Technical Bulletin #6

AFCARS Foster Care Data Element Standards

REVISED: March, 2000^1,2,

Foster Care Data Element Standards

#

Data Element Name

Field Size

Missing Data Standard

Valid Codes

Internal Consistency Standard

Compliance Standards

1

CORE

State

2

Always required.

State FIPS code for State submitting report

No internal consistency standard.

100% of records must have valid values.

2

CORE

Report Period Ending Date

6

Always required.

cc yy mm

cc=century year;

yy=00-99;

mm=03, 09

No internal consistency standard.

100% of records must have valid values.

3

CORE

Local Agency (FIPS Code)

5

Always required.

5 digit FIPS code

The Local Agency must be the county or a county equivalent unit that has the responsibility for the case.

100% of records must have valid values.

4

CORE

Record Number

12

Always required.

Any ASCII character except @, $, #, or %.

No internal consistency standard.

100% of records must have valid values.

5

Date of Most Recent Periodic Review

8

May be left blank if child has been in care less than nine months.

Blank,

cc yy mm dd

cc=century year;

yy=00-99;

mm=01-12;

dd=01-31

If foster care element #21 (Date of Latest Removal) is less than 9 months prior to foster care element #2 (Reporting Period Ending Date), then this field may be left blank.

If foster care element #21 is greater than 9 months from foster care element #2, then this field must not be more than 9 months prior to foster care element #2.

90% of records that do not meet the criteria for core.

6

CORE

Date of Birth

8

Always required (if unknown, enter an approximate date of birth, using the 15^th as the day of birth).

cc yy mm dd

cc=century year;

yy=00-99;

mm=01-12;

dd=15

No internal consistency standard.

90% of records must have valid values.

7

CORE

Sex

1

Always required.

1-2

1 = Male

2 = Female

No internal consistency standard.

90% of records must have valid values.

8

CORE

Race

a. American Indian or Alaska Native

b. Asian

c. Black or African American

d. Native Hawaiian or Other Pacific Islander

e. White

f. Unable to Determine

6

Always required.

0 = does not apply

1= applies

If at least one of the race categories a-e is selected (coded as 1) then f cannot also apply. A combination of a 1 in any category a-e and a 1 in f will result in an error. In addition, if all race categories a-f are all 0s, this will result in an error.

90% of records must have valid values.

9

CORE

Hispanic or Latino Ethnicity

1

Always required.

1-3

1 = Yes

2 = No

3 = Unable to Determine

No internal consistency standard.

90% of records must have valid values.

10

Has Child Been Clinically Diagnosed with Disability(ies)

1

Only required if neither Criteria I nor II are met.^*

1-3

1 = Yes

2 = No

3 = Not Yet Determined

No internal consistency standard.

90% of records that do not meet the criteria for core.

11

Mental Retardation

1

Only required if neither Criteria I nor II are met. ^*

0-1

0 = Condition Does Not Apply

1 = Condition Applies

If child has been identified as having a disability(ies) (foster care element #10 = 1), then at least one of foster care elements #11 through #15 must have a value = 1.

90% of records that do not meet the criteria for core.

12

Visually or Hearing Impaired

1

Only required if neither Criteria I nor II are met. ^*

0-1

0 = Condition Does Not Apply

1 = Condition Applies

If child has been identified as having a disability(ies) (foster care element #10 = 1), then at least one of foster care elements #11 through #15 must have a value = 1.

90% of records that do not meet the criteria for core.

13

Physically Disabled (Child)

1

Only required if neither Criteria I nor II are met. ^*

0-1

0 = Condition Does Not Apply

1 = Condition Applies

If child has been identified as having a disability(ies) (foster care element #10 = 1), then at least one of foster care elements #11 through #15 must have a value = 1.

90% of records that do not meet the criteria for core.

14

Emotionally Disturbed (DSM- IV)

1

Only required if neither Criteria I nor II are met. ^*

0-1

0 = Condition Does Not Apply

1 = Condition Applies

If child has been identified as having a disability(ies) (foster care element #10 = 1), then at least one of foster care elements #11 through #15 must have a value = 1.

90% of records that do not meet the criteria for core.

15

Other Medically Diagnosed Conditions Requiring Special Care

1

Only required if neither Criteria I nor II are met. ^*

0-1

0 = Condition Does Not Apply

1 = Condition Applies

If child has been identified as having a disability(ies) (foster care element #10 = 1), then at least one of foster care elements #11 through #15 must have a value = 1.

90% of records that do not meet the criteria for core.

16

Has Child Ever Been Adopted?

1

Only required if neither Criteria I or II are met. ^*

1-3

1 = Yes

2 = No

3 = Unable to Determine

No internal consistency standard.

90% of records that do not meet the criteria for core.

17

If Yes, How Old Was Child When Adoption Was Legalized?

1

Only required if foster care element #16 (Has child ever been adopted?) = 1.

0-5

0 = Not Applicable

1=less than 2 years old

2=2-5 years old

3=6 to 12 years old

4=13 years or older

5 = Unable to Determine

If child has been adopted (foster care element #16 = 1), then this field must have a value of 1 through 5.

90% of records that do not meet the criteria for core.

18

Date of First Removal From Home

8

Only required if neither Criteria I nor II are met. ^*

cc yy mm dd

cc=century year;

yy=00-99;

mm=01-12; dd=01-31

No internal consistency standard.

90% of records that do not meet the criteria for core.

19

Total Number of Removals From Home to Date

2

Only required if neither Criteria I nor II are met. ^*

01-99

No internal consistency standard.

90% of records that do not meet the criteria for core.

20

Date Child Was Discharged from Last Foster Care Episode

8

Required if current episode is not first episode.

Blank, cc yy mm dd

cc=century year;

yy=00-99;

mm=01-12;

dd=01-31

If foster care element #19 (Total Numbers of Removals From Home to Date) has a value = 1, then this field must be blank.

If foster care element #19 is ³ 2, then this field must not be blank.

If this field is not blank, it must be a date prior to foster care element #21 (Date of Latest Removal From Home).

90% of records that do not meet the criteria for core.

21

CORE

Date of Latest Removal from Home

8

Always required.

cc yy mm dd

cc=century year;

yy=00-99;

mm=01-12;

dd=01-31

This date must be equal to or prior to foster care element #23 (Date of Placement in Current Foster Care Setting).

90% of records must have valid values.

22

CORE

Removal Transaction Date

8

Always required.

cc yy mm dd

cc=century year;

yy=00-99;

mm=01-12;

dd=01-31

This field must be later than or equal to the date entered in foster care element #21 (Date of Latest Removal from Home).

90% of records must have valid values.

23

Date of Placement in Current Foster Care Setting

8

Only required if neither Criteria I nor II are met. ^*

cc yy mm dd

cc=century year;

yy=00-99;

mm=01-12;

dd=01-31

No internal consistency standard.

90% of records that do not meet the criteria for core.

24

Number of Previous Placement Settings During This Removal Episode?

2

Only required if neither Criteria I nor II are met. ^*

01-99

No internal consistency standard.

90% of records that do not meet the criteria for core.

25

Manner of Removal from Home for Current Removal Episode

1

Only required if neither Criteria I nor II are met. ^*

1-3

1 = Voluntary

2 = Court Ordered

3 = Not Yet Determined

If foster care element #5 (Date of Most Recent Periodic Review) is not blank, then this field cannot have a value equal to 3.

90% of records that do not meet the criteria for core.

26

Physical Abuse (alleged/reported)

1

Only required if neither Criteria I nor II are met. ^*

0-1

0 = Condition Does Not Apply

1=Condition Applies

At least one of the foster care elements #26 through #40 must have a value equal to 1.

90% of records that do not meet the criteria for core.

27

Sexual Abuse (alleged/reported)

1

Only required if neither Criteria I nor II are met. ^*

0-1

0 = Condition Does Not Apply

1 = Condition Applies

At least one of the foster care elements #26 through #40 must have a value equal to 1.

90% of records that do not meet the criteria for core.

28

Neglect (alleged/reported)

1

Only required if neither Criteria I nor II are met. ^*

0-1

0 = Condition Does Not Apply

1 = Condition Applies

At least one of the foster care elements #26 through #40 must have a value equal to 1.

90% of records that do not meet the criteria for core.

29

Alcohol Abuse (parent)

1

Only required if neither Criteria I nor II are met. ^*

0-1

0 = Condition Does Not Apply

1 = Condition Applies

At least one of the foster care elements #26 through #40 must have a value equal to 1.

90% of records that do not meet the criteria for core.

30

Drug Abuse (parent)

1

Only required if neither Criteria I nor II are met. ^*

0-1

0 = Condition Does Not Apply

1 = Condition Applies

At least one of the foster care elements #26 through #40 must have a value equal to 1.

90% of records that do not meet the criteria for core.

31

Alcohol Abuse (child)

1

Only required if neither Criteria I nor II are met.*

0-1

0 = Condition Does Not Apply

1 = Condition Applies

At least one of the foster care elements #26 through #40 must have a value equal to 1.

90% of records that do not meet the criteria for core.

32

Drug Abuse (child)

1

Only required if neither Criteria I nor II are met. ^*

0-1

0 = Condition Does Not Apply

1 = Condition Applies

At least one of the foster care elements #26 through #40 must have a value equal to 1.

90% of records that do not meet the criteria for core.

33

Child's Disability

1

Only required if neither Criteria I nor II are met. ^*

0-1

0 = Condition Does Not Apply

1 = Condition Applies

At least one of the foster care elements #26 through #40 must have a value equal to 1.

90% of records that do not meet the criteria for core.

34

Child's Behavior Problem

1

Only required if neither Criteria I nor II are met. ^*

0-1

0 = Condition Does Not Apply

1 = Condition Applies

At least one of the foster care elements #26 through #40 must have a value equal to 1.

90% of records that do not meet the criteria for core.

35

Death of Parent(s)

1

Only required if neither Criteria I nor II are met. ^*

0-1

0 = Condition Does Not Apply

1 = Condition Applies

At least one of the foster care elements #26 through #40 must have a value equal to 1.

90% of records that do not meet the criteria for core.

36

Incarceration of Parent(s)

1

Only required if neither Criteria I nor II are met. ^*

0-1

0 = Condition Does Not Apply

1 = Condition Applies

At least one of the foster care elements #26 through #40 must have a value equal to 1.

90% of records that do not meet the criteria for core.

37

Caretaker's Inability to Cope Due to Illness or Other Reason

1

Only required if neither Criteria 1 nor II are met.*

0-1

0 = Condition Does Not Apply

1 = Condition Applies

At least one of the foster care elements #26 through #40 must have a value equal to 1.

90% of records that do not meet the criteria for core.

38

Abandonment

1

Only required if neither Criteria 1 nor II are met.^*

0-1

0 = Condition Does Not Apply

1 = Condition Applies

At least one of the foster care elements #26 through #40 must have a value equal to 1.

90% of records that do not meet the criteria for core.

39

Relinquishment

1

Only required if neither Criteria I nor II are met.^*

0-1

0 = Condition Does Not Apply

1 = Condition Applies

At least one of the foster care elements #26 through #40 must have a value equal to 1.

90% of records that do not meet the criteria for core.

40

Inadequate Housing

1

Only required if neither Criteria I nor II are met.*

0-1

0 = Condition Does Not Apply

1 = Condition Applies

At least one of the foster care elements #26 through #40 must have a value equal to 1.

90% of records that do not meet the criteria for core.

41

Current Placement Setting

1

Always required.

1-8

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

No internal consistency standard.

90% of records must have valid values.

42

CORE

Out of State Placement

1

Required if Criteria II isn't met regardless whether Criteria I is met. *

1-2

1 = yes

2 = no

No internal consistency standard.

90% of records that do not meet Criteria II must have valid values. ^*

43

CORE

Most Recent Case Plan Goal

1

Required for all cases except those in Criteria I. ^*

1-7

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

No internal consistency standard.

90% of records for children who have been in care more then 30 days.

44

Caretaker Family Structure

1

Only required if neither Criteria I nor II are met. ^*

1-5

1 = Married Couple

2 = Unmarried Couple

3 = Single Female

4 = Single Male

5 = Unable to Determine

No internal consistency standard.

90% of records that do not meet the criteria for core.

45

Year of Birth (1^st Principal Caretaker)

4

Only required if neither Criteria I nor II are met and foster care element #44 (Caretaker Family Structure) has a value of 1 through 4. (May leave blank if foster care element #44 equals 5.)^*

cc yy

cc=century year;

yy=00-99

No internal consistency standard.

90% of records that do not meet the criteria for core.

46

Year of Birth (2^nd Principal Caretaker - if applicable)

4

May leave blank if only 1 caretaker (foster care element #44 = 3, 4, or 5).

cc yy

cc=century year;

yy=00-99

No internal consistency standard.

90% of records that do not meet the criteria for core.

47

Date of Mother's Parental Rights Termination (if applicable)

8

Only required if neither Criteria I nor II are met. ^*

cc yy mm dd

cc=century year;

yy=00-99;

mm=01-12;

dd=01-31

This field must not be blank if foster care element #58 (Reason for Discharge) equals 3 (Adoption).

90% of records that do not meet the criteria for core.

48

Date of Legal or Putative Father's Parental Rights Termination (if applicable)

8

Only required if neither Criteria I nor II are met. ^*

cc yy mm dd

cc=century year;

yy=00-99;

mm=01-12;

dd=01-31

This field must not be blank if foster care element #58 (Reason for Discharge) equals 3 (Adoption).

90% of records that do not meet the criteria for core.

49

Foster Family Structure

1

May be left blank if child is not in foster home or preadoptive home (foster care element #41 = 1, 2, or 3).

0-4

0=Not Applicable

1 = Married Couple

2 = Unmarried Couple

3 = Single Female

4 = Single Male

If foster care element #41 (Current Placement Setting) has a value = 4, 5, 6, 7 or 8 (indicating that the child is not in a foster family or pre-adoptive home), then foster care element #49 should be 0.

90% of records that do not meet the criteria for core.

50

Year of Birth (1^st Foster Caretaker)

4

May be left blank if child is not in foster home or preadoptive home (foster care element #41 = 1, 2, or 3).

Blank, cc yy

cc=century year;

yy=00-99

If foster care element #41 (Current Placement Setting) has a value = 4, 5, 6, 7 or 8 (indicating that the child is not in a foster family or pre-adoptive home), then foster care elements #50 and #51 should be blank.

90% of records that do not meet the criteria for core.

51

Year of Birth (2^nd Foster Caretaker)

4

May be left blank if child is not in foster home or preadoptive home (foster care element #41 = 1, 2, or 3).

Blank, cc yy

cc=century year;

yy=00-99

If foster care element #41 (Current Placement Setting) has a value = 4, 5, 6, 7 or 8 (indicating that the child is not in a foster family or pre-adoptive home), then foster care elements #50 and #51 should be blank.

90% of records that do not meet the criteria for core.

52

Race of 1^st Foster Caretaker

a. American Indian or Alaska Native

b. Asian

c. Black or African American

d. Native Hawaiian or Other Pacific Islander

e. White

f. Unable to Determine

6

May be left blank if child is not in foster home or preadoptive home (foster care element #41 = 1, 2, or 3).

0 = does not apply

1= applies

If foster care element #41 (Current Placement Setting) has a value = 4, 5, 6, 7 or 8 (indicating that the child is not in a foster family or pre-adoptive home), then foster care elements #52 and #54 should be left blank and foster care elements #53 and #55 should be 0.

If at least one of the race categories a-e is selected (coded as 1) then f cannot also apply. A combination of a 1 in any category a-e and a 1 in f will result in an error. In addition, if all race categories a-f are all 0s, this will result in an error.

90% of records that do not meet the criteria for core.

53

Hispanic or Latino Ethnicity of 1^st Foster Caretaker

1

May be left blank if child is not in foster home or preadoptive home (foster care element #41 = 1, 2, or 3).

0-3

0 = Not Applicable

1 = Yes

2 = No

3 = Unable to Determine

If foster care element #41 (Current Placement Setting) has a value = 4, 5, 6, 7 or 8 (indicating that the child is not in a foster family or pre-adoptive home), then foster care elements #52 and #54 should be left blank and foster care elements #53 and #55 should be 0.

90% of records that do not meet the criteria for core.

54

Race of 2^nd Foster Caretaker (if applicable)

a. American Indian or Alaska Native

b. Asian

c. Black or African American

d. Native Hawaiian or Other Pacific Islander

e. White

f. Unable to Determine

6

May be left blank if child is not in foster home or preadoptive home (foster care element #41 = 1, 2, or 3).

0 = does not apply

1= applies

If foster care element #41 (Current Placement Setting) has a value = 4, 5, 6, 7 or 8 (indicating that the child is not in a foster family or pre-adoptive home) then foster care elements #52 and #54 should be left blank and foster care elements #53 and #55 should be 0.

If at least one of the race categories a-e is selected (coded as 1) then f cannot also apply. A combination of a 1 in any category a-e and a 1 in f will result in an error. In addition, if all race categories a-f are all 0s, this will result in an error.

90% of records that do not meet the criteria for core.

55

Hispanic or Latino Ethnicity of 2^nd Foster Caretaker (if applicable)

1

May be left blank if child is not in foster home or preadoptive home.

0-3

0 = Not Applicable

1 = Yes

2 = No

3 = Unable to Determine

If foster care element #41 (Current Placement Setting) has a value = 4, 5, 6, 7 or 8 (indicating that the child is not in a foster family or pre-adoptive home), then foster care elements #52 and #54 should be left blank and foster care elements #53 and #55 should be 0.

90% of records that do not meet the criteria for core.

56

CORE

Date of Discharge from Foster Care

8

No missing data standard. Leave blank if child was not discharged from foster care.

cc yy mm dd

cc=century year;

yy=00-99;

mm=01-12;

dd=01-31

If this foster care element is applicable, the date entered must be later than the Date of Last Removal From Home (foster care element #21).

90% of records that do not meet the criteria for core.

57

CORE

Foster Care Discharge Transaction Date

8

No missing data standard. Leave blank if date of discharge (#56) has not been entered.

cc yy mm dd

cc=century year;

yy=00-99;

mm=01-12;

dd=01-31

If foster care element #56 (Date of Discharge from Foster Care) is present this foster care element must not be blank and must be later than or equal to the date entered in foster care element #56.

90% of records that do not meet the criteria for core.

58

CORE

Reason for Discharge

1

Should be left blank if child has not been discharged yet (foster care element #56 is not blank).

0-8

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

No internal consistency standard.

90% of records that do not meet the criteria for core.

59

Title IV-E (Foster Care)

1

Only required if neither Criteria I nor II are met. ^*

0 = Condition Does Not Apply

1 = Condition Applies

At least one of the foster care elements #59 through #65 must have a value of 1.

90% of records that do not meet the criteria for core.

60

Title IV-E (Adoption Assistance)

1

Only required if neither Criteria I nor II are met. ^*

0-1

0 = Condition Does Not Apply

1 = Condition Applies

At least one of the foster care elements #59 through #65 must have a value of 1.

90% of records that do not meet the criteria for core.

61

Title IV-A

1

Only required if neither Criteria I nor II are met. ^*

0-1

0 = Condition Does Not Apply

1 = Condition Applies

At least one of the foster care elements #59 through #65 must have a value of 1.

90% of records that do not meet the criteria for core.

62

Title IV-D (Child Support)

1

Only required if neither Criteria I nor II are met. ^*

0-1

0 = Condition Does Not Apply

1 = Condition Applies

At least one of the foster care elements #59 through #65 must have a value of 1.

90% of records that do not meet the criteria for core.

63

Title XIX (Medicaid)

1

Only required if neither Criteria I nor II are met. ^*

0-1

0 = Condition Does Not Apply

1 = Condition Applies

At least one of the foster care elements #59 through #65 must have a value of 1.

90% of records that do not meet the criteria for core.

64

SSI or Other Social Security Benefits

1

Only required if neither Criteria I nor II are met. ^*

0-1

0 = Condition Does Not Apply

1 = Condition Applies

At least one of the foster care elements #59 through #65 must have a value of 1.

90% of records that do not meet the criteria for core.

65

None of the Above

1

Only required if neither Criteria I nor II are met. ^*

0-1

0 = Condition Does Not Apply

1 = Condition Applies

At least one of the foster care elements #59 through #65 must have a value of 1.

90% of records that do not meet the criteria for core.

66

Amount of Monthly Foster Care Payment

5

A blank in this field indicates that the State does not have the information for this foster care element.

00000-99999

90% of records that do not meet the criteria for core.