Form 1 Outcome and Impact Study Information System User Guide a

OMB No.: 0970-0444
Expiration date: 03/31/2017

September 25, 2014

Regional Partnership Grants Cross-Site
Evaluation and Evaluation-Related
Technical Assistance

Regional Partnership Grants 2 Cross-Site
Evaluation Data Collection System

Outcome and Impact Study
Information System (OAISIS):
User Guide and Data Dictionary
Version 2

Regional Partnership Grants 2 Cross-Site
Evaluation Data Collection System:
Outcome and Impact Study Information System
(OAISIS): User Guide and Data Dictionary
Version 2
Contract Number:
HSP233201250024A

September 25, 2014
Prepared by:
Walter R. McDonald & Associates, Inc.
12300 Twinbrook Parkway, Suite 310
Rockville, MD 20852

Mathematica Reference Number:
40170.053
Submitted to:
Office on Child Abuse and Neglect
Children’s Bureau, ACYF, ACF, HHS
8th Fl. No. 8111, 1250 Maryland Ave., SW
Washington, DC 20024
Project Officer: Melissa Lim Brodowski
Submitted by:
Mathematica Policy Research
P.O. Box 2393
Princeton, NJ 08543-2393
Telephone: (609) 799-3535
Facsimile: (609) 799-0005
Project Director: Debra A. Strong
Suggested citation:

Walter R. McDonald & Associates, Inc., “Regional Partnership Grants 2 Cross-Site Evaluation Data Collection System:
Outcome and Impact Study Information System (OAISIS): User Guide and Data Dictionary, Version 2.” Children’s Bureau,
Administration for Children and Families, U.S. Department of Health and Human Services. September 25, 2014. Contract No.:
HSP233201250024A. Available from Mathematica Policy Research, Princeton, N.J.

Regional Partnership Grants
and Cross-Site Evaluation

OMB No.: 0970-0444
Expiration date: 03/31/2017
Public reporting burden for this collection of information is estimated to average 100 hours per
response, including the time for reviewing instructions, maintaining the data needed, and for reviewing
and electronically uploading records. An agency may not conduct or sponsor, and a person is not
required to respond to, a collection of information unless it displays a currently valid OMB control
number. Send comments regarding this burden estimate or any other aspect of this collection of
information, including suggestions for reducing this burden, to: Elaine Voces Stedt, 1250 Maryland Ave,
SW, 8th Floor #8125, Washington, DC 20024. Attn: OMB-PRA (0970-0444).

Table of Contents
TABLE OF CONTENTS .......................................................................................................................... i
RELEASE NOTES..................................................................................................................................1
INTRODUCTION .................................................................................................................................3
I. RPG LANDING PAGE ........................................................................................................................4
Instructions to Users for Accessing the RPG Landing Page, OAISIS, and the ESL ..................................... 4
II. RECOVERY......................................................................................................................................7
Requirements............................................................................................................................................ 7
Preparing Matching Case Information ..................................................................................................... 7
Requesting Data from State Substance Abuse Agency............................................................................ 8
Preparing Recovery Data for Submission................................................................................................. 9

Submitting Recovery Data Excel Files .................................................................................................... 10
III. SAFETY AND PERMANENCY .........................................................................................................12
Requirements ......................................................................................................................................... 12
Preparing Matching Case Information ................................................................................................... 12
Requesting and Preparing Data from the Agency.................................................................................. 13
Extracting Data from the Safety and Permanency Information Database in XML Format .................... 15
Data Submission ..................................................................................................................................... 19
IV. STANDARDIZED INSTRUMENTS ...................................................................................................21
Requirements.......................................................................................................................................... 21
Download PDF Instrument ..................................................................................................................... 22
Form Administration or Completion ....................................................................................................... 22
Data Cleaning and Preparation ............................................................................................................... 26
Form Submission ..................................................................................................................................... 26
CLOSING .................................................................................................................................................. 33
APPENDIX A. RPG SAFETY, PERMANENCY, AND RECOVERY DATA DICTIONARIES.............................. A.1
Safety Domain ........................................................................................................................................ A.3
Permanency Domain.............................................................................................................................. A.7
Recovery Domain ................................................................................................................................. A.10
Glossary ................................................................................................................................................ A.12
APPENDIX B – WORKING WITH STATE CHILD WELFARE OR SUBSTANCE ABUSE AGENCY PERSONNEL B.1
APPENDIX C – ERROR MESSAGES IN THE OAISIS ...............................................................................C.1
APPENDIX D. XML DATA STRUCTURE FOR SAFETY AND PERMANENCY DATA ................................... D.1
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RELEASE NOTES
This updated RPG OAISIS User Guide version 2 includes the following changes from
version 1:
1. Added detailed instructions for uploading standardized instruments, safety and permanency,
and recovery data in the relevant sections (pp 7, 12, and 14).
2. Added Appendix C- Error Messages in the OAISIS, containing detailed information about
error messages and their probable causes.

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2

INTRODUCTION
This user guide is designed for use by grantees, evaluators and data managers working with
Regional Partnership Grant (RPG) projects funded in 2012 and after. Grantees have varying
organizational structures and roles for the people working in administration, evaluation, and
service delivery. Therefore, this document is directed towards the group of people engaged in the
collection, organization, maintenance, and submission of data for the RPG cross-site evaluation,
regardless of their job titles. This user guide assumes that readers are familiar with the RPG
cross-site evaluation’s goals, components, protocols, and instruments; information on those
topics is available elsewhere (e.g., the Collaborative Project Management (CPM) website at
https://rpg.macrocpm.com/login.cfm?xx=0). This document is meant to be a reference guide for
users of the Outcome and Impact Study Information System (OAISIS).
The purpose of the RPG cross-site evaluation Data Collection System is to compile the
information required to successfully implement the RPG cross-site evaluation focusing on
program implementation, outcomes, and impacts. Data will be entered or uploaded by grantee,
evaluator, or program staff and data managers, referred to as “grantees” throughout this
document. The RPG cross-site evaluation Data Collection System components are the Landing
Page (www.rpg-data.com), the Enrollment and Services Log (ESL), and the OAISIS.
The RPG Landing Page, which is the gateway to the data collection system, is discussed first,
followed by information about OAISIS and each of the types of data that are collected to support
the outcome and impact study:
1. Recovery
2. Safety and Permanency
3. Standardized Instruments
Appendix A contains detailed data dictionaries for the Safety, Permanency, and Recovery
domains.
Appendix B describes a suggested process for working with state child welfare data personnel.
Appendix C lists the Error Messages used by the OAISIS
Appendix D shows the XML data structure for Safety and Permanency Domains data.

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I. RPG LANDING PAGE
The RPG Landing Page is the gateway to access the OAISIS and the ESL for the RPG cross-site
evaluation. The RPG Landing Page is intended for use by the 2012 5-year grantees. Anyone with
the URL can access the landing page, but only those with credentials can gain access to ESL or
OAISIS. For convenience it also includes a link to the CPM, where those with credentials can
obtain other information on RPG and the cross-site evaluation.

Instructions to Users for Accessing the RPG Landing Page, OAISIS, and the ESL
1. Open a web browser and navigate to www.rpg-data.com.
The RPG Landing Page displays.

2. Access one of the data collection systems:
a. Click on the Launch ESL button to open the ESL in a new browser window.
b. Click on the Launch OAISIS button to open the OAISIS in a new browser
window.
c. Click on the Go to CPM button to open the Collaborative Project Management
(CPM) system in a new browser window. The CPM is the data collection system
for RPG grantees and the cross-site evaluation.
This guide addresses the OAISIS only.
3. Sign in to OAISIS
a. Enter your User Name (assigned by the RPG cross-site evaluation) and your
password and click on the Sign In button

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4. The OAISIS library of documents and tools displays.

5. To expand a folder and see the documents within it, click on the + box next to the folder.
a. The Instructions folder contains the User Guide

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b. The Recovery Data folder contains the Excel templates.

c. The Safety and Permanency Data folder contains the Safety and Permanency
Information Database and XML schemas

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d. The Standardized Instruments folder contains all of the PDF instruments and
Excel templates and matching forms

II. RECOVERY

Requirements

RPG grantees request specific data downloads from state substance abuse (SA) agencies at 6
month intervals for cumulative treatment events occurring during the eligibility period, which is
September 1, 2012 through March 31, 2017. This period spans 1 year before, and 1 year after, all
RPG-funded grantee activities. However, grantees do have the option of requesting data from 1
year prior to RPG enrollment through 1 year after RPG exit for each case, at the grantee’s
discretion.
See Appendix A: RPG Safety, Permanency, and Recovery Data Dictionaries for more details on
the data elements and specifications.
NOTE: Recovery domain data are submitted in Excel format only. Data managers can obtain
and store substance abuse treatment data in the format that best suits their needs. For example,
some data managers obtain additional data elements than those required for the RPG cross-site
evaluation for use in their own research and evaluation analyses. These data managers will have
to submit Recovery data using the Recovery Data Spreadsheet.
NOTE: Files containing Personally Identifiable Information (PII) must not be sent via email. We
recommend the use of a password-secured file transfer protocol (ftp) website when sending
matching information to, and receiving data from, state substance abuse agencies.
Preparing Matching Case Information

For each submission, grantees will need to prepare a list of their Recovery Adults to share with
their state SA agency including useful matching information for each Recovery Adult. Common
identifying information includes first name, last name, date of birth, place of birth, gender,
partial social security numbers, and residence zip code. Grantee data managers are encouraged to
7

check with their state’s SA data management personnel to determine the specific matching
information that will be most useful.
Requesting Data from State Substance Abuse Agency

1. Grantee data managers prepare a Client Matching Excel spreadsheet with one row for
each Recovery Domain Adult. The Client Matching Spreadsheet Template can be
downloaded from the Recovery Data folder on the OAISIS home page. Columns contain
identifying information for each case, to facilitate correct matching

2. Data managers submit the populated Client Matching Spreadsheet and an empty
Recovery Data Spreadsheet to the SA agency. Refer to the Recovery Data Excel
Template.xls document with details on the required data elements and specifications.

3. The SA agency uses the identifying information in the Client Matching Spreadsheet to
match the RPG cases with any cases in the state database and populates the Recovery
Data Spreadsheet with treatment information. RPG cases without any identifiable
information in the state database are left blank.
4. The SA agency should be instructed to copy each recovery domain adult’s matching
information from the Client Matching Spreadsheet into additional columns in the
completed Recovery Data Spreadsheet.
The SA agency then returns the completed spreadsheets to the RPG grantee’s evaluation team.

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Preparing Recovery Data for Submission
How Grantees Prepare a Data File from the SA Agency

1. Check that the state-provided Recovery Data Spreadsheet is correct. Use the following
questions to check the data:
a. Do the matched cases’ names, birth dates, and ages match the grantee’s case
records?
b. Are there any obvious errors, such as out-of-range admission and discharge
dates?
2. Seek state agency clarification for any errors.
Note: All personally identifiable information must be deleted so that no personal health
information is submitted to the cross-site evaluation.
3. The correct, cleaned, Recovery Data Excel file is ready for submission to the OAISIS
upload page.
How Grantees Extract SA Data from their own Data System

1. Download the Recovery Data Excel Template.xls.

2. Extract or convert data from the management information system into an Excelcompatible format (i.e., comma-separated or csv). Use information from this User
Guide’s Appendix A, Table 3: Recovery Data Fields, which contains details on the
required data elements and specifications, to specify the correct data fields.
3. Create a populated Excel file that matches the Recovery Data Excel Template
downloaded in Step 1 above.
4. Review and correct the Excel file created in Step 3 for any errors. Typical errors are
duplication of records, invalid IDs, and missing data.
5. The correct, cleaned, Recovery Excel file is now ready for submission to the OAISIS
upload page.
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Submitting Recovery Data Excel Files

1. To navigate to the OAISIS Upload Data page click on “Upload Data” in the menu bar
at the top of the page. The Upload Data page has a “Submit” button for uploading
Recovery data.

2. Click on the “Submit” button and follow the instructions to upload the Excel file. A
window labeled Upload File will open.

3. Click on the “Select File” button.
4. A window will open showing your computer’s libraries/folders.
5. Find the Excel file you wish to upload, select it, and click on the “Open” button.
6. The Upload File window will reappear, with the selected Excel file listed.
7. Click on the “Submit” button.
8. The Upload Data page will reappear. Under the Result column, you will see either
“Data Accepted” or “Error Report.”
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9. If the result is “Data Accepted,” the upload process for this Recovery file is complete.
10. If the result is “Error Report,” click on the hyperlinked words “Error Report.”
11. An OAISIS Report Page will open, showing a Data Submission Summary (number of
records, cases, and unique Recovery Adult IDs) and a Data Error Summary.

12. At the bottom of the Report Page a table describes all Error Details for the submitted
file. The table has columns for Data Element (file name), Error Description (type of
error), and Error Value (if the error is an invalid entry). See Appendix C- Error
Messages in the OAISIS for detailed information about error messages and their
probable causes.

13. Using the Error Report information, correct all errors in the records within the Excel
file and save the file.
14. To return back to the Upload Data page click on the “Back” button at the bottom of
the Report Page. Re-submit the corrected file.

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NOTE: If you submit an Excel file containing records for 10 Recovery Adult IDs, and 9
are correct, you will need to correct the 1 record with an error and resubmit all 10
records. If all 10 are now correct, the Result will read “Accepted.” Make sure that the
Excel file has only one sheet.
15. This will close the data submission for the Recovery file. You will not be able to
resubmit after the file is accepted without assistance from the RPG help desk.
III. SAFETY AND PERMANENCY
Requirements

RPG grantees request specific data downloads from their child welfare (CW) agencies at
least twice a year for maltreatment, removal, and placement events occurring during the
eligibility period, which is September 1, 2012 through March 31, 2017. This period spans 1 year
before, and 1 year after all RPG-funded grantee activities. However, grantees have the option of
requesting data from 1 year prior to RPG enrollment through 1 year after RPG exit for each case.
Each data request is cumulative and includes all children served by RPG up to the specific date
relevant to the data submission period.
See Appendix A: RPG Safety, Permanency, and Recovery Data Dictionaries for additional
details on the data elements and specifications.
See Appendix B: Working with State Child Welfare or Substance Abuse Agency Data Personnel
for details on the process of requesting and receiving Safety and Permanency data.
Preparing Matching Case Information

For each request for data from a state child welfare agency, grantee data managers will need to
prepare a list of the focal children to send to the state CW agency. Given the challenge to
identify children in state CW databases, grantee data managers will have to include useful
matching information for each focal child. Common identifiers include child’s first name, last
name, date of birth, place of birth, gender, mother’s name, and father’s name. Grantee data

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managers are encouraged to check with their state’s CW data management personnel to
determine the specific matching information that will be most useful.
NOTE: Files containing Personally Identifiable Information (PII) must not be sent via email. We
recommend the use of a password-secured file transfer protocol (ftp) website when sending
matching information to, and receiving data from, CW agencies.
Requesting and Preparing Data from the Agency

Twice a year, grantees are required to submit the safety and permanency data to OAISIS as
one file in Extensible Markup Language (XML) format. Data managers can create the XML file
based on their own preferences and on how they obtain the data from the CW agency. The two
primary ways in which the XML file for submission can be generated are as follows:

Option 1: Request Data from the Agencies in Microsoft Access Format and Submit in XML
Format

Data managers can populate the Safety and Permanency Information Database (SPID) with the
identifying information for each focal child and send this Access file to their CW agency.
1. Download the Safety and Permanency Information Database.zip file from the OAISIS.
The SPID is in MS Access (.accdb) format.

2. Extract the zipped SPID database.
3. Open the Safety and Permanency Information Database.mdb file. Click on the “Enable
Content” button to continue past the security warning.

4. The Safety and Permanency Information Database has five tables – GRANTEE, CASE,
SAFETY, REMOVAL, and PLACEMENT.
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5. The tables have to be populated with matching data in a particular order. This is to ensure
data quality and is governed by the relationships between the tables. The correct order to
populate the tables is as follows:
a. GRANTEE
b. CASE
c. SAFETY
d. REMOVAL
e. PLACEMENT
6. Matching data can be populated into the tables either by data entry or by an automated
process developed and maintained by the grantee.
7. To manually enter data into a table double click on the table name. In the “Datasheet
View” enter data under each column. In the example below, data entry for the
“GRANTEE” table is shown.

8. Populate the tables with one row for each focal child.
9. Add columns containing the identifying information for each case, as agreed upon with
the state CW data personnel.
10. Save the database with the grantee ID and date.
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11. Data managers submit the prepared database file to the CW agency.
The CW agency can then use the identifying information to match the RPG cases with any cases
in the state database and return the zipped Access database file to the RPG grantee’s evaluation
team. We suggest using a clear file naming convention such as granteeID_StateCWdata_date
returned.accdb.
12. Data managers should check to see that the state-provided data in the Access database is
correct, for example:
a. Do the matched cases’ names, birth dates, and ages match the grantee’s case
records?
b. Are there any obvious errors, such as out-of-range admission and discharge
dates?
13. If errors are found, the data manager can seek clarification from the state agency and
obtain a corrected file. Save the corrected SPID file.
14. After the corrected SPID is saved, export the MS Access data into XML format, as
described below.
Option 2: Request Data from the Agencies in another Grantee-Prescribed Format and submit in
XML format

Data managers can obtain and store safety and permanency data from the CW agency in the
format that best suits their needs. For example, some data managers obtain additional data
elements than those required for the RPG cross-site evaluation for use in their own research and
evaluation analyses. These data managers will have to submit the CW data using the Safety and
Permanency Information Database, described above, which can be downloaded from the
OAISIS. Data managers must populate the Safety and Permanency Information Database with
the safety and permanency data stored in their systems. The Safety and Permanency Information
Database contains the necessary tables, data elements, and table relationships required to extract
the data in the prescribed XML format. The Safety and Permanency Information Database is in
MS Access (.accdb) format. After the SPID is populated, export the MS Access data into XML
format, as described below.
Extracting Data from the Safety and Permanency Information Database in XML Format

Once the Safety and Permanency Information Database is completed, the data are converted to
XML prior to submission to OAISIS.
Step 1: Open the completed, saved Safety and Permanency Information Database.

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Step 2: Select the “GRANTEE” table.

Step 3: Select the “External Data” menu tab on the top of the screen. Select the “XML File”
option.

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Step 4: In the “Export –XML File” dialog box, specify the destination folder. A good place
is in the same folder as the database you are exporting it from. After you select the
destination, click OK to continue. The file will be saved with a new name.

Step 5: In the “Export XML” dialog box, clear the check from the second box “Schema of
Data (XSD).” Click on the “More Options” button.

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Step 6: In the next dialog box, expand and select all the tables under “Data to Export.” After
selecting all the tables, click the “OK” button.

Step 7: Click the “Transforms” button.
Step 8: In the Transforms screen, add the transforms xml file (downloaded from OAISIS).
Press OK.
Step 9: You will be brought back to the Export XML screen. Click OK. Click the “Close”
button in the next dialog box.
Step 10: Save the transformed XML file as a zip file. We suggest using a clear file naming
convention – e.g., granteeID_StateCWdata_Upload_mmddyyy.zip.
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Step 11: The prepared database file is then ready for submission to the OAISIS. Submission
instructions are detailed below.

Data Submission
Submitting Safety and Permanency Data XML Files

1. To navigate to the OAISIS Upload Data page click on “Upload Data” in the menu bar at
the top of the page. The Upload Data page has a “Submit” button for uploading safety
and permanency data files.

2. Click on the “Submit” button and follow the instructions to upload an XML file. A
window labeled Upload File will open.
3. Click on the “Select File” button.

4. A window will open showing your computer’s libraries/folders.
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5. Find the XML file you wish to upload, select it, and click on the “Open” button.
6. The Upload File window will reappear, with the selected XML file listed.
7. Click on the “Submit” button.
8. The Upload Data page will reappear. Under the Result column, you will see either “Data
Accepted” or “Error Report.”
9. If the result is “Data Accepted,” the upload process for this Safety and Permanency file is
complete.
10. If the result is “Error Report,” click on the hyperlinked words “Error Report.”
11. An OAISIS Report Page will open, showing a Data Submission Summary (number of
records, cases, and unique child IDs) and a Data Error Summary.

12. At the bottom of the Report Page a table describes all Error Details for the submitted file.
The table has columns for Data Element (file name), Error Description (type of error),
and Error Value (if the error is an invalid entry). See Appendix C- Error Messages in the
OAISIS for detailed information about error messages and their probable causes.
13. Using the Error Report information, open the SPID file, correct all errors in the records
within the file, and save the file. Export the corrected data into XML format.
14. To return back to the Upload Data page click on the “Back” button at the bottom of the
Report Page. Re-submit the corrected file.
NOTE: If you submit an XML file containing data for 40 Child IDs, and 31 are correct, you
will need to correct the 9 records with errors and resubmit the XML file containing all 40
records. If all 40 are now correct, the Result will read “Data Accepted.”

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15. This will close the data submission for the Safety and Permanency file. You will not be
able to resubmit after the file is accepted without assistance from the RPG help desk.

IV. STANDARDIZED INSTRUMENTS
This section will describe how to download, fill out, save, prepare and submit the Standardized
Instruments.

Requirements
The Standardized Instruments are administered with respect to the Focal Child, Family
Functioning Adult, or Recovery Domain Adult.
• The Standardized Instruments will be administered as fillable PDF forms and, in some
cases, as paper forms. If administered as paper forms, staff must enter data from the paper
form into the appropriate fillable PDF for each instrument.
• The Standardized Instruments will be uploaded to OAISIS as PDF forms if PDF forms
are used by grantees or in a prescribed Excel format if PDF forms are not used.
• With the exception of the Trauma Symptoms Checklist for Young Children (TSCYC),
which will be administered at baseline only, instruments will be administered at baseline
and program exit.
There are 10 Standardized Instruments in two folders: (1) Caregiver and (2) Children. Four of
these instruments have multiple versions resulting in a total of 14 PDF forms as listed below:
1. Caregiver folder instruments:
a. Addiction Severity Index, Self-Report Form (ASI), (McLellon et al., 1992)
b. Center for Epidemiologic Studies-Depression Scale, 12-Item Short Form (CESD), (Radloff, 1977)
c. Trauma Symptoms Checklist-40 (TSC-40), (Briere and Runtz, 1989)
2. Children folder instruments:
a. Adult-Adolescent Parenting Inventory (AAPI-2-Form A and AAPI-2-Form B),
(Bavolek and Keene, 1999)
b. Behavior Rating of Executive Function (BRIEF); Behavior Rating of Executive
Function-Preschool (BRIEF-P), (Gioia, 2000)
c. Child Behavior Checklist-Preschool Form (CBCL 1.5-5); Child Behavior
Checklist-School-Age Form (CBCL 6-18), (Achenbach and Rescorla, 2000)
d. Infant-Toddler Sensory Profile (ITSP 0-36 and ITSP 7-36), (Dunn, 2002)
e. Parenting Stress Index, Short Form (PSI-SF), (Abidin, 1995)
f. Trauma Symptoms Checklist for Young Children (TSCYC), (Briere et al., 2001—
baseline only administration)
g. Socialization Subscale, Vineland Adaptive Behavior Scales, Second Edition,
Parent-Caregiver Rating Form (Vineland-II), (Sparrow, Cicchetti and Balla, 2005)
Note: The BRIEF, BRIEF-P, TSCYC, and PSI-SF forms can only be administered by
paper and pencil, due to copyright law. Their data can be stored and submitted as PDFs
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however. Because of such restrictions, the Standardized Instruments are not attached to
this User Guide. They are available for download by authorized users from OAISIS.

Download PDF Instrument

1. Sign in to OAISIS.
2. Click on the + box next to the folder called Standardized Instruments to expand that
folder and see the documents within it.

3. Single-click on each instrument name to open the PDF document on your computer, and
save each one you will use to a folder of your choosing.

Form Administration or Completion

The fillable PDF forms have three components: (1) the cover page, (2) the instructions page, and
(3) the instrument.
Cover Page

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The cover page is similar for all of the PDFs, although some forms have specific different fields.
Use the following steps to complete the data entry fields on the cover page.
Note: Use the Tab key to navigate through the fields. All of the data entry fields on the cover
must be completed before you can move to the next page. The fillable PDF will not allow blank
spaces on the cover page.
1. Enter the Grantee ID.
This is the identification number provided by the Children's Bureau to the grantee. It is
eight (alphanumeric) characters long. The PDF will not allow you to enter less than eight
characters. It will also not allow you to enter spaces or special characters (such as “&”).
2. Enter the Case ID.
This is the identification number assigned to each case by the grantee. Enter up to six
alphanumeric characters, with no special characters or spaces.
3. Enter the Focal Child’s Individual ID (on some cover sheets this is Respondent’s
Individual ID).
This is the identification number for the person, either the Focal Child or respondent, who
is the subject of the instrument. This field accepts up to six characters, with no special
characters or spaces.
4. Enter the Data Collector.
This is the name of the person who is actually administering the instrument. The
recommended format is to enter the initial of the first name followed by the last name
(e.g., J Smith). If an adult respondent is filling out a paper form that was sent by mail,
this field can contain the name of the person checking and entering the responses into
electronic format. The field will hold up to 20 characters.
5. Enter the Administration Date.
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This is the date that the instrument was initiated. It must be entered in a valid date format,
MM/DD/YYYY. There is a drop down calendar tool to pick a date. The Administration
Date cannot be in the future.
6. Enter the Child’s Date of Birth (this is not included on some cover sheets).
This is the birth date of the child who is the subject of the instrument. It must be entered
in a valid date format, MM/DD/YYYY. There is a drop down calendar tool to pick a
date. The fillable PDF will not accept a Child’s Date of Birth that is later than the
Administration Date.
Note: This field is not included on instruments that collect data on adults.
7. Enter the Time Point.
The Time Point field has two possible answers—Baseline or Program Exit. Click the
appropriate box.
8. Click Continue.

The fillable PDF checks that all of the fields on the cover page contain data and, on most
instruments, calculates the child’s age. The instructions page of the PDF displays next.
Instructions Page

The instructions page contains qualifying questions for the respondent such as:
•

Have you been caring for the child for more than 30 days?

•

Is the child between the ages of 11 and 18?
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Use these questions to ensure that the instrument is appropriate for the subject. Depending on the
responses to the qualifying questions, the form unlocks the appropriate portion of the instrument.
The form calculates the child’s age based on the Date of Birth and the Administration Date on
the cover sheet and will automatically and immediately populate the child age questions or
subsequent parts of the form.
Use the information on the instructions page to answer the instrument items that follow.
Instrument Page(s)

The remainder of the form is the assessment section of the instrument. Some of the questions
have multiple choice answers. Click the appropriate response. You cannot select more than one
per question. If you select a response and then click on another in the same line, the first one will
be deselected.
Some of the forms have questions that require you to type in an answer, either words or numbers.
Click on each question and type in the answer. When all questions have been answered, click the
Save Form button at the bottom of the last page.

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Caution: If you click the Clear Form button, all the fields will be emptied of any data already
entered, including the cover page.
A window will open on the computer screen. Select the desired folder and double click to open
it. When prompted to enter the file name, enter a unique file name. One can include identifiers
such as the Child ID, the instrument name, and whether it is a baseline or follow-up to ensure
that the form has a unique and accurate name (e.g., 543628_AAPI2_BL).
Grantee data managers can collect, store, and manage completed instruments as they think best;
we recommend maintaining a series of folders, one for each instrument.

Data Cleaning and Preparation

Some grantees will collect standardized instrument data in a format other than PDF. In this case,
the data manager can submit the information using the Excel mapping forms and templates found
in the respective folders on OAISIS. Either way, the standardized instrument data will require
careful review to identify and correct any errors. Typical errors are duplication of forms, missing
data, and invalid IDs. See Appendix C- Error Messages in the OAISIS for detailed information
about error messages and their probable causes.
The Standardized Instruments data will be submitted twice a year to OAISIS as either fillable
PDF or as Excel files, based on grantee preference.
•

•

For PDFs, create a zip file for each instrument. For example, create one zip file with all
the completed Addiction Severity Index (ASI) forms. The number of zip files depends on
the number of instruments a grantee is using. Give the zip files clear, accurate names
(e.g., granteeID_ASI_Oct2014.zip). After the files have been zipped, they are ready to be
uploaded to OAISIS.
For Excel, compile one spreadsheet for each instrument. For example, create one Excel
sheet containing one row for each respondent’s Addiction Severity Index (ASI) data.
Give the Excel files clear, accurate names (e.g., granteeID_ASI_Oct2014.xls). After the
files have been saved, they are ready to be uploaded to OAISIS.

Form Submission

This section provides detailed instructions for uploading standardized instrument data to
OAISIS.
Submitting a Specific Standardized Instrument in PDF Format

If grantee staff members administer the PDF or enter data from instruments administered in other
formats (such as paper) into the fillable PDFs, the data manager will upload compiled PDF files
to OAISIS. The data manager creates one zip file for each instrument. Each zip file will contain
the completed forms from all respondents including those that were uploaded previously during
prior data submission periods.
26

1. To navigate to the OAISIS Upload Data page click on “Upload Data” in the menu bar at
the top of the page. The Upload Data page has 14 Submit buttons – 1 for each of the 14
standardized instruments.

2. Click on the “Submit” button next to the name of the instrument to upload the zipped file.
3. A window labeled Upload File will open.
4. Click on the “Select File” button.

5. A window will open showing your computer’s libraries/folders.
6. Find the zip file you wish to upload, select it, and click the “Open” button.
7. The Upload File window will reappear, with the selected zip file listed.
8. Click on the “Submit” button.
9. The Upload Data page will reappear. Under the Result column, you will see either “Data
Accepted” or “Error Report.”
27

10. If the result is “Data Accepted,” the upload process for this standardized instrument is
complete. You can move on to uploading other instrument files or exit the OAISIS.

11. If the result is “Error Report,” click on the hyperlinked words “Error Report.”
12. An OAISIS Report Page will open, showing a Data Submission Summary (number of
records, cases, and unique child or adult IDs) and a Data Error Summary.

13. At the bottom of the Report Page a table describes all Error Details for the submitted file.
The table has columns for Data Element (file name), Error Description (type of error),
and Error Value (if the error is an invalid entry). See Appendix C- Error Messages in the
OAISIS for detailed information about error messages and their probable causes.
14. Using the Error Report information, open the zip file, correct all errors in the instruments
within the zip file, and save the file.
15. To return back to the Upload Data page click on the “Back” button at the bottom of the
Report Page. Re-submit the corrected file.

28

NOTE: If you submit a zip file containing 20 instruments, and 15 are correct, you will need
to correct the 5 records with errors and resubmit all 20 instruments. If all 20 are now correct,
the Result will read “Data Accepted.”
16. This will close the data submission for that particular standardized instrument. You will
not be able to resubmit after the file is accepted without assistance from the RPG help
desk.
17. Follow this same process to upload the rest of your standardized instrument files.
Submitting Standardized Instrument Data as an Excel File

If the data manager collects or stores the standardized instrument data in other ways than by
using the fillable PDFs, then the data must be extracted into Excel in the specified format. Data
managers can download Excel mapping forms templates for each instrument from OAISIS. The
data manager will create one Excel file for each instrument. Each Excel file may contain data for
multiple children or respondents.
1. Download the Standardized Instruments Excel templates and the data element
specifications documents from OAISIS.

29

2. Review the Excel template and the Excel mapping documents. The Excel mapping
document provides details on how the data elements in the Excel template map to each
question on the corresponding instrument. The code values for responses to each question
on the instruments are displayed on the instrument itself. These code values should be
used to populate the Excel templates. For instances where the code values are not shown
on the instruments, the Excel mapping document indicates the appropriate code values.
3. Extract or convert data from your own data collection system into the prescribed Excel
format.
4. Create one Excel file for each instrument. The number of Excel files depends on the
number of instruments a grantee is using.
5. Review the Excel files to identify any errors. Typical errors are duplication of records,
records missing data, and invalid IDs.
NOTE: Make sure that the Excel file has only one sheet.
6. Upload the Excel files to OAISIS. Just as described above for uploading PDF files, to
navigate to the OAISIS Upload Data page click on “Upload Data” in the menu bar at the
top of the page. The Upload Data page has 14 Submit buttons – 1 for each of the 14
standardized instrument

7. Click on the “Submit” button next to the name of the instrument to upload each zipped
file.
8. A window labeled Upload File will open.

30

9. Click on the “Select File” button.
10. A window will open showing your computer’s libraries/folders.
11. Find the Excel file you wish to upload, select it, and click the “Open” button.

12. The Upload File window will reappear, with the selected Excel file listed.
13. Click on the “Submit” button.
14. The Upload Data page will reappear. Under the Result column, you will see either “Data
Accepted” or “Error Report.”
15. If the result is “Data Accepted, the upload process for this standardized instrument is
complete. You can move on to uploading other instrument files.
16. If the result is “Error Report,” click on the hyperlinked words “Error Report.”
17. An OAISIS Report Page will open, showing a Data Submission Summary (number of
records, cases, and unique child or adult IDs) and a Data Error Summary.

31

18. At the bottom of the Report Page a table describes all Error Details for the submitted file.
The table has columns for Data Element (file name), Error Description (type of error),
and Error Value (if the error is an invalid entry). See Appendix C- Error Messages in the
OAISIS for detailed information about error messages and their probable causes.
19. Using the Error Report information, open the Excel file, correct all errors in the records
within the file, and save the file.
20. To return back to the Upload Data page click on the “Back” button at the bottom of the
Report Page. Re-submit the corrected file.

NOTE: If you submit an Excel file containing data for 25 respondents to an instrument, and
22 are correct, you will need to correct the 3 records with errors and resubmit the file
containing all 25 records. If all 25 are now correct, the Result will read “Data Accepted.”
21. This will close the data submission for that particular standardized instrument. You will
not be able to resubmit after the file is accepted without assistance from the RPG help
desk.
32

22. Follow this same process to upload the rest of your standardized instrument files.

CLOSING

For further information and instructions you can submit questions or ask for assistance through
the RPG helpdesk by:
Calling: (855) 558-5528
Or emailing: [email protected]
You can also request help through your CSL.
Questions about the cross-site evaluation can be directed to the Project Director:
Debra Strong
Senior Researcher
Mathematica Policy Research
Phone: 609-750-2001
[email protected]

33

APPENDIX A
RPG SAFETY, PERMANENCY, AND RECOVERY DATA DICTIONARIES

Introduction
Appendix A provides an overview of the safety, permanency, and recovery data RPG grantees
are asked to request from their state or private child welfare agencies and substance abuse
agencies. In addition, data specifications are included. Since the RPG cross-site evaluation
examines separate Safety and Permanency Domains, they are treated separately here, although
the data are requested and submitted as one data file.
Data Collection Rationale
RPG grantees request specific data downloads from their state or private child welfare and
substance abuse agencies at regular intervals for events occurring during the eligibility period.
This period spans 1 year before, and 1 year after, all RPG-funded grantee activities. The
reasoning for this approach is that:
1. By understanding the year before, the time during, and the year after a family’s RPG
services, the RPG cross-site evaluation will be able to assess changes associated with
services from RPG grantees.
2. It will be simpler and less burdensome for data managers and state agency personnel to
request multiple child-level and adult-level data records for a common date range. Rather
than asking data managers to calculate date ranges for the data requested on each focal
child and recovery adult based on their family’s entrance date into RPG services, the
analysis team will filter the datasets. However, grantee data managers do have the option
of requesting data from 1 year prior to RPG enrollment through 1 year after RPG exit for
each case.
SAFETY DOMAIN

Background on Safety Data
Once an allegation (called a referral) of abuse and neglect is received by a Child Protection
Services (CPS) agency, it is either screened in for further attention by CPS or it is screened out.
A screened-in referral is called a report. CPS agencies respond to all reports. In most states, the
majority of reports receive investigations, which determine if a child was maltreated or is at risk
of maltreatment and establishes whether an intervention is needed. Some reports receive
alternative responses, which focus primarily upon the needs of the family and do not determine
if a child was maltreated or is at risk of maltreatment.
A determination made by the CPS agency that evidence is or is not sufficient under state law to
conclude that maltreatment occurred is called the disposition. The RPG cross-site evaluation
provides grantees information to request some of the disposition types, or levels, reported to the
National Child Abuse and Neglect Data System (NCANDS). These disposition levels include
substantiated, indicated or reason to suspect, unsubstantiated, alternative response, and unknown.

A.3

See the glossary for complete definitions of these terms. The RPG cross-site evaluation does not
collect data on screened-out allegations.
The Safety Domain data elements requested by the RPG cross-site evaluation are:
•
•
•
•

Identifying information on the grantee, case, and focal child
The dates of the report, the incident, and the final disposition of the report
The alleged maltreatment types and their associated disposition levels
Information about a maltreatment fatality, should this occur

The types of maltreatment recorded by NCANDS, and used in the RPG cross-site evaluation,
are:
•
•
•

Physical Abuse
Neglect
Medical Neglect

•
•
•

Sexual Abuse
Psychological or emotional Abuse
Other Maltreatment

The types of dispositions recorded by NCANDS, and used in the RPG cross-site evaluation, are:
•
•
•
•

Substantiated
Indicated or reason
to suspect
Unsubstantiated

•
•

Alternative response
Other

Case Selection Criteria
For focal children, all cases with a report disposition date during the eligibility period or, at the
grantee’s discretion, 1 year prior to RPG enrollment through 1 year after exit from RPG, are
included.
Table 1: Safety Data Fields
NCANDS
Field Name

Long Name

Definition

Values / Format

Data Type

Field
Size

#

Field Name

1*

GRANTID

-

Grantee ID

The identification number
provided by the Children's
Bureau to the grantee

No special
characters; not
case sensitive

Alphanumeric

8

2*

CASID

-

Case ID

The identification number
assigned to each case by the
grantee

No special
characters; not
case sensitive

Alphanumeric

6

3*

CHID

-

Focal Child ID

The focal child's identification
number assigned by the
grantee

No special
characters; not
case sensitive

Alphanumeric

6

A.4

NCANDS
Field Name

Long Name

Definition

Values / Format

Data Type

Field
Size

#

Field Name

4*

RPTID

RPTID

Report ID

The encrypted identification
number assigned to each
report by the Child Welfare
agency

No special
characters; not
case sensitive

Alphanumeric

12

5*

INCIDDT

INCIDDT

Incident Date

The month, day, and year on
which the reported incident
occurred

MM-DD-YYYY

Date

10

6*

RPTDT

RPTDT

Report Date

The month, day, and year
that the responsible agency
was notified of the suspected
child maltreatment

MM-DD-YYYY

Date

10

7*

RPTDISDT

RPTDISPDT

Report Disposition
Date

The point in time at the end
of the investigation or
assessment when a CPS
worker declares a disposition
to the child maltreatment
report

MM-DD-YYYY

Date

10

8

MALPHYS

-

Physical Abuse

See Glossary for a full
definition

01=substantiated Numeric
02=indicated or
reason to suspect
03=unsubstantiate
d
22=alternative
response
88=other
99=unknown
Blank=No
allegation

2

9

MALNGLT

-

Neglect

See Glossary for a full
definition

01=substantiated Numeric
02=indicated or
reason
to suspect
03=unsubstantiate
d
22=alternative
response
88=other
99=unknown
Blank=No
allegation

2

10

MALMEDN
GLT

-

Medical Neglect

See Glossary for a full
definition

01=substantiated Numeric
02=indicated or
reason
to suspect
03=unsubstantiate
d
22=alternative
response

2

A.5

#

NCANDS
Field Name

Field Name

Long Name

Definition

Values / Format

Data Type

Field
Size

88=other
99=unknown
Blank=No
allegation
11

MALSEX

-

Sexual Abuse

See Glossary for a full
definition

01=substantiated Numeric
02=indicated or
reason
to suspect
03=unsubstantiate
d
22=alternative
response
88=other
99=unknown
Blank=No
allegation

2

12

MALPSYC
H

-

Psychological or
emotional Abuse

See Glossary for a full
definition

01=substantiated Numeric
02=indicated or
reason to suspect
03=unsubstantiate
d
22=alternative
response
88=other
99=unknown
Blank=No
allegation

2

13

MALOTH

-

Other Maltreatment

See Glossary for a full
definition

01=substantiated Numeric
02=indicated or
reason
to suspect
03=unsubstantiate
d
22=alternative
response
88=other
99=unknown
Blank=No
allegation

2

14

MALDEATH MALDEATH

1=yes
2=no
9=unknown or
missing

1

Maltreatment Death See Glossary for a full
definition

Numeric

*: The field is mandatory. If the field is empty, it will generate an error report.

A.6

PERMANENCY DOMAIN

Background on Permanency Data Collection
When a child is removed from his or her home, the child welfare agency is required to place the
child in a safe setting. Placement durations can range from less than a full day to many years. A
single removal episode may contain more than one placement, but will only have one
discharge. Each placement will have entries for Placement Start Date, Placement End Date, and
Placement Setting.
The rules and standards for the permanency data elements collected by the RPG cross-site
evaluation follow that of the Adoption and Foster Care Analysis and Reporting System
(AFCARS). The Permanency Domain data elements requested by the RPG cross-site evaluation
are:

•
•

•
•
•
•

Identifying information on the grantee, case, and focal child
The date of the child’s removal from the home
The date of the child’s discharge from foster care and the reason
All placement start and end dates

The placement setting types used by the AFCARS, and in the RPG cross-site evaluation, are:
• Institution
• Pre-Adoptive Home
• Supervised Independent Living
• Foster Family Home (Relative)
• Runaway
• Foster Family Home (Non-Relative)
• Trial Home Visit
• Group Home
The reasons for discharge from foster care used by AFCARS, and in the RPG cross-site
evaluation, are:
•
•
•
•
•
•
•
•

Reunification with Parent(s) or
Primary Caretaker(s)
Living with Other Relative(s)
Adoption
Emancipation
Guardianship
Transfer to Another Agency
Runaway
Death of Child

A.7

Case Selection Criteria
1. All focal children with a removal date within the eligibility period, or, at the grantee’s
discretion, 1 year prior to RPG enrollment through 1 year after exit from RPG, and all
associated placements with that removal; OR
2. All focal children in placement on September 1, 2012, and all placements related to that
removal with removal date prior to September 1, 2012. A child is considered in
placement on September 1, 2012 if at least one of the placement end dates is same or
greater than September 1, 2012.
•
Permanency Data Fields
•

•
•

The AFCARS data fields have similar names to the field names used here, but the AFCARS field
names have prefixes that identify only the current episode’s dates and only the first and most
recent placement settings. For example, the AFCARS Current Placement Setting is
EPISODE.CD_PLCM_SETNG. Since we need to identify multiple placement settings, we use
PLCM_SETNG. None of the RPG field names in Table 2: Permanency Data Fields, are identical
to the AFCARS names, but these should be clear to agency data personnel.
Table 2: Permanency Data Fields
#

Field Name

Long Name

Definition

Values

Data Type

Field
Size

1*

GRANTID

Grantee ID

The identification number
provided by the Children's
Bureau to the grantee

No special characters;
not case sensitive

Alphanumeric

8

2*

CASID

Case ID

The identification number
assigned to each case by the
grantee

No special characters;
not case sensitive

Alphanumeric

6

3*

CHID

Focal Child ID

The focal child's identification
number assigned by the
grantee

No special characters;
not case sensitive

Alphanumeric

6

4

RMVLID

Removal ID

Unique identifier to identify a
particular removal for a focal
child.

No special characters;
not case sensitive

Alphanumeric

6

5

DT_RMVL

Removal Date

The month, day and year the
child was removed from his/her
home for the purpose of being
placed in foster care

MM-DD-YYYY

Date

10

6

DT_END

Discharge Date

The month, day, and year this
removal ended

MM-DD-YYYY

Date

10

A.8

7

DSCH_RSN

Discharge Reason

The reason for the discharge
from this foster care episode

1 = Reunification with
Parent(s) or Primary
Caretaker(s)
2 = Living with Other
Relative(s)
3 = Adoption
4 = Emancipation
5 = Guardianship
6 = Transfer to Another
Agency
7 = Runaway
8 = Death of Child

Numeric

1

8

PLCMID

Placement ID

Unique identifier to identify a
particular placement within a
removal for a focal child

No special characters;
not case sensitive

Alphanumeric

6

9

PLCM_BGN

Placement Start
Date

The month, day, and year this
out of home placement began

MM-DD-YYYY

Date

10

10

PLCM_STG

Placement Setting

The type of setting of this out of 1 = Pre-Adoptive Home
home placement
2 = Foster Family Home
(Relative)
3 = Foster Family Home
(Non-Relative)
4 = Group Home
5 = Institution
6 = Supervised
Independent Living
7 = Runaway
8 = Trial Home Visit

Numeric

1

11

PLCM_END

Placement End
Date

The month, day, and year this
out of home placement ended

Date

10

MM-DD-YYYY

*: The field is mandatory. If the field is empty, it will generate an error report.

A.9

RECOVERY DOMAIN

Background on Substance Abuse Data Collection
One of the outcome domains in the RPG cross-site evaluation is adult recovery. An important
source of data for this domain is administrative records on substance abuse treatment. Data on
admissions and discharges to and from substance abuse treatment are collected by publically
funded, and in some states privately funded, treatment providers and reported to state substance
abuse agencies. The national, aggregated, public use data submitted by states is known as the
Treatment Episode Data Set (TEDS). To protect individuals’ privacy, personally identifiable
information is removed from TEDS. Therefore, the TEDS data set itself is not useful for the
purposes of the local or Cross-Site Evaluations, in which the grantees need to identify the
individuals receiving RPG services. However, we refer to the variable names used in TEDS
because most or all states report this information and are familiar with the terminology.
The requested substance abuse treatment data is for the recovery domain adult in each focal child’s
case. The recovery domain adult is from one of the following categories:
•

If the focal child has not been removed from his or her original home at baseline, the
recovery domain adult is the primary caregiver of the focal child who knows the child best at
program entry and who receives substance abuse treatment services.

•

If the focal child has been removed from his or her original home at baseline, the recovery
domain adult is the adult in the child’s original home who receives substance abuse treatment
services and served as the child’s primary caregiver prior to removal. This would typically
be the child’s parent.

•

In cases where the primary caregiver of the focal child is not receiving RPG services
and a separate adult in the family is receiving services, then the adult receiving
services should serve as the recovery domain adult.

The discharge reasons used by TEDS, and used here, are:
•
•
•
•
•
•
•

Treatment completed
Left against professional advice
Terminated by facility
Incarcerated
Death
Other
Unknown

Case Selection Criteria
1. If the recovery domain adult has an admission date within the eligibility period or, at the
grantee’s discretion, 1 year prior to RPG enrollment through 1 year after exit from RPG;
OR
A.10

2. If the recovery domain adult has a reported service setting on September 2, 2012, and all
associated data with this treatment episode with an admission date prior to September 1,
2012.
Table 3: Recovery Data Fields
#

Field Name

TEDS Field
Name

1*

GRANTID

-

Grantee ID

The identification number
provided by the Children's
Bureau to the RPG grantee

Numbers and letters are
OK; no special
characters; not case
sensitive

Alphanumeric

8

2*

CASID

-

Case ID

The RPG identification number Numbers and letters are
assigned to each case
OK; no special
characters; not case
sensitive

Alphanumeric

6

3*

RCVADID

-

Recovery
Domain
Adult's ID

The recovery domain adult's
RPG identification number

Numbers and letters are
OK; no special
characters; not case
sensitive

Alphanumeric

6

4

TREATID

-

Treatment
Episode ID**

Unique identifier for a
particular treatment episode
for an adult

Numbers and letters are
OK; no special
characters; not case
sensitive

Alphanumeric

6

5

ADMDATE

-

Date of first
treatment
services for
this treatment
episode

The day when the client
receives his or her first direct
treatment service for this
treatment episode

MM/DD/YYYY

Date

10

6

DISDATE

-

Date of
Discharge

The end date of all treatment
settings for this treatment
episode

MM/DD/YYYY

Date

10

7

REASON

REASON

Reason for
Discharge

The reason for discharge
associated with this treatment
episode

1=treatment completed
2=left against
professional advice
3=terminated by facility
4=incarcerated
5=death
6=other
7=unknown

Numeric

1

Long Name

Definition

Values

Data Type

*: The field is mandatory. If the field is empty, it will generate an error report.

A.11

Field
Size

** This variable may not exist in all state datasets. If a variable that uniquely identifies each treatment episode is

unavailable, please leave this field blank and the RPG cross-site evaluation team will attempt to infer unique
identifiers for each episode based on the ADMDATE and DISDATE variables for each RCVADID.

GLOSSARY

Child Maltreatment Terms
Alternative Response: The provision of a response other than an investigation that did not
determine whether a child in the report was a victim of maltreatment. The terms differential
response, multiple response, or family assessment response are sometimes used instead of
alternative response.
Disposition: A determination made by a social service agency that evidence is or is not sufficient
under State law to conclude that maltreatment occurred.
Incident Date: The month, day, and year on which the maltreatment was alleged to have
occurred.
Indicated or Reason To Suspect: A report disposition that concludes that maltreatment cannot be
substantiated under State law or policy, but there is reason to suspect that the child may have
been maltreated or was at risk of maltreatment. This is applicable only to States that distinguish
between substantiated and indicated dispositions.
Maltreatment Death: Death of a child as a result of abuse and neglect, because either an injury
resulting from the abuse and neglect was the cause of death; or abuse and neglect were
contributing factors to the cause of death.
Medical Neglect: A type of maltreatment caused by failure by the caregiver to provide for the
appropriate health care of the child although financially able to do so or offered financial or other
means to do so.
Neglect: A type of maltreatment that refers to the failure by the caregiver to provide needed, ageappropriate care although financially able to do so or offered financial or other means to do so.
Other Maltreatment: A type of maltreatment that is not physical abuse, neglect, medical neglect,
sexual abuse, or psychological or emotional maltreatment.
Physical Abuse: A type of maltreatment that refers to a physical act that caused or could have
caused physical injury to a child.
Psychological or Emotional Maltreatment: Type of maltreatment that refers to acts or
omissions—other than physical abuse or sexual abuse—that caused or could have caused:
conduct, cognitive, affective, or other mental disorders including emotional neglect,
psychological abuse, and mental injury. Frequently occurs as verbal abuse or excessive demands
on a child’s performance.

A.12

Report Date: The month, day, and year that the responsible agency was notified of the suspected
child maltreatment.
Report Disposition Date: The month, day, and year of the end of the investigation or assessment
when a CPS worker declares a disposition to the child maltreatment report.
Sexual Abuse: A type of maltreatment that refers to the involvement of the child in sexual
activity to provide sexual gratification or financial benefit to the perpetrator, including contacts
for sexual purposes, molestation, statutory rape, prostitution, pornography, exposure, incest, or
other sexually exploitative activities.
Substantiated: A type of investigation disposition that concludes that the allegation of
maltreatment or risk of maltreatment was supported or founded by State law or State policy.
Unknown: The State may collect data on this variable, but the data for this particular report or
child were not captured or are missing.
Unsubstantiated: An investigation disposition that determines that there was not sufficient
evidence under state law to conclude or suspect that the child was maltreated or at-risk of being
maltreated.
Foster Care Terms
Adoption: The child was legally adopted.
Death of Child: The child died while in foster care.
Discharge Date: The month, day, and year of discharge from a current foster care episode.
Foster Family Home (Non-Relative): A licensed foster family home regarded by the title IV-E
agency as a foster care living arrangement.
Foster Family Home (Relative): A licensed or unlicensed home of the child's relatives regarded
by the title IV-E agency as a foster care living arrangement for the child.
Group Home: A licensed or approved home providing 24-hour care for children in a small group
setting that generally has from seven to twelve children.
Guardianship: Permanent custody of the child was awarded to an individual.
Institution: A child care facility operated by a public or private agency and providing 24-hour
care and/or treatment for children who require separation from their own homes and group living
experience. These facilities may include: child care institutions; residential treatment facilities;
maternity homes; etc.
Living with Other Relatives: The child went to live with a relative other than the one from whose
home he or she was removed.
Placement End Date: The month, day, and year the out of home placement ended.
Placement Start Date: The month, day, and year the out of home placement began.

A.13

Pre-Adoptive Home: A home in which the family intends to adopt the child. The family may or
may not be receiving a foster care payment or an adoption subsidy on behalf of the child.
Removal Date: The month, day and year the child was removed from his/her home for the
purpose of being placed in foster care.
Removal Episode: The period during which a child is continuously in out-of-home placement. A
removal episode may have one or multiple placements, with one discharge at the end of all
placements. A child may have multiple removals from home.
Reunification with Parents or Primary Caretakers: The child was returned to his or her principal
caretaker(s’) home.
Runaway: The child ran away from the foster care placement.
Supervised Independent Living: An alternative transitional living arrangement where the child is
under the supervision of the agency but without 24 hour adult supervision, is receiving financial
support from the child welfare agency, and is in a setting which provides the opportunity for
increased responsibility for self-care.
Transfer to Another Agency: Responsibility for the care of the child was awarded to another
agency—either in or outside of the state or Tribal service area.
Trial Home Visit: The child has been in a foster care placement, but, under title IV-E agency
supervision, has been returned to the principal caretaker for a limited and specified period of
time.
Substance Abuse Terms
Treatment Episode: A treatment episode is defined as that period between the beginning and end
of continuous treatment services for a drug or alcohol problem. The episode includes one
admission (when services begin) and at least one discharge (when services end). Within a
treatment episode, a client may transfer to different services, facilities, providers, programs, or
locations.
Date Of Admission: The month, day, and year on which the client receives his or her first direct
treatment service within a treatment episode.
Date of Discharge: The month, day, and year of the end of all treatment settings for a treatment
episode.

A.14

APPENDIX B
WORKING WITH STATE CHILD WELFARE OR SUBSTANCE ABUSE AGENCY
DATA PERSONNEL

Obtaining administrative data from state child welfare or substance abuse agencies can require many
steps. If data managers, lead evaluators, and project directors encounter difficulties with this process,
please contact your CSL for technical assistance. The cross-site evaluation has several experts on staff
that will be happy to help grantees negotiate these steps. In general, the process will entail these
steps:
1. The grantee data manager will contact the state data manager and arrange an initial meeting,
whether by phone or in person. Topics will include:
•
•

The RPG program, the grantee’s project, and the cross-site evaluation
The cross-site evaluation Safety and Permanency, or Recovery data requirements and
schedule
• Specific data fields and names – Appendix A of this user guide will be helpful
• Data formats for requests and downloads
• A strategy for matching RPG Focal Child IDs with children in the state’s database
• Specific state data personnel who will be assigned to assist the grantee
• Next steps
2. The grantee data manager can arrange a pilot matching test, for which she or he will create a list of
RPG focal children or recovery adults and the identifying information the grantee collects.
3. The state data personnel can then use this information to match cases in the state data system. This
pilot test will reveal the most useful identifying information, as well as any problems in the
process.
4. The grantee data manager can develop a process for checking the accuracy of the case matching,
and the process for returning questionable case data to the state for confirmation or correction.
5. Once the matching strategy has been worked out, the data managers can conduct a data format
pilot test.
6. The grantee data manager can submit a list of focal child or recovery adult IDs in the format that
seems best for both the grantee and the state.
7. The state data manager can then return data (real or fictional) in the agreed-upon format.
8. The grantee data manager can extract, examine, correct, remove matching identification fields, and
save the data file. Once the real data transfer process begins, the matching and correcting
protocols will require routine review and improvement when feasible.

B.3

APPENDIX C
ERROR MESSAGES IN THE OAISIS

Recovery Data (Excel)
Item

Error Message

Probable Cause

1

Invalid file extension

Non-excel file was uploaded.

2

No data found in the Excel file

The excel file had no data records.

3

Invalid Grantee ID found

The grantee ID is blank, contained special characters, or
the grantee ID is not the grantee of the person
uploading the file.

4

Invalid Case ID found

The case ID is blank or has special characters.

5

Combination of Grantee ID
and Case ID not found in the
ESL

The case ID was not entered in the ESL.

6

Invalid Recovery Domain Adult
ID found

The Recovery Domain Adult ID is blank or has special
characters.

7

Combination of Grantee ID,
Case ID, and Adult ID not
found in the ESL

The Adult ID was not entered in the ESL.

8

Invalid Treatment Episode ID
found

The Treatment Episode ID has special characters.

9

Duplication of Grantee ID,
Case ID, Adult ID, and
Treatment ID found

The same record is repeated twice.

10

Invalid Admission Date found

The Admission Date has special characters or is
formatted incorrectly.

11

Invalid Discharge Date found

The Discharge Date has special characters or is
formatted incorrectly.

12

Invalid Discharge Reason
found

The data for the Discharge Reason data element is not
one of the valid codes.

C.3

Safety and Permanency Data (XML)
Item

Error Message

Probable Cause

1

Invalid file extension

Non-XML file was uploaded

2

No data found in the Excel file

The XML file had no data records

3

The XML structure is invalid

The XML file is not properly constructed

4

Invalid Grantee ID found

The grantee ID is blank or contains special characters or
the grantee ID is not the grantee of the person
uploading the file.

5

Invalid Case ID found

The case ID is blank or has special characters.

6

Combination of Grantee ID
and Case ID not found in the
ESL

The case ID was not entered in the ESL.

7

Invalid Child ID found

The case ID is blank or has special characters.

8

Combination of Grantee ID,
Case ID, and Child ID not
found in the ESL.

The child ID was not entered in the ESL.

9

Invalid Report ID found

The Report ID is blank or has special characters or is
formatted incorrectly.

10

Invalid Incident Date found

The Incident Date is blank or has special characters or is
formatted incorrectly.

11

Invalid Report Date found

The Report Date is blank or has special characters or is
formatted incorrectly.

12

Invalid Report Disposition
Date found

The Report Disposition Date is blank or has special
characters or is formatted incorrectly.

13

Invalid Physical Abuse Code
found

The data for the physical abuse data element is not one
of the valid codes.

14

Invalid Neglect Code found

The data for the Neglect data element is not one of the
valid codes.

15

Invalid Medical Neglect Code
found

The data for the Medical Neglect data element is not
one of the valid codes.

16

Invalid Sexual Abuse Code
found

The data for the Sexual Abuse data element is not one
of the valid codes.

17

Invalid Psychological or

The data for the Psychological or Emotional Abuse data

C.4

Item

Error Message

Probable Cause

Emotional Abuse Code found

element is not one of the valid codes.

18

Invalid Other Abuse Code
found

The data for the Other Abuse data element is not one
of the valid codes.

19

Invalid Maltreatment Death
Code found

The data for the Maltreatment Death data element is
not one of the valid codes.

20

Invalid Removal ID found

The Removal ID has special characters or is formatted
incorrectly.

21

Invalid Removal Date found

The Removal Date has special characters or is
formatted incorrectly.

22

Invalid Discharge Date found

The Discharge Date has special characters or is
formatted incorrectly.

23

Invalid Discharge Reason Code
found

The data for the Discharge Reason data element is not
one of the valid codes.

24

Invalid Placement ID found

The Placement ID has special characters or is formatted
incorrectly.

25

Invalid Placement Start Date
found

The Placement Start Date has special characters or is
formatted incorrectly.

26

Invalid Placement Setting
Code found

The data for the Placement Setting data element is not
one of the valid codes.

27

Invalid Placement End Date
found

The Placement End Date has special characters or is
formatted incorrectly.

Standardized Instruments Data (Excel and Zip)
Item

Error Message

Probable Cause

1

Invalid file extension

Non-excel or non-pdf file was uploaded.

2

No data found in the Excel file

The excel file had no data records.

3

Invalid Grantee ID found

The grantee ID is blank, contained special characters, or
the grantee ID is not the grantee of the person
uploading the file.

4

Invalid Case ID found

The case ID is blank or has special characters.

C.5

Item

Error Message

Probable Cause

5

Combination of Grantee ID
and Case ID not found in the
ESL

The case ID was not entered in the ESL.

6

Invalid Child ID found

The case ID is blank or has special characters.

7

Combination of Grantee ID,
Case ID, and Child ID not
found in the ESL.

The child ID was not entered in the ESL.

8

Invalid Adult ID found

The respondent ID is blank or has special characters.

9

Combination of Grantee ID,
Case ID, and Adult ID not
found in the ESL

The respondent ID was not entered in the ESL.

10

Invalid Administration Date
found

The administration date is blank or has special
characters.

11

Invalid Child DOB found

The child date of birth is blank.

12

Child DOB cannot be greater
than Administration Date

The child dob is later than the administration date.

13

Combination of Grantee ID,
Case ID, Child ID, and Child
DOB not found in the ESL

The child DOB does not match the DOB for the child in
the ESL.

14

Invalid Time Point found

The time point value is not 1 or 2.

15

Duplicate combination of
Grantee ID, Case ID, Child ID,
and Time Point found

Data for the same observation is repeated in the file
(Excel) or the same PDF is copied twice in the zip file.

16

Invalid Adult ID found

The respondent ID is blank or has special characters.

17

Combination of Grantee ID,
Case ID, and Adult ID not
found in the ESL

The respondent ID was not entered in the ESL.

C.6

APPENDIX D
XML DATA STRUCTURE FOR SAFETY AND PERMANENCY DATA

C.3