2. Data Elements

2.1. Regarding independent living services, do you have any examples of what "other financial assistance" (data element 33) would include?

"Other financial assistance" includes any payments made or provided by the State agency to help the youth live independently (other than educational or room and board financial assistance). As we explained in the NPRM, the definition in the regulation is minimal because we do not believe we could provide an exhaustive list; however, such assistance may include payments for household expenses, subsidized transportation, or payments for business attire for job or college interviews (71 FR 40358).

From: NYTD Webinar Briefing - April 10, 2008

2.2. Does incarceration (data element 51), i.e., whether the youth was confined for allegedly committing a crime, equate to conviction?

Not necessarily. A youth may be incarcerated after a wrongful arrest or for a minor infraction and may not be convicted (73 FR 10354). However, since the statute requires that we measure incarceration as an outcome (section 477(f)(1)(A) of the Act), we have used the term to describe a youth who has been confined in a jail, prison, correctional facility, or juvenile or community detention facility in connection with allegedly committing a misdemeanor of felony crime.

From: NYTD Webinar Briefing - April 10, 2008

2.3. Since age is a primary variable determining the National Youth in Transition Database (NYTD) reporting populations, what is the implication of an incorrect date of birth (data element 4) that, once corrected, would include or exclude a child from one of the reporting populations? How would this impact data element 35?

A State that reports an incorrect date of birth for a youth risks committing errors in the State's data file submission and, consequently, could be subject to penalties for noncompliance.

From: 2008 NYTD Technical Assistance Meeting - July 23-25, 2008

2.4. If a foster parent provides some type of transitioning service (i.e., dishwashing or opening a checking account), whether or not the youth was in the Independent Living Program, do these services "count" for data elements relating to independent living services (data elements 20-33) even if they are not paid for with Chafee funds?

Data elements 20-33 collect information on independent living services "paid for or provided by the State Chafee Foster Care Independence Program (CFCIP) agency" during the reporting period regardless of whether these services are paid for with Chafee funds. If a foster parent provides training or other services described in the independent living services data elements (data elements 20-33), regardless of whether the youth receiving these services is considered part of or eligible for the State's Independent Living Program, then the State may consider that a service provided by the State CFCIP agency.

From: 2008 NYTD Technical Assistance Meeting - July 23-25, 2008

2.5. Our State provides transportation assistance for employment for three months. Without transportation assistance, youth would not be able to access their jobs. Do any of the NYTD data elements capture information on this service?

Yes. If a State CFCIP agency pays for or provides financial assistance to a youth for transportation, a State may capture this information in data element 33 (other financial assistance).

From: 2008 NYTD Technical Assistance Meeting - July 23-25, 2008

2.6. The AFCARS data elements for race and Hispanic/Latino ethnicity include "unable to determine" as a valid response option. Would we expand the possible race/ethnicities to include both "unknown" (for AFCARS purposes) and "declined" (for NYTD purposes) then map them to "unable to determine" for AFCARS and map them singularly for NYTD?

The NYTD definition of "unknown" encompasses two situations in which it can be used. One situation would be mapped to AFCARS and the other would not. In order to make the response option of "unknown" more meaningful to the worker, the State may want to consider alternate terminology. One example might be "incapacitated" and "multi-racial-other race not known." These would then map in NYTD to "unknown." For AFCARS reporting purposes:

• If a child, youth, or parent is incapacitated and unable to provide the worker with race information, the worker would select "incapacitated/unknown." This value would be mapped to the AFCARS value "unable to determine."
• If a person is multi-racial, but does not know the other race(s), the worker would select "multi-racial-other race not known/unknown." This value would then be mapped to blank and only the known race would be reported in AFCARS.

Current AFCARS reporting allows for States to report "unable to determine" when an individual declines to provide either their race or ethnic origin. Many States have changed the values that workers have to select from "unable to determine" to both "abandoned" and "declined." These options then map to the AFCARS value of "unable to determine."

From: 2008 NYTD Technical Assistance Meeting - July 23-25, 2008

2.7. Regarding data element 15 (local agency), if a youth is in foster care but receives services from a "centralized unit," what is meant by "centralized unit"? Does a centralized unit have a FIPS code?

"Centralized unit" was provided as a response option in data element 15 to indicate that a youth who is not in foster care receives services from a centralized unit, rather than a county agency. If a State reports that a youth was served by a centralized unit, there is no FIPS code to report.

From: 2008 NYTD Technical Assistance Meeting - July 23-25, 2008

2.8. If a youth in the served population was an adjudicated delinquent (data element 17) during the reporting period, but not at the time the data was captured, is that youth classified as delinquent?

Yes. States report in data element 17 whether or not a youth in the served population has ever been an adjudicated delinquent by a State or Federal court of competent jurisdiction.

From: 2008 NYTD Technical Assistance Meeting - July 23-25, 2008

2.9. Are adjudicated delinquents in the served population counted as such if they were ever an adjudicated delinquent (data element 17), or if they were only an adjudicated delinquent during the reporting period?

Data element 17 captures information on whether or not a youth in the served population was ever adjudicated as a delinquent by a State or Federal court of competent jurisdiction.

From: 2008 NYTD Technical Assistance Meeting - July 23-25, 2008

2.10. If a youth drops out of school after completing 10th grade and at age 19 he/she is working on completion of his General Equivalency Degree (GED) during a reporting period, then what does the State report for data element 18 (education level) and data element 46 (highest education certification received)?

If the youth in question received at least one independent living service paid for or provided by the State CFCIP agency during the reporting period, the State would report "10th grade" for data element 18 because this is the highest educational level completed by the youth. If the youth in question was a member of the follow-up population, then the State would report the youth's response to the survey question relevant to data element 46.

From: 2008 NYTD Technical Assistance Meeting - July 23-25, 2008

2.11. If at age 21 the same youth has received his GED, and is at the end of his second year of this Associate's degree program during a reporting period, then what does the State report for data element 18 (education level) and data element 46 (highest education certification received)?

If the youth in question received at least one independent living service paid for or provided by the State CFCIP agency during the reporting period, then the State would report "college" for data element 18 because this is the highest educational level completed by the youth. Data element 18 defines the response option "college" as completing at least one semester of study at a college or university. If the youth in question was a member of the follow-up population, then the State would report the youth's response to the survey question relevant to data element 46.

From: 2008 NYTD Technical Assistance Meeting - July 23-25, 2008

2.12. If a youth received special education services such as tutoring from the State CFCIP agency and not from the youth's school, would the State report "yes" for data element 19 (special education status)?

No. Data element 19 (special education status) refers to whether a youth in the served population is receiving specifically designed instruction, at no costs to the parents, to meet the unique needs of a child with a disability. This data element does not refer to a specific independent living service paid for or provided by the State CFCIP agency, but rather is meant to provide information on a particular characteristic of youth.

From: 2008 NYTD Technical Assistance Meeting - July 23-25, 2008

2.13. For data element 21 (academic support), does it count as a "service" every time a foster parent helps a youth with homework?

Yes. If a foster parent provides academic support as described in data element 21 to assist a youth in completing high school or obtaining a GED during the reporting period, a State may indicate "yes" for data element 21.

From: 2008 NYTD Technical Assistance Meeting - July 23-25, 2008

2.14. If a caseworker talks to a youth about college, does this count as the independent living service "post-secondary education support" (data element 22)?

It depends. Post-secondary educational support as defined at 45 CFR 1356.83(g)(22) must involve a service aimed at assisting a youth to enter or complete college. To the extent that a caseworker's conversation with a youth involves assisting that youth to enter or complete college, a State may indicate "yes" for data element 22.

From: 2008 NYTD Technical Assistance Meeting - July 23-25, 2008

2.15. Regarding data element 24 (employment programs or vocational training), I understand that we are only to report on the job programs that the State agency places/finds for a youth, but doesn't this preclude any data on those youth who find work on their own? Without also tracking this, we cannot relate their positive outcomes to these jobs.

Data element 24–employment programs and vocational training–captures information on the State agency's efforts to build a youth's skills for a specific trade, vocation, or career through classes or on-site training. This includes employment programs a State identifies for the youth such as apprenticeships, internships, or summer employment programs. Jobs secured by the youth alone are not included in the data element definition because they are not part of a service provided by the State agency. The youth outcomes survey, however, does capture information on a youth's employment status (data elements 37 and 38) regardless of whether the State agency has assisted the youth in preparing for or securing employment.

From: 2008 NYTD Technical Assistance Meeting - July 23-25, 2008

2.16. If State CFCIP agency staff offer budgeting and financial management coaching as part of regular case management, does this cover the independent living service described in data element 25 (budget and financial management)?

Yes. If State CFCIP agency staff provided the service, then the State would report "yes" for data element 25 (budget and financial management).

From: 2008 NYTD Technical Assistance Meeting - July 23-25, 2008

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

No. Because the budgeting and financial management training described in the example above is provided by a partnership, and is not actually paid for or provided by the State CFCIP agency, we do not consider it a service for NYTD reporting purposes.

From: 2008 NYTD Technical Assistance Meeting - July 23-25, 2008

2.18. In our State, we have arranged for volunteers to provide free budget and financial literacy classes. The State CFCIP agency provides the site, transportation, food, materials and equipment using Chafee funds. Does this meet the definition of an independent living service?

We do not have sufficient information to answer this question. We are interested in a State collecting and reporting information on youth who receive an independent living service due to the State agency's commitment of funds or resources to provide the service. Independent living services that are arranged or brokered by the State agency are too far removed from the statutory mandate to collect data on youth served under the CFCIP.

From: 2008 NYTD Technical Assistance Meeting - July 23-25, 2008

2.19. If the State CFCIP agency pays for or provides screened and trained mentors to youth, but they do not meet face-to-face (interaction through a monitored portal via the internet), then would the State be able to report "yes" for data element 29 (mentoring)?

Yes. If the mentoring service otherwise meets the definition of "mentoring" as described in 45 CFR 1356.83(g)(29), then mentoring meetings conducted via the Internet are acceptable.

From: 2008 NYTD Technical Assistance Meeting - July 23-25, 2008

2.20. Our State contracts and pays transitional living programs that provide minimal supervision 24 hours a day, seven days a week for our youth, but they also provide youth with opportunities for increased responsibilities. Would the transitional living programs we contract with count as a "supervised independent living" (data element 30)?

It depends. Supervised independent living, as defined in data element 30, means that a youth is not supervised 24-hours a day by an adult. Transitional living programs vary in their service delivery as well as level of supervision provided to the youth. However, as we understand transitional living programs, they offer a supervised living arrangement with less than 24-hour a day supervision by an adult and increased youth responsibilities. If this is the case here, then the State could count the transitional living program as supervised independent living. Further, we clarified in the preamble to the final rule (73 FR 10349) that the State would report "yes" for youth participating in the Federal transitional living program as long as the youth's participation in the program is paid for or provided by the State agency and is otherwise consistent with the regulatory description.

From: 2008 NYTD Technical Assistance Meeting - July 23-25, 2008

2.21. We could not locate an ILP service type where transportation costs would fit–is there a data element or data elements that specifically capture information on these costs?

It depends. If a State CFCIP agency pays for or provides financial assistance to a youth for transportation, a State may capture this information in data element 33 (other financial assistance).

From: 2008 NYTD Technical Assistance Meeting - July 23-25, 2008

2.22. How would a State respond to data element 34 (outcomes reporting status) if a caseworker fails to survey a 19- or 21-year-old youth in the follow-up population?

If the State fails to survey a youth in the follow-up population during the six- month reporting period in which a youth turns age 19 or 21, then the State would report "unable to locate/invite" for data element 34.

From: 2008 NYTD Technical Assistance Meeting - July 23-25, 2008

2.23. If the State reports data element 34 (outcomes reporting status) as "youth declined," then what is reported for data element 35 (date of outcome data collection)?

Nothing. If a youth declines to participate in the outcomes survey, then the State would 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).

From: 2008 NYTD Technical Assistance Meeting - July 23-25, 2008

2.24. Why only collect data on full- and part-time employment (data elements 37 and 38)? What if a youth makes a livable wage working part-time?

In drafting the proposed rule and after considering public comments on data elements 37 and 38, we concluded that more detailed data on employment status is not central to the purposes of the NYTD. Even though we are not requiring more detailed employment data such as hours worked or wages earned, States may report information in other elements that may provide additional context on a youth's financial self-sufficiency (data elements 39-45).

From: 2008 NYTD Technical Assistance Meeting - July 23-25, 2008

2.25. Allowing States to count a previous caseworker as a "connection to an adult" (data element 48) may misrepresent whether the youth has a long lasting connection to an adult who will be there for the youth after they are no longer employed to do so. If States are allowed discretion in determining whether a youth's connection to a caseworker counts as "yes" to data element 48, then there will be inconsistencies.

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

From: 2008 NYTD Technical Assistance Meeting - July 23-25, 2008

2.26. Would a current Chafee-funded outreach worker be considered allowable as a "connection to an adult" (data element 48) if the outreach worker is not the youth's caseworker?

No, not if the Chafee-funded outreach worker is a current State agency employee (45 CFR 1356.83(g)(48)).

From: 2008 NYTD Technical Assistance Meeting - July 23-25, 2008

2.27. If a youth in the follow-up population indicates having been homeless (data element 49), would there be a need to know if they received public assistance while homeless?

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

From: 2008 NYTD Technical Assistance Meeting - July 23-25, 2008

2.28. Regarding data element 49 and the definition of homelessness, what is an "adequate" place to live?

We define "homeless" as having "no regular or adequate place to live." This definition includes situations where the youth is living in a car, on the street, or staying in a homeless shelter.

From: 2008 NYTD Technical Assistance Meeting - July 23-25, 2008

2.29. For data element 51 (incarceration), should we ask if the youth was ever convicted?

No. Data element 51 indicates whether the youth in the baseline population has ever been confined in a jail, prison, correctional facility, or juvenile or community detention facility in connection with allegedly committing a misdemeanor or felony regardless of conviction. For a youth in the follow-up population, data element 51 indicates whether the youth has been confined to a jail, prison, correctional facility, or juvenile or community detention facility in connection with allegedly committing a misdemeanor or felony regardless of conviction in the past two years. The youth's conviction is beyond the scope of this data collection.

From: 2008 NYTD Technical Assistance Meeting - July 23-25, 2008

2.30. As written, data element 51 (incarceration) does not ask about the youth's experience. If the intent of data element 51 is to capture the "trauma" related to incarceration, can the question be reworded to reflect that?

The survey question collecting information on data element 51 (incarceration) cannot be reworded. Data element 51 addresses the statutory requirement to develop outcome measures pertaining to incarceration and high-risk behaviors.

From: 2008 NYTD Technical Assistance Meeting - July 23-25, 2008

2.31. What do States report for data element 52 (children) if a youth indicates that he doesn't know whether or not he has fathered a child?

The State should direct the youth to answer the question with one of the valid response options for data element 52, which are "yes," "no" or "declined" as "do not know" is not a valid response. If a youth is not declining to respond, then the only choices remaining are "yes" or "no." Regardless, it is the youth's response that the State must report.

From: 2008 NYTD Technical Assistance Meeting - July 23-25, 2008

2.32. If a youth in the baseline or follow-up populations has children by more than one father, but is married to one of them, then what does the State report for data element 53 (marriage at child's birth)?

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

From: 2008 NYTD Technical Assistance Meeting - July 23-25, 2008

2.33. How should a State report race data on a youth that does not know their race?

If a youth does not know one or more of his or her races, then the State may consult a parent if available to collect this information. If race data still cannot be obtained, the State reports "yes" for data element 11 (race - unknown).

From: 2009 NYTD Technical Assistance Meeting - June 25-26, 2009

2.34. Do States need to ask youth to report their race (data elements 6-12) or ethnicity (data element 13) if those data have already been self-reported in SACWIS?

No. If a youth's race and ethnicity information is already available in a State's child welfare information system (i.e., collected for foster care purposes), the State does not need to collect the data again. However, the State may want to confirm with the youth that this information is accurate.

From: 2009 NYTD Technical Assistance Meeting - June 25-26, 2009

2.35. What happens when there is a disparity between information existing in AFCARS and the information provided to NYTD? For example, what happens when a youth's race is entered as "White" in AFCARS, however it is reported in NYTD as "Asian"?

There are no comparisons made between information on race reported to both AFCARS and NYTD for an individual youth for compliance purposes. However, the consequence of such a discrepancy is that neither the State nor the Administration for Children and Families (ACF) would have reliable information on a youth's race information. We required States to use the same unique personal identification number for a youth reported in both the AFCARS and NYTD data sets so that there could be consistent reporting of youth that are involved in States' child welfare systems in regard to demographic information. Consistent reporting of such information enables us to analyze the information related to a youth's foster care experiences reported to AFCARS along with their service and/or outcomes information reported to NYTD. To support this goal, we urge States to establish protocols for identifying and resolving such discrepancies prior to submitting data to ACF. (See 45 CFR 1356.83(g)(3))

From: 2009 NYTD Technical Assistance Meeting - June 25-26, 2009

2.36. My State's Independent Living Program provides a stipend to youth who age out of foster care. Youth can choose to spend the stipend on such expenses as housing, education, food, etc. Under which NYTD independent living service category is this stipend reported?

If a general stipend or other payment is provided to the youth to assist that youth in living independently, a State would report that as "other financial assistance" (data element 33). (See 45 CFR 1356.83(g)(33))

From: 2009 NYTD Technical Assistance Meeting - June 25-26, 2009

2.37. NYTD data elements 34 (outcomes reporting status), 35 (date of outcome data collection) and 36 (foster care status-outcomes) are technically complex. States would benefit greatly from Federal guidance similar to the technical bulletins for AFCARS. Does such guidance currently exist or can States expect any in the near future? Having technical guidance on these three data elements would be extremely useful to the technical team on the development of the extraction protocol for the data from the new SACWIS.

States may review further guidance on these data elements in questions and answers previously published by the Children's Bureau at https://www.acf.hhs.gov/programs/cb/resource/nytd-guidance. In addition, the Children's Bureau intends to issue further guidance on these and other data elements in a number of ways. First, the NYTD User's Guide, released by the National Resource Center for Child Welfare Data and Technology in draft in June 2009, provides an element-by-element listing of the NYTD data set, including all acceptable response options and compliance standards (See http://www.nrccwdt.org/resources/nytd/nytd.html#nytd_links). Second, future NYTD technical bulletins related to data file extraction, structure, transmission, and compliance standards will also address some of technical concerns surrounding data elements 34-36. We will keep States apprised of the development and release of these technical bulletins.

From: 2009 NYTD Technical Assistance Meeting - June 25-26, 2009

2.38. The response option "not in sample" for "outcomes reporting status" (data element 34) is used to indicate that a 19-year-old youth who participated in the baseline outcome survey is not in the follow-up sample. What, if any, information is required to be reported to NYTD for a 21-year-old young adult who participated in the baseline survey but is not in the follow-up sample?

For all data elements applicable to the NYTD follow-up population, there is nothing that needs to be reported to ACF for the 21-year-old in the example above. If the 21-year-old in this example is receiving independent living services, however, then the State is still responsible for reporting information on the data elements relevant to the served population. (See 45 CFR 1356.83(g)(34)); 45 CFR 1356.82(a)(3); 45 CFR 1356.82(b))

From: 2009 NYTD Technical Assistance Meeting - June 25-26, 2009

2.39. For the baseline and follow-up populations, if the date for element 35 (date of outcome data collection) is greater than the date required (i.e., for baseline greater than 45 days after the youth's 17th birthday), does the State still include the record in our NYTD file?

Yes. A State must report all applicable data elements for an individual youth in a single record per report period. If a State is unable to gather outcomes information from a youth in the baseline or follow-up population in accordance with NYTD standards, a State must still include the youth's record because information on all other applicable data elements is still required to be reported. (See 45 CFR 1356.83(f))

From: 2009 NYTD Technical Assistance Meeting - June 25-26, 2009

2.40. Is data element 40 (Social Security) intended to capture information on a youth's receipt of Social Security survivor's benefits?

Data element 40 (Social Security) collects information on whether a youth is receiving Social Security Income or Social Security Disability Insurance, either directly or as a beneficiary. States are not required to include information regarding receipt of Social Security survivor's benefits in data collection. (See 73 FR 10351 and 45 CFR 1356.83(g)(40))

From: 2009 NYTD Technical Assistance Meeting - June 25-26, 2009

2.41. Appendix A of the NYTD regulation indicates that data elements 42-44 pertain to the "follow-up population not in foster care." Would you please clarify which reporting populations are included in NYTD data elements 42-44?

Data elements 42 (public financial assistance), 43 (public food assistance) and 44 (public housing assistance) capture information about a youth's use of public assistance. States must report information on these data elements for all youth in both the baseline and follow-up populations. "Not applicable" is the appropriate value to report for those youth that are still in foster care. (See 45 CFR 1356.83(d) and 45 CFR 1356.83(e))

From: 2009 NYTD Technical Assistance Meeting - June 25-26, 2009

2.42. If the appropriate response to data elements 42-44 for youth still in foster care is "not applicable," does the State still have to ask the survey questions related to these data elements?

No.

From: 2009 NYTD Technical Assistance Meeting - June 25-26, 2009

2.43. For element 55 (other health insurance coverage), what is the meaning of the response option "not applicable"? What specifically is the distinction between the meanings of response options "no" and "not applicable" for data element 55 for a youth that reports that he/she is receiving Medicaid (data element 54)?

We erred in listing "not applicable" as a valid response option for data element 55. In the regulation, we explained that a response option of "not applicable" for data element 55 (health insurance type - medical) meant a youth was participating in Medicaid and no other third party pays coverage for health insurance. We believe that if a youth reports "yes" for the survey question related to data element 54 (Medicaid) and "no" for data element 55 (health insurance type - medical), then this is sufficient information to identify youth who solely participate in Medicaid for health insurance coverage. The valid response options for data element 55 are "yes," "no," "don't know," or "declined." (See 45 CFR 1356.83(g)(55))

From: 2009 NYTD Technical Assistance Meeting - June 25-26, 2009

2.44. In Appendix B of the NYTD regulation, "no" is not listed as a valid response under data element 56 (health insurance type - medical). Is this a typographical error?

Yes. The valid response options for data element 56 (health insurance type - medical) should be identical to those listed in the regulation text at 45 CFR 1356.83(g)(56), which includes the response option of "no."

From: 2009 NYTD Technical Assistance Meeting - June 25-26, 2009

2.45. For elements 56 through 58, what does the response option "not applicable" mean?

Like all the youth outcome survey questions, the State will report the youth's response to the question relevant to data elements 56 (health insurance type - medical), 57 (health insurance type - mental health) and 58 (health insurance type - prescription drugs). For these elements, "not applicable" means that the youth did not indicate having health insurance coverage in data element 55 (other health insurance coverage) (73 FR 10370).

From: 2009 NYTD Technical Assistance Meeting - June 25-26, 2009

2.46. What is the difference between the response options "college" and "post-secondary education or training" for data element 18 (educational level)?

"Postsecondary education or training" refers to any post-secondary education or training, other than an education pursued at a college or university. "College" refers to completing at least a semester of study at a college or university (73 FR 10366; 45 CFR 1356.83(g)(18)).

From: 2010 NYTD Technical Assistance Meeting - July 21-23, 2010

2.47. Could you provide more clarity about what constitutes "special education" for data element 19? Would you consider a youth who receives assistance with a hearing disability in college as in "special education"? Does it matter who pays for the special education services?

The definition of special education for the purposes of data element 19 is consistent with the definition in 20 U.S.C. 1401(25) meaning "specially designed instruction, at no cost to parents, to meet the unique needs of a child with a disability," including "instruction conducted in the classroom, in the home, in hospitals and institutions, and in other settings" as well as "instruction in physical education." The intended population for special education under this definition is limited to children with disabilities receiving free public education; therefore, youth in college would not be included.

From: 2010 NYTD Technical Assistance Meeting - July 21-23, 2010

2.48. If a child was given an independent living needs assessment (data element 20) once, may the State continue to report "yes" for data element 20 in subsequent reporting periods for NYTD? Is the State required to administer such an assessment every reporting period?

An independent living needs assessment (data element 20) is considered an independent living service for NYTD purposes. Consequently, like all independent living services (data elements 20-33), the State is required, per 1356.83(a) and (c), to report when a youth in the served population receives an independent living needs assessment during the six-month reporting period. There is no requirement to administer an independent living needs assessment every reporting period.

From: 2010 NYTD Technical Assistance Meeting - July 21-23, 2010

2.49. What does "financial assistance" include? Does this include TANF, food stamps, adult disability services, other funding to cover necessities beyond a foster care maintenance payment?

It is not clear from the question which NYTD data element is being referenced, however we believe that the question is regarding "other financial assistance" (data element 33). Under this data element, States are to report any other type of financial assistance that the CFCIP agency provides to a youth in order to help the youth transition from foster care to self sufficiency, including payments for household expenses, subsidized transportation, or payments for business attire or college interviews (71 FR 40358). Other data elements are designated for States to capture whether 19- and 21-year-old youth are receiving other types of assistance mentioned above, including TANF assistance (data element 42, "public financial assistance") and food stamps (data element 43, "public food assistance") (45 CFR 1356.83(g)).

From: 2010 NYTD Technical Assistance Meeting - July 21-23, 2010

2.50. Our State is planning to send the NYTD survey to a youth's email or home address. In the event that a survey is not completed and returned, should the State default "youth declined" for data element 34 (outcomes reporting status) or is this a response that may only be entered by the youth? Similarly, if a survey is sent to a youth but is returned as "undeliverable" through regular mail or via email, would data element 34 then be coded as "unable to locate/invite"?

While the NYTD regulation does not prescribe any specific method of survey administration (73 FR 10343), States are encouraged to use a mode of administration and youth engagement that is likely to garner the participation of a maximum number of youth in the baseline and follow-up populations (See Q&A #3.11and the technical assistance document Planning for the Mode of Administration for the Youth Outcome Survey available at http://www.nrccwdt.org ).

The practice of "defaulting"; that is, automatically converting missing data for an element into a valid response option, is not an accepted practice since defaulting may result in a misleading and inaccurate account of the information or lack of information collected (73 FR 10359). Consequently, in the event that a youth does not return a survey delivered by mail or email or if such a survey is returned as undeliverable by an email service or a postal service, the State should attempt to contact the youth and collect these data. Then, a State may indicate accurately in data element 34 (outcomes reporting status) whether the youth participated in the survey, whether the youth did not participate because they declined ("youth declined" for data element 34), or whether the youth was unable to be located or invited by the State ("unable to locate/invite" for data element 34).

From: 2010 NYTD Technical Assistance Meeting - July 21-23, 2010

2.51. If a youth agrees to complete the NYTD survey but then ends up declining to answer every question, should the State report "youth declined" or "youth participated" for data element 34 (outcomes reporting status)?

A youth in the baseline or follow-up population who does not provide a valid answer to at least one NYTD survey question is not considered to have "participated" in outcomes data collection (45 CFR 1356.81(c)). A State is to report "youth declined" for data element 34 (outcomes reporting status) in this scenario.

From: 2010 NYTD Technical Assistance Meeting - July 21-23, 2010

2.52. How should States handle a situation in which a youth begins taking a survey but is not able to ultimately complete all the questions (e.g., due to death, incarceration, refusal to continue participation, etc.)? Would the State simply report the unanswered questions as blanks or mark them as "declined?" What would a State report for data element 34 (outcomes reporting status) in this situation?

If a youth in the baseline or follow-up population provides a valid answer to at least one NYTD survey question, then the youth is considered to have "participated" in outcomes data collection (data element 34 – outcomes reporting status) (45 CFR 1356.81(c)). We recognize a distinction between questions that a youth declines to answer and questions that a youth has not had an opportunity to answer. Therefore, the State must report blanks for the outcomes data elements (37-58) that correspond to the survey questions a youth has not had an opportunity to answer (i.e., due to death, incapacitation or incarceration) (73 FR 10361) and a State is to report "declined" for the outcomes data elements (37-58) that correspond to the survey questions a youth does not answer because he/she refuses to continue participation in the survey (73 FR 10342)

From: 2010 NYTD Technical Assistance Meeting - July 21-23, 2010

2.53. If we collect survey information in person from a youth in the baseline population within 45 days of the youth's 17th birthday, then can we enter it into our child welfare information system at a later date? If so, which of these dates counts as the "date of outcomes data collection (data element 35)?

A State may collect outcomes data from a youth and then enter the data into the child welfare information system at a later date. The date provided in data element 35 corresponds to the latest date in which outcomes data was collected from a youth and not the date in which the data was entered into the child welfare information system (45 CFR 1356.83(35)). However, a State must still meet the reporting requirements related to youth in the baseline population found at 45 CFR 1356.83.

From: 2010 NYTD Technical Assistance Meeting - July 21-23, 2010

2.54. For a youth in the baseline or follow-up population, a State must report the youth's foster care status (data element 36) at the time of outcomes data collection. How does the State determine the appropriate value ("yes" or "no") for data element 36 if no outcomes data was ultimately collected from the youth because the State was unable to administer the survey?

States are to report in data element 36 (foster care status – outcomes) whether the youth is in foster care on the date of outcomes data collection (45 CFR 1356.83(g)(36)). The appropriate response must therefore correspond with the point in time at which the State determines a response to data element 34 (outcomes reporting status). If and when the State determines that the youth will not participate in outcomes data collection (a response other than "youth participated" for data element 34), then the appropriate response to element 36 ("yes" or "no") can be established.

From: 2010 NYTD Technical Assistance Meeting - July 21-23, 2010

2.55. Previously, ACF has clarified that a State must collect outcomes information from a youth in foster care within 45 days following the youth's 17th birthday during a year in which such data is due and should report these outcome data in the report period which corresponds with the date of outcomes data collection (data element 35) (See 45 CFR 1356.82(a)(2)(i) and NYTD Q&A #1.30 and #1.42). Please provide additional guidance on what specifically a State should report for data elements 34, 35, and 36 for such a youth for the report period in which the youth turned age 17.

As discussed in Q&A #1.42, in the event that a baseline youth's 17th birthday falls within 45 days of the end of a reporting period (e.g., March 15, 2011) and the State collects outcomes data from the youth in the subsequent reporting period (e.g., April 30, 2011), the State is to report the youth's record in the data file submission that corresponds with the report period in which the youth turned age 17. Per 45 CFR 1356.82, the data file submission would contain the following information:

• Information on the general data elements (1-4) and demographic data elements (5-13) required for all youth reported to NYTD; and
• Information on all the data elements applicable to a youth in the served population (14-33) if the youth received an independent living service during the report period.

The State is to leave data elements 34 – 58 blank in this youth's record until outcomes data can be collected from the youth in the subsequent report period.

From: 2010 NYTD Technical Assistance Meeting - July 21-23, 2010

2.56. If a youth in the baseline population completes the NYTD survey more than 45 days after the youth's 17th birthday, then what should the State report for data elements 34, 35, and 36?

States are required to collect outcomes information from youth in the baseline population within 45 days of the youth's 17th birthday (45 CFR 1356.82(a)(2)(i)). In a previous Q&A (#5.9) we clarified that States are encouraged to submit outcomes data collected from youth in the baseline population after the 45-day timeframe following the youth's 17th birthday provided that: 1) the youth is still in foster care, 2) the youth is still age 17, and 3) the data is collected in time to be transmitted to the Administration for Children and Families with a State's data file submission that corresponds with the report period immediately following the end of a Fiscal Year in which baseline data is scheduled to be collected. In this event, such a State would report "youth participated" for data element 34 (outcomes reporting status), the last date outcomes data was collected for data element 35 (date of outcomes data collection) and "yes" for data element 36 (foster care status – outcomes), along with the youth's outcomes information (data elements 37-58).

From: 2010 NYTD Technical Assistance Meeting - July 21-23, 2010

2.57 I understand that if a youth responds "no" to the survey question that corresponds to data element 52 (children), the State is to report "not applicable" for the survey question that corresponds to data element 53 (marriage at child's birth). What is the appropriate response for data element 53 if a youth declines to answer the survey question that corresponds to data element 52 (children)?

In 45 CFR 1356, Appendix B, the survey question that corresponds to data element 53 (marriage at child's birth) indicates that the question applies only to youth that answered "yes" to the previous survey question (73 FR 10377). Therefore, unless a youth reports having given birth or fathered any children that were born ("yes" for data element 52), the State is to report "not applicable" for data element 53 (marriage at child's birth

From: Questions & Answers Released on January 13, 2011

2.58 I understand that if a youth responds "no" to the survey question that corresponds to data element 55 (other health insurance coverage), the State is to report "not applicable" for the survey questions that correspond to data element 56-58 (health insurance types). In the event that a youth declines to answer the question corresponding to data element 55, is it appropriate for a State to default "declined" for each of data elements 56-58?

It is not an appropriate practice for a State to default "declined" as a response to a NYTD survey question if the youth has not had an opportunity to answer such a question. In 45 CFR 1356, Appendix B, the survey question that corresponds to data element 56 (Health insurance type-medical) indicates that the question is for only those youth that answered "yes" to having health insurance coverage in the previous survey question (73 FR 10377). Therefore, unless a youth reports "yes" to element 55 (Other health insurance coverage), the State is to report "not applicable" for data elements 56-58).

From: Questions & Answers Released on January 13, 2011

2.59 In the event that a youth reports "I don't know" as an answer to the survey question that corresponds to data element 55 (other health insurance coverage), should the State automatically report "I don't know" for each of data elements 56-58 (health insurance types)?

No. The data elements and corresponding survey questions and response options regarding health insurance types were included to solicit all types of insurance types the youth has. In 45 CFR 1356, Appendix B, the survey question that corresponds to data element 56 (Health insurance type-medical) indicates that the question is for only those youth that answered "yes" to having health insurance coverage in the previous survey question (73 FR 10377). Therefore, unless a youth reports "yes" to element 55 (Other health insurance coverage), the State is to report "not applicable" for data elements 56-58).

From: Questions & Answers Released on January 13, 2011

2.60 Previously, ACF has provided States guidance on how to report the records of baseline youth whose 17th birthdays fall within 45 days of the end of a reporting period but who are not surveyed until the subsequent reporting period (see NYTD Q&A #2.55). Should States follow this same guidance when reporting on baseline youth whose 17th birthdays occur more than 45 days from the end of a reporting period but who may not be surveyed until the subsequent reporting period? For example, a baseline youth turns age 17 on November 1, 2010 but is not able to complete the survey until April 15, 2011. How should the record of such a youth be reported in the 2011A and 2011B data submission?

As explained in NYTD Q&A #5.9, we encourage States to collect and report data to ACF even if the State is unable to garner the participation of a youth in the baseline population within the timeframes required by the NYTD regulation (45 CFR 1356.82(a)(2)(i) and (ii)). If, however, the State is reporting on a baseline youth who turned age 17 more than 45 days from the end of a reporting period but who was not surveyed during that report period, the State should indicate the reason outcomes data were not collected (a valid response for element 34 - outcomes reporting status) and the foster care status of the youth (element 36) in the corresponding data file submission (e.g., the 2011A data submission from the example provided in the question) at minimum. If the State collects outcomes data from this baseline youth in the report period immediately following the report period in which the youth turned age 17 (e.g., the 2011B data submission from the example provided in the question), the State should report these data in the corresponding data submission by indicating the appropriate valid responses for elements 34-58. A summary of the guidance is shown below:

Summary: Reporting the record of a baseline youth who turned age 17 more than 45 days from the end of the 2011A period and is surveyed in the 2011B period.

• In the 2011A data submission, the State reports the youth's record with data elements 1-13, 34 (indicate the reason the youth did not participate with the appropriate valid value), 36 and any applicable data elements if the youth was also in the served population (elements 14-33).
• In the 2011B data submission, State reports the youth's record with data elements 1-13, 34 (indicate that the youth participated), 35-58 and any applicable data elements if the youth was also in the served population (elements 14-33).

From: Questions & Answers released on May 24, 2011

2.61 How are we to report element 36 (foster care status-outcomes) for youth in the follow-up population who are between the ages of 18 and 19 and for whom the State may be extending title IV-E assistance as elected in the State's title IV-A plan for AFDC? Do you consider these youth to be in foster care for NYTD purposes?

Yes. NYTD regulations at 45 CFR 1356.83(g)(36) require States to collect and report data on youth in foster care as defined in 45 CFR 1355.20.

From: Questions & Answers released on July 15, 2013

2.62 How should a state report element 15 (local agency) for a youth in the served population who has been served by two different jurisdictions in the same report period? Specifically, how should a state address situations in which:

a. A youth not in foster care served by two jurisdictions.

b. A youth in foster care who leaves placement and care and receives services subsequently from another jurisdiction in the same report period.

The preamble to the NYTD Final Rule indicates that one major distinction for determining the local agency in element 15 is the youth's foster care status (73 FR 10346.) The preamble indicates that if a youth is in foster care, the state must report the jurisdiction of the agency that has primary responsibility for the youth's placement and care. If the youth is not in foster care, the state is to report the jurisdiction that has primary responsibility for providing services to the youth. The NYTD regulation does not contemplate situations where a state is unable to determine which jurisdiction has primary responsibility for providing services to a youth. Please see guidance below for reporting element 15 under specific circumstances:

a. A youth not in foster care served by two jurisdictions - In this situation, we recommend that the state report the FIPS code of the county/jurisdiction that most recently provided services to the youth.

b. A youth in foster care who leaves placement and care and receives services subsequently from another jurisdiction in the same report period - In this situation, we recommend that the state report the FIPS code of the county/jurisdiction that most recently provided services to the youth regardless of whether that agency had placement and care responsibility of the youth.

From: Questions & Answers released on June 17, 2014

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