Home > Federal & State Reporting Systems > AFCARS Assessment Reviews > Washington Assessment Review > AFCARS Assessment Review Findings - Foster Care Elements
AFCARS Assessment Review Findings - Foster Care
Elements
State: Washington
Report Period Under Review: April 1, 2002 - September 30,
2002
AFCARS Element |
Factor |
Comments/Notes |
#1 State |
4 |
blank cell |
#2 Report Period Ending
Date |
4 |
blank cell |
#3 Local FIPS Code |
4 |
blank cell |
#4 Record Number |
4 |
blank cell |
#5 Date of Most Recent
Periodic Review (if applicable) |
2 |
Frequencies: (n=12,335) 2002 = 7,023 (57%) Not reported =
5,312 (43%)
State staff noted that approximately 50% of the children that
enter foster care exit care within the first 60 days.
The program code is initialized to spaces.
The program code looks for the "legal action" date.
The State's periodic reviews are court reviews. The State has
some localities that have Citizen Review Boards (CRB) that conduct
the periodic review. The date the CRB conducts a review should be
entered and extracted for AFCARS.
The State's program code includes the AFCARS internal
consistency check to assess if the child has been in care for nine
or more months. If the child has not been in care for nine months
or more, but there is a periodic review date, the program code does
not extract it. The State should remove this routine from the
program code. The State should extract the date of a periodic
review even if it occurred before the child would have been in care
for nine months. If a periodic review has not been conducted, this
element should be blank.
Case file findings: There were 16 out of 47 (34%) records
analyzed that were incorrect. Many of these had missing dates that
should have been reported to AFCARS. In ten cases, the children had
been in care from six months to nine years.
|
#6 Child Birth Date |
4 |
Frequencies: (n=12,335) There are ages up to 28. 7
records show dates with children over the age of 21. One invalid
record.
The screen has a field to enter an estimated age.
|
#7 Child Sex
1 = Male
2 = Female |
4 |
blank cell |
#8 Child Race
- American Indian or Alaska Native
- Asian
- Black or African American
- Native Hawaiian or Other Pacific Islander
- White
- Unable to Determine
|
2 |
Frequencies: (n=12,335) 12% American Indian/Alaskan; 2%
Asian; 15% black; 1% Hawaiian; 71% white; 6% unable to
determine.
This field is initialized to spaces then reset to "0, does not
apply." This field should remain initialized to spaces.
The State's code of "888, question not asked" is mapped to
"unable to determine." This code should be mapped to blank.
Post-site visit analysis: This code is no longer mapped in the
program code.
The code "998, other race not listed" is mapped to "unable to
determine." The State should remove this option and include actual
other races that individuals identify. If an individual refuses, or
does not identify themselves with one of the AFCARS race
categories, then the State should have a value that represents
"refused to provide race."
Remove from program code the condition: "if a - e = 0, then f =
1." If no race is selected in items "a - e," then all items should
be left blank.
|
#9 Child Hispanic
Origin
1 = Yes
2 = No
3 = Unable to Determine |
2 |
Frequencies: (n=12,335) Yes = 1,483 (12%); No = 8,954
(73%); Unable to determine = 1,898 (15%)
The field is initialized to spaces then reset to "3, unable to
determine." This field should remain initialized to spaces.
State codes "703, unable to determine" and "777, can't find" are
mapped to AFCARS value "unable to determine." Code "777" must be
mapped to blank.
State maps "none" to "unable to determine." "None" must be
mapped to blank.
Case file findings: There were 5 out of 47 (11%) records
analyzed that were incorrect. The incorrect cases indicated in
AFCARS "unable to determine" and the reviewers were able to
determine whether the child was of Hispanic origin or not.
|
#10 Has the child been
clinically diagnosed as having a disability(ies)?
1=Yes
2=No
3=Not yet Determined |
2 |
Frequencies: (n=12,335) Yes = 0; No = 12,335
The State has a policy that the child must have a well-child
exam within 30 days, which would indicate if further psychological
evaluations are needed.
There are several areas in CAMIS in which workers can enter
information pertaining to a child's health. These are: the "Person
Record," "the Kids Screen," and "Passport." Additionally, workers
can enter medical information into their narrative notes, which
cannot be extracted.
The program code extracts the disability information for AFCARS
from the person record screen. The information for this element is
derived based on entries of disability information on the screen.
There is a field labeled "disabilities" that the workers use to
enter one of the options for disabilities. Workers are not able to
enter the AFCARS values of "yes," "no," and "not yet
determined."
The program code checks the field for one of the disability
codes. If found, then element #10 is set to "yes" and the codes are
mapped to the appropriate AFCARS element, #11-15. Otherwise, the
response to element #10 is set to "no." This is creating a false
"no" in the reported data and makes it appear that the State's
children have no medical or emotional problems. The AFCARS
definition for "`no" indicates that a qualified professional has
conducted a clinical assessment of the child and has determined
that the child has no disabilities. "Not Yet Determined'' indicates
that a clinical assessment of the child by a qualified professional
has not been conducted. The question should be added to the screen
in order to accurately capture whether the child has been examined
by a physician and diagnosed with a disability or not. Post-site
visit analysis: The program code has been modified to initialize to
spaces. The changes made to the program code will result in
responses of "yes" only, there will be no responses for "no" or
"not yet determined." If the program code does not find a
disability code entered into the screen, then this element will be
blank.
During the site visit the State identified an error in the
program code that needs correcting. The program code contains the
word "histogram" instead of "read." This is the cause of all the
responses of "no." Post-site visit analysis: The program code
was changed from "histogram" to "read."
The Federal review team provided the disability resource table
to the State team. It is also available on the AFCARS web site. The
State should review this table and include any additional medical
or psychological conditions that are appropriate.
Case file findings: There were 24 out of 45 (53%) records
analyzed that were incorrect. The reviewers were able to find
several diagnosed conditions with "emotionally disturbed" having
the highest frequency.
|
#11 Mental Retardation
0 = Does not apply
1 = Applies |
2 |
Frequencies: (n=12,335) Applies = 0; Does not apply =
12,335
Initialized to spaces then reset to "zero." These should be left
initialized to spaces. Post-site visit analysis: The program
code has been modified to initialize to spaces.
Limited number of options for caseworkers to select. State
should review the AFCARS disability resource list and decide if
additional options should be added to the selection list.
|
#12 Visually/Hearing
Impaired
0 = Does not apply
1 = Applies |
2 |
Initialized to spaces and then reset to "zero." These should be
left initialized to spaces. Post-site visit analysis: The
program code has been modified to initialize to spaces.
The State should review the AFCARS disability resources list to
ensure that all possible disabilities are collected and mapped to
the AFCARS codes appropriately.
|
#13 Physically Disabled
0 = Does not apply
1 = Applies |
2 |
Initialized to spaces and then reset to "zero." These should be
left initialized to spaces. Post-site visit analysis: The
program code has been modified to initialize to spaces.
The State should review the AFCARS disability resources list to
ensure that all possible disabilities are collected and mapped to
the AFCARS codes appropriately.
|
#14 Emotionally
Disturbed
0 = Does not apply
1 = Applies |
2 |
Initialized to spaces and then reset to "zero." These should be
left initialized to spaces. Post-site visit analysis: The
program code has been modified to initialize to spaces.
The State should review the AFCARS disability resources list to
ensure that all possible disabilities are collected and mapped to
the AFCARS codes appropriately.
|
#15 Other Diagnosed
Condition
0 = Does not apply
1 = Applies |
2 |
Initialized to spaces and then reset to "zero." These should be
left initialized to spaces. Post-site visit analysis: The
program code has been modified to initialize to spaces.
The State correctly maps "learning disability" to this
element.
The selection list contains the option "other." This needs to be
revised to reflect whether it is an other diagnosed medical
condition or an other psychological/emotional condition. The State
may want to consider removing the option "other" and replacing it
with more detailed options.
The State should review the AFCARS disability resource list to
ensure that all possible disabilities are collected and mapped to
the AFCARS codes appropriately.
|
#16 Has Child Ever Been
Adopted?
1 = Yes
2 = No
3 = Unable to Determine |
2 |
Frequencies: (n=12,335) Yes = 210 (2%); No = 12,125;
Unable to determine = 0
The State team identified that the frequency for "yes" appeared
to be high. State will review these cases to ensure its
accuracy.
Screen has a field for "adopted" but there is not a specific
question on the screen for the worker to answer. This information
is derived from the States' own adoption records. The program code
checks for in-State child welfare agency adoptions. Also, the
program code looks for an outcome code of "adoption." If it finds
one, element #16 is marked "yes." If an outcome of "adoption" is
not found, the program marks element #16 as "no." This is resulting
in a false "no" response. State shared that this is being modified
this summer. A question will be added to the existing screen.
Post-site visit analysis: The line checking for a placement
outcome code of "adoption" has been commented out.
State asked for clarification on whether this question should
include "step-parent" adoptions. The Federal team will check with
the policy unit and provide a response to the State. Response: If a
child was adopted prior to entering foster care by a step-parent,
caseworkers would respond to this question with "yes."
Post-site visit analysis: The State submitted a copy of the
screen that is being piloted to collect this data. The "create a
placement" screen contains a field "adoption." The choices for the
worker to select are: "yes, person is adopted," "no, person not
adopted," "unable to determine," or "question not asked." This is
mandatory field for workers to complete. Once completed the
information is saved in the "person" record and will be permanently
stored in the child's file.
If the worker selects "yes,' then an "adoption detail"
sub-screen appears. This contains fields for the worker to indicate
the type of adoption, i.e., international adoption, private
adoption (non-dependent child), DSHS Licensed child placing agency
(dependent child), out of state child welfare adoption, or other.
The changes to the screen also meet the Inter-Country Adoption
Act.
The program code has not been modified to reflect the revised
data collection screen.
|
#17 If yes, how old was the
child when the adoption was legalized?
0 = Not Applicable
1 = less than 2 years old
2 = 2-5 years old
3 = 6-12 years old
4 = 13 years or older
5 = Unable to Determine |
2 |
Initialized to spaces, reset to zero, then reset to "unable to
determine" if the "episode outcome" is "adoption." This element
should remain initialized to space.
The program code calculates the age at the time of the adoption
for this element by subtracting the date of birth from the end of
the placement date.
If the age at adoption is not known, the program code defaults
to "unable to determine."
The new screen will have a field to enter the age.
Post-site visit analysis: The State submitted a copy of the
screen that is being piloted to collect this data. The "create a
placement" screen contains an "adoption detail" sub-screen and the
worker can enter the child's age at adoption. The program code has
not been modified to reflect the changes to the screen.
|
#18 Date of First Removal
from Home |
4 |
Initialized to spaces.
This element is analyzed in the program code in three different
places. State should modify the program code to analyze and extract
this element only once to make the program run more
efficiently.
|
#19 Total Number of Removals
from Home |
3 |
Initialized to spaces.
See the General Requirements findings regarding children placed
in foster care for respite services.
The number of removals is calculated by counting the total
number of removals from home.
The program code correctly ignores in-home placement from the
count. The program code will count all removals that are entered
into the system. Workers must enter the date that a "respite"
service for in-home family preservation cases begins as a removal
date and the date it ends as a discharge date, in addition to
entering it as a placement date.
|
#20 Date of Discharge from
Previous Episode |
2 |
Initialized to spaces.
Based on the General Requirements finding that children returned
home while in the agency's responsibility for care, placement, or
supervision are excluded in the population extraction, this data
does not accurately reflect the actual date of discharge from the
previous removal episode.
|
#21 Date of Latest
Removal |
3 |
Initialized to spaces.
Workers must enter the date that children are placed in out of
home care for respite purposes.
Case file findings: There were 7 out of 47 (15%) records
analyzed that were incorrect.
|
#22 Date of Latest Removal
Transaction Date |
4 |
This is a system-generated date and cannot be
overwritten. |
#23 Date of Placement in
Current Foster Care Setting |
2 |
Frequencies: There are fifteen records without a
placement date.
Initialized to spaces.
The program code excludes the following types of "placements:"
"BA, Birth/Adoptive," "BN, Birth/Adoptive non-custodial," "HO,
hospital," "OR, on the run," or missing data. For the report period
under review this was correct. However, as of October 1, 2002 the
date that placements in a child's own home and runaways began must
be reported for this element. In regard to hospitalizations, the
State needs to make modifications to collect and report hospital
stays that are for non-acute care. If the stay is for a longer
period of time, the State needs to report the hospital stay as a
placement setting in element #41, the date the placement started in
element #23, and increment the placement count by one in element
#24 (Child Welfare Policy Manual, Section 1.2.B.7).
Case file findings: There were 9 out of 47 (19%) records
analyzed that were incorrect. In two records, the actual dates of
placement were later than what was reported in AFCARS. Two records
had dates reported in AFCARS that occurred after the report period
end date.
|
#24 Number of Previous
Placement Settings in This Episode |
2 |
Frequencies: There are 26 records that indicate zero
placements. There are records with up to 69 placement changes.
The program code correctly excludes from the count of
placements: "BA, Birth/Adoptive" "BN, Birth/Adoptive
non-custodial," "OR, on the run," and "RE, respite."
The program code also excludes placements in hospitals. This is
correct for hospital stays for acute care. If the placement is for
a longer period of time, the State needs to report the hospital
stay as a placement setting in element #41, the date the placement
started in element #23, and increment the placement count by one
(Child Welfare Policy Manual, Section 1.2.B.7).
Case file findings: There were 11 out of 45 (24%) records
analyzed that were incorrect. There was an almost equal
distribution between the number of placements that decreased versus
those that increased based on the case file review. Seven records
decreased and five increased. The decreases were generally
attributed to respite placements being counted in AFCARS when they
should not have been included.
|
#25 Manner of Removal From
Home for Current placement Episode
1 = Voluntary
2 = Court Ordered
3 = Not Yet Determined |
2 |
Frequencies: (n=12,335) 1 = 1,062; 2 = 10,197; Not Yet
Determined = 1,076
The State's program code contains values that are no longer
used, but are in older cases. Therefore, the codes must be included
until these children age out of foster care or are discharged from
their current removal episode.
Initialized to spaces then reset to "3, not yet determined."
Must remain initialized to spaces.
The State's code "PC, protective/police" is an option on the
input screen but is not mapped into AFCARS. This code needs to be
separated into two different options and mapped separately to
AFCARS. "Protective custody" should be mapped to "court ordered."
"Police authority" should be mapped to "not yet determined."
The State staff shared that the legal and placement component of
CAMIS has several problems. For instance, it is not tied to a
specific legal order that gave the agency authority to place the
child. The State is currently building a windows based interface
using Graphical User Interface (GUI).
Case file findings: There were 8 out of 46 (17%) records
analyzed that were incorrect. There were two records indicating
"not yet determined" in the AFCARS file. In one case the child had
been in care 24 days but it was under a voluntary placement
agreement. In the other record, the child had been in care since
November 1998. The remaining six cases that were incorrect were due
to children entering foster care under a voluntary placement
agreement and then the agency needing to obtain a court order after
the 180 day timeframe to obtain custody of the child. The AFCARS
reports reflected a "court order" for manner of removal, not a
"voluntary placement agreement."
|
Actions or Conditions
Associated With Child's Removal (Indicate all that apply with a
"1".)>
0-Does not Apply
1-Applies |
blank cell |
For FC elements #26 - 40, the State's input screen has space for
only four conditions, and the worker is required to enter only one
condition.
The system must support the recording of all possible
combinations of circumstances associated with removal.
This information must be "frozen" to reflect only the
information known at the time of removal.
Case file findings: For elements #26 - 40, the AFCARS
data were incorrect because not all applicable conditions were
selected by the workers.
Post-site visit analysis: The State submitted a copy of the
screen that is being piloted to collect this data. The State
modified the screen to allow caseworkers to select all the reasons
that apply and the reasons associated with removal will be frozen
30 days after the latest removal date or the end of a removal
episode, depending which occurs first. The field for "circumstances
associated with removal" is now a mandatory field when a new
removal from home occurs.
|
#26 Physical Abuse |
2 |
Frequencies: (n=12,335) Does not apply =
10,270; Applies = 2,065 |
#27 Sexual Abuse |
2 |
Frequencies: (n=12,335) Does not apply =
11,725; Applies = 610 |
#28 Neglect |
2 |
Frequencies: (n=12,335) Does not apply =
5,462; Applies = 6,873 |
#29 Parent Alcohol Abuse |
2 |
Frequencies: (n=12,335) Does not apply = 11,360; Applies
= 975
Case file findings: There were 10 out of 47 (21%) records
analyzed that were incorrect.
|
#30 Parent Drug Abuse |
2 |
Frequencies: (n=12,335) Does not apply = 9,583; Applies =
2,752
Case file findings: There were 8 out of 47 (17%) records
analyzed that were incorrect.
|
#31 Child Alcohol Abuse |
2 |
Frequencies: (n=12,335) Does not apply =
12,242; Applies = 93 |
#32 Child Drug Abuse |
2 |
Frequencies: (n=12,335) Does not apply =
12,229; Applies = 106 |
#33 Child Disability |
2 |
Frequencies: (n=12,335) Does not apply =
12,282; Applies = 53 |
#34 Child's Behavior
Problem |
2 |
Frequencies: (n=12,335) Does not apply =
10,734; Applies = 1,601 |
#35 Death of Parent |
2 |
Frequencies: (n=12,335) Does not apply =
12,284; Applies = 51 |
#36 Incarceration of
Parent |
2 |
Frequencies: (n=12,335) Does not apply =
11,588; Applies = 747 |
#37 Caretaker Inability to
Cope |
2 |
Frequencies: (n=12,335) Does not apply = 10,932; Applies
= 1,403
Case file findings: There were 8 out of 47 (17%) records
analyzed that were incorrect.
|
#38 Abandonment |
2 |
Frequencies: (n=12,335) Does not apply =
11,886; Applies = 449 |
#39 Relinquishment |
4 |
Frequencies: (n=12,335) Does not apply = 12,335; Applies
= 0
State does not do relinquishments. Instead, the
family/individual is referred to a private adoption agency. If the
State changes its practice, the program code must be revised.
|
#40 Inadequate Housing |
2 |
Frequencies: (n=12,335) Does not apply =
12,003; Applies = 332 |
#41 Current Placement
Setting
1 = Pre-Adoptive Home
2 = Foster Family Home-Relative
3 = Foster Family Home-Non-Relative
4 = Group Home
5 = Institution
6 = Supervised Independent Living
7 = Runaway
8 = Trial Home Visit |
2 |
Frequencies: (n=12,335) Pre-Adopt Home = 136;
FFH-Relative = 3,759; FFH-non-relative = 6,792; Group Home = 581;
Institution = 387; Sup. IL = 16; Runaway = 206; THV = 1; Not
reported = 277
Initialized to spaces.
The program code maps "RE, respite" to "foster family home,
non-relative." The program code must check whether the family is
also a relative of the child. For those children that in a foster
home as a respite placement from their own home, the State should
not code these as "respites" so that it will not be confused with
respite placements for children in foster care. The State needs to
develop another code to use for these placements.
If the placement setting is a hospital, the program code ignores
it. This needs to be modified.
Placements in a hospital for acute care purposes are not
considered placements. However, if the placement is for a longer
period of time, the State needs to report the hospital stay as a
placement setting, the date the placement started in element #23,
and increment the placement count in element #19 by one (Child
Welfare Policy Manual, Section 1.2.B.7).
If the placement setting is "BA, birth/adopt" or "BN,
birth/adopt (non-custodial)," then the program code checks for a
flag set to "yes." If the flag is found, then it is mapped to
"trial home visit."
If an institutional setting is found, the program code maps
element #49 to "not applicable," fills elements #50 and #51 with
"0000" and sets elements #52 - 55 to zero.
At the end of the routine, if a "3" is in the work field, and
#41 is blank, then it sets #41 to "3, FFH, non-relative." This
includes all respites. State must remove this line of program
code.
State has new facility codes that are not mapped in the AFCARS
program code. State must add these codes to their program code. The
codes are: "CS = Secured Crisis Residential Center," "CF = Family
Crisis residential center" and "CG = Group crisis residential
center." Post-site visit analysis: The State added the codes "CS
= Secured Crisis Residential Center," "CF = Family Crisis
residential center," and "CG = Group crisis residential center."
"CS" and "CG" are mapped to "group home" and "CF" is mapped to
"foster family home, non-relative." Also the State changed the
mapping of "RA, regional assessment center" from "institution" to
"group home."
|
#42 Is Current Placement
Out-of-State?
1=Yes(Out of State placement)
2=No(In-State placement) |
2 |
Frequencies: (n=12,335) Yes = 648; No = 11,672 Invalid
values reported (0) = 15
This element is initialized to spaces then reset to zero. Must
remain initialized to spaces.
If "WA" is in the address, then sets element #42 to "no."
Otherwise, maps to "yes."
|
#43 Most Recent Case Plan
Goal
1 = Reunify With Parent(s) Or Principal Caretaker(s)
2 = Live With Other Relative(s)
3 = Adoption
4 = Long Term Foster Care
5 = Emancipation
6 = Guardianship
7 = Case Plan Goal Not Yet Established |
3 |
Frequencies: (n=12,335) Reunify = 8,221; Live w/other
relative = 221; Adoption = 2,365; LTFC = 421; Emancipation = 115;
Guardianship = 683; Not yet established = 309
State requires a goal within 30 days, and no later than 60 days.
If unknown is selected by the worker after 60 days there is a
reminder to the worker to update the information.
Initialized to spaces.
"None" is mapped to "7, not yet established." Blanks and
"unknown" are also mapped to "not yet determined." Modify program
code to remove "none" from program code and map to blank. Map
"unknown" to "not yet established." The program code must be set to
blank for "not yet established" after 60 days. Post-site visit
analysis: The program code was modified to map missing data to
blanks. "U, not yet determined," is mapped to AFCARS value "7, case
plan goal not yet established."
Case file findings: There were 11 out of 46 (24%) records
analyzed that were incorrect. The incorrect records reflected case
plan goals that had not been updated to reflect the most recent
case plan goal. The majority of the cases were reported to AFCARS
with a goal of "reunify."
|
#44 Caretaker Family
Structure
1 = Married Couple
2 = Unmarried Couple
3 = Single Female
4 = Single Male
5 = Unable to Determine |
2 |
Frequencies: (n=12,335) Married couple = 2,208; Unmarried
couple = 1,655; SF = 6,155; SM = 559; Unable to determine = 1, 758
(14%)
Initialized to spaces.
Looks for information on the home from which the child was
removed.
If no value is found, program code is set to "unable to
determine." Must be set to blank. Post-site visit analysis: The
program code was modified to map missing data to blank.
Freeze marital status at the time of removal.
Individuals that are "separated" must be mapped to
"married."
Case file findings: There were 11 out of 46 (24%) records
analyzed that were incorrect. In eight of the incorrect records,
the AFCARS data indicates "unable to determine," but the reviewers
found the information in the case file.
|
#45 1st Primary Caretaker's
Birth Year |
2 |
Frequencies: (n=12,335) Invalid data (0000) = 16; Not
reported = 1730 (Totals 1746) Some records have birth years of
1901, 1903, 1910 1917, 1919, 1921, 1992 - 2002.
Initialized to "0000."
State believes that there may be a problem with where the
information is extracted from based on the case file review.
Case file findings: There were 10 out of 46 (22%) records
analyzed that were incorrect.
|
#46 2nd Primary Caretaker's
Birth Year(if applicable) |
2 |
Frequencies: (n=12,335) Reported = 3,750 Not reported =
8,585; Invalid data (0000) = 29
State believes that there may be a problem with where the
information is extracted from based on the case file review.
Case file findings: There were 6 out of 46 (13%) records
analyzed that were incorrect.
|
#47 Mother's Date of TPR |
3 |
Initialized to spaces.
In older cases, workers could enter "L" for the legal status and
there was not a legal action code. Therefore, the program code
takes the legally free date as the TPR date. There shouldn't be any
of these records left. There is an edit on the system that prevents
the entry of "L." The program code could probably be removed.
The program code does map deceased dates as the TPR date.
Case file findings: There were 7 out of 47 (15%) records
analyzed that were incorrect.
|
#48 Legal or Putative
Father's Date of TPR |
3 |
Initialized to spaces.
Case file findings: There were 7 out of 47 (15%) records
analyzed that were incorrect.
|
#49 Foster Family
Structure
0 = Not Applicable
1 = Married Couple
2 = Unmarried Couple
3 = Single Female
4 = Single Male |
2 |
Frequencies: (n=12,335) Not Applicable = 1,468; Married =
5,937; Unmarried Couple = 419; Single Female = 3459; Single Male =
492; Not reported = 560
Initialized to spaces.
If no value found, sets to "not applicable." Must be set to
blank. Post-site visit analysis: The program code was modified
to map missing data to blank.
"Separated" must be mapped to "married."
Case file findings: There were 6 out of 40 (15%) records
analyzed that were incorrect.
|
#50 1st Foster Caretaker's
Birth Year |
3 |
Frequencies: (n=12,335) Not reported = 1468; Reported =
10,867 matches records in #41; Invalid data (0000) = 1,942 - Some
records going back to 1901.
Initialized to "0000." Should be initialized to blank.
Post-site visit analysis: The program code was modified to map
missing data to blank.
If an institutional setting is found in #41, then this is set to
"00." Remove this line. Post-site visit analysis: The program
code was modified by commenting out this line.
Case file findings: There were 6 out of 26 (23%) records
analyzed that were incorrect.
|
#51 2nd Foster Caretaker's
Birth Year |
3 |
Frequencies: (n=12,335) Not reported = 1,468; Invalid
data = 4,577
Initialized to "0000." Should be initialized to blank.
Post-site visit analysis: The program code was modified to map
missing data to blank.
If an institutional setting is found in #41, then this element
is set to "0000." This program code should be removed. Post-site
visit analysis: The program code was modified by commenting out
this line.
Case file findings: There were 6 out of 26 (23%) records
analyzed that were incorrect.
|
#52 1st Foster Caretaker's Race
|
2 |
Frequencies: (n=12,335) Unable to determine = 993 (8%);
Two or more races: Applies = 164 (1%)
This field is initialized to spaces then is reset to "0, does
not apply." This field should remain initialized to spaces.
The State's code of "888, question not asked" is mapped to
"unable to determine." This code should be mapped to blank.
Post-site visit analysis: This code is no longer mapped in the
program code.
The code "998, other race not listed" is mapped to "unable to
determine." The State should remove this option and include actual
other races that individuals identify. If an individual refuses, or
does not identify themselves with one of the AFCARS race
categories, then the State should have a value that represents
"refused to provide race."
Remove from program code the condition: "if a - e = 0, then f =
1." If no race is selected in "a - e," then "f" should be blank.
Post-site visit analysis: The State removed the condition: "if a
- e = 0, then f = 1" from program code.
Case file findings: There were 6 out of 25 (24%) records
analyzed that were incorrect.
|
#53 1st Foster Caretaker's
Hispanic or Latino Origin
1 = Yes
2 = No
3 = Unable to Determine |
2 |
Frequencies: (n=12,335) Not applicable = 1,468; Yes =
553; No = 6,251; Unable to determine = 2,507 (20%) Not reported =
1,556
If an institutional setting is found in #41, then this element
is set to "0." The Federal team recommends leaving this blank.
Post-site visit analysis: The program code was modified by
commenting out this line.
Initialized to spaces then reset to "3." This field should
remain initialized to spaces. Post-site visit analysis: This
line is commented out in the program code.
State codes "703, unable to determine" and "777, can't find" are
mapped to AFCARS value "unable to determine." Code "777" must be
mapped to blank.
State maps "none" to "unable to determine." "None" must be
mapped to blank. Post-site visit analysis: "None" is mapped to
blanks.
Case file findings: There were 5 out of 25 (20%) records
analyzed that were incorrect.
|
#54 2nd Foster Caretaker's
Race (if applicable)
|
2 |
Frequencies: (n=12,335) Unable to determine = 596; Two or
more races = 81
This field is initialized to spaces then is reset to "0, does
not apply." This field should remain initialized to spaces.
The State's code of "888, question not asked" is mapped to
"unable to determine." This code should be mapped to blank.
Post-site visit analysis: This code is no longer mapped in the
program code.
The code "998, other race not listed" is mapped to "unable to
determine." The State should remove this option and include actual
other races that individuals identify. If an individual refuses, or
does not identify themselves with one of the AFCARS race
categories, then the State should have a value that represents
"refused to provide race."
Remove from program code the condition: "if a - e = 0, then f =
1." If no race is selected in "a - e," then "f" should be
blank.
Case file findings: There were 5 out of 25 (20%) records
analyzed that were incorrect.
Post-site visit analysis: The State removed the condition:
"if a - e = 0, then f = 1" from program code. If there are no
foster parents this information will be left blank.
|
#55 2nd Foster Caretaker's
Hispanic Origin
0 = Not Applicable
1 = Yes
2 = No
3 = Unable to Determine |
2 |
Frequencies: (n=12,335) Not applicable = 1,468; Yes =
342; No = 4,269; Unable to determine = 1,752 (14%); not reported =
4504
Initialized to spaces then reset to "3, unable to determine."
This field should remain initialized to spaces. Post-site visit
analysis: The line resetting this element to "unable to determine"
is commented out.
State codes "703, unable to determine" and "777, can't find" are
mapped to AFCARS value "unable to determine." Code "777" must be
mapped to blank.
State maps "none" to "unable to determine." "None" must be
mapped to blank. Post-site visit analysis: "None" is mapped to
blank.
Case file findings: There were 5 out of 25 (20%) records
analyzed that were incorrect.
|
#56 Date of Discharge from
foster care |
3 |
Frequencies: (n=12,335) 2002 = 3,570; Not reported =
8,765
Workers must enter the date that children are discharged from
the agency's responsibility for care, placement or supervision. See
the General Requirements findings for children in their own home
while under the agency's responsibility for care, placement or
supervision and children placed in out-of-home care for respite
purposes.
There is a discrepancy between the numbers reported in element
#56 and #58.
|
#57 Date of Discharge
Transaction Date |
4 |
blank cell |
#58 Reason for
Discharge
0 = Not Applicable
1 = Reunification with Parent(s) or Primary Caretaker(s)
2 = Living with Other Relative(s)
3 = Adoption
4 = Emancipation
5 = Guardianship
6 = Transfer to Another Agency
7 = Runaway
8 = Death of Child |
3 |
Frequencies: (n=12,335) Not applicable = 8,769;
Reunification = 2,311; Live w/other relative = 0; Adoption = 583;
Emancipation = 195; Guardianship = 303; Transfer = 169; Runaway =
0; Death of child = 5
Workers must enter the date that children are discharged from
the agency's responsibility for care, placement or supervision. See
the General Requirements findings for children in their own home
while under the agency's responsibility for care, placement or
supervision and children placed in out-of-home care for respite
purposes.
There is a discrepancy between the numbers reported in element
#56 and #58.
|
#59 Title IV-E (Foster
Care) |
2 |
Initialized to zero. Must be initialized to blank.
Post-site visit analysis: The program code has been modified
to initialize to spaces.
|
#60 Title IVE (Adoption
Subsidy) |
3 |
Initialized to "0." Must be initialized to blank.
Post-site visit analysis: The program code has been modified
to initialize to spaces.
|
#61 Title IVA (Aid to
Families with Dependent Children) |
4 |
State does not claim title IV-A for foster care maintenance
payments. The response to this element should always be "does not
apply."
The program code does include mapping that if it finds a person
income code of "AFDC" this element will be set to "applies."
|
#62 Title IVD (Child
Support) |
1 |
Initialized to "0." Post-site visit analysis: The program
code has been modified to initialize to spaces.
There is no program code to look for title IV-D and there is no
interface to the Child Support Enforcement system. This is
currently being addressed in the State's Statewide Automated Child
Welfare Information System (SACWIS) Assessment Review action
plan.
|
#63 Title XIX (Medicaid) |
2 |
Frequencies: (n = 12,335) Does not apply = 10,057;
Applies = 2,278
Initialized to zero. Must be initialized to blank. Post-site
visit analysis: The program code has been modified to initialize to
spaces.
Currently, CAMIS is not interfaced with the Medicaid system
(ACES). The work to interface with ACES is in progress. The screen
that the Federal funding unit uses has a field for Medicaid
eligible. The AFCARS program code checks this file, but without the
interface this information is not being automatically populated.
The Federal funding unit may enter information manually. The State
team believes that the number of records reported as "applies" is
an undercount and reflects data that the Federal funding unit staff
has entered into CAMIS.
|
#64 SSI or other Social
Security Act Benefits |
2 |
Initialized to "0." Must be initialized to blank. Post-site
visit analysis: The program code has been modified to initialize to
spaces.
"PA" stands for "in-pay" status. If this code is found, then
this element is set to "applies."
State believes the number reported as "applies" is an undercount
and that the program code needs correcting.
Also, once the interface to ACES is completed, medical
information from Medicaid will be collected.
|
#65 None of the Above |
3 |
Based on the findings for elements #59-64, the
number of "applies" for this element is an overcount. |
#66 Amount of monthly foster
care payment (regardless of source) |
2 |
Initialized to "0."
There is no program code written to extract this data.
Post-site visit analysis: The State's revised program code
(dated July 29, 2003) reflects the addition of this element.
However, based on the Federal team's review of the program code and
discussions with the State, there needs to be additional
modifications. The State is to report the amount of the monthly
foster care payment (regardless of source, i.e., Federal, State,
county, municipality, tribal, and private payments). If title IV-E
is paid on behalf of the child, the amount indicated should be the
total computable amount. If the payment made on behalf of the child
is not the same each month, indicate the amount of the last full
monthly payment made during the reporting period. If no monthly
payment has been made during the period, enter all zeros. This
amount should include all payments made on behalf of the child
during the month. If no payment was made, use zeros.
|
AFCARS Assessment Review Findings - Adoption
Findings
State: Washington
Report Period Under Review: April 1, 2002 - September 30,
2002
AFCARS Element |
Factor |
Comments/Notes |
#1 State FIPS Code |
4 |
blank cell |
#2 Report Period End
Date |
4 |
blank cell |
#3 Record Number |
4 |
blank cell |
#4 State Agency
Involvement
1 = Yes
2 = No |
4 |
Frequencies: (n=530) Yes = 530
Initialized to "yes." The agency is only reporting adoptions of
children from its foster care system or from private agency
adoptions where an adoption agreement is in place.
There is a question on the "Adopted" screen with responses of
"yes" or "no." However, this information was found to be inaccurate
because workers were responding "no" for private agencies under
contract with the State agency. Therefore, the program code does
not extract information from this field.
|
#5 Child Date of Birth |
4 |
blank cell |
#6 Child Sex
1 = Male
2 = Female |
4 |
blank cell |
#7 Child Race
- American Indian or Alaska Native
- Asian
- Black or African American
- Native Hawaiian or Other Pacific Islander
- White
- Unable to Determine
|
2 |
Frequencies: (n= 530) American Indian/Alaska Native = 46;
Asian = 6; Black/African American = 82; Native Hawaiian/Pacific
Islander = 4; White = 403; Unable to determine = 22; Two or more
Races = 32
This field is initialized to spaces, but then is reset to "0,
does not apply." This field should remain initialized to
spaces.
The State's code of "888, question not asked" is mapped to
"unable to determine." This code should be mapped to blank.
The code "998, other race not listed" is mapped to "unable to
determine." The State should remove this option and include actual
other races that individuals are identifying with. If an individual
refuses to identify, or does not identify with one of the AFCARS
race categories, then the State should have a value that represents
"refused to provide race."
Remove from program code the condition: "if a - e = 0, then f =
1." If no race is selected in "a - e," then "f" should be
blank.
Post-site visit analysis: The State removed the
initialization to zeroes.
|
#8 Child Hispanic
Origin
1 = Yes
2 = No
3 = Unable to Determine |
2 |
Frequencies: (n= 530) Yes = 71; No = 378; Unable to
determine = 81
This field is initialized to spaces then reset to "3, unable to
determine." This field should remain initialized to spaces.
State codes "703/unable to determine" and "777/can't find" are
mapped to AFCARS value "unable to determine." Code "777" must be
mapped to blank.
State maps "none" to "unable to determine." "None" must be
mapped to blank.
|
#9 Has Agency Determined
Special Needs?
1 = Yes
2 = No |
2 |
Frequencies: (n= 530) Yes = 370; No = 160
This element is derived from adoption element #10.
Initialized to "no."
See notes in adoption element #10.
Case file findings: There were 3 out of 18 (17%) records
analyzed that were incorrect. In the three cases that did not
match, the AFCARS data indicates "no" and the reviewer indicated
the response is "yes."
|
#10 Primary Basis for
Determining Special Needs
0 = Not Applicable
1 = Racial/Original Background
2 = Age
3 = Membership in a Sibling Group
4 = Medical Conditions or Mental, Physical or Emotional
Disabilities
5 = Other State Defined Special Needs |
2 |
Frequencies: (n=530) Not applicable = 160; Race = 19; Age
= 113; Sibling group = 6; Medical/Mental Condition = 232; other =
0
Initialized to "zero." This needs to be initialized to
blank.
The program code selects a primary basis for AFCARS reporting.
The program code extracts the first condition that is selected by
the worker. The State needs to redesign the collection of this
information in order to specifically designate a primary basis for
special needs.
"Other medical" is not listed as an option on the screen.
State needs to ensure that "at risk" conditions are mapped to
"other."
Case file findings: There were 3 out of 18 (17%) records
analyzed that were incorrect.
|
#11 Mental Retardation |
2 |
Frequencies: (n= 530) Does not apply = 526; Applies =
4
Initialized to "zero." This needs to be initialized to
blank.
Post-site visit analysis: The program code was modified to
initialize to spaces.
|
#12 Visually/Hearing
Impaired |
2 |
Frequencies: (n= 530) Does not apply = 530; Applies =
0
Initialized to "zero." This needs to be initialized to
blank.
There is an error in the program code and this information is
not getting extracted.
Post-site visit analysis: The program code was modified to
initialize to spaces.
|
#13 Physically Disabled |
2 |
Frequencies: (n= 530) Does not apply = 497; Applies =
33
Initialized to "zero." This needs to be initialized to
blank.
Post-site visit analysis: The program code was modified to
initialize to spaces.
|
#14 Emotionally
Disturbed |
2 |
Frequencies: (n= 530) Does not apply = 331; Applies =
199
Initialized to "zero." This needs to be initialized to
blank.
Post-site visit analysis: The program code was modified to
initialize to spaces.
|
#15 Other Diagnosed
Condition |
2 |
Frequencies: (n= 530) Does not apply = 530; Applies =
0
Initialized to "zero." This needs to be initialized to
blank.
This is never assessed in the program code and is not an option
on the input screen. Program code needs to be added to extract and
map appropriately other diagnosed conditions based on the new
screen.
The program code includes a routine that if the response to this
element is "medical conditions or mental, physical or emotional
disabilities," and there are zeroes in elements 11-14, then the
response to element #15 is "applies."
Post-site visit analysis: The program code was modified to
initialize to spaces.
|
#16 Mother's Birth Year |
4 |
Frequencies: (n= 530) Not reported = 61
Upon further analysis during the Post-site visit analysis it was
determined the rating factor given during the on-site visit was
incorrect.
|
#17 Father's Birth Year |
3 |
Frequencies: (n= 530) Not reported = 232
Upon further analysis during the Post-site visit analysis it was
determined the rating factor given during the on-site visit was
incorrect. However, based on the case file analysis it was
determined that there needs to be further attention given to the
accuracy of this data and workers need to enter the information
into the system.
Case file findings: There were 11 out of 22 (50%) records
analyzed that were incorrect. Reviewers noted that this information
could be found on the child's birth certificate.
|
#18 Mother Married at Time of
Child's Birth
1 = Yes
2 = No
3 = Unable to Determine |
2 |
Frequencies: (n=530) Unable to determine = 530
Initialized to "3, unable to determine."
Currently, the State does not collect this information and there
is no program code to extract this information. This is being
addressed with the new system design changes.
Case file findings: There were 9 out of 9 (100%) records
analyzed that were incorrect. In the records analyzed, the
reviewers were able to find the information in the case file.
Post-site visit analysis: The State submitted a screen print
with this question added to it. This approach is adequate and meets
the reporting requirement as a short term solution. However, the
question is on an adoption screen and should be on a screen that
collects information closer to the time the child is removed from
his/her home. The State should add this to the changes in the
"placement/legal" screen.
|
#19 Date of Mother's TPR |
3 |
State may consider removing the program code that is no longer
needed regarding "legally free" status.
Based on the case file findings, the State should assess the
cause for the inaccurate data and make appropriate corrections.
Case file findings: There were 3 out of 24 (13%) records
analyzed that were incorrect.
Post-site visit analysis: The State removed the program code
regarding "legally free" status.
|
#20 Date of Father's TPR |
3 |
State may consider removing the program code that is no longer
needed regarding "legally free" status.
Based on the case file findings, the State should assess the
cause for the inaccurate data and make appropriate corrections.
Case file findings: There were 3 out of 23 (13%) records
analyzed that were incorrect.
Post-site visit analysis: The State removed the program code
regarding "legally free" status.
|
#21 Date Adoption
Legalized |
3 |
Line 5110 in the program code needs to be moved to an earlier
location in the program code. For children that have two
finalization dates, due to a dissolved adoption, the program code
currently picks up the older date and not the new legalization
date. If the code is moved up in the logic, it will work
correctly.
Post-site visit analysis: This line has been moved to line
1750.
|
#22 Adoptive Family
Structure
1 = Married Couple
2 = Unmarried Couple
3 = Single Female
4 = Single Male |
2 |
Frequencies: (n= 530) Married Couple = 371; Unmarried
couple = 17; Single female = 129; Single male = 9; Not reported =
4
Individuals that are "separated" must be mapped to
"married."
State should map same sex couples to unmarried couple.
1st loop looks in the adoption support record. If one is not
found then it goes to the placement setting, assuming that it is
the adoption family. Missing data are probably kids in group homes.
Needs to be corrected.
|
#23 Adoptive Mother's Year of
Birth |
4 |
blank cell |
#24 Adoptive Father's Year of
Birth |
4 |
The program code checks for an "f, female" and maps the data
accordingly. All other information is mapped to the elements for
the father's information. This will not pick up data on same sex
couples that adopt children.
Based on the case file findings, the State should further assess
the cause for the inaccurate data and make appropriate
corrections.
Case file findings: There were 2 out of 14 (14%) records
analyzed that were incorrect.
|
#25 Adoptive Mother's Race
- American Indian or Alaska Native
- Asian
- Black or African American
- Native Hawaiian or Other Pacific Islander
- White
- Unable to Determine
|
2 |
Frequencies: (n=530) American Indian/Alaska Native = 41;
Asian = 6; Black/African American = 58; Native Hawaiian/Pacific
Islander = 3; White = 403; Unable to determine = 33; Two or more
races = 26
This field is initialized to zeroes. This field should be
initialized to spaces. The State's code of "888, question not
asked" is mapped to "unable to determine." This code should be
mapped to blank.
The code "998, other race not listed" is mapped to "unable to
determine." The State should remove this option and include actual
other races that individuals identify. If an individual refuses to
identify, or does not identify with one of the AFCARS race
categories, then the State should have a value that represents
"refused to provide race."
Remove from program code the condition: "if a - e = 0, then f =
1." If no race is selected in "a - e," then "f" should be
blank.
The program code checks for an "f" for female and maps the data
accordingly. All other information is mapped to the elements for
the father's information.
There should never be missing data for this element.
|
#26 Adoptive Mother's
Hispanic Origin
0=Not Applicable
1 = Yes
2 = No
3 = Unable to Determine |
2 |
Frequencies: (n=530) Not applicable = 13; Yes = 71; No =
366; Unable to determine = 80
Initialized to zero then reset to "2, no." This field should be
initialized to spaces.
State codes "703, unable to determine" and "777, can't find" are
mapped to AFCARS value "unable to determine." Code "777" must be
mapped to blank.
State maps "none" to "unable to determine." "None" must be
mapped to blank.
The program code checks for an "f" for female and maps the data
accordingly. All other information is mapped to the elements for
the father's information.
|
#27 Adoptive Father's Race
- American Indian or Alaska Native
- Asian
- Black or African American
- Native Hawaiian or Other Pacific Islander
- White
- Unable to Determine
|
2 |
Frequencies: (n=530) American Indian/Alaska Native = 32;
Asian = 6; Black/African American = 39; Native Hawaiian/Pacific
Islander = 3; White = 336; Unable to determine = 35; Two or more
races = 21
This field is initialized to zero. This field should be
initialized to spaces.
The State's code of "888, question not asked" is mapped to
"unable to determine." This code should be mapped to blank.
The code "998, other race not listed" is mapped to "unable to
determine." The State should remove this option and include actual
other races that individuals identify. If an individual refuses, or
does not identify themselves with one of the AFCARS race
categories, then the State should have a value that represents
"refused to provide race."
Remove from program code the condition: "if a - e = 0, then f =
1." If no race is selected in a - e, then f should be blank.
The program code checks for an "f" for female and maps the data
accordingly. All other information is mapped to the elements for
the father's information. This will not pick up data on same sex
couples that adopt children.
There should never be missing data for this element.
|
#28 Adoptive Father's
Hispanic Origin
0=Not Applicable
1 = Yes
2 = No
3 = Unable to Determine |
2 |
Frequencies: (n=530) Not applicable = 100; Yes = 59; No =
306; Unable to determine = 65
Initialized to zero then reset to "3." This field should remain
initialized to spaces.
State codes "703, unable to determine" and "777, can't find" are
mapped to AFCARS value "unable to determine." Code "777" must be
mapped to blank.
State maps "none" to "unable to determine." "None" must be
mapped to blank.
The program code checks for an "f" for female and maps the data
accordingly. All other information is mapped to the elements for
the father's information. This will not pick up data on same sex
couples that adopt children.
There should never be missing data for this element.
|
#29 -32
0 = Does not Apply
1 = Applies |
blank cell |
Line 4080 in the program code checks for birth mom or dad. State
does not know why this is in the code. This needs to be removed.
This may explain why there is a zero response for relative
adoption.
State needs to review and revise the program code for these
elements and make modifications.
Post-site visit analysis: The State submitted revised screen
prints with this information added as a field on the screen that is
mandatory. The screen allows for a single selection only and must
be modified to allow worker to enter all that apply.
|
#29 Relationship of Adoptive
Parent to Child - Stepparent |
2 |
Frequencies: (n=530) Applies = 10; does not apply =
520
Initialized to "zero."
Post-site visit analysis: The State removed the
initialization to zero.
|
#30 Relationship of Adoptive
Parent to Child - Other Relative |
2 |
Frequencies: (n=530) Applies = 0; does not apply =
530
Initialized to "zero." Post-site visit analysis: The State
removed the initialization to zero.
State does have relative adoptions. There seems not to be a
specific screen where this information can be drawn from. State
believes that they need to add a question as to whether or not the
person adopting the child is a relative. The adoption support
screen may be a possibility.
Case file findings: There were 4 out of 21 (19%) records
analyzed that were incorrect. In the incorrect records, the
relationship of the adopting parent to the child was a relative.
This item was marked as "does not apply" and element #32 marked as
"applies."
|
#31 Relationship of Adoptive
Parent to Child - Foster Parent |
2 |
Frequencies: (n=530) Applies = 323; does not apply =
207
Initialized to "zero." Post-site visit analysis: The State
removed the initialization to zero.
Program code line 7300 - 7360 Looks for "FN and FH"
|
#32 Relationship of Adoptive
Parent to Child - Other Non-Relative
0=Does Not Apply
1=Applies |
2 |
Frequencies: (n=530) Applies = 203; does not apply =
327
Initialized to "zero." Post-site visit analysis: The State
removed the initialization to zero.
Derived from 29 - 31, if all are zero, then element #32 is
"applies" (8310). This should not be derived. State needs to ensure
that information for elements #29 - 32 are each individually
collected.
Case file findings: There were 4 out of 21 (19%) records
analyzed that were incorrect. See the note in adoption element
#30.
|
#33 Child Was Placed
from
1 = Within State
2 = Another State
3 = Another Country |
4 |
blank cell |
#34 Child Was Placed by
1 = Public Agency
2 = Private Agency
3 = Tribal Agency
4 = Independent Person
5 = Birth Parent |
4 |
blank cell |
#35 Receiving Monthly
Subsidy
1=Yes
2=No |
4 |
Frequencies: (n=530) Yes = 520; No = 10
|
#36 Monthly Amount |
4 |
Initialized to "zero."
State asked if child care should be included in the monthly
amount. Response: If the monthly subsidy agreed upon and included
in the adoption agreement also includes a child care payment, the
State should include it in the amount reported in this element.
Case file findings: There were 5 out of 10 (50%) records
analyzed that were incorrect.
Post-site visit analysis: The State removed the
initialization to zero. Also, the State submitted a screen print
indicating that a field has been added to indicate that the
"initial subsidy" amount is included on the adoption
agreement.
|
#37 Adoption Assistance -
IV-E |
4 |
|
|