SSP-MOE
Data Report - Section Two
Disaggregated
Data Collection
for
Families No Longer Receiving Assistance
under the
INSTRUCTIONS AND DEFINITIONS
General
Instruction: The State agency should collect and report
data for each data element. The data
must be complete (unless explicitly instructed to leave the field blank) and
accurate (i.e., correct).
An "Unknown" code may appear
only on four data elements: (#14 Date of Birth, #15 Social Security Number, #23
Educational Level, and #24 Citizenship/Alienage). For these data elements, unknown is not an
acceptable code for individuals who are members of the eligible family
receiving assistance (i.e., family affiliation code "1"). States are not expected to track closed cases
in order to collect information on families for months after the family has
left the rolls. Rather it is acceptable
to report based on the last month of assistance.
1. State
FIPS Code: Enter your two-digit
State code from the following listing.
These codes are the standard codes used by the National Institute of
Standards and Technology.
|
State |
Code |
State |
Code |
|
|
01 |
|
30 |
|
|
02 |
|
31 |
|
|
60 |
|
32 |
|
|
04 |
|
33 |
|
|
05 |
|
34 |
|
|
06 |
|
35 |
|
|
08 |
|
36 |
|
|
09 |
|
37 |
|
|
10 |
|
38 |
|
Dist. of Columbia |
11 |
|
39 |
|
|
12 |
|
40 |
|
|
13 |
|
41 |
|
|
66 |
|
42 |
|
|
15 |
|
72 |
|
|
16 |
|
44 |
|
|
17 |
|
45 |
|
|
18 |
|
46 |
|
|
19 |
|
47 |
|
|
20 |
|
48 |
|
|
21 |
|
49 |
|
|
22 |
|
50 |
|
|
23 |
|
78 |
|
|
24 |
|
51 |
|
|
25 |
|
53 |
|
|
26 |
|
54 |
|
|
27 |
|
55 |
|
|
28 |
|
56 |
|
|
29 |
|
|
2.
3. Reporting
Month: Enter the four-digit year and
two-digit month code that identifies the year and month for which the data are
being reported.
4. Stratum:
Guidance:
All families that receive assistance under separate State Programs (i.e.,
SSP-MOE families) and are selected in the sample from the same stratum must be
assigned the same stratum code. Valid
stratum codes may range from "00" to "99." States with stratified samples should provide
the ACF Regional Office with a listing of the numeric codes utilized to identify
any stratification. States that use
stratified samples must file section four of the SSP-MOE Data Report, which
contains the caseload size by stratum for each report month. If a State opts to provide data for its
entire caseload, enter the same stratum code (any two-digit number) for each
SSP-MOE family.
Instruction:
Enter the two-digit stratum code.
FAMILY-LEVEL DATA
Definition: For reporting purposes, the SSP-MOE
family means (a) all individuals
receiving assistance as part of a family under the separate State program; and
(b) the following additional persons living in the household, if not included
under (a) above:
(1) Parent(s)
or caretaker relative(s) of any minor child receiving assistance;
(2) Minor
siblings of any child receiving assistance; and
(3) Any
person whose income or resources would be counted in determining the family's
eligibility for or amount of assistance.
5. Case
Number:
Guidance:
If the case number is less than the allowable eleven characters, a State
may use lead zeros to fill in the number.
Instruction:
Enter the number that was assigned by the State agency to uniquely
identify the SSP-MOE family.
6. ZIP
Code: Enter the five-digit ZIP code
for the family's place of residence for the reporting month.
7. Disposition: Enter one of the following codes for each
SSP-MOE family.
1
= Data collection completed
2
= Not subject to data
collection/listed in error
8. Reason
for Closure:
Guidance: A closed case is a family whose
assistance was terminated for the reporting month, but received assistance
under the State's MOE Program in the prior month. A temporarily suspended case is not a closed
case. If there is more than one applicable
reason for closure, determine the principal (i.e., most relevant) reason. If two or more reasons are equally relevant,
use the reason with the lowest numeric code.
For example, when an adult marries, the income and resources of the new
spouse are considered in determining eligibility. If, at the time of the marriage, the family
becomes ineligible because of the addition of the spouse's income and/or
resources, the case closure should be coded using code "2". If the family did not became ineligible based
on the income and resources at the time of the marriage, but rather due to an
increase in earnings subsequent to the marriage, then the case closure should
be coded using code "1".
Instruction: Enter the two-digit code that indicates
the reason for the SSP-MOE family no longer receiving assistance.
01
= Employment and/or excess
earnings
02
= Marriage
03
= Five-year time limit
Sanctions
04
= Work related sanction
05
= Child support sanction
06
= Teen parent failing to meet
school attendance requirement
07
= Teen parent failing to live in
an adult setting
08
= Failure to finalize an individual responsibility plan (e.g., did
not sign plan)
09
= Failure to meet individual
responsibility plan provision or other behavioral requirements (e.g., immunize
a minor child, attend parenting classes)
State
Policies
10
= State time limit, if different
than five-year limit
11
= Child support collected
12
= Excess unearned income
(exclusive of child support collected)
13
= Excess resources
14
= Youngest child too old to
qualify for assistance
15
= Minor child absent from the home
for a significant time period
16
= Failure to appear at
eligibility/redetermination appointment, submit required verification
materials, and/or cooperate with eligibility requirements
17
= Transfer to State's TANF program
18
= Family served by a Tribal TANF
program or Tribal New program
Other
19
= Family voluntarily closes the
case
99
= Other
9. Received
Subsidized Housing:
Guidance:
Subsidized housing refers to housing for which money was paid by the
Federal, State, or local government or through a private social service agency
to the family or to the owner of the housing to assist the family in paying
rent. Two families sharing living
expenses does not constitute subsidized housing.
Instruction:
Enter the one-digit code that indicates whether or not the SSP-MOE
family received subsidized housing for the reporting month.
1
= Public housing
2
= Rent subsidy
3
= No housing subsidy
10. Received
Medical Assistance:
Guidance:
The purpose of this data element is to identify families that are
eligible to receive medical assistance under the State plan approved under
Title XIX. This will include children
served by the Child Health Insurance Program (CHIP) when it is a part of the
Title XIX program.
Instruction: Enter "1" if, for the reporting
month, any SSP-MOE family member was enrolled in Medicaid and/or CHIP and, thus
eligible to receive medical assistance under the State plan approved under
Title XIX or "2" if no SSP-MOE family member was enrolled in Medicaid
and/or CHIP.
1
= Yes, enrolled in Medicaid
and/or CHIP
2
= No
11. Received
Food Stamps: Enter the one-digit
code that indicates whether or not the SSP-MOE family has received food stamp
assistance.
1
= Yes, received food stamp assistance
2
= No
12. Received
Subsidized Child Care:
Instruction:
If the SSP-MOE family received subsidized child care for the reporting
month (or for the last month of SSP-MOE assistance), enter code "1"
or "2," whichever is appropriate.
Otherwise, enter code "3."
1
= Yes, receives child care
funded (entirely or in part) with Federal funds (e.g., receives either TANF,
CCDF, SSBG, or other federally funded child care)
2
= Yes, received child care
funded entirely under a State, Tribal, and/or local program (i.e., no Federal
funds used)
3
= No
PERSON-LEVEL DATA
This section allows for coding up to
sixteen persons in the SSP-MOE family.
If there are more than sixteen persons in the SSP-MOE family, use the
following order to identify the persons to be coded: (1) the head-of-household;
(2) parents in the eligible family receiving assistance; (3) children in the
eligible family receiving assistance; (4) other adults in the eligible family
receiving assistance; () Parents not in the eligible family receiving
assistance; (6) caretaker relatives not in the eligible family receiving
assistance; (7) minor siblings of a child in the eligible family; and (8) other
persons, whose income or resources count in determining eligibility for or
amount of assistance of the eligible family receiving assistance, in descending
order the person with the most income to the person with least income. As indicated below, reporting for certain
specified data elements in this section is optional for certain individuals
(whose family affiliation code is a 2, 3, 4 or 5).
13. Family
Affiliation:
Instruction:
Enter the one-digit code that shows the individual's relation to the
eligible family receiving assistance.
1
= Member of the eligible family
receiving assistance
Not
in eligible family receiving assistance, but in the household
2
= Parent of minor child in the
eligible family receiving assistance
3
= Caretaker relative of minor
child in the eligible family receiving assistance
4
= Minor sibling of child in the
eligible family receiving assistance
5
= Person whose income or
resources are considered in determining eligibility for or amount of assistance
for the eligible family receiving assistance
14. Date
of Birth: Enter the eight-digit code
for date of birth for this individual
under separate State programs in the format YYYYMMDD. If the individual's date of birth is unknown
and the family affiliation code is not "1," enter the code
"99999999".
15. Social
Security Number: Enter the
nine-digit Social Security Number for the individual in the format nnnnnnnnn. If the social security number is unknown and
the family affiliation code is not "1," enter "999999999".
16. Race/Ethnicity:
Guidance: The intent of this data element is to
capture the multiplicity of race and ethnicity characteristic applicable to
each person. States should code at least
one of the race categories "YES" in addition to coding ethnicity.
Instructions:
To allow for the multiplicity of race/ethnicity, please enter a
one-digit code for each race and for ethnicity of the SSP-MOE individual. Reporting of this data element is optional
for individuals whose family affiliation code is 4 or 5.
Ethnicity
a. Hispanic
or Latino
1
= Yes, Hispanic or Latino
2
= No
Race:
b. American
Indian or
1
= Yes, American Indian or
2
= No
c. Asian
1
= Yes, Asian
2
= No
d. Black
or African American
1
= Yes, Black or African American
2
= No
e. Native
Hawaiian or Other Pacific Islander
1
= Yes, Native Hawaiian or Pacific Islander
2
= No
f. White
1
= Yes, White
2
= No
17. Gender: Enter the one-digit code that indicates the
individual's gender.
1
= Male
2
= Female
18. Received
Disability Benefits
The
Act specifies five types of disability benefits. For each type of disability benefits, enter
the one-digit code that indicates whether or not the individual received the
benefit.
a. Received
Federal Disability Insurance Benefits Under the Social Security OASDI Program
(Title II of the Social Security Act):
Guidance:
States and Territories must complete this data element.
Instruction:
Enter the one-digit code that indicates the adult (or minor child
head-of-household) received Federal disability insurance benefits for the
reporting month (or the last month of TANF assistance). This item is not required to be coded for a
child.
1
= Yes, received Federal disability
insurance
2
= No
b. Received
Benefits Based on Federal Disability Status Under Non-Social Security Act Programs:
Guidance: These programs include Veteran's
disability benefits, Worker's disability compensation, and Black Lung Disease
disability benefits. States and
Territories must complete this data element.
Instruction: Enter the one-digit code that indicates
the individual received benefits based on Federal disability status for the
reporting month (or the last month of SSP-MOE assistance). This data element should be coded for each
adult and child with family affiliation code "1".
1
= Yes, received benefits based on
Federal disability status
2
= No
c. Received
Aid to the Permanently and Totally Disabled Under Title XIV-APDT of the Social
Security Act:
Guidance:
Title XIV-APDT is applicable only in the Territories. States may leave this data element blank or
use code "2." The Territories
must complete this data element.
Instruction:
Enter the one-digit code that indicates the individual received aid
under a State plan approved under Title XIV for the reporting month (or the
last month of SSP-MOE assistance). This
item is not required to be coded for a child..
1
= Yes, received aid under Title
XIV-APDT
2
= No
d. Received
Aid to the Aged, Blind, and Disabled Under Title XVI-AABD of the Social
Security Act:
Guidance:
Title XVI-AABD is applicable only in the Territories. States may leave this data element blank or
use code "2." The Territories
must complete this data element.
Instruction: Enter the one-digit code that indicates
the individual received aid under a State plan approved under Title XVI-AABD
for the reporting month (or the last month of SSP-MOE assistance). This item is not required to be coded for a
child..
1
= Yes, received aid under Title
XVI-AABD
2
= No
e. Received
Supplemental Security Income Under Title XVI-SSI of the Social Security Act:
Guidance:
States must complete this data element.
The Territories may leave this data element blank or use code
"2."
Instruction: Enter the one-digit code that indicates
the individual received aid under a State plan approved under Title XVI-SSI for
the reporting month (or the last month of SSP-MOE assistance). This data element should be coded for each adult and child with family
affiliation code "1".
1
= Yes, received aid under Title
XVI-SSI
2
= No
19. Marital
Status:
Guidance: A noncustodial parent who is remarried
should be coded a "2" or "3" depending if (s)he is living
with his/her current spouse.
Instruction: Enter the one-digit code for the marital
status of the adult (or minor child head-of-household). Leave this field blank for other minor children. Reporting of this data element is optional
for individuals whose family affiliation code is 4 or 5.
1
= Single, never married
2
= Married, living together
3
= Married, but separated
4
= Widowed
5
= Divorced
20. Relationship
to Head-of-Household:
Instruction:
Enter the two-digit code that shows the individual's relationship
(including by marriage) to the head of the household, as defined by the Food
Stamp Program or, principal person of each person living in the household. If a minor child head-of-household, enter
code "01."
01
= Head-of-household
02
= Spouse
03
= Parent
04
= Daughter or son
05
= Stepdaughter or stepson
06
= Grandchild or great grandchild
07
= Other related person (brother, niece, cousin)
08
= Foster child
09
= Unrelated child
10
= Unrelated adult
21. Parent
With Minor Child In the Family:
Guidance: A parent with a minor child in the
family may be a natural parent, adoptive parent, or step-parent of a minor
child in the family. Reporting of this
data element is optional for individuals whose family affiliation code is 3, 4,
or 5.
Instruction: Enter the one-digit code that indicates
the individual's parental status.
1
= Yes, a parent with a minor
child in the family
2
= No
22. Needs
of a Pregnant Woman: Some States
consider the needs of a pregnant woman in determining the amount of assistance
that the SSP-MOE family receives. If the
individual was pregnant and the needs associated with this pregnancy were
considered in determining the amount of assistance for the last month of
assistance, enter a "1" for this data element. Otherwise enter a "2" for this data
element. This data element is applicable
only for individuals whose family affiliation code is 1.
1
= Yes, additional needs
associated with pregnancy were considered in determining the amount of
assistance
2
= No
23. Educational
level: Enter the two-digit code to
indicate the educational level attained by the individual. Unknown is not an acceptable code for an
individual whose family affiliation code is "1". Reporting of this data element is optional
for individuals whose family affiliation code is 4 or 5.
01-11 = Grade
level completed in primary/secondary school including secondary level
vocational school or adult high school
12
= High school diploma, GED, or
National External Diploma Program
13
= Awarded Associate's Degree
14
= Awarded Bachelor's Degree
15
= Awarded graduate degree
(Master's or higher)
16
= Other credentials (degree,
certificate, diploma, etc.)
98
= No formal education
99
= Unknown
Instruction: Enter the one-digit code that indicates
the individual's citizenship/alienage.
Unknown is not an acceptable code for an individual whose family
affiliation code is "1".
Reporting of this data element is optional for individuals whose family
affiliation code is 4 or 5.
1 =
2 = Qualified
alien
3 = Non
qualified alien
9 = Unknown
25. Employment
Status:
Guidance:
An employed individual should have earned income (See data element #26.)
Instruction:
Enter the one-digit code that indicates the adult's (or minor child
head-of-household's) employment status.
Leave this field blank for other minor children. Reporting of this data element is optional
for individuals whose family affiliation code is 2, 3, 4, or 5.
1
= Employed
2
= Unemployed, looking for work
3
= Not in labor force (i.e.,
unemployed, not looking for work, includes discouraged workers))
26. Amount
of Earned Income
Guidance: An individual with earned income should
be coded as employed (see data element #25.)
Instructions: Enter the amount of the adult's (or minor
child head-of-household's) earned income for the last month on SSP-MOE
assistance or for the month used to budget for the last month on
assistance. Leave these fields blank for
other minor children (i.e., children whose family affiliation code is 4).
27. Amount
of Unearned Income: Enter the amount
of the individual's unearned income for the last month on SSP-MOE assistance or
for the month used to budget for the last month on assistance. Leave these fields blank for other minor
children (i.e., children whose family affiliation code is 4).