Federal and = State Reporting Systems - Questions and Answers from the 2008 NYTD = Technical Assistance Meeting

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Home = > Federal=20 & State Reporting Systems > Federal=20 Guidance > Questions and Answers from the 2008 NYTD Technical = Assistance=20 Meeting

Questions and Answers from the 2008 NYTD Technical = Assistance=20 Meeting

Disclaimer: On July 23-25, 2008, the Children's = Bureau=20 (CB) presented a series of briefings on the National Youth in Transition = Database regulation in which State participants submitted the following=20 questions. All additional NYTD questions should be directed to the = State's CB=20 Regional Office Specialist.

Reporting Requirements and Reporting Populations

Question: If a youth receives independent living = services=20 paid for or provided by a State CFCIP agency and then moves to another = State=20 and receives independent living services from that State=92s CFCIP = agency during=20 the same reporting period, which State reports on this youth?

Answer: Both. A youth is in the = served=20 population if she/he receives an independent living service paid for = or=20 provided by the State CFCIP agency during the reporting period. If two = States=20 served a particular youth during the same reporting period, they both = would=20 report on all the relevant data elements for the particular youth = including=20 basic demographics, characteristics, and independent living services = received=20 as appropriate. It is possible for a single youth to be in more than = one=20 State=92s served population.
Question: If one State provides Education and = Training=20 Voucher (ETV) funds to a youth and another State provides other Chafee = funded=20 independent living services to the same youth, which State reports on = the=20 youth?

Answer: Both. A youth is in the = served=20 population if she/he receives an independent living service paid for = or=20 provided by the State CFCIP agency during the reporting period, = including=20 education financial assistance (data element 32) such as ETV. If two = States=20 served a particular youth during the same reporting period, they both = would=20 report on all the relevant data elements for the particular youth = including=20 basic demographics, characteristics, and independent living services = received=20 as appropriate. Again, it is possible for a single youth to be in more = than=20 one State=92s served population.
Question: Do we exclude from our NYTD reporting a = youth=20 who exits foster care before age 17, but returns to the agency to = request=20 independent living services at age 18?

Answer: Yes, the youth in question = would not=20 be a member of the baseline population, because the youth exited = foster care=20 before reaching age 17. If the youth is receiving at least one = independent=20 living service paid for or provided by the State agency, however, the = youth is=20 still in the served population for that reporting period.
Question: Does the youth have to be in foster care = when=20 they receive an independent living service?

Answer: No. For NYTD data = collection=20 purposes, the served population includes any youth who receives at = least one=20 independent living service during a reporting period regardless of = foster care=20 status.
Question: How do we determine what age groups = should be=20 considered in the served population? Do we determine the served = population as=20 those defined as eligible for services under Chafee?

Answer: For NYTD, the State does = not=20 determine the served population based on youth age or eligibility for = Chafee=20 services. Rather, the served population includes any youth who = receives at=20 least one independent living service during a reporting period = regardless of=20 any other characteristic. We acknowledge that States may restrict = eligibility=20 for independent living services to particular age groups. For the = purposes of=20 collecting data on the served population, however, we do not make a=20 distinction between a youth that is eligible or ineligible for a = State's=20 Chafee services.
Question: Does a State have = to=20 report on a youth who is not eligible to receive independent living = services=20 but who is in care at age 17?

Answer: If the youth in question = was in=20 foster care at some point during the 45 days after his or her 17th = birthday in=20 a year in which baseline data is due, then the youth would be in the = baseline=20 population. Whether the youth is eligible to receive services is not = relevant=20 to his or her inclusion in the baseline population.
Question: If a youth turns age 17 less than 45 = days before=20 the end of a Federal fiscal year (FFY) in which baseline outcomes data = must be=20 collected, then do States still report outcomes data? If yes, when = does=20 outcomes data need to be obtained?

Answer: Yes, a youth in foster care = who turns=20 age 17 before the end of a FFY in which baseline = outcomes=20 data must be collected is a member of the baseline population and the = State is=20 to collect youth outcomes data within 45 days following the youth's = 17th=20 birthday. The State is to report the information in the report period = which=20 corresponds with the date of the outcomes data collection (i.e., data = element=20 35).
Question: If a youth enters foster care at age 17 = years,=20 six months then they would not be in the baseline or follow-up = populations,=20 correct?

Answer: Correct.
Question: If a child turns age 17 on October 2, = 2010, is=20 the child reported on in both reporting periods (October 1, 2010 =96 = March 31,=20 2011 and April 1, 2011 =96 September 30, 2011)?

Answer: Each State is to submit a = single data=20 file to ACF semiannually comprised of data on all youth in the served=20 population, and if applicable, youth in the baseline or follow-up = population=20 (45 CFR 1356.82 and 1356.83(a) through (e)). In a year in which data=20 collection is not required on the baseline or follow-up populations, a = State=20 must still submit to ACF a data file comprised of youth of any age who = are in=20 the served population for a report period. For the served population, = as long=20 as a youth is receiving an independent living service that is paid for = or=20 provided by the State agency in a six-month report period, then the = State is=20 required to report to ACF information on those services (45 CFR = 1356.81(a) and=20 1356.82(a)(1)).
Question: Since age is a primary variable = determining the=20 NYTD reporting populations, what is the implication of an incorrect = date of=20 birth that, once corrected, would include or exclude a child from one = of the=20 reporting populations? How would this impact data element 35?

Answer: A State that reports an = incorrect=20 date of birth for a youth risks committing errors in the State's data = file=20 submission and, consequently, could be subject to penalties for=20 noncompliance.
Question: If youth that are deceased, = incapacitated, or=20 incarcerated are excluded from calculation of outcomes survey = participation=20 rate, then can the State remove these youth from the NYTD data file = prior to=20 submission to ACF?

Answer: No. The State cannot remove = records=20 for youth that are deceased, incapacitated, or incarcerated from the = NYTD data=20 file before submitting the file to ACF. For these particular = subgroups, the=20 State would report "Youth incapacitated", "Incarcerated", or "Death" = as=20 appropriate for data element 34 (outcomes reporting status) and these = youth=20 would be excluded by ACF from the calculation determining the State's=20 compliance with the foster care youth participation rate and = discharged youth=20 participation rate standards. The State is still required to provide = the=20 youth's record to properly account for the experience of youth = reported as in=20 the baseline population.
Question: Youth that have runaway and remain = missing for=20 over six months are generally discharged from foster care. Do States = still=20 need to report on these youth and their outcomes?

Answer: It depends. If a youth on = runaway=20 status has been discharged from foster care before reaching his/her = 17th=20 birthday during a Federal fiscal year in which baseline outcomes data = is due,=20 then the State is not responsible for administering the youth outcomes = survey.=20 Youth who are age 17 in the applicable fiscal year but who have run = away are=20 considered to be part of the baseline population if they are still = under the=20 placement and care responsibility of the State title IV-B/IV-E agency. = If the=20 youth is on runaway status at the time(s) that the State attempts = outcomes=20 data collection, the State will report the youth as having runaway in = the=20 outcomes reporting status element (45 CFR 1356.83(g)(34)) to explain = why that=20 youth's information was not collected. The State would also be = responsible for=20 collecting information on the data elements relevant to a member of = the served=20 population if the youth received at least one independent living = service=20 during a reporting period.
Question: How would a State report on youth who = move from=20 their home State after being counted in the home State's baseline=20 population?

Answer: The home State is = responsible=20 for administering the youth outcomes survey to youth in the follow-up=20 population regardless of where the youth resides. We anticipate = offering=20 technical assistance on strategies States may employ to assist in = locating=20 youth after they leave foster care.
Question: Which State reports outcomes data for an = ICPC=20 youth in the baseline or follow-up populations, the sending State or = the=20 receiving State?

Answer: The "sending" State. = A youth=20 that is included in a State's baseline population remains in that = State's=20 baseline population for the purposes of follow-up outcomes data = collection.=20 States are responsible for administering the youth outcomes survey to = youth in=20 the follow-up population regardless of where the youth resides. We = anticipate=20 offering technical assistance on strategies States may employ to = assist in=20 locating youth after they leave foster care.
Question: Can you elaborate on the type of youth = that will=20 be waived from participation in the served population and the baseline = population? For example, is a youth with a disability waived from the = NYTD=20 data collection requirements and/or do States have the responsibility = to=20 complete the information for them?

Answer: The term "waive" is not = applicable to=20 the NYTD. No youth may be excluded from the served population if the = State=20 pays for or provides an independent living service to that youth = during a=20 reporting period. For a youth with a disability, a State has the = discretion to=20 choose the methods, if any, by which it determines that a youth in the = baseline population is unable to participate in the outcomes data = collection=20 due to an incapacitating permanent or temporary mental condition (45 = CFR=20 1356.82(a)(2) and 1356.83(g)(34)(iv)). A State may select the method = for=20 administering the youth outcomes survey, including providing = assistance in=20 recording youth responses (i.e. filling out a survey for a youth with = a=20 disability as the youth provides responses to the survey questions). A = State,=20 however, may not supply responses to the survey questions from any = source=20 other than the youth. If a State determines that a youth is unable to=20 participate in outcomes data collection due to an incapacitating = condition,=20 the State would report "youth incapacitated" for data element 34 and = would not=20 be responsible for reporting further outcomes information on the = youth.
Question: How severe must a youth's disability be = to=20 exclude them from the baseline or follow-up populations?

Answer: A State has the discretion = to=20 determine whether a youth in the baseline population is unable to = participate=20 in the outcomes data collection due to an incapacitating permanent or=20 temporary mental condition (45 CFR 1356.82(a)(2) and = 1356.83(g)(34)(iv)). If a=20 State determines that a youth is unable to participate in outcomes = data=20 collection due to an incapacitating condition, the State would report = "youth=20 incapacitated" for data element 34 and would not be responsible for = reporting=20 further outcomes information on the youth as a member of the baseline=20 population. Because the youth did not participate in outcomes data = collection=20 as a member of the baseline population, the youth is not a member of = the=20 follow-up population.
Question: If the State surveys a youth in the = follow-up=20 population in a subsequent reporting period following the reporting = period in=20 which the youth turned age 19 or 21, should the State still submit the = outcomes data?

Answer: Yes. States are encouraged = to submit=20 outcomes data collected from youth in the follow-up population in a = subsequent=20 reporting period in order to maintain the continuity and completeness = of the=20 data available for current and future use. Failing to administer the = youth=20 outcomes survey to a member of the follow-up population during the = reporting=20 period in which the youth turns age 19 or 21 is out of compliance with = the=20 NYTD data collection schedule and may result in a = penalty.

Back=20 to Top

Sampling

Question: What do "Py" and "Pn" actually stand for = in the=20 calculation for determining sample size for the follow-up = population?

Answer: "Py" is the estimated = proportion in=20 the population with the characteristic of interest and "Pn" is (1 - = Py). If Py=20 =3D 0.5, then Pn =3D 1 - 0.5 =3D 0.5. A value of 0.5 for Py maximizes = the sample=20 size and (Py)(Pn) =3D 0.5(0.5) =3D 0.25.
Question: Why do we have to use a Z coefficient of = 1.645?

Answer: For the purpose of = sampling, ACF has=20 determined that a 90 percent confidence interval provides a balance = between=20 larger and smaller sample sizes for NYTD data reporting. When a 90 = percent=20 confidence level is desired, the coefficient from a standard normal=20 probability distribution (a Z-value) is 1.645.
Question: Is a single sample drawn from the = baseline=20 population for the entire FFY or from each of the two reporting = periods during=20 the FFY?

Answer: The State is to draw the = sample from=20 the entire FFY's baseline population that has participated in the = outcomes=20 data collection (see 73 FR 10345) and not separately for each = reporting=20 period.

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Data Elements

Question: Were the data elements vetted by=20 disproportionality experts to ensure that there are no hidden dangers = in the=20 language and definitions in order to promote proportionate outcomes = and=20 reporting?

Answer: In developing the rule we = engaged in=20 an extensive consultation process on the information that would = comprise the=20 NYTD. Our consultation included national discussion groups with child = welfare=20 agency administrators and independent living coordinators at the = State,=20 Tribal, and local levels; public and private agency youth service = providers;=20 technical assistance providers; child welfare advocates; group home = staff and=20 administrators; and current and former foster youth and foster = parents. We=20 also conducted a pilot test of the draft data elements in seven States = and one=20 Indian Tribe and formed a work group of national associations, = resource=20 centers and State and Tribal representatives to analyze the results of = the=20 pilot test. Experts, advocates, and other representatives from the = child=20 welfare field provided public comment to the proposed rule and we = incorporated=20 some of these suggestions into the final NYTD Final regulation.
Question: If a foster parent provides some type of = transitioning service (i.e., dishwashing or opening a checking = account)=20 whether or not the youth was in the Independent Living Program, do = these=20 services "count" for data elements relating to independent living = services=20 (data elements 20-33) even if they are not paid for with Chafee = funds?

Answer: Data elements 20-33 collect = information on independent living services "paid for or provided by = the State=20 CFCIP agency" during the reporting period regardless of whether these = services=20 are paid for with Chafee funds. If a foster parent provides training = or other=20 services described in the independent living services data elements = (data=20 elements 20-33), regardless of whether the youth receiving these = services is=20 considered part of or eligible for the State's Independent Living = Program,=20 then the State may consider that a service provided by the State CFCIP = agency.
Question: Our State provides transportation = assistance for=20 employment for three months. Without transportation assistance, youth = would=20 not be able to access their jobs. Do any of the NYTD data elements = capture=20 information on this service?

Answer: Yes. If a State CFCIP = agency pays for=20 or provides financial assistance to a youth for transportation, a = State may=20 capture this information in data element 33 (other financial = assistance).
Question: We could not locate an ILP service type = where=20 transportation costs would fit-is there a data element or data = elements that=20 specifically capture information on these costs?

Answer: It depends. If a State = CFCIP agency=20 pays for or provides financial assistance to a youth for = transportation, a=20 State may capture this information in data element 33 (other financial = assistance).
Question: The AFCARS data elements for race and=20 Hispanic/Latino ethnicity include "unable to determine" as a valid = response=20 option. Would we expand the possible race/ethnicities to include both=20 "unknown" (for AFCARS purposes) and "declined" (for NYTD purposes) = then map=20 them to "unable to determine" for AFCARS and map them singularly for=20 NYTD?

Answer: The NYTD definition of = "unknown"=20 encompasses two situations in which it can be used. One situation = would be=20 mapped to AFCARS and the other would not. In order to make the = response option=20 of "unknown" more meaningful to the worker, the State may want to = consider=20 alternate terminology. One example might be "incapacitated" and=20 "multi-racial-other race not known." These would then map in NYTD to=20 "unknown." For AFCARS reporting purposes:
- If a child, youth, or parent, is incapacitated and unable to = provide the=20 worker with race information, the worker would select=20 "incapacitated/unknown." This value would be mapped to the AFCARS = value=20 "unable to determine."=20
- If a person is multi-racial, but does not know the other = race(s), the=20 worker would select "multi-racial-other race not known/unknown." = This value=20 would then be mapped to blank and only the known race would be = reported in=20 AFCARS.
Current AFCARS reporting allows for States to report = "unable=20 to determine" when an individual declines to provide either their race = or=20 ethnic origin. Many States have changed the values that workers have = to select=20 from "unable to determine" to both "abandoned" and "declined." These = options=20 then map to the AFCARS value of "unable to determine."
Question: Regarding data element 15 (local = agency), if a=20 youth is in foster care but receives services from a "centralized = unit", what=20 is meant by "centralized unit"? Does a centralized unit have a FIPS=20 code?

Answer: "Centralized unit" was = provided as a=20 response option in data element 15 to indicate that a youth who is not = in=20 foster care receives services from a centralized unit, rather than a = county=20 agency. If a State reports that a youth was served by a centralized = unit,=20 there is no FIPS code to report.
Question: For a youth in the served population, if = a youth=20 was an adjudicated delinquent (data element 17) during the reporting = period=20 but not at the time the data was captured, is that youth classified as = delinquent?

Answer: Yes. States report in data = element 17=20 whether or not a youth in the served population has ever been = adjudicated=20 delinquent by a State or Federal court of competent jurisdiction.
Question: For the adjudicated delinquents in the = served=20 population, are they counted as such if they were ever adjudicated = delinquent=20 (data element 17) or if they were only adjudicated delinquent during = the=20 reporting period?

Answer: Data element 17 captures = information=20 on whether or not a youth in the served population was ever = adjudicated as a=20 delinquent by a State or Federal court of competent jurisdiction.
Question: If a youth drops out of school after = completing=20 10th grade and at age 19 he is working on completion of his GED during = a=20 reporting period, then what does the State report for data element 18=20 (education level) and data element 46 (highest education certification = received)?

Answer: If the youth in question = received at=20 least one independent living service paid for or provided by the State = CFCIP=20 agency during the reporting period, the State would report "10th = grade" for=20 data element 18 because this is the highest educational level = completed by the=20 youth. If the youth in question was a member of the follow-up = population, then=20 the State would report the youth's response to the survey question = relevant to=20 data element 46.
Question: If at age 21 the same youth has received = his GED=20 and is at the end of his second year of this Associate's degree = program during=20 a reporting period, then what does the State report for data element = 18=20 (education level) and data element 46 (highest education certification = received)?

Answer: If the youth in question = received at=20 least one independent living service paid for or provided by the State = CFCIP=20 agency during the reporting period, then the State would report = "college" for=20 data element 18 because this is the highest educational level = completed by the=20 youth. Data element 18 defines the response option "college" as = completing at=20 least one semester of study at a college or university. If the youth = in=20 question was a member of the follow-up population, then the State = would report=20 the youth's response to the survey question relevant to data element = 46.
Question: If a youth received special education = services=20 such as tutoring from the State CFCIP agency and not from the youth's = school,=20 would the State report "yes" for data element 19 (special education=20 status)?

Answer: No. Data element 19 = (special=20 education status) refers to whether a youth in the served population = is=20 receiving specifically designed instruction, at no costs to the = parents, to=20 meet the unique needs of a child with a disability. This data element = does not=20 refer to a specific independent living service paid for or provided by = the=20 State CFCIP agency, but rather is meant to provide information on a = particular=20 characteristic of youth.
Question: For data element 21 (academic support), = does it=20 count as a "service" every time a foster parent helps a youth with=20 homework?

Answer: Yes. If a foster parent = provides=20 academic support as described in data element 21 to assist a youth in=20 completing high school or obtaining a General Equivalency Degree (GED) = during=20 the reporting period, a State may indicate "yes" for data element = 21.
Question: If a caseworker talks to a youth about = college,=20 does this count as the independent living service "post-secondary = education=20 support" (data element 22)?

Answer: It depends. Post-secondary=20 educational support as defined at 45 CFR 1356.83(g)(22) must involve a = service=20 aimed at assisting a youth to enter or complete college. To the extent = that a=20 caseworker's conversation with a youth involves assisting that youth = to enter=20 or complete college, a State may indicate "yes" for data element = 22.
Question: Regarding data element 24 (employment = programs=20 or vocational training), I understand that we are only to report on = the job=20 programs that the State agency places/finds for a youth, but doesn't = this=20 preclude any data on those youth who find work on their own? Without = also=20 tracking this, we cannot relate their positive outcomes to these=20 jobs.

Answer: Data element = 24=97employment programs=20 and vocational training=97captures information on the State agency's = efforts to=20 build a youth's skills for a specific trade, vocation, or career = through=20 classes or on-site training. This includes employment programs a State = identifies for the youth such as apprenticeships, internships, or = summer=20 employment programs. Jobs secured by the youth alone are not included = in the=20 data element definition because they are not part of a service = provided by the=20 State agency. The youth outcomes survey, however, does capture = information on=20 a youth's employment status (data elements 37 and 38) regardless of = whether=20 the State agency has assisted the youth in preparing for or securing=20 employment.
Question: If State CFCIP agency staff offer = budgeting and=20 financial management coaching as part of regular case management, does = this=20 cover the independent living service described in data element 25 = (budget and=20 financial management)?

Answer: Yes. If State CFCIP agency = staff=20 provided the service, then the State would report "yes" for data = element 25=20 (budget and financial management).
Question: Our State has a partnership with the = cooperative=20 extension program that offers budgeting and financial management = training to=20 youth in foster care. We are going to use Chafee funding to provide = food for=20 the youth attending this training as well as to provide an incentive = for youth=20 to attend the classes. The agency will also ensure the youth are = transported=20 to the classes by foster parents, residential staff or paid = transportation=20 providers. Does this count as providing the independent living service = "budgeting and financial management" (data element = 25)?

Answer: No. Because the budgeting = and=20 financial management training described in the example above is = provided by a=20 partnership and is not actually paid for or provided by the State = CFCIP=20 agency, we do not consider it a service for NYTD reporting = purposes.
Question: In our State, we have arranged for = volunteers to=20 provide free budget and financial literacy classes. The State CFCIP = agency=20 provides the site, transportation, food, materials and equipment using = Chafee=20 funds. Does this meet the definition of an independent living=20 service?

Answer: We do not have sufficient = information=20 to answer this question. We are interested in a State collecting and = reporting=20 information on youth who receive an independent living service due to = the=20 State agency's commitment of funds or resources to provide the = service.=20 Independent living services that are arranged or brokered by the State = agency=20 are too far removed from the statutory mandate to collect data on = youth served=20 under the CFCIP.
Question: If the State CFCIP agency pays for or = provides=20 screened and trained mentors to youth but they do not meet = face-to-face=20 (interaction through a monitored portal via the internet), then would = the=20 State be able to report "yes" for data element 29 (mentoring)?

Answer: Yes. If the mentoring = service=20 otherwise meets the definition of "mentoring" as described in 45 CFR=20 1356.83(g)(29), then mentoring meetings conducted via the internet are = acceptable.
Question: Our State contracts and pays = transitional living=20 programs that provide minimal supervision 24 hours a day, seven days a = week=20 for our youth but they also provide youth with opportunities for = increased=20 responsibilities. Would the transitional living programs we contract = with=20 count as a "supervised independent living" (data element 30)?

Answer: It depends. Supervised = independent=20 living, as defined in data element 30, means that a youth is not = supervised=20 24-hours a day by an adult. Transitional living programs vary in their = service=20 delivery as well as level of supervision provided to the youth. = However, as we=20 understand transitional living programs, they offer a supervised = living=20 arrangement with less than 24-hour a day supervision by an adult and = increased=20 youth responsibilities. If this is the case here, then the State could = count=20 the transitional living program as supervised independent living. = Further, we=20 clarified in the preamble to the final rule (73 FR 10349) that the = State would=20 report "yes" for youth participating in the Federal transitional = living=20 program as long as the youth's participation in the program is paid = for or=20 provided by the State agency and is otherwise consistent with the = regulatory=20 description.
Question: How would a State respond to data = element 34=20 (outcomes reporting status) if a caseworker fails to survey a 19- or=20 21-year-old youth in the follow-up population?

Answer: If the State fails to = survey a youth=20 in the follow-up population during the six month reporting period in = which a=20 youth turns age 19 or 21, then the State would report "unable to=20 locate/invite" for data element 34.
Question: If the State reports data element 34 = (outcomes=20 reporting status) as "youth declined", then what is reported for data = element=20 35 (date of outcome data collection)?

Answer: Nothing. = If a=20 youth declines to participate in the outcomes survey, then the State = would=20 leave data element 35 blank because reporting the date of outcome data = collection only applies when the youth responds to the outcomes survey = questions (data elements 38-56).
Question: Why only collect data on full- and = part-time=20 employment (data elements 37 and 38)? What if a youth makes a livable = wage=20 working part-time?

Answer: In drafting the proposed = rule and=20 after considering public comments on data elements 37 and 38, we = concluded=20 that more detailed data on employment status is not central to the = purposes of=20 the NYTD. Even though we are not requiring more detailed employment = data such=20 as hours worked or wages earned, States may report information in = other=20 elements that may provide additional context on a youth's financial=20 self-sufficiency (data elements 39-45).
Question: Allowing States to count a previous = caseworker=20 as a "connection to an adult" (data element 48) may misrepresent = whether the=20 youth has a long lasting connection to an adult who will be there for = the=20 youth after they are no longer employed to do so. If States are = allowed=20 discretion in determining whether a youth's connection to a caseworker = counts=20 as "yes" to data element 48, then there will be inconsistencies.

Answer: Like all of the NYTD youth = outcomes=20 survey questions, it is up to the youth to determine whether he or she = has=20 positive connection to a former helping professional. The State does = not have=20 discretion to make this determination on the youth's behalf. While = current=20 caseworkers are excluded from the data element description for = "connection to=20 an adult", a youth who reports a connection (as described in data = element=20 definition) to a former caseworker could report "yes" for data element = 48.
Question: Would a current Chafee-funded outreach = worker be=20 considered allowable as a "connection to an adult" (data element 48) = if the=20 outreach worker is not the youth's caseworker?

Answer: No, not if the = Chafee-funded outreach=20 worker is a current State agency employee (45 CFR 1356.83(g)(48)).
Question: If a youth in the follow-up population = indicates=20 having been homeless (data element 49-homelessness), would there be a = need to=20 know if they received public assistance while homeless?

Answer: No. Data element 49 relates = to the=20 youth's experiences with homelessness. For the purposes of reporting = on data=20 element 49 for a youth in the follow-up population, a youth is = considered to=20 have experienced homelessness if the youth had no regular or adequate = place to=20 live in the past two years. Whether or not the youth received public=20 assistance during his or her experiences with homelessness is beyond = the scope=20 of this data element. The youth's receipt of public assistance is = captured in=20 separate outcome data elements (42-44).
Question: Regarding data element 49 and the = definition of=20 homelessness, what is an "adequate" place to live?

Answer: We define "homeless" as = having "no=20 regular or adequate place to live." This definition includes = situations where=20 the youth is living in a car, on the street, or staying in a homeless=20 shelter.
Question: For data element 51 (incarceration) = should we=20 ask if the youth was ever convicted?

Answer: No. Data element 51 = indicates whether=20 the youth in the baseline population has ever been confined in a jail, = prison,=20 correctional facility, or juvenile or community detention facility in=20 connection with allegedly committing a misdemeanor or felony = regardless of=20 conviction. For a youth in the follow-up population, data element 51 = indicates=20 whether the youth has been confined to a jail, prison, correctional = facility,=20 or juvenile or community detention facility in connection with = allegedly=20 committing a misdemeanor or felony regardless of conviction in the = past two=20 years. The youth's conviction is beyond the scope of this data = collection.
Question: As written, data element 51 does not ask = about=20 the youth's experience. If the intent of data element 51 = (incarceration) is to=20 capture the "trauma" related to incarceration, can the question be = reworded to=20 reflect that?

Answer: The survey question = collecting=20 information on data element 51 (incarceration) cannot be reworded. = Data=20 element 51 addresses the statutory requirement to develop outcome = measures=20 pertaining to incarceration and high-risk behaviors.
Question: What do States report for data element = 52=20 (children) if a youth indicates that he doesn't know whether or not he = has=20 fathered a child?

Answer: The = State=20 should direct the youth to answer the question with one of the valid = response=20 options for data element 52, which are "yes", "no" or "declined" as = "do not=20 know" is not a valid response. If a youth is not declining to respond, = then=20 the only choices remaining are "yes" or "no." Regardless, it is the = youth's=20 response that the State must report.
Question: If a youth in the baseline or follow-up=20 populations has children by more than one father but is married to one = of=20 them, then what does the State report for data element 53 (marriage at = child's=20 birth)?

Answer: It depends. Data element 53 = asks=20 whether the youth was married to the child's other parent at the time = of the=20 child's birth. So, if the youth was married to either of her child's = fathers=20 when either of the children was born, then the youth could report = "yes."=20 Regardless, the State should direct the youth to answer the question = with one=20 of the valid response options for data element 53 (marriage at child's = birth).

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Youth Outcomes Survey

Question: How do States survey youth in the = baseline=20 population?

Answer: A State has the discretion = to choose=20 the method(s) it will use to administer the outcomes survey to youth = (e.g., in=20 person, via the internet or over the phone) provided that the survey = is=20 administered to youth directly. We anticipate providing technical = assistance=20 to States in devising effective methods of administering the youth = outcomes=20 survey.
Question: Can we alter the survey verbiage in = Appendix B=20 to make the survey more "youth friendly" or must we use the language = listed in=20 the regulation?

Answer: No. We choose to regulate = the survey=20 questions to ensure that each youth is provided with standard = questions and=20 response options so we can allow for consistency of the data = collection=20 nationwide. States must collect information on the youth outcome = survey data=20 elements using the survey questions in appendix B of the NYTD = regulation and=20 may not alter these questions in any way. It is allowable, however, = for a=20 State to use "youth friendly" language in explaining the survey = questions if=20 the youth indicates they are unclear. We anticipate providing = technical=20 assistance and further guidance on how States may best administer the = survey=20 to youth to minimize non-response bias and measurement error.
Question: If a youth in the baseline or follow-up=20 populations indicates in the outcomes survey that he/she is not = receiving a=20 particular service or benefit (data elements 37-58), can the State = consult=20 other administrative data systems to confirm whether the youth is in = fact=20 receiving a benefit or service (i.e. food stamps, Medicaid, etc.)?

Answer: No, not for the purposes of = NYTD.=20 States must administer the survey to youth directly and may not = provide=20 information on outcomes data elements from any other source including=20 administrative databases, such as TANF, Social Security or employment = records=20 (73 FR 10350).
Question: If a SACWIS State has an interface with = the=20 Medicaid database, should data element 54 (Medicaid) be reported from = the=20 information received through the Medicaid database or through the = youth's=20 self-report?

Answer: No. The outcomes data for = this=20 element must be based on the youth's self-report. Again, States must=20 administer the survey to youth directly and may not provide = information on=20 outcomes data elements from any other source including the State's = Medicaid=20 data system (73 FR 10350). We also added a response option of = =91=91don't know''=20 to data elements 54 through 58 to permit the youth to identify the = types of=20 health insurance that he or she knows and does not know about.
Question: If the youth indicates in the outcomes = survey=20 that he is still in foster care, is under age 19, and does not have = Medicaid=20 but the State knows he does have Medicaid, should the answer to survey = question be "yes" or "no"?

Answer: States must administer the = survey to=20 youth directly and may not provide information on outcomes data = elements from=20 any other source including the State's Medicaid data system (73 FR = 10350). A=20 State must report the answer provided by the youth. Also, a State is=20 responsible for determining and reporting whether a youth in the = baseline or=20 follow-up population is in foster care. Please note that while there = is a=20 foster care status data element for the baseline and follow-up = populations,=20 there is not a survey question related to foster care status.
Question: What about verification of youth = responses for=20 youths who are not truthful?

Answer: The goal of the youth = outcome survey=20 is to collect information that represents the youth's understanding of = his or=20 her own circumstances and experiences as a whole. To achieve this goal = and to=20 preserve the integrity of the survey and data, States must administer = the=20 survey to youth directly and may not provide information on outcomes = data=20 elements from any other source including administrative databases, = such as=20 TANF, Social Security or employment records (73 FR 10350). Also, = States may=20 not correct a youth's response if they have alternative knowledge = about a=20 youth's outcomes. It is, however, allowable for a State to develop a = system of=20 prompts to help the State verify whether a youth meant to provide a = particular=20 answer (73 FR 10350).
Question: What about youth who may need assistance = in=20 responding to the youth outcomes survey due to a disability?

Answer: A State may select the = method for=20 administering the youth outcomes survey, including providing = assistance in=20 recording youth responses (i.e. filling out a survey for a youth with = a=20 disability as the youth provides responses to the survey questions). A = State,=20 however, may not consult any source other than the youth when = administering=20 the youth outcomes survey. A State also has the discretion to choose = the=20 methods, if any, by which it determines that a youth is unable to = participate=20 in the outcomes data collection due to an incapacitating permanent or=20 temporary mental condition (45 CFR 1356.82(a)(2) and=20 1356.83(g)(34)(iv)).

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SACWIS

Question: May the data that is provided to ACF be = sent in=20 the same format as is allowed for AFCARS reporting or does ACF = expect the=20 State's SACWIS to produce the NYTD reports directly?

Answer: We have not made any = final=20 decisions about file formatting and transmission procedures for the = NYTD. We=20 are working diligently with our contractor to make this information = available=20 to States as soon as possible in 2009. States will be afforded the = opportunity=20 to submit test files prior to the actual submission of NYTD data in = order to=20 ensure proper file format and transmission, and to make any necessary=20 modifications.

In regard to the information = system=20 used to collect NYTD data, if a State developed a SACWIS, then the = State must=20 incorporate the collection of information required for NYTD into its = SACWIS in=20 order to remain SACWIS-compliant.
Question: Should a State's SACWIS system have the=20 functionality to record responses to the outcome survey questions?

Answer: States that have elected to = build a=20 SACWIS must incorporate NYTD information collection and reporting = activities,=20 including outcomes, related to children in foster care into their = SACWIS=20 system (73 FR 10361).
Question: If a State creates an external data base = (outside the SACWIS system) for recording and maintaining data and = survey=20 information associated with follow up populations will this data = also be=20 required to be added to the SACWIS data base? Can = separate data reports come from SACWIS and from the external data = bases?

Answer: Regarding the first = question, no,=20 these data are not required to be added to SACWIS, but if they are not = included with the SACWIS, then the developmental costs cannot be = allocated to=20 title IV-E. (Operational costs for the follow-up population would not = be=20 allocable to title IV-E regardless whether included with the SACWIS or = a=20 separate database). Regarding the second question, the State cannot = submit=20 separate reports/files for each of the populations. NYTD data must be=20 submitted as a single data file.

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Compliance Standards and Internal Consistency Checks

Question: In an electronic survey, a State could = code the=20 internal consistency checks, however, in a paper survey it is likely = there=20 will be instances where a youth would mistakenly answer "no" for data = element=20 52 (children) and "yes" for data element 53 (marriage at child's = birth). How=20 would States handle this situation?

Answer: This is a matter at a = State's=20 discretion. States should evaluate carefully their survey methods for = the=20 potential for response errors as a result of using a particular = methodology.=20 We anticipate providing technical assistance to States in devising = effective=20 methods of administering the youth outcomes survey.
Question: Will a youth's refusal to = participate=20 (or parent's refusal to allow participation) in the outcomes survey=20 effort be considered as missing data and therefore counted = as an=20 error on data elements 35 - 41 and 45 -58?

Answer: No. We define missing data = as any=20 element that has a blank response, when a blank response is not a = valid=20 response option as described in the data element descriptions in = section=20 1356.83(g). If a youth declines to participate in the outcomes survey = (or a=20 youth's parent declines participation in outcomes data collection as a = member=20 of the baseline population), then the State should report "youth = declined" or=20 "parent declined" as appropriate for data element 34 and leave the = outcome=20 survey data elements (37-58) blank. In this case, "blank" is a valid = response=20 option for data elements 37-58.
Question: For the follow-up populations, the = number=20 of youth that are incapacitated, incarcerated, and deceased is = excluded from=20 the participation rate standard. What about the number of youth who = decline to=20 participate, who runaway or who are missing, and who are unable to be = located=20 or invited?

Answer: If a youth who participated = in the=20 survey as a member of the baseline population subsequently refuses to=20 participate in the follow-up surveys, then they would still be = included in the=20 calculation of participation rate to determine the State's compliance = with=20 this data standard. Youth who participated in the outcomes survey as = members=20 of the baseline population who have since runaway or are missing or = who are=20 unable to be located or invited are also included in the calculation = of=20 participation rate.
Question: Is the minimum participation rate = standard=20 applied discretely to each of the two reporting periods?

Answer: Yes, the outcomes = participation rate=20 standards for youth in the follow-up population will be applied to = each=20 six-month reporting period (45 CFR 1356.86(b)(2)(iii)(iv)).
Question: Could you please provide the citations = for the=20 research papers consulted in determining acceptable outcomes survey=20 participation rates in the Final Rule?

Answer: A number of studies = documented=20 response rates for similar outcomes surveys and assessments of youth = at=20 various ages using a variety of methods. These include:

U.S. = Department=20 of Health and Human Services, Administration for Children and = Families.=20 (2007). Multi-site evaluation of foster youth programs: Evaluation of = the Life=20 Skills Training Program. Washington, D.C.

Courtney, M.E., = Dworsky, A.,=20 Cusick, G.R., Keller, T., Havlicek, J., Perez, A., Terao, S. & = Bost, N.=20 (2007). Midwest evaluation of the adult functioning of former foster = youth:=20 Outcomes at age 21. Chicago, IL: Chapin Hall Center for Children at = the=20 University of Chicago.

Pecora, P. J., Kessler, R. C., Williams, = J.,=20 O'Brien, K., Downs, A. C., English, D., White, J., Hiripi, E., White, = C. R.,=20 Wiggins, T. & Holmes, K. E. (2007). Improving family foster care: = Findings=20 from the Northwest Foster Care Alumni Study. Seattle, WA: Casey Family = Programs. Available at http:= //www.acf.hhs.gov/exit_page.html?http://www.casey.org.=20

Courtney, M.E., Dworsky, A., Cusick, G.R., Keller, T., = Havlicek, J.,=20 Perez, A., Terao, S. & Bost, N. (2005). Midwest evaluation of the = adult=20 functioning of former foster youth: Outcomes at age 19. Chapin Hall = Working=20 Paper. Chicago, IL: Chapin Hall Center for Children at the University = of=20 Chicago.

Courtney, M.E., Piliavin, I., Grogan-Kaylor, A. & = Nesmith,=20 A. (2001). Foster youth transitions to adulthood: A longitudinal view = of youth=20 leaving care. Child Welfare, 80(6), 685-717.
Question: How did ACF arrive at the = participation=20 rate standards of 80% of youth in foster care and 60% of youth = discharged from=20 foster care?

Answer: In developing the proposed = rule, we=20 carefully considered the available
research on this population (see = above),=20 what we believed was a reasonable expectation for States that still = have=20 responsibility for the youth's care and placement, and our necessity = for ample=20 information to meet the statutory mandate. We believe that the 80 = percent=20 participation rate of youth in foster care and 60 percent of youth = discharged=20 from foster care is an appropriate standard. While the process of = collecting=20 outcomes data from youth no longer in the State's foster care will be=20 challenging, we are seeking a standard that will provide us with a = level of=20 confidence in the outcome information that is reported to us. After=20 considering the research on response rates and reviewing the Office of = Management and Budget's guidance on surveys (see various publications = at http://= www.whitehouse.gov/omb/inforeg/statpolicy.html#pr),=20 we do not believe that a rate lower than 60 percent would serve our=20 purposes.

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Implementation Costs, Funding, and Penalties for Noncompliance

Question: How much Federal funding is = available to=20 States to build the NYTD data system, report the data and conduct the=20 survey?

Answer: There is no additional = Federal=20 funding set-aside for the NYTD. The CFCIP program was created with a = mandate=20 for States to collect data, but the statute does not set-aside funds = for that=20 specific purpose. A State with a SACWIS must incorporate NYTD = information=20 collection and reporting activities related to children in foster care = into=20 their SACWIS system and may claim such information system costs as=20 administrative costs under title IV-E to the extent they are allowable = and=20 consistent with a State's APD and cost allocation plan (73 FR = 10362).
Question: Can Chafee funding be used for = incentives to=20 encourage youth in the baseline and follow-up populations to = participate in=20 outcomes survey?

Answer: A State may use CFCIP funds = for any=20 and all costs associated with implementing the NYTD (73 FR 10361). = However, we=20 encourage States to be mindful of guidance issued by the Office of = Management=20 and Budget (OMB) entitled "Guidance on Agency Survey and Statistical=20 Information Collections." While this guidance is directed to Federal = agencies,=20 the same general principles should guide State agencies, as well. =

In=20 the guidance, OMB states that incentives are used most appropriately = with=20 hard-to-find populations or respondents whose failure to participate = would=20 jeopardize the quality of the survey data. OMB's guidelines follow a = general=20 conceptual framework that seeks to avoid the use of incentives except = when the=20 agency has clearly justified the need for the incentive and has = demonstrated=20 positive impacts on response and data quality by using an incentive. = The OMB=20 guidance document can be located at: http://www.whitehouse.gov/omb/inforeg/pmc_survey_guidance_2006.pdf=
Question: Can title IV-E funds be used for = incentives to=20 encourage youth in the baseline and follow-up populations to = participate in=20 outcomes survey?

Answer: No. Incentives for youth=20 participation in NYTD activities are unallowable as they are = inconsistent with=20 title IV-E regulations found at 45 CFR 1356.60.

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Miscellaneous

Question: Will this type of technical assistance = meeting=20 be held again next year to address the number of issues/questions that = couldn't be addressed at this year's meeting?

Answer: Our plan is to host similar = technical=20 assistance meetings each year.
Question: What is the citation for the definition = of=20 foster care that you are using for this reporting system?

Answer: The regulatory definition = of foster=20 care can be found at 45 CFR 1355.20(a).
Question: If a youth is under care and control of = a State=20 but is not currently in placement (i.e., is on a trial reunification = or=20 runaway) then would the youth be considered in foster care for NYTD=20 purposes?

Answer: Youth are generally = considered to be=20 in "foster care" for NYTD purposes if they are in 24-hour substitute = care=20 under the State's placement and care responsibility and are in foster = family=20 homes, group homes, shelter care and child care institutions, = regardless of=20 whether such homes or institutions are licensed, approved or paid. If = a youth=20 is in what the State considers a "trial reunification" (i.e., at home = but in=20 the placement and care responsibility of the State agency), then the = youth is=20 excluded from the baseline and follow-up population. Youth who have = run away=20 from a foster care placement are considered to be in foster care if = they are=20 still under the placement and care responsibility of the State title = IV-B/IV-E=20 agency. If the youth is on runaway status at the time(s) that the = State=20 attempts outcomes data collection, the State will report the youth as = having=20 run away in the outcomes reporting status element (45 CFR = 1356.83(g)(34)) to=20 explain why that youth's information was not collected.
Question: Many States have developed strong = partnerships=20 with sister State agencies such as Departments of Health and = Departments of=20 Labor to increase foster care youth's access to programs funded = through these=20 other agencies. It seems counterproductive not to count these as = independent=20 living services "paid for or provided" by the State CFCIP=20 agency.

Answer: We recognize that States = collaborate=20 with State agency partners in a variety of ways to benefit youth as = required=20 under the CFCIP State plan. However, including youth served as a = result of=20 those collaborations or otherwise arranged or brokered by the State = agency in=20 the served population is too far removed from the statutory mandate to = collect=20 data on youth served under the CFCIP. Rather, we are interested in a = State=20 collecting and reporting information on youth who receive an = independent=20 living service due to the State agency's commitment of funds or = resources to=20 provide the service. Therefore, an independent living service is = provided by=20 the State agency if it is delivered by State agency staff or an agent = of the=20 State, including a foster parent, group home staff, or child care = institution=20 staff. The service is also provided by the State agency if it is = provided to=20 the youth pursuant to a contract for such services between the State = agency=20 and a provider, public or private agency or any other entity, = regardless of=20 whether the contract includes funding for the particular service. = Services=20 that are paid for directly or indirectly by the State agency are = included as=20 well.
Question: My State agency partners with five other = organizations and we pool our funds to improve services and outcomes = for=20 foster youth. My agency is the fiscal agent for all funds. Would we = count all=20 of the services provided through this partnership?

Answer: Yes. If a State CFCIP = agency=20 partially funds independent living services for youth through pooling=20 resources with other State agencies, then we would consider that the = State=20 CFICP agency has "paid for or provided" these independent living = services (73=20 FR 10341).
Question: If the State agency that administers = CFCIP also=20 administers TANF, food stamps, health family initiatives, etc., then = if youth=20 are served under any of these programs, does that count as a service = under the=20 NYTD data elements 20-33?

Answer: It = depends.=20 States are required to collect and report information on youth who = receive an=20 independent living service due to the CFCIP agency's commitment of = funds or=20 resources to provide the service. Services provided due to another = State=20 program's commitment of funds or resources do not count as a service = provided=20 by the State CFCIP agency. However, if a service is provided to the = youth=20 pursuant to a contract for such services between the CFCIP agency and = a=20 provider, public or private agency or any other entity, regardless of = whether=20 the contract includes funding for the particular service, then that = service=20 would be reported to the NYTD. Services that are paid for directly or=20 indirectly by the CFCIP agency are included as well.
Question: Our State is in the process of = finalizing a=20 Memorandum of Agreement (MOU) between the State CFCIP agency and = Student=20 Conservation Association (SCA) to provide internships in the = conservation=20 career area. SCA will post some of their instructors onsite at our = contracted=20 work-to-learn programs. Does this meet the definition of an = independent living=20 service?

Answer: Based on the description, = it is not=20 clear whether this arrangement is paid for or provided by the State = CFCIP=20 agency. The regulation requires that if a service is provided to the = youth=20 pursuant to a contract for such services between the State CFCIP = agency and a=20 provider, public or private agency or any other entity, regardless of = whether=20 the contract includes funding for the particular service, then the = service=20 would be reported to the NYTD. In general, we do not view MOUs to be = agency=20 contracts for services or require for the service to be reported = unless it is=20 clear that a service under the MOU is provided or paid for by the = State CFCIP=20 agency.
Question: If the State CFCIP agency is also = responsible=20 for administering the State's juvenile facilities and provides title = IV-E=20 funds for the juvenile delinquents in the facilities with less than 25 = beds,=20 are these youth considered to be in foster care and therefore = potentially part=20 of the baseline population? Would they be potentially part of the = served=20 population if they received independent living services?

Answer: The answer to both = questions is=20 yes. The baseline population includes youth in foster care pursuant to = 45 CFR=20 1355.20, which includes delinquent youth who receive title IV=96E = foster care=20 maintenance payments. A youth is a part of the served population if = the youth=20 received at least one independent living service paid for or provided = by the=20 State during a reporting period.
Question: If a youth that is eligible for Chafee = receives=20 services through either TANF or Title XX for teen parent services or=20 homelessness, would those services be counted in the survey data?

Answer: It is not clear whether the = question=20 refers to youth that are in the served population or the baseline and=20 follow-up populations. For the served population, we are requiring = States to=20 collect and report information on youth who receive an independent = living=20 service due to the State agency's direct or indirect commitment of = funds or=20 resources to provide the service. Services provided due to another = State=20 program's commitment of funds or resources do not count as a service = provided=20 by the CFCIP agency. For the outcomes data collection, the State will = report=20 the youth's response to the survey questions. It is possible that a = youth may=20 report receiving services funded by TANF or Title XX in response to = some of=20 the outcome survey questions.
Question: Please clarify what constitutes a = "service." If=20 a foster parent helps a youth write a r=E9sum=E9, would that count as = providing=20 the independent living service "career preparation" (data element 23)? = Would=20 it make a difference whether a foster parent spent two minutes = explaining the=20 purpose of a r=E9sum=E9 or three hours helping a youth write a = r=E9sum=E9? Does the=20 service have to be curriculum-based?

Answer: Each State determines what = services=20 are included in their Independent Living Program and we have not = regulated a=20 minimum timeframe or curriculum-basis for reporting a service to NYTD. = Therefore, to the extent that foster parents, as agents of the State = agency,=20 provide training or other services described in the independent living = services data elements (data elements 20-33) regardless of whether = these=20 services are curriculum-based or simply provided in the home by a = foster=20 parent, States may report "yes" for data elements 20-33 as = appropriate.
Question: Can one = independent=20 living service paid for or provided by the State CFCIP agency be = counted more=20 than once if it meets the definition of more than one independent = living=20 service data element?

Answer: It is possible that one = specific=20 independent living service may be reported in more than one service = category.=20 We did not regulate how States should decide on whether to report a = service in=20 more than one data element, but strongly suggest that the State = consider the=20 primary purpose of the service in deciding whether to report a service = for=20 more than one data element. For example, if a youth attends a class = that=20 spends an equal time on housing education and home management (data = element=20 26) and on health education and risk prevention (data element 27), = then the=20 State could report that the youth received services under both service = categories. If a youth attends a class that primarily covers budgeting = and=20 financial management (data element 25) but also briefly discusses = housing=20 education and home management (data element 27), then we expect that = the State=20 will report this service only in the budgeting and financial = management=20 category.

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Download FREE=20 Adobe Acrobat=AE Reader=99 to view PDF files located on this = site.

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Administration for Children and Families =95 370 = L'Enfant=20 Promenade, S.W. =95 Washington, D.C. 20447

Last=20 Updated: February 27, 2009=20


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