Appendix F Guidance for WIC State Agencies Providing Participant Data
Appendix F wic omb guidance 1.5.16.docx
WIC Participant and Program Characteristics Study
Appendix F Guidance for WIC State Agencies Providing Participant Data
OMB: 0584-0609
APPENDIX F:
Guidance for WIC State Agencies Providing Participant Data
OMB
Number: 0584-XXXX Expiration
Date: XX/XX/XXXX
Guidance for State Agencies Providing Participant Data
WIC Participant
and
Program Characteristics [STUDY YEAR]
PC[STUDY YEAR]
Contractor:
[CONTRACTOR CONTACT INFORMATION]
According
to the Paperwork Reduction Act of 1995, an agency may not conduct or
sponsor, and a person is not required to respond to, a collection of
information unless it displays a valid OMB control number. The
valid OMB control number for this information collection is
0584-XXXX. The time required to complete this information
collection is estimated to average 15 minutes per response,
including the time for reviewing instructions, searching existing
data sources, gathering and maintaining the data needed, and
completing and reviewing the collection of information.
PROVIDING WIC PARTICIPANT DATA FOR PC[STUDY YEAR]
CONTENTS
Section I. Overview
Section II. Timeline for PC[STUDY YEAR]
Section III. Data Transmittal and Cleaning Specifications
Section IV. Minimum Dataset Definitions and Specifications
Section V. Supplemental Dataset Definitions and Specifications
Section VI. Data Transmittal Worksheet
Section I
Overview
WIC Participant
and
Program Characteristics
PC[STUDY YEAR]
U.S. Department of Agriculture
Food and Nutrition Service
Overview of PC[STUDY YEAR]
and
Organization of “Guidance”
Organization of “Guidance”
The “Guidance” contains a timeline of the major events for PC[STUDY YEAR] , instructions for data file creation, Minimum Dataset (MDS) specifications, Supplemental Dataset (SDS) specifications, and a worksheet for transmitting your April [STUDY YEAR] participant data.
Note: There have been no changes to the MDS or SDS data elements between the PC[PREVIOUS PC DATA COLLECTION YEAR] and the PC[STUDY YEAR] reporting cycles.
Background
Since 1984, the Food and Nutrition Service (FNS) has prepared biennial reports on current participant and program characteristics in the Special Supplemental Nutrition Program for Women, Infants, and Children (WIC). These reports provide the most comprehensive and up-to-date statistics on the WIC Program. The information is used to estimate budgets, design research, and review current and proposed WIC policies and procedures. The biennial reports include:
Information on the income and nutrition risk characteristics of WIC participants.
Estimates of breastfeeding initiation rates and duration.
Data on demographic characteristics of WIC participants.
Other information on WIC participation that is deemed appropriate by the Secretary of Agriculture.
State WIC agencies provide the data in the reports to FNS. The “Guidance,” designed to assist State WIC agencies, contains a uniform format for use in compiling information on participants for WIC Participant and Program Characteristics for [STUDY YEAR] (PC[STUDY YEAR]). FNS, in cooperation with the Information Committee of the National WIC Association (NWA), developed the MDS and the SDS.
FNS has completed 14 previous reports on WIC Participant and Program Characteristics. For the first three studies in 1984 (PC84), 1988 (PC88), and 1990 (PC90), FNS and its contractors collected information on nationally representative samples of WIC participants. Since PC92, State WIC agencies have downloaded routinely collected information—used to certify eligibility for WIC, guide nutrition education, and issue food instruments—from their existing automated client and management information systems. [CONTRACTOR] is assisting FNS in conducting PC[STUDY YEAR].
In advance of the reference month
To facilitate processing of data, State agencies begin by submitting two documents in advance of the actual data. These two deliverables, due on March 15, [STUDY YEAR], just before the reference month of April [STUDY YEAR], are:
Nutrition Risk Worksheet. State agencies will need to specify whether nutrition risk data will be provided using the Federal nutrition risk codes (State agencies may access an index of Federal risk codes at www.partnerweb.usda.gov/default.aspx) or State agency codes. Agencies using State codes must provide a crosswalk of their coding schemes to the Federal nutrition risk codes. In January [STUDY YEAR], [CONTRACTOR] will provide each State agency with the Nutrition Risk Worksheet to complete and return and, for the agency’s convenience, the information the agency previously submitted on its worksheet for PC[PREVIOUS PC DATA COLLECTION YEAR].
Food Code Documentation. State agencies will need to provide a translation of the food package codes they used into specific food items and quantities prescribed to WIC participants. While State agencies may provide these data in a food package format or an item-quantity format, the item-quantity format is preferred.
DATA Submissions for the PC[STUDY YEAR] reference month
The [STUDY YEAR] WIC Participant and Program Characteristics Report (PC[STUDY YEAR]) continues the protocols and reporting formats in use for PC[PREVIOUS PC DATA COLLECTION YEAR].
For the reference month of April [STUDY YEAR] , each State WIC agency will need to submit MDS data and available SDS data on all WIC participants. The April [STUDY YEAR] MDS and SDS data must be submitted according to a specified format and medium, as detailed in this document. Most State WIC agencies maintain automated recordkeeping systems, which they will use to produce datasets containing the desired variables.
Note: SDS data, though technically not required, provides additional valuable information. Therefore, we ask State WIC agencies to include all supplemental items collected on State agency management information systems in your PC[STUDY YEAR] data submission.
Definition of WIC Participant for Use in the MDS and SDS
For PC[STUDY YEAR], WIC participants are defined as persons on WIC master lists or persons listed in WIC operating files who are certified to receive WIC benefits in April [STUDY YEAR].
State Agencies Should Include in the Datasets:
All participants, some of whom will have been certified up to 1 year ago
Partially breastfeeding women, even if they receive no food package
Fully breastfed infants, even if they receive no food package
This definition is different from regulatory reporting requirements, which define participation in terms of WIC vouchers or checks claimed by participants.
State Agencies Should Exclude From the Datasets:
Persons on waiting lists for WIC benefits
MDS and SDS Specifications and Data File Creation
The MDS and SDS Dataset Specifications include concise definitions of each variable and the categories to be used for reporting each variable. The materials presented here also explain the database field specifications—where on the file each variable is reported—as well as procedures for reporting missing data.
State WIC agencies may gather MDS and SDS data in the manner that is most efficient and economical for them. The “Guidance” offers generic specifications that accommodate the variety of recordkeeping systems.
State agency technical staff should review and follow the guidelines for preparing PC[STUDY YEAR] data submissions. Section IV of the “Guidance” provides the file layout for the MDS; Section V provides the file layout for the SDS.
Include Data on All WIC Participants
Since all State agencies submitted MDS and SDS data obtained from automated systems on all WIC participants in PC2010 and PC[PREVIOUS PC DATA COLLECTION YEAR] , we do not include sampling or record abstraction instructions in the PC[STUDY YEAR] “Guidance.”
A State agency that chooses to sample participants in PC[STUDY YEAR] should contact [CONTRACTOR] for detailed sampling instructions.
Section II
Timeline
WIC Participant
and
Program Characteristics
PC[STUDY YEAR]
U.S. Department of Agriculture
Food and Nutrition Service
Timeline for PC[STUDY YEAR]
February [STUDY YEAR] |
State agencies receive PC[STUDY YEAR] “Guidance for States Agencies Providing Participant Data.”
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February [STUDY YEAR] |
[CONTRACTOR] makes initial telephone contact to confirm receipt of the “Guidance,” update contact information, and answer questions about PC[STUDY YEAR].
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[CONTRACTOR] sends the Nutrition Risk Worksheet and a recent version of WIC Local Agency Directory (LAD) to State agencies.
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March [STUDY YEAR] |
Each State agency reviews and updates the Nutrition Risk Worksheet and returns it to [CONTRACTOR] by March 15, [STUDY YEAR].
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State agencies provide the Food Code Documentation, a translation of food codes each State uses in prescribing WIC foods, by March 15, [STUDY YEAR].
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Each State agency updates its WIC LAD with its Regional Office as necessary. |
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April [STUDY YEAR] |
Reference month for PC[STUDY YEAR]. April data submissions from State agencies should contain information for all participants on WIC master lists or participants listed in WIC operating files who are certified to receive WIC benefits in April [STUDY YEAR]. 1
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May [STUDY YEAR] |
State agencies deliver the initial MDS/SDS data file to [CONTRACTOR] as soon as possible after April once they have fully entered all data. The Data Transmittal Worksheet found in Section VI of this document should be sent with the data. State agencies must submit the initial data files by no later than July 15, [STUDY YEAR].
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July [STUDY YEAR] |
DEADLINE July 15, [STUDY YEAR] : State agencies submit the initial MDS/SDS data file for PC[STUDY YEAR]. As required by FNS, the initial data files must be submitted to [CONTRACTOR] by this date.
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September [STUDY YEAR] |
DEADLINE September 15, [STUDY YEAR] : State agencies submit the final, acceptable MDS/SDS data file. State agencies failing to achieve adequate data completeness and quality will be referred to FNS for appropriate action. In order to meet demand by reporting State agencies for prompt data analysis, State agencies lacking sufficient data completeness and quality may be removed from PC[STUDY YEAR] reporting.
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Note: To maintain the highest level of data security, [CONTRACTOR] requests that State agencies submit all data via secure FTP. ([CONTRACTOR] will send customized FTP instructions separately to each State agency.)
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Accompanying documentation should be sent to:
[CONTRACTOR] [CONTRACTOR ADDRESS]
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OR Email to: [CONTRACTOR EMAIL]
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Contact Information
If you have any questions about MDS or SDS cleaning specifications or file layout, please call [CONTRACTOR]. [CONTRACTOR] can be reached at [CONTRACTOR CONTACT INFORMATION].
Your help in timely completion of your State agency’s PC[STUDY YEAR] data submission is very much appreciated.
Major Tasks of PC[STUDY YEAR]
PC[STUDY YEAR] Coordination Information
[CONTRACTOR] will coordinate and collect the data from the State agencies and ensure that the data meets all FNS quality standards. [CONTRACTOR] will establish and maintain the databases for PC[STUDY YEAR] and run the data tabulations and prepare the final report. An [CONTRACTOR] staff member is available to answer questions about MDS and SDS specifications and data abstraction. [CONTRACTOR] requests that each State agency appoint a PC[STUDY YEAR] coordinator.
April Data Submissions
Data collection for PC[STUDY YEAR] will focus on individuals enrolled in the WIC Program as of April [STUDY YEAR] (the data collection reference month).
Each State agency should submit MDS/SDS data for every individual on WIC master lists or listed in WIC operating files who is certified to receive WIC benefits in April [STUDY YEAR].
State agencies should prepare and submit PC[STUDY YEAR] data submissions as soon after April as possible. However, State agencies should ensure that the data they submit for April [STUDY YEAR] are complete. If State agencies are expecting to obtain updated information after April [STUDY YEAR] on income, breastfeeding, participation, or other data fields, they should only submit their data after this information has been fully entered.
Important: Initial MDS/SDS data file for PC[STUDY YEAR] must be submitted to [CONTRACTOR] by July 15, [STUDY YEAR]. State agencies must submit final, clean MDS/SDS data file that meets quality standards by September 15, [STUDY YEAR]. Any State agencies not achieving sufficient data quality by September 15 will be referred to FNS for action. Such State agencies may be dropped from PC[STUDY YEAR] resulting in data loss to the WIC Program. State agencies should maintain all April [STUDY YEAR] data and materials for at least 3 years.
Section III
Data Transmittal & Cleaning Specifications
WIC Participant
and
Program Characteristics
PC[STUDY YEAR]
U.S. Department of Agriculture
Food and Nutrition Service
Data Transmittal and Cleaning of PC[STUDY YEAR]
General Instructions
State agencies are responsible for providing accurate data for PC[STUDY YEAR]. State agencies should review all MDS/SDS data for accuracy and consistency, but should not delete outliers to conform to the cleaning specifications in this manual. FNS will accept all data State agencies consider legitimate. [CONTRACTOR] staff will check PC[STUDY YEAR] data submissions for accuracy and will bring any questions or concerns to the attention of State agency contacts. It is the responsibility of each State agency to correct its PC[STUDY YEAR] data submission if needed.
Each State agency should make and keep a backup copy of its entire April [STUDY YEAR] system file (not just the PC[STUDY YEAR] submission) in the event that problems with the April PC[STUDY YEAR] data submission require a second submission. Maintaining a backup of the entire April [STUDY YEAR] system file will ensure that the required data can be recreated.
For PC[STUDY YEAR] , WIC participants are defined as persons on WIC master lists or persons listed in WIC operating files who are certified to receive WIC benefits in April [STUDY YEAR]. State agencies should not include persons on waiting lists in PC[STUDY YEAR].
Zero should never be used to indicate missing data. Zero should indicate only an actual value of zero. This instruction is particularly important with regard to income values, where there is a critical difference between an income value of zero and a missing income value. If data are missing, the corresponding field should be left blank.
It is critical to report income information for all WIC participants—including those who are adjunctively income eligible for WIC—to describe income among the overall WIC population. FNS, therefore, requires all State agencies to collect and submit income information on those adjunctively eligible. These data are for descriptive purposes only and do not affect eligibility, which is conferred due to adjunct participation in SNAP, TANF, or Medicaid.
A State agency is required to report either U.S. standard units of measurement or metric measurements of height and weight. U.S. standard measurements of pounds, ounces, feet, and inches do not have to be converted to metric data and vice versa. It is important that State agencies place these measures in the correct positions in the MDS so that data interpretation can be done correctly.
State agencies must ensure that all dates appear in the MMDDYYYY format. Dates should be complete for month, day, and year and be within logical ranges. If the day portion of a date is missing, those columns should be left blank. For PC[STUDY YEAR] , there should be no dates after April 30, [STUDY YEAR] , except for expected dates of delivery for pregnant women, blood measurement dates, and breastfeeding data collection dates.
State agencies must report certification categories and risk priority codes in every participant record. (See field numbers: 6a – Certification Category, and14a-j—Nutrition Risk #1 through Nutrition Risk 33#10).
In previous years, it appeared that between certification appointments, some State agencies, using dates of birth, automatically updated certification categories. For example, on an infant participant’s 1-year birthday, the infant's certification category would be changed to a child certification even though the participant had not yet been recertified as a child. For PC[STUDY YEAR] , State agencies should report the same certification category into which the participant was classified at the most recent certification. For example, even though the State agency’s system may make automatic changes from infant certification to a child category on or around the participant’s first birthday, the participant should be reported in PC[STUDY YEAR] as an infant if the official recertification has not yet occurred. (See field number 6a—Certification Category).
State agencies need to submit breastfeeding data for infants and children who, in April [STUDY YEAR] , are ages 6 through 13 months. In order to provide the most accurate estimates of breastfeeding duration, it is important, particularly for currently breastfed infants, that State agencies collect data as close to April [STUDY YEAR] as is feasible. All four breastfeeding variables must be provided to calculate breastfeeding initiation and duration rates. (See field numbers: 19a-d—Currently Breastfed, Ever Breastfed, Length of Time Breastfed, Date Breastfeeding Data Collected)
Data Submission
Use ASCII format text files, one record per line. State agencies should submit data files in one of the following ways.
Preferred Method: FTP—We ask that you use FTP. Please see separately provided FTP specifications, which include all the information needed for you to transmit files successfully.
CD-ROM—None of the data may be binary or packed. Enclose the CD in a suitable package (NOT an ordinary envelope) and ship by a means that enables tracking of the package: 1) United States Postal Service First Class Mail or Priority Mail with Delivery Confirmation Service); 2) USPS Express Mail; 3) FedEx; or 4) UPS. Macintosh/Apple or UNIX formatted diskettes are not acceptable options.
Email—Password-protect files and use WinZip to zip the data file. Send the file to[CONTRACTOR EMAIL]. Provide the password separately by telephone or fax; do not send by email. If you plan to send the files via email, you must contact [CONTRACTOR] prior to your submission at [CONTRACTOR PHONE] or at [CONTRACTOR EMAIL].
Notes
Field lengths are in terms of bytes (characters). To ensure that all data submissions are consistent in format, binary data may not be submitted.
All fields are right justified except for three items: race/ethnicity (#5), the 10 nutrition risk codes (#14), and the 14 food codes (#20), which are alphanumeric fields and should be left justified and blank filled.
All date variables must appear in MMDDYYYY format and fall within legitimate month, day, and year ranges. Any part of a date that is missing should be left blank. For example, a date of March 2009 should be reported as 03__2009.
Reserve codes have been found unnecessary and unwieldy in processing PC data. If data are missing, the corresponding field positions should be left blank.
Do not use zeros for missing data.
Documentation
Each data submission should be accompanied by a completed Data Transmittal Worksheet (included in Section VI of this document) containing:
The number of records, or observations, contained in the data file.
A list of the SDS elements delivered including an explanation for those not used.
The name of the State agency, the contact person, and phone number.
Any other special information needed to interpret the file.
If applicable, the number of CDs included in the shipment. Each CD should be marked with the State agency's name and be numbered sequentially: for example, 1 of 3, 2 of 3, 3 of 3.
As discussed in previous sections, State agencies should submit the following documentation to [CONTRACTOR] by March 15, [STUDY YEAR]:
Nutrition Risk Worksheet (mapping State agency risk codes to uniform national nutrition risk codes), current for April [STUDY YEAR] , or an indication that uniform codes are included in the April [STUDY YEAR] [STUDY YEAR] file.
Food Code Documentation list, current as of April [STUDY YEAR] , of the contents of the food codes and their food prescription amounts along with the codes that will appear on the PC[STUDY YEAR] file.
Cleaning Specifications
Cleaning specifications are included in the MDS and SDS specifications in Sections IV and V of the “Guidance” under the headings Allowable Values and Notes. These cleaning specifications include ranges of allowable values, intervariable consistency checks, procedures for handling missing values, and categories of participants for which each item should be reported. State agencies should not delete outliers to conform to the cleaning specifications if State agencies consider the data legitimate.
These specifications are provided to help State agencies write cleaning routines for their own systems and to provide quality control for PC[STUDY YEAR] and future data submissions. Many State agencies will have additional cleaning specifications of their own that are not included in the “Guidance.” State agencies should continue to use their own quality-control procedures in maintaining their WIC databases.
Contact Information
If you have any questions about MDS or SDS cleaning specifications or file layout, please call [CONTRACTOR]. [CONTRACTOR] can be reached at [CONTRACTOR CONTACT INFORMATION].
Minimum Dataset File Layout |
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Data Item Number |
Description of Data Item |
Beginning Column |
Ending Column |
Field Width in Bytes (No Binary Data) |
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1. |
State Agency ID |
1 |
7 |
7 |
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2a. |
Local Agency ID |
8 |
10 |
3 |
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2b. |
Service Site ID |
11 |
13 |
3 |
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3. |
Case ID |
14 |
24 |
11 |
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4. |
Date of Birth (MMDDYYYY) |
25 |
32 |
8 |
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5. |
Race/Ethnicity (Left Justified) |
33 |
38 |
6 |
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6a. |
Certification Category |
39 |
39 |
1 |
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6b. |
Expected Date of Delivery
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40 |
47 |
8 |
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6c. |
Weeks Gestation |
48 |
49 |
2 |
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7. |
Date of Certification (MMDDYYYY) |
50 |
57 |
8 |
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8. |
Sex |
58 |
58 |
1 |
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9. |
Risk Priority Code |
59 |
59 |
1 |
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10a. |
Participation in TANF |
60 |
60 |
1 |
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10b. |
Participation in Supplemental Nutrition Assistance Program (SNAP) |
61 |
61 |
1 |
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10c. |
Participation in Medicaid |
62 |
62 |
1 |
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11. |
Migrant Status |
63 |
63 |
1 |
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12. |
Number in Family/Economic Unit |
64 |
65 |
2 |
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13a. |
Family/Economic Unit Income |
66 |
70 |
5 |
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13b. |
Income Period |
71 |
71 |
1 |
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13c. |
Income Ranges |
72 |
73 |
2 |
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14a. |
Nutrition Risk #1 (Left Justified) |
74 |
79 |
6 |
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14b. |
Nutrition Risk #2 (Left Justified) |
80 |
85 |
6 |
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14c. |
Nutrition Risk #3 (Left Justified) |
86 |
91 |
6 |
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14d. |
Nutrition Risk #4 (Left Justified) |
92 |
97 |
6 |
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14e. |
Nutrition Risk #5 (Left Justified) |
98 |
103 |
6 |
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14f. |
Nutrition Risk #6 (Left Justified) |
104 |
109 |
6 |
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14g. |
Nutrition Risk #7 (Left Justified) |
110 |
115 |
6 |
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14h. |
Nutrition Risk #8 (Left Justified) |
116 |
121 |
6 |
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14i. |
Nutrition Risk #9 (Left Justified) |
122 |
127 |
6 |
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14j. |
Nutrition Risk #10 (Left Justified) |
128 |
133 |
6 |
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15a. |
Hemoglobin |
134 |
136 |
3 |
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15b. |
Hematocrit |
137 |
139 |
3 |
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15c. |
Date of Blood Test (MMDDYYYY) |
140 |
147 |
8 |
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16a(i). |
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148 |
150 |
3 |
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16a(ii). |
Nearest
Quarter Pound of Report |
151 |
151 |
1 |
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16b. |
Participant’s Weight in Grams |
152 |
157 |
6 |
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Minimum Dataset File Layout (continued) |
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Data Item Number |
Description of Data Item |
Beginning Column |
Ending Column |
Field Width in Bytes (No Binary Data) |
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17a(i). |
Participant’s Height in Inches |
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158 |
159 |
2 |
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17a(ii). |
Nearest Eighth of an Inch of Participant’s Height |
or centimeters |
160 |
160 |
1 |
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17b. |
Participant’s Height in Centimeters |
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161 |
164 |
4 |
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18. |
Date of Height and Weight Measure (MMDDYYYY) |
165 |
172 |
8 |
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19a. |
Currently Breastfed |
173 |
173 |
1 |
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19b. |
Ever Breastfed |
174 |
174 |
1 |
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19c. |
Length of Time Breastfed |
175 |
176 |
2 |
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19d. |
Date Breastfeeding Data Collected (MMDDYYYY) |
177 |
184 |
8 |
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20a. |
Food Code #1 (Left Justified) |
185 |
194 |
10 |
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20b. |
Food Code #2 (Left Justified) |
195 |
204 |
10 |
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20c. |
Food Code #3 (Left Justified) |
205 |
214 |
10 |
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20d. |
Food Code #4 (Left Justified) |
215 |
224 |
10 |
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20e. |
Food Code #5 (Left Justified) |
225 |
234 |
10 |
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20f. |
Food Code #6 (Left Justified) |
235 |
244 |
10 |
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20g. |
Food Code #7 (Left Justified) |
245 |
254 |
10 |
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20h. |
Food Code #8 (Left Justified) |
255 |
264 |
10 |
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20i. |
Food Code #9 (Left Justified) |
265 |
274 |
10 |
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20j. |
Food Code #10 (Left Justified) |
275 |
284 |
10 |
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20k. |
Food Code #11 (Left Justified) |
285 |
294 |
10 |
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20l. |
Food Code #12 (Left Justified) |
295 |
304 |
10 |
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20m. |
Food Code #13 (Left Justified) |
305 |
314 |
10 |
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20n. |
Food Code #14 (Left Justified) |
315 |
324 |
10 |
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20o. |
Food package type |
325 |
326 |
2 |
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(MMDDYYYY) OR
Participant’s
Weight in Pounds
Report
inches
State agencies should ensure that all MDS/SDS data items are right justified except race/ethnicity (#5), nutrition risks (#14), and food codes (#20).
If the specifications for food codes and food package type will not allow complete reporting of your State agency’s April food packages, please contact [CONTRACTOR] for guidance to develop an alternative file layout.
Supplemental Dataset File Layout |
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Data Item Number |
Description of Data Item |
Beginning Column |
Ending Column |
Field Width in Bytes (No Binary Data) |
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21. |
Date of First WIC Certification (MMDDYYYY) |
327 |
334 |
8 |
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22. |
Education Level |
335 |
336 |
2 |
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23. |
Number in Household in WIC |
337 |
338 |
2 |
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24. |
Date Previous Pregnancy Ended (MMDDYYYY) |
339 |
346 |
8 |
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25. |
Total Number of Pregnancies |
347 |
348 |
2 |
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26. |
Total Number of Live Births |
349 |
350 |
2 |
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27a(i). |
Prepregnancy Weight in Pounds |
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351 |
353 |
3 |
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27a(ii). |
Nearest Quarter Pound of Participant’s Prepregnancy Weight |
Report pounds or |
354 |
354 |
1 |
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27b. |
Participant’s Prepregnancy Weight in Grams |
grams |
355 |
360 |
6 |
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28a(i). |
Weight Gain During
Pregnancy in Pounds |
|
361 |
363 |
3 |
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28a(ii). |
Nearest Quarter Pound of Participant’s Weight Gain During Pregnancy |
Report pounds or |
364 |
364 |
1 |
||
28b. |
Participant’s Weight Gain During Pregnancy in Grams |
grams |
365 |
370 |
6 |
||
29a(i). |
Baby’s Birth Weight in Pounds |
Report |
371 |
372 |
2 |
||
29a(ii). |
Ounces of Birth Weight |
pounds/ |
373 |
374 |
2 |
||
29b. |
Baby’s Birth Weight in Grams |
ounces or grams |
375 |
378 |
4 |
||
30a(i). |
Baby’s Length at Birth in Inches |
Report |
379 |
380 |
2 |
||
30a(ii). |
Nearest Eighth of an Inch of Baby’s Length at Birth |
inches or |
381 |
381 |
1 |
||
30b. |
Baby’s Length at Birth in Centimeters |
centimeters |
382 |
384 |
3 |
||
31. |
Participation in the Food Distribution on Indian Reservation Program |
385 |
385 |
1 |
|||
Section IV
Minimum Dataset Definitions & Specifications
WIC Participant
and
Program Characteristics
PC[STUDY YEAR]
U.S. Department of Agriculture
Food and Nutrition Service
Minimum Dataset Of PC[STUDY YEAR]
The data items listed below are included in the Minimum Dataset (MDS). For biennial reports on WIC Participant and Program Characteristics, the term participant means a person on WIC master lists or a person listed in WIC operating files who is certified to receive WIC benefits in April [STUDY YEAR].
State agencies should ensure that the data items reflect the participant's status on each item at the time of the most recent WIC Program certification as of April [STUDY YEAR]. However, as a convenience to State agencies that do not maintain historical files and that update the information in their automated systems during certification periods, current information that is on file for each participant in April [STUDY YEAR] will be accepted.
1. State Agency ID A unique number that permits linkage to the WIC State agency where the participant was certified. It is the first 7 digits of the 10-digit Local Agency code maintained by FNS in the WIC Local Agency Directory (WIC LAD).
2a. Local Agency ID A unique number that permits linkage to the Local Agency where the participant was certified as eligible for WIC benefits. It is the last 3 digits of the 10-digit Local Agency Code maintained by FNS in WIC LAD.
2b. Service Site ID A unique number that permits linkage to the service site where the participant was certified. For State agencies that submitted service site or clinic-level data for WIC LAD, service site IDs appear in WIC LAD as the 3-digit codes under Administering Agency.
Note: For PC[STUDY YEAR] , State agencies should not substitute Service Site ID for Local Agency ID (item 2a above).
3. Case ID A unique record number for each participant that maintains individual privacy at the national level.
Note: For each participant, State agencies should construct a Case ID for their PC[STUDY YEAR] data submissions; do not use the case number of the participant as listed in State agency-held files.
4. Date of Birth Month, day, and year of participant's birth reported in MMDDYYYY format.
5. Race/Ethnicity This categorization requires classification of participants based on ethnicity as well as race. The two categories for ethnicity are Hispanic/Latino and Not Hispanic/Latino. The five racial categories, as required by OMB, are 1) American Indian or Alaska Native; 2) Asian; 3) Black or African American; 4) Native Hawaiian or Other Pacific Islander; or 5) White. One or more racial categories may be selected.
State agencies may report race/ethnicity using one of two formats:
Yes/No for each of the categories resulting in a six-digit code (1=yes; 2=no)
Three digits to represent key combinations of racial selections with the first digit representing ethnicity and the last two representing race combinations
6a. Certification Category The category—one of five possible categories—under which a person is certified as eligible for WIC benefits. These include 1) pregnant woman; 2) breastfeeding woman; 3) postpartum woman (not breastfeeding); 4) infant (younger than 12 months); and 5) child (12–59 months).
6b-c. Expected Date of Delivery or Number of Weeks Gestation For pregnant women, the projected date of delivery (MMDDYYYY format) or the number of weeks since the last menstrual period as determined at WIC Program certification.
7. Date of Certification The date the person was declared eligible for the most current WIC Program certification as of April [STUDY YEAR]. Month, day, and year should be reported in MMDDYYYY format.
8. Sex For infants and children, male or female.
9. Risk Priority Code Participant priority level for WIC Program certification at the time of the most recent WIC Program certification as of April [STUDY YEAR].
10a-c. Participation in TANF, SNAP, Medicaid The participant's reported participation in each of these programs at the time of the most recent WIC Program certification as of April [STUDY YEAR].
11. Migrant Status Participant migrant status according to the Federal WIC Program definition of a migrant farmworker (currently counted in the FNS 498 report).
12. Number in Family or Economic Unit The number of persons in the family or economic unit upon which WIC income eligibility was based.
States may report a self-declared number in the family or economic unit for participants whose income was not required to be determined as part of the WIC certification process. These participants include adjunctively income-eligible participants (due to TANF, SNAP, or Medicaid participation) and those participants deemed income eligible under optional procedures available to the State Agency in Federal WIC Regulations, Section 246.7(d)(2)(vi-viii) (means-tested programs identified by the State for automatic WIC Program income eligibility, income eligibility of pregnant women, and income eligibility of Indian and instream migrant farmworker applicants).
13a-c. Family or Economic Unit Income
1. For persons for whom income is determined during the certification process, the income amount that was determined to qualify them for the WIC Program during the most recent certification as of April [STUDY YEAR].
FNS will convert income expressed in different measures (weekly, monthly, yearly, etc.) to annual amounts.
2. For descriptive purposes only, for participants whose income was not required to be determined as part of the WIC Program certification process, the self-reported income at time of certification. These participants include adjunctively income-eligible participants and those persons deemed eligible under optional procedures available to the State Agency in Federal WIC Regulations, Section 246.7(d)(2)(vi-viii).
States should not use zero to indicate income values that are missing or not available. Zero should indicate only an actual value of zero.
Note: Due to the large proportion of WIC participants who are adjunctively income eligible, their income information is essential to describe income among the overall WIC population. States are required to provide income information on those adjunctively eligible for WIC according to Federal WIC Regulation, section 246.7.
14a-j. Nutrition Risks Present at Certification The highest-priority nutrition risks present at the WIC Program certification current in April [STUDY YEAR] , up to a maximum of 10. Uniform coding is required in submissions from all States, according to WIC Policy Memorandum 98-9.
15a-b. Hemoglobin or Hematocrit The value for the measure of iron status that applies to the WIC Program certification current in April [STUDY YEAR].
15c. Date of Blood Test Month, day, and year blood measure was collected and reported in MMDDYYYY format. States must submit this for all participants reporting a blood measure.
16a-b. Weight The participant's weight measured according to the CDC nutrition surveillance program standards [nearest one-quarter pound]. States may report weight in grams if weight is not collected in pounds and quarter pounds.
17a-b. Height The participant's height (or length) measured according to the CDC nutrition surveillance program standards [nearest one-eighth inch]. States may report height in centimeters if height is not collected in inches and eighth inches.
18. Date of Height and Weight Measure The date of the height and weight measures that were used during the most recent WIC Program certification period as of April [STUDY YEAR] in MMDDYYYY format.
19a. Currently Breastfed For infants and children ages 6 through 13 months in April [STUDY YEAR] , whether or not the participant is currently receiving breastmilk.
19b. Ever Breastfed For infants and children ages 6 through 13 months in April [STUDY YEAR] , whether or not the participant ever received breastmilk.
19c. Length of Time Breastfed For infants and children ages 6 through 13 months in April [STUDY YEAR] , the number of weeks the participant received breastmilk.
19d. Date Breastfeeding Data Collected For infants and children ages 6 through 13 months in April [STUDY YEAR], the date on which breastfeeding status was reported in MMDDYYYY format.
20a-n. Food Codes States have the option of providing food data in an item-quantity format or a food package format. States should provide the food package codes or item codes and quantities for all food prescribed for the participant during the month of April [STUDY YEAR].
20o. Food Package Type A code representing the interim rule food package descriptor. This descriptor uniquely represents the FNS food package number (I through VII), participant type, breastfeeding status, and (for infants and children only) age associated with the reported food code(s) for that participant.
1. State Agency ID
Description The State agency where the participant is enrolled.
Column position 1 - 7
Field length 7
Data type Numeric
Special Instructions Using the 10-digit identification code used in the WIC LAD maintained by FNS, enter the first 7 digits.
2a. Local Agency Number
Description The unique number for the Local Agency where the participant is currently certified.
Column position 8 - 10
Field length 3
Data type Numeric
Special Instructions Using the 10-digit identification code used in the WIC LAD maintained by FNS, enter the last 3 digits.
2b. Service Site ID
Description The unique number for the service site or clinic where the participant is currently certified.
Column position 11 - 13
Field length 3
Data type Numeric
Special Instructions State agencies that submitted service site-level or clinic-level data for the WIC LAD are asked to include the corresponding service site IDs in their PC[STUDY YEAR] submissions. Service Site IDs appear in WIC LAD as the three-digit codes under Administering Agency.
Special Note: Service Site ID is not a substitute for Local Agency ID.
3. Case ID
Description A unique identifier for each participant record which maintains individual privacy at the national level. This ID will be a State agency-generated ID that will link the MDS file record with the data in the State agency-held record. A separate file should be kept by the State agency or local office that connects the publicly released data that will be delivered to FNS with the information that will not be released but is maintained in the State agency's files. This ID cannot be the regular participant ID but will be a State agency-generated identifier separately assigned by the State agency.
Column position 14 - 24
Field length 11
Data type Alphanumeric
4. Date of Participant's Birth
Description Date of participant's birth, reported in an MMDDYYYY format.
Column position 25 - 32
Field length 8
Data type Numeric
Notes Year should be reported as four digits (for example, [STUDY YEAR] ). There should be no birthdates after 4/30/[STUDY YEAR].
For infants, there should be no birthdates before [YEAR BEFORE STUDY YEAR].
For children, there should be no birthdates before 2009 or after [YEAR BEFORE STUDY YEAR].
All dates should fall within valid month, day, and year ranges. Any part of the date that is missing or unavailable should be left blank.
Example:
For January 3, [STUDY YEAR] , the entry would be
0103[STUDY YEAR]
If day is unknown, the entry would be
01__[STUDY YEAR]
(Note:
The missing day should be left blank; there should be no underscore
in place of the values.)
5. Participant's Race/Ethnic Status
Description Beginning with PC2006, data must be submitted using the revised WIC Program racial and ethnic categories required by OMB. Under the new standards, participants are classified according to their ethnicity as well as their race.
a. The ethnic classification of participants into Hispanic/Latino or Not Hispanic Latino as defined by:
Hispanic/Latino ethnicity. A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race. The term, "Spanish origin," can be used in addition to "Hispanic or Latino."
b. The five racial categories are listed below. One or more racial categories may be selected by each participant.
American Indian or Alaska Native. A person having origins in any of the original peoples of North and South America (including Central America), and who maintains tribal affiliation or community attachment.
Asian. A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.
Black or African American. A person having origins in any of the black racial groups of Africa. Terms such as "Haitian" or "Negro" can be used in addition to "Black or African American."
Native Hawaiian or Other Pacific Islander. A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
White. A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.
State agencies may report race/ethnicity using one of two methods:
1) Yes/No Format: Either 1 = yes or 2 = no responses for each of the racial/ethnic categories in the order listed above, forming a six-digit string, with the first digit representing whether or not the participant is Hispanic, and the remaining five digits representing whether or not the participant is each of the racial categories listed in the order above.
Example: Non-Hispanic Asian and Black 221122
5. Participant’s Race/Ethnic Status (continued)
2) Standard Codes: Three-digit codes representing key combinations of one or more racial selections with the first digit representing ethnicity and the last two digits representing race. These codes are defined as follows:
101 = American Indian or Alaska Native, Hispanic/Latino
201 = American Indian or Alaska Native, Not Hispanic/Latino
102 = Asian, Hispanic/Latino
202 = Asian, Not Hispanic/Latino
103 = Black or African American, Hispanic/Latino
203 = Black or African American, Not Hispanic/Latino
104 = Native Hawaiian or Other Pacific Islander, Hispanic/Latino
204 = Native Hawaiian, Not Hispanic/Latino
105 = White, Hispanic/Latino
205 = White, Not Hispanic/Latino
106 = American Indian or Alaska Native; White; Hispanic/Latino
206 = American Indian or Alaska Native; White; Not Hispanic/Latino
107 = Asian; White; Hispanic/Latino
207 = Asian; White; Not Hispanic/Latino
108 = Black or African American; White; Hispanic/Latino
208 = Black or African American; White; Not Hispanic/Latino
109 = American Indian or Alaska Native; Black or African American; Hispanic/Latino
209 = American Indian or Alaska Native; Black or African American; Not Hispanic/Latino
110 = American Indian or Alaska Native; Asian; Hispanic/Latino
210 = American Indian or Alaska Native; Asian; Not Hispanic/Latino
111 = American Indian or Alaska Native; Native Hawaiian or Other Pacific Islander; Hispanic/Latino
211 = American Indian or Alaska Native; Native Hawaiian or Other Pacific Islander; Not Hispanic/Latino
112 = Asian; Black; Hispanic/Latino
212 = Asian; Black; Not Hispanic/Latino
113 = Asian; Native Hawaiian or Other Pacific Islander; Hispanic/Latino
213 = Asian; Native Hawaiian or Other Pacific Islander; Not Hispanic/Latino
5. Participant’s Race/Ethnic Status (continued)
114 = Black; Native Hawaiian or Other Pacific Islander; Hispanic/Latino
214 = Black; Native Hawaiian or Other Pacific Islander; Not Hispanic/Latino
115 = Native Hawaiian or Other Pacific Islander; White; Hispanic/Latino
215 = Native Hawaiian or Other Pacific Islander; White; Not Hispanic/Latino
116 = American Indian or Alaska Native; Asian; Black; Hispanic/Latino
216 = American Indian or Alaska Native; Asian; Black; Not Hispanic/Latino
117 = American Indian or Alaska Native; Asian; Native Hawaiian or Other Pacific Islander; Hispanic/Latino
217 = American Indian or Alaska Native; Asian; Native Hawaiian or Other Pacific Islander; Not Hispanic/Latino
118 = American Indian or Alaska Native; Asian; White; Hispanic/Latino
218 = American Indian or Alaska Native; Asian; White; Not Hispanic/Latino
119 = American Indian or Alaska Native; Black; Native Hawaiian or Other Pacific Islander; Hispanic/Latino
219 = American Indian or Alaska Native; Black; Native Hawaiian or Other Pacific Islander; Not Hispanic/Latino
120 = American Indian or Alaska Native; Black; White; Hispanic/Latino
220 = American Indian or Alaska Native; Black; White; Not Hispanic/Latino
121 = American Indian or Alaska Native; Native Hawaiian or Other Pacific Islander; White; Hispanic/Latino
221 = American Indian or Alaska Native; Native Hawaiian or Other Pacific Islander; White; Not Hispanic/Latino
122 = Asian; Black; Native Hawaiian or Other Pacific Islander; Hispanic/Latino
222 = Asian; Black; Native Hawaiian or Other Pacific Islander; Not Hispanic/Latino
123 = Asian; Black; White; Hispanic/Latino
223 = Asian; Black; White; Not Hispanic/Latino
124 = Asian; Native Hawaiian or Other Pacific Islander; White; Hispanic/Latino
224 = Asian; Native Hawaiian or Other Pacific Islander; White; Not Hispanic/Latino
5. Participant’s Race/Ethnic Status (continued)
125 = Black; Native Hawaiian or Other Pacific Islander; White; Hispanic/Latino
225 = Black; Native Hawaiian or Other Pacific Islander; White; Not Hispanic/Latino
126 = American Indian or Alaska Native; Asian; Black; Native Hawaiian or Other Pacific Islander; Hispanic/Latino
226 = American Indian or Alaska Native; Asian; Black; Native Hawaiian or Other Pacific Islander; Not Hispanic/Latino
127 = American Indian or Alaska Native; Asian; Black; White; Hispanic/Latino
227 = American Indian or Alaska Native; Asian; Black; White; Not Hispanic/Latino
128 = American Indian or Alaska Native; Asian; Native Hawaiian or Other Pacific Islander; White; Hispanic/Latino
228 = American Indian or Alaska Native; Asian; Native Hawaiian or Other Pacific Islander; White; Not Hispanic/Latino
129 = American Indian or Alaska Native; Black; Native Hawaiian or Other Pacific Islander; White; Hispanic/Latino
229 = American Indian or Alaska Native; Black; Native Hawaiian or Other Pacific Islander; White; Not Hispanic/Latino
130 = Asian; Black; Native Hawaiian or Other Pacific Islander; White; Hispanic/Latino
230 = Asian; Black; Native Hawaiian or Other Pacific Islander; White; Not Hispanic/Latino
131 = American Indian or Alaska Native; Asian; Black; Native Hawaiian or Other Pacific Islander; White; Hispanic/Latino
231 = American Indian or Alaska Native; Asian; Black; Native Hawaiian or Other Pacific Islander; White; Not Hispanic/Latino
199 = Hispanic/Latino; Missing race
299 = Not Hispanic/Latino; Missing race
9xx = Missing ethnicity
999 = Missing ethnicity and race
5. Participant’s Race/Ethnic Status (continued)
Column position 33 - 38
Field length 6
Data type Numeric
Allowable values In Yes/No Format: six-digit code with each digit representing:
1 = yes or 2 = no
In Standard Codes: 101-131; 199; 201-231, 199, 299, 9xx, 999. Left justified followed by three blank columns
6a. Certification Category
Description One of five possible categories participant was assigned at certification.
1 = Pregnant Woman
2 = Breastfeeding Woman
3 = Postpartum Woman, not breastfeeding
4 = Infant (younger than 12 months)
5 = Child (12–59 months)
Column position 39
Field length 1
Data type Numeric
Allowable values 1 - 5
Notes Certification category must be reported for all participants. This item may not be blank.
Please carefully check your assignment of certification category codes. Errors in these assignments affect every reported number in PC[STUDY YEAR].
Participants certified as children may not be younger than 11 months of age or older than 5 years.
Breastfeeding women may not be certified past the child’s first birthday.
Postpartum women, not breastfeeding, may not be certified for more than 6 months after the child is born or the pregnancy is otherwise ended.
6b. Expected Date of Delivery
(This item may be supplied instead of Number of Weeks Gestation (6c)).
Description Expected date of delivery for pregnant women, reported in an MMDDYYYY format.
Column position 40 - 47
Field length 8
Data type Numeric
Notes Year should be reported as four digits (for example, [STUDY YEAR] ). Expected date of delivery should be reported only for pregnant women.
All dates should fall within valid month, day, and year ranges. Unlike most other PC[STUDY YEAR] dates, expected dates of delivery may fall after April [STUDY YEAR]. Any part of the date that is missing or unavailable should be left blank.
Example:
For May 3, [STUDY YEAR] , the entry would be
0503[STUDY YEAR]
If day is unknown, the entry would be
05__[STUDY YEAR]
(Note:
The missing day should be left blank; there should be no underscore
in place of the values.)
6c. Number of Weeks Gestation
(This item may be supplied instead of Expected Date of Delivery (6b)).
Description Number of weeks since pregnant woman's last menstrual period, as of the date of the most recent certification in April [STUDY YEAR].
Column position 48 - 49
Field length 2
Data type Numeric
Allowable values 1 - 43
Note Number of weeks gestation should be reported only for pregnant women.
7. Date of Certification
Description The month, day, and year of the participant's current certification (for the most recent certification as of April [STUDY YEAR] ) reported in an MMDDYYYY format.
Column position 50 - 57
Field length 8
Data type Numeric
Notes Year should be reported as four digits (for example, [YEAR BEFORE STUDY YEAR]). There should be no certification dates after 4/30/[STUDY YEAR].
There should be no certification dates earlier than [YEAR BEFORE STUDY YEAR].
All dates should fall within valid month, day, and year ranges. Any part of the date that is missing or unavailable should be left blank.
Example:
For March 3, [STUDY YEAR] , the entry would be
0303[STUDY YEAR]
If day is unknown, the entry would be
03__[STUDY YEAR]
(Note:
The missing day should be left blank; there should be no underscore
in place of the values.)
8. Participant's Sex
Description Indication of whether infant or child is male or female.
1 = Male
2 = Female
Column position 58
Field length 1
Data type Numeric
Allowable values 1 - 2
Note This item is required only for infants and children.
9. Risk Priority Codes
Description The participant's priority at the time of his/her most recent certification date.
1 = Priority I: Pregnant and breastfeeding women and infants, at nutritional risk as demonstrated by anthropometric or hematological assessment or by other documented nutritionally related medical condition.
2 = Priority II: Infants up to 6 months of age of mothers who participated in WIC during pregnancy, or who would have been eligible to participate under Priority I documented medical condition. This priority may also be assigned to a breastfeeding mother of an infant who is classified as Priority II.
3 = Priority III: Children at nutritional risk, as demonstrated by anthropometric or hematological assessment or other documented medical condition. Can also include high-risk postpartum women.
4 = Priority IV: Pregnant and breastfeeding women and infants, at nutritional risk as demonstrated by inadequate dietary pattern. Can also include high-risk postpartum women and homeless and migrant pregnant and breastfeeding women and infants.
5 = Priority V: Children at nutritional risk due to inadequate dietary pattern. Can also include high-risk postpartum women and homeless and migrant children.
6 = Priority VI: Postpartum women, not breastfeeding, at nutritional risk on either medical or dietary criteria unless assigned to higher priorities at state discretion. At State option, this priority can also include homeless and migrant postpartum women.
7 = Priority VII: Previously certified participants likely to regress in nutritional status without continuation of supplemental food. At State option, this priority can also include homeless and migrant participants.
Column position 59
Field length 1
Data type Numeric
Allowable values 1 - 7
9. Risk Priority Codes (continued)
Notes If the risk priority code equals 1 then certification category should equal 1 or 2 or 4.
If the risk priority code equals 2 then certification category should equal 4 or 2.
If the risk priority code equals 3 then certification category should equal 5 or 3.
If the risk priority code equals 4 then certification category should equal 1 or 2 or 3 or 4.
If the risk priority code equals 5 then certification category should equal 5 or 3.
If the risk priority code equals 6 then certification category should equal 3.
If the risk priority code equals 7 then certification category should equal 1 or 2 or 3 or 4 or 5.
10a. Participation in Other Programs - TANF
Description Does the participant or family member of the participant receive TANF (Temporary Assistance to Needy Families) benefits?
1 = Yes
2 = No
Column position 60
Field length 1
Data type Numeric
Allowable values 1 - 2
Note The participant's reported participation at the time of the most recent certification. If updated since certification, the participant's current participation in this program.
If column 60 = 1, then income entries should be present either in column positions 66 to 70 or 72 to 73.
10b. Participation in Other Programs - Supplemental Nutrition Assistance Program (SNAP)
Description Does the participant receive Supplemental Nutrition Assistance Program (SNAP) benefits?
1 = Yes
2 = No
Column position 61
Field length 1
Data type Numeric
Allowable values 1 - 2
Note The participant's reported participation at the time of the most recent certification. If updated since certification, the participant's current participation in this program.
If column 61 = 1, then income entries should be present either in column positions 66 to 70 or 72 to 73.
10c. Participation in Other Programs - Medicaid
Description Does the participant receive Medicaid benefits or is the participant a member of a family in which a pregnant woman or an infant is certified eligible to receive assistance under Medicaid?
1 = Yes
2 = No
Column position 62
Field length 1
Data type Numeric
Allowable values 1 - 2
Note The participant's reported participation at the time of the most recent certification. If updated since certification, the participant's current participation in this program.
If column 62 = 1, then income entries should be present either in column positions 66 to 70 or 72 to 73.
11. Migrant Status
Description Is any member of the family a migrant worker? According to the WIC Program Consolidated Regulations, a migrant farmworker is an individual whose principal employment is in agriculture, on a seasonal basis, who has been so employed within the last 24 months, and who establishes, for the purpose of such employment, a temporary abode.
1 = Yes
2 = No
Column position 63
Field length 1
Data type Numeric
Allowable values 1 - 2
12. Number in Economic Unit
Description The number of persons in the economic unit upon which income eligibility is based. This is a self-declared number in the economic unit for those eligible for WIC due to participation in other means-tested programs or those persons deemed eligible under optional procedures available to the State Agency in Federal WIC Regulations, Section 246.7(d)(2)(vi-viii).
Column position 64 - 65
Field length 2
Data type Numeric
Allowable values 1 - 20
Note Zero is not a valid value for this item.
Number in economic unit must be reported for all participants.
13a. Family Income
Description For a person whose income is determined during the certification process, enter the income amount that was used to qualify the individual for WIC benefits. Amounts may be reported for various periods of time (weekly, monthly, biweekly—every 2 weeks, or annually) as specified in 13b. For a participant whose income was not required to be determined for WIC certification, enter a self-declared income for descriptive purposes only. Self-declared incomes for these participants may be entered in dollar amounts in MDS items 13a and 13b or by income categories in MDS item 13c.
For a participant whose income was not required as part of WIC certification, entry of a self-declared amount should not be used by State data systems to alter WIC eligibility decisions. From a regulatory point of view, such eligibility is based on the means test provided by other programs such as TANF, SNAP, Medicaid, and, at State option, other programs selected by a State agency. As long as the participant is a bona fide participant in such other programs, apparent discrepancies in income amounts need not be edited from WIC files nor examined for potential effects on WIC eligibility.
For Indian Tribal Organization State agencies, which have opted to implement alternative income eligibility procedures, as set forth in Section 246.7(d)(2)(viii) of the Federal WIC regulations, self-declared incomes may be stated in dollars or selected from income codes in MDS item 13c.
Column position 66 - 70
Field length 5
Data type Numeric
States may enter income for adjunctively income eligible participants either in 13a or in 13c.
Notes If a record does not contain a dollar amount income in column positions 66 to 70, an income value should be present in column positions 72 to 73.
Zero should be used only to indicate an income of zero. Zero may not indicate missing values or values not reported. Income that is missing or not available should be left blank.
13b. Income Period
Description The period covered by the amount described in Family Income (item 13a).
1 = Weekly
2 = Monthly
3 = Biweekly (every 2 weeks)
4 = Annually
Column position 71
Field length 1
Data type Numeric
Allowable values 1 - 4
Notes Income period should be present for every record containing a dollar value for income.
FNS will convert income expressed in different measures (weekly, monthly, yearly) to annual amounts.
13c. Income Ranges for Participants with Adjunct Eligibility
Description Self-declared income for the family/economic unit expressed in a dollar range for any participant whose income was not required to be determined as part of the WIC certification process.
Participants whose incomes are not required to be determined during WIC certification include adjunctively income-eligible participants and those persons deemed income eligible under optional procedures available to the State agency in Federal WIC Regulations, Section 246.7(d)(2)(vi-vii).
Monthly |
Code |
Annually |
Code |
$0 - 99 |
1 |
$0 - 1,199 |
1 |
$100 - 199 |
2 |
$1,200 - 2,399 |
2 |
$200 - 299 |
3 |
$2,400 - 3,599 |
3 |
$300 - 399 |
4 |
$3,600 - 4,799 |
4 |
$400 - 499 |
5 |
$4,800 - 5,999 |
5 |
$500 - 599 |
6 |
$6,000 - 7,199 |
6 |
$600 - 699 |
7 |
$7,200 - 8,399 |
7 |
$700 - 799 |
8 |
$8,400 - 9,599 |
8 |
$800 - 899 |
9 |
$9,600 - 10,799 |
9 |
$900 - 999 |
10 |
$10,800 - 11,999 |
10 |
$1,000 - 1,099 |
11 |
$12,000 - 13,199 |
11 |
$1,100 - 1,199 |
12 |
$13,200 - 14,399 |
12 |
$1,200 - 1,299 |
13 |
$14,400 - 15,599 |
13 |
$1,300 - 1,399 |
14 |
$15,600 - 16,799 |
14 |
$1,400 - 1,499 |
15 |
$16,800 - 17,999 |
15 |
$1,500 - 1,599 |
16 |
$18,000 - 19,199 |
16 |
$1,600 - 1,699 |
17 |
$19,200 - 20,399 |
17 |
$1,700 - 1,799 |
18 |
$20,400 - 21,599 |
18 |
$1,800 - 1,899 |
19 |
$21,600 - 22,799 |
19 |
$1,900 - 1,999 |
20 |
$22,800 - 23,999 |
20 |
$2,000 - 2,099 |
21 |
$24,000 - 25,199 |
21 |
$2,100 - 2,199 |
22 |
$25,200 - 26,399 |
22 |
$2,200 - 2,299 |
23 |
$26,400 - 27,599 |
23 |
$2,300 - 2,399 |
24 |
$27,600 - 28,799 |
24 |
$2,400 - 2,499 |
25 |
$28,800 - 29,999 |
25 |
$2,500 - 2,599 |
26 |
$30,000 - 31,199 |
26 |
$2,600 - 2,699 |
27 |
$31,200 - 32,399 |
27 |
$2,700 - 2,799 |
28 |
$32,400 - 33,599 |
28 |
13c. Income Ranges for Participants with Adjunct Eligibility (continued)
-
Monthly
Code
Annually
Code
$2,800 - 2,899
29
$33,600 - 34,799
29
$2,900 - 2,999
30
$34,800 - 35,999
30
$3,000 - 3,099
31
$36,000 - 37,199
31
$3,100 - 3,199
32
$37,200 - 38,399
32
$3,200 - 3,299
33
$38,400 - 39,599
33
$3,300 - 3,399
34
$39,600 - 40,799
34
$3,400 - 3,499
35
$40,800 - 41,999
35
$3,500 - 3,599
36
$42,000 - 43,199
36
$3,600 - 3,699
37
$43,200 - 44,399
37
$3,700 - 3,799
38
$44,400 - 45,599
38
$3,800 - 3,899
39
$45,600 - 46,799
39
$3,900 - 3,999
40
$46,800 - 47,999
40
$4,000 - 4,099
41
$48,000 - 49,199
41
$4,100 - 4,199
42
$49,200 - 50,399
42
$4,200 - 4,299
43
$50,400 - 51,599
43
$4,300 - 4,399
44
$51,600 - 52,799
44
$4,400 - 4,499
45
$52,800 - 53,999
45
$4,500 - 4,599
46
$54,000 - 55,199
46
$4,600 - 4,699
47
$55,200 - 56,399
47
$4,700 - 4,799
48
$56,400 - 57,599
48
$4,800 - 4,899
49
$57,600 - 58,799
49
$4,900 - 4,999
50
$58,800 - 59,999
50
$5,000 - 5,099
51
$60,000 - 61,199
51
$5,100 - 5,199
52
$61,200 - 62,399
52
$5,200 - 5,299
53
$62,400 - 63,599
53
$5,300 - 5,399
54
$63,600 - 64,799
54
$5,400 - 5,499
55
$64,800 - 65,999
55
$5,500 - 5,599
56
$66,000 - 67,199
56
$5,600 - 5,699
57
$67,200 - 68,399
57
$5,700 - 5,799
58
$68,400 - 69,599
58
$5,800 - 5,899
59
$69,600 - 70,799
59
$5,900 - 5,999
60
$70,800 - 71,999
60
$6,000 - 6,099
61
$72,000 - 73,199
61
$6,100 - 6,199
62
$73,200 - 74,399
62
$6,200 +
63
$74,400 +
63
13c. Income Ranges for Participants with Adjunct Eligibility (continued)
Column position 72 - 73
Field length 2
Data type Numeric
Allowable values 1 – 63
Notes State agencies may enter income for adjunctively income eligible participants either in 13a or in 13c.
If a record does not contain a dollar amount for income in column positions 66 to 70, an entry should be present for adjunctive income range in column positions 72 to 73.
If column positions 60, 61, or 62 equal 1, then an entry for adjunctive income should be present either in positions 66 to 70 or 72 to 73.
Zero is not a valid entry for this item.
14a-j. Nutrition Risks
Description Nutrition risk present at certification as recorded on State agency files.
Column position
-
Nutrition Risks (any order)
Position
a.
Nutrition Risk #1:
74-79
b.
Nutrition Risk #2:
80-85
c.
Nutrition Risk #3:
86-91
d.
Nutrition Risk #4:
92-97
e.
Nutrition Risk #5:
98-103
f.
Nutrition Risk #6:
104-109
g.
Nutrition Risk #7:
110-115
h.
Nutrition Risk #8:
116-121
i.
Nutrition Risk #9:
122-127
j.
Nutrition Risk #10:
128-133
Field length 6 for each code; 60 total
Data type Alphanumeric
Notes Using this format, State agencies can report up to 10 nutrition risks per participant. Nutrition risks can be listed in any order. State agency nutrition risk codes will be translated into Federal nutrition risk codes.
Each nutrition risk code should be left justified and blank filled.
15a. Hemoglobin
(This item may be supplied instead of Hematocrit (15b).)
Description Value for the measure of iron status that applies to the current certification. Reported in grams/dl (XX.Y) with a single implied decimal place. For example, 14.9 should be coded as 149.
Column position 134 - 136
Field length 3
Data type Numeric
Notes This item is not required for infant participants who are less than 9 months old.
For children, if there is no blood measurement recorded for the current certification, please provide value for most recent certification that is available.
Zero should not be used to indicate missing values. If hemoglobin is missing or not reported, this item should be left blank.
15b. Hematocrit
(This item may be supplied instead of Hemoglobin (15a).)
Description Value for the measure of iron status that applies to the current certification. Reported to the nearest tenth of a percent (XX.Y) with a single implied decimal place. For example, 37.6 should be coded as 376.
Column position 137-139
Field length 3
Data type Numeric
Notes This item is not required for infant participants who are less than 9 months old.
For children, if there is no blood measurement recorded for the current certification, please provide value for most recent certification that is available.
Zero should not be used to indicate missing values. If hematocrit is missing or not reported, this item should be left blank.
15c. Date of Blood Test
Description The month, day, and year participant’s blood measure was taken, reported in MMDDYYYY format. This is required for all participants reporting a blood measure.
Column position 140-147
Field length 8
Data type Numeric
Notes Year should be reported as four digits (for example, [FOUR DIGIT YEAR]).
All dates must fall within legitimate month, day, and year ranges. Any part of the date that is missing or not available should be left blank.
Example:
For December 3, [YEAR BEFORE STUDY YEAR] the entry would be
1203[YEAR BEFORE STUDY YEAR]
If day is unknown, the entry should be
12__[YEAR BEFORE STUDY YEAR]
(Note:
The missing day should be left blank; there should be no underscore
in place of the values.)
16a (i). Participant's Weight in Pounds
(This item may be supplied instead of Participant’s Weight in Grams (16b).)
Description The participant's weight in whole pounds.
Column position 148-150
Field length 3
Data type Numeric
Notes Participant weight may be reported either in pounds and quarter pounds or in grams.
Example:
For a weight of 9 pounds 12 ounces, the entry for this item is:
___9
The number of ounces is reported as quarter pounds in the next data
item (16a(ii)).
(Note: If the length of the field is
less than three characters, the leftmost column(s) should be left
blank; there should be no underscore in place of the values.)
16a (ii). The Nearest Quarter Pound of Participant's Weight
Description The nearest quarter pound of participant's weight.
Column position 151
Field length 1
Data type Numeric
Allowable Values 0-3
Notes Quarter pounds should be reported only when weight in pounds is reported. This measure is typically only reported for infants.
Participant weight may be reported either in pounds and quarter pounds or in grams.
Example:
For a weight of 9 pounds 12 ounces, the entry for this item is:
3
as 12 ounces is equal to 3 quarter pounds.
The number of whole pounds is reported in the previous data item (16a(i)).
16b. Participant's Weight in Grams
(This item may be supplied instead of Participant’s Weight in Pounds (16a).)
Description The participant's weight measured in grams.
Column position 152 - 157
Field length 6
Data type Numeric
Note Participant weight may be reported either in pounds and quarter pounds or in grams.
Example:
A weight of 90,718 grams (approximately 200 lbs.) is entered as:
_ 90718
(Note: If the
length of the field is less than six characters, the leftmost
column(s) should be left blank; there should be no underscore in
place of the values.)
17a (i). Participant's Height in Inches
(This item may be supplied instead of Participant’s Height in Centimeters (17b).)
Description The participant's height (length) in whole inches.
Column position 158 - 159
Field length 2
Data type Numeric
Notes Participant height may be reported either in inches and one-eighth inches or in centimeters.
Example:
For a height of 33.5 inches, the entry for this item is:
33
The fractional number of inches is reported as one-eighth inches in the next data item (17a(ii)).
17a (ii). The Nearest Eighth of an Inch of Participant's Height
Description The nearest eighth of an inch of participant's height (length).
Column position 160
Field length 1
Data type Numeric
Allowable values 0-7
Notes Eighth inches should be reported only when height in inches is reported. This measure is typically only reported for infants.
Participant height may be reported either in inches and one-eighth inches or in centimeters.
Example:
For a height of 33.5 inches, the entry for this item is:
4
as half an inch is equal to 4 one-eighth inches.
The number of whole inches is reported in the previous data item (17a(i)).
17b. Participant's Height in Centimeters
(This item may be supplied instead of Participant’s Height in Inches (17a).)
Description The participant's height (length) measured to the nearest tenth of a centimeter with a single implied decimal place. For example, 30.5 centimeters should be coded as _305. In another example, 28 centimeters should be coded as _280 to allow for the single implied decimal place.
Column position 161 - 164
Field length 4
Data type Numeric
Note Participant height may be reported either in inches and one-eighth inches or in centimeters.
18. Date of Height and Weight Measure
Description The month, day, and year during which the participant's height and weight was measured (used for most recent certification as of April), reported in an MMDDYYYY format.
Column position 165 - 172
Field length 8
Data type Numeric
Notes Year should be reported as four digits (for example, [STUDY YEAR] ). There should be no dates after 04/30/[STUDY YEAR].
All dates should fall within valid month, day, and year ranges. Any part of the date that is missing or unavailable should be left blank.
Example:
For January 3, [STUDY YEAR] , the entry would be
0103[STUDY YEAR]
If day is unknown, the entry would be
01__[STUDY YEAR]
(Note:
The missing day should be left blank; there should be no underscore
in place of the values.)
19a. Currently Breastfed
Description For infants and children ages 6 through 13 months in April [STUDY YEAR] , whether or not the participant is currently receiving breastmilk.
1 = Yes
2 = No
Column position 173
Field length 1
Data type Numeric
Allowable values 1 - 2
Note This item is required only for infants and children who are ages 6 through 13 months. This includes infants and children born between February 1, [YEAR BEFORE STUDY YEAR] and October 31, [YEAR BEFORE STUDY YEAR].
A State agency may report breastfeeding data for additional infant and children WIC participants if this approach is better suited to the configuration of the State agency's automated processing system. If your State agency chooses this option, please indicate this choice on the PC[STUDY YEAR] Worksheet. Please note that only data on infants and children who are ages 6 through 13 months will be analyzed and reported for PC[STUDY YEAR].
If this information is missing or not available, leave the column position blank.
See the exhibit on page IV-46 for the flow of breastfeeding items in this dataset.
19b. Ever Breastfed
Description For infants and children not currently receiving breastmilk who are ages 6 through 13 months in April [STUDY YEAR] , whether or not the infant or child ever received breastmilk.
1 = Yes
2 = No
Column position 174
Field length 1
Data type Numeric
Allowable values 1 - 2
Note This item is required only for infants and children who are ages 6 through 13 months who are not currently receiving breastmilk. That is, this information should be reported for every WIC infant and child who is ages 6 through 13 months (infants and children born between February 1, [YEAR BEFORE STUDY YEAR] and October 31, [YEAR BEFORE STUDY YEAR]) with a value of 2 in column position 173.
A State agency may report breastfeeding data for additional infant and child WIC participants if this approach is better suited to the configuration of the State's automated processing system. If your State agency chooses this option, please indicate this choice on the PC[STUDY YEAR] Data Transmittal worksheet found in Section VI of this document. Please note that only data on infants and children who are ages 6 through 13 months will be analyzed and reported for PC[STUDY YEAR].
If this information is missing or not available, leave the column position blank.
19c. Length of Time Breastfed
Description For infants and children not currently receiving breastmilk who are ages 6 through 13 months in April [STUDY YEAR] who have ever received breastmilk, the number of weeks the infant or child received breastmilk.
For example, if the infant or child was breastfed for 5 months, record 22 weeks
The conversions listed below are consistent with conversions applied by the CDC Surveillance System. To convert months to weeks:
1 month = 4 weeks
2 months = 9 weeks
3 months = 13 weeks
4 months = 17 weeks
5 months = 22 weeks
6 months = 26 weeks
7 months = 30 weeks
8 months = 35 weeks
9 months = 39 weeks
10 months = 43 weeks
11 months = 48 weeks
12 months = 52 weeks
13 months = 56 weeks
To convert days to weeks:
Fewer than 4 days = 0 weeks
4–10 days = 1 week
11–17 days = 2 weeks
18–24 days = 3 weeks
25–31 days = 4 weeks
32–38 days = 5 weeks
39–45 days = 6 weeks
If this information is missing or not available, leave the column positions blank.
Column position 175 - 176
Field length 2
Data type Numeric
Allowable values 0 - 72
19c. Length of Time Breastfed (continued)
Notes This item is required only for infants and children who are ages 6 through 13 months who have ever received breastmilk but are not currently breastfeeding. Data on length of time breastfed should be reported for infants and children who are ages 6 through 13 months (infants and children born between February 1, [YEAR BEFORE STUDY YEAR] and October 31, [YEAR BEFORE STUDY YEAR]) with values of 2 (not currently breastfeeding) in column 173 and values of 1 (yes response to ever breastfed) in column 174.
A State agency may report breastfeeding data for additional infant and child WIC participants if this approach is better suited to the configuration of the State agency's automated processing system. If your State agency chooses this option, please indicate this choice on the PC[STUDY YEAR] Worksheet.
Zero is a valid entry for this item. If the infant or child was breastfed for fewer than 4 days, enter a zero. When information is missing, leave columns 175 and 176 blank.
19d. Date Breastfeeding Data Collected
Description For infants or children who are ages 6 through 13 months in April [STUDY YEAR] , the date (month, day, and year) on which breastfeeding status was reported by the mother. Date must be reported in MMDDYYYY format.
Column position 177 - 184
Field length 8
Data type Numeric
Notes Year should be reported as four digits (for example, [STUDY YEAR] ). This item is required only for infants who are ages 6 through 13 months (infants and children born between February 1, [YEAR BEFORE STUDY YEAR] and October 31, [YEAR BEFORE STUDY YEAR]).
A State agency may report breastfeeding data for additional infant and child WIC participants if this approach is better suited to the configuration of the State agency's automated processing system. If your State agency chooses this option, please indicate this choice on the PC[STUDY YEAR] Worksheet.
Some State agencies may not update this field every time breastfeeding status is confirmed. In these cases, the date of the most recent food issuance or office visit may be used as a proxy for the most recent date breastfeeding data were collected if breastfeeding status is confirmed during these visits.
All dates should fall within valid month, day, and year ranges. Any part of the date that is missing or unavailable should be left blank.
Example:
For March 3, [STUDY YEAR] , the entry would be
0303[STUDY YEAR]
If day is unknown, the entry would be
03__[STUDY YEAR]
(Note:
The missing day should be left blank; there should be no underscore
in place of the values.)
19d. Date Breastfeeding Data Collected (continued)
Notes (continued) For infants and children reported as no longer breastfeeding in your State agency system, there is no need to repeat the breastfeeding questions when these infants and children are ages 6 through 13 months. However, the State agency must ensure that the data reported accurately reflect the full breastfeeding duration for each infant and child WIC participant.
State or Local Agency staff can verify this information when the infant or child is ages 6 through 13 months. The date of this administrative validation should be entered as the date of breastfeeding data collected. Please consult your WIC Administrator to determine the process to be used. In addition, be sure to document derivation of dates when you submit your State's data file.
Entries in column positions 177 through 184 are essential for analysis of all breastfeeding data entries. Please ensure that these data are provided along with the data on other breastfeeding items.
Flow of Breastfeeding Questions for WIC
Minimum Dataset PC[STUDY YEAR]
19a. Is this infant currently breastfeeding?
19a. Yes 19a. No
19b. Has this infant ever been breastfed?
Yes No
19c. How
long was this infant breastfed?
Number of weeks
If
response is 1 through 3 (fewer than 4) days, enter 0.
19d.
Date breastfeeding data collected. MMDDYYYY
Data are to be reported for all infants and children 6 through 13 months in April [STUDY YEAR].
20a-n. Food Codes
Note State agencies have the option of providing food data in a food package format or in an item-quantity format. The item-quantity format is preferable, if at all possible.
For State Agencies Submitting Food Items and Quantities: |
Description The item codes and quantities for all food items prescribed for the participant during the month of April [STUDY YEAR].
Column position
-
Item Code
Position
Quantity
Position
a.
Item Code #1:
185-191
a.
Quantity #1:
192-194
b.
Item Code #2:
195-201
b.
Quantity #2:
202-204
c.
Item Code #3:
205-211
c.
Quantity #3:
212-214
d.
Item Code #4:
215-221
d.
Quantity #4:
222-224
e.
Item Code #5:
225-231
e.
Quantity #5:
232-234
f.
Item Code #6:
235-241
f.
Quantity #6:
242-244
g.
Item Code #7:
245-251
g.
Quantity #7:
252-254
h.
Item Code #8:
255-261
h.
Quantity #8:
262-264
i.
Item Code #9:
265-271
i.
Quantity #9:
272-274
j.
Item Code #10:
275-281
j.
Quantity #10:
282-284
k.
Item Code #11:
285-291
k.
Quantity #11:
292-294
l.
Item Code #12:
295-301
l.
Quantity #12:
302-304
m.
Item Code #13:
305-311
m.
Quantity #13:
312-314
n.
Item Code #14:
315-321
n.
Quantity #14:
322-324
Field length 10 for each item/quantity combination; 140 total.
Data type Alphanumeric
Notes Using this format, State agencies can report up to 14 food items and quantities—each item code is up to 7 characters wide, and each quantity is up to 3 characters wide. If these specifications will not allow complete reporting of your State agency’s food codes, please contact [CONTRACTOR] to develop an alternative file layout.
Each food item code and food quantity should be left justified and blank filled.
20a-n. Food Codes (continued)
For State Agencies Submitting Food Package Codes: |
Description The food package code(s) for the WIC food package or for all food instruments prescribed for the participant during the month of April [STUDY YEAR].
Column position
-
Food Package Code
Position
a.
Food Package Code #1:
185-194
b.
Food Package Code #2:
195-204
c.
Food Package Code #3:
205-214
d.
Food Package Code #4:
215-224
e.
Food Package Code #5:
225-234
f.
Food Package Code #6:
235-244
g.
Food Package Code #7:
245-254
h.
Food Package Code #8:
255-264
i.
Food Package Code #9:
265-274
j.
Food Package Code #10:
275-284
k.
Food Package Code #11:
285-294
l.
Food Package Code #12:
295-304
m.
Food Package Code #13:
305-314
n.
Food Package Code #14:
315-324
Field length 10 for each code; 140 total.
Data type Alphanumeric
Notes Using this format, State agencies can report up to 14 food package codes—each 10 characters wide. If these specifications will not allow complete reporting of your State agency’s food package codes, please contact [CONTRACTOR] to develop an alternative file layout.
Each food package code should be left justified and blank filled.
20o. Food Package Type
Description The participant’s interim rule food package descriptor. This descriptor uniquely represents the participant’s FNS food package number (I through VII), participant type, breastfeeding status, and (for infants and children only) age. This is to be reported as a number from 1 to 28 as defined in the table below:
Food Package Type |
Participant Type |
Food Package Number |
Interim Rule Food Package Descriptor |
Age |
Category |
1 |
Infants |
Food Package I |
I-FF-A |
0–3.9 months |
fully formula fed |
2 |
I-FF-B |
4–5.9 months |
fully formula fed |
||
3 |
I-BF/FF-A |
0–0.9 months |
partially breastfed |
||
4 |
I-BF/FF-B |
1–3.9 months |
partially breastfed |
||
5 |
I-BF/FF-C |
4–5.9 months |
partially breastfed |
||
6 |
I-BF-A |
0–3.9 months |
fully breastfed |
||
7 |
I-BF-B |
4–5.9 months |
fully breastfed |
||
8 |
Food Package II |
II-FF |
6–11.9 months |
fully formula fed |
|
9 |
II-BF/FF |
6–11.9 months |
partially breastfed |
||
10 |
II BF |
6–11.9 months |
fully breastfed |
||
11 |
Medical |
Food Package III |
III I-FF-A |
0–3.9 months |
fully formula fed |
12 |
III I-FF-B |
4–5.9 months |
fully formula fed |
||
13 |
III I-BF/FF-A |
0–0.9 months |
partially breastfed |
||
14 |
III I-BF/FF-B |
1–3.9 months |
partially breastfed |
||
15 |
III I-BF/FF-C |
4–5.9 months |
partially breastfed |
||
16 |
III II-FF |
6–11.9 months |
fully formula fed |
||
17 |
III II-BF/FF |
6–11.9 months |
partially breastfed |
||
18 |
III IV-A |
1–1.9 years |
children |
||
19 |
III IV-B |
2–4.9 years |
children |
||
20 |
III V |
women |
pregnant and partially breastfeeding (up to 1 year postpartum) |
||
21 |
III VI |
women |
non-breastfeeding postpartum and partially (minimally) breast feeding (up to 6 months postpartum) |
||
22 |
III VII |
women |
fully breastfeeding (up to 1 year postpartum) |
||
23 |
Children |
Food Package IV |
IV-A |
1–1.9 years |
children |
24 |
IV-B |
2–4.9 years |
children |
||
25 |
Women |
Food Package V |
V |
women |
pregnant and partially (mostly) breastfeeding (up to 1 year postpartum) |
26 |
Food Package VI |
VI |
women |
non-breastfeeding postpartum and partially (minimally) breastfeeding (up to 6 months postpartum) |
|
27 |
Food Package VII |
VII |
women |
fully breastfeeding; partially (mostly) breastfeeding multiples; pregnant with multiples |
|
28 |
No Food Package |
N/A |
women |
partially (minimally) breastfeeding (over 6 months postpartum) |
20o. Food Package Type (continued)
Column position 325 - 326
Field length 2
Allowable Values 1 - 28
Note Food Package Type should correspond to the participant’s Food Code(s).
Section V
Supplemental Dataset and Specifications
WIC Participant
and
Program Characteristics
PC[STUDY YEAR]
U.S. Department of Agriculture
Food and Nutrition Service
Supplemental Dataset of PC[STUDY YEAR]
The data items listed below are included in the Supplemental Dataset (SDS). State agencies that are currently collecting these items should include them in April data submissions.
For biennial reports on WIC participant and program characteristics, the term participant means a person on WIC master lists or a person listed in WIC operating files who is certified to receive WIC benefits in April [STUDY YEAR].
The data items should reflect the participant's status on each item at the time of the most recent WIC Program certification as of April [STUDY YEAR]. However, as a convenience to State agencies that do not maintain historical files and that update the information in their automated systems during certification periods, current information that is on the file for each participant in April [STUDY YEAR] will be accepted.
21. Date of First WIC Certification Date the participant was first certified for the WIC Program in MMDDYYYY format. For pregnant, breastfeeding, and postpartum women, this applies to the current/most recent pregnancy and not to prior pregnancies.
22. Education Level For pregnant, breastfeeding and postpartum women, the highest grade or year of school completed. For infants and children, the highest grade or year of school completed by mother or primary caretaker.
23. Number in Household in WIC The number of people in the participant's household receiving WIC benefits.
24. Date Previous Pregnancy Ended For pregnant women, the date that the previous pregnancy ended in MMDDYYYY format.
25. Total Number of Pregnancies For pregnant women, the total number of times the woman has been pregnant, including this pregnancy, all live births and any pregnancies resulting in miscarriage, abortion or stillbirth.
26. Total Number of Live Births For pregnant women, the total number of babies born alive to this woman, including babies who may have died shortly after birth.
27a-b. Prepregnancy Weight For pregnant women only, the participant's weight immediately prior to pregnancy. Prepregnancy weight may be reported either in pounds and ounces, or in grams.
28a-b. Weight Gain During Pregnancy For breastfeeding and postpartum women, the participant's weight gain during pregnancy as taken immediately at or prior to delivery. Weight gain during pregnancy may be reported in either pounds and quarter pounds or in grams.
29a-b. Birth Weight For infants and children, the participant's weight at birth measured according to CDC nutrition surveillance program standards (lbs./ounces). Birth weight may be reported in either pounds and ounces or in grams.
30a-b. Birth Length For infants and children, the participant's length measured according to CDC nutrition surveillance program standards (nearest one-eighth inches). Birth length may be reported in either inches and eighth inches or in centimeters.
31. Participation in the Food Distribution on Indian Reservations Program The participant's reported participation in this program at the time of the most recent WIC Program certification as of April [STUDY YEAR].
21. Date of First WIC Certification
Description The month, day, and year of participant's first certification for WIC reported in an MMDDYYYY format. For pregnant women, this item applies to the current pregnancy and not to prior pregnancies. For breastfeeding and postpartum women, this item applies to the most recent pregnancy. For infants and children, this item refers to the first WIC certification ever recorded.
Column position 327 - 334
Field length 8
Data type Numeric
Notes Year should be reported as four digits (for example, [STUDY YEAR] ). The date of first WIC certification should not fall after 4/30/[STUDY YEAR].
All dates must fall within legitimate month, day, and year ranges. Any part of the date that is missing or not available should be left blank.
Example:
For March 3, [STUDY YEAR] the entry would be
0303[STUDY YEAR]
If day is unknown, the entry would be
03__[STUDY YEAR]
(Note:
The missing day should be left blank; there should be no underscore
in place of the values.)
22. Education Level
Description For women, the highest grade of school (0–12) or year of college (13, 14, 15, 16...) completed by participant. For infants and children, the highest grade of school or year of college completed by the mother or primary caretaker.
Column position 335 - 336
Field length 2
Data type Numeric
Allowable values 0 - 18
Note Zero is a valid entry for this item and should be used for any WIC participant who has completed less than one year of school. When data are missing, leave columns 335 and 336 blank.
23. Number in Household in WIC
Description The number of people in the participant's household (economic unit used for WIC certification) enrolled in WIC in April. For example, all those individuals who have the same family identifier.
Column position 337 - 338
Field length 2
Data type Numeric
Allowable values 1 - 20
Note This number should be no greater than the number in the economic unit entered in MDS item 12.
24. Date Previous Pregnancy Ended
Description For pregnant women, the month, day, and year when previous pregnancy ended, reported in an MMDDYYYY format.
Column position 339 - 346
Field length 8
Data type Numeric
Notes Year should be reported as four digits (for example, [YEAR BEFORE STUDY YEAR]).
All dates must fall within legitimate month, day, and year ranges. Any part of the date that is missing or not available should be left blank.
Example:
For January 3, [YEAR BEFORE STUDY YEAR] the entry would be
0103[YEAR BEFORE STUDY YEAR]
If day is unknown, the entry would be
01__[YEAR BEFORE STUDY YEAR]
(Note:
The missing day should be left blank; there should be no underscore
in place of the values.)
25. Total Number of Pregnancies
Description For pregnant women, the total number of times the pregnant woman participant has been pregnant, including this pregnancy and any pregnancies resulting in birth, miscarriage, abortion or stillbirth.
Column position 347 - 348
Field length 2
Data type Numeric
Allowable values 1 - 20
Note: This item should be reported for pregnant women only. The count should include the current pregnancy. Zero is not a valid entry for this item.
26. Total Number of Live Births
Description For pregnant women, the total number of babies born alive to this woman, including those infants who may have died shortly after birth.
Column position 349 - 350
Field length 2
Data type Numeric
Allowable values 0 - 20
Note Zero is a valid entry for this item and should be used for reporting information on women who have experienced no previous live births. When data are missing, leave columns 349 and 350 blank.
27a (i). Prepregnancy Weight in Pounds
(This item may be supplied instead of Participant’s Prepregnancy Weight in Grams (27b).)
Description For pregnant women, the participant's weight immediately prior to pregnancy in whole pounds.
Column position 351 - 353
Field length 3
Data type Numeric
Notes This item should be reported only for pregnant women.
Prepregnancy weight may be reported either in pounds and quarter pounds or in grams.
Example:
For a weight of 120 pounds 8 ounces, the entry for this item is:
120
The number of ounces is reported as quarter pounds in the next data item (27a(ii)).
27a (ii). The Nearest Quarter Pound of Participant's Prepregnancy Weight
Description For pregnant women, the nearest quarter pound of participant's prepregnancy weight.
Column position 354
Field length 1
Data type Numeric
Allowable values 0 - 3
Notes This item should be reported only if prepregnancy weight in pounds [item 27a(i)] is reported.
This item should be reported only for pregnant women.
Prepregnancy weight may be reported either in pounds and quarter pounds or in grams.
Example:
For a weight of 120 pounds 8 ounces, the entry for this item is:
2
as 8 ounces is equal to 2 quarter pounds.
The number of whole pounds is reported in the previous data item (27a(i)).
27b. Participant's Prepregnancy Weight in Grams
(This item may be supplied instead of Prepregnancy Weight in Pounds (27a).)
Description For pregnant women, the participant's weight immediately prior to pregnancy measured in grams.
Column position 355 - 360
Field length 6
Data type Numeric
Notes This item should be reported only for pregnant women.
Prepregnancy weight may be reported either in pounds and quarter pounds or in grams.
28a (i). Weight Gain During Pregnancy in Pounds
(This item may be supplied instead of Participant’s Weight Gain in Grams (28b).)
Description For breastfeeding and postpartum women, the participant's weight gain in pounds, during pregnancy, as taken at or immediately prior to delivery.
Column position 361 - 363
Field length 3
Data type Numeric
Allowable values -20 - 50
Notes This item should be reported only for breastfeeding and postpartum women.
Weight gain during pregnancy may be reported either in pounds and quarter pounds or in grams.
If negative weight gain is reported, please insert a negative sign (-) preceding the value.
Example:
For a weight of 20 pounds 4 ounces, the entry for this item is:
20
The number of ounces is reported as quarter pounds in the next data item (28a(ii)).
28a (ii). The Nearest Quarter Pound of Participant's Weight Gain During Pregnancy
Description For breastfeeding and postpartum women, the nearest quarter pound of participant's weight gain during pregnancy.
Column position 364
Field length 1
Data type Numeric
Allowable values 0 - 3
Notes This item should be reported only if weight gain during pregnancy in pounds [item 28a(i)] is reported.
This item should be reported only for breastfeeding and postpartum women.
Weight gain during pregnancy may be reported either in pounds and quarter pounds or in grams.
Example:
For a weight of 20 pounds 4 ounces, the entry for this item is:
1
as 4 ounces is equal to 1 quarter pound.
The number of whole pounds is reported in the previous data item (28a(i)).
28b. Participant's Weight Gain During Pregnancy in Grams
(This item may be supplied instead of Weight Gain During Pregnancy in Pounds (28a).)
Description For breastfeeding and postpartum women, the participant's weight gain, in grams during pregnancy, as taken at or immediately prior to delivery.
Column position 365 - 370
Field length 6
Data type Numeric
Allowable values -10000 - 25000
Notes This item should be reported only for breastfeeding and postpartum women.
Weight gain during pregnancy may be reported either in pounds and quarter pounds or in grams.
If negative weight gain is reported, please insert a negative sign (-) preceding the value.
29a (i). Baby's Birth Weight in Pounds
(This item may be supplied instead of Baby’s Birth Weight in Grams (29b).)
Description Infant's or child's birth weight in whole pounds.
Column position 371 - 372
Field length 2
Data type Numeric
Notes This item should be reported only for infants and children.
Birth weight may be reported either in pounds and ounces or in grams.
Example:
For a birth weight of 7 pounds 12 ounces, the entry for this item is:
__7
The number of ounces is reported in the next data item
(29a(ii)).
(Note: If the length of the field is less
than two characters, the leftmost column(s) should be left blank;
there should be no underscore in place of the values.)
29a (ii). Ounces of Birth Weight
Description For infants and children, the nearest number of ounces of participant’s weight at birth.
Column position 373 - 374
Field length 2
Data type Numeric
Allowable values 0 - 15
Notes This item should be reported only if weight in pounds [item 29a(i)] is reported.
This item should be reported only for infants and children.
Birth weight may be reported either in pounds and ounces or in grams.
Example:
For a birth weight of 7 pounds 12 ounces, the entry for this item is:
12
The number of whole pounds is reported in the previous data item (29a(i)).
29b. Baby's Birth Weight in Grams
(This item may be supplied instead of Baby’s Birth Weight in Pounds (29a(i).)
Description Infant's or child's birth weight in grams.
Column position 375 - 378
Field length 4
Data type Numeric
Notes This item should be reported only for infants and children.
Birth weight may be reported either in pounds and ounces or in grams.
30a (i). Baby's Length at Birth in Inches
(This
item may be supplied instead of Baby’s Length at Birth in
Centimeters (30a(ii).)
Description Infant's or child's length at birth in whole inches.
Column position 379 - 380
Field length 2
Data type Numeric
Notes This item should be reported only for infants and children.
Birth length may be reported either in inches and one-eighth inches or in centimeters.
Example:
For a birth length of 20.5 inches, the entry for this item is
20
The fractional number of inches is reported in the next item (30a(ii)).
30a (ii). The Nearest Eighth of an Inch of Baby's Length at Birth
Description For infants and children, the nearest eighth of an inch of participant's length at birth.
Column position 381
Field length 1
Data type Numeric
Allowable values 0 - 7
Notes This item should be reported only if birth length in inches [item 30a(i)] is reported.
This item should be reported only for infants and children.
Birth length may be reported either in inches and one-eighth inches or in centimeters.
Example:
For a birth length of 20.5 inches, the entry for this item is
4
as half an inch is equal to 4 one-eighth inches.
The number of whole inches is reported in the previous item (30a(i)).
30b. Baby's Length at Birth in Centimeters
(This item may be supplied instead of Baby’s Length at Birth in Inches (30a).)
Description Infant's or child's length at birth to the nearest tenth of a centimeter (XX.Y), with a single implied decimal place. For example, 30.5 should be coded as 305.
Column position 382 - 384
Field length 3
Data type Numeric
Notes This item should be reported only for infants and children.
Birth length may be reported either in inches and one-eighth inches or in centimeters.
31. Participation in the Food Distribution on Indian Reservations Program
Description Does the participant receive Food Distribution on Indian Reservation benefits?
1 = Yes
2 = No
Column position 385
Field length 1
Data type Numeric
Allowable values 1 – 2
Section VI
Data Transmittal Worksheet
WIC Participant
and
Program Characteristics
PC[STUDY YEAR]
U.S. Department of Agriculture
Food and Nutrition Service
WORKSHEET FOR TRANSMITTING APRIL [STUDY YEAR] DATA FILES
WIC PARTICIPANT AND PROGRAM CHARACTERISTICS [STUDY YEAR]
April [STUDY YEAR] data submissions should be sent to [CONTRACTOR] as soon after April [STUDY YEAR] as possible, and no later than July 15, [STUDY YEAR]. However, States are urged to ensure that their data for April [STUDY YEAR] is complete. Thus, if States are expecting updated information on income, breastfeeding, participation, or other data fields, in the period after April [STUDY YEAR] , they should only submit their data after this information has been fully entered. Please include this completed worksheet with your April data submission.
1. State _________________________________________________________________
2. Name, title, phone number, and fax number of person able to answer questions regarding State data submission. Please provide email address if available.
__________________________________________________________________
name
__________________________________________________________________
title
__________________________________________________________________
telephone fax
__________________________________________________________________
3. April data file:
a. Number of participant records. ________________________________________
b. Maximum record length. _____________________________________________
4. Is racial/ethnic data reported using the 3-digit code, the series of 6 yes/no questions, or some other format? check one answer below.
_____ 3-Digit code provided in guidance
_____ series of 6 yes/no questions
_____ Some other Format Describe__________________________________________
5. Breastfeeding data collection procedures:
a. When is breastfeeding data collected? check all that apply.
_____ at issuance
_____ at certification/recertification
_____ during health care appointments
_____ at nutrition education sessions
_____ separate telephone or mail inquiry
_____ other describe_________________________________________
_________________________________________________________
_________________________________________________________
b. Does your State collect breastfeeding data: check one answer.
_____ only on infants ages 6 to 13 months in april [STUDY YEAR]
_____ on infants ages 6 to 13 months when data are collected
_____ all infants
_____ other describe_________________________________________
_________________________________________________________
_________________________________________________________
c. Is breastfeeding data collected routinely or only for the biennial PC reporting?
circle one answer below.
routinely only for PC reporting
d. Does your State’s automated data system maintain the most recent breastfeeding information?
circle one answer below.
yes no
6. Please send food package code translations for types and amounts of WIC foods prescribed. Food package translations are... Circle one answer below.
Enclosed have been sent earlier will be sent under separate cover
7. Did you submit food code data using food package codes, an item/quantity format, or some other format?
_____ Food Package Codes (up to 14 codes with no more than 10 digits per code)
_____ Item-Quantity Format
_____ Other Format (please provide format)
8. Is food package type reported using the specified codes 1 through 28, or some other format?
_____ Used specified codes 1 through 28
_____ Other Format (please provide format)
9. Please check the Supplemental Dataset items submitted for PC[STUDY YEAR].
_____ date of first wic certification
_____ education level
_____ number in household on wic
_____ date previous pregnancy ended
_____ total number of pregnancies
_____ total number of live births
_____ prepregnancy weight
_____ weight gain during pregnancy
_____ baby’s birth weight
_____ baby’s length at birth
_____ participation in food distribution on indian reservation program
10. Are Service Site IDs reported in the data?
yes no
11. Other special information.
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Please send files and documentation to:
|
|
[CONTRACTOR ADDRESS] |
[CONTRACTOR EMAIL] |
1 Any State agency that chooses to sample participants in PC[STUDY YEAR] should contact [CONTRACTOR] for detailed sampling instructions.
| File Type | application/vnd.openxmlformats-officedocument.wordprocessingml.document |
| File Title | Abt Single-Sided Body Template |
| Author | faheye |
| File Modified | 0000-00-00 |
| File Created | 2021-01-24 |
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