NAMRS FFY 2017

Appendices A-F

September 26, 2018
Disclaimer 

The National Adult Maltreatment Reporting System and the Adult Protective Services Technical Resource Center is a project 

(HHSP 233201500042I) of the U.S. Administration for Community Living, Administration on Aging, Department of Health and 

Human Services, administered by the WRMA, Inc. Contractor’s findings, conclusions, and points of view do not necessarily 

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

official policy. Appendices provided as reference only.

Contents

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

Table A- 1 Agency Component Data Elements: Agency Profile ..........................................................A-1

Table A- 2. Key Indicators Component Data Elements ........................................................................A-5

Table A- 3. Case Component Data Elements ........................................................................................A-8

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

Appendix C: Agency Component Data Specifications .................................................C-1

Table C- 2. Agency Component Data Specifications: Agency Profile..................................................C-3

Appendix D: Key Indicators Component Data Specifications ....................................D-1

Table D- 1. Investigations......................................................................................................................D-2

Table D- 2. Clients.................................................................................................................................D-2

Table D- 3. Victims................................................................................................................................D-4

Table D- 4. Perpetrators.........................................................................................................................D-8

Key Indicators Component Data Validation........................................................................................D-10

Appendix E: Case Component Data Specifications......................................................E-1

Figure 1. Case Component Entity Relationship Diagram...................................................................... E-2

Figure 2. Example of Case Component Entities Relationships............................................................. E-2

Investigation Entity................................................................................................................................ E-4

Client Entity........................................................................................................................................... E-6

Maltreatment Allegation Entity ........................................................................................................... E-18

Perpetrator Entity................................................................................................................................. E-19

Client Perpetrator Relationship Entity................................................................................................. E-22

ID Hashing Guidelines......................................................................................................................... E-25

Appendix F: Case Component Validation Rules ..........................................................F-1

XSD Validation Rules............................................................................................................................ F-1

Data Validation Rules............................................................................................................................ F-2
NAMRS FFY2017 Appendix A: Data Element and Value Definitions A-1

Appendix A: Data Element and Value Definitions

Table A- 1 Agency Component Data Elements: Agency Profile

AGENCY DATA 

ELEMENT

DEFINITION

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

 APS agency only

 APS and other agencies

Population Served Provides 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.

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.
NAMRS FFY2017 Appendix A: Data Element and Value Definitions A-2

AGENCY DATA 

ELEMENT

DEFINITION

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 well-being 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 FFY2017 Appendix A: Data Element and Value Definitions A-3

AGENCY DATA 

ELEMENT

DEFINITION

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 self-sufficiency. 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, 

self-sufficiency 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.

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.
NAMRS FFY2017 Appendix A: Data Element and Value Definitions A-4

AGENCY DATA 

ELEMENT

DEFINITION

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.

Perpetrators Does APS collect person-specific 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.
NAMRS FFY2017 Appendix A: Data Element and Value Definitions A-5

Table A- 2. Key Indicators Component Data Elements

AGENCY DATA ELEMENT DEFINITION

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 (non-specific)

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.

Clients found to be victims Number of victims in which at least one maltreatment disposition was substantiated per investigation.

Age The victim age is computed by subtracting the person's date of birth from the investigation start date. An 

estimated age can be used. 
NAMRS FFY2017 Appendix A: Data Element and Value Definitions A-6

AGENCY DATA ELEMENT DEFINITION

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 perpetrator as Hispanic or Latino/a or non-Hispanic or Latino/a. Multiple ethnicity 

code values can be submitted for the perpetrator.

Ethnicity: Hispanic, Latino/a, or Spanish Of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, 

regardless of race.

Ethnicity: Not Hispanic, Latino/a, or 

Spanish

Not of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, 

regardless of race.

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).

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

Disabilities The client’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.

Behavioral Conditions The results of assessments on the client, conducted by the APS agency. 

Maltreatment The alleged maltreatment that is investigated.

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.
NAMRS FFY2017 Appendix A: Data Element and Value Definitions A-7

AGENCY DATA ELEMENT DEFINITION

Maltreatment: Exploitation (non-specific)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.

Maltreatment: Self-neglect A 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.

Guardian or Conservator Number of victims with guardian or conservator at start of investigation. 

Victims who received or were referred 

for services

Number of victims who received services or were referred for services by APS.

Perpetrator A perpetrator in an investigation is a person associated to a substantiated maltreatment.

Perpetrators Age The perpetrator age is computed by subtracting the person's date of birth from the investigation start date. 

An estimated age can be used.

Perpetrator Gender Identity The actual or perceived gender-related characteristics of the client/perpetrator.

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

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

Perpetrator Gender Identity: Transgender Gender identity, gender expression, and biological sex do not all align (e.g. man, masculine, and male).

Perpetrator kinship relationship Number of perpetrators related to the victim by affinity (blood, adoption, marriage, etc.)

Perpetrators with association to victim Number of perpetrators with one or more caregiving relationships to the victim.

Perpetrators with legal remedy 

recommendations

Number of perpetrators for whom at least one legal remedy was recommended or sought.
NAMRS FFY2017 Appendix A: Data Element and Value Definitions A-8

Table A- 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.

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.
NAMRS FFY2017 Appendix A: Data Element and Value Definitions A-9

Case Data Element Definitions

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.

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.

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.

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.
NAMRS FFY2017 Appendix A: Data Element and Value Definitions A-10

Case Data Element Definitions

Maltreatment Setting: Residential care 

community (non-specific)

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.

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.
NAMRS FFY2017 Appendix A: Data Element and Value Definitions A-11

Case Data Element Definitions

Case Closure Reason: Investigation unable to be 

completed (non- specific)

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 (non-specific)

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.

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.
NAMRS FFY2017 Appendix A: Data Element and Value Definitions A-12

Case Data Element Definitions

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.

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.

Ethnicity: Yes, Hispanic or Latino/a, or Spanish 

origin (non-specific)

Of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, 

regardless of race.

Ethnicity: No, not Hispanic or Latino/a, or 

Spanish origin

Not of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or 

origin, regardless of race.

Primary Language The primary language or method that the client uses for written and verbal communication.

Primary Language: Arabic Primary language is Arabic.

Primary Language: Chinese Primary language is Chinese.

Primary Language: English Primary language is English.

Primary Language: French Primary language is French.

Primary Language: German Primary language is German.

Primary Language: Korean Primary language is Korean.

Primary Language: Russian Primary language is Russian.
NAMRS FFY2017 Appendix A: Data Element and Value Definitions A-13

Case Data Element Definitions

Primary Language: Spanish or Spanish Creole Primary language is Spanish or Spanish Creole.

Primary Language: Tagalog Primary language is Tagalog.

Primary Language: Vietnamese Primary language is Vietnamese.

Primary Language: Sign language Primary language is sign language.

Primary Language: Assistive technology Assistive, adaptive, and rehabilitative devices for people with disabilities.

Primary Language: Other A language not included in the categorizations provided.

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.

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.
NAMRS FFY2017 Appendix A: Data Element and Value Definitions A-14

Case Data Element Definitions

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 lowincome 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: Publicly-subsidized housing Government 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.

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: Non-veteran Person 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.
NAMRS FFY2017 Appendix A: Data Element and Value Definitions A-15

Case Data Element Definitions

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).

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.
NAMRS FFY2017 Appendix A: Data Element and Value Definitions A-16

Case Data Element Definitions

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.

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 asthe 

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.
NAMRS FFY2017 Appendix A: Data Element and Value Definitions A-17

Case Data Element Definitions

Living Setting: Residential care 

community (non-specific)

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: Non-licensed residential care 

community

Not licensed, registered, listed, certified, or otherwise regulated by the state.

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: Non-licensed nursing home Not 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).
NAMRS FFY2017 Appendix A: Data Element and Value Definitions A-18

Case Data Element Definitions

Substitute Decision Makers at 

Start/Close: Guardianship or 

conservatorship (non-specific)

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.

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 well-being 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.
NAMRS FFY2017 Appendix A: Data Element and Value Definitions A-19

Case Data Element Definitions

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.

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 self-sufficiency. 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, self-sufficiency 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 FFY2017 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.

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.
NAMRS FFY2017 Appendix A: Data Element and Value Definitions A-21

Case Data Element Definitions

Interagency Coordination: State licensing agencyGovernment 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: Long- Term 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 The alleged maltreatment that is investigated.

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 (non-specific) 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 FFY2017 Appendix A: Data Element and Value Definitions A-22

Case Data Element Definitions

Maltreatment: Self-neglect A 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.

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

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 Age The perpetrator age is computed by subtracting the person's date of birth from the investigation start 

date. 

Perpetrator Gender Identity The actual or perceived gender-related characteristics of the client/perpetrator.
NAMRS FFY2017 Appendix A: Data Element and Value Definitions A-23

Case Data Element Definitions

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

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

Perpetrator Gender Identity: Transgender Gender identity, gender expression, and biological sex do not all align (e.g. man, masculine, and 

male).

Perpetrator 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”.

Perpetrator 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.

Perpetrator 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.

Perpetrator Race: Black or African American Having origins in any of the black racial groups of Africa.

Perpetrator Race: Native Hawaiian or Other 

Pacific Islander

Having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.

Perpetrator Race: White Having origins in any of the original peoples of Europe, the Middle East, or North Africa.

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

Perpetrator Ethnicity The affiliation of the client/perpetrator as Hispanic or Latino/a or non-Hispanic or Latino/a.

Perpetrator Ethnicity: Yes, Hispanic or Latino/a, 

or Spanish origin (non-specific)

Of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, 

regardless of race.

Perpetrator Ethnicity: No, not Hispanic or 

Latino/a, or Spanish origin

Not of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or 

origin, regardless of race.

Perpetrator 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.

Perpetrator Disabilities: Ambulatory difficulty Having serious difficulty walking or climbing stairs.

Perpetrator Disabilities: Cognitive difficulty Because of a physical, mental, or emotional problem, having difficulty remembering, concentrating, 

or making decisions.

Perpetrator Disabilities: 

Communication difficulty

Because of a physical, mental, or emotional problem, having difficulty with speech or language.

Perpetrator Disabilities: Hearing difficulty Deaf or having serious difficulty hearing.

Perpetrator 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.
NAMRS FFY2017 Appendix A: Data Element and Value Definitions A-24

Case Data Element Definitions

Perpetrator Disabilities: Self-care difficulty Having difficulty bathing or dressing.

Perpetrator Disabilities: Vision difficulty Blind or having serious difficulty seeing, even when wearing glasses.

Perpetrator Disabilities: Other Disabilities other than those specified in the categorizations provided.

Perpetrator 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.

Perpetrator 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.

Perpetrator 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.

Perpetrator 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.

Perpetrator 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 FFY2017 Appendix A: Data Element and Value Definitions A-25

Case Data Element Definitions

Perpetrator 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 asthe 

Schizophrenia Test and Early Psychosis Indicator (STEP1) or others, may be used. Diagnosis 

depends upon clinical training.

Perpetrator 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.

Perpetrator 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.

Perpetrator 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.

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 in-home 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.
NAMRS FFY2017 Appendix A: Data Element and Value Definitions A-26

Case Data Element Definitions

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.

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 Substitute Decision Makers 

at Start/Close

Authorizations that the perpetrator has in relation to the client, and that are in effect, related to 

health, personal or financial decision making at the time of case closure. Multiple substitute 

decision maker code values can be submitted for the client perpetrator relationship.

Perpetrator 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.

Perpetrator 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).

Perpetrator Substitute Decision Makers at 

Start/Close: Guardianship or 

conservatorship (non-specific)

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.
NAMRS FFY2017 Appendix A: Data Element and Value Definitions A-27

Case Data Element Definitions

Perpetrator 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.

Perpetrator 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.

Perpetrator 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.

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 self-care 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 FFY2017 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

“Social Security Act,” congress.gov, last modified 2016

“Elder Justice Act,” congress.gov, 2009

Federal Agency Rules, Regulations, and Guidance

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

Census Bureau

U.S. Census American Community Survey

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

publications

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

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

U.S. Department of Housing and Urban Development

U.S. Department of Justice

U.S. Veterans Administration

Department of Justice Bureau of Justice Statistics

National Organizations

ABA Commission on Law and Aging

American Psychiatric Association Diagnostic and Statistical Manual of Mental Disorders
NAMRS FFY2017 Appendix C: Agency Component Data Specifications C-1

Appendix C: Agency Component Data Specifications

The AgencyComponent 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, basedon 

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.
NAMRS FFY2017 Appendix C: Agency Component Data Specifications C-2

Table C- 1. Agency Component Data Specifications: General Information

Element No. Element Name Element Description

Req

uire

d

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

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
NAMRS FFY2017 Appendix C: Agency Component Data Specifications C-3

Table C- 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

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

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
NAMRS FFY2017 Appendix C: Agency Component Data Specifications C-4

Element 

No. Element Name Element Description Required Field Entry Format

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-to-face 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

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

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
NAMRS FFY2017 Appendix C: Agency Component Data Specifications C-5

Element 

No. Element Name Element Description Required Field Entry Format

Agency 

14.1

Comment Provide the name and reference (i.e., URL) for each standardized tool that is

used.

No Text – 5,000

characters

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

Agency 

16

Perpetrators Does APS collect person-specific 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
NAMRS FFY2017 Appendix D: Key Indicators Component Data Specifications D-1

Appendix D: Key Indicators Component Data Specifications

The Key Indicators Component includes aggregated (summary) counts of key statistics related to an

investigation, clients, and perpetrators. The Key Indicators Component data are entered directly on to 

an online form in NAMRS. This component is designed to collect data that are most commonly 

computed by states on an annual basis. The reporting period is the Federal FiscalYear (FFY), October 

1

st 

– September 30th. States may need to re-compute these statistics for the reporting period, which

may be different from the standard reporting period used by the state. The Key Indicators Component 

is submitted only by those states that cannot submit the Case Component.

The Key Indicators Component collects duplicated counts of clients or perpetrators. If a client is 

involved in multiple investigations, the client is counted multiple times.

The data domains in the Key Indicators Component include the following:

 investigations—number closed or completed

 clients—number that received an investigation, that received interagency coordination, and 

by case closure reason

 victims—clients found to be victims by one or more maltreatments, by demographics, 

disabilities, behavioral conditions, maltreatment type, and outcomes

 perpetrators—by demographics, kinship relationship, association to victim, and legal remedy

recommendations.

Some data elements have a tiered structure of code values. In such cases the specifications show the 

tiered structure by indenting the optional, more specific code values. States can submit additional 

explanatory information on each item. Additional information on terms used in NAMRS is available 

in Appendix A: Code Values and Definitions document.

A web-based form that contains fields for all the data points in the Key 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. The data are validated when the form is saved. The validation 

rules are listed in the second section of this document. 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.
NAMRS FFY2017 Appendix D: Key Indicators Component Data Specifications D-2

Table D- 1. Investigations

Element 

No.

Element 

Name

Element Description/ Categories Required Field Entry 

Format

K 1 Investigations 

closed

Number of investigations closed during the reporting period. Investigation could have been 

received in previous reporting period but must have been closed during current reporting 

period. Closed investigations include those completed and resulted in a finding (e.g., 

substantiated, unsubstantiated). Closed investigations also include those where the 

investigation was not completed due to reasons such as client refused services. Do not include 

investigation closed due to administrative reasons such as opened in error.

Yes Numeric - 10 

integers

K 1.1 Comment Provide additional information on the number of investigations closed during the reporting 

period.

No Text - 5,000

characters

Table D- 2. Clients

Element 

No. Element Name Element Description/ Categories Required Field Entry Format

K 2 Clients who received 

an investigation

Number of clients involved in an investigation that was closed or completed during the 

reporting period. Count each client in each investigation. If a client was the subject of two 

investigations, count twice.

Yes Numeric -

10 integers

K 2.1 Comment Provide additional information on how number of clients was determined. No Text -

5,000 

characters

K 3 Clients who received 

interagency 

coordination

Number of clients referred to an agency in which an interagency coordination was part of the 

investigation. Count each client once for each investigation in which he/she received one or 

more interagency coordination activities. Examples of agencies include: law enforcement or 

prosecutorial offices, protection and advocacy or Client Advocacy Program (CAP), state 

licensing agency, State Medicaid Fraud Control Unit (MFCU), and Long-Term Care 

Ombudsman Program

No Numeric -

10 integers

K 3.1 Comment Provide additional information on how number of clients who received interagency 

coordination was determined.

No Text -

5,000 

characters

K 4 Clients by case 

closure reason

This includes the number of clients by case closure reason whose case was closed for a specific 

reason. A client is counted for each case closure. There can only be one primary case closure 

reason per client per case

No Numeric -

10 integers

K 4.1 Investigation completed No Numeric -

10 integers
NAMRS FFY2017 Appendix D: Key Indicators Component Data Specifications D-3

Element 

No. Element Name Element Description/ Categories Required Field Entry Format

K4.2 Investigation completed and protective services case completed No Numeric -

10 integers

K 4.3 Investigation unable to be completed (non-specific) No Numeric -

10 integers

K 4.3.1 Investigation unable to be completed due to death of client during investigation No Numeric -

10 integers

K.4.3.2 Investigation unable to be completed due to refusal of client No Numeric -

10 integers

K 4.4 Protective services case opened but not completed (non-specific) No Numeric -

10 integers

K 4.4.1 Protective services case closed due to death of client No Numeric -

10 integers

K 4.4.2 Protective services case closed due to client decision to not continue No Numeric -

10 integers

K 4.5 Other No Numeric -

10 integers

K 4.6 Unknown No Numeric -

10 integers

K 4.7 Comment Provide additional information on how number of clients by case closure reason was 

determined.

No Text -

5,000 

characters
NAMRS FFY2017 Appendix D: Key Indicators Component Data Specifications D-4

Table D- 3. Victims

Element 

No. Element Name Element Description/ Categories Required Field Entry Format

K 5 Clients found to be victims Number of victims in which at least one maltreatment disposition was substantiated per 

investigation. A victim is counted once for each investigation in which a maltreatment 

was substantiated, no matter how many maltreatments were substantiated.

Yes Numeric - 10 

integers

K 5.1 Comment Provide additional information on how number of victims was determined. No Text - 5,000

characters

K 6 Victims by Age The victim age is computed by subtracting the person's date of birth from the 

investigation start date. An estimated age can be used. The victim’s age is counted once 

per each investigation in which the client was found to be a victim. Age could differ 

between investigations

K 6.1 18-29 years No Numeric - 10

integers

K 6.2 30-39 years No Numeric - 10

integers

K 6.3 40-49 years No Numeric - 10

integers

K 6.4 50-59 years No Numeric - 10

integers

K 6.5 60-69 years No Numeric - 10

integers

K6.6 70-74 years No Numeric - 10 

integers

K 6.7 75-84 years No Numeric - 10 

integers

K 6.8 85 and older No Numeric - 10

integers

K 6.9 Unknown No Numeric - 10

integers

K 6.10 Comment Provide additional information on how age was computed. No Text - 5,000

characters
NAMRS FFY2017 Appendix D: Key Indicators Component Data Specifications D-5

Element 

No. Element Name Element Description/ Categories Required Field Entry Format

K 7 Victims by race A multiracial victim is counted for each race identified. For example, the victim is Asian 

and White, the victim should be counted in both race categories. If specific races cannot 

be identified for the multiracial victim, the victim is counted in “Other” category

K 7.1 American Indian or Alaska Native No Numeric - 10

integers

K 7.2 Asian No Numeric - 10

integers

K 7.3 Black or African American No Numeric - 10

integers

K 7.4 Native Hawaiian or Other Pacific Islander No Numeric - 10

integers

K 7.5 White No Numeric - 10

integers

K 7.6 Other No Numeric - 10

integers

K 7.7 Unknown No Numeric - 10

integers

K 7.8 Comment Provide additional information on how number of victims by race was determined. No Text - 5,000

characters

K 8 Victims by ethnicity Count each victim once per investigation.

K 8.1 Hispanic, Latino/a, or Spanish No Numeric - 10

integers

K 8.2 Not Hispanic, Latino/a, or Spanish No Numeric - 10

integers

K 8.3 Unknown No Numeric - 10

integers

K 8.4 Comment Provide additional information on how number of victims by ethnicity was determined. No Text - 5,000

characters

K 9 Victims by gender identity Count each victim once per investigation.

K 9.1 Male No Numeric - 10

integers
NAMRS FFY2017 Appendix D: Key Indicators Component Data Specifications D-6

Element 

No. Element Name Element Description/ Categories Required Field Entry Format

K 9.2 Female No Numeric - 10

integers

K 9.3 Transgender No Numeric - 10

integers

K 9.4 Unknown No Numeric - 10

integers

K 9.5 Comment Provide additional information on how number of victims by gender was determined. No Text - 5,000

characters

K 10 Victims who received one or 

more benefits

Number of victims who received one or more benefits. A victim is counted once per 

investigation in which he/she received one or more benefits.

No Numeric - 10 

integers

K 10.1 Comment Provide additional information on how number of victims by receipt of benefits was 

determined.

No Text - 5,000

characters

K 11 Victims with one or more 

disabilities

Number of victims with one or more disabilities. A victim is counted once per 

investigation in which he/she was identified as having one or more disabilities.

No Numeric - 10 

integers

K 11.1 Comment Provide additional information on how number of victims with one or more disabilities 

was determined.

No Text - 5,000

characters

K 12 Victims with one or more 

screened or diagnosed 

behavioral conditions

Number of victims with one or more screened or diagnosed behavioral conditions. A 

victim is counted once per investigation in which he/she was screened as having one or 

more behavioral conditions.

No Numeric - 10 

integers

K 13 Victims by maltreatment 

type

A victim is counted each time he/she was substantiated as a victim of a specific 

maltreatment type. If a person was found to be a victimof neglect in two investigations, 

the count for neglect would be two for that victim.

K 13.1 Abandonment No Numeric - 10

integers

K 13.2 Emotional abuse No Numeric - 10

integers

K 13.3 Exploitation (non-specific) No Numeric - 10

integers

K 

13.3.1

Financial exploitation No Numeric - 10

integers

K 

13.3.2

Other exploitation No Numeric - 10

integers
NAMRS FFY2017 Appendix D: Key Indicators Component Data Specifications D-7

Element 

No. Element Name Element Description/ Categories Required Field Entry Format

K 13.4 Neglect No Numeric - 10

integers

K 13.5 Physical abuse No Numeric - 10

integers

K 13.6 Sexual abuse No Numeric - 10

integers

K 13.7 Suspicious death No Numeric - 10

integers

K 13.8 Self-neglect No Numeric - 10

integers

K13.9 Other No Numeric - 10

integers

K 13.10 Unknown No Numeric - 10

integers

K 13.11 Comment Provide additional information on how number of victims by maltreatment type was 

determined.

K 14 Victims with guardian or 

conservator at start of

investigation

Number of victims with guardian or conservator at start of investigation. A victim is 

counted once per investigation in which he/she was screened as having one or more 

guardians or conservators.

No Numeric - 10 

integers

K 14.1 Comment Provide additional information on how number of victims by one or more guardians or 

conservators was determined.

No Text - 5,000

characters

K 15 Victims who received 

services or were referred for 

services by APS

A victim is counted once per investigation in which he/she received or was referred for 

one or more services. If a client received multiple services and also was referred for 

multiple services in one investigation, he/she is counted only once.

No Numeric - 10 

integers

K 15.1 Comment Provide additional information on how number of victims by services was determined. No Text - 5,000

characters
NAMRS FFY2017 Appendix D: Key Indicators Component Data Specifications D-8

Table D- 4. Perpetrators

Element 

No. Element Name Element Description/ Categories Required Field Entry Format

K 16 Perpetrators by age The perpetrator age is computed by subtracting the person's date of birth from the 

investigation start date. An estimated age can be used. Count each perpetrator once 

per client per investigation. If a person was the perpetrator of two clients in one 

investigation, the person is counted twice.

K 16.1 17 and younger No Numeric -

10 integers

K 16.2 18-29 years No Numeric -

10 integers

K 16.3 30-39 years No Numeric -

10 integers

K 16.4 40-49 years No Numeric -

10 integers

K 16.5 50-59 years No Numeric -

10 integers

K 16.6 60-69 years No Numeric -

10 integers

K 16.7 70-74 years No Numeric -

10 integers

K 16.8 75-84 years No Numeric -

10 integers

K 16.9 85 and older No Numeric -

10 integers

K 16.10 Unknown No Numeric -

10 integers

K 16.11Comment Provide additional information on how number of perpetrators by age was 

determined.

No Text - 5,000

characters

K 17 Perpetrators by gender identity Count each perpetrator once per investigation

K 17.1 Male No Numeric -

10 integers

K 17.2 Female No Numeric -

10 integers
NAMRS FFY2017 Appendix D: Key Indicators Component Data Specifications D-9

Element 

No. Element Name Element Description/ Categories Required Field Entry Format

K 17.3 Transgender No Numeric -

10 integers

K 17.4 Unknown No Numeric -

10 integers

K 17.5 Comment Provide additional information on how number of perpetrators by gender was 

determined.

No Text - 5,000

characters

K 18 Perpetrators who had a kinship 

relationship to the victim

Number of perpetrators related to the victim by affinity (blood, adoption, marriage, 

etc.). Count each perpetrator once per client per investigation. If a person was the 

perpetrator of two clients in one investigation and is related to one victim and not the 

second, the perpetrator is counted only once.

No Numeric -

10 integers

K 18.1 Comment Provide additional information on how number of perpetrators by kinship 

relationship was determined.

No Text - 5,000

characters

K 19 Perpetrators who had one or more 

associations to victim

Number of perpetrators with one or more caregiving relationships to the victim. 

Count each perpetrator once per client per investigation. If a person was the 

perpetrator of two clients in one investigation and has one or more caregiving 

relationships to one victim and not the second, the perpetrator is counted only once

No Numeric -

10 integers

K 19.1 Comment Provide additional information on how number of perpetrators by association to the 

victim was determined.

No Text - 5,000

characters

K 20 Perpetrators for whom one or 

more legal remedies on behalf of 

the victim were recommended or 

sought

Number of perpetrators for whom at least one legal remedy was recommended or 

sought. Count each perpetrator once per client per investigation. If a person was the 

perpetrator of two clients in one investigation and had one or more legal remedies 

recommended or sought related to one victim and none with the second, the

perpetrator is counted only once.

No Numeric -

10 integers

K 20.1 Comment Provide additional information on how number of perpetrators by legal remedy was 

determined.

No Text - 5,000

characters
NAMRS FFY2017 Appendix D: Key Indicators Component Data Specifications D-10

Key Indicators Component Data Validation

The Key Indicators Component data are entered directly on to an online form in NAMRS. The 

data are validated when the form is saved. If the data are not required, the fields may remain empty 

and the rules does not apply.

Error messages are displayed if the following rules are violated:

1. Client who received an investigation must be greater than or equal to (=>) Investigation 

closed

2. Clients who received interagency coordination must be less than or equal to (<=) Clients

who received an investigation

3. Clients by case closure reason (total) must be equal to (==) Clients who received an 

investigation

4. Clients found to be victims must be less than or equal to (<=) Clients who received an 

investigation

5. Victims by age (total) must be equal to (==) Clients found to be victims

6. Victims by race (total) must be greater than or equal to (=>) Clients found to be victims

7. Victims by ethnicity (total) must be equal to (==) Clients found to be victims

8. Victims by gender identity (total) must be equal to (==) Clients found to be victims

9. Victims who received one or more benefits (total) must be less than or equal to (<=) Clients 

found to be victims

10. Victims with one or more disabilities (total) must be less than or equal to (<=) Clients 

found to be victims

11. Victims with one or more screened behavioral conditions (total) must be less than or equal

to (<=) Clients found to be victims

12. Victims by maltreatment type (total) must be greater than or equal to (=>) Clients found 

to be victims

13. Victims with guardian or conservator at start of investigation must be less than or equal to 

(<=) Clients found to be victims

14. Victims who received services or were referred for services by aps must be less than or

equal to (<=) Clients found to be victim
NAMRS FFY2017 Appendix E: Case Component Data Specifications E-1

Appendix E: Case Component Data Specifications

The Case Component includes information pertaining to each report that is screened in and 

investigated by the adult protective services(APS) agency. The Case Component data are extracted 

into the required Extensible Markup Language (XML) formatted file. The file is uploaded using 

the NAMRS website. The information is specific to the investigation, including the clients, 

maltreatments, and perpetrators associated with the specific investigation. A case is comprised of 

an investigation and any ancillary tasks that APS undertakes on behalf of the client. The Case 

Component collects data on APS cases that were closed during the reporting period. This 

component is designed to collect data on an annual basis. The reporting period is the Federal Fiscal 

Year (FFY), October 1st – September 30th.

The Case Component is comprised of six entities as shown in Fig 1. Case Component Entity 

Relationship Diagram and Fig 2. Example of Case Component Entities Relationships. Eachentity 

is comprised of attributes. The six entities for the data submission are:

1. Year/State—each FFY, reporting period, for which data are submitted by the APS agency

2. Investigation—each investigation undertaken by APS with a case closure date during the 

reporting period

3. Client—each person subject of an investigation and client may have multiple investigation

in the reporting period

4. Maltreatment Allegation—each maltreatment associated with each client, requires the 

attributes of maltreatment type and maltreatment disposition

5. Perpetrator—each person determined to be responsible for one or more maltreatments with 

a disposition of substantiated

6. Client-Perpetrator Relationship—the relationship between the client, who is the victim of 

a substantiated maltreatment, and the perpetrator, as explained by one or more of the 

eight possible attributes.
NAMRS FFY2017 Appendix E: Case Component Data Specifications E-2

Figure 1. Case Component Entity Relationship Diagram

Figure 2. Example of Case Component Entities Relationships
NAMRS FFY2017 Appendix E: Case Component Data Specifications E-3

On the following tables, the column “Cardinality” indicates if a data element can have multiple 

values. For example, a client may have received multiple types of benefits. An example of single 

cardinality is that there can be only one primary reason for case closure.

Some data elements have a tiered or nested structure of code values. For example, the data element 

race allows the client to be identified as Asian or as a specific Asian race. In such cases the 

specifications show the tiered structure by indenting the optional, more specific code values.

10 = American Indian or Alaska Native

20 = Asian (non-specific)

21 = Asian Indian

22 = Chinese

23 = Filipino

24 = Japanese

25 = Korean

26 = Vietnamese

27 = Other Asian

30 = Black or African American

40 = Native Hawaiian or Other Pacific Islander (non-specific)

41 = Native Hawaiian

42 = Guamanian or Chamorro

43 = Samoan

44 = Other Pacific Islander

50 = White

60 = Other

If the state collects specific Asian descent, then the code values of 21-27 can be submitted. If the 

client is Asian of Filipino and Japanese descent, submit codes 23 and 24. The code value 20=Asian 

(non-specific) should not be submitted since the specific Asian descent is known.

Some NAMRS Code Values include “none.” The “none” code value should be used to indicate 

that the information being asked for in the specific data element is known to be “none” vs. 

“unknown” or “not evaluated.” For example, the Behavioral Health Screenings or Diagnoses data 

element includes the code value 10=none. If the screening was conducted and the results indicated 

the client did not have any behavioral health issues, then submit 10=none. If, however, the 

screening was not conducted and it is not known if the client has any behavioral health issues, then 

the data element should be submitted as “unknown.” The code value of “none” cannot be used in 

conjunction with other codes values for the data element.

Definitions of specific data element values can be found in the NAMRS Definitions of Code

Values.
NAMRS FFY2017 Appendix E: Case Component Data Specifications E-4

Investigation Entity

Each reporting period submission may have multiple investigations.

Table E- 1. Investigation Entity

Element 

No. Element Name Element Description Required Cardinality Type/ Format Code Values/ Instructions

Inv1 Investigation 

ID

The unique identifier used by 

the state for each 

investigation. The identifier is 

assigned to a specific 

investigation and is only used 

once. The investigation ID is

encrypted by the State for 

purposes of data submission.

Yes Single Encoded ID See section, ID Hashing Guidelines, for ID encryption or deidentification.

Inv2 Report date The month, day, and year the 

agency was notified of the 

suspected adult maltreatment.

No Single Date yyyymm-ddThis 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.

Inv3 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.

No Multiple Enumeration 

(code)

1 = substitute decision maker

2 = in-home caregiver

3 = nursing home staff

4 = residential care community staff

5 = education professional

6 = financial professional

7 = law enforcement, judicial, or legal professional

8 = medical or health professional

9 = mental and behavioral health professional

10 = social services professional

11 = other professional

12 = relative

13 = neighbor, friend, other nonrelative, other nonprofessional

14 = self

15 = no role identified
NAMRS FFY2017 Appendix E: Case Component Data Specifications E-5

Element 

No. Element Name Element Description Required Cardinality Type/ Format Code Values/ Instructions

Inv4 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)

No Single FIPS 

(#####)

Code is the unique identification number assigned to each state 

and county under the Federal Information Processing 

Standards (FIPS) guidelines. The Investigative Agency number 

may be a regional office or a local office depending upon the 

state APS administrative structure.

Inv5 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.

No Single Date yyyymm-ddEach 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.

Inv6 Investigation 

disposition 

date

The date that the agency 

completed dispositions on the 

allegations of maltreatment 

associated with the

investigation.

No Single Date yyyymm-ddEach 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.

Inv7 Case closure 

date

The date that the agency 

completed all activities related 

to the investigation of the 

case.

Yes Single Date yyyymm-ddEach 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.
NAMRS FFY2017 Appendix E: Case Component Data Specifications E-6

Client Entity

Each investigation may have multiple clients. Each client can be associated with more than one investigation, but a separate client entity is required for 

each investigation. The determination as to whether an investigation includes multiple clients is left to each agency’s policies and procedures.

Table E- 2. Client Entity

Element 

No. Element Name Element Description RequiredCardinality Type/ Format Code Values/ Instructions

Clt1 Client ID The unique identifier used by the state for 

each client. The identifier is assigned to a 

specific client and is used to identify the 

same client across investigations and 

reporting periods. Data on multiple clients 

can be submitted for the investigation. 

The client ID is encrypted by the State for 

purposes of data submission.

Yes Single Encoded ID See section, ID Hashing Guidelines, for ID 

encryption or de- identification.

Clt2 Maltreatment 

setting

The location where the alleged 

maltreatment occurred.

No Single Enumeration 

(code)

10 = own residence or private residence of 

relative or caregiver

20 = residential care community (non-specific)

21 = licensed residential care community

22 = unlicensed residential care community

30 = nursing home (non- specific)

31 = licensed nursing home

32 = unlicensed nursing home

40 = adult day services center (non-specific)

41 = licensed adult day services center

42 = unlicensed adult day services center

50 = place of business or other services

60 = other

Clt3 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.

No Single FIPS (#####)Code is the unique identification number assigned 

to each state and county under the Federal 

Information Processing Standards (FIPS) 

guidelines. 
NAMRS FFY2017 Appendix E: Case Component Data Specifications E-7

Element 

No. Element Name Element Description RequiredCardinality Type/ Format Code Values/ Instructions

Clt4 Case closure 

reason

The primary reason why the case was 

closed.

No Single Enumeration 

(code)

10 = investigation completed

20 = investigation completed, and protective 

services case completed

30 = investigation unable to be completed (nonspecific)

31 = investigation unable to be completed due to 

death of client during investigation

32 = investigation unable to be completed due to 

refusal of client

40 = protective services case opened but not 

completed (non-specific)

41 = protective services case closed due to death 

of client

42 = protective services case closed due to client 

decision to not continue

50 = other

Clt5 Age The age of the client in years (at 

investigation start date).

No Single Enumeration 

(code)

18,19...74 = actual age

75 = 75 through 84

85 = 85 and older

The Client Age is computed by subtracting the 

client's Date of Birth from the Investigation Start 

Date. If the age ranges between 18 and 74, the 

actual age is used. 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 older cohort 

population.

Clt6 Gender identity The actual or perceived gender-related 

characteristics of the client.

No Single Enumeration 

(code)

1 = male

2 = female

3 = transgender
NAMRS FFY2017 Appendix E: Case Component Data Specifications E-8

Element 

No. Element Name Element Description RequiredCardinality Type/ Format Code Values/ Instructions

Clt7 Sexual 

orientation

The client’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.

No Single Enumeration 

(code)

1 = straight

2 = gay/lesbian

3 = bisexual

4 = questioning

5 = other

Clt8 Race The population(s) or group(s) that the 

client identifies as being a member. A 

client may have more than one race 

(multi-racial). For example, a client is 

Asian and White, the client should be 

reported with both race values. If specific 

races cannot be identified for a multiracial 

client, the client is reported as “Other”.

No Multiple Enumeration 

(code)

10 = American Indian or Alaska Native

20 = Asian (non-specific)

21 = Asian Indian

22 = Chinese

23 = Filipino

24 = Japanese

25 = Korean

26 = Vietnamese

27 = Other Asian

30 = Black or African American

40 = Native Hawaiian or Other Pacific Islander 

(non-specific)

41 = Native Hawaiian

42 = Guamanian or Chamorro

43 = Samoan

44 = other Pacific Islander

50 = White

60 = Other

Clt9 Ethnicity The affiliation of the client as Hispanic or 

Latino/a or non- Hispanic or Latino/a. 

Multiple ethnicity code values can be 

submitted for the client.

No Multiple Enumeration 

(code)

10 = yes, Hispanic or Latino/a, or Spanish origin 

(non-specific)

11 = Mexican, Mexican American, Chicano/a

12 = Puerto Rican

13 = Cuban

14 = other Hispanic, Latino/a, or Spanish origin

20 = no, not Hispanic or Latino/a, or Spanish 

origin
NAMRS FFY2017 Appendix E: Case Component Data Specifications E-9

Element 

No. Element Name Element Description RequiredCardinality Type/ Format Code Values/ Instructions

Clt10 Primary 

language

The primary language or method that the 

client uses for written and verbal 

communication.

No Single Enumeration 

(code)

1 = Arabic

2 = Chinese

3 = English

4 = French

5 = German

6 = Korean

7 = Russian

8 = Spanish or Spanish Creole

9 = Tagalog

10 = Vietnamese

11 = sign language

12 = assistive technology

13 = other

If a person is fluent in more than one language or 

method of communication, choose the primary 

language the person uses with agency staff.

Clt11 Marital status The client’s status based on state 

residency laws.

No Single Enumeration 

(code)

1 = never married

2 = married

3 = domestic partner, including civil union

4 = divorced

5 = separated

6 = widowed

7 = other

Clt12 Schooling level The highest educational degree attained 

by the client.

No Single Enumeration 

(code)

1 = less than high school

2 = high school diploma or equivalent

3 = associate’s degree or bachelor’s degree

4 = advanced degree
NAMRS FFY2017 Appendix E: Case Component Data Specifications E-10

Element 

No. Element Name Element Description RequiredCardinality Type/ Format Code Values/ Instructions

Clt13 Employment 

status

The involvement of the client in the labor 

force.

No Single Enumeration 

(code)

1 = employed

2 = unemployed

3 = not in labor force

4 = other

If client is retired but also employed, use code 1. 

If client is participating in sheltered workshops or 

work centers for sub- minimum wages, use code 

value 4.

Clt14 Income level The level of annual income of the client 

including all sources of income.

No Single Enumeration 

(code)

1 = less than $25,000

2 = $25,000-$49,999

3 = $50,000-$74,999

4 = $75,000-$99,999

5 = $100,000 or more

Clt15 Benefits The federal and state benefits received by 

the client during the investigation. 

Multiple benefit code values can be 

submitted for the client.

No Multiple Enumeration 

(code)

1 = Medicaid

2 = Medicare

3 = publicly-subsidized housing

4 = Social Security Disability Insurance (SSDI)

5 = Social Security retirement benefits

6 = Supplemental Security Income (SSI)

7 = Temporary Assistance for Needy Families 

(TANF)

8 = veterans’ disabled benefits

9 = Other

These are benefits that the client is already 

receiving during the time period of the 

investigation. Benefits applied for on behalf of the 

client but not yet received are not included.

Clt16 Veteran status The client’s status related to the US 

Armed Forces.

No Single Enumeration 

(code)

1 = veteran

2 = non-veteran

U.S. Armed Forces are made up of the five armed 

service branches: Air Force, Army, Coast Guard, 

Marine Corps, and Navy.
NAMRS FFY2017 Appendix E: Case Component Data Specifications E-11

Element 

No. Element Name Element Description RequiredCardinality Type/ Format Code Values/ Instructions

Clt17 Disabilities The client’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.

No Multiple Enumeration 

(code)

1 = ambulatory difficulty

2 = cognitive difficulty

3 = communication difficulty

4 = hearing difficulty

5 = independent living difficulty

6 = self-care difficulty

7 = vision difficulty

8 = other

9 = none

Specific diseases and medical diagnoses are not 

listed as code values. However, an example 

would be if a client has had a CVA (stroke) and

have ambulatory difficulty and communication 

difficulty, choose code values 1 and 3.

Clt18 ADL score The client’s score on the Katz Index of

Independence in Activities of Daily 

Living (ADL).

No Single Numeric (6 

integers)

Permissible values are 0-6

Clt19 IADL score The client’s score on the Lawton 

Instrumental Activities of Daily Living

(IADL).

No Single Numeric (6 

integers)

Permissible values are 0-8
NAMRS FFY2017 Appendix E: Case Component Data Specifications E-12

Element 

No. Element Name Element Description RequiredCardinality Type/ Format Code Values/ Instructions

Clt20 Behavioral 

health 

screenings or 

diagnoses

The results of assessments on the client, 

conducted by the APS agency. Multiple 

behavioral health code values can be 

submitted for the client.

No Multiple Enumeration 

(code)

1 = alcohol use disorder

2 = anxiety

3 = bipolar disorder

4 = dementia

5 = depression

6 = schizophrenia and other psychotic disorders

7 = substance use disorder

8 = traumatic brain injury

9 = other

10 = none

APS staff may perform assessments or screenings

which indicate that a client 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's diagnoses and if so choose 

appropriate code values.

Clt21 Living setting 

at start

The primary residential environment of 

the client at the start of investigation.

No Single Enumeration 

(code)

10 = own residence or residence of relative or 

caregiver

20 = residential care community (non-specific)

21 = licensed residential care community

22 = non-licensed residential care community

30 = nursing home (non- specific)

31 = licensed nursing home

32 = non-licensed nursing home

40 = other
NAMRS FFY2017 Appendix E: Case Component Data Specifications E-13

Element 

No. Element Name Element Description RequiredCardinality Type/ Format Code Values/ Instructions

Clt22 Living setting 

at close

The primary residential environment of 

the client at the time of case closure.

No Single Enumeration 

(code)

10 = own residence or residence of relative or 

caregiver

20 = residential care community (non-specific)

21 = licensed residential care community

22 = non-licensed residential care community

30 = nursing home (non- specific)

31 = licensed nursing home

32 = non-licensed nursing home

40 = other

Clt23 Substitute 

decision 

makers at start

The authorizations that are in effect 

related to health, personal, or financial 

decision making for the client at the start 

of the investigation. Multiple substitute 

decision maker code values can be 

submitted for the client.

No Multiple Enumeration 

(code)

10 = health care proxy in effect

20 = financial proxy in effect

30 = guardianship or conservatorship (nonspecific)

31 = guardianship or conservatorship of person

32 = guardianship or conservatorship of property

40 = representative payee

50 = none

Clt24 Substitute 

decision 

makers at close

The authorizations that are in effect 

related to health, personal, or financial 

decision making for the client at time of 

case closure. Multiple substitute decision 

maker code values can be submitted for 

the client.

No Multiple Enumeration 

(code)

10 = health care proxy in effect

20 = financial proxy in effect

30 = guardianship or conservatorship (nonspecific)

31 = guardianship or conservatorship of person

32 = guardianship or conservatorship of property

40 = representative payee

50 = none
NAMRS FFY2017 Appendix E: Case Component Data Specifications E-14

Element 

No. Element Name Element Description RequiredCardinality Type/ Format Code Values/ Instructions

Clt25 Services at startThe 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.

No Multiple Enumeration 

(code)

1 = care/case management services

2 = caregiver support services

3 = community day services

4 = education, employment, and training services

5 = emergency assistance and material aid 

services

6 = financial planning services

7 = housing and relocation services

8 = in-home assistance services

9 = legal services

10 = medical and dental services

11 = medical rehabilitation services

12 = mental health services

13 = nutrition

14 = public assistance benefits

15 = substance use services

16 =transportation

17 = victim services

18 = other services

19 = none
NAMRS FFY2017 Appendix E: Case Component Data Specifications E-15

Element 

No. Element Name Element Description RequiredCardinality Type/ Format Code Values/ Instructions

Clt26 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.

No Multiple Enumeration 

(code)

1 = care/case management services

2 = caregiver support services

3 = community day services

4 = education, employment, and training services

5 = emergency assistance and material aid 

services

6 = financial planning services

7 = housing and relocation services

8 = in-home assistance services

9 = legal services

10 = medical and dental services

11 = medical rehabilitation services

12 = mental health services

13 = nutrition

14 = public assistance benefits

15 = substance use services

16 =transportation

17 = victim services

18 = other services

19 = none

Services provided by the agency may be provided 

by APS staff or budgeted funds for contractors to 

deliver client services.
NAMRS FFY2017 Appendix E: Case Component Data Specifications E-16

Element 

No. Element Name Element Description RequiredCardinality Type/ Format Code Values/ Instructions

Clt27 Services 

referred

The services for which the agency 

referred the client. Multiple services code 

values can be submitted for the client.

No Multiple Enumeration 

(code)

1 = care/case management services

2 = caregiver support services

3 = community day services

4 = education, employment, and training services

5 = emergency assistance and material aid 

services

6 =financial planning services

7 =housing and relocation services

8 = in-home assistance services

9 =legal services

10 = medical and dental services

11 = medical rehabilitation services

12 =mental health services

13 = nutrition

14 = public assistance benefits

15 = substance use services

16 =transportation

17 = victim services

18 = other services

19 =none
NAMRS FFY2017 Appendix E: Case Component Data Specifications E-17

Element 

No. Element Name Element Description RequiredCardinality Type/ Format Code Values/ Instructions

Clt28 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.

No Multiple Enumeration 

(code)

1 = care/case management services

2 = caregiver support services

3 = community day services

4 = education, employment, and training services

5 = emergency assistance and material aid 

services

6 = financial planning services

7 = housing and relocation services

8 = in-home assistance services

9 = legal services

10 = medical and dental services

11 = medical rehabilitation services

12 = mental health services

13 = nutrition

14 = public assistance benefits

15 = substance use services

16 =transportation

17 = victim services

18 = other services

19 = none

Clt29 Interagency 

coordination

The agencies to which the client was 

referred. Multiple interagency 

coordination code values can be submitted 

for the client.

No Multiple Enumeration 

(code)

1 = law enforcement or prosecutorial offices

2 = Protection and Advocacy or Client Advocacy 

Program (CAP)

3 = state licensing agency

4 = State Medicaid Fraud Control Unit (MFCU)

5 = Long Term Care Ombudsman Program

6 = other

7 = none

Clt30 Previous report The indication that the agency has 

information that the client was the subject 

of a previous report.

No Single Enumeration 

(code)

1 = yes

2 = no
NAMRS FFY2017 Appendix E: Case Component Data Specifications E-18

Maltreatment Allegation Entity

Each client may have multiple maltreatment allegation entities within an investigation. Each maltreatment allegation entity must be composed of a 

maltreatment type and maltreatment disposition. NAMRS only allows each maltreatment type once per client per investigation and only one disposition 

per maltreatment type. For example, within an investigation, a client can have only one maltreatment allegation entity with neglect as the maltreatment 

type. A client can have multiple maltreatment allegation entities within the investigation, but the maltreatment type must be different for each one. A 

client can have more maltreatment allegation entities with the same maltreatment type in other investigations.

Some state systems allow multiple maltreatment types that are the same or similar for a client within an investigation. For example, a state may track 

more specific types of neglect such as, inadequate care and unsanitary conditions. Only one maltreatment allegation entity with neglect as the 

maltreatment type should be submitted for the client within the investigation. Follow the order of dispositions to decide which to submit if the 

dispositions are different: 1-Substaniatied, 2- Inconclusive, 3-Unsubstantiated, and 4=Other. For example, Substantiated would trump Inconclusive as 

the disposition.

Table E- 3. Maltreatment Allegation Entity

Element 

No. Element Name Element Description Required Cardinality Type/Format Code Values/ Instructions

Mal1 Maltreatment 

type

The alleged maltreatment that is 

investigated.

Yes Single (per 

entity)

Enumeration 

(code)

10 = abandonment

20 = emotional abuse

30 = exploitation (non- specific)

31= financial exploitation

32= other exploitation

40 = neglect

50 = physical abuse

60 = sexual abuse

70 = suspicious death

80 = self-neglect

90 = other

Mal2 Maltreatment 

disposition

The disposition of the alleged 

maltreatment.

Yes Single (per 

entity)

Enumeration 

(code)

1 = substantiated

2 = inconclusive

3 = unsubstantiated

4 = other
NAMRS FFY2017 Appendix E: Case Component Data Specifications E-19

Perpetrator Entity

Each investigation may have zero, one, or more than one perpetrator. A perpetrator must be associated with at least one substantiated maltreatment 

investigation that is associated with a specific client within the investigation. A perpetrator may be associated with more than one investigation, but a 

separate perpetrator entity is required for each of the associated investigations.

Table E- 4. Perpetrator Entity

Element 

No. Element Name Element Description RequiredCardinality Type/Format Code Values

Per1 Perpetrator 

ID

The unique identifier used by the state for 

the person who is found to be responsible 

for substantiated maltreatment(s). The 

identifier is assigned to a specific 

perpetrator and is used to identify the same 

perpetrator across investigations and 

reporting periods. The perpetrator ID is 

encrypted by the state for purposes of data 

submission.

Yes Single Encoded ID See section, ID Hashing Guidelines, for ID 

encryption or de- identification.

Per2 Age The age of the perpetrator in years (at 

investigation start date).

No Single Enumeration 

(code)

17 = 17 and younger

18,19...74 = actual age 

75 = 75 through 84

85 = 85 and older

The Perpetrator Age is computed by subtracting 

the perpetrator date of birth from the Investigation 

Start Date. If the age ranges between 18 and 74, 

the actual age is used. Age of 75 through 84 

inclusive are grouped and coded as 75. Ages of 85 

or older are grouped and coded as 85.

Per3 Gender 

identity

The actual or perceived gender- related 

characteristics of the perpetrator.

No Single Enumeration 

(code)

1 = male

2 = female

3 = transgender
NAMRS FFY2017 Appendix E: Case Component Data Specifications E-20

Element 

No. Element Name Element Description RequiredCardinality Type/Format Code Values

Per4 Race The population(s) or group(s) that the 

perpetrator identifies as being a member. A 

perpetrator may have more than one race 

(multi-racial). For example, a perpetrator is 

Asian and White, the perpetrator should be 

reported with both race values. If specific 

races cannot be identified for a multiracial 

perpetrator, the perpetrator is reported as 

“Other”.

No Multiple Enumeration 

(code)

10 = American Indian or Alaska Native

20 = Asian (non-specific)

21 = Asian Indian

22 = Chinese

23 = Filipino

24 = Japanese

25 = Korean

26 = Vietnamese

27 = Other Asian

30 = Black or African American

40 = Native Hawaiian or Other Pacific Islander 

(non-specific)

41 = Native Hawaiian

42 = Guamanian or Chamorro

43 = Samoan

44 = other Pacific Islander

50 = White

60 = Other

Per5 Ethnicity The affiliation of the perpetrator as 

Hispanic or Latino/a or non- Hispanic or 

Latino/a. Multiple ethnicity code values can 

be submitted for the perpetrator.

No Multiple Enumeration 

(code)

10 = yes, Hispanic or Latino/a, or Spanish origin 

(non- specific)

11 = Mexican, Mexican American, Chicano/a

12 = Puerto Rican

13 = Cuban

14 = other Hispanic, Latino/a, or Spanish origin

20 = no, not Hispanic or Latino/a, or Spanish 

origin
NAMRS FFY2017 Appendix E: Case Component Data Specifications E-21

Element 

No. Element Name Element Description RequiredCardinality Type/Format Code Values

Per6 Disabilities The 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 perpetrator.

No Multiple Enumeration 

(code)

1 = ambulatory difficulty

2 = cognitive difficulty

3 = communication difficulty

4 = hearing difficulty

5 = independent living difficulty

6 = self-care difficulty

7 = vision difficulty

8 = other

9 = none

Specific diseases and medical diagnoses are not 

listed as code values. However, an example is if a 

perpetrator has had a TBI (brain injury) and has 

hearing difficulty choose code 4.

Per7 Behavioral 

health 

screenings or 

diagnoses

The results of assessments on the 

perpetrator, conducted by the APS agency. 

Multiple behavioral health code values can 

be submitted for the perpetrator.

No Multiple Enumeration 

(code)

1 = alcohol use disorder

2 = anxiety

3 = bipolar disorder

4 = dementia

5 = depression

6 = schizophrenia and other psychotic disorders

7 = substance use disorder

8 = traumatic brain injury

9 = other

10 = none

APS staff may perform assessments or screenings 

which indicate that a 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 perpetrator’s diagnoses and if so 

choose appropriate code values.
NAMRS FFY2017 Appendix E: Case Component Data Specifications E-22

Client Perpetrator Relationship Entity

Each client and perpetrator can have a designated relationship if data on one or more of the entity attributes is provided. A client and perpetrator have 

only one relationship entity within an investigation.

Table E- 5. Client Perpetrator Relationship Entity

Element 

No. Element Name Element Description Required Cardinality Type/ Format Code Values

CPR1 Cohabitation at 

start

The indication if the perpetrator and 

client are cohabitating at the start of the 

investigation.

No Single Enumeration

(code)

1 = yes

2 = no

CPR2 Cohabitation at

close

The indication if the perpetrator and 

client are cohabitating at the time of 

case closure.

No Single Enumeration

(code)

1 = yes

2 = no

CPR3 Kinship 

relationship

The indication if the perpetrator is 

related to the client by affinity (blood, 

adoption, marriage, etc.).

No Single Enumeration 

(code)

10 = yes (non-specific)

11 = spouse

12 = domestic partner, including civil 

union

13 = parent

14 = child

15 = sibling

16 = grandparent

17 = grandchild

18 = other relative

20 = none
NAMRS FFY2017 Appendix E: Case Component Data Specifications E-23

Element 

No. Element Name Element Description Required Cardinality Type/ Format Code Values

CPR4 Perpetrator 

association at start

The indication if the perpetrator has a 

caregiving relationship to the client at 

the start of the investigation.

No Single Enumeration 

(code)

10 = nursing home staff

20 = residential care community staff

30 = relative caregiver (non-specific)

31 = paid relative caregiver

32 = unpaid relative caregiver

40 = nonrelative caregiver (non-specific)

41 = paid nonrelative caregiver

42 = unpaid nonrelative caregiver

50 = other relationship

60 = none

If the perpetrator has multiple associations 

to the client, choose primary association.

CPR5 Perpetrator 

association at close

The indication whether the perpetrator 

has a caregiving relationship to the 

client at time of case closure.

No Single Enumeration 

(code)

10 = nursing home staff

20 = residential care community staff

30 = relative caregiver (non-specific)

31 = paid relative caregiver

32 = unpaid relative caregiver

40 = nonrelative caregiver (non-specific)

41 = paid nonrelative caregiver

42 = unpaid nonrelative caregiver

50 = other relationship

60 = none

If the perpetrator has multiple associations 

to the client, choose primary association.
NAMRS FFY2017 Appendix E: Case Component Data Specifications E-24

Element 

No. Element Name Element Description Required Cardinality Type/ Format Code Values

CPR6 Perpetrator 

substitute decision 

maker at start

Authorizations that the perpetrator has 

in relation to the client, and that are in 

effect, related to health, personal or 

financial decision making at the start of

the investigation. Multiple substitute 

decision maker code values can be 

submitted for the client perpetrator 

relationship.

No Multiple Enumeration 

(code)

10 = health care proxy in effect

20 = financial proxy in effect

30 = guardianship or conservatorship (nonspecific)

31 = guardianship or conservatorship of 

person

32 = guardianship or conservatorship of 

property

40 = representative payee

50 = none

CPR7 Perpetrator 

substitute decision 

maker at close

Authorizations that the perpetrator has 

in relation to the client, and that are in 

effect, related to health, personal or 

financial decision making at the time of 

case closure. Multiple substitute 

decision maker code values can be 

submitted for the client perpetrator 

relationship.

No Multiple Enumeration 

(code)

10 = health care proxy in effect 20 = 

financial proxy in effect

30 = guardianship or conservatorship (nonspecific) 31 = guardianship or 

conservatorship of person

32 = guardianship or conservatorship of 

property 40 = representative payee

50 = none

CPR8 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.

No Multiple Enumeration 

(code)

1 = Removal of guardianship rights

2 = Restraining order on perpetrator 

regarding the client

3 = Eviction of perpetrator

4 = Restitution by perpetrator

5 = Other legal remedy

6 = None
NAMRS FFY2017 Appendix E: Case Component Data Specifications E-25

ID Hashing Guidelines

NAMRS requires states to de-identify all the state system IDs that will be reported in the case 

component (Investigation ID, Client ID, Perpetrator ID). Selecting the methodology for deidentifying the IDs is up to state discretion. However, the IDs reported to NAMRS should be 

alphanumeric.

One effective way to do this is by using a hashing methodology. The ID Hashing Guidelines are:

 Each ID must be unique

 The method selected must give the same result every time the procedure is executed. In 

other words, a client ID must always yield the same hashed ID after processing.

 The hashed ID should only contain alphanumeric characters. No special characters are 

allowed.

 The state agency must maintain any algorithms, pass phrases, and keys used to hash the 

IDs.

A hashing algorithm is a one-way map function that maps any particular string to a fixed-length 

series of bytes. To do this, first decide on a password or passphrase. This is simply a string that 

will remain the same forever. The password can be the same for all the ID fields, or they can be 

different. The password for a particular field should always remain the same forever. When using 

a password or passphrase as input to a hashing algorithm, it is commonly called a “salt”.

Then for each ID field, do the following:

1. Prepend the salt to the ID. (This is the “salted input”)

2. Hash the salted input using the MD5 hashing algorithm. Regardless of the length of the 

input, MD5 will always produce 32 bytes of output.

3. Finally, convert the 32-byte result to a 32-character (hexadecimal) string that can easily be 

inserted into the XML file.

Example:

For MS SQL Server, use the following SQL to obtain the hashed ID:

DECLARE @clearTextId VARCHAR(100) = '123-45-6789'

DECLARE @salt VARCHAR(100) = 'This is my complicated passphrase'

SELECT @clearTextId AS ClearText

,@salt AS Salt

,CONVERT(VARCHAR(32), HASHBYTES('MD5', @salt + @clearTextId),2) 

AS

HashedText
NAMRS FFY2017 Appendix F: Case Component Validation Rules F-1

Appendix F: Case Component Validation Rules

XSD Validation Rules

The data for the Case Component is submitted in Extensible Markup Language(XML) format. A state user extracts the data from the state information 

system into the required XML format. The extracted file can be validated for XML structure and data element characteristics requirements using the 

XML Schema Document (XSD) file available on the NAMRS website: https://namrs.net/XMLSchemas/NamrsCaseComponent.xsd. The state user can 

perform the validation using their preferred XML validation software. XmlValidator (Sourceforge) is an open source XML validation software. XML 

Spy is a commercially available XML validator and editor. The XML file without any errors would be ready to be uploaded to NAMRS.

Table F- 1. XSD Validation Rules

Entity Rule Error Message

File Info The Year in the file info must match the selected 

submission year.

The Fiscal Year in the <fileInfo> does not match the Fiscal Year selected when the file was 

uploaded.

File Info The State in the file info must match the selected

submission state.

The State in the <fileInfo> does not match the State selected when the file was uploaded.

All Data Elements with

Code Values

All enumeration fields must have a valid NAMRS code or 

unknown tag.

The <elementname> element is invalid - The value <invalid code> is invalid according to its 

datatype 'Int' - The Enumeration constraint failed.

Investigation Unknown tag must not be used in conjunction with valid 

codes for enumeration fields.

The element <element> has invalid child element <invalid element>.

Investigation All Investigations must have a unique Investigation Id. There is a duplicate key sequence <Investigation Id> for the 'uniqueInvestigationId' key or 

unique identity constraint.

Client A Client must be related to an Investigation. The element 'investigation' has incomplete content. List of possible elements expected: 

'clients'.

Client A Client must have a unique Client Id within the same 

Investigation.

There is a duplicate key sequence <Client ID> for the 'investigationClients' key or unique 

identity constraint.

Maltreatment The same Maltreatment Type must not be repeated for a 

Client within the same Investigation.

There is a duplicate key sequence <Client ID, Maltreatment code> for the 

'uniqueClientMaltreatments' key or unique identity constraint.

Maltreatment All Maltreatments must be related to a Client. The key sequence <client ID in maltreament> in 'investigationClients' Keyref fails to refer to 

some key.

Perpetrator A Perpetrator must be related to an Investigation. The element 'investigations' has invalid child element 'perpetrators'. List of possible elements 

expected: 'investigation'.

Perpetrator A Perpetrator must have a unique Perpetrator Id within the 

same Investigation.

There is a duplicate key sequence <Perp Id> for the 'investigationPerpetrators' key or unique 

identity constraint.

Relationship A Client Perpetrator Relationship must be related to a 

Perpetrator and a Client.

The required attribute 'clientId' is missing. The required attribute 'perpetratorId' is missing.

Relationship The same perpetrator and same client must not have more 

than one Client Perpetrator

There is a duplicate key sequence <Client ID, Perp ID> for the 'uniqueRelationship' key or 

unique identity constraint.
NAMRS FFY2017 Appendix F: Case Component Validation Rules F-2

Data Validation Rules

When the XML file is uploaded to the NAMRS Website, the file is validated against the XSD. If the file passes without any errors, the data within the 

file is validated against data rules. A report of errors will be available should any of the rules are violated.

Table F- 2. Data Validation Rules

# Rule Path Locator IDs Error Message

N1010A Client must have at least one 

Maltreatment.

caseComponent/investigation/clients/client investigationId,

clientId

This <client> element was removed. If 

there was a linked <relationship> 

element (relationship with perpetrator), 

it was removed as well.

N1020If a Maltreatment refers to a 

Perpetrator, the Maltreatment must 

be Substantiated.

caseComponent/investigation/maltreatments/

maltreatment/perpetratorRefs

investigationId, 

clientId, 

maltxTypeVal

This <perpetratorRefs> element was 

removed from the <maltreatment> 

element.

N1040If the Report Date and Investigation 

Start Date are both not empty, then 

the Report Date must be less than or 

equal to the Investigation Start Date.

caseComponent/investigation investigationId This <reportDate> element was 

removed.

N1050If the Report Date and 

Investigation Disposition Date are 

both not empty, then the Report Date 

must be less than or equal to the 

Investigation Disposition Date.

caseComponent/investigation investigationId This <reportDate> element was 

removed.

N1060If the Report Date is not empty, then 

the Report Date must be less than or 

equal to the Case Closure Date.

caseComponent/investigation investigationId This <reportDate> element was 

removed.

N1070If the Investigation Start Date and 

Investigation Disposition Date are 

not empty, then the Investigation 

Start Date must be less than or equal 

to the Investigation Disposition 

Date.

caseComponent/investigation investigationId This <investStartDate> element was 

removed.

N1080If the Investigation Start Date is not 

empty, then the Investigation Start 

Date must be less than or equal to 

the Case Closure Date.

caseComponent/investigation investigationId This <investStartDate> element was 

removed.
NAMRS FFY2017 Appendix F: Case Component Validation Rules F-3

# Rule Path Locator IDs Error Message

N1090If the Investigation Disposition Date 

is not empty, then the Investigation 

Disposition Date must be less than or 

equal to the Case Closure Date.

caseComponent/investigation investigationId This <dispDate> element was removed.

N1110The race code value of 20 must not 

be used in conjunction with code 

values 21 through 27. The code 

value of 40 must not be used in 

conjunction with code values 41 

through 44.

caseComponent/investigation/clients/

client/race

investigationId, 

clientId

The <race> element was removed from 

this <client>.

N1120The ethnicity code value of 10 must 

not be used in conjunction with code 

values 11 through 14. The code 

value of 20 must not be used in 

conjunction with other code values.

caseComponent/investigation/clients/

client/ethnicity

investigationId, 

clientId

The <ethnicity> element was removed 

from this <client>.

N1130The disability code value of 8 must 

not be used in conjunction with other 

code values.

caseComponent/investigation/clients/

client/disabilities

investigationId, 

clientId

The <disabilities> element was removed 

from this <client>.

N1140The behavior health screening code 

value of 10 must not be used in 

conjunction with other code values.

caseComponent/investigation/clients/

client/behaviorHealthScrns

investigationId, 

clientId

The <behaviorHealthScrns> element 

was removed from this <client>.

N1150The behavior health diagnosis code 

value of 10 must not be used in 

conjunction with other code values.

caseComponent/investigation/clients

/client/behaviorHealthDiags

investigationId, 

clientId

The <behaviorHealthDiags> element 

was removed from this <client>.

N1180The service code value of 19 must 

not be used in conjunction with other 

code values.

caseComponent/investigation/clients/

client/servicesStart

investigationId, 

clientId

The <servicesStart> element was 

removed from this <client>.

N1190The service code value of 19 must 

not be used in conjunction with other 

code values.

caseComponent/investigation/clients/

client/servicesAps

investigationId,

clientId

The <servicesAps> element was 

removed from this <client>.

N1200The service code value of 19 must 

not be used in conjunction with other 

code values.

caseComponent/investigation/clients/

client/servicesReferred

investigationId,

clientId

The <servicesReferred> element was 

removed from this <client>.

N1210The service code value of 19 must 

not be used in conjunction with other 

code values.

caseComponent/investigation/clients/

client/servicesClose

investigationId,

clientId

The <servicesClose> element was 

removed from this <client>.
NAMRS FFY2017 Appendix F: Case Component Validation Rules F-4

# Rule Path Locator IDs Error Message

N1220The interagency code value of 7 

must not be used in conjunction with 

other code values.

caseComponent/investigation/clients/

client/interAgency

investigationId,

clientId

The <interAgency> element was 

removed from this <client>.

N1230The race code value of 20 must not 

be used in conjunction with code 

values 21 through 27. The code 

value of 40 must not be used in 

conjunction with code values 41 

through 44.

caseComponent/investigation/perpetrators/

perpetrator/race

investigationId, 

perpetratorId

The <race> element was removed from 

this <perpetrator>.

N1240The ethnicity code value of 10 must 

not be used in conjunction with code 

values 11 through 14. The code 

value of 20 must not be used in 

conjunction with other code values.

caseComponent/investigation/perpetrators/

perpetrator/ethnicity

investigationId, 

perpetratorId

The <ethnicity> element was removed 

from this <perpetrator>.

N1250The disability code value of 8 must 

not be used in conjunction with other 

code values.

caseComponent/investigation/perpetrators/

perpetrator/disabilities

investigationId,

perpetratorId

The <disabilities> element was removed 

fromthis <perpetrator>.

N1260The behavior health screening code 

value of 10 must not be used in 

conjunction with other code values.

caseComponent/investigation/perpetrators/

perpetrator/behaviorHealthScrns

investigationId, 

perpetratorId

The <behaviorHealthScrns> element 

was removed from this <perpetrator>.

N1270The behavior health diagnosis code 

value of 10 must not be used in 

conjunction with other code values.

caseComponent/investigation/perpetrators/

perpetrator/behaviorHealthDiags

investigationId, 

perpetratorId

The <behaviorHealthDiags> element 

was removed from this <perpetrator>.

N1310The substitute decision maker code 

value of 30 must not be used in 

conjunction with code values 31 and 

32. The code value of 50 must not be 

used in conjunction with other code

values.

caseComponent/investigation/relationships/

relationship/perpSubDecMkrsStart

investigationId, 

clientId, 

perpetratorId

The <perpSubDecMkrsStart> element 

was removed from this <relationship>.

N1320The substitute decision maker code 

value of 30 must not be used in 

conjunction with code values 31 and 

32. The code value of 50 must not be 

used in conjunction with other code 

values.

caseComponent/investigation/relationships/

relationship/perpSubDecMkrsClose

investigationId, 

clientId, 

perpetratorId

The <perpSubDecMkrsClose> element 

was removed from this <relationship>.
NAMRS FFY2017 Appendix F: Case Component Validation Rules F-5

# Rule Path Locator IDs Error Message

N1330The legal remedy code value of 6 

must not be used in conjunction with 

other code values.

caseComponent/investigation/relationships/

relationship/perpLegalRem

investigationId,

clientId, 

perpetratorId

The <perpLegalRem> element was 

removed from this <relationship>.

N2010A Perpetrator must be related to at 

least one Substantiated 

Maltreatment.

caseComponent/investigation/

perpetrators/perpetrator

investigationId, 

perpetratorId

The <perpetrator> element was 

removed. If there was a linked 

<relationship> element (relationship 

with client), it was removed as well.

N2020Each Relationship must have at least 

one non- unknown attribute 

specified.

caseComponent/investigation/

relationships/relationship

investigationId, 

clientId,

perpetratorId

The <relationship> element was 

removed.

N2030An Investigation must be related to 

at least one Client.

caseComponent/investigation investigationId The <investigation> element was 

removed.

N2040The Case Closure Date must be 

within the Reporting Period.

caseComponent/investigation investigationId The <investigation> element was 

removed.