kind, including sexual 

contact with any person incapable of giving consent.

Maltreatment: 

Suspicious death

An unexpected fatality or one in which circumstances or cause are 

medically or legally unexplained.
NAMRS FFY2016 Appendix A: Data Element and Value Definitions A-7 

Key Indicators Data 

Element Definitions

Maltreatment: SelfneglectA person’s inability, due to physical or mental impairment or 

diminished capacity, to perform essential self-care tasks including 

obtaining essential food, clothing, shelter, and medical care; 

obtaining goods and services necessary to maintain physical health, 

mental health, or general safety; or managing one’s own financial 

affairs. Includes hoarding.

Maltreatment: Other A type of maltreatment not included in the categorizations 

provided.

Perpetrator A perpetrator in an investigation is a person associated to a 

substantiated maltreatment.

Perpetrators who had a 

kinship relationship to 

the victim

Perpetrators related to the victim by affinity (blood, adoption, 

marriage, etc.)

Perpetrators who had 

one or more 

associations to victim

Perpetrators with one or more caregiving relationships to the 

victim.

Perpetrators for whom 

one or more legal 

remedies on behalf of 

the victim were 

recommended or sought

Perpetrators for whom at least one legal remedy was recommended 

or sought.

3. Case Component Data Elements

Case Data Element Definitions

Report Date The month, day, and year the agency was notified of the suspected 

adult maltreatment. This is the date that a report of suspected 

maltreatment was made. If an agency combines several reports into 

one investigation, the Report Date is the date of the earliest report. 

The determination of combining reports into one investigation is 

per each agency’s policy and procedures.

Report Source The role or profession of the person who made the report of the 

suspected adult maltreatment. Multiple report source code values 

can be submitted for the investigation.

Report Source: 

Substitute decision 

maker

Includes health care proxy, financial proxy, guardian or conservator 

of person or property, representative payee.

Report Source: In-home 

caregiver

Individuals who have the responsibility for the care of the client, 

providing in-home monitoring, management, supervision, etc.
NAMRS FFY2016 Appendix A: Data Element and Value Definitions A-8 

Case Data Element Definitions

Report Source: Nursing 

home staff

Employees of a nursing home or skilled nursing home, which 

provide services for residents who require medical or nursing care, 

or rehabilitative services.

Report Source: 

Residential care 

community staff

Employees of a residential care community including those 

providing room and board of at least 2 meals per day and help with 

personal care. These places include residential communities 

identified as assisted living residences, board and care homes, 

congregate care, enriched housing programs, personal care homes, 

homes serving primarily persons with disabilities, and homes 

serving primarily older adults.

Report Source: 

Education professional

Employees of a public or private educational institution or program; 

includes teachers, teacher assistants, administrators, and others 

directly associated with the delivery of educational services.

Report Source: 

Financial professional

Professionals managing finances or planning for future financial 

needs. Includes bank officials, financial planners, etc.

Report Source: Law 

enforcement, judicial, or 

legal professional

People employed by a local, state, tribal, or federal justice agency. 

This includes police, courts, district attorney's office, probation or 

other community corrections agency, and correctional facilities.

Report Source: Medical 

or health professional

People employed by a medical facility or practice. This includes 

physicians, physician assistants, nurses, emergency medical 

technicians, dentists, chiropractors, coroners, and dental assistants 

and technicians.

Report Source: Mental 

and behavioral health 

professional

Persons who offer services for the purpose of improving an 

individual's mental health or to treat mental illness. Includes 

psychiatric nurses, clinical psychologists, etc.

Report Source: Social 

services professional

Employees of public or private social services or social welfare 

agency, or other social worker or counselor who provides similar 

services including rehabilitative services.

Report Source: Other 

professional

Persons who encountered the client as part of their occupation. 

Includes landlords, housing authorities, clergy, etc.

Report Source: Relative Persons related by blood, marriage, or adoption. Includes spouse, 

domestic partner, parent, foster parent, child, in-laws, etc.

Report Source: 

Neighbor, friend, other 

nonrelative, other 

nonprofessional

Other individual who is not a professional or person related to client 

by blood, marriage, or adoption. Includes friends, neighbors, etc.

Report Source: Self Person allegedly being maltreated.

State/county FIPS code 

of investigative agency

The Federal Information Processing Series for state (2 digits) and 

county code (3 digits) of the APS agency. (Primary agency 

responsible for the determination of the investigation) The 

Investigative Agency number may be a regional office or a local 

office depending upon the state APS administrative structure.
NAMRS FFY2016 Appendix A: Data Element and Value Definitions A-9 

Case Data Element Definitions

Investigation start date The date the investigation is assigned to an investigation worker. If 

the agency uses another date to indicate the start of an investigation, 

that date is used. Each agency’s policies and procedures define the 

date of an investigation. If an agency has both the date the 

investigation is assigned to an investigation worker and another 

date that is considered to be the start of the investigation, submit the 

date assigned to the worker.

Investigation disposition 

date

The date that the agency completed dispositions on the allegations 

of maltreatment associated with the investigation. Each agency’s 

policies and procedures define this date. If maltreatment 

dispositions are associated with different dates, the Investigation 

Disposition Date should be the latest of these dates.

Case closure date The date that the agency completed all activities related to the 

investigation of the case. Each agency’s policies and procedures 

define the date of case closure. If the state data does not include the 

case closure date, the investigation disposition date may be used in 

this element.

Maltreatment Setting The location where the alleged maltreatment occurred.

Maltreatment Setting: 

Own residence or 

private residence of 

relative or caregiver

Client's home or the client's relative or caregiver's home. Includes a 

house, apartment, mobile home or trailer, group of rooms, etc.

Maltreatment Setting: 

Residential care 

community (nonspecific)

Provides room and board of at least two meals per day and help 

with personal care. Includes residential communities identified as 

assisted living facilities, board and care homes, congregate care, 

enriched housing programs, personal care homes, homes serving 

primarily persons with disabilities, and homes serving primarily 

older adults.

Maltreatment Setting: 

Licensed residential 

care community 

Licensed, registered, listed, certified, or otherwise regulated by the 

state.

Maltreatment Setting: 

Unlicensed residential 

care community

Not licensed, registered, listed, certified, or otherwise regulated by 

the state.

Maltreatment Setting: 

Nursing home (nonspecific)

Nursing home or skilled nursing home that provides services for 

residents who require medical or nursing care, or rehabilitative 

services.

Maltreatment Setting: 

Licensed nursing home

Licensed, registered, listed, certified, or otherwise regulated by the 

state.

Maltreatment Setting: 

Unlicensed nursing 

home

Not licensed, registered, listed, certified, or otherwise regulated by 

the state.
NAMRS FFY2016 Appendix A: Data Element and Value Definitions A-10 

Case Data Element Definitions

Maltreatment Setting: 

Adult day services 

center (non-specific)

Includes adult day care, adult day health services centers. Day care 

services for adults are those services or activities provided to adults 

who require care and supervision in a protective setting for a 

portion of a 24-hour day.

Maltreatment Setting: 

Licensed adult day 

services center

Licensed, registered, listed, certified, or otherwise regulated by the 

state.

Maltreatment Setting: 

Unlicensed adult day 

services center

Not licensed, registered, listed, certified, or otherwise regulated by 

the state.

Maltreatment Setting: 

Place of business or 

other services

Includes place of employment, sheltered workshops, hospitals, 

schools, banks, other offices, shelters, places of worship, etc.

Maltreatment Setting: 

Other

A setting not included in categorizations provided, including 

recreational areas and other public spaces.

State/county FIPS code 

of client

The Federal Information Processing Series for state (2 digits) and 

county code (3 digits) of the client’s residence at the start of the 

investigation.

Case Closure Reason The primary reason why the case was closed.

Case Closure Reason: 

Investigation completed

The case was closed after a finding was made on the allegation of 

maltreatment, the investigation was closed, and no ongoing 

protective services case was opened.

Case Closure Reason: 

Investigation completed,

and protective services

case completed

The case was closed after the investigation was completed, 

additional protective services were provided, and the protective 

services case was closed.

Case Closure Reason: 

Investigation unable to 

be completed (nonspecific)

A finding was not able to be made on the allegations of 

maltreatment for an unspecified reason and the case was closed.

Case Closure Reason: 

Investigation unable to 

be completed due to 

death of client during 

investigation

The client died during the investigation, the investigation was 

terminated without a finding, and the case was closed.

Case Closure Reason: 

Investigation unable to 

be completed due to 

refusal of client

The client refused to cooperate with the investigation worker, the 

investigation was terminated without a finding, and the case was 

closed.

Case Closure Reason: 

Protective services case 

opened but not 

completed (nonspecific)

The protective services case was terminated prematurely; reason 

not specified.
NAMRS FFY2016 Appendix A: Data Element and Value Definitions A-11 

Case Data Element Definitions

Case Closure Reason: 

Protective services case 

closed due to death of 

client

The client died during the case and the case was closed.

Case Closure Reason: 

Protective services case 

closed due to client 

decision to not continue

The client decided not to continue work with the protective services 

agency, and the case was closed.

Case Closure Reason: 

Other

Case was closed for a reason not included in the categorizations 

provided.

Age The age of the client/perpetrator in years (at investigation start 

date). The Client/Perpetrator Age is computed by subtracting the 

client/perpetrator's Date of Birth from the Investigation Start Date. 

If the age ranges between 18 and 74, the actual age is used. Ages of 

17 or younger are grouped and coded as 17. Ages of 75 through 84 

inclusive are grouped and coded as 75. Ages of 85 or older are 

grouped and coded as 85. The reason for the grouping of older ages 

is to further protect the possible identification of the younger or 

older cohort population.

Gender Identity The actual or perceived gender-related characteristics of the 

client/perpetrator.

Gender Identity: Male Male gender assigned at birth matches one's gender identity of 

male.

Gender Identity: Female Female gender assigned at birth matches one's gender identity of 

female.

Gender Identity: 

Transgender

Gender identity, gender expression, and biological sex do not all 

align (e.g. man, masculine, and male).

Sexual Orientation The client/perpetrator’s enduring pattern of or disposition to 

experience sexual or romantic desires for, and relationships with, 

people of one’s same sex, the other sex, or both sexes.

Sexual Orientation: 

Straight

Sexual or romantic attractions and behaviors focus exclusively or 

mainly on members of the other sex.

Sexual Orientation: 

Gay/lesbian

Sexual or romantic attractions and behaviors focus exclusively or 

mainly on members of the same sex.

Sexual Orientation: 

Bisexual

Sexual or romantic attractions and behaviors are directed at 

members of both sexes to a significant degree.

Sexual Orientation: 

Questioning

Exploring one's own sexual orientation, investigating influences 

that may come from family, religious upbringing, and internal 

motivations.

Sexual Orientation: 

Other

A sexual orientation not included in the categorizations provided.
NAMRS FFY2016 Appendix A: Data Element and Value Definitions A-12 

Case Data Element Definitions

Race The population(s) or group(s) that the client/perpetrator identifies as 

being a member. A client/perpetrator may have more than one race 

(multi-racial). For example, a client/perpetrator is Asian and White, 

the client/perpetrator should be reported with both race values. If 

specific races cannot be identified for a multiracial client, the 

client/perpetrator is reported as “Other”.

Race: American Indian 

or Alaska Native

Having origins in any of the original peoples of North and South 

America (including Central America), and who maintains tribal

affiliation or community attachment.

Race: Asian Having origins in any of the original peoples of the Far East, 

Southeast Asia, or the Indian subcontinent, including, for example, 

Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the 

Philippine Islands, Thailand, and Vietnam.

Race: Black or African 

American

Having origins in any of the black racial groups of Africa.

Race: Native Hawaiian 

or Other Pacific Islander 

Having origins in any of the original peoples of Hawaii, Guam, 

Samoa, or other Pacific Islands.

Race: White Having origins in any of the original peoples of Europe, the Middle 

East, or North Africa.

Race: Other Having origins not included in the categorizations provided. 

Ethnicity The affiliation of the client/perpetrator as Hispanic or Latino/a or 

non-Hispanic or Latino/a. 

Marital Status The client’s status based on state residency laws.

Marital Status: Never 

married

Refers to persons who report themselves as never married.

Marital Status: Married Refers to persons who are currently legally married.

Marital Status: 

Domestic partner, 

including civil union

In a committed relationship with another adult, including both same 

sex and opposite-sex relationships

Marital Status: Divorced Refers to those whose marriages were legally dissolved.

Marital Status: 

Separated

A termination of cohabitation of spouses either by mutual 

agreement or, in the case of judicial separation, under the decree of 

a court.

Marital Status: 

Widowed

Refers to those whose marriages were terminated through death of 

their spouse and have not remarried.

Marital Status: Other A marital status not included in the categorizations provided.

Schooling Level The highest educational degree attained by the client.

Schooling Level: Less 

than high school

Did not receive a high school diploma or equivalent, such as GED.

Schooling Level: High 

school diploma or 

equivalent

Received high school diploma or equivalent, such as GED.
NAMRS FFY2016 Appendix A: Data Element and Value Definitions A-13 

Case Data Element Definitions

Schooling Level: 

Associate’s degree or 

bachelor’s degree

Associate's degree: granted after a two-year course of study, 

especially by a community or junior college. 

Bachelor's degree: earned for an undergraduate course of study that 

nominally requires three to five years of study, depending on 

institution and field of study.

Schooling Level: 

Advanced degree

A postgraduate degree, such as a master's degree or a doctorate.

Employment Status: The involvement of the client in the labor force. If client is retired 

but also employed, use code “Employed”. If client is participating 

in sheltered workshops or work centers for sub-minimum wages, 

use code value “Other”.

Employment Status: 

Employed

Persons who are working or temporarily not working due to illness 

or other reasons.

Employment Status: 

Unemployed

Persons who are not employed and actively looking for work and 

available to start a job.

Employment Status: Not 

in labor force

Students, homemakers, retired workers, seasonal workers not 

looking for work, persons residing in institutions, persons doing 

only incidental unpaid family work.

Employment Status: 

Other

Employment status not included in the categorizations provided. 

Includes sheltered workshop participants.

Income level The level of annual income of the client including all sources of 

income.

Benefits The federal and state benefits received by the client during the 

investigation. Multiple benefit code values can be submitted for the 

client.

Benefits: Medicaid The United States Medicaid program provides health coverage to 

persons including eligible low-income adults, children, pregnant 

women, elderly adults, and people with disabilities.

Benefits: Medicare The United States Medicare program is a health insurance program 

for people age 65 and older, people under age 65 with certain 

disabilities, and people of all ages with End-Stage Renal Disease 

(permanent kidney failure requiring dialysis or a kidney transplant).

Benefits: Publiclysubsidized housingGovernment sponsored economic assistance aimed toward 

alleviating housing costs and expenses for people in need with low 

to moderate incomes. Includes direct housing subsidies, non-profit 

housing, rent supplements, and some forms of co-operative and 

private sector housing.

Benefits: Social 

Security Disability 

Insurance (SSDI)

SSDI provides benefits to disabled or blind persons who are 

“insured” by workers’ contributions to the Social Security trust 

fund.

Benefits: Social 

Security retirement 

benefits

Benefits received by retired workers who have paid into the Social 

Security system during their working years. Paid out on a monthly 

basis to retired workers and their surviving spouses.
NAMRS FFY2016 Appendix A: Data Element and Value Definitions A-14 

Case Data Element Definitions

Benefits: Supplemental 

Security Income (SSI)

SSI makes cash assistance payments to aged, blind, and disabled 

persons (including children) who have limited income and 

resources.

Benefits: Temporary 

Assistance for Needy 

Families (TANF)

Temporary financial assistance through TANF program, which 

helps pregnant women and families with one or more dependent 

children pay for food, shelter, utilities, and expenses other than 

medical.

Benefits: Veterans’ 

disabled benefits

Disability compensation paid to Veterans because of injuries or 

diseases that were incurred in or aggravated during active duty, 

active duty training, or inactive duty training.

Benefits: Other Public benefit other than those specified in the categorizations 

provided.

Veteran Status The client’s status related to the US Armed Forces.

Veteran Status: Veteran Person who has served in the United States Armed Forces or is 

otherwise classified as a veteran by the United States Department of 

Veteran Affairs.

Veteran Status: NonveteranPerson who has not served in the United States Armed Forces or is 

otherwise not classified as a veteran by the United States 

Department of Veteran Affairs.

Disabilities The client/perpetrator’s physical, emotional, and mental health 

issues that result in limitation in activities and restrictions to fully 

participate at school, work, or in the community. Multiple disability 

code values can be submitted for the client/perpetrator.

Disabilities: 

Ambulatory difficulty

Having serious difficulty walking or climbing stairs.

Disabilities: Cognitive 

difficulty

Because of a physical, mental, or emotional problem, having 

difficulty remembering, concentrating, or making decisions.

Disabilities: 

Communication 

difficulty

Because of a physical, mental, or emotional problem, having 

difficulty with speech or language.

Disabilities: Hearing 

difficulty

Deaf or having serious difficulty hearing.

Disabilities: 

Independent living 

difficulty

Because of a physical, mental, or emotional problem, having 

difficulty doing errands alone such as visiting a doctor’s office or 

shopping.

Disabilities: Self-care 

difficulty

Having difficulty bathing or dressing.

Disabilities: Vision 

difficulty 

Blind or having serious difficulty seeing, even when wearing 

glasses.

Disabilities: Other Disabilities other than those specified in the categorizations 

provided.

ADL score The client’s score on the Katz Index of Independence in Activities 

of Daily Living (ADL).
NAMRS FFY2016 Appendix A: Data Element and Value Definitions A-15 

Case Data Element Definitions

IADL score The client’s score on the Lawton Instrumental Activities of Daily 

Living (IADL).

Behavioral Health 

Screenings or Diagnoses

The results of assessments on the client/perpetrator, conducted by 

the APS agency. Multiple behavioral health code values can be 

submitted for the client/perpetrator. APS staff may perform 

assessments or screenings which indicate that a client/perpetrator

may need referral to a health care professional. These 

assessments/screenings may be indicated by choosing the 

appropriate code values. In addition, APS staff may have access to 

medical records indicating a client/perpetrator's diagnoses and if so 

choose appropriate code values.

Behavioral Health 

Screenings or 

Diagnoses: Alcohol use 

disorder

The consumption of alcohol that impacts the ability to conduct 

daily activities including quantity and frequency of alcohol 

consumption as well as feelings of not being able to stop drinking, 

of remorse about drinking, not being able to remember due to 

drinking, needing a drink early in the day, etc. Screening tools, 

such as the Alcohol Use Disorders Identification Test (AUDIT) or 

others, may be used. Diagnosis depends upon clinical training.

Behavioral Health 

Screenings or 

Diagnoses: Anxiety

An affective disorder that makes it difficult to conduct daily 

activities including feelings of nervousness, not being able to stop 

or control worrying, worrying too much about different things, 

being restless so it is hard to sit still, becoming easily annoyed or 

irritable and feeling afraid. Screening tools, such as the Generalized 

Anxiety Disorder 7 Item Scale (GAD-7) or others, may be used. 

Diagnosis depends upon clinical training.

Behavioral Health 

Screenings or 

Diagnoses: Bipolar 

disorder

A mood disorder characterized by alternating moods of mania and 

depression which can last for long periods of time and which may 

impact the ability to plan, schedule, and complete daily activities. 

Screening tools, such as the Mood Disorder Questionnaire or 

others, may be used. Diagnosis depends upon clinical training.

Behavioral Health 

Screenings or 

Diagnoses: Dementia

The progressive decline of cognitive ability which impacts daily 

activities. Alzheimer’s is one type of dementia. Dementia may be 

associated with memory loss, difficulty performing familiar tasks, 

problems with language, disorientation to time and place, poor or 

decreased judgment, problems with abstract thinking, loss of 

initiative and changes in personality, mood, or behavior. Screening 

tools, such as the Alzheimer’s Association Ten Warning Signs or 

others, may be used. Diagnosis depends upon clinical training.

Behavioral Health 

Screenings or 

Diagnoses: Depression

A loss of interest in daily activities including feelings of 

hopelessness, little energy, poor appetite or overeating, feeling bad 

about oneself, trouble concentrating and thoughts of suicide. 

Screening tools, such as the Patient Health Questionnaire (PHQ-9) 

or others, may be used. Diagnosis depends upon clinical training.
NAMRS FFY2016 Appendix A: Data Element and Value Definitions A-16 

Case Data Element Definitions

Behavioral Health 

Screenings or 

Diagnoses: 

Schizophrenia and other 

psychotic disorders

An affective disorder characterized by having delusions and 

hallucinations that may impact daily activities by causing 

difficulties in interacting with others. Screening tools, such as the 

Schizophrenia Test and Early Psychosis Indicator (STEP1) or 

others, may be used. Diagnosis depends upon clinical training.

Behavioral Health 

Screenings or 

Diagnoses: Substance 

use disorder

The use of drugs, including over the counter drugs, prescriptions 

drugs, cannabis (marijuana, hashish), solvents, tranquilizers, 

barbiturates, cocaine, stimulants, hallucinogens or narcotics that 

impact the ability to conduct daily activities including the quantity 

and frequency of use of such drugs, and feelings of being unable to 

stop when wanting to, of guilt or being neglectful, of withdrawal 

symptoms or having blackouts or flashbacks due to drug usage. 

Screening tools, such as the Drug Abuse Screening Test (DAST 10) 

or others, may be used. Diagnosis depends upon clinical training.

Behavioral Health 

Screenings or 

Diagnoses: Traumatic 

brain injury

The result of a violent blow or injury to the head. Physical damage 

to the brain may result in long term complications that impact daily 

activities due to difficulties in sleeping, dizziness, vision, memory 

concentration, and mood changes. Screening tool is usually the 

result of self-reporting of the injury or symptoms. Diagnosis 

depends upon clinical training.

Behavioral Health 

Screenings or 

Diagnoses: Other

Behavioral conditions not included in the value list of behavioral 

health that are due to brain damage, disease or unknown causes 

which impact the ability to conduct daily activities. Examples 

include amnesia, delirium, behavioral syndromes such as eating 

disorders, sleep disorders, and other personality disorders. 

Screening may use a range of tools. Diagnosis depends upon 

clinical training.

Living Setting at 

Start/Close

The primary residential environment of the client at the start/close 

of investigation.

Living Setting: Own 

residence or residence 

of relative or caregiver

Client's home or the client's relative or caregiver's home. Includes a 

house, apartment, mobile home or trailer, group of rooms, etc.

Living Setting: 

Residential care 

community (nonspecific)

Provides room and board of at least two meals per day and help 

with personal care. Includes residential communities identified as 

assisted living residences, board and care homes, congregate care, 

enriched housing programs, personal care homes, homes serving 

primarily persons with disabilities, and homes serving primarily 

older adults.

Living Setting: Licensed 

residential care 

community 

Licensed, registered, listed, certified, or otherwise regulated by the 

state.

Living Setting: Nonlicensed residential care 

community

Not licensed, registered, listed, certified, or otherwise regulated by 

the state.
NAMRS FFY2016 Appendix A: Data Element and Value Definitions A-17 

Case Data Element Definitions

Living Setting: Nursing 

home (non-specific)

Nursing home or skilled nursing home that provides services for 

residents who require medical or nursing care, or rehabilitative 

services.

Living Setting: Licensed 

nursing home

Licensed, registered, listed, certified, or otherwise regulated by the 

state.

Living Setting: Nonlicensed nursing homeNot licensed, registered, listed, certified, or otherwise regulated by 

the state.

Living Setting: Other A setting not included in categorizations provided, including 

shelters, correctional facilities, or no fixed residence.

Substitute Decision 

Makers at Start/Close

The authorizations that are in effect related to health, personal, or 

financial decision making for the client at the start/close of the 

investigation. Multiple substitute decision maker code values can be 

submitted for the client.

Substitute Decision

Makers at Start/Close: 

Health care proxy in 

effect

The appointment of a person to communicate the clients’ wishes as 

to medical treatment in terminal illness or injury situations and to 

communicate for them in the event they cannot communicate for 

themselves. A document also known as a durable power of attorney 

for health care, medical power of attorney, or appointment of a 

healthcare agent, allows an individual to appoint another person (a 

proxy or agent) to express the individual’s wishes and make health 

care decisions for the individual if he or she cannot speak for him or 

herself. Depending on the state, these documents are known as 

living wills, medical directives, health care proxies, or advance 

health care directives.

Substitute Decision 

Makers at Start/Close: 

Financial proxy in effect

Authorization, by a written document, that one individual may act 

in another’s place as agent or attorney-in-fact with respect to some 

or all legal and financial matters. The scope of authority granted is 

specified in the document and may be limited by state statute. A 

power of attorney terminates on the death of the person granting the 

power (unless “coupled with an interest”) and may terminate on the 

subsequent disability of the person granting the power (unless the 

power is “durable” under the instrument or state law).

Substitute Decision 

Makers at Start/Close: 

Guardianship or 

conservatorship (nonspecific)

A relationship created by state law in which a court determines that 

an adult individual lacks capacity to make decisions about self-care 

or property, and appoints another individual or entity as a 

conservator, or by a similar term, as a surrogate decision maker. It 

becomes the duty and power of that individual to make personal 

and/or property decisions for another.

Substitute Decision 

Makers at Start/Close: 

Guardianship or 

conservatorship of 

person

If the individual has a critical need for someone to act on their 

behalf due to mental or physical disability.
NAMRS FFY2016 Appendix A: Data Element and Value Definitions A-18 

Case Data Element Definitions

Substitute Decision 

Makers at Start/Close: 

Guardianship or 

conservatorship of 

property

(Or Estate): if the person is incapable of managing his or her own 

financial affairs.

Substitute Decision 

Makers at Start/Close: 

Representative payee

An individual or organization appointed by SSA to receive Social 

Security and/or SSI benefits for someone who cannot manage or 

direct someone else to manage his or her money. The main 

responsibilities of a payee are to use the benefits to pay for the 

current and foreseeable needs of the beneficiary and properly save 

any benefits not needed to meet current needs. A payee must also 

keep records of expenses. When SSA requests a report, a payee 

must provide an accounting to SSA of how benefits were used or 

saved.

Services at Start The services known to the agency that the client was already 

receiving at the start of the investigation. Multiple service code 

values can be submitted for the client.

Services APS The services that the agency provided on behalf of the client during 

the investigation or while the agency kept an open case. Multiple 

service code values can be submitted for the client.

Services Referred The services for which the agency referred the client. Multiple 

services code values can be submitted for the client.

Services at Close The services known to the agency that the client was receiving at 

the time of case closure. Multiple services code values can be 

submitted for the client.

Services: Care/case 

management services

Development and implementation of a service plan to mobilize the 

formal and informal resources and services identified in the 

assessment to meet the needs of the client. Includes the 

development and oversight of a plan to ensure the safety and wellbeing of the client; developing a safety plan with a person’s support 

network; referring and arranging support services, etc.

Services: Caregiver 

support services

Assistance to family and other informal caregivers to improve or 

sustain capacity for caring for the older adult or adult with 

disabilities. Includes counseling, support groups, training, respite, 

etc.

Services: Community 

day services

Services or activities provided to adults who require care and 

supervision in a protective setting for a portion of a 24-hour day. 

Includes out of home supervision, health care, recreation, and/or 

independent living skills training offered in centers most commonly 

known as Adult Day, Adult Day Health, Senior Centers, and 

Disability Day Programs.
NAMRS FFY2016 Appendix A: Data Element and Value Definitions A-19 

Case Data Element Definitions

Services: Education, 

employment, and 

training services

Services and activities to assist people in achieving or maintaining 

economic self-support. Includes training programs, job coaches, 

supported employment, senior employment programs, and public 

school individualized education plans.

Services: Emergency 

assistance and material 

aid services

Providing, arranging for, or facilitating the provision of medical, 

social service, economic, emergency, or support services. Includes 

financial assistance or referral for food, clothing, energy/utility 

assistance, and home repairs/modifications; environmental clean-up 

of client’s home including but not limited to removal of trash, 

extermination services and cleaning; relocation assistance; urgent 

medical expenses not typically covered by insurance (eye glasses, 

dentures); emergency housing/shelter; etc.

Services: Financial 

planning services

Services or activities to assist in managing finances or planning for 

future financial needs. Includes meeting with bank officials, 

financial planning, estate planning, money management, and 

retirement income planning.

Services: Housing and 

relocation services

Services or activities designed to assist in the obtaining of suitable 

or safe housing and living arrangements. Includes tenant 

counseling; helping to identify and correct substandard housing 

conditions; making moving arrangements and minor renovations to 

personal residence; and relocating to institutional care or facility 

care.

Services: In-home 

assistance services

Services or activities provided to clients to achieve or maintain selfsufficiency. Includes homemakers and home health aides; visiting 

and telephone reassurance; chore maintenance; personal care 

services, etc.

Services: Legal services Legal counsel and representation provided by an attorney to address 

civil matters such as housing issues and advance care planning, and 

criminal matters.

Services: Medical and 

dental services

Services and activities designed to assist individuals and families to 

attain and maintain a favorable condition of health; includes 

evaluations.

Services: Medical 

rehabilitation services

Services and activities for persons with developmental or physical 

disabilities, or persons with visual or auditory impairments, are 

services or activities to maximize the potential of persons with 

disabilities, help alleviate the effects of physical, mental or 

emotional disabilities, and to enable these persons to live in the 

least restrictive environment possible. Includes training in mobility, 

communication skills, the use of special aids and appliances, selfsufficiency skills for people with disabilities, occupational therapy, 

physical therapy, speech and language pathology, early intervention 

and other therapies that help people learn the skills they need to 

live, learn, work and play in their communities.
NAMRS FFY2016 Appendix A: Data Element and Value Definitions A-20 

Case Data Element Definitions

Services: Mental health 

services

Services and activities, including commitment, assessment, and 

evaluations, for people with behavioral health conditions 

characterized by dysregulation of mood, thought, and/or behavior, 

as recognized by the DSM-5. Includes services and activities that 

apply therapeutic processes to personal, family, situational, or 

occupational problems in order to bring about a positive resolution 

of the problem or improved individual or family functioning or 

circumstances.

Services: Nutrition 

services

Services and activities, including appeals and applications, to 

provide food to a client lacking recommended daily nutritional 

requirements and/or Activities of Daily Living (ADL) limitations. 

Includes home delivered meals, nutritional counseling, congregate 

meals, senior farmers’ market program, etc.

Services: Public 

assistance benefits

Services and assistance to provide a safety net for disadvantaged 

individuals who lack the resources to provide basic necessities for 

themselves and their families. Includes such programs as financial 

aid (TANF), nutrition (SNAP), energy assistance (LIHEAP), health 

care (Medicaid), etc.

Services: Substance use 

services

Services and activities primarily designed to deter, reduce, or 

eliminate substance abuse or chemical dependence. Includes a 

comprehensive range of personal and family counseling methods, 

methadone treatment for opiate abusers, or detoxification treatment 

for alcohol abusers. Services and activities may be provided in 

alternative living arrangements such as institutional settings and 

community-based halfway houses.

Services: Transportation 

services

Services or activities that provide or arrange for the travel, 

including travel costs, of individuals in order to access services, or 

obtain medical care or employment.

Services: Victim 

services

Services and activities provided to, or on behalf of, victims at any 

stage of the criminal justice process, including post sentencing 

services and support. Includes programs supporting victims of 

domestic violence, sexual assault, abuse of older women, violence 

against women, and general crimes which are being handled by the 

police or prosecutors’ offices.

Services: Other services Client receives services and activities not included in the 

categorizations provided.

Interagency 

Coordination

The agencies to which the client was referred. Multiple interagency 

coordination code values can be submitted for the client.

Interagency 

Coordination: Law 

enforcement or 

prosecutorial offices

Agencies responsible for enforcing laws and maintaining public 

order and safety, including government units staffed by police, 

sheriffs, district attorneys, etc.
NAMRS FFY2016 Appendix A: Data Element and Value Definitions A-21 

Case Data Element Definitions

Interagency 

Coordination: 

Protection and 

Advocacy or Client 

Advocacy Program 

(CAP)

Agencies under the Protection and Advocacy for Persons with 

Mental Illness Act that have the authority to provide legal 

representation and other advocacy services, under all federal and 

state laws, to all people with disabilities, along with those agencies 

that provide information and assistance to individuals seeking or 

receiving vocational rehabilitation services under the Rehabilitation 

Act.

Interagency 

Coordination: State 

licensing agency

Government units responsible for the licensing of facilities and 

agencies serving older adults and adults with disabilities.

Interagency 

Coordination: State 

Medicaid Fraud Control 

Unit (MFCU) 

State agencies that investigate and prosecute Medicaid fraud as well 

as patient abuse and neglect in health care facilities.

Interagency 

Coordination: LongTerm Care Ombudsman 

Program

State program that addresses complaints and advocates for people 

in the long-term care system.

Interagency 

Coordination: Other

Client was referred to a type of agency not included in the 

categorizations provided.

Previous Report The indication that the agency has information that the client was 

the subject of a previous report.

Maltreatment 

Disposition

The disposition of the alleged maltreatment.

Maltreatment 

Disposition: 

Substantiated

The finding that the allegation of maltreatment is supported under 

state law and policy.

Maltreatment 

Disposition: 

Inconclusive

The finding that there is insufficient information to either support or 

not support the allegation of maltreatment, but there is a reason to 

suspect maltreatment.

Maltreatment 

Disposition: 

Unsubstantiated

The finding that the allegation of maltreatment is not supported 

under state law and policy.

Maltreatment 

Disposition: Other

Disposition not included in categorizations provided. Includes 

inappropriate allegations that were investigated.

Cohabitation at 

Start/Close

The indication if the perpetrator and client are cohabitating at the 

start/close of the investigation.

Kinship Relationship The indication if the perpetrator is related to the client by affinity 

(blood, adoption, marriage, etc.).

Kinship Relationship: 

Yes (non-specific)

Kinship relationship exists

Kinship Relationship: 

Spouse

Partner in a marriage
NAMRS FFY2016 Appendix A: Data Element and Value Definitions A-22 

Case Data Element Definitions

Kinship Relationship: 

Domestic partner, 

including civil union

Adults in a committed relationship with another adult, including 

both same sex and opposite-sex relationships

Kinship Relationship: 

Parent

The birth mother or father, adoptive mother or father, or stepmother 

or stepfather of the client.

Kinship Relationship: 

Child

Biological son or daughter, adoptive son or daughter, or step-son or 

daughter

Kinship Relationship: 

Sibling

Children or offspring have one or both parents in common; a 

brother or sister (by blood, adoption, marriage)

Kinship Relationship: 

Grandparent

Parent of one's father or mother; a grandmother or grandfather (by 

blood, adoption, marriage)

Kinship Relationship: 

Grandchild

A child of one's son or daughter (by blood, adoption, marriage)

Kinship Relationship: 

Other relative

Another family member, including in-laws and kinship foster 

parents

Perpetrator Association 

at Start/Close

The indication if the perpetrator has a caregiving relationship to the 

client at the start/close of the investigation.

Perpetrator Association 

at Start/Close: Nursing 

home staff

An employee of a nursing home, including a skilled nursing home. 

Nursing homes primarily provide skilled nursing, rehabilitation, 

and long term care.

Perpetrator Association 

at Start/Close: 

Residential care 

community staff

An employee of a residential care community including those 

providing room and board of at least 2 meals per day and help with 

personal care. These places include residential communities 

identified as assisted living residences, board and care homes, 

congregate care, enriched housing programs, personal care homes, 

homes serving primarily persons with disabilities, and homes 

serving primarily older adults.

Perpetrator Association 

at Start/Close: Relative 

caregiver (non-specific)

An individual related to the client by blood, adoption, marriage, etc. 

who has the responsibility for the care of the client, providing inhome monitoring, management, supervision, etc.

Perpetrator Association 

at Start/Close: Paid 

relative caregiver

An individual related to the client by blood, adoption, marriage, etc. 

who has the responsibility for the care of the client, and receives 

payment for providing in-home monitoring, management, 

supervision, etc.

Perpetrator Association 

at Start/Close: Unpaid 

relative caregiver

An individual related to the client by blood, adoption, marriage, etc. 

who has the responsibility for the care of the client, and does not 

receive payment for providing in-home monitoring, management, 

supervision, etc.

Perpetrator Association 

at Start/Close: 

Nonrelative caregiver 

(non-specific)

An individual not related to the client by blood, adoption, marriage, 

etc. who has the responsibility for the care of the client, providing 

in-home monitoring, management, supervision, etc.
NAMRS FFY2016 Appendix A: Data Element and Value Definitions A-23 

Case Data Element Definitions

Perpetrator Association 

at Start/Close: Paid 

nonrelative caregiver

An individual not related to the client by blood, adoption, marriage, 

etc. who has the responsibility for the care of the client, and 

receives payment for providing in-home monitoring, management, 

supervision, etc.

Perpetrator Association 

at Start/Close: Unpaid 

nonrelative caregiver

An individual not related to the client by blood, adoption, marriage, 

etc. who has the responsibility for the care of the client, and does 

not receive payment for providing in-home monitoring, 

management, supervision, etc.

Perpetrator Association 

at Start/Close: Other 

relationship

Another trusted person providing care, not included in the 

categorizations provided.

Perpetrator Legal 

Remedy 

Recommendation

The legal remedies that were recommended or sought by the APS 

agency regarding the status of the perpetrator. Multiple legal 

remedy recommendation code values can be submitted for the client 

perpetrator relationship.

Legal Remedy: 

Removal of 

guardianship rights

The termination of a relationship, created by state law and 

determined by a court, in which an individual or entity acts as a 

conservator, or by a similar term, as a surrogate decision maker for 

another person who lacks capacity to make decisions about selfcare or property. The individual no longer has duty and power to 

make personal and/or property decisions for the other.

Legal Remedy: 

Restraining order on 

perpetrator regarding 

the client

A court order issued to prohibit an individual from carrying out a 

particular action, especially approaching or contacting a specified 

person.

Legal Remedy: Eviction 

of perpetrator

The act of expelling someone, usually a tenant, from a property.

Legal Remedy: 

Restitution by 

perpetrator

Compensation paid to client by perpetrator for the losses or injuries 

incurred as a result of a criminal offense.

Legal Remedy: Other 

legal remedy

Legal remedy recommendations not included in the categorizations 

provided.
NAMRS FFY2016 Appendix B: Laws, Rules, Regulations, and Guidance Sources B-1 

Appendix B: Laws, Rules, Regulations, and Guidance 

Sources 

Laws, Rules, Regulations, and Guidance sources’ website addresses mentioned in NAMRS 

FFY 2016 Reports

Federal Laws

“Older Americans Act,” congress.gov, last reauthorized 2016, https://www.congress.gov/

“Social Security Act,” congress.gov, last modified 2016, https://www.congress.gov/

“Elder Justice Act,” congress.gov, 2009, https://www.congress.gov/

Federal Agency Rules, Regulations, and Guidance

U.S. Office of Management and Budget, 1997 approval memorandum for data collected by U.S. 

Census Bureau, https://www.whitehouse.gov/omb

U.S. Census American Community Survey, https://www.census.gov/programs-surveys/acs/

U.S. Department of Health and Human Services, Assistant Secretary for Planning and 

Evaluation, publications, https://aspe.hhs.gov/reports

U.S. Department of Health and Human Services, Administration for Community Living, 

https://www.acl.gov/programs

U.S. Department of Health and Human Services, Centers for Disease Control, 

https://www.cdc.gov/datastatistics/index.html

U.S. Department of Housing and Urban Development, 

https://portal.hud.gov/hudportal/HUD?src=/topics

U.S. Department of Justice, https://www.justice.gov/publications

U.S. Veterans Administration, https://www.benefits.va.gov/benefits/

U.S. Department of Justice Bureau of Justice Statistics, https://www.bjs.gov/

National Organizations

ABA Commission on Law and Aging: https://www.americanbar.org/groups/law_aging.html

American Psychiatric Association Diagnostic and Statistical Manual of Mental Disorders, 

https://www.psychiatry.org/psychiatrists/practice/dsm
Appendix C: Agency Component Data Specifications C-1 

Appendix C: Agency Component Data Specifications

The Agency Component includes agency information such as agency name, addresses, and contact 

information. The Agency Component data are entered directly on to an online form on the NAMRS 

website. The Agency Component collects information on the policies and practices of each state 

APS agency as context for understanding the Case Component or the Key Indicators Component 

submission. The reporting period is the Federal Fiscal Year (FFY), October 1st– September 30th. 

While all data elements pertain to the reporting period for the annual data collection, the 

information in some elements may not change each year. Data topics include the following:

 Data sources—sources of information used to submit data

 Population served—characteristics of the population served

 Staffing—number of filled investigator and supervisor ftes

 Intake processes—centralized, local or regional, combination

 Referrals—number of reports accepted for investigation; not accepted, or resolved

through information and referral (i&r) or information and referral/assistance (i&ra)

 Response time—amount of time from receipt of call or notice of alleged maltreatment to

contact with client, based on standard

 Completion of investigation—amount of time for aps to complete investigations, based

on standard

 Types of maltreatment—state definitions or statutory references for definitions

 Standard of evidence—legal criteria for substantiating maltreatment

 Assessment tools—uses statewide standardized tools for investigation

 Service gaps—client services that are not available

 Perpetrators—whether or not the agency collects person-specific data on perpetrators

Each data topic includes a comment field that allows States to submit additional explanatory 

information on each item as needed. 

Additional information on terms used in NAMRS is available in the NAMRS Code Values and 

Definitions document. 

A web-based form that contains fields for all the data points in the Agency Component will be 

available on the NAMRS Website, as of October 1, 2016. The user can fill out the form, save the 

data, and return later to work on it as needed. Basic data type and required field validation will 

take place when the form is saved. If there are any errors, the user will be prompted to fix the 

errors. The NAMRS Technical Assistance Team is available if assistance is needed.
Appendix C: Agency Component Data Specifications C-2 

1. Agency Component Data Specifications: General Information

Element 

No.

Element 

Name Element Description Required

Field Entry 

Format

Agency 1.1 Agency 

Name 1 

Department or agency name Yes Text - 100 

characters 

Agency 1.2 Agency 

Name 2 

Branch or unit name No Text - 100 

characters 

Agency 2.1 Street 1 First line street address of agency 

physical address 

Yes Text - 100 

characters 

Agency 2.2 Street 2 Second line street address of 

agency physical address 

No Text - 100 

characters 

Agency 2.3 City City of agency physical address Yes Text - 100 

characters 

Agency 2.4 State State of agency physical address Yes Select from list 

Agency 2.5 ZIP ZIP of agency physical address Yes ##### or #####-

#### 

Agency 3.1 Street 1 First line street address of agency 

mailing address 

Yes Text - 100 

characters 

Agency 3.2 Street 2 Second line street address of 

agency physical address 

No Text - 100 

characters 

Agency 3.3 City City of agency physical address Yes Text - 100 

characters 

Agency 3.4 State State of agency physical address Yes Select from list 

Agency 3.5 ZIP ZIP of agency physical address Yes ##### or #####-

#### 

Agency 4.1 Name Contact name Yes Text - 100 

characters 

Agency 4.2 Title Contact title Yes Text - 100 

characters 

Agency 4.3 E-mail Contact e-mail Yes E-mail address 

format 

Agency 4.4 Phone Contact telephone Yes Text - 50 

characters 
Appendix C: Agency Component Data Specifications C-3 

Element 

No.

Element 

Name Element Description Required

Field Entry 

Format

Agency 4.5 Contact’s 

role in 

agency 

Contact’s role in agency 

Selection List: 

• Case manager

• Data coordinator/manager

• Field coordinator

• Intake manager/supervisor

• Investigator

• IT/data specialist

• Manager/director/supervisor

• Policy specialist

• Regional supervisor

• Social worker

• Training coordinator/specialist

No Select one from 

list 

2. Agency Component Data Specifications: Agency Profile

Element 

No.

Element 

Name Element Description Required

Field Entry 

Format

Agency 5 Data 

Sources 

The sources of information 

used to submit data this year 

to NAMRS. 

Selection List: 

• APS agency only

• APS and other agencies

No Select one from 

list 

Agency 

5.1 

Comment Provide names of other 

agencies that provided data. 

No Text – 5,000 

characters 

Agency 6 Population 

Served 

Provide a brief description of 

the characteristics of the 

population, including age, 

living arrangement, 

vulnerability, etc. whom APS is 

mandated to serve. Provide the 

citation in state statute or 

regulation, or agency policy. 

No Text – 5,000 

characters
Appendix C: Agency Component Data Specifications C-4 

Element 

No.

Element 

Name Element Description Required

Field Entry 

Format

Agency 

6.1 

Population 

served: 

setting 

If your agency investigates 

allegations in residential care 

communities and/or nursing 

homes, please indicate whether 

or not your agency would 

conduct an investigation if the 

allegation does not pertain to a 

specific resident, but rather to 

the residents in general. 

No Text – 5,000 

characters 

Agency 7 Investigator 

FTEs filled 

Number of filled APS FTEs 

responsible for the hotline 

and/or conducting 

investigations. 

No Numeric – 10 

integers 

Agency 

7.1 

Supervisor 

FTEs filled 

Number of filled APS FTEs 

responsible for supervision. 

No Numeric – 10 

integers 

Agency 

7.2 

Comment Provide additional information 

as to whether the numbers in 7 

and 7.1 were the annual total or 

total for a given day. 

No Text – 5,000 

characters 

Agency 8 Intake Centralized or localized intake 

of APS reports. 

Selection List:

• Centralized at a statewide

hotline or call in number

• Combination of both

statewide and local

hotlines or call in numbers

• Local at county or

regional hotlines or call in 

numbers

• Other

No Select one from 

list

Agency 

8.1 

Comment Provide additional information 

on your state’s definition of 

intake. 

No Text – 5,000 

characters 

Agency 9 Reports 

Accepted for 

Investigation 

Number of reports accepted for 

investigation during the 

reporting period. 

No Numeric – 10 

integers 
Appendix C: Agency Component Data Specifications C-5 

Element 

No.

Element 

Name Element Description Required

Field Entry 

Format

Agency 

9.1 

Reports Not 

Accepted, or 

Resolved 

Through 

I&R/I&RA 

Number of reports that were 

either not accepted by APS for 

investigation or were resolved 

through Information and 

Referral (I&R) / Information 

and Referral Assistance 

(I&RA). 

No Numeric – 10

integers 

Agency 

9.2 

Comment Please confirm that the sum of 

9 and 9.1 is the total number of 

investigations received during 

the reporting period. Please 

provide additional information 

regarding policy for accepting 

reports and not accepting 

reports, or resolving through 

I&R/I&RA. 

No Text – 5,000 

characters 

Agency 10 Response 

Time in 

Hours

The length of time (hours) from 

receipt of call or notice of 

alleged maltreatment to face-toface contact with the client by 

the APS worker, based on the 

standard set by policy or 

practice.

No Numeric – 3 

integers

Agency 

10.1

Comment Provide additional information 

on the definition of response 

time to allegations of 

maltreatment. If different types 

of allegations are given

different priorities in terms of 

response time, please provide 

additional information.

No Text – 5,000 

characters

Agency 11 Investigation 

Completion 

Time in

Days

The length of time (days) from 

investigation start to 

investigation completion, based 

on the standard set by policy or 

practice.

No Numeric – 3 

integers

Agency 

11.1

Comment Provide additional information 

on the definition of start of 

investigation and completion of 

an investigation. 

No Text – 5,000 

characters
Appendix C: Agency Component Data Specifications C-6 

Element 

No.

Element 

Name Element Description Required

Field Entry 

Format

Agency 12 Types of 

Maltreatment

Indicate which types of 

maltreatment are investigated 

by APS.

Selection List:

• Abandonment

• Emotional abuse

• Exploitation (non-specific)

• Financial exploitation

• Other exploitation

• Neglect

• Physical abuse

• Sexual abuse

• Suspicious death

• Self-neglect

• Other

No Select one or 

more from list

Agency 

12.1 

Comment Provide citation or URL in state 

law, regulations, or program 

guidance for maltreatment 

types investigated by APS. 

No Text – 5,000 

characters

Agency 13 Standard of 

Evidence

Standard used for substantiating 

an allegation of maltreatment.

Selection List:

• Clear and convincing

• Credible, reasonable, or

probable cause

• Different standards based

on type of perpetrator

• No state standard

• Preponderance

• Other

No Select one form 

list

Agency 

13.1

Comment Provide citation or URL of state 

law, regulations, or program 

guidance. Include discussion of 

definitions of perpetrator if 

relevant.

No Text – 5,000 

characters
Appendix C: Agency Component Data Specifications C-7 

Element 

No.

Element 

Name Element Description Required

Field Entry 

Format

Agency 14 Assessment 

Tools

Indicate whether APS 

personnel use standard 

assessment tools throughout the 

state, such as client safety, at 

risk factors, or behavioral 

conditions.

Selection List:

• No, assessment

instruments are determined

by each county or left to

the worker’s discretion

• Yes, use common

instrument or tool

throughout the state

No Select one from 

list

Agency 

14.1

Comment Provide the name and reference 

(i.e., URL) for each 

standardized tool that is used.

No Text – 5,000 

characters
Appendix C: Agency Component Data Specifications C-8 

Element 

No.

Element 

Name Element Description Required

Field Entry 

Format

Agency 15 Service Gaps Indicate which services are not 

available or accessible in the 

state.

Selection List:

• Care/Case Management

Services

• Caregiver Support

Services

• Community Day Services

• Education, Employment,

and Training Services

• Emergency Assistance and

Material Aid Services

• Financial Planning

Services

• Housing and Relocation

Services

• In-home Assistance

Services

• Legal Services

• Medical and Dental

Services

• Medical Rehabilitation

Services

• Mental Health Services

• Nutrition

• Public Assistance Benefits

• Substance Use Services

• Transportation

• Victim Services

• Other Services

No Select one from 

list

Agency 

15.1

Comment Provide additional information 

on how gaps in services were 

identified, if possible.

No Text – 5,000 

characters
Appendix C: Agency Component Data Specifications C-9 

Element 

No.

Element 

Name Element Description Required

Field Entry 

Format

Agency 16 Perpetrators Does APS collect personspecific data on persons found 

to be perpetrators of 

substantiated maltreatment? 

Does your information system 

collect unique IDs and 

demographic characteristics of 

such persons? If there is 

specific state statute or 

regulation, or agency policy on 

such data, please provide the 

citation. 

No Text – 5,000 

characters